HomeMy WebLinkAbout2024-07-10-SBC-min (Communications Working Group) MEETING NOTES d �Illv
Meeting Date: July 10, 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 BurtonMB
( ) 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 (MB2) LHS- Public Facilities Project
Manager
Mike Cronin (MC) SBC Vice Chair & LPS Facility
Director
........Joe Pato (JP) Select Boar
JulieHackett UH)H ..Superintendent
Jon Himmel UI-112) PBC Chair
Kathleen Lenih
an (KL) SBC Chair
Kseniya Slaysky (KS) SBC Community Representative
�. � Hsing Min Sha (HMS) SBC Community Representative
Jonas Miller (JM) Communications Director
Action Item Responsible Action By:
Party:
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Input from the working group on potential Community Meeting Communicati J.Pato
questions ons Working
Group
Agend Description
a Item
1 . Introduction: Refer to attendees list.
Review progress on action items from 6/26 and 6/27 FAQ sub-group meetings
• J.Pato noted that at the previous subgroup meetings many topics were
delegated for assignment. Pato created a spread sheet to track these items, who
is responsible, and the specific action items progress. This spread sheet and
draft items can be found in the public folder linked to the agenda
J.Pato tasked J.Miller with incorporating the draft responses into the new
formatted FAQs
J.Pato noted that there was a large amount of action items, and the majority of
the sub-groups is complete.
K.Slaysky asked how the process of editing works
o J.Pato noted these are live documents and there is previous versions
saved automatically. Only the author and J.Miller should be making edits;
other members can leave comments at free will.
K.Slaysky also asked how we know final documents are ready to be published
o J.Pato noted the author (subject matter expert) and J.Miller should have
finale say
J.Pato noted each item should have a header (labeled with DRAFT), the author,
and the most recent date.
H.M Sha is very interested in reading all these items as well but starting the
discussion about the community meetings should be priority
o J.Pato noted he will run through these items briefly as they are not all in
the same format as discussed
J.Pato reviewed the shorter Central Office Memo
J.Pato shared the existing conditions report
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• J.Miller noted this version has a shorter version at the top of the page with
extra detail at the bottom
• K.Lenihan noted bullet points are great for usage, extra detail can always
be linked
• J.Pato asked for M.Cronin to include a private party report that happened
in the 2000's reviewing the cost to upgrade the auditorium
• M.Cronin noted he is not familiar with this but will look into it
• K.Slaysky noted that when sharing estimates the numbers should be
rounded as a practice
• H.M Sha noted his suggestion is to have the top three points right at the top of
the page
• J.Pato shared the abbreviated ed plan
o J.Miller sent J.Hackett an email with possible edits to help condense this
2. Review 7/8 SBC discussions and assign tasks for additional collateral development
K.Slaysky noted that it is becoming clear that the design and OPM team are
doing exactly what they are supposed to do. The members of the community
that are active in this project are in a different place entirely. Slaysky noted they
are focused on the project as a whole and if it should happen. She stated that it
needs to be discussed how to approach this as it is not necessarily the work of
the OPM and designer to do.
• J.Pato noted he sent out a request to all stakeholders for a summit to
discuss the project as a whole and if the town can pursue it.
• J.Pato said regarding the community proposals SMMA has provided
responses to this that were great but did not resonate with the
community
• K.Lenihan noted that there is a lack of understanding on how education
has changed and how Lexington High School is not adequate
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3. Planning for 8/14 and 9/18 public meetings
• J.Miller noted that involving students more on sharing how their desire for a new
school would be beneficial
H.M Sha said we have to focus more on how we are structuring the panel. Sha
shared how there should be large topics introduced by panel members to help
control the topics and pacing of the event.
J.Pato said the group should focus on what topics we should be focused on. Pato
noted previously the idea was to let the community bring the topics to the
panelist.
K.Slaysky noted that starting with cost is the most important but will take too
much time
o J.Pato noted that the September meeting is supposed to be the one
focused on cost
H.M Sha stated that the August meeting could be used to help handle smaller
topics with a more dedicated audience
M.Cronin noted a moderate and strict time slots for mic times is required or it
will not be successful
J.Miller shared that from a communication standpoint the August meeting
should be focused on informing the community of what we do know and not
deal with topics that have no answers at this point of the project.
H.M Sha noted that the goal created a month ago was not to share or inform but
was to hear from the community on their strong interests and how the project
team is here to listen to them. Sha noted that the goal is to establish trust and
make people feel heard.
o Pato noted it is also to share how this is an integrated process.
• K.Lenihan said in regarding to the cost an important aspect the community is
asking is why this high school costs so much more than other high schools
• K.Slaysky asked if this is going to be a panelist discussion or a listening session
(similar to public comment). Slaysky noted the latter may be better to let the
community express their opinions, even longer time for each person may be
better.
o H.M Sha thinks this is not a listening session as this has already been tried
in every meeting it is not working. Having a conversation about what
everyone wants to say is better and will help make the community hear
back from the SBC and project team.
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K.Lenihan shared how a town meeting is structured the answering of a question
does not take away from the person's time to ask a question. Everyone has to be
treated the same at this meeting in regard to time allotted.
o J.Pato agrees. Pato noted we may need to limit the amount of questions
asked or just allow one question with a follow up
Close
• J.Pato asked for everyone to provide input on what type of questions could be
asked and who would be asking them.
Sincerely,
1)URE °u.,W1 III III"'I'VIlllii:11
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
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