July 18, 2018 Meeting Minutes

Old Meeting House Revitalization Committee (OMHRC) Meeting

July 18, 2018

6:00 PM

Old Epsom Town Hall

Present: Val Long, Deb Sargent, Chuck Driesbach, Virginia Drew, Norm Yeaton, Cheryl Gilpatrick.

Public: Carole Brown and her sister visiting from Ireland.

Review and Adoption of Minutes

Cheryl made a motion to accept the June 26th minutes and Chuck seconded. These final minutes will be sent to Virginia for posting to the Town website.

II. Survey Contact Update and Listening Session Schedule

Cheryl and Deb presented the updated contact list and listening session schedule. Cheryl outlined the process used, and will send the process to us so that it can be included into the minutes and used in the 2nd quarterly report.

Listening session schedule is open until July 25th.

III. Schedule OMHRC for Listening Sessions

The committee completed the schedule for listening session facilitator and recorder.

IV. Review Listening Session Questions

The committee reviewed the listening session prompts. The facilitator will control the time and make sure everyone has a chance to speak. Cheryl will print out each of the prompts in large print and they will be mounted on an easel. Chuck will provide the easel and pad. We need to have access to the key for the Town Hall in order to conduct the listening session. Deb will get the key for us.

Other Business

V. Set Up of Old Town Hall for Listening Session

Set up table(s) with benches according to the number registered for the session. Easel and pad available for the listening prompts.

VI. Old Home Day

OMHRC decided not to have a booth at Old Home Day.

VII. Communication about Listening Sessions

Cheryl will send an update on the listening sessions, and reminder emails to all participants. Deb will call participants who only have a phone number.

Next Meeting

The next meeting is scheduled for August 8th at 6 PM at the Old Town Hall.

Cheryl motioned to adjourn the meeting, and Norm seconded the motion. Meeting adjourned 7:17 pm.

Respectfully submitted,

Valerie Long

Process Used for OMHRC Listening Session Scheduling

A. Cheryl sent emails to all of those on the contact list that had email addresses and gave a date of July 10 th to reply.

B. Deb called those who only gave a phone number and left messages for those who had voicemail.

C. After emails were sent, and calls were made, Cheryl and Deb met to review the schedule. They agreed to meet again on July 8th .

D. On the meeting of July 8th with Cheryl and Deb they made phone calls to anyone who had not replied to the emails but gave phone number on the contact list as well. Messages were left for all those who had voicemail. A few of the previously called people were also called again.

E. A few more people responded to the emails and the calls and were added to the session schedule.

F. Cheryl began to get emails from folks who were not on the surveymonkey contact list. Deb also received one call. Those folks were told that anyone who had filled out a survey, and put their name on the list to be contacted for coming to a listening sessions, had first access to the available dates and times and once the July 10 th deadline for responses had passed we would email them back and let them know if the time they requested was still available.

G. In the meantime, emails were sent and were exchanged with the committee about these “non-surveymonkey” people, and how best to handle them.H. Subsequently, the “four non-SurveyMonkey” people who had inquired about participating were added to the schedule.

I. All updates have been made to the schedule as of July 18th .

J. The listening schedule and contact lists were provided to the committee at the OMHRC on the 18th.

Once the schedules were set and the initial deadline passed, Deb provided three dates to be posted so that any Epsom Resident that did not fill out a survey could sign up to attend a session. Any date that had not been filled in yet was removed to avoid people spreading out their requests and only having on or two people per session. This info was sent via email to the members on the dates to be posted.