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Home My WebLink About2018-06-07-2020-min (ECiL Subcommittee) Enliandlrllg CaluimunIlcafilon 11ii III,,, ' 'liiington (ECl11 Meeting Knuilh'.,s 7 3 u iin e 20 ,8 / 4t3 0 6.-OOpim / 11iin 242 Coiiniinuin irty Ceiin'-teiir ATTENDEES Present: Mark Manasas, Harry Forsdick, Sherry Zhu, Marian Cohen, Kathleen Lenihan*, Bhumip Khasnabish, Glenn Parker, Joe Pato* Absent: PX Shiu * Liaison (liaisons are not listed as absent if they did not attend) AGENDA • Approval of 5/3 and 5/24 minutes • Elect subcommittee chairperson • Reschedule of 26 June mtg with Sr. Mgmt • Communication requirements & ECiL project requirements • Review planning for Best Practices research • Review planning for Benchmarking • Review open Action Items MINUTES Meeting was called to order at 4:36pm. Meeting was adjourned at approximately 6:10pm. Minutes for May 3 and May 24 were approved. Mark Manasas was approved as subcommittee Chair, lRescheddle of 26 Alirie Ill tg With Sir Mainagernein't Meeting with Sr. Management has been rescheduled to 10 July. Harry will accompany Mark to this meeting. This is the first engagement with Sr. Management and should be seen as a get-to-know-you activity. Draft questions have been started here. [Al] All team members should review the current list of questions and add questions they think would be worthwhile by Tues the 12th June. [Al] Marian and Mark will review and revise the questions as appropriate to come up w/—7 questions to forward to Sr. Management. Proposed timeline is: Questions to Sr. Mgmt by 15 June, Request responses ASAP, but NLT 29 June. [Al] Marian, Mark& Harry will review responses and develop follow on discussion guide for meeting on 10 July, Coirnirnuirflicatioin Ill:lequiliiireiii,-iiiieiiri,ts & 1EG11 Piroject lReqUireirneints Glenn presented a slide deck outlining the basic elements of communication. Discussions generated by this slide deck included: Discussions on Lexington Yahoo list about recycling and mixing recycling streams of paper and plastic. Flyer was not updated to reflect that mixed stream was acceptable, nor was any other public announcement made to this effect. Discussed that, while this is a trivial issue, this causes a loss of credibility for the Town. Lesson learned is to always update public literature and update residents through various other means when new information is available, even if seemingly trivial. • Glenn emphasized that when initiating communication the Town (or anyone) should always be ready for feedback and/or responses. Even if stating a simple fact like the cancellation of an event due to bad weather, etc, it is recommended to include a statement to the effect of"For more information please contact xyz". • If an organization is going to ask questions, the organization should be ready to put effort into fielding and responding appropriately to the responses. It is very disheartening and alienating to respondents who feel like their responses have gone into a black hole, lReview of Ill::-'lllaiiriiii,illiiii,ig ,foiir Ill est 11::1iractices lResearch • Sherry commented that she and PK had met with librarians who are ready to conduct a keyword search to help identify resources for Best Practices Research (BPR). • The identification of communities for BPR and Benchmarking is essentially the same piece of work so these two groups should be coordinating this effort • Sherry mentioned it would help to give librarians access to the ECiL shared Google Docs folder. [Al] Sherry/ ark give librarians access to shared docs folder. • [Al] PK/Sherry present task breakdown/timeline @ next ECil mtg on 21 June. Review of !Dlaininllingfoiir 1E.: einchirnairldirig • Harry reviewed a slide deck outlining planning for benchmarking. • Harry would like to recruit another team member to assist with benchmarking work® any volunteers? • [Al] Set an objective to get a meeting in the calendar with the Public Info Office/Officer of a neighboring town before the end of June. • [Al] Harry present task breakdown/timeline @ next ECiL mtg on 21 June. Othair • [Al] Mark will ask 20/20 Committee if they can sign off on any costs which may be associated with printed questionnaires the ECiL committee may require during the course of our work. • Bhumip commented that all Lexington departments and committees should be aware of EU General Data Protection Regulations:htpa-://www.euqdpr.org/ It's not clear how this would affect Lexington departments and committees since it applies to companies operating in the EU. • [Al] Mark find out if Lexington belongs to any of the public communications groups, e.g. 3C A, If so, can we get access to any of their planning materials? AC TIGIN I TEMS A comprehensive list of all action items, from all meetings, is maintained here: Comm Pr Risk Register, New action items, from this meeting, are shown below. Action Owner Due Review the current list of Sr. Mgmt questions and add questions which may be All 12 June worthwhile Review and revise Sr. Mgmt questions as appropriate to come up w/-7 Marian 15 June questions to forward to Sr. Management, Mark Review responses to Sr. Mgmt questions and develop follow on discussion Marian guide for meeting on 10 July, Mark 9 July Harry Give librarians access to shared ECiL docs folder. Sherry 15 June Mark Present Best Practices task breakdown/timeline @ next ECil mtg on 21 June PK 21 June Sherry Get a meeting in the calendar with the Public Info Office/Officer of a Harry 30 June neighboring town before the end of June. Present Benchmarking task breakdown/timeline @ next ECiL mtg on 21 June, Harry 21 June Find out if Lexington belongs to any of the public communications groups, e.g. Mark 21 June 3C A, If so, can we get access to any of their planning materials 11::::Vtuire IIl eetiiings:� Every 2 weeks, Thurs @ 4:30pm: June 21, July 5(?), July 19, August 2, etc