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HomeMy WebLinkAbout2019-12-06-2020-min Town of Lexington 20/20 Vision Committee Meeting December 6,2019 Parker Room,Town Office Building 1625 Massachusetts Avenue 7:45 a.m.—9:00 a.m. Members Present: Fernando Quezada, Dan Krupka, Bhumip Khasnabish, Mark Manasas, Margaret Coppe, Peter Enrich, Kathleen Lenihan,Joe Pato, Robert Peters,Alan Wrigley, Members Absent: Carroll Ann Bottino,Andrew Dixon, Nancy Corcoran-Ronchetti, Peter Lee Professional Staff Present: Katharine Labrecque The meeting was called to order: 7:45 a.m. Minutes: The minutes from the October 25, 2019 meeting were approved. Handouts/Documents: • Futures Panel Action &Communication Plan • October 25, 2019 Meeting Minutes Action Items Summary: • Fernando will contact the panelists to schedule a meal the evening of the event. • In preparation for April 2, 2020,the Committee members will continue to work on their individual tasks.The list is under the title,April 2, 2020 Futures Panel Discussion > Individual Assignments in Preparation for the Event, which can be found in the minutes from the September 27, 2019 meeting. • Committee members will review the History of the 20/20 Vision Committee before the next meeting. • Margaret and Mark will identify and send out save the dates to Town organizations. • Fernando will contact LexMedia to confirm event coverage. • Katharine will send out the Selectmen's updated goals to the committee. • Katharine will coordinate with Town staff to set up the day of the event. • Katharine will check with Sean Dugan to determine if the committee can use the Town's social media account to advertise for the event. Meeting Highlights: Update on Subcommittee on Enhancing Communications in Lexington 1 Mark provided an update on the status of the subcommittee's survey. Mark noted that the Public Information Officer, Sean, has received over 20 responses so far, exceeding their goal. Furthermore,the subcommittee is looking to have a draft report prepared sometime in March. Additions and Updates to Individual Assignments in Preparation for the Event Mark and Dan reviewed the following items with the committee. • Speaker/Moderator Coordination o Mark suggests that the committee connect with Jay to convey the event objectives, as well as how he wants to wrap the night up. Rather, what is the schedule for the event? Peter commented that maybe the committee should be asking Lexington residents what the committee should be looking for the future? In other words,what are our next steps? Peter asked about the Board of Selectmen's goals and if boards and committees should align their charges with the board's goals. Some of the committee members were asking for copies of the goals.Joe requested Katharine to send the goals out to the committee members. o For the distribution material, Fernando will collect bios and photos from the moderator and speakers. In addition, he will work with Jay,the moderator, to determine the structure and set up of the forum. Alan suggested contacting Bill Kennedy to see how the event was organized in the past. • Communication plan o Content Creation ■ Dan was unable to get in touch with the artist from the Library, so Mark will reach out to an artist he is familiar with. Mark suggested that we might consider an event logo and style guide. In addition, he asked if the committee may want to consider changing their logo.There was consensus to change the logo. o Content distributions ■ The committee discussed various newspapers/news outlets to contact for advertising.There was consensus that the Boston Globe and the Colonial Times would be the most effective new outlets that can be used to get the word out. Margaret said she would try to get contact information for Lori, from the Boston Globe, so Dan can contact her. ■ Social Media: • Mark suggested that the committee advertise and get the word out using social media. Margaret underscored that our social media presence will be important. Mark wasn't sure if the committee could advertise using the Town's account or if the committee needed to make their own. Katharine said she would check with the Public Information Officer, Sean Dugan, about how to proceed. ■ Save the dates • It was suggested that save the dates should be sent out to various town organizations. Margaret shared that over 180 people have received save the dates.There was discussion about posting the event on the public calendar on the Town's website. However,the calendar only posts events and meetings happening in the current month. 2 o Event Logistics ■ Mark confirmed that Katharine agreed to help and coordinate with Town staff to set up the stage and A/V for the event. ■ Katharine agreed to post the agenda for the evening with the Town Clerk once everything is finalized. Public Comment • Bill Dailey, a former Selectmen,voiced his opinion about the topics the committee selected to cover for the forum. He believes the event should be focused on more substantial issues, such as affordable housing. Bill underscored that there is a lack of affordable housing in Lexington, and there isn't enough being done to address it. Mr. Dailey also expressed his concern that Town employees cannot afford to live in the community they work in.The committee thanked Mr. Dailey for his comments and reassured him they would be considered as they move forward. Next Meeting Date ■ Friday,January 31, 2020, 7:45 a.m. in the Parker Room Subsequent Meetings ■ Friday, February 28, 2020, 7:45a.m. in the Parker Room ■ Friday, March 27, 2020, 7:45a.m. in the Parker Room ■ Friday,April 24, 2020, 7:45a.m. in the Parker Room Meeting ended at 9:03 a.m. Minutes submitted by Management Fellow, Katharine Labrecque 3