HomeMy WebLinkAbout2024-12-18-SBC-min (Communications Working Group) Ip Iii°`
MEETING NOTES
Meeting Date: December 18, 2024
Project Name: Lexington High School
Project Number: Click or tap here to enter text.
Subject: LHS Communications Working Group Meeting
Attendees:
Christina Dell Angelo DWMP - Project Manager
(CA)
Mike Burton (MB) DWMP- Partner
Jacob Greco (JG) DWMP -Assistant Project
Manager
Lorainne Finnegan (LF) SMMA - Principal in Charge
Anoush Krafian (AK)
SMMA - Assistant Project
Manager
Mark Barrett (M1132) LHS- Public Facilities Project
Manager
Mike Cronin (MC) SBC Vice Chair & LPS Facility
Director
Jo )�. e Pato P Select Board
Julie Hackett (JH)
:Superintendent
1 Jon Himmel UH2) PBC Chair
Kathleen Lenihan (KL) SBC Chair
Kseniya Slaysky (KS)
� SBC Community Representative
Hsing Min Sha (HMS) SBC Community Representative
• Jonas Miller (JM) Communications Director
I......... Action Item .,,,, ...,,,
Item Requested by Ball in Court
No.
finalize the timeline for community meetings and Working Group C.Dell Angelo
send out options for dates to the group.
set up bi-weekly meetings with the group starting Working Group ].Greco
from January 8th.
Verirrrncairnt Ia:assa:aa.ilna sett° �rr�rnr.d¢airea��c aFnrlhliu::u::iie „r�rerrn
work on creating a navigation page for the cost Working Group J.Miller
estimate documents on the project website.
Agenda Item Description
1. Introduction: Refer to attendees list.
2. Abutter Communications/Meetings
- J.Pato initiated a discussion about the organization of future
meetings and broader community engagement. M.Burton
updated the team on the progress of the schedule, which is
being finalized with SMMA. He plans to review it internally
and then distribute it to SBC. J.Pato expressed his goal to
facilitate dialogue within the community, distilling key project
updates and opportunities for input. K.Slaysky suggested that
smaller, virtual group opportunities could increase
participation among those who cannot attend large events due
to time constraints. The team agreed that a mixture of virtual
and in-person meetings would be beneficial.
- J.Pato and K.Slaysky agreed to discuss offline the proposal for
a sequence of engagements and the role of the SBC or project
team in these sessions. M.Burton shared that the team has
begun discussions with abutters and plans to have a meeting
with them by the end of January, with the aim of having
monthly meetings thereafter. M.Burton also expressed concern
about the lack of public messaging regarding the upcoming
town meeting in March and sought the group's help in starting
this messaging. DWMP agreed that the community needs to
understand that the proposed land swap is not triggering any
difficult elements of Article 97.
3. Broader Community Engagement
- The team discussed the need for a project website update and a
detailed infographic to explain the proposed site shift and the
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process involved. They agreed to review information from
SMMA on Article 97 and discuss it in their SBC meeting in
January. The Recreation Department was identified as the lead
in this process, and the Select Board and school committee
were noted as needing to authorize the swap. The team also
discussed the need for clear financials and the importance of
presenting the information to the Recreation Committee before
promoting it to the public. The plan for the next few weeks
includes getting on the Recreation Department's docket,
bringing financials to the Select Board, and developing a
concise infographic.
- The team discussed the idea of sending a mailer to the public
to update them on the project's progress and upcoming
opportunities for public engagement. J.Miller suggested that
the mailer could be sent in January, even without specific dates
for public meetings, as it provided information on how the
public could engage with the project team. K.Slaysky agreed
but noted that they needed to define the next opportunities for
public engagement before sending the mailer. J.Pato suggested
that the mailer could go out at the end of January or early
February, depending on when they could get all the necessary
information together. The team also discussed the content of
the mailer, with J.Miller suggesting it could be comprehensive
but not overly detailed, and C.Dell Angelo suggesting it could
include information on the first community meeting and the
timeline and process for schematic design.
4. New Business& FAQs
- The team discussed the upcoming Select Board meeting on
January 13th and the need for approval from the SBC for any
expenditure. They also discussed the importance of giving
updates on the high school project and the need for activity
around Article 97. The team agreed on the need for
community meetings and budget summits, with a possible date
of January 28th. They also discussed the need for at least two
community meetings before the town meeting, with one in
January or early February and another in March. The team
decided to further discuss these points in their next meeting.
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- M.Burton clarified that the town has already formed an Article
97 Working group, which includes key players. The team
agreed that any communications from these groups would be
put out by the town and would likely run through the SBC.
The plan is for the SBC to receive an early view of the
timeline on the 13th to start sketching out plans.
o J.Pato clarified that the Article 97 Working Group
doesn't have decision-making power, and decisions
will be made by the various boards involved.
K.Slaysky suggested creating cross-communication
and liaison reports to facilitate information sharing
between meetings.
- J.Pato proposed a change to the presentation of cost estimates
on the SBC website, suggesting the creation of a navigation
page to make it easier for the public to access the documents.
J.Miller agreed to work on this, needing only to know how to
label the documents. M.Burton and M.Cromn suggested
working offline to help with the navigation, while M.Cronin
proposed hyperlinking the cost estimate to the document.
J.Miller recommended putting specific information about the
chosen design on the webpage and linking it to the full
documents and presentation.
5. Close
Sincerely,
11)UR IE °u.,WI I IIS"IT II lIEI:l
Jacob Greco
Assistant Project Manager
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Cc: Attendees, File
The above is my summation of our meeting. If you have any additions and/or corrections, please contact me
for incorporation into these minutes
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