Loading...
HomeMy WebLinkAboutCharter for Communication Project - 20/20 Vision Committee uuiuiuiuiuiuu��������rir�irrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrz 20/20 VisionCommittee OVERVIEWCommunication Project Charter 30 111Aarch 2018 The 20/20 Vision SUrve Penn- completed in July 2017 stated that citizens felt the "desire/need for better communication of information"with the Town. This document is therefore a proposal to the 20/20 Vision Committee for a project to identify communication best-practices, identify how residents feel communication should be improved, and make recommendations to relevant Town entities. This project will seek to understand how to improve communication both to and from the Town.The project will include investigation into both technology solutions such as social media and "code red"type systems, and traditional forms of communication such as town forums and flyers. It is expected that budget will soon be approved for a new"Public Information Officer"(PIO) position within the town,such that recruiting for this position could begin in the summer. This project will therefore be designed to conduct"community conversation"forums in the fall,so that the person filling the PIO position could participate. This forum may, in fact, provide a springboard to introduce the PIO to communications issues facing the town and its residents if conducted early in their tenure. Ultimately,the timing of this forum will be coordinated to meet the desires of the PIO. GOALS 1. Solicit input from residents to identify areas of focus for communication improvement. a. Actively seek resident input by publicizing this project via town website, social media channels, networking and other means. Provide both online and offline means for contacting project team. b. Review resident feedback on communication contained within the August 2017 Town Wide 20/20 Survey. 2. Identify best practices used by towns similar to Lexington to communicate with citizens. a. Create a report that summarizes best-practices applicable to towns similar to Lexington, using resources such as 3CMA (City-County Communications & Marketing Association). Report should include the types and content of communications, and methods/ systems/ channels used for communicating the content. 3. Conduct communications benchmarking comparing Lexington with three to five similar communities. a. Create a taxonomy of the information that Lexington shares with residents and the way(s)that it is shared. This taxonomy will be constructed using interviews with Town entities early in the project. These interviews will also seek to identify issues Town entities would like to have investigated during the benchmarking activities. b. Identify communities with demographics and infrastructures similar to Lexington, and who are recognized as having well regarded communications practices. c. Conduct research and interviews to document how these towns are communicating with their citizens. Compare the content and methods to those currently utilized by Lexington. d. Investigate communications protocols that were adopted and later abandoned (or replaced) by Lexington, e.g. "SeeClickFix" and "LexEngage" mummiuuiur�wiwiririaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaei e. Create a gap-analysis report to identify where areas may exist for improvement in Lexington communication systems and processes. 4. Hold several forums, sharing the findings from items 1 and 2 above, with residents and town department representatives, seeking feedback from the Lexington community. a. Identify appropriate numbers and makeup of residents to conduct meaningful forums. b. Recruit town & committee officials and citizens to attend forums. Design forums to include information sought by town entities. Incorporate questions from town entities into best practices and benchmarking exercises. c. Conduct the forums and document the findings. 5. Make recommendations to Town institutions to improve communications with citizens. a. Create reports and make presentations as necessary to communicate findings to town / committee leaders/ residents. TIMELINE The timeline outlined below is designed to hold the community conversation forums in September upon the predicted start of a person hired to fill an expected newly created town Public Information Officer position. As more information on this position, and when it will be filled, becomes available the timeline will be adjusted. March April May June July August September October November December Community Engagement Seek Resident Input Interview Town Entities&Document .... .... .... .... .... .... .... .... .Background..Resear h .... .... .... .... .... .... .... .... .....Best Practices Rep rt ...Benchmarking Rep .... .... .... .... .... .... .... .... .... .... .... .... .... Co....munity Conversation Forums .... .... Plan&Recruit for Comm Conversatio........ Public Info Officer(PIO)Hired .... .... .... .... .... .... .... .... .... .... .... ..Hold Comm..Conversati... Forums Document Findings of mm Conversations Present Findingsto town entities citizens.... PROJECT TEAM & OPERATION The following people contributed to this charter: Bhumip Khasnabish, Mark Manasas, Candy McLaughlin, Glenn Parker, Koren Stembridge. This team will recruit personnel to add bandwidth, skills and demographic diversity to conduct the work discussed in this project. mummiuuiur�wiwiririaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaiaei The project will comply with the following criteria. The subcommittee shall: 1. Consist of at least 4 members reflecting the demographic diversity of the Lexington community and including people with a background or skills in communications. a. At least 2 members shall be from the 20/20 Vision Committee. b. A quorum shall consist of 4 members. 2. Elect a chair for the subcommittee. 3. Amend the charter if the team believes it needs to be modified and secure approval for any changes from the 20/20 Vision Committee. 4. Construct, follow and maintain an accurate project plan. 5. Comply with open meeting law, including posting agendas, recording minutes etc. 6. Report on progress at the regular meetings of the 20/20 Vision Committee. 7. Submit reports and recommendations directly to the 20/20 Vision Committee for approval prior to any external distribution.