Survey design emerged as a primary topic of discussion. The committee addressed the clarity of instructions, particularly the ranking system that had confused some testers. It was suggested that each of the five preference levels be used once and the term “priority” replace “preference” to improve consistency. The committee decided to refine the instructions to prevent error messages and misunderstandings.

Technical challenges with the survey’s QR code were also discussed. One participant expressed frustration with their phone’s inability to process the QR code, prompting the committee to suggest including a URL on promotional materials to provide alternative access. They also discussed offering the option to complete the survey at town hall if technical issues persist.

The committee then turned its attention to scheduling their public meeting. Initial plans for May 14th were reconsidered due to a scheduling conflict with a retirement planning workshop at the Newbury Town Library. Discussion ensued about the suitability of various locations, with the Council on Aging (COA) room emerging as a preferred option due to its size, accessibility, and parking. After deliberation, the group tentatively confirmed May 20th for the meeting, contingent on room availability.

The committee discussed strategies to enhance public engagement and participation. One member proposed revising the wording of outreach materials to foster a more welcoming tone, encouraging community feedback. The committee agreed to update the phrasing to emphasize their desire for public input and involvement.

Efforts to incorporate both the Open Space and Recreation Committees in the public meeting agenda were also considered. Some members stressed the importance of acknowledging both groups to foster a collaborative atmosphere. The committee aimed to include a “state of Newbury open space” report in the meeting agenda to inform attendees of recent projects and initiatives.

Additionally, the committee recognized the necessity of updating their open space plan and using the public meeting as a “kickoff” to gather community input. They debated the appropriate length of the meeting and agreed that 90 minutes would allow for productive dialogue without disengagement. They also considered breaking into smaller groups during the meeting to facilitate focused discussions.

The meeting logistics included preparations for the upcoming town meeting, where committee members planned to distribute flyers and promote the public meeting. An announcement during the town meeting was suggested to raise awareness of the committee’s efforts, although protocol details needed clarification.

As the meeting concluded, the committee discussed forming subcommittees to tackle specific tasks related to the public meeting and other long-term initiatives. This strategy aimed to enhance productivity and focus on broader issues during regular meetings.