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Home My WebLink About2020-01-31-2020-min Town of Lexington 20/20 Vision Committee Meeting January 31,2020 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 Members Absent: Carroll Ann Bottino,Andrew Dixon, Peter Lee, Robert Peters, Alan Wrigley Guests: Nancy Corcoran-Ronchetti,Jyotsna Kakullavarapu Professional Staff Present: Katharine Labrecque The meeting was called to order: 7:52 a.m. Minutes: The minutes from the December 6, 2019 meeting were approved with minor discussion. No changes were made. Handouts/Documents: • Futures Panel Tri-Folds,Version 1, 2 &3 • December 6, 2019 Meeting Minutes Action Items Summary: • 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. • Katharine will send out the Select Boards updated goals to the committee after the Town Manager makes some minor edits. • Katharine will coordinate with Town staff to set up the stage on the night of the event. Additionally, Katharine will also change the event reservation to extend the allotted time before and after by 30 minutes. • Katharine and Mark will check with Sean Dugan to set up an event page on the Town website. • Joe will check with the Town Clerk for approval to add the Town seal to the flyer. • Fernando will extend an invitation to former Town Manager's Carl Valente and Rick White to the Futures Panel. • Katharine will attempt to find the History of the 20/20 Committee in email correspondence. • Kathleen will contact someone from the schools to see if the committee can get high schoolers to volunteer at the event. 1 • Committee members will consider a new name and charge for the committee to discuss at the next meeting. Meeting Highlights: Update on Subcommittee on Enhancing Communications in Lexington Mark provided an update on the status of the subcommittee's survey. Mark noted that the Public Information Officer, Sean, has received an additional 2 responses since the last update, making the total number of responses 22. Sean has even started a networking group for municipal communication officers as a result of this survey. Moreover,the committee will have a draft report prepared by March. Following Mark's update, Fernando and Margaret commented that there is multiple channels of communication in Town.There are people who want school updates but not municipal updates or information. However,there are residents who want some, but not all of the information, such as when new school opens or new Town Office Building hours. Peter also notes that it's extremely challenging to get parents of school-age children involved. Additions and Updates to Individual Assignments in Preparation for the Event Mark reviewed the following items with the committee. • Schedule o Mark presented the proposed event schedule on the projector. Fernando noted that between the speakers and Q&A,we have a total of two hours scheduled for the evening. Dan added that we need to make it clear to the moderator and the speakers that they only have 20 minutes each to speak. Peter asked if we should convene a conference call prior to the event to make sure we let each speaker know what to expect. Peter also suggested having someone sit in the front with time cards to help keep the speakers on track. Bhumip asked if the new logo and new committee name should be included. Later in the meeting, Bhumip asked if the committee should cut down the speaker's time to 15 minutes to allow more time for Q&A.There was little discussion about the modified speaker time. Although, Fernando commented that 20 minutes is a reasonable amount of time. o For set up purposes, it may be best to allow for 30 minutes before and after the event. Katharine will change the event time to accommodate this request. o Proposed schedule: ■ 6:OOpm—6:30pm Setup ■ 6:30pm—7:OOpm—Guests arrive ■ 7:OOpm—7:15pm—Jay Kaufman opening remarks ■ 7:15pm—7:40pm—Nariman ■ 7:40pm—8:05pm—Julie ■ 8:05pm—8:30pm David ■ 8:30pm—8:40pm Roundtable questions ■ 8:40pm—9:OOpm Questions from audience • Poster/Trifold/Flyer o Poster 2 Mark posted the proposed event poster that will be placed in front of the Cary Memorial Building and possibly other locations.There was consensus and approval from the group that the poster looked good. Fernando asked if we can post this on the website. Mark responded that he would talk with Kathy about putting it on the website. Peter added that maybe we would want to include a link on the flyer to the website.Joe asked about branding, and suggested adding the Town Seal to the flyer. Mark and the committee agreed that adding the seal is a good idea.Joe said he would check with the Town Clerk, Nadie,to confirm whether or not the seal could be included. Kathleen asked if Julie's title should be included in the description of the event speakers. Peter commented that perhaps may recognize her name already know her title, so it wouldn't help and it would just clutter up the poster. Kathleen and the committee conceded after deliberation that it may be best to exclude the speaker's official titles. o Trifold ■ See attachments (6-2, 6-1, 1-2) ■ Mark passed around trifolds. Margaret suggested that the programs be folded in half, because that's more common. She also suggested that the history be placed on the back, include a section on how to get involved, and the speaker bios be place inside the program. • Social Media/Event Outreach &Communication: Mark suggested that the committee advertise using social media, and will work with the Public Information Officer, Sean Dugan,to post on various Town social media pages. Mark asked about the frequency in which they post, fearing that they may inundate residents. There was consensus that it's appropriate to post once a month. Nancy suggested including flyers in handouts for TMMA Info Night and Town Meeting.The first night of Info Night is March 23rd Jyotsna, offered to extend the invitation to the Indian American groups in Town, such as the IAGB,the Indian American Greater of Boston. Mark added these groups to the communication plan.There was consensus that an invitation should be sent to other cultural/civic groups like CALex and CAAL. Kathleen noted that some of their forums or events have been canceled due to stigma and hype around the coronavirus. It was also suggested that the committee consider reaching out to school-age children and seniors. An invitation could also be sent to the Council on Aging and Brookhaven. Peter suggested putting an ad in the Sage and asked the contact person for it. Committee Members asked if the Town Manager and past Town Managers planned to attend.They conceded that Jim will most likely be there, but Fernando will contact Carl Valente and Rick White. • 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. ■ Stage setup: 3 0 010 40 Podium Chairs ■ 4 clip-on microphones ■ 4 microphones for speakers ■ 3 standing microphones for attendees (similar setup for Town Meeting) ■ Assisted listening devices ■ Projector/screen o It was suggested that some iconic images of Lexington on slides could be on displayed in the background. Dan suggested asking the Chamber or the Visitor's Center for some photos. Fernando suggested that maybe we should display a futuristic photo, like Star Trek that depicts a science-fiction/futuristic theme for the event. Margaret asked about volunteers that will help out the day of, not including committee members. Kathleen asked if we want high school students to help out. Kathleen said she can ask someone at the schools about a program for students looking for volunteer hours. Misc. Event Discussion • Mark reviewed the To Do list for an outstanding items. Fernando asked if Katharine could attempt to find the History of the 20/20 Committee in email correspondence. Mark asked if we may want to have something playing on the screen when people arrive. • Fernando asked members to consider a new name and charge for the committee for the next meeting.Joe suggested to the group that they may want to look long term at the sustainability of the committee and maybe send some name suggestions to members via email. Dan added that the committee may consider what worked well and what didn't, including looking at membership. Mark proposed organizing a separate meeting, in addition to the monthly meetings,to discuss this topic. Next Meeting Date ■ Friday, February 28, 2020, 7:45a.m. in the Parker Room Subsequent Meetings ■ Friday, March 27, 2020, 7:45a.m. in the Parker Room ■ Friday,April 24, 2020, 7:45a.m. in the Parker Room ■ Friday, May 29, 2020, 7:45a.m. in the Parker Room Meeting ended at 8:52 a.m. Minutes submitted by Management Fellow, Katharine Labrecque 4