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HomeMy WebLinkAbout2022-01-28-VISION2025-min RECEIVED zz 25 Feb, 9:10 am Town of Lexington Vision for Lexington Committee Meeting January 28,2022 TOWN CLERK Remote Meeting 7:45 a.m.—9:00 a.m. LEXINGTON Members Present: Margaret Coppe,Joe Pato, Mark Manasas, Bhumip Khasnabish, Samita Mandelia, Andrew Dixon, Kathleen Lenihan, Rina Kodendera, Robert Peters, Daniel Joyner, Shannon Murtagh and Weidong Wang Members Absent: Meg Van Nostrand, Peter Lee and Vishwanathan Krishnamoorthy Guests: Dan Krupka and Jyotsna Kakullavarapu Professional Staff Present: Katharine Labrecque, Management Analyst The meeting was called to order: 7:49am The Remote Meeting Script was read by the Chair, Margaret Coppe. Minutes: • The minutes from the December 17, 2021 meetings were approved with minor edits. Handouts/Documents Shared on Zoom Screen: • Town-wide Survey Update Presentation Action Items Summary: • Rina will compile a list of marketing options for the committee to use now and for future projects to get the word out. • Committee Members should repost the Towns link advertising the Town-wide survey on social media. • Joe will reach out to Martha Duffield to see if she can provide an update at a future meeting. • Margaret will reach out to Sean Dugan and invite him to a future meeting to discuss his current projects. Meeting Highlights: Contact Information List for Local Community Groups Weidong said the group started back up again mid-January after the holidays. Samita has been working on creating a verification process. Weidong has been working with Joe to review options for a hosting site. Weidong said it will cost about$100 a year for a hosting site. Weidong continued that based on the feedback they got at the last meeting, he increased the number of categories that people can select when signing up.The list is now viewable to the public as well. Weidong explained that once we get the criteria developed,we can go ahead and choose a hosting site and have it ready by March or April. Samita spoke about the verification process for the contact list. Initially they will reach out to existing organizations. For any unknown organization,they will be checking for the description and categories they select,websites for information and if necessary, someone will reach out to the contact.The 1 organization must be a community or affinity group, cannot be a political group and must be consistently active. Dan Joyner asked what level of contact information is going to be available to the public-just leadership or all members. Dan Joyner also asked what information will be available to the public. Weidong said the contact info will be available forjust a way to get in touch with people for more information. Mark commented that one of things we need to figure out is who is going to maintain it. Weidong responded that initially he can be the one to maintain it but if any other members want to help, he is open. Margaret asked where we intend to put the link to this database. Weidong responded that most likely this will be on the Town Website, but we will work with Sean Dugan to get the word out more broadly. Dan Joyner asked if there is going to be any marketing campaign? Margaret suggested Lexington Happenings as a place to advertise this. Margaret also suggested putting a list together of suggested advertising options for the future. Rina offered to compile this information. Town-wide Survey Preparations Mark updated the group on where we are with the survey.The survey has been advertised using the Town social media channels,the Mavens, Colonial Times, CEL postcard,TMMA and the Lexington List beginning on January 18th. Mark said we have leftover postcards if anyone wants to distribute any. Mark asked if there were people who didn't get the postcard yet. A few people responded that they haven't. Rina suggested reposting on social media tomorrow since there is going to be a storm and people will be inside. Mark listed what outreach has been done and what is left to do. Mark commented that we are still waiting to hear back about the census. Mark reminded the committee that we still have to plan and conduct the focus groups. Mark asked if any committee member is interested in helping with the focus groups to send Mark an email. Margaret commented that the League of Women Voters would want to hear from Marian in the Fall. Mark will touch base with Marian when it is time to prepare the presentations. Margaret said the Lexington Observer published an article about the survey. Kathleen commented that she received some feedback from someone who was not happy about the ranking questions and the inclusion of DEI there. Kathleen continued that they said that they didn't think the DEI question is appropriate to include in a ranking. Mark said we will bring this up at our next survey meeting. Formation of Subcommittee on Voter participation in Lexington Margaret commented that at the last meeting we voted to approve the committee charge. We need to still determine who the members will be.The subcommittee will meet weekday mornings at 10am.The next meeting will be 2/17. Margaret further mentioned that this process will involve interviewing Town Clerks in other communities to see how we compare to other Towns. We would talk to groups similar to TMMA and other stakeholders. Margaret announced that so far these are the members of the committee: Fernand Quezada, Marian Cohen, Eileen Zalisk, Rina Kodendera,Jeri Zeder, and Daniel Joyner. Margaret asked if anyone else wanted to participate. Weidong said he was trying to recruit someone from CAAL. Margaret asked if we need to vote to approve the members of the subcommittee. Shannon also offered to volunteer for this subcommittee and running focus groups. Katharine mentioned that we do need to send these names to the Clerk's Office and post the agendas. Dan Joyner asked about the timeline. Margaret offered to talk to Dan Joyner offline to see how he can get involved. New Committee Logo 2 Margaret said she was originally unsure about the logo, but after seeing the image on the postcard she thought it looked good; the simplicity was nice. Margaret mentioned that Andrew was going to talk to the high school student about adding some color to it. Dan Krupka said that the logo didn't speak to him. We didn't put down in the requirements for the logo to ensure there was continuity with the existing logo. Dan Krupka suggested that for brand management purposes, we edit the original logo that Peter Lee created. Margaret commented that now that we put it out there, she is reluctant to make any changes. Dan Krupka responded that one of the things we were still discussing when he was still a member was that we would simultaneously roll out the new name, charter, and introduce our logo at the same time. Mark agreed with Dan Krupka's comment that we lost all connection to the past logo. Mark added that we should probably try to emphasize or display the past name on the website somewhere. Dan Joyner suggested creating a repository and schedule for updating logos. Rina asked Mark to send a copy of the postcard to her so she can send around the QR code. Updates Margaret explained that we received an email from Dinesh Patel asking what the follow up from the survey will look like. Dan Krupka said the only time they had any follow up from specific work that was done by a working group was with the Subcommittee on Demographic Change.The group discussed the progress made on the recommendations from the subcommittee. Dan shared his concerns about the diversity group.Joe commented that he will reach out to the Chief Equity Officer and pass on the recommendations from the study on Asian communities. Margaret asked if it was possible to have Martha join us at a meeting or send us an update on what she has been doing. Margaret mentioned the ECiL subcommittee and if they made any progress on their recommendations. Mark commented that if we want to see things done as a committee,we need a champion. Dan Krupka recommended that the committee create a communication plan regardless where Sean Dugan stands on it at the moment. Kat commented that Sean is actively working on it now. Margaret commented that we don't invite staff enough to tell us what they are doing. Margaret will reach out to Sean and invite him to a future meeting. Margaret asked if everyone was going to be around February school vacation week. Shannon and Mark said they were likely unavailable.The committee agreed to meet 2/25. Mark asked if they Cybersecurity Training email he received was legit. Kat said it was, and it was something that everyone who has access to the Town email has to complete. Next Meeting Date • February 25, 2022 @ 7:45am Meeting ended at 8:58 a.m. Minutes submitted by Management Analyst, Katharine Labrecque 3