Volunteers Needed for Committees
 

TABLE OF CONTENTS

Introduction

Citizen participation in local government has been a strong tradition in Lexington since the day a few residents convened a meeting on the Green on a matter of some urgency in 1775. They brought with them their muskets and their concern and commitment to this community. The minutes tell us that meeting ended rather violently. Fortunately, that has not deterred future generations from coming forward to share their talents and concern to maintain and promote the quality of life in Lexington.

Lexington is a very different place today from the sleepy farm village it was in 1775 but the need for citizen participation is, if anything, greater than ever. Our society and governmental institutions grow increasingly complex. New and difficult social, technical, and economic issues arise daily. The responsibility for policy-making and overall administration of the town and its departments, agencies, and institutions is vested in its elected officials: the Selectmen, School Committee, Planning Board, Housing Authority and Town Meeting. The job of running the town and its institutions on a day-to-day basis is delegated to the Town Manager, the School Superintendent, and the town employees and officials who work with them.

Elected officials and town employees provide the time, energy, knowledge, and talent needed to keep Lexington functioning. Creative employees consistently work to provide innovative services to the town. Looking to expand the resources beyond employees that are necessary to implement these quality services, the town must look to its residents for volunteers.

This is why we turn to you, as a Lexington resident, and ask you to join us as a member of a volunteer committee in meeting the town's needs and maintaining its quality of life and services. Membership on a committee requires work and commitment but is also a rewarding experience. It offers an opportunity to participate in town affairs, to help shape policy, to work with interesting people, and to assist in the growth and prosperity of the town.

This booklet is part of an effort to make it as easy as possible for you to enjoy the experience of serving on a citizen board. A brief outline of the structure and function of the major non-elective boards and committees is provided. The Selectmen, Town Manager and other committees appoint ad hoc committees or working groups for specific project assignments. The end result of this work is usually a report and/or recommendation to the Board of Selectmen. It is difficult to predict what future opportunities will be. Past temporary assignments have included: the Selectmen-Town Manager Act Review Committee; several School Conversion Committees; Alternative Tax Revenue Committee; Data Processing Task Force; and the rDNA Committee.

The Talent Bank is used as a source for such appointments. Application forms are available in the Selectmen and Town Manager's Office. Don't be modest in describing your interests and experiences; they may be exactly what we are seeking.

This booklet was developed in response to a desire by the Board to seek out and recruit the active participation of townspeople with talent and dedication. The information in this book as to committee composition and meeting times is accurate as of publication. As Lexington changes over time, so do its committees.

BOARD OF SELECTMEN

 

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Criteria for Appointment

Criteria for appointment to Selectmen's advisory committees were developed, not surprisingly, by an Appointment Criteria Committee (ACC) in 1977. The charge to this committee was to "draw up guidelines for use in appointments, the timing of appointments, and the number of members on the various Selectmen-appointed Boards and Committees" existing at that time.

This committee's report recommended criteria for a number of specific committees and suggested general criteria as well. It should be emphasized that they are guidelines, not minimal qualifications which should be adhered to rigidly or blindly. The intent is to help focus on those qualities and characteristics in committee members that will facilitate the important and necessary work the committees do.

The general criteria, as stated in the ACC report, are as follows:

"People invited to serve the town by becoming members of its important non-elected committees, boards and commissions should:

Where more specific criteria have been adopted, either from the ACC recommendations or subsequently, they are listed with the appropriate committee.

It should be noted that "experience," while desirable, is NOT a requirement. The Selectmen would like to encourage people who have not come forward before to let their interests be known.

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Application Process

The Selectmen and Town Manager's Office maintains a registry of people interested in being considered for appointment when openings on existing committees occur, or when new committees are being developed. Forms are available at the Town Manager's Office and the Selectmen's Office (Committee Application Form).

If you prefer, you may write a letter or send a resume. If you do, please include information that will make it possible to identify both your interests and your talents; for example, your professional and/or educational background; job history and responsibilities; community, civic, religious, cultural, service, athletic or other activities; and your name, address, and phone number. Let us know if your interests are limited to a specific field or committee; if you want us to keep your application on file only for a limited amount of time; or if you have other specific requirements.

