 The seven, is that right, call outreach and communications subcommittee to order, and Evan is absent. Yeah, Alyssa has gone away because she's not part of our committee, so it's just George and Darcy and myself, and then Lynn, are you saying as a guess, Lynn will be here as an other president? I did that. So report, ever report on action items. We could discuss that, unless we're too tired. We're never too tired. Yeah, so I put together a Google form for counselors in general regarding outreach efforts. We might as well keep it in the reference materials that we have for OCA only because later on. Oh, it's in the wrong, I'm in the wrong, you have to be in the subcommittee, obviously. Yeah, there's an outreach subcommittee under this. Not minutes, no. Yeah. Oh, yes it is. Oh, I'm sorry, yes. That's okay, that's okay. No, it's not minutes, it's if you go back. Yeah, so yeah, it's, and I think else we have is a, so is this it right here, Darcy, the outreach form? Yeah. So if you go through the OCA and then just look for minutes in the minutes folder for this subcommittee. Oh, right, okay, talk to more groups than anyone else to this form and then when you hit responses, they would get a spreadsheet that would tell what everybody said about each question. And then we'd have all the data. What about events, like events that you attend? I mean, we have like a lot of events on our calendar. Yes, that's a good one. And then like maybe what, because I'm just thinking, because I think that we're all trying to figure out how to do outreach the best way, and we should kind of archive this. And we also want to try to help counselors, like after we're gone, counselors can come in. So what are events that people have found? You know, are they helpful? I think one of the things that we talked about with CPOs is do you somehow want to be able to when you go to an event, like have a way to, if people are interested in certain ways of serving or volunteering, like are we bringing information like that with us? And then also, you know, the gathering names, but then we'll have to further talk about how, like how those are used. Like when we get names, they're not for our personal use, but would they automatically be center forwarded to any participation officers, town manager, resident advisory committee? Because we're trying to make that loop. We're trying to keep, you know. So I think that if we ask the question, what types of events have you attended, or what events have you attended, you know, Lynn would have to like write 2,000 entries on that one. And how could we do it in a way, maybe we could categorize them or something? I don't know. Because I think we're looking at events in different ways. Like I think one of the things that the CPOs brought up to us as townhouses being on the front line was that, you know, when they go out to certain events, they're one of their goals is to let people know different ways, at that event, you know, different ways to participate in town government and also to make sure that they're also bringing in some names. So I don't know how we would do that. I'm just putting out that that was something that was brought up for me. It's just a way for councils to think about, a different way for councils to think about events. You know, I think classifying or categorizing events would be useful. I mean, there's events, for instance, that we are officially representing the town, okay? For example, when we stand on the town steps on a snowy morning for the Tibetan event. And it's, you know, sometimes it's me, but sometimes it's me and three or four other counselors. And then there's other times where, you know, recently a couple of us were invited to attend a student event at the university. And we weren't there in any, quote, official capacity. But we certainly were identified, if you will, as town counselors. We didn't speak, but, well, that's, you know, just, you know, attendants, attendants at events, representing the council versus, well, that's a good question. It's a very, in addition to having fun talking to people about this and that. And then if names are gathered or someone says, oh, I heard about that's so amazing. I would love to do that, then saying, like, you would have this name and then you would be protocol where that name would go. I guess I'm thinking. And I suppose one of the options could be that I could go through my calendar and say here's the various events that I've done since December 3rd and see whether there's a way to categorize them. But, you know, and then there's times, for instance, where I could not be here for the Jones Library 100th anniversary kickoff or the kind of gisaki visit. And then in that case, Mandy Jo represented the council. And Andy happened to be at least one or two of them. And some of other people may have been there as well. So there's official ones. And along with some of those, we're actually asked to read various proclamations that we've passed as well. I've got a couple of them coming up just in the next month or two. You know, and then there's other events where we just happen to be invited as counselors. For example, the recent Business Innovation Center at Eisenberg. We were just invited as counselors. I think we actually were recognized, as I recall. And there were about six or seven of us there. So, and whether or not we're actually promoting participation, I'm not clear that I'm always doing that, but I'm certainly representing the town. Now, you know, all of us either have or have coming up. In Pat's, in my case, we have a district two meeting coming up. George has, no, you've had at least one. Darcy, you've had more than I can keep count of. And district one is the same way. We're actually taking the information that the participation officers have provided us on how to use, how to sign up for CAFs, and we're actually taking also the information for how to sign up for alerts from the town and that kind of thing. So, and then, and I have mentioned this to a couple of you at different times and maybe even to this group, we do have the hope that in the fall we have some set of coordinated district meetings, maybe in a