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HomeMy WebLinkAbout2000-10-20-2020-min (Steering Committee) 2020 Vision Steering Committee October 20, 2000 Meeting Minutes Members: Peggy Perry, Chuck Benson, Fernando Quezada, Peter Enrich, Margie Platt, Helen Cohen, Alan Lazarus, Todd Burger Staff: Candy McLaughlin, Wendy Rundle, Rachael Herrup-Morse 1.Call to Order 2.Approval of previous meeting minutes 3.Report on distribution of draft report Candy reported that the draft report was sent to the Working Groups and the CPG by email and regular mail on October 27th. The draft report has been posted, in its entirety, on the town’s website with a notice to that effect included in the tax bill insert. There was some discussion as to whether it was possible to track how many people were viewing the 2020 Vision draft report on the website. Candy will talk with MIS and report back to the committee. Community organizations had the report th delivered to them on the 20 of October along with a cover letter explaining what the draft report was and informing organizations about the two public comment meetings. th The Minuteman was unable to publish the Executive Summary on October 12 due to th page limitations. However, an article did appear in the paper on the 19 outlining the five major themes and supplying the dates and times of the public comment meetings (see attached). It was decided by the Committee that the chairs of all town committees as well as all Town Meeting members should receive a copy of the Executive Summary. 4.Approve preparations for public comment meetings on 10/25 and 11/5 Committee members reviewed the draft agenda prepared for the public comment meetings. It was decided that the Introduction (Fernando) would be primarily composed of introducing the key people in the 2020 Vision process to the community. The second item, How We Got Here (Peter), would encompass the process used to arrive at the draft reports as well as explaining why the 2020 Vision process is important to the community. Following Peter’s talk, Wendy will go over the Report Highlights. This will include starting out with the overall vision of 2020, followed by a brief outlining of the 5 themes, an in-depth look at one theme (in order to illustrate the process used by all) and then a quick slide presentation of the 4 themes not covered as fully. Rick will continue with the What Will We Do Differently segment. This will include discussing how the 2020 Vision report will impact decision making in the town and in the community. He will also include in his talk measures already being taken such as the comprehensive parking plan. However, it will be important to impart to the community the idea that the responsibility for implementation of outlined action items does not lie with the town government alone, rather it is a collaborative process involving the town government, the 2020 vision committees and Lexington residents. Following Rick, Wendy will facilitate a comment session, lasting about 1 hour, in which residents will be able to make suggestions and offer criticisms of the draft report. All ideas will be recorded on a flip-chart. The meeting will end with a brief wrap-up (Fernando) during which the Committee will acknowledge the work done by those involved with 2020 and also assure residents that their comments will be reflected in an appendix to the report and, if necessary, in the body of the report. Residents will also be provided mechanisms for providing additional comments to the Committee – specifically, via email. The Committee discussed the possibility of getting an online bulletin board on which residents can post comments. Candy will check on this. th Candy and Peter will look into having Susan Bushey cover the October 25 public comment meeting in order to get some media coverage prior to the second meeting on th November 5. It was also decided to reach out to the Northwest Weekly to explore the possibility of regional coverage for the 2020 Vision initiative.It was decided to have copies of the Executive Summary at the public comment meeting. Additionally, the Work Group and the CPG members will be notified of the public comment meeting by postcard. 5.Outline public communications planning Discussion centered primarily around the elements Committee members thought would be effective during the road show. There was general support for the idea of having action groups for each theme that would function as a type of 2020 watchdog, ensuring that the town remained committed to the values and objectives set out in the Working Groups’ vision statement. These action groups would serve the dual purpose of both keeping the community informed and on task as well as providing the citizenry with an access point to government. 6.Discuss preliminary survey issues rd On hold until the November 3 Operations Subcommittee meeting. 7.Schedule for Report to Joint Boards The Committee decided that the initial report would be presented to the three boards separately with the joint presentation being done for the final report. The Committee will present the draft report to the Board of Selectmen at their next meeting on th October 30 in order to have there be some action taken before the final public comment meeting. 8.Other business Candy will write a letter to Ruth Naylor expressing the Committee’s thanks for her offer of software but explain that the Committee is too far along in this iteration for it to make sense to purchase new software. The Committee will, however, explore the possibility of using this software during the next re-evaluation of the 2020 goals and visions. 9.Next Meetings rd The Operations Subcommittee will meet on November 3 at 7:45 a.m. th The Steering Committee will meet on November 17 at 7:45 a.m. 10. Adjourn: 8:55 a.m.