A central topic was the organization of the open house and hearing, set to take place in the Sunderland Town office, with the open house beginning at 6 PM, followed by the hearing at 7 PM. The board emphasized the importance of advertising the event in compliance with legal requirements, noting that public notices must be posted 14 days in advance. Discussions included the creation of flyers and press releases to ensure adequate public awareness. A public information sheet summarizing the previous year’s activities and community cable services provided during the COVID-19 pandemic was proposed.

In a light-hearted moment, the idea of providing snacks at the event was discussed, with humor injected into a friendly competition over whose baked goods would be superior. The Selectboard recognized the need for innovative outreach to ensure good attendance, mentioning plans to set up informational tables at local football games and community events, pending necessary approvals. This initiative was designed to directly engage community members and draw attention to the significance of the upcoming hearing.

The board also explored the potential involvement of local educational representatives and students to testify on the positive impacts of cable services on local programs. The presence of school officials, such as the athletic director and superintendent, was seen as a means to enhance the hearing’s credibility. Engaging students to share their experiences with the cable franchise was considered an effective strategy to underscore the community’s needs and interests.

In tandem with these organizational efforts, the importance of diverse representation and direct outreach methods was discussed. While some members expressed skepticism about the effectiveness of posters in driving attendance, there was a strong recommendation for personal outreach through phone calls or emails to community members. This approach was believed to elicit a more robust response compared to passive advertising methods. The potential to utilize local events, such as the Deerfield Fall Festival, for outreach was also considered, with plans to engage attendees directly.

The meeting further delved into promotional strategies for the open house and hearing, emphasizing the creation of materials that would resonate with the community. The integration of the FCAT logo on public announcements was discussed, alongside distributing handouts and petitions to gauge community interest in FCAT programming. However, concerns were raised about the implications of allowing petitions at the town hall, with caution advised to avoid potential First Amendment disputes and complicating town governance.

The board also discussed the effectiveness of promotional videos and bulletin board graphics, which have garnered positive community feedback. The sharing of a promotional video among members and its connection to a Massachusetts access campaign was highlighted, aimed at passing streaming legislation. This video, along with other outreach tools, was seen as vital in drawing a larger audience for the hearing.

An important aspect of the hearing was the potential involvement of local officials and state representatives. The possibility of encouraging the local state representative to attend was mentioned, although the senator’s presence was considered less likely. The board planned to reach out to the state representative, recognizing the value of their participation in strengthening negotiations with Comcast.

In addition, a decade-old agreement between Comcast and Deerfield was referenced, which could play a role in negotiations. The agreement stipulated that Deerfield would be entitled to high-definition PEG channels if any nearby community received them. Revisiting this agreement was seen as a strategic move to bolster the town’s negotiating position.

As the meeting concluded, there was a consensus on the necessity of scheduling a follow-up meeting before the hearing to finalize details and address any last-minute issues. A Friday afternoon was preferred for this meeting, with a suggestion for September 26th as a suitable date. Discussions also touched on future topics, such as fiber optics, with plans to circulate relevant information via email for review.