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Home My WebLink About2018-05-24-2020-min (ECiL Subcommittee) EnliandlIrllg C( iiiiiiliiiiilii,i'llicatIlIo' ii In I ekingtain (IECI11 Meefiliig Wnuites, 24, IMay 2018 / 4:30 61.00piim I im 24,2 CoiiMii"uini,-ty Ceirr-teir ATTENDEES Present: Mark Manasas, Harry ors ick, Sherry Zhu P.K. Shiu MarianCohen Koren Stem bridge*, Carl Valente (guest) Absent: Bhumip Khasnabish, Glenn Parker + Member elect® Membership approved by 20/20 committee, but not yet recognized by Town Clerk. * Liaison AGENDA • Review / approve minutes from 3 May mtg ® Mark / All (if quorum) • Planning for 26 June mtg with Sr. Mgmt ® Mark • Discussion w/ Town Mgr Carl Valente re: ECiL project ® All • Discuss "communication" findings from 20/20 Survey and options for seeking citizen input for ECiL project ® Marian • Review planning for Best Practices research ® PK & Sherry • Review planning for Benchmarking ® Harry • Review thoughts on managing Town communication requirements & ECiL project requirements ® Glenn (via Mark if time allows) MINUTES Town Manager, Carl Valente, attended this meeting. Several agenda topics were therefore down-prioritized and not covered. A vote for subcommittee chair was postponed, and meeting minutes from 3 May were not approved, since a quorum was not reached at this meeting. Plaiiniinlliing ,foiir 26 Juine Ill tg. Wltl--iii Sin. Ill ainageirnein't Mark mentioned that the ECiL team is currently scheduled for a 1/2hour slot at the next Sr. Management meeting on 26 June. Mark will be out of town and unable to attend. If there are no volunteers from the team to lead this session we will reschedule for July. Draft questions have been started here. 11[111scusslloiin Wit1h ""own Ill ainageir Carl Valente, the Town Manager, and the team discussed the communication project. Discussion included the following points. Carl sees improved communication as a means to improve transparency and trust in town government. He provided the team with provided the team with the following communication objectives. Mission: Provide fimply,atcurate,coordIinaled information in ways the public wants to receive it, increase public aware"ess. increase corrinnunity engagennent Bufld trust between Town government and residents,himirkess cornIMUnity and community organrzatian5 Understand diverse coininnunity in providing messaging what: FACE TO,FACE Recruiting divt;"rso work force Recruiting for Town boaMs/cornmittees Neighborhood 01W reatfi V,4;. Training Boards and Committeej on public corninwnicatuafls Marketing of prograrns and services How: Block parties WeII SociaIl mediia II subscription ksts Sign,boards Code Red Town staff SelectmeiI IF-Notes Apps for routine,inforinnation LexMedla • Part of the role of the ECiL project should be to help develop priorities for PIG • Reduced readership of newspapers (Lexington Minuteman especially) has changed communication in Lexington. There is currently no common, prominent independent news source from which people get information about Town matters. • Arlington, Concord, Franklin ahead of Lexington in terms of Municipal Communications. Carl has already been in contact with these communities re: communication. • Marin county has similar demographic® Carl had copy of County of Marin Public Communications Plan. • Carl mentioned Issaquah Washington as a municipality with good communications practices. Mentioned that Issaquah uses a "public engagement toolkit" to engage public in budget and other discussions. 0 See Community Engagement Guide and Community Engagement Worksheet @: • Carl mentioned that Public Information Officers often have a Certified Public Communicator degree, or an Accreditation in Public Relations. We should look at organizations that provide these accreditations for resources. • Likely to begin recruiting PIO after Labor Day. Cornimuirflicatioin IlFliiindngs IEliiscussliioin Marian updated the team on the communications related findings from the recent 2017 20/20 Town-Wide Survey: Discussion included the following points: • Town website was a common source of frustration. People cannot easily find the info they are looking for. • Frustration seems to arise from two types of issue: 0 1 went searching for info about X and I couldn't find it 0 1 didn't know about Y and it will affect me • Team felt that we don't need to conduct another survey but that it would be useful to understand what different groups within town government get asked on a regular basis to see if this correlates with the 20/20 Survey comments. The idea would be to see if questions from "Residents and those who work in Lexington" match up with FAQ's received by: • People/departments in town government • Town Meeting Members (TMM) o [Al] Koren will ask other Sr. managers if they can pull together a list of FAQ they receive from residents. Do the various department websites reflect these FAQs? [All] Ask TMM about FAQ they receive® Harry(?) • The library often gets "I don't know where to start"type questions, thereby acting in an Ombudsman type role. Discussed a "Knowledge Corps"which could be volunteers, overseen by a paid position, perhaps administered via the library? • Harry mentioned that people were asked to write down suggestions or questions on 3x5 cards at the grand opening of the Community Center,Approximately 400 cards with 700 responses were completed. This information could be a good source of insight regarding communication desires of these respondents. [Al] Determine if the review that was done on these cards contains any insightful communications information® Harry. Best Practices !::�Iaininii iiing Discussion of Best Practices planning was superseded by discussions with the Town Manager. [Al] PK and Sherry will send out a brief email update on their work on Best Practices, Beiindhiirnairklliing IPlllanurmliing Discussion of Benchmarking Planning was superseded by discussions with the Town Manager. [Al] Harry will send out brief email update on his work on Benchmarking. �ll::Zequlliiireiii,neiii"iii,ts Ill ainageirniein't Discussion of Requirements Management was postponed until next meeting so that Glenn Parker (unable to attend this meeting) could present the info he prepared. Other • Mark and Harry noted that since signing up for all of the "Town of Lexington Email Subscription Lists" available via the town website, they have received mostly agendas for upcoming meetings. It would be equally useful to also receive minutes from these meetings via the listservs. • Since a large part of our discussions centered around the Town website, we should ask Tom Case, Chief Information Officer, to attend a future meeting to discuss website plans and priorities. [Al] Mark invite Tom Case to future meeting. ACTION ITEMS A comprehensive list of all action items, from all meetings, is maintained here: Comm jProject Action & EjaLEflgjaLef. New action items, from this meeting, are shown below. Action Owner Due Ask other Sr. managers if they can pull together a list of FAQ they receive from Koren 7 June residents. Ask TMM about FAQ they receive Harry 7 June Determine if review that was conducted on comments received on -400 UY cards collected at Community Center opening contain any useful communication Harry 7 June insights. Send out a brief email update on their work on Best Practices, PK/Sherry 1 June Send out brief email update on his work on Benchmarking Harry 1 June Invite Tom Case to future ECiL mtg to discuss plans and priorities for Town Mark 7 June website