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Home My WebLink About2017-08-10 Master Plan Advisory Committee Minutes FINAL (approved 8/24/17) Meeting Minutes 8/10/17 NA Town Master Plan Committee Present: Tom Zahoruiko, Scott Hammond, Norma Lochmann, John Watters, Erin Stevens, Diane O'Connor, David Stroh, Christina Minicucci Staff: Eric Kfoury, Jean Enright • Meeting brought to order. • Motion to accept meeting minutes. Unanimously approved. • Quick discussion of need for a Chair. Group agreed to keep the group without a chair for the time being. Committee agreed that keeping the committee structure more informal with a different member assigned to keep time and meeting flow at each meeting on a rotating basis. This item can be revisited if needed. • Jean will distribute the agenda each week per public meeting guidelines. Committee will assist her in creating agenda items. Each agenda to include an open discussion/New Items line item. • Jean explained that all core assessment meetings had been completed by RKG and that existing conditions report is in process. • Jean passed around a draft of the Master Plan Advisory Committee quarterly newsletter "blurb." The group approved the text with the understanding that it may have to be edited to meet space contraints. Major changes will be circulated for approval. Group also agreed that it should be accompanied by a photo of the group. Jean also distributed a list of deadlines for the quarterly newsletter for the committee's reference. Next deadline will be August 29. • Discussion of the creation of a full press release to be distributed to local new outlets. Press release to contain information about the history/background of a master plan, formation of the committee, purpose of the committee, who sits on the committee, how community members can participate, and the time/date of meeting. Press release to include quotes by staff and committee members. Christina to take a first pass at release with assistance from Norma, Erin and David. Target completion date is August 18. Eric K and staff to assist in navigating the distribution to press outlets. • Jean indicated that the date of the town wide meeting has been finalized for November 2, 2017 from 7-9. Jean reserved the NAHS cafeteria for the town wide meeting. RKG will arrive at 5 to set up and provide boards and other tools for facilitation, and Jean and staff will arrange for the other details. • Discussion of community engagement and communications plan. Norma presented a summary of her first pass at the stakeholder needs assessment. Norma will share the assessment to committee members to add and edit with new ideas. Some initial additional ideas included: contacting NA CAM for interview and/or advertisement; lighted sign at the schools; banner to hang at the schools; merchants association (fall festival and/or monthly meeting); PTO; scouts; farmers market, face to face meetings in classrooms etc. Committee anticipates filling in the "key messages" portion of the assessment at the September 21 meeting with the consultant. • Communication schedule and committee member action items to be broken up into three separate segments: Phase 1 - August 10-September 20; Phase 2 - September 21-Nov 1; Phase 3 - November 3-November 15/30 (end date to be determined by consultants and their schedule). A Draft Communication Plan was created by committee members to cover action items for committee members per phase. Expectation that this plan will be augmented as the committee receives new information. (See next page) • Committee has some outstanding questions for the consultant regarding how to best solicit input from Merrimack College (survey?), high school students, etc. Will there be an electronic survey? • Committee would like confirmation that consultant will come to September 21 meeting with a media kit, a meeting announcement/outreach email for distribution to personal networks, and a flyer for distribution as needed. Also, will the consultant be preparing an invite/save the date for the committee and staff to distribute to networks. • Discussion of future meeting dates. Committee members opted to reserve 7-9 on alternating Thursdays until the Nov 2 meeting time. Meeting dates, times and locations will be posted with notice as per MA State public meeting laws. • Secretarial duties will circulate among members from week to week. • Floor opened to public comment- Peter Boynton from North Andover Planning Board thanked committee members for donating their time and expertise to the Master Plan Advisory Committee. John Watters made a motion to adjourn meeting, Christina Minicucci seconded, motion passed unanimously. Meeting Materials: XXXX Agenda, Newsletter Guidelines, Stakeholder Communication Needs Assessment, Draft- Town Newsletter Article Communications Plan - DRAFT Phase 1 -August 10-September 21 • Norma distributed stakeholder spreadsheet. Will be available for review on google docs. Jean is available to assist in distribution if necessary. - August 18 • Committee members will provide Norma with a list of community organizations that they participate in and, if possible, provide specific meeting dates of those organizations that occur between Sept 21-Nov 2. - August 18 • Jean will provide Norma with a list of town activities that might be of interest to the committee -for example, senior center breakfasts, fields committee meetings, etc. - August 18 • Christina with assistance from Norma, David, and Erin will create a draft press release #1. Press release will contain the following points: What is the committee, who is on the committee, what the committee is currently working on, what it means to stakeholders, show up to our meeting. Will contain quotes from Eric K and 1-2 board members - August 18 • Eric K and Jean to distribute press release using their contact. Press release can also be shared by committee members with their networks as seen fit. - August 23 • In this date range, committee members will also communicate about this board to friends and colleagues. One to one communication will be important to help get the word out. - ongoing August 10-September 21 Phase 2 - September 21-November 2 Consultants will come to September 21 meeting to present their existing conditions report, provide a "media kit" for committee members to use for small group community outreach. This kit will include important talking points about the project, what meeting attendees can expect from the Nov. 2 meeting (how the meeting will be structured), email blast to send to committee networks. - September 21 Committee to provide draft meeting schedule of small group announcement meetings to review with consultants. - September 21 Consultant to provide a draft flyer. - September 21 Committee to make final determination of who will cover each of the 9 areas and come up with dates and times for 9 follow up sessions between Nov 3 and Nov 15/30 - September 21 Norma to create list of community groups for outreach including as many meeting dates as possible. Committee members will select which groups and community meetings to attend. - September 21 Save the date invitation: TBD who will create this - September 21 Small group outreach to drum up attendance at November 2 meeting - ongoing Sept 22-November 2 Email/facebook/other social media - 2 weeks out and as prescribed by consultant at Sept 21 meeting Continued one to one communication with friends, family and colleagues to increase attendance - ongoing September 22-November 2 Press release reminding people to save the date and give an update on existing conditions findings - September 27 Perhaps another blast reminding people to show up to the meeting on November 2. - 1 week out? Committee members commit to personally invite at least 2 friends or neighbors who will show up to Nov 2 meeting. - ongoing prior to Nov 2 meeting Phase 3 - November 2-November 15/30 Committee to attend 9 follow up meetings for each of the subject areas - dates TBD between Nov 2-Nov 15/30 Press release summarizing November 2 meeting and making note of follow up meetings for those who missed the opportunity. - November 3