Frequently, the Selectmen turn to the chairs of committees for their recommendations on filling vacancies. If you are interested in a specific committee, it might be useful to contact the chairman and attend the committee's meetings. Names of chairmen are available from the Town Clerk, Selectmen's Office, and the Town Manager's Office. Meetings are posted at least 48 hours in advance. The Lexington Minute-Man publishes listings of scheduled meetings, and a calendar is maintained on the bulletin board outside the Town Clerk's Office in the Town Office Building, or can be found on-line by clicking here.

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Board of Appeals

Criteria for Membership

Individual:

Full members shall not hold membership on any other major boards (i.e. Planning Board, Board of Selectmen, School Committee, Historic Districts Commission, or the Appropriation Committee).

Full members who have served consecutively for the equivalent of two full terms (10 years) or more shall not be reappointed until after a lapse of at least one year.

 

Collective:

It is highly desirable that the Board of Appeals should include people with various specialties such as:

Ref. - General By-Laws, Article XI, M.G.L., Chapter 40A, Section 12

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Appropriation Committee

Purpose - This committee is specifically charged with the duty of making recommendations on the prudent management of the financial affairs of the Town of Lexington. Prior to each Annual Town Meeting the Appropriation Committee shall review and comment on the budget as prepared by the Town Manager. No motion carrying an expenditure or appropriation of money shall be acted upon by the Town Meeting, until a report thereon has been made by the Appropriation Committee. Copies of this document are available at the Office of the Town Clerk and at Cary Memorial Library and are distributed to each Town Meeting member together with advice and recommendations concerning the various appropriations of the town funds and any other municipal matters coming before such Town Meeting.

Criteria for Membership - Nine voters of sound business experience and/or good judgment. No member of the Committee shall be a town officer or a town employee, other than Town Meeting member, nor shall he or she serve on any other board, committee, or commission of the town or on any subcommittee appointed by any other town official, board, committee or commission. Members may serve on social committees that may be created from time to time by vote of the Town Meeting when such vote expressly authorizes Appropriation Committee representation.

Ref. - General By-Laws, Article XIII

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Board of Assessors

Purpose - The Board is responsible for meeting the certification requirements of the Department of Revenue. To meet these requirements, the assessors are obliged to revalue all properties in the residential and commercial condominium classes. In addition to certification duties, the Board finalizes the taxable list and prepares the tax bills; updates records relating to property transfers; inspects new construction, additions and alterations of sites; processes motor vehicle excise tax bills by year's end; and administers special assessments and statutory exemptions.

Criteria for Membership - None specified by statute. Members should possess a strong business and financial background with the ability to obtain an appropriate assessment certificate over a period of time.

Ref. - M.G.L., Chapter 41, Sections 1, 20-21, 24-26

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Biosafety Committee

Purpose - This committee functions in an advisory capacity to the Board of Health on the use of rDNA technology within the town. The committee provides recommendations on the issuance of rDNA permits as well as on relevant regulatory and technological changes in the field.

Criteria for Membership - All members should have a thorough knowledge of all aspects of the field of biotechnology and/or a sense of concern for the town.

Ref. - M.G.L. 111 Section 31

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Capital Expenditure Committee

Purpose - The Capital Expenditures Committee makes recommendations to Town Meeting concerning capital expenditures requests from town boards and departments that may be required within the ensuing 5 year period. The Committee considers the relative need, timing, and cost of these projects; the adequacy thereof; and the effect these expenditures might have on the financial position of the town. Prior to each annual Town Meeting, the Committee prepares, publishes, and distributes a report of its recommendations as to the projects to be undertaken within the 5 year period and the approximate dates when each should be started.

Criteria for Membership - The Capital Expenditures Committee consists of members with a demonstrated concern for capital improvement planning and budgeting. In addition, experience in finance or business, construction and computers is helpful on this committee. Committee members may not be town officers or employees (other than Town Meeting members) nor may members serve on any other board, committee, or commission of the town or in any subcommittee appointed by any other town official, board, committee, or commission. Members may serve on special committees which may be created from time to time by vote of the Town Meeting when such vote expressly authorizes CEC representation.

