Canton, Massachusetts · Saved source text
051018_CantonMPSC_minutes_5-9-2018
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1 Canton Master Plan Update Steering Committee Meeting May 9, 2018, 7-9 pm Canton Public Library 786 Washington St MINUTES Present: Horsley Witten Group: Nate Kelly and Krista Moravec; Camoin Associates: Tom Dworetsky; Master Plan Steering Committee: David McCarthy, Gerald Carmichael, Emilio Mauro, Meredith McLoughlin, Michael McMahon, and Tonja Mettlach; Staff: Laura Smead, Town Planner Not Present: Tom Theodore, John McSweeney, Sonja Grauds Lead by Notes 1. Welcome & Introductions D. McCarthy 7:00-7:15 Round-robin icebreaker – What 3 words come to your mind when you think Canton’s future? Flipchart list: vibrant, green, challenging, prosperous, opportunities, innovative, connected, young, community, balance (uses), quality, healthy 2. Brief Review of Team’s Approach to the Update HW 7:15-7:20 HW Team’s Three-Volume Master Plan Model I. The Canton Baseline Report: Baseline information for each Master Plan Element in a single volume including: inventories, projections, gap/needs analyses, and required maps. II. The Canton Community Plan: This document presents all the classic elements of a Master Plan including: the Community Vision, local policy issues, goals, and action items. III. The Action Plan: This document extracts action items directly from the Community Plan, presents them in an implementation matrix, and identifies responsible parties, resources,
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2 and timeframe for achievement. 3. Draft Project Management Plan HW Asst from L. Smead 7:20-7:35 Handout (at end of minutes) Facilitation/Projection: review PMP; set SC meeting schedule through August (will meet June 11th, July 26th, and August 21st); established subcommittees (separate document with assignments) 4. Draft Public Participation Plan HW Asst from L. Smead 7:35-8:20 Handout (at end of minutes) Projected/Facilitation: review/fill in missing information Branding discussion: liked the following the best: Canton on Course: mapping for the future; Destination 2035: Linking to the Future; Canton Connections: Vision to the Future; Canton Compass/ Compass for Canton: Mapping our Future; Logos might include the viaduct, blue hill, memorial hall, Pequitside, an arrow, a compass, or just a text treatment; Messaging should emphasize the comprehensiveness and long-range planning: what do residents want to preserve, strengthen, or transform? Add “How can I get involved?” to the FAQ page 5. Existing and Upcoming Plans and Studies HW Asst from L. Smead and Team Members 8:20-8:30 Handout (at end of minutes) Facilitation: how/where plan/study could be used; ask are anything missing?; Consultants will develop an info needs list, but ask if there are any other sources/ideas that come to mind; Laura will send a link to the committee to access existing plans and studies 6. Draft Baseline Report Table of Contents HW 8:30-8:35 Handout (at end of minutes) Facilitation: review of basic structure 7. Next Steps HW Asst from 8:35-8:45 Discuss focus of June and July meetings, subcommittees will receive materials from Team. Coordinate call/meeting/emails to
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3 Team Members review and comment 8. Open Discussion All 8:45-8:55 Ask for any general comments, questions, etc. 9. Vote to accept minutes, Closing Remarks D. McCarthy 8:55-9:00 The Planning board voted to accept the meeting minutes from December and March
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4 Canton Master Plan Update Project Management Plan - DRAFT I. Steering Committee The Steering Committee is the decision-making body for the Canton Master Plan update. It gives direction to the Project Team to complete tasks that meet project goals and objectives. Below is a list of current Steering Committee members. Name Agency/Organization David McCarthy Planning Board Thomas Theodore Board of Selectmen Gerald Carmichael Conservation Commission Emilio Mauro, Jr. Economic Development Committee John McSweeney Housing Authority Sonja Grauds Citizen-at-Large Meredith McLoughlin Citizen-at-Large Michael McMahon Citizen-at-Large Tonja Mettlach Citizen-at-Large II. Project Team Coordination The Project Team will participate in regular calls. Horsley Witten will prepare agendas and distribute materials, as needed. Members of the consultant Project Team are listed below. Standard communication protocol is to send all correspondence to the Project Team via Town Planner, Laura Smead (lsmead@town.canton.ma.us). There may be times during the project where comments and materials would be sent directly to a Project Team member; however, Laura should be copied on all emails. Project Team Members