period of like two weeks where we have as our focus the major capital plan, major capital projects and what a proposed plan might look like. And in that case, we're going to have, want to have very common material that each of us takes out and I, this is where I think we take a lesson from the school committee and the schools, a way for people to get that information if they weren't able to attend, a way to provide feedback on that information if they weren't able to attend or even if they did and they want to say something later. So, using that as an example, I would dearly embrace this committee looking at what should that look like, what kind of handouts should we have helping, working with the community participation officers and how we're going to do that. For example, are each of us at each of our district meetings going to try to have the model that Sean McGonough has been perfecting available? Will we break into small groups? What are some of the options? Okay. The counselors might want to try. And I know for example, Darcy, at your district five, you had Andy do a dry run with your group and there's, you know, some positives and some not so good, I'm not going to say negative things, but complications in how, and sometimes, and in fact, the model's not quite finished yet, so we know that. Pat and I are going back and forth as to whether we're going to do that on Wednesday night when we also have Andy coming to ours, because he also happens to live in district two. And I also, I do want to encourage that whenever possible, that district, that townwide counselors be invited to district meetings, particularly if they're from the district or because they have a specialty like Andy and the case of district five was able to help use that model. So there's all kinds of ways to look at it, but I mean, even if you took the focus of let's start planning now for that September, October, two week district meeting on capital projects, that would be fabulous. Does that help you? This is part of the vision of what I had hoped this committee would also deal with as well as the incredible burden of the appointments that you all had to take on. Actually, thank you. In fact, including how do we increase attendance at our townwide forums? How do we increase attendance at our hearings so that we're not sitting there like we were back in March where there's only 16 people in the room and half of them were related to the counselors? So I think that we vote, I see George being completely overwhelmed. I think that if we look at what the, because I think the school committee, I agree with Lynn that they did an amazing job and there was the forum that you could send back. I mean, I think we have a skeleton already of things that were very effective. We could even very kindly ask someone who helped to do that for the school committee to come and talk to us about how they accomplished it. So we would have a better idea like ITWISE and, but we have a skeleton. We have people that we can ask about how they did it. We also have already staff support and guidelines in place for public forums. So I think it would just be a matter of using the information that we have and then, and building it up for our particular use. So I don't, I think it will be a decent amount of work, but I don't think it's daunting because I don't think we have to reinvent the wheel. So much. I think we do have some really good vehicles already for outreach. We just now need to pull them together. Let me clarify on the, on the forums and the hearings. They, they pretty much are dictated by topic. And for example, as we got ready for the budget one, the town manager came to the finance committee meeting. He talked with us about what would be the content of that. And we have a similar meeting with him when we do the capital one in June. So the, it's not really the content, but I do want to mention that we have clarified. And in fact, on the draft agenda for the forum in June, we will now have, where the chart is very clear, public comment is to be 50% of the time. What we learned out of that first forum is it would be nice to have an opportunity in this instance for the town manager, the council president or other members of the council or other members of the staff to be able to respond to questions that people ask during the public comment. We are now counting that toward the 50% of public comment so that the public comment period can be more like a dialogue. There may also, it's also going to be a trial because to be honest, we have to be careful that we're not saying, well, and I think, or in other words, we need to be factual and clear about whatever information we're providing and are just saying, you know, we don't have that information. We'll get back to you. I agree with George that it's, you know, going out and handing out posters ourselves or doing things like that, that's not our job. I think that we do, like I said, you know, the CPOs have also already given us things like how to plan a district meeting and I had looked at that and I will bring it again. I don't know if I showed this to you guys last time. I had tweaked it just a little bit and even just tweaking it a little bit as far as asking for things like a projector or something to use PowerPoint on as far as, I'm trying to think, so if you were trying to do something that was a forum or bigger than you would in addition to asking for a setup, like setup would be different. You would have to say, you know, to the CPOs, I think that we're going to be expecting 250 people and we're going to have a panel of people talking so we would need a table or a podium and microphones. So I mean, you're still, as far as I can understand from the CPOs, these are things that they still want, they have a structure for, they want us to go through them and we have all of those forms which I will definitely distribute. But I think that we could follow that form and then have, you know, relevant staff, you know, it's known that this is, we're relevant staff can do this or that. And then if we bring in the school committee as far as, like, thinking of different ways of getting things out, I think