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Home My WebLink About2019-02-08-2020-min (ECiL Subcommittee) Enliandlrllg CaluimunIlcafilon 11ii III,,, ' 'liin 't;ttIn (ECl11 Meeting Knulh'.,s 8 IF61biruairy 2019 / 9:30aiimmi 11:00aiin Il1um 246Contimurni'-ty Cein"ter ATTENDEES Present: Mark Manasas, PK Shiu, Margaret Coppe, Marian Cohen, Sean Dugan, Hong Xie Absent: Sherry Zhu AGENDA • Introductions • Review 29 Jan mtg with Town Mgr & Public Information Officer • Planning: • Identifying communication issues • Next steps to develop validation questions from Best Practices • Process for contacting other towns / PIO' s MINUTES This was the first meeting to include the new Public Information Officer for the Town, Sean Dugan. Minutes from the 24 Jan ECiL meeting were approved lintroductioins • Sean introduced himself to the team and commented that he has found some municipal Communication Plans in addition to those found by the ECiL team. [Al] Sean will make additional communication plans available to the team. • Hong Xie stated that going forward he should be able to attend meetings more frequently. • Mark commented that Indian Americans of Lexington (IAL) is now focused more on Indian cultural activities per past president Neerja Bajaj, The Indian Get Involved Group (IGIG) is focusing on getting members involved in town government. [Al]Mark will reach out to IGIG to seek an ECiL member and will provide contact info for IGIG to Sean. 2. Review 29 Jan rntg with I owin Ill ir & PUlb1hic linfoirimatioin Officeir • Sean, Mark and Margaret updated the team on the 29 Jan mtg with Jim Malloy(Town Mgr), Sean & Joe Pato. Mark and Margaret presented the ECiL project objectives to Jim & Sean on the 29th. Jim and Sean expressed enthusiasm for the concept of pursuing developing Best Practices and then polling/interviewing other towns about their experiences with implementing similar practices. • Jim and Sean expressed interest in having Marian present the findings of the 20/20 town-wide survey to the Sr. Management group. [Al] Mark will connect Marian & Sean to arrange the presentation. 3. PlIaininlling The team began developing some details for the project tasks. The currently identified tasks and "owners" are shown in the following image. Duration indicates the number of working weekdays estimated to accomplish the task. These are rough estimates at this point, Name Begin date End date Duration Resour Tm ces eamtq 2/8/19,, , 2/8/19 , 0 Identify Issues 2/1.1/19 3/22/19 30 2111/19 2/22/19 0 Mark l Yahoo List review ° 2 11 19 3 819 20 PK Spmmarze/20 eIsuesew 31119 3/22/19 m R�07 Develop Validation Questions 2/11/19 6/14/19 90 Simplify Best Practices 2/11/19 3/11/19 20 Sherry,Mark Identify Goals 3/25/19 4/19/19 20 Develop Q's around goats 4/22/19 6/14/19 40 Outreach to Other Towns 2/1.1/19 8/9/19 130 Identify Towns 2/1,1/19 3/8/19 20 Mark,Sean C' Contact Towns 3/11/19 5/3/19 40 Sean �� r �aia Conduct Interviews/Surveys 6/17/19 8/9/19 40 — — — — — Report 8/12/19 11/29/19 80 Draft Report 8/12/19 9/6/1.9 20 know 20/20 Review 9/9/19 10/4/19 20 Iterate Report 10/7/19 11/1/19 20 Final Report&Approve 11/4/19 11/29/19 20 Publicize/Present Report 12/2/19 1/24/20 40 Develop Presentation 12/2/19 12/27/19 20 ENIM Schedule Presentations 12/2/19 1/24/20 40 f Present Findinqs 1/27/20 1/27/20 0 The following near term tasks/action items were identified: 20/20 Survey Review: [Al] Mark will review the 20/20 survey report to identify communication issues residents identified and present findings @ next ECiL mtg. Yahoo List Review: K will find a way to search through the Yahoo Lexington list and identify hot topics and prepare a presentation for a future TBD ECiL mtg. Sr, Management Survey Review: ark will review the Sr, Management Survey and prepare a presentation for a future TESD ECiL mtg. Simplify Best Practices: [Al] Mark &Sherry will work on the Best Practices to distill them to "actionable" items, For example: Identified Best Practice(s) Actionable Best Practice(s) Coordinate County logo and use for unified - Include Town and/or Department portrayal of County government Logo/Brand on all authorized communications Diversity: Identifying citizen's preferences - Identify the channels different (target) and means in accessing communication populations want to use to receive and channels and developing a multi-pronged send communications. communication tool kit that meets the - Develop tools to utilize identified citizen's needs. channels 4. Othair The ECiL group would like to understand the constraints surrounding searching on the town website.A Google search such as "site:I exi ngtonma.gov" returns more valuable results than a search using the search box embedded within the town home page. [Al] Sean will seek feedback from Kathy Santos regarding search engine constraints on town web page. Hong mentioned that some residents for whom English is not their primary language have a hard time navigating the town website. He didn't think that many of them were aware of some of the translation services available from the Town such as tablets with Google translate at Police, DPW, etc. [Al] Sean, Hong &Sherry will coordinate to get the word out on WeChat to publicise the existing translation services which are available. [Al] Margaret mentioned that she will contact Vicki Blair to try and identify hot topics on the Town Meeting Member listserv. 5 AC rioN i rEIMS A comprehensive list of all action items, from all meetings, is maintained here: CommProjectAotion B,a�ister. New action items, from this meeting, are shown below. Action Owner Due Make newly found municipal Communication Plans available to ECiL team Sean 2/15 Reach out to IGIG to seek an ECiL team member/ Provide IGIG contact info to Mark 2/15 Sean Connect Marian & Sean to arrange presentation of 20/20 Survey results to Town Mark 2/15 Mgr, Sr. & Mid Management teams Review 20/20 survey to ID communication issues identified by residents. Mark 3/1 Prepare presentation for next ECiL mtg. Find a way to search through the Yahoo Lexington list and identify hot topics PK 3/1 and prepare a presentation for a future TBD ECiL mtg Review the Sr. Management Survey and prepare a presentation for a future TBD Mark 3/8 ECiL mtg. Distill existing identified Best Practices into "actionable" items. Mark 3/8 Sherry Seek feedback from Kathy Santos regarding search engine constraints on town Sean 3/1 web page Coordinate to get the word out on WeChat to publicise the existing translation Sean services which are available Hong 3/1 Sherry Contact Vicki Blair to try and identify hot topics on the Town Meeting Member Margaret 2/15 listsery S. F utu!uur IllWeetlings:: TBD.