Ref. - General By-Laws, Article XIV

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Commission on Disability

Purpose - The Commission on Disability works to ensure that people with disabilities are fully integrated into all aspects of the community and that all can fully participate seamlessly and without barriers. The Commission’s charge is to advise and assist officials with ADA (Americans with Disability) compliance issues, to coordinate programs to meet the needs of the disabled in accordance with the Massachusetts Office on Disability, to review and recommend town policies as they affect those with disabilities, to provide information, guidance, and technical assistance to individuals and agencies, and to research local problems for individuals with disabilities.

Criteria for Membership - The Commission on Disability consists of town residents who share a commitment to addressing the needs of the disabled for full inclusion and integration. The majority of Commission members are required to be people with disabilities; one member can be a member of the immediate family of a person with a disability, and one member must be either an elected or appointed official of that city or town.

Ref. - Accepted as a Commission by Town Meeting, April 2003 under the provisions of MGL Chapter 40 Section 8J (formerly known as Enablement Committee)

Contact information - Victoria Buckley, Chair – 781-863-5894

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Communications Advisory Committee

Click here to go to the Communications Advisory Committee's Web Site

(Formerly the Cable Television and Communications Advisory Committee)
Cable Access Agreement between Lexington and LexMedia
 

Community Cable Needs Assessment

Purpose - To advise the Board of Selectmen on all aspects of wired and wireless communication and data services to and within the Town; to serve as ombudsman for Town users of such services; when stipulated by the Selectmen, to represent the Town in negotiations and during contractual/license relationships with providers of those services; when stipulated by the Selectmen, to oversee any network which includes municipal and/or school buildings; to help set Town regulations and review applications to the Town for wired and wireless communications and data services; and to advise the Selectmen and other Town officials on managing the Town’s growing information-handling needs and any supporting networks.

Criteria for Membership - Members should have an interest in communications and education. In particular, representatives of key user groups in the town (e.g. schools, libraries, service groups) are encouraged to become involved.

Ref. - Charge adopted by Board of Selectmen, October 18, 1999; superseding previous charge, as amended.

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Community Preservation Committee

 Click here to go to the Community Preservation Committee's web page

Purpose - The Community Preservation Committee shall study the needs, possibilities, and resources of the Town regarding community preservation.  In conducting such study, the Community Preservation Committee shall consult with the appointing bodies and shall hold at least one annual public informational hearing on the needs, possibilities and resources of the Town regarding community preservation possibilities and resources.

The Community Preservation Committee shall make recommendations to the Town Meeting for the acquisition, creation, preservation, rehabilitation and restoration of properties and real property interests, as provided in the Act, which recommendations may include setting aside funds for later spending for purposes that are consistent with the Act.  The recommendations made by the Community Preservation Committee shall include the anticipated costs of such recommendations.

The Board of Selectmen shall insert an article in the warrant for each Annual Town Meeting, and for any Special Town Meeting upon the written request of the Community Preservation Committee, to enable Town Meeting to make appropriations purposes recommended by the Community Preservation Committee for the current or next fiscal year.

Ref.- Article 29 of the Code of Lexington provides for the establishment a Community Preservation Committee if and when the Massachusetts Community Preservation Act is accepted by the Town.

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Condominium Conversion Board

Purpose - The Condominium Conversion Board is responsible for establishing license fees; notifying abutters of proposed condominium sites; holding public hearings; filing a decision with the Town Clerk; and holding hearings regarding eviction licenses and making decisions concerning such issues. In addition, the Conversion Board is liable to appeal on any of its decisions.

Criteria for Membership - Members of this board must demonstrate sound judgment and knowledge of housing and land planning issues. Members of this board may also consist of members of any official committee, commission, or other authority in the town at the discretion of the Board of Selectmen.

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Conservation Commission 

Purpose - The primary responsibilities of the Conservation Commission include the preservation of open land and the protection of wetlands through the provisions of the State and Federal Wetlands Protection statutes. The Commission holds public hearings under its statutory authority to protect wetlands from illegal filling or pollution and to protect them from increased flooding problems. The Commission is also involved in the acquisition of open lands for passive recreation purposes. The management of conservation lands involves mowing, providing access, supporting community gardens and leased farm plots, trash clean-up, stream cleaning, developing trail systems, and installing identification signs.

