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HomeMy WebLinkAbout2020-02-28-2020-min Town of Lexington 20/20 Vision Committee Meeting February 28,2020 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,Joe Pato,Andrew Dixon, Robert Peters Members Absent: Carroll Ann Bottino, Peter Lee,Alan Wrigley, Kathleen Lenihan Guests:Jyotsna Kakullavarapu Professional Staff Present: Katharine Labrecque The meeting was called to order: 7:50 a.m. Minutes: The minutes from the January 31, 2019 meeting were approved with an edit to members present. Handouts/Documents: • Futures Panel pamphlet • January 31, 2020 Meeting Minutes • A Brief History of Lexington's 20/20 Vision Committee 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 coordinate with Town staff to set up the stage on the night of the event. • Katharine and Mark will check with Sean Dugan to set up an event page on the Town website. • Fernando will extend an invitation to former Town Manager's Carl Valente and Rick White to the Futures Panel. • Committee members will consider a new name and charge for the committee to discuss at a future meeting. • Mark will draft the final invite and will send it out to all listed/identified contacts. • Fernando will have printed 250 copies of the flyer to be put out on the table during Town Meeting. • Joe will the rest of the Select Board if they are comfortable with the committee drafting a report for Town Meeting. 1 • Jyotsna will talk to Town staff to advertise the event in the Sage. • Katharine will ask if Vince can be available the night of the event. • Margaret will post the event on Lexington List and the Lexington Mavens Facebook page. • Katharine will talk with Cathy Severance about the permit needed. • Mark will ask Sean to update the event page on the Town's website. • Fernando will ask the speakers for their presentations in advance. • Fernando will work with mark to update the handout for the night of the event. • Margaret will contact Brookhaven to see if they would be able to provide or coordinate transportation to and from the event. • Committee members will send updates to the history of the committee to Katharine. • Andrew will draft an article for the Minuteman and request the committee to review. • Dan will contact the Minuteman and ask that they run an advertisement for the event. Meeting Highlights: Update on Subcommittee on Enhancing Communications in Lexington No updates. A report will be published in March. Review and Update: Individual Assignments in Preparation for the Event • Schedule o Fernando reminded the committee that the event is little over a month away. Margaret mentioned that we need to keep in mind that the event could be canceled due to the public health situation.The committee agreed that if this was to happen, the event would be rescheduled to sometime in the fall. Robert suggested that the committee consider an emergency meeting if something was to happen. • Publicity o Fernando suggested that the group consider writing an article about the event in the Colonial Times. Peter responded that he has already spent a lot of time on the phone with the Times discussing the event, and there will be a nice article in the paper in March. Dan said he would send an updated copy of the brief history of the Lexington 20/20 Vision Committee for Lori to reference. o Mark updated the committee on his communication with Sean on promoting the event. He will ask Sean to send out advertisement for the event in his next news letter o Fernando suggested that email reminders be sent out, because it's one of the more effective forms of communication in Town. Margaret mentioned that she sent out save- the-dates to over 100 people,which included a list of the speakers, but listed them as tentative.The committee conceded that another"final" email should be sent out with the flyer imbedded and attached in the email. Mark suggested using some of the content on the website in the body of the email. Mark agreed to put the email together and send out the final emails. He will send one email and a follow up with another 2 weeks after. o Mark suggested that committee members print out copies of the flyer and bring it with them to meetings or public meetings they attend. It was suggested the copies will also be printed and put out on the table during Town Meeting, and enough for people to 2 distribute to other residents. Fernando said we will print 250 copies and drop off. Peter also suggested that maybe the committee would consider preparing a brief report for Town Meeting with permission from the Moderator.Joe said he will mention it to the board at the next Select Board meeting. o It was suggested that the committee advertise using sandwich boards. Katharine will talk with Cathy Severance about the permit needed. o Mark created a Facebook and EventBrite event to advertise the event. Margaret