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5 Name From Role, Contact with Questions about… Laura Smead Town of Canton Town contact, general project questions Nate Kelly Horsley Witten Group Principle in Charge, general project questions, topics not covered by others Krista Moravec Horsley Witten Project Manager, general project questions, public outreach and events, topics not covered by others Christi Apicella McMahon Transportation and mobility topics Tom Dworetsky Camoin Economic development topics III. Steering Committee Work Sessions and Schedule A. Session Facilitation Horsley Witten will facilitate all Steering Committee work sessions and provide materials to members up to two weeks prior a meeting via email, unless otherwise arranged. Meetings will be organized to focus on high-level discussions to reach overall consensus on project tasks. Detailed discussions will be done among subcommittees (see below) with reports to the larger group. Of course, all comments on all materials provided by the Steering Committee will be considered, but to ensure efficient use of limited meeting time, focusing on larger issues will be a priority. B. Steering Committee Schedule To Steering Committee: Schedule will be discussed at the opening work session.
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6 IV. Steering Committee Subcommittees To Steering Committee: Subcommittees will be discussed at the opening work session. Some members may want to focus on specific topics or aspects of the update. Having subcommittees can help manage and review large volumes of materials and content. Potential subcommittees are offered below. Economic Development Open Space and Recreation Natural Resources and Natural Hazards Historic/Cultural Resources Housing Land Use Municipal Facilities/Services and Schools Energy Transportation and Mobility Public Health Overall document editing Public outreach and communications Public events coordination Depending on its focus, a subcommittee may only meet intermittently during the project timeline. Others might meet regularly. Schedules will be determined by individual subcommittees. A member of the Project Team may also participate if needed. Subcommittees will be asked to report their progress at the larger Steering Committee work sessions. V. Document Development and Review Protocol To Steering Committee: Document review protocols will be discussed at the opening session. The following is suggested. The Canton Master Plan will be a three-volume series: • Baseline Report: Baseline information for each Master Plan Element in a single volume including: inventories, projections, gap/needs analyses, and required maps. • Community Plan: This document presents all the classic elements of a Master Plan including: the Community Vision, local policy issues, goals, and action items. • Action Plan: This document extracts action items directly from the Community Plan, presents them in an implementation matrix, and identifies responsible parties, resources, and timeframe for achievement. All electronic materials provided to the Steering Committee will be in Word format. Mapping or standalone graphics will be as PDFs. • All Steering Committee members will be asked to review materials at a minimum for factual errors, comments about document organization, subject matter that may be missing, or other “big picture” issues. These issues can be e-mailed to Laura or discussed at Steering Committee meetings.
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7 • A subgroup of committee members, or even one individual, may serve as a quality control reader. This is not necessary, but HW finds this is often something member(s) offer to do. This group or individual will review the document for grammar, spelling, and word choice. These comments will be provided as “tracked changes” in a single unified version to HW. • Where members of the consultant team may have questions about comments, these shall be forwarded to the committee or to Laura as appropriate.
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8 VI. Project Schedule PROJECT TIMELINE: Town of Canton Master Plan TASKS 1. SC Opening Work Session 2. PPP and Project Management Plan 3. The Baseline Report 4. Targeted Stakeholder Engagement 5. Public Workshop 1 6. Formative Issues 7. Public Workshop 2 8. Draft Community Plan 9. Vetting the Plan 10. Finalizing the Plan 11. Adoption and Delivery 12. Zoning Bylaw Report Apr May Jun Jul Aug AprMarSep JulOctNovDecJan '19 May JunFeb Stakeholder Group Interviews Steering Committee Meeting Public Meeting
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9 Canton Master Plan Update Public Participation Plan - DRAFT VII. Steering Committee Below is a list of current Steering Committee members for the Canton Master Plan Update. Steering Committee Members Name Agency/Organization David McCarthy Planning Board Thomas Theodore Board of Selectmen Gerald Carmichael Conservation Commission Emilio Mauro, Jr. Economic Development Committee John McSweeney Housing Authority Sonja Grauds Citizen-at-Large Meredith McLoughlin Citizen-at-Large Michael McMahon Citizen-at-Large Tonja Mettlach Citizen-at-Large VIII. Messaging A. Branding A logo and tagline can help market the update process and continue through implementation. To Steering Committee: HOMEWORK: Think about if you wanting to brand the update with a logo and tagline. See Support Materials. B. Key Messages To ensure that all Steering Committee members are sharing the same message about the Master Plan and the update process, the following are primary talking points.
