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HomeMy WebLinkAbout2022-04-29-VISION2025-min1 Town of Lexington Vision for Lexington Committee Meeting April 29, 2022 Remote Meeting 7:45 a.m. – 9:00 a.m. Members Present: Kathleen Lenihan, Joe Pato, Bhumip Khasnabish, Samita Mandelia, Rina Kodendera, Robert Peters, Daniel Joyner, Shannon Murtagh, Weidong Wang, Mark Manasas and Andrew Dixon Members Absent: Margaret Coppe, Peter Lee and Vishwanathan Krishnamoorthy Guests: Dan Krupka and Jyotsna Kakullavarapu Staff Present: Katharine Labrecque The meeting was called to order: 7:48am The Remote Meeting Script was read by Mark Manasas. Minutes: • Minutes from the 2/25/2022 and 3/25/2022 were unanimously approved. Handouts/Documents Shared on Zoom Screen: • Remote Meeting Memo from Jim Malloy. Action Items Summary: • Review protocols for returning to in-person meetings • Acquire Town of Lexington Letterhead • Acquire relevant voter participation data from Ms. Marian Cohen • Meeting to Accept the Report set for Friday, September 9th at 8am Meeting Highlights: Remote Versus in Person Meetings Mr. Mark Manasas displayed the Town Manager’s memo regarding remote meetings. Mr. Joe Pato noted that there are efforts to extend the availability of remote meetings, it is the understanding that the July 15 deadline will hold and require the Town’s boards and committees to comply with the Open Meeting Law requirements. Mr. Joe Pato added that the Select Board is identifying strategies for a proper transition. Ms. Kathleen Lenihan noted that the School Committee has been meeting in person, but public participation has continued on Zoom. She inquired on the implications of the public returning to the physical meeting spaces. 2 Mr. Joe Pato noted that the public would need to receive the opportunity to attend the meetings. Mr. Mark Manasas identified the issue of logistics of maintaining an in-person quorum. Mr. Joe Pato noted that those issues would be included in a transition plan. Mr. Robert Peters noted the importance of the Town being equipped with the proper technology to ensure that there is equity of access within a hybrid meeting. Mr. Bhumip Khasnabish asked to maintain health and safety protocols if the committee were to return to in-person, both for the individual members of the committee members and for the general sanitation of the meeting space. Mr. Joe Pato noted that the committee does not have the authority to mandate any self-screening, but could possibly adopt a policy to encourage self-screening prior to attending the in-person meetings. Mr. Daniel Joyner concurred with Mr. Bhumip Khasnabish over health and safety protocols, highlighting questions over vaccinations and masking. Mr. Joe Pato noted that the Town is identifying policies and processes to ensure that there will be a safe transition back to in-person meetings for when it is required. Ms. Kathleen Lenihan highlighted that mask requirements can be cumbersome or unpleasant for attendees. Ms. Rina Kodendera sought clarity on when in-person meetings will be mandated. Mr. Joe Pato noted that the Town is essentially at the whim of the State Legislature, so the Town most likely will need to adopt its own policies prior to the directions are received from the Commonwealth. Contact Information List for Local Community Groups Mr. Weidong Wang said that after the last meeting, Mr. Mark Manasas and Ms. Samita Mandelia met to discuss what the next steps are for this project. Mr. Weidong Wang and Mr. Mark Manasas underscored that this is not the main focus for the committee but something that could be a side project for a few members and that the committee would look to move the site under a subdomain of CAAL, and acquire new domain names. Mr. Weidong Wang highlighted outreach strategies for the committee to consider when contacting Lexington Organizations regarding the committee’s projects. Mr. Mark Manasas clarified that the only thing we are asking of the committee is to reference this committee’s name when it comes to outreach. Mr. Daniel Joyner said he was comfortable with this and, although outside of the committee’s charge, would be interested in receiving regular status updates throughout the year as the project progresses. Mr. Mark Manasas asked if the domain name search could be subject to the wider consideration of the committee. Mr. Daniel Joyner noted that outreach could include a relevant list of the website’s contents. Ms. Rina Kodendera and Mr. Dixon noted that Vision For Lexington should be the main URL for the 3 committee, but to ensure that the committee does not wade outside of its charge and to house all webpages under the appropriate web domain. Mr. Mark Manasas proposed that for the purposes of the Contact List Project to adopt LexOrgList as a domain name. Ms. Rina Kodendera noted that a website for the committee would be beneficial. Mr. Daniel Joyner sought clarity on the procedures for acquiring a domain. Mr. Weidong Wang noted his familiarity regarding purchasing a domain name. Mr. Mark Manasas also highlighted his experience with domain name acquisition, but also noted that the committee could utilize the webpage that is already being housed under the Town of Lexington. Mr. Weidong Wang agreed with Mr. Mark Manasas. Mr. Bhumip Khasnabish highlighted the need for accessibility and security over the management of a webpage. Town-wide Survey Preparations Mr. Mark Manasas provided an update that currently the committee is working on the focus groups, and will be conducting those the last week of May. A report is expected to be delivered to the committee on September 1. Mr. Joe Pato noted that the given timeline provides enough time for the committee to review the report prior to making a recommendation to the Select Board. Mr. Daniel Joyner sought clarity over whether the public meetings will be in-person or remote. Mr. Mark Manasas and Mr. Joe Pato clarified but noted the current lack of guidance from State law. Ms. Rina Kodendera asked if the committee will do any marketing or advertising for public presentation. Mr. Mark Manasas said after we wrap up the focus groups, we will be focusing our efforts on that. Subcommittee on Voter participation in Lexington Ms. Rina Kodendera shared what the status of the subcommittee’s work. The subcommittee identified logistics over their meetings and discussed literature over increasing voter participation. Voter education, the Citizens Academy, and civic education was also topics of discussion of the subcommittee. Mr. Dan Krupka asked if the committee has the data from the Town-wide survey yet before the report. Mr. Mark Manasas commented that he will ask Marian, but she is very protective of the data. Mr. Dan Krupka noted that the committee’s work should be data-driven. Committee logo Mr. Andrew Dixon said prior to the last meeting, he sent out a thank you letter to the committee and that he is working on making the updates. Mr. Andrew Dixon asked if there are any requirements, such as using a Town letter head. Mr. Mark Manasas suggested that it would mean more if Mr. Joe Pato and Mr. Andrew Dixon to sign it due to their roles. Mr. Mark Manasas asked that Mr. Andrew Dixon work with Mr. Joe Pato and Ms. Kat Labrecque to get the proper letter head and signatures. 4 Public Comment Mr. Dan Krupka emphasized that the committee receive the data from Ms. Marian Cohen. Mr. Mark Manasas concurred and noted that the Town will be receiving the data and anticipates receiving the data once the report’s conclusions have been made. Mr. Daniel Joyner agrees that the relevant data should be reviewed so long the committee does not interfere with the results of the report. Next Meeting Date • May 27, 2022 @ 7:45am Meeting Adjourn at 8:49 am Minutes submitted by Management Fellow, James Robinson