offered to post the event on Lexington List and Lexington Mavens Facebook page. Mark will ask Sean to update the event page on the Town's website. Fernando asked if we got get the Comprehensive Plan listserv. Bob said he will talk with Carol. o Fernando asked if we should include the history of the committee on the back of the handout. He asked if the committee should further condense the history so that it would fit better. Dan responded that he thinks the history is too formal and could be summarized further. Margaret suggested adding more robust descriptions. Fernando will work with mark to update the handout. o Jyotsna will also talk to Town staff to potentially arrange transportation and advertise the event in the Sage. o Dan suggested that Andrew write an article for the Minuteman after the event. Andrew agreed but requested that the committee provide feedback on a draft. Fernando, mentioned the Colonial Times, and Margaret responded that Jim Shaw will probably be in the audience. Dan offered to contact the Minuteman to run an ad for the event. • Reviewed Event Logistics ■ Fernando confirmed that Katharine has agreed to help and coordinate with Town staff to set up the stage and A/V for the event. Katharine confirmed that she had the set-up correct? ■ Stage setup: Podium • • Chairs ■ 4 clip-on microphones ■ 4 hand microphones for speakers ■ 3 standing microphones for attendees (similar setup for Town Meeting) ■ Assisted listening devices ■ Projector/screen o There was discussion on whether to use tables, but the overall Conesus was not to. Peter suggested asking speakers to send presentations ahead of time, in order to create one seamless PowerPoint slide. Dan brought up having something displaying on the screen when people walk in. Mark suggested displaying the speaker bios on the screen before the presentation. Fernando agreed to ask the speakers for their presentations in advance. Katharine will ask if Vince can be available the night of the event. 3 o Fernando mentioned that he has a phone call scheduled with Jay,the moderator,to cover the schedule and event logistics that evening. Fernando will communicate and reiterate the speaker's time limits. Dan said he thought they were going to have a conference call with Dan as a group. Mark asked if they need to provide Jay with any additional information. Peter responded that Jay has been involved in the past and has some interest in the subject matter. o Margaret asked if the committee should recognize influential people, such as Carl Valente and Rick White. Peter agreed that would be nice to acknowledge their instrumental role in creating this committee.There was consensus that they should acknowledge the former Town Managers. Fernando asked if other influential members of the community should be recognized. However, it was decided that just Candy, Carl, and Rick will be the only one's recognized. Fernando asked Joe if the Select Board members planned to attend.Joe responded that he will extend the invite but it will be difficult during Town Meeting. Bob Peters responded similarly regarding the Planning Board's attendance. o There was a question about transportation, and how those unable to drive themselves can attend. It was clarified that there will be no bus service, but perhaps people can take advantage of the existing rideshare program or coordinate rides with those who will be attending or volunteering the night of the event. Margaret volunteered to contact Brookhaven to see if they would be able to provide or coordinate transportation to and from the event. o Margaret commented that committee members should expect to attend and volunteer the night of the event. It was decided that people will be assigned tasks the night of and before the event starts. Everyone should plan to arrive at 6:30pm. Margaret asked if we need to have name tags. Margaret suggested that during Q& A we have volunteers standing near microphones to help if necessary. We also need people passing out programs. o It was asked whether or not we should provide water or if the speakers should plan to bring their own. Peter commented that given the situation it is best that they provide water. Misc. Event Discussion • 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. Committee Name/Charge • Fernando asked that the committee start giving some serious thought about their charge. Dan suggested that the committee look back at see what was accomplished. Mark suggested that they seek input from the Select Board and the School Committee. Next Meeting Date ■ Friday, March 27, 2020, 7:45a.m. in the Parker Room 4 Subsequent Meetings ■ Friday,April 24, 2020, 7:45a.m. in the Parker Room ■ Friday, May 29, 2020, 7:45a.m. in the Parker Room ■ Friday,June 26, 2020, 7:45a.m. in the Parker Room Meeting ended at 8:59 a.m. Minutes submitted by Management Fellow, Katharine Labrecque 5