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10 To Steering Committee: HOMEWORK: Please bring your ideas about messaging the Master Plan and the update process to the Opening Work Session. See Support Materials. Elevator Speech You have two minutes to talk about the Master Plan and the update process. What three points do you want to make? Cocktail Party You have someone’s undivided attention. What are the most important aspects of the Master Plan and the update process that you want to get across? C. Frequently Questions Asked Below are anticipated questions that may be asked about the master plan and the update process. This list is posted on the project website and available as a handout. To Steering Committee: HOMEWORK: Please bring your ideas about common questions the public might ask about the Master Plan and the update process to the Opening Work Session. See Support Materials. D. Key Project Information • Key Contact: Laura Smead, Town Planner lsmead@town.canton.ma.us Office of the Planning Board Memorial Hall, 801 Washington St. 2nd Floor Canton, MA 02021 • Timeline: May 2018 to August 2019 IX. Project Website The Town has a dedicated project page for the Master Plan update. Regular updates with draft materials, announcements, events, etc. will be coordinated between the Town and the Project Team. Update/Content Date Posted
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11 Website Blog Similar to an op-ed, blogs posted on the project website can be written by Steering Committee members or other interested stakeholders, if asked. Blogs are typically around 300 to 500 words. An E-News blast (see Promoting Public Events and Project) can be sent when one is posted on the project website. To Steering Committee: HOMEWORK: If you are interested in writing a blog post for the project website, please bring your ideas to the Opening Work Session. Topic Responsible SC Member Date Posted X. Media Outreach A. Local Media To Steering Committee: HOMEWORK: If you have contacts at local news organizations, or if an outlet is missing from the list below, please let us know. For local coverage of project events: • Canton Citizen Contact: Jay Turner, submissions@thecantoncitizen.com; 617-827-4987 • The Patch Contact: Dan Libon, Dan.Libon@patch.com • Canton Community TV Contact: Tanya Willow, Canton.TV@comcast.net; CantonCommunityTv.org B. Op-Ed and Letters to the Editor Having op-eds or letters to the editor in the local paper can bring awareness to the project. They can also allow Steering Committee members to express, in their own words, why they feel the Master Plan is important and residents should participate. Always include website.
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12 Op-eds will require contact with the publication up front. Letters may not necessarily be published. To Steering Committee: HOMEWORK: Consider writing an op ed for the project. Bring your ideas to the Opening Work Session. Publication Topic Responsible SC Member Date XI. Promoting Public Events and Project A. Targeted Community Groups and Organizations Keeping a running list of community groups and organizations that should receive announcements about the Master Plan is critical and must be updated regularly. Organizations can be asked to distribute announcements to their members or post on their website, online calendar, or social media presence. This list should include those that have physical or digital newsletters or email distribution lists. Identifying a Steering Committee member that will be the primary contact and reach out to the group/organization will ensure that everyone is contacted. To Steering Committee: HOMEWORK: A preliminary list has been developed of local resources. Please offer any edits, as needed and additional organizations that are missing. Please identify those you can be the primary contact to help with the distribution of announcements for public events or updates. Groups/Organizations with email distribution lists, online calendars, newsletters Group/Organization Responsible SC Member Email List Online Calendar Newsletter (paper or electronic) Social Media Canton Alliance Against Substance Abuse ? Main Town Event Calendar Facebook group; Twitter