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HomeMy WebLinkAbout2020-07-31-2020-min MarTown of Lexington 20/20 Vision Committee Meeting July 31,2020 Remote Meeting 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, Kathleen Lenihan Members Absent: Carroll Ann Bottino,Alan Wrigley, Peter Lee Guests: Marian Cohen Professional Staff Present: Katharine Labrecque The meeting was called to order: 7:47 am The Remote meeting opening script was read by the chair, Fernando. Minutes: The minutes from the February 28, 2020 meeting were reapproved because a roll call vote was not taken.The minutes from the June 12, 2020 meeting were approved in the same roll call vote. Handouts/Documents: • Enhancing Communication in Lexington Working Group final report Action Items Summary: • Andrew will continue to work on the summary of the Futures Panel and send it to Katharine to disseminate it to the rest of the committee. • Joe will send the ECiL final report to Doug and request to get on an agenda for an upcoming meeting with an invitation to the School Committee and Planning Board. • Kathleen will send the ECiL to the School Committee for review. • Mark and the ECiL subcommittee will prepare a presentation for the Select Board by our next August meeting. • Committee members should think about a new committee name and/or charge for discussion at the next meeting. Feel free to send ideas around via email. • Mark will recirculate his committee name ideas to the committee via email. • Fernando will connect with Jim to get the appointment letters out to working group members. • The Town-wide Working Group will begin to meet and determine a project manager. Meeting Highlights: 1 Summary of Futures Panel Event held April 2, 2020 Fernando asked Andrew how the summary of event was coming along. Andrew responded by asking how long the committee wants the summary should be. Fernando answered that the goal is to just capture the main points of the panel. Fernando asked the committee if something should be put on the website in the meantime until Andrew finishes his summary. Andrew asked to work on it over the weekend and then send it to Katharine when done. Mark said he thought Andrew had something already but was just making some edits. Andrew said the one he wrote originally was for the paper was fluff and that we will clean it up to be more official. Futures Panel Event Debrief Dan shared his comments about what was said during the event. He thought Jay was very helpful at asking the panelists suggestions for our work in the future. Fernando agreed that we want to make sure our path forward picks up on the information and networks we gathered so far. Dan said we should go a step further and look back and review the last twenty years to see what the committee has done and accomplished. Fernando said we started the exercise when we thought we were going to have an in- person event at Cary Memorial Hall. Peter commented that Dan's suggestion is a good one. He is more concerned with where we are going than where we were. Peter also agreed that it would be helpful to converse with past committee members who had been major participants in order to clarify what the real contributions 20/20 has made to the Town's operations. Peter further said discussing this more in future meetings would be a really constructive idea. Mark added that before we start this process that having some objectives laid out would be very helpful, such as what are the values we are trying to establish in the community? Fernando agreed that it would save some time and frustration if we do that. Enhancing Communications in Lexington subcommittee Report Mark updated the committee on the feedback and edits he received since the last draft was circulated. Mark sent out the revised report in advance of the meeting and asked for any additional feedback the committee had. Peter Enrich commended the subcommittee for putting together this report. Mark added that now we have to focus our efforts on putting together a presentation for the Select Board. Dan commented that the report talks about a communication plan without really defining what a communication plan is:what is to be communicated, who is to do the communication,who is to decide what should be included in the plan, and the frequency. Mark responded that ultimately Sean Dugan is going to be responsible for the Communication Plan, but the challenge will be determining what makes sense for the Town of Lexington. Dan followed up that the recommendations in the plan does not tell the reader who is recommended to do what. Fernando said that this report will be officially presented to the Select Board and asked for Joe to weigh in on how to bring this to the board's attention.Joe responded that he would send the report to Doug to be added to the agenda for the board to approve. Margaret thanked and commended Mark for all his hard work putting this report together, and Sean for getting the input from the 23 communities. Margaret noted that the School Committee should receive this report; it doesn't necessarily to be on an agenda. Kathleen agreed to highlight and send it to the school committee members. Margaret asked about the Council on Aging's "Lexington for all Ages, a Community Needs Assessment report."and if it seems to fit in with what the committee is doing. A lot of 2 the content seemed to overlap with our work, but she did not know where to find it. Mark commented that Council on Aging report and an LHS PTO Communication Survey are both linked to in our report. Fernando asked Joe if after the plan gets submitted to the Select Board, does the board forward that to the Planning Board and School Board or is that something the committee has to do.Joe said he will ask Doug to invite both the School Committee and Planning Board to attend this presentation. Mark asked when he should have a presentation ready for the meeting.Joe responded that he recommends having a presentation ready by the next meeting. Dan asked for clarification from Joe,that the board doesn't approve but accepts the presentation.Joe confirmed that was correct. The report(version 11)was unanimously approved by the committee. Town-wide Survey Planning The Town Manager has approved the formation of a Technical Working group for the Town-wide survey. Joe summarized why as technical group was formed instead of a committee.Joe noted that Jim has the list and asked that Marian's participation was okay,given that she may be contracted.Joe said that the survey received now pushback or comments other than the board would like to see the committees' name change.There was a comment from a member of the public who was concerned that this was being driven as a Town Manager working group.This resident wanted the board to be more involved. However,the board did not agree and is satisfied with the work the committee is doing. If the committee wants to start working,Joe suggested that you send an email to Jim letting him know. Margaret asked if the meetings have to be posted.Joe responded, no, you don't have to but it doesn't hurt. Peter asked Joe about the appropriation.Joe responded that in previous years it was$30K, unless it is significantly more,try to let Kat and I know as soon as you can. Fernando asked Joe if the working group has to report to Jim.Joe responded that Jim does not intend to be involved, but coordinate with Kat as Jim's representative. Peter added that the input we are going to want is from the three elected boards.Joe responded that sending questions in advance will be helpful.Joe also mentioned that he has received some feedback that people would like to see more questions related to social justice issues. Fernando said he will follow up with Jim so we can get the process started. Fernando asked if Marian agreed with everyone's comments, and added that when the group meets up they have a lot issues that needs to be worked out. She added that when they worked on it last time,the group had many meetings reviewing questions. In addition, a whole section last time was dedicated to questions Richard Canale came up with,which was really important and produced useful information.This is a long, drawn out process and the sooner the working group can get together the better. Also, last time we sent out a pre-test, and every time a pretest is sent out the better it gets. Marian stressed the timeline, and how last time they also had the survey translated and put online for residents to take. Marian also commented that advertising is important. She said last time we advertised in the Minuteman and reached out to various cultural and social groups. Andrew followed up that we have to make sure we make the survey available for non-technical people. Mark asked how the project has been historically managed. Fernando responded that there are owners at different stages. Mark clarified that he means the project management portion. Peter responded that the model that was used in previous years was a subcommittee of 20/20. However,this time it is a technical working group under the Town Manager. Peter continued that typically a lot of the work is handed off to the contractor. Dan agreed with Mark that we need someone to be the project manager to ensure there is a timeline and that milestones are reached. Fernando asked that maybe it's best to leave that to the working group to decide. 3 Miscellaneous At the end of the meeting Dan mentioned his concern that many local papers are failing, such as the Minuteman. Dan asked Joe if this is a concern to the Select Board. Peter added that the legislature enacted an economic development bill that includes a study of what's happening to local journalism.Joe responded to Dan's question by stating that the Select Board hasn't addressed it directly, but would agree it is a real problem. Dan added that it is maybe something to include in the communications plan. Next Meeting Date ■ To be determined by the approval of the Town Manager Meeting ended at 9:02 a.m. Minutes submitted by Management Fellow, Katharine Labrecque 4