Criteria for Membership - Members should possess a background or interest in environmental affairs or law.

Ref. - General By-Laws, Article XXXII

M.G.L., Chapter 40, Section 8C

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Council for the Arts

Purpose - The Council for the Arts administers State Arts Lottery funds by soliciting and evaluating applications for funding from eligible recipients, distributing the funds, and insuring that they are properly used. It may also undertake projects intended to further the appreciation and support of the arts in Lexington.

Criteria for Membership - Candidates should have an active interest in promoting the arts or should, themselves, be practicing artists. Committee membership should, insofar as possible, represent a broad range of the arts in which Lexingtonians participate.

Ref. - Charge adopted by the Board of Selectmen on August 11, 1980

Revised to increase membership to 11 maximum.

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Council on Aging (COA)

Purpose - The Council on Aging provides policy guidance in the operation of the Senior Center, which coordinates and carries out programs designed to meet the needs of the aging. These programs are developed in collaboration with programs of the Mass. Department of Elder Affairs and others. Its activities include the provision of congregate meals, Meals on Wheels, counseling and recreation for the elderly, Social Day Care program, Senior Health Monitor Program, Property Tax Work Off Program tax assistance, health clinics, exercise classes, library and education programs, newsletter, outreach, and advocacy.

Criteria for Membership - Open to people with an active interest in elder affairs.

Ref. - General By-Laws, Article XX

M.G.L., Chapter 40, Section 8B

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Design Advisory Committee (DAC)

Purpose - The purpose of the Design Advisory Committee is to assist the town in providing professional design guidance on town-funded projects or town buildings and facilities. The committee is also charged with making recommendations to enhance the attractiveness of town lands, parks, recreation areas, conservation areas, and other public areas. In addition, it may be asked to review and comment on proposals by private sector firms and individuals where a town interest is involved. Its recommendations are made to the Board of Selectmen.

Criteria for Membership - Members should be architects, landscape architects, planners, environmental engineers, or other design professionals residing in Lexington. The Committee may also include representatives of Lexington committees or organizations concerned with design and town esthetics.

Ref. - Charge adopted by Selectmen on December 2, 1986

Documents - A Guide For Sign Permit Applicants

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Energy Conservation Committee

Description - The Energy Conservation Committee is charged with advising town officials as to ways to enhance energy conservation throughout the Town’s existing physical plant, including but not limited to all municipal and school buildings, street lights, vehicles and equipment.

The Committee shall consider the feasibility of developing energy conservation standards and suggestions and make any recommendations for implementation that they see have a reasonable payback. The Committee shall make recommendations for implementing organizational changes to provide ongoing monitoring and management of energy costs and complement any work currently being undertaken by the Electric Utility Ad Hoc Committee and the Permanent Building Committee.

The Committee will recommend an energy policy that ensures sustained commitment to energy conservation.

 Ref. - Charge adopted by Board of Selectmen on November 21, 2005.  Revised charge on January 18, 2006 (recommend energy policy).

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Fair Housing and Human Relations Committee

Diversity is our Goal

Purpose - This Committee is responsible for identifying and monitoring factors which may affect fair housing in Lexington; recommending and monitoring a fair housing plan; and monitoring the town's 1981 Fair Housing Policy Resolution. The goal of the Fair Housing Committee is to assist in eliminating barriers to equal access to housing.

Criteria for Membership - The Committee should include wide representation from groups within Lexington; for example, members of tenants associations, real estate concerns, banks, apartment managers, civil rights and other special interest organizations, developers, public officials, and local residents.

Ref. - The Housing Policy Plan of the 1979 Annual Town Meeting; Article 25 of the 1981 Annual Town Meeting; Mass. General Laws, Chapter 151B; Section 3.5 of the Affirmative Action Regulations issued by the Executive Office of Environmental Affairs.

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Fence Viewers

Criteria for Membership - None.

Ref. – M.G.L. - Chapter 49

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Hanscom Area Towns Committee (HATS II)

Purpose - The Hanscom Area Towns Committee, known as HATS II, is the successor, as of January 1988, to the earlier HATS, the Hanscom Area Traffic Study Committee. Its purpose is to coordinate the policies and activities of the four towns that contain Hansom Field (Bedford, Concord, Lexington, and Lincoln) in their relationships with the major organizations that operate in the Hanscom Field area. These include the U.S. Air Force, the National Park Service, the Massachusetts Port Authority (Massport), Lincoln Laboratories, and private corporations.

