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Home My WebLink About2019-01-24-2020-min (ECiL Subcommittee) Enliandlrllg CaluimunIlcafilon 11ii III,,, ' 'liiington (ECl11 Meeting Knuilh,.,s 24, Jainuaiiry 20.19 / 4:30piimmi 6.*00piin 11iin 24,6 Coiminuirt irty Ceirt-teiir ATTENDEES Present: Mark Manasas, Sherry Zhu, PK Shiu, Margaret Coppe, Marian Cohen Absent: (no liaisons attended) AGENDA • Introductions / Review committee membership • Review ECiL project objectives & charter • Review status of Best Practices work • Plan for 25 Jan 20/20 Vision Committee mtg • Plan for 29 Jan mtg with Town Mgr & new PIO MINUTES This was the first meeting after a long hiatus for the group, since mid September 2018, Margaret Coppe is joining the group from the 20/20 Vision Committee as co-chair. [All Mark will get a vote to approve Margaret as a new ECiL member onto the agenda for the next 20/20 Vision Committee meeting. 1 liritiroductions, / IRevliiew coirnir6littee urnrmerrmlbeurshllp • The team reviewed the current membership: PX Shiu, Sherry Zhu, Marian Cohen, Mark Manasas, and approved Margaret Coppe as a new member/co-chair, subject to 20/20 Vision Committee approval. • Hong Xie has expressed interest in becoming a voting member. [Al] Mark will notify Hong that we would be happy to add him as a voting member after he attends a few meetings. • Koren Stembridge will be stepping aside as a liaison as she has been asked to join the town Human Rights committee. She suggested that the new PI®, Sean Dugan should take her place as a liason to the Sr. Management team. Margaret and Mark have a meeting with Jim Malloy& Sean Dugan on 29 Jan. [All Margaret& Mark will ask Sean to join ECiL meetings/committee. 2. 111eview IIEiiilll,,,,, (project objectives & d1hairteir 0 The team reviewed the current ECiL project charter and agreed to some changes as follow: • Solicit input from residents to identify areas of focus m Satisfied by review of 20/20 Town Wide Survey • Identify Best Practices® In process • Conduct Benchmarking with 3®5 communities. Interview communities &compare communication with techniques used by Lexington MODIFY. "Validate" Best Practices (involve Sr. Mgmt to develop Questions) • Create taxonomy of info shared w/ residents® REMOVE FROM CHARTER • Investigate protocols that were adopted, then abandoned, e.g. "SeeClickFix" and "LexEngage". ® REMOVE FROM CHARTER 0 Hold forums to share findings • [Al] Mark will revise charter to reflect current project plan • [Al] Margaret and Mark will review the above listed Charter objectives with Jim Malloy&Sean Dugan on 29 Jan and seek their feedback and discuss how to best work with Sean. 3 lIv status of Best IPractliices woirk • Roughly 80 "Best Practices" have been developed from approximately a dozen sources. These practices have been broken down into 10 categories: Branding, Channels, Content, Diversity, Engagement, Feedback, Organization, Partners, Training, Website • The Best Practices will be used to develop validation questions for other towns. Ideally the ECiL group will work with Sr. Management to develop these questions. These questions should be targeted at the "pain points" identified by Lexington citizens from the 2018 20/20 town-wide survey and other sources. 4 Plainfoir 25 Jain 20/20 V�islioiin Coirnirnlittee rrAg The team agreed that Mark& Margaret should present the charter modifications outlined in Section 2 above. 5 Plairifoir 29 Jain irntg With III owin Ill gur & new R110 The team agreed that Mark & Margaret should present our current charter plans, express the ECiL team's interest in working with the new PIC, and ask him to join the committee at their 29 Jan meeting. 6 AC T10IN 11 TEMS A comprehensive list of all action items, from all meetings, is maintained here: Comm Project Action Register, New action items, from this meeting, are shown below. _ Action Owner Due Get a vote to approve Margaret as a new ECiL co-chair onto the agenda for the next 20/20 Vision Committee meeting. Mark 28 Feb Revise charter to reflect current project plan Mark 28 Feb Ask Sean Dugan to join ECiL meetings/committee Mark 29 Jan Margaret Review project plan /charter w/Jim Malloy& Sean Dugan. Seek their feedback Mark 29 Jan Margaret '7 11::::�utuire Illeetliiungs,: 8 Feb, 9:30am Room 246 Community Center