HomeMy Public PortalAbout20230301 - Youth Commission - Agenda PacketMeeting Agenda
Hopkinton Youth Commission
Wednesday, March 1, 2023 · 7:00pm
Google Meet joining info
Video call link:https://meet.google.com/gxr-igdq-xvs
Or dial: (US) +1 650-264-9771 PIN: 690 346 884#
More phone numbers: https://tel.meet/gxr-igdq-xvs?pin=2739849693817
1.Call to order/Determine a quorum/introductions
2.Review Project Plans for April 29th Volunteer Fair Event
and build a consensus about project moving forward
Supporting exhibits -Project Plan (attached)
3.Review HYC Strategy/policy for volunteerism promotion
Supporting exhibits - draft strategy (attached)
4.Brief updates from Liaisons
a.HYFS
b.School Committee
c.Parks and Recreation
d.Library
e.Police-SRO
5.Action Items
6.Adjourn
HYC - Volunteer Day 2023
ITEM Subcategory Question Answer
PROJECT GOAL
1 What is the project objective?Maximize turn-out for
volunteer day 2023 /
increase volunteerism
across the community /
possibly lasting video or
documentation for repeat
use?
SCOPE
2 What are the parameters that will prove this
outcome has been achieved?
Increase of 15-30% from
the previous successful
year (need to confirm
2019/2020 numbers)
TASK SCHEDULING
3 What are the phases, tasks, and subtasks? (See
separate task schedule.)
Phase 1 - identify key
group/s to target
Phase 2 - identify key
organizations who will
participate and can
prepare for tight timeline
COMMUNICATION
4 How will communication take place (internally and
externally)?
HYC group meetings and
email/google groups
5 What mode of communication will be used?Email/email blasts/word of
mouth/social
6 What are the secondary modes of communication?Flyers/Community
boards/word of mouth
7 How often will routine communication take place?Monthly/Weekly
Daily in the final push
weeks prior to event
8 List the names and contact information of each
member of the project team and client team.
(separate file TBD)
RESOURCES
9 PHYSICAL What physical resources are needed?Library/High
School/other?
10 HUMAN What human resources are needed?HYC volunteers, active
volunteers, school
contacts, town contacts,
library contacts…etc
11 LOCATIONS What physical locations are needed?Library or another chosen
venue
Facility
Name
Location Purpose Duration/Phase
HOP 101
Hop Swap
12 WORK HOURS How many total work hours should be allocated for
this project?
TBD - 40-80?
Dept Phase Estimated Total Hours Overtime Allowed?
RISKS, ASSUMPTIONS, CONDITIONS, AND RESTRAINTS
13 Dependencies
and Restraints
Define all of the risks, the plan for mitigating them,
the assumptions each stakeholder should be
operating under, the conditional processes, the
restraints that may need to be overcome, and the
method for overcoming them. (See separate risk
assessment.)
Without a quorum, we
cannot vote or make
decisions. We need
active participation across
the team and with a slim
timeline, we need
dedication.
COST
14 TASK Define the cost according to project, phase, task,
and subtask. (Separate cost analyses may be
needed.)
DEPT.ITEM COST QUANTITY
TBD
15 OVERHEAD Define overhead costs associated with indirect
project support.
DEPT.NATURE COST QUANTITY/UNIT
QUALITY CONTROL
16 What quality control mechanisms are in place?TBD
COMMUNICATION PLAN
17 Who needs to be informed?
How often?
Which channels are used?
Varies - TBD w/HYC and
members
FINAL APPROVAL
18 Final Approval Have you received final approval for your plan, from
both your client and project teams?
DRAFT 1/18/23
HYC strategy to promote community volunteerism
The Town of Hopkinton’s Youth Commission is committed to expand volunteerism in the
Hopkinton Community as a means to address our community’s greatest challenges. Beyond a
one day event, the HYC, united in action with town departments and local nonprofit
organizations, will provide year round equitable opportunities for residents of all ages to engage
in volunteerism with a focus on youth. The HYC will achieve their goals by:
●Engaging the community and create constructive action for year round volunteer
initiatives
●Providing opportunities for connection to reduce isolation and promote mental health
●Acting on Dr. Martin Luther King Jr.’s legacy of social justice and equity
●Raising awareness of the avenues for residents of all ages to commit by volunteering to
serve others
●Building the volunteer base for local nonprofit organizations who desperately need
volunteer help
This initiative will grow over time to include the following components:
●National Volunteer Month - Volunteer Fair
●Virtual Volunteer Fair/Updated year round
●Resource Listing to promote year round volunteerism
●Martin Luther King, Jr. National Day of Service