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Home My WebLink About2024-08-21-SBC-min (Communications Working Group) MEETING NOTES d �Illv Meeting Date: August 21, 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 (CA) DWMP Project Manager Mike Burton (MB) DWMP- Partner�w Jacob Greco (JG) DWMP - Assistant Project Manager Lorainne Finnegan (LF) SMMA - Principal in Charge Anoush Krafian (AK) SM MA - Assistant Project Manager Mark Barrett (MB2) LHS- Public Facilities Project Manager Mike Cronin (MC) SBC Vice Chair & LPS Facility Director ... I Joe Pato UP) Select Board JulieHackett (JH) S�up�e�r�in�te�n�de�nt�� Jon Himmel UH2) PBC Chair .� Kathleen Lenihan (K '. L) SBC Chair � ... � Kseniya Slaysky (KS) SBC Community Representative Hsing Min Sha (HMS) SBC Community Representative • Jonas Miller UIV Communications Director Agenda Description Item 1. Introduction: Refer to attendees list. V�ini-ne int massac.husens �AIVw M(.da)reandW/atl iit....ierr,,covn 2. Consider creating and launching a Facebook page specific to the Building Project • J.Pato offered the idea of creating a Facebook page for the building project • J.Miller noted the town uses Facebook and has been moving away from Twitter or X. Miller noted that other districts such as Waltham and Arlington have utilized this.The towns Facebook can also share these to help the reach • K.Slaysky agrees that it would be ideal to share this • J.Miller offered to help create and manage this page at least for the start-up 3. Review takeaways summary and discussions at the full SBC meeting. • J.Miller noted his takeaway from the community meeting was that the community would benefit from a more unified message. Some members are more knowledgeable about construction vs community desires. Miller noted even when multiple people are talking it would be good to all share the same voice and message • K.Slaysky noted the recording was only posted yesterday so she has not reviewed the whole thing • J.Pato agrees with J.Miller that a more unified voice would be good, but part of the meeting was also the use of dialogue with the community and learning the different desires &opinions • K.Slaysky thinks there is benefit of the committee having different voices and opinions. She thinks the FAQ should be finished first to help guide this. • K.Lenihan noted that she thinks it is known with any group in town that there will be different voices and opinions to be heard. • J.Pato noted that the goal is to reach out further into the community aside from just the people who track all the meetings although there is overlap and everyone is important • J.Pato asked for thoughts about the format of the meetings and noted how debating with the public is not a goal of the meeting • M.Cronin thinks the two minutes is extremely long and allows for the public to rant or share opinion but never ask a question. Cronin thinks it could be better to have 30 second increments • J.Pato noted that in regard to zoom bombers they cannot be muted and can only be stopped once the time runs out. Pato also noted verification of emails is not allowed • K.Slaysky noted that thinking about the silent majority may or may not agree with the 15 or so most concerned residents who the SBC commonly hears from. Slaysky thinks that everyone wants it to cost the least amount of money Page 2 of 5 possible. She does not agree with the trying to prevent opinions as it could hurt the overall goal of the project. o K.Lenihan thinks a flyer for the next town meeting ahead of time for start of school will be helpful to get out at PTO coffee sessions and other events. o K.Slaysky thinks a fact sheet for each committee member to have during these meetings would be very helpful o J.Greco noted that DWMP does not agree with posting OPM/Designer Selections proposal or any other community proposals under official documents • K.Lenihan noted that she has responded to submissions • K.Slaysky agrees with everything that was said but they have previously given platform to public via Thought Exchange. Slaysky thinks that another round of this may be useful. • J.Pato thinks this should be brought before the committee 4. Outline tasks for September community meeting • J.Pato asked what the content of the meeting should be. Pato thought the discussion was supposed to be focused around cost • K.Slaysky thinks that when an estimate comes out there is a debrief time that is required, and the last set of costs was shared at a community meeting prior to allowing this time to happen. Slaysky thinks that the cost information from the PDP should be discussed in a more robust way • K.Lenihan thinks that no matter what is done people will always want to talk about the location of the high school and the impact to the fields and the committee should be prepared for those questions as well • K.Slaysky asked if the meeting should start with a recap of the project • J.Pato noted he is worried about time and a pre-recorded video could be shared the week before • K.Slaysky asked if the public comment section at the next form is Q&A panel session? • J.Pato noted yes that is the goal • J.Pato noted that this meeting may require input from the project team • J.Miller noted a lot of people ask about what the current project cost includes as many people think that the cost is to just build the physical building. • M.Cronin noted this can be shared • K.Slaysky noted if this is done it needs to be completed very thoughtfully and include everything for both new construction and Page 3 of 5 addition/renovation. Slaysky noted some people think money can be saved by not building on the fields as they will not have to be rebuilt but there is also additional costs associated with the phasing of the add/reno. • A.Krafian noted that this meeting may want a small presentation at the start with some facts laid out as the cost topic is very complicated • K.Slaysky thinks that although sharing the video created by M.Burton and DWMP would be time consuming, as noted byJ.Pato, that it would still be a very beneficial use of time • J.Miller said that although the video is extremely helpful it may not be the best way to share this information with the general public • K.Slaysky thought the plan was to always show some sort of back up on the methodology of the conceptual costs whether that be the video or someone speaking to the slides. Slaysky thinks J.Miller would be a great person to be able to share the information in a simpler video. • J.Pato agrees but thinks this should come from a member of the SBC • K.Lenihan thinks the videos are a great idea, but the truth of the matter is that people just do not watch them. Lenihan has learned this through the School Committees use of the videos. Lenihan thinks a short presentation at the start of the forum would be best. • J.Pato thinks the options should be presented to the full SBC for their decision and discussion on if a member of the SBC should handle this or one of the project team members • K.Slaysky noted she is capable of presenting this but thinks it would be better if someone with less technical knowledge handled it so she does not go into too much detail. 5. Presentation and review of full FAQ list(link forthcoming) • J.Miller shared the draft FAQs-.11; ere. • J.Miller would like the members of the working group to review this and provide comments 6. Identify other needed communication activities Page 4 of 5 • Communication working groups will be moving to weekly for the next month or two due to the amount of communication required 7. Close Sincerely, 1DORE °u.. @'III°III III 1`Tl11:.1:1R Jacob Greco Assistant Project Manager 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 Page 5 of 5