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HomeMy WebLinkAbout2017-01-27-2020-minTown of Lexington 20/20 Vision Committee Meeting January 27, 2017 Parker Room, Town Office Building 1625 Massachusetts Avenue — 7:45am Members Present: Fernando Quezada, Judith Crocker, Andrew Dixon, Ginna Johnson, Peter Enrich, Alan Wrigley, Carroll Anne Bottino, Joe Pato Members Absent: Bhumip Khasnabish, Peter Lee, Dan Krupka, Margaret Coppe Visitors: Elaine Ashton, Marian Cohen, George Burnell Minutes: Claire Vanessa Goodwin CaII to order: 7:50am Minutes: The minutes were unanimously accepted and approved. Action Items: • Claire will make a spreadsheet of the various groups the committee wishes to conduct outreach to and other tasks which need to be completed including the person responsible • Elaine will design the "survey card" advertisement and send to Claire • Claire will put in the order to the School print shop to print the advertisement cards • All committee members who volunteered to reach out to various groups will do so • Marian and Peter will finalize the Town -wide survey for launch on March 13th Extended discussion on outreach measures to maximize response to community -wide survey — Peter Enrich, Working Group on Issues of Social Diversity: Fernando thanked everyone that has been working on the survey. Marian said she also wanted to thank everyone who has helped. She said it has been a pleasure to do and made it much easier with so much help. Fernando said the purpose of today, was to focus on getting the survey out and getting the best representative response sample possible. Fernando said before the group gets into the dissemination, he would like to talk about the categories of the survey that is currently being discussed. Peter said there has been a large amount of help which is has been great and challenging in some ways. With the stakeholder groups, in each case the survey team had to tell the stakeholder groups that the survey couldn't go as far as the groups wanted. Marian said at the end of the survey participants can select they would like to be a part of a focus group to continue the discussion. Marian said that someone from the Chinese and Korean communities have been identified to help with translations. No one from the Indian community has been identified. Marian will send the survey to be translated into Korean to Susie Lee Snell. For dissemination, a hard copy of the survey will be provided. Marian said the group will need a point person from the different groups to help with dissemination and knowing the number of copies of surveys to print and distribute. Fernando asked about dissemination and advertising. Marian said the survey would be available early March. Marian said at the very latest, the ad campaign needs to begin mid-February. Peter said maybe Laurie Atwater could help from Colonial Times. Peter said much of the description of what would need to go into an advertisement could be found in the introduction of the survey. 1 Joe made a motion to give Fernando the authority to develop press materials about the project without consulting the group first. The committee voted and agreed. Peter said Fernando should put in a call to Laurie Atwater and let her know a press release would be coming her way. The Colonial Times is a monthly publication coming out around the 20th each month. Elaine said the election is on March 6th. Peter said the ideal time to go live for the survey would be March 13th through the end of March. Alan suggested at Town Meeting the survey should be advertised there. The TMMA list would be a good place to advertise to, clergy, neighborhood associations, Lexington list, a Facebook page: a link could be sent out to the various groups. Fernando asked about restricting it to Lexington, is there anything in the survey to filter out non-residents. Marian said it asks what precinct the person is in. Ginna said putting in the introduction that this is a survey specifically for Lexington residents. Alan said it may invite non- residents to take it if it is explicitly stated. Peter suggested they change the title to Lexington 2020 Vision Survey for Residents. Marian said the options to choose from on the survey would be 'resident', 'Town Staff', 'other staff', 'owner/employee of Lexington business', 'other'. Peter said it makes sense to filter the survey by type of surveyor. Peter said you wouldn't want to limit it to one because there are people who fall into several of those categories. The statement would be: "Are you: a resident, Town/School staff member, other staff member, business/employee of Lexington, other." Fernando asked that the committee lay out the groups who should be reached and who should be the point person or who will take action on that item. The following is that list: • TMMA List and Town Meeting —Town Meeting member advertisement will need to be catered to them to also then pass on to others. o Peter Enrich • Planning Board and all related Planning organizations— Planning Workshop attendees who provided their emails and contact info. o Ginna • Lex Parents o Elaine • Lexington Interfaith Church o Joe • LexList o Elaine • Neighborhood mailing lists (Elaine has contact person); Reservoir Moms and Dads and others o Elaine • Town webpage and public calendar- Home page splash screen. Beginning of March, "the survey is coming! The survey is coming!" Marian said the survey link needs to be on the Lexington homepage or the 2020 homepage. 2 o Claire will put on the web when asked by Marian or Peter • The League of Women Voters o Ginna • Survey Cards: URL; Dates 3/13-3/31; Description (the "what") o Elaine will design, Claire will send to print through the School Department • PTA Presidents — meeting next Wednesday, Judith will go and let them know the survey will be released soon. She can follow up with a URL. o Judith • High School National Honor Society o Judith • Weekly Summary o Elaine • Student newspaper at High School -they attend the PTA Parents o Judith • CAAL o Fernando will check with Peter Lee to see if he would be willing • KoLex o Marian assumes Susie Lee Snell, will check • IAL o Joe will contact Nerja • Council on Aging o Fernando will reach out to Charlotte Rodgers • Community Center event for seniors o Elaine offered to go to the community center to help seniors fill out the survey, or remind them • Library- Perhaps could have staff designee help with survey. The Library would also be a good place to have a community event around the survey o Joe will check with Koren • Election Events- distribute cards at voter locations. First one is next Wednesday. o Judith 3 • Press release- reach out to Colonial Times and Minuteman: Al Gentile and Laurie Atwater. Wicked Local. o Fernando will do press release and circulate • Facebook and Twitter handle o Elaine • Chamber of Commerce o Joe • Center Committee o TBD • Merchants Association o TBD • Lex Media o Elaine A point person should be assigned to each group. Marian asked that Claire create a spreadsheet of the list with the assigned person and send it out. E -Government: Fernando said he met with Bhumip and the project is still in the works. Adjourn: 9:OOam Next meeting: • Friday, February 24, 2017, 7:45am, Parker Room, Town Office Building • Friday, March 24, 2017, 7:45am, Parker Room, Town Office Building 4