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HomeMy WebLinkAbout1998-11-20-2020-min (Initiating Committee) Initiating Committee November 20, 1998 Minutes Members present: Peter Enrich, Chuck Benson, Helen Cohen, Clark Cowen, Robin DiGiammarino, Alan Lazarus, Fred Merrill, Peggy Perry, Marjorie Platt, Fernando Quezada Staff present: Rick White, Beth Anne Sobieszczyk, Michael Baker Call to Order The Process Sub-Committee began the meeting recognizing the need to reorganize the enormity of the involved task and concern for the commitment of resources. The key to success is bottom-up participation – will the IC be able to generate enough of this? Are they aware of what’s involved in the process? They expressed an interest in knowing what went on in the past (see paragraphs 2 and 3). Noted that they think the effort will require full time staff participation. Rick responded to these concerns. He said this was the first time in 11 years that there was a Board with such strong commitment and potential. He’s setting a roadmap for staff in terms of productivity and direction, and a resource of professional staff for use as an expert for certain Committees (police, teacher, fire fighter, etc.). People who are close see value in the project. rd This is the 3 stage of an effort around Strategic Planning. 1.)6 years ago, the BOS approved the creation of the Strategic Planning Implementation Group. A survey was conducted by Mercer Management that generated 4 Core Values. 2.)A Long Range Planning Committee was formed to present to the Selectmen. They were selected by the Selectmen and reported solely to them. They were never able to get a community centered approach off the ground. 3.)This is the first time we’ve had broad buy-in by political groups. Concern was also voiced about the possibility of getting stuck in the initiating phase but realize that it gets more difficult to manage as participation increases (Herding Cats). Need someone driving the Sub-committees ( a steady force from the beginning, clear direction and understanding). As people are bought in, there needs to be a sense of where the group is going and what the process is about. The IC needs to launch and sustain this thing in a manner that ensures participants a logical and rational process rather than chaos. It is the IC’s job to put the process in place and consider what resources exist. Issue of Professional Consultants – There was money put aside and direction in the beginning for this purpose. Presentation of Community Model – Provides structure and consistency and ensures that everyone is following the same direction. The IC’s roles: 1.stick entirely to the issues about the process, 2.bring in stakeholders, 3.once stakeholders group is involved, give them some opportunity to frame the process (loose architecture). Issue of how people once gathered can be used. Need someone to frame and facilitate the discussion, turn model into a step-by-step process. The Letter: - Issues for the Sub Committee to address: -When will it be sent out? -To what extent do you want to explain the process (long-term -18 months vs. short- term working groups ~2 months - commitment opportunities)? -Decided to say more about the process and the substance that will be addressed in strategic planning (i.e. involved in making decisions about land use and education 10 years from now), -Issue of resources allocated to those efforts – what are they willing to allocate (% of my time to the process). -Does being engaged offer guarantee that this will have a say in Town Meeting? This is Goal Setting and Community building for the future. Working Group – part interest, part stakeholders, part experts. Can we proceed with defining issues? No because there are issues we haven’t thought of. Thought about the integrity of the process, and the selection of participants. What have other communities done to recruit? - Note: Beth Anne is investigating Fernando asked that IC participants think about whether they want to continue as a stakeholder committee member. Also, whether they think that we should have a say in recruiting candidates. Outreach to Group that has been identified letter - After the first letter goes out, the IC decided to send a follow-up letter or approach groups who they need representation from. A press release to the Minuteman was also advised. Went over Fernando’s list.