AMPUp Advisory Committee - Mar 27th, 2025

Meeting held by remote participation. Materials were available from https://www.arlingtonma.gov/Home/Components/Calendar/Event/36132/.

Review Meeting Minutes

The committee approved minutes from their February 27, 2025 Meeting.

(Lillian Hartman) Ms. Hartman feels that the minutes are thorough, but too detailed. She'd like a more readable summary, with less formality.

Updates From Stantec

(Phil Schaeffing, Stantec) Mr. Schaeffing provides an update on Stantec's efforts. They've had many helpful conversations with town staff over the last week, along a guided tour from Claire Ricker and Sarah Suarez. They're looking at existing conditions and trends, which will be a starting point for developing goals and strategies. They've built a draft version of the project website, which should be ready to launch next week. They're also preparing for the kickoff meeting.

Mr. Schaeffing encourages committee members to attend the kickoff event. He goes over the agenda they have in mind. Stantec will start with a presentation that talks about the role of Comprehensive Plans, how the process will work over the upcoming months, and how to participate. They'll also share highlights of the existing conditions. It will be key points, rather than an extensive analysis. The presentation will be followed by small group discussions with a few prompt questions, where they'll gather written feedback. Questions for the groups could include: how do you want to describe Arlington ten years from now, what are some of the important places in Arlington, and what are some of the places where Arlington could change or improve. Attendees will provided with maps to mark up. Stantec will ask each group to identify five priorities, which will be reported out to the rest of the room. The event will last approximately 90 minutes.

(Tristan Roubenoff, Chair) Mr. Roubenoff asks how people will be assigned to tables.

(Phil Schaeffing) Mr. Schaeffing says they're working on that. They might let attendees self-select, but they could also use numbered assignments.

(Steve Revilak) Mr. Revilak asks how they'll collect written feedback.

(Phil Schaeffing) Mr. Schaeffing says that there will be facilitators there to ensure things are written down. Attendees will have question sheets, maps, and sticky notes for writing comments. All of these will be collected at the end of the meeting. Mr. Schaeffing stresses that we only remember the things that are written down.

(Rebecca Gruber) Ms. Gruber asks if we can collect names email addresses for notification of later events.

(Phil Schaeffing) Mr. Schaeffing says we can do that.

(Claire Ricker, Planning Director) Ms. Ricker isn't sure how to ask ACMi to film the event, given that there will be small group discussions taking place for around 40 minutes.

(Rebecca Gruber) Ms. Gruber suggests having them record the opening presentation and final report-outs.

(Claire Ricker) Ms. Ricker will reach out to ACMi with that idea.

(Cheryl Miller) Ms. Miller asks if committee members should identify themselves as committee members, and if there are rules of etiquette we should follow.

(Phil Schaeffing) Mr. Schaeffing says we can identify committee members early, by asking them to raise their hands. He doesn't see any issue with people introducing themselves as such. He thinks committee that committee members should mostly be in listening mode, but it's okay to chime in with thoughts.

(Paul Selker) Mr. Selker notes the committee's desire to hear from a broad cross-section of residents. He wonders if we could ask a question like "have you ever delivered public comment before" as a way to gauge how we did.

(Phil Schaeffing) Mr. Schaeffing says they plan to have a map of Arlington, and attendees will be asked to place dots where they live.

(Tristan Roubenoff) Mr. Roubenoff asks about recording the initial presentation.

(Claire Ricker) Ms. Ricker says she hasn't contacted ACMi, but will do so.

(Phil Schaeffing) Mr. Schaeffing says there are several options for making a recording.

(Tristan Roubenoff) Mr. Roubenoff sees committee members acting as ambassadors of the town, and helping Stantec to gather information.

(Claire Ricker) Ms. Ricker says there will be buttons available for committee members that are inclined to wear them.

Break-out Groups

(Claire Ricker) Ms. Ricker would like to give committee members an opportunity to have conversations with planning staff. She introduces members of her department; each will host a breakout room and attendees can choose which room to join. She says committee members should feel free to contact staff or attend committee and board meetings.

Staff and Committee members spend approximately 25 minutes in breakout rooms.

(Claire Ricker) Ms. Ricker has been having discussions with (Committee Chair) Tristan Roubenoff on how to go about synthesizing data.

(Arthur Prokosch) Mr. Prokosch understands that there are different ways to gather data. He asks if there's a particular deliverable.

(Claire Ricker) Ms. Ricker suggests that attendees try to get themselves on the agenda with town boards. Stantec will develop a list of questions to ask along with suggestions for guiding the conversation. The idea is to have 15--20 minute conversations with the different boards, as a way to elicit feedback for the Comprehensive Plan.

(Rebecca Gruber) Ms. Gruber says that Ms. Suarez gave a wonderful presentation in her breakout room. Ms. Gruber has been working on housing issues for a while, but wasn't aware of all the things that are going on. She'd like to use the Comprehensive planning process as a mechanism for letting residents know what the town is doing.

(John Alessi, Planning Staff) Mr. Alessi works with the Transportation Advisory Committee and the Bicycle Advisory Committee. He offers to facilitate getting committee members on the agenda for either of these groups.

New Business

(Tristan Roubenoff) With more things happening on the horizon, Mr. Roubenoff thinks it would be useful to have an optional second meeting per month, either in person or hybrid. The idea is to provide space for committee members to report on what they're doing and get feedback. Attendance will have to be by RSVP, so the meeting can be noticed if a quorum of committee members are present. Without a quorum, the optional meeting won't be able make decisions or vote on matters.

(Claire Ricker) Ms. Ricker thinks that could be useful. She suggests we have a debrief meeting after the kickoff event.

(Rachel Dunham) Ms. Dunham asks if this would be in addition to the outreach committee meetings that have been going on.

(Tristan Roubenoff) Mr. Roubenoff says that outreach may break into smaller groups, so that different people can champion the issues they want to encourage. He'll send a poll for times.

Meeting adjourned at 7:11 pm.