HATS II seeks to protect and preserve the physical and environmental attributes of the area in the face of expanding institutional and commercial development, increasing traffic and aircraft noise and other threats to the environment. Through HATS II, the four towns coordinate their efforts in planning, growth management, land use, traffic control, and environmental protection. Representatives of other organizations, including those named above, are invited to attend HATS II meetings on a non-voting basis.

Criteria for Membership - Membership criteria vary slightly among the four towns. Lexington is represented by one selectmen, one member of the Planning Board, one member of the Conservation Commission, and the town's representative to the Hanscom Field Advisory Commission. The first three are appointed by their respective boards. The HFAC representative is appointed by the selectmen.

Ref. - Memorandum of Agreement of the towns of Bedford, Concord, Lexington, and Lincoln, effective January 1988.

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Hanscom Field Advisory Commission (HFAC)

Purpose - This Commission provides continued communication between the communities surrounding Hanscom Field and the Massachusetts Port Authority. Town representatives also act in an advisory capacity to the Board of Selectmen in regard to decisions relating to the Hanscom Field area. The Commission has responsibilities that include, but are not limited to, land use, noise abatement, and transportation needs as outlined in the Hanscom Field Master Plan.

Criteria for Membership - Each of the four contiguous towns has one representative on this commission. Two seats are reserved for representatives from other towns (Action and Carlisle); two seats are reserved for representatives of neighborhood organizations; and two members come from area-wide organizations interested in transportation or land use. In addition, two seats are reserved for representatives from companies doing business at Hanscom, two representatives are from companies based at Hanscom, and two representatives come from aviation-related organizations.

Ref. - Chapter 290 of the Acts of 1980, Sections 1 and 2.

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Board of Health

Purpose - The Board of Health is responsible for promoting public health in Lexington. It conducts investigations of health and environmental problems and manages and coordinates health programs and services within the town. Major concerns include preventing and controlling communicable diseases and ensuring that health requirements governing food service establishments, water supply, sewage disposal, housing and public swimming areas are met.

Criteria for Membership - Members should have a strong interest in maintaining a clean and healthy environment in Lexington. Experience in medicine, public health, or environmental affairs is also helpful.

Ref. - M.G.L. - Chapter 41

Revised 1993, raising maximum number of members to 5.

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Historical Commission

Commission web page

Purpose - The Commission was established for the preservation and development of the historical and archeological assets of the town. The Commission maintains an inventory of buildings, areas, and sites of architectural and/or historical importance in Lexington. It collects reference information on architectural styles, preservation technology, and financial benefits for historic preservation. It is the starting point for those seeking National Register Nominations for their buildings or neighborhoods. It also submits opinions and recommendations to other town boards and committees on topics of architectural or historic concern. In addition, the Historical Commission administers the demolition by-law.

Criteria for Membership - Professional qualifications in architecture, history or historical preservations. Must be a Lexington resident with sincere interest in the field.

Ref. - M.G.L. - Chapter 40, Section 8D

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Historic Districts Commission (HDC)

Purpose - The Historic Districts Commission is responsible for reviewing and approving all plans within the Lexington Historic Districts for construction, demolition, exterior renovations, color changes, and signs.

Criteria for Membership

Individuals involved with this committee should have a sense of dedication to historical heritage, historical preservation, and to the special townscape of Lexington and the concept of architectural compatibility. A full member who has served consecutively for the equivalent of two full terms (10 years) or more, shall not be reappointed until after a lapse of at least one year.

Two appointments are made from four candidates nominated by the Lexington Historical Society; one each from two candidates nominated by the Lexington Arts and Crafts Society and by the trustees of the Cary Memorial Library; and one at large. Four associate members are appointed for five year terms from nominations by the same organizations.

Collective: The Selectmen seek members with the following backgrounds:

Ref. - M.G.L. - Chapter 40C

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Housing Partnership Board

Click here to go to the Housing Partnership Board's website