At the forefront of the discussion was the committee’s approach to involving the community in the open space plan update. Members considered a range of strategies to encourage participation in a survey about open space and recreation preferences within Newbury. The survey’s significance lay in its role as a tool to gather valuable input from residents, and hence, various methods were debated to maximize response rates. The possibility of offering incentives was discussed, albeit with caution, as some members raised concerns about fostering cynicism. Others suggested leveraging online platforms such as the town website and social media, as well as local community groups, to ensure the survey reached a broad audience.

The committee also contemplated using the services of the Merrimack Valley Planning Commission (MVPC) in conjunction with a local consultant for the plan update. The collaboration could potentially enhance the efficiency of the process and ensure a comprehensive approach, factoring in both regional expertise and local insight. This dual engagement was seen as a method to utilize the strengths of both entities, with the MVPC possibly assisting with mapping and the local consultant contributing to the nuanced aspects of the plan.

Regarding the consultant’s potential hiring, there was a conversation about the procurement process. Members discussed the contract’s dollar value and whether the scope would necessitate seeking multiple bids. The committee also considered the existing staff’s capabilities and explored cost-saving measures that included providing in-house data to the consultant.

A resident with experience in local government and familiarity with the area was mentioned as a valuable contributor to the conversation on the conservation restriction and trail on the property.

Moreover, the committee’s focus on public engagement extended to their operational structure. There was some confusion about the committee’s representation at other meetings and a need to clarify roles such as chair, vice chair, and scribe for the forthcoming fiscal year. Additionally, the importance of filling vacant seats and the upcoming fiscal year appointments to committees were highlighted, with a view to fostering closer ties with the Recreation Committee and Conservation Commission.

Technical and logistical considerations also surfaced during the meeting, including the availability of consultants and the use of Zoom for future gatherings. The committee even touched upon internal administrative matters, like updating the committee page and the acceptance of meeting minutes.

Finally, the committee’s next steps included reaching out to the public to encourage involvement in the planning process. Discussions revolved around how to effectively gather and use people’s email addresses to disseminate information, with the consensus leaning towards directing people to the town website and emphasizing newsletter signup.