that we can set up a way that there's, we'll have a structure for how to distribute things on the internet or send to somebody. We could have a draft of a typical informational letter that could, you know, you could do a little bit of fill in the blank for things, if you're, you know, for different meetings of information that you want back for people, like saying here's what happened, fill in at this, or it's going to happen at this finance committee hearing, are there certain things you weren't able to attend but there are things that you have concerns or want to make comments? Like I think that we can put templates and process, we could nail those down so that it would be easier for us to do and then it'd be something that other people could follow after we're gone, is my feeling. Right. The council has been done. Right. Right, a person did. Yeah. So, but it's not like, you know. Right, no, so this one that we came up with I think is incredibly helpful and will be to all of us and to future councilors. I think I don't, I would send, yeah, I would send that also to Lynn if she can't. So we have, once we're done with it, and once we feel confident, it should be something that we, you know, send to Lynn that we write a report on and then, you know, it's possible that Lynn could put it in an agenda so that people understand what it's about and then we could then start collecting that information. No, no, it's more, we want to make it as simple as possible but I think it would also help us as far as outreach goes, know what's working for other people, what hasn't worked for other people, what are, you know, it will also, I think, in the long run at the end of these three years, we will have some information and process for future councilors for outreach that they can follow, which, if we had had that, wow. Amazing, right? So I think that's what we're, that's what we're shooting for, for that. So we're, you know, talking about our individual outreach, how that's working, how we could help each other. So I sort of hear that from Lynn, is there a way that we can contact each other if we want to have a certain councilor there at our meeting, for district meetings? Also, I know a lot of people have been, I know some neighborhood associations have been feeling like they wish they had access at some point at district meetings of certain staff. So I think we, I think that we have a process for that but I want to make sure that we, that we have also the public knows some information on that. So those are things that we can nail down, yep. Let me mention specifically because I did have a round of emails with one councilor, it's needless to say we all know Paul has to be protective of staff time after hours and even during hours for that. I mean they have other jobs, but at the same time, and this is not necessarily as I speak to the particular of the community participation officers, but you know, to other people. So I think it, first of all, we need to be cautious and careful of how we request for staff time and when we're requesting for it. But I think that request needs to be for district meetings. Yes, I agree. To start having it be for neighborhood associations or even district associations. I mean we have one district that I think there's probably five neighborhood associations in it and you just can't do that. No, and then I think that's what I'm saying is that we would establish a process in which we clarify, you know, when is appropriate for staff to be there and how we as a council deal with that. So I'm just saying I agree with you. I think we just need to make that process actually written down and clear. Yep, I know we're way over. We need to adjourn. Yeah, yeah, yeah. Thank you so much, Phyllis, for all your, sorry, but all the excitement today. Oh, you need to go yet. And actually I'm getting picked up at 12.15. So your chair also has to adjourn. Yes, can we come Phyllis right behind you? All right, so yeah, so let's, let's make it a priority to finish or to just, we can send you individual emails. Obviously we can't deliberate, but if we have any other suggestions for the form just so that we can be ready because we won't meet next week, but we will meet the week after. And I, and I guess we'll also put on our agenda. We're not meeting next week? Well, no, we talked about that because we have to extend because we have to make sure that we, OCA decides on its process and that tree and that won't be easy for us and the ECAC. So, so OCA's meeting, but we're not. The subcommittee won't. So the subcommittee will meet the week after. And so I will make sure that I put these action items on the agenda and also Lynn, if you could, if you know, if they just in October, if you could just send me some information because it won't stick in my head. Just general things about those forums that are coming up or that you wanted to have, or is that pretty much it? Basically I pretty much said to you everything I can say. Okay, so then I think something that I'm gonna think about is maybe trying to see about contacting and I'll to go through Paul and Lynn, someone from school committee who, or they can tell me who helped them to put together some forum. I think Sean can help us with that. Okay, great. So then we'll get that rolling as well. And that being said, if there's not any other discussion? Great, yeah, yeah, fabulous. Yes, yes, as long as we don't deliberate but we can take a look, see. Yep, wonderful. Thank you, George. It's fabulous, fabulous. Okay, send it to me and I'll put discussion of that at our next meeting. And if some of this stuff picks up then we can talk about, well, we'll time. We'll make it, we're good. My husband's gonna be here at 12.50 and two. Yeah, and we'll, yeah, yep. So everybody making, we can't deliberate, but everybody can make individual points or if you wanna send something simply to the person who sent it, if only it's not deliberation, but you know, that's okay. Just to sharpen things to make our discussion quicker, easier, more effective next meeting. Yes, we are, right here. So I make the motion to adjourn at 12.17, all those in favor? We're awesome, way to go.