HomeMy WebLinkAbout2020 Vision Committee - Enhancing Communication in Lexington (ECiL) Revised Charter - June 2019 u u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u u i u
20/20 VisionCommittee
Communication Project Charter
10 Juiic-� 2019
OVERVIEW
The 20/20 Vision Survey Ron—, completed in July 2017, stated that citizens felt the "desire/need for better
communication of information"with the Town. This document is therefore a proposal to the 20/20 Vision
Committee for a project to identify communication best-practices, identify how residents feel communication should
be improved, and make recommendations to relevant Town entities.This project will seek to understand how to
improve communication both to and from the Town. The project will include investigation into both technology
solutions such as social media and "code red"type systems, and traditional forms of communication such as town
forums and flyers.
GOALS
1. Review input from residents to identify areas of focus for communication improvement.
a. Review resident feedback on communication contained within the August 2017 Town Wide
20/20 Survey.
b. Review "Hot Topics" on the Lexington Yahoo listserv, and other community listservs to identify
communication issues.
2. Identify best practices used by municipalities to communicate with citizens.
a. Create a report that summarizes best-practices, using resources such as 3CMA (City-County
Communications & Marketing Association). Report should include the types and content of
communications, and methods/systems/channels used for communicating the content.
3. Conduct interviews with municipalities to validate impact and cost of implementing best-practices.
a. Identify communities having well regarded communications practices.
b. Conduct research and interviews to document how these towns are communicating with their
citizens. Compare the content and methods to those currently utilized by Lexington.
c. Create a gap-analysis report to identify where areas may exist for improvement in Lexington
communication systems and processes.
4. Hold several forums, sharing the findings from items 1 and 2 above, with residents and town
department representatives, seeking feedback from the Lexington community.
a. Identify appropriate numbers and makeup of residents to conduct meaningful forums.
b. Recruit town & committee officials and citizens to attend forums. Design forums to include
information sought by town entities. Incorporate questions from town entities into best practices
and benchmarking exercises.
c. Conduct the forums and document the findings.
5. Make recommendations to Town institutions to improve communications with citizens.
a. Create reports and make presentations as necessary to communicate findings to town /
committee leaders / residents.
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TIMELINE
The timeline below shows the anticipated phases of the project.
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PROJECT TEAM & OPERATION
The following people contributed to the revision of this charter: Mark Manasas, Sherry Zhu, PK Shiu,
Marian Cohen, Margaret Coppe. This team will recruit personnel as required to maintain bandwidth, skills
and demographic diversity to conduct the work discussed in this project.
The project has taken the working title of Enhancing Communication in Lexington (ECiL).
The project will comply with the following criteria. The subcommittee shall:
1. Consist of at least 4 members reflecting the demographic diversity of the Lexington community
and including people with a background or skills in communications.
a. At least 2 members shall be from the 20/20 Vision Committee.
b. A quorum shall consist of 4 members.
2. Elect a chair for the subcommittee.
3. Amend the charter if the team believes it needs to be modified and secure approval for any
changes from the 20/20 Vision Committee.
4. Construct, follow and maintain an accurate project plan.
5. Comply with open meeting law, including posting agendas, recording minutes etc.
6. Report on progress at the regular meetings of the 20/20 Vision Committee.
7. Submit reports and recommendations directly to the 20/20 Vision Committee for approval prior
to any external distribution.