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Home My WebLink About2018-05-03-2020-min (ECiL Subcommittee) EnliandlIrllg C( iiiiiiliiiiilii,i'llicatIlIo' ii In III,,,,ekingtain (IECI11,') Meefiliig Wnuites, 3 IMay 201.,8 / 4:30 6:00pim / IIRim 232 Coimimuin irty Ceirt-ter ATTENDEES Present: Mark Manasas, Glenn Parker, Harry Forsdick, Joe Pato*, Sherry Zhu P.K. Shiu on Xie* Absent: Bhumip Khasnabish, Marian Cohen+ + Member elect® Membership approved by 20/20 committee, but not yet recognized by Town Clerk. * Liaison AGENDA • Introductions • Project Overview • Mission Statement Working Session • Project task ownership / work breakdown • Homework Review • Schedule Future Meetings MINUTES This was the first meeting of the ECiL subcommittee since having the charter officially approved by the 20/20 Vision Committee and the subcommittee being recognized by the Town Clerk. A vote for subcommittee chair was postponed since a quorum was not reached at this meeting. Piiroject Overview Joe commented on a recent meeting with Carl Valente, Koren Stembridge and other members of the Sr. Management regarding the new Public Information Officer position and other communication initiatives within the town. [Al] Koren will provide minutes to the ECiL team. Carl has suggested a meeting with the ECiL team and the Sr. Mgmt team to identify synergies. We should hold this meeting prior to planning any outreach to town departments. [Al] Mark and Joe schedule mtg. w/Carl & Sr. Mgmt, Wlsslloiin Stateinnein't Workling Sessiloiin • The team created a draft Mission Statement: 0 [The ECiL project will] make recommendations to the 20120 Vision Committee to increase resident satisfaction with communication, about Town activities, to and from people who live and/or work in town. • The mission statement needs some wordsmithing, but conveys the important points that the project is about two-way communication and will include consideration of people who work for businesses in Lexington, not just residents. project Task Owiineirshllp /Mirk Ill ireakdowin • Scheduling, Meeting Minutes, Requirements • Mark volunteered to continue to manage scheduling and meeting minutes. • Glenn volunteered to manage project requirements. Discussed that there are two primary sets of requirements, 1)the "requirements" (which will actually be recommendations)for Town communication to and from people who live and/or work in town and 2)the requirements for the conducting the project. [Al] Glenn will review 1 &2 and prepare comments for the 17 May mtg. • Seeking resident input 0 Team suggested that Marian (who was not present)would be in the best position to manage seeking resident input. [Al] Mark ask Marian to present her thoughts about seeking resident input during this project at the next ECL meeting on 17 May. • Interviewing Town Departments 0 Before any efforts to interview Town departments, the ECL team will meet with Carl Valente and Sr. Management team. • Best Practices Research 0 K. and Sherry will manage Best Practices research. [Al] RK. and Sherry present thoughts on how to conduct Best Practices research at 17 May mtg. [Al] Mark connect PX and Sherry with Koren. Koren suggested that someone from the library could help identify resources for Best Practices research. • Benchmarking against other Municipalities 0 Harry will manage benchmarking. [Al] Harry present thoughts for conducting benchmarking (how to select communities, number of communities, how to identify questions, etc) at 17 May mtg. I loinnework Review Homework included 1) Suggesting project requirements, 2) Suggesting 5 Best Practices resources for research and 3) Suggesting 5 criteria for selecting municipalities for benchmarking Mark presented his efforts on these topics, they are contained within worksheets named per the topics underlined above in the project Action Re inter. Scliedulling (Future Ill eetlings • Agreed that, to build momentum, the team will initially meet every 2 weeks. • Next meetings will be May 17, May 31, June 14, June 28, etc. • Thursdays at 4:30 was an acceptable time for those present. Otheir Agreed to use Google Docs to manage working files, minutes, etc. [Al] Mark will make the existing Google Docs folder accessible by all members and liaisons of the project team. Suggested that all team members begin to keep a log of questions that they think may be appropriate to ask 1) Lexington town departments, 2) Benchmarking communities, 3) Lexington residents and those who work in Lexington. ACTION ITEMS A comprehensive list of all action items, from all meetings, is maintained here: Comm-ErQiect Action� Risk-Rggjter, New action items, from this meeting, are shown below. Action Owner Due Distribute minutes from meeting with Carl Valente and Sr. Management team re: Koren 17 May P01 and Town communication initiatives Schedule meeting with Carl Valente and Sr. Management regarding Town Joe 17 May communication initiatives and involvement of ECiL team Mark Review Town "requirements"for communication and requirements for project inputs and outputs, make suggestions for how to manage both sets of Glenn 17 May requirements. Ask Marian to present her thoughts about seeking resident input during this Mark 7 May project at the next ECiL meeting Marian 17 May Present thoughts on how to conduct Best Practices research PK 17 May Sherry Connect PX and Sherry with Koren who will help them find a library resource Mark 7 May who may be able to aid them in identifying resources for Best Practices research Koren 10 May Present thoughts for how to conduct benchmarking (how to select communities, Harry 17 May number of communities, how to identify questions, etc)