A primary focus of the meeting was the development of effective communication strategies to engage all members of the community, particularly those who might not be directly connected to the schools, such as residents without school-age children. The committee recognized the importance of educating this demographic on the benefits of the project for the broader community. In pursuit of this goal, various communication channels were discussed, including utilizing local news outlets like “Got to Know Medford” and leveraging the city’s existing communication tools, such as the mayor’s newsletter and a comprehensive robocall system.

The discussion also addressed the logistics of incorporating project information into water bill inserts, which would require advance preparation due to the quarterly issuance of these bills. This method was seen as a practical way to reach homeowners directly. Additionally, the committee debated the timing of community meetings, agreeing that it might be more effective to hold these gatherings after narrowing down project options to avoid overwhelming participants with too many possibilities.

Efforts to engage renters, who may not receive traditional communications like water bills, were also considered. The committee acknowledged the need for innovative strategies to connect with this demographic, exploring options such as flyers with QR codes in dense residential areas and expanding digital outreach to ensure widespread awareness.

Another aspect of the meeting was the focus on outreach to parents of future students. Understanding that current projects may not benefit their children directly but would impact future generations, the committee discussed the necessity of involving these parents early in the process. Suggestions included hosting meetings at central locations like the Medford Public Library or high school, as well as presenting information at events parents already attend, such as parent-teacher conferences.

The committee also underscored the importance of engaging teachers and parents of current students, recognizing their vested interest in the project. Meetings specifically designed for teachers were held during community forums to ensure their perspectives were included. The committee acknowledged the need to assess whether the current communication channels adequately address the concerns of these groups, pondering potential improvements.

The meeting further explored outreach to abutters, identified as key stakeholders given their proximity to the project site. The committee discussed direct communication methods, such as hand-delivered letters and postcards, to inform abutters about site work and encourage participation in specific meetings. This targeted approach was deemed essential, particularly for abutters who may not have school-age children and might be less connected to regular school communications.

Additionally, the committee emphasized the value of involving local businesses and community partners in the school building project. Members suggested leveraging advisory meetings, which occur twice a year, to engage business representatives and inform them about school programs. The creation of a comprehensive list of community organizations supporting school activities was proposed as a way to foster relationships and raise awareness of Medford High School’s projects.

As the meeting progressed, the committee outlined a detailed schedule for future community meetings, each with specific goals. Key dates included a February 2 meeting to approve the educational plan, a February 11 building committee meeting to review space planning findings and cost estimates, and a March community forum to solicit input on various project options. These meetings aim to gather feedback and refine project plans before narrowing down the initial 29 options to a more manageable 3 to 5 viable choices by the end of March.