HomeMy WebLinkAbout1999-04-07-Y2K-min.pdf Awareness/Communication Team minutes, April 7, 1999 1
Y2K Awareness/Communication Team
Minutes
DRAFT
Date/Time:April 7, 1999, 3 00—3 50 p.m.
Location:Room 111
Present:Joe Marino, Diane Snell, Ray Carberry, Donna Hooper, Linda Vine, Steve Con, Rosa Tsai
Absent:none
➢ The "Y2K Plan"was completed and was presented to the Board of Selectmen on April 5, 1999
The next step will be to distribute the Y2K plan to the Town Meeting
➢ Joe updated the Awareness/Communication Team on what the Y2K Team has been doing lately
The Y2K Team met in the morning. Copies of the minutes from that meeting and all future Y2K
Team meetings will be forwarded to the Awareness/Communication Team.
➢ The Team talked at length about whether to distribute a copy of the Y2K flier prepared by MEMA
to the public The Team decided not to distribute that particular flier, and instead distribute the
American Red Cross Flier
➢ The Red Cross Y2K pamphlets (httn.//www.redcross ora/disaster/safety/Y2K.ndf)have arrived.
The Team discussed the best ways to distribute them. Options include distributing them with
paychecks, placing them in the Police, Fire, and Library foyers, and e-mailing an electronic version
to town employees. No final decision was reached.
➢ The Team talked about the different publications and information sources that it could use to
distribute information about Y2K. The Team decided to concentrate on the following publications
and information sources
Newsletters (COA, Chamber of Commerce, Friends of the Cary Library, MSG, Lexington
Internal, public and private schools)
Newspapers (Lexington Minuteman)
The Town Web Page, and
Dedicated Voice Mailbox.
➢ The Team agreed that a monthly release schedule would be best. The information presented should
provide an update on the Town's progress, information on what other agencies are doing,
information on contingency planning, a timeline for action, facts about how the Town is getting
ready, and what the community should do to get ready The keys are to present information and
alleviate fear without creating alarm.
➢ The Team agreed to shift the writing responsibility each month to a different member of the Team.
There was a comprehensive article in the Minuteman earlier in April, so the next publications will
Awareness/Communication Team minutes, April 7, 1999 2
be targeted for May The team will need to get information on The deadlines for including our
information in each of the publications.
➢ Steve Con mentioned the public access channels on Cablevision as a way to inform the public The
options would include a taped show, text scroll, or a local access show The Team could also check
on the availability of a high school student to help with production. Steve will check with
Cablevision.
➢ The Team will work with the Web Page Team to create a link on the Town's home page to Y2K
info
➢ Jim McLaughlin has _ •- -.. •• .- __ •._.. voicemail box. Citizens can use the
line to make inquiries about Y2K and the Town. Joe volunteered to monitor the mailbox. (+-1 0'9
)=' The Team also agreed to use the Town e-mail system, internal bulletin boards, and create a display
at the library, as other ways to distribute information to the public and the Town Employees.
➢ Donna agreed to begin a"clipping service"to collect and file all references to Lexington's Y2K
efforts
➢ The Team discussed and agreed to sponsor an event at the COA.
Next meeting
The next meeting is scheduled for April 28 1999, at 3 00 p.m.