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Home My WebLink About2018-06-21-2020-min (ECiL Subcommittee) EnliandlIrllg C( iiiiiiliiiiilii,i'llicatIlIo' ii In I ekingtain (IECI11,') Meefiliig Wnuites, 21, 3 u in e 2 0 18 / 4-.30,,,,,,,61. 6pumm / Rim 24,2 Coiiaimuin irt y C e irrt e iir ATTENDEES Present: Mark Manasas, Harry Forsdick, Sherry Zhu, Marian Cohen Absent: PX Shiu, Glenn Parker, Bhumip Khasnabish * Liaison (liaisons are not listed as absent if they did not attend) AGENDA • Approval of 6/7 minutes • Status of June 10 mtg with Sr. Management - Mark • Review Best Practices / Benchmarking - Sherry / Harry Mark • Review of Recent Observations re: Town Communications All • Review open Action Items - All MINUTES Meeting began at 4:37 m, Meeting was adjourned at approximately 5:50 m, Minutes for 7 June were approved. Status o,f Juane 10 rntg with Sr„ Ill ainageinnein't • Harry, Mark and possibly Marian and Sherry will attend June 10th meeting with Sr. Management. • [Al] Marian will monitor responses to the Senior M�anement Team Communication Survey and will follow up with Kelly Axtell to prompt stragglers to respond to the survey as the response deadline of June 29th approaches. • [Al] Koren will prompt other Sr. Management to respond to the survey when they next meet on Tues 26 June. • During the meeting on the 10th we will focus on presenting the findings from the survey and responding to questions. We will also present a few of the best practices we have found as examples of what the output of the ECiL committee might recommend to Town departments. • The ECiL meeting on 5 July will be a workingsessionto develop the presentation to be used at the 10 July Sr. Mgmt meeting. lReview Best IPr ctliic / II[ urmclll°murmmaurll�liiurm • Reviewed how Best Practices & Benchmarking will fit together: o Develop a set of Best Practices based on available municipal Communication Plans & other resources (e.g. City-County Communications & Marketing Association (3C A)) o Validate the uptake, effectiveness&cost of implementing these Best Practices by Benchmark discussions with other towns • Reviewed a near term timeline for the Best Practices/ Benchmarking work VIII u uuuuuuullll l u i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o i l l u i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o i o l i ol i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o m o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o l i o Reviewed a proposed template for constructing the Best Practices/ Benchmarking survey guide M4 m.�@ �� IVi. '�Qlll!VIV llll uuoi V NW i u I u u �00000001001001001001�01001�001001001�0010010010�010010000000111 I I 1101101101101101101101101101101101101101101101101101101101�101 1011 I�II0000000000000000000000000000001 I I I I I I I I I I I I I I I I I I I I I I I I I I III I I I I I I I I I I I I I I I I I I I I I I III V I I 1101101101101101101101011011�01101 I II I I�I 101II01101101101101101101101101101101101101101101101101101101101101101101101101101101101 I I I I I I I I 1101 lReview of lRecein't Gloseirvatioins ire: TowinCoiimiimuirmllcatloiins • Reviewed two of Harry's recent commentaries on what should be included in Town website: • Website should contain clearly identified "authorized" providers. For example some links on the website lead to ecode360.com. Somehow ecode360 should be identified as a sanctioned provider of services to the Town. • A tutorial about how to best search the website would be very useful. For example, use of site:lexi ngton ma.gov and use of ctrl®f to further search on a web page that shows search results. • Investigate ways to improve the FAQ results on the website such that: • User searches the Town website • User reviews a few of the search results • User is also presented with "People also ask"type search results, in case initial results don't provide the answers the user is looking for. • Reviewed recent communications about Precinct 9 voting and ACROSS Lexington sent by LPS. Discussed the following observations. • Emails originated from a "myfollet.com" email address. There is no indication which organization this is affiliated with. Is it a Town department, the school system, or a commercial entity. • Precinct 9 message did not apply to most of the recipients. There does not appear to be any database use that makes use of an email address linked to a street address to target communications. Joe Pato mentioned that the town does not maintain a captive email list for residents. [All Mark to follow up with Joe to understand if there are regulations preventing collection of an email / phone#vs, street address database. • Koren mentioned that one of the difficulties with this type of database would be in the case of a renter. The database may need more fields to indicate owner vs, occupant in the case of a renter if certain communications should go to an owner and not a renter. • Koren mentioned View Permit and MUNIS as other databases used by the Town. • It would be very helpful if all emails originating from any town entity included a "You are receiving this message because you are a member of the XYZ mailing list. You may unsubscribe from this list by doing ABC". Otlheir • Marian suggested that Google Scholar can often turn up a different slice of information than a straight Google search. She also mentioned other search tools towhich she refers her students. [All Marian will forward the list of search tools she recommends to her students to the ECL team. • [All Koren will review Mass Municinal Association information tosee ifthey have any worthwhile resources onmunicipal communications. • Koren mentioned that Kevin Grocki, the library webmaster, reports to the town IT department. He fills infor Kathy Santos, the town vvebmoeter, when needed. • Discussed the pros and cons of an aggregated Lexington Community Calendar as aone-stop list of events happening in town containing both Town department events and private citizen events such amBBQ fest, LexFUN! events, etc. o Koren mentioned that i1takes mfair amount ofeffort 10 port library events 1oanother calendars system. A dynamic aggregator that collects iCal type feeds may be useful to overcome this extra effort. n POST MEETING NOTE: Town does provide a which also lists other calendar resources such as Wicked Local. The Lexington Community Calendar is hosted on eventkeeper.com which does not seem to provide any RSS or iCal type links. o An aggregate Lexington Calendar would be a great addition to the community but would require adedicated champion to get it up and running and to maintain. • Koren mentioned that Tom Case, Chief Information Officer for the Town would be willing to attend uECL meeting sometime near the end ofthe summer. • Koren recognized the (be|ovv) aebeing similar tusomething she had seen in a Facilitating Leadership course she had taken. [All Koren will forward the ECiL team more info on the tool she had seen in the Facilitating Leadership course. /xfxmWw( mmcrCIN mcncr sPuw rIwoMs pnnros 11111111m R111,III III ni � ~ ~ � � ~ � ~ � � � � U n 1� �'= AC TIGIN I TEMS A comprehensive list of all action items, from all meetings, is maintained here: 4- CommProjectAction Resister, New action items, from this meeting, are shown below. Action Owner Due Monitor responses to the Senior Management Team Communication Survey and follow up with Kelly Axtell to prompt stragglers to respond to the survey as the Marian 29 June response deadline of June 29th approaches. Prompt other Sr. Management to respond to the Sr. Management Comm survey Koren 26 June when they next meet on Tues 26 June. Follow up with Joe to understand if there are regulations preventing collection of Mark 5 July an email/ phone#vs, street address database. Forward the list of search tools she recommends to her students to the ECiL Marian 5 July team. Review Mass Municipal Association information to see if they have any Koren 5 July worthwhile resources on municipal communications. Forward the ECiL team more info on the tool she had seen in the Facilitating Koren 5 July Leadership course (similar to the IAP2 Spectrum of Public Participation) II::::Vtuire lftetlings: Every 2 weeks, Thurs @ 4:30pm: July 5, July 19, August 2, August 16, etc.