Committee presses town staff on accessibility, briefing book changes and public outreach

Committee members received updates Jan. 28, 2025, on the briefing book, the town meeting calendar, accessibility accommodations, and outreach steps intended to make town meeting materials and facilities more usable for residents with disabilities and for non‑English speakers.

Staff reported the select board approved a revised calendar that moves the planning board public hearing and advances the motions deadline so explanatory material can be included in the briefing book in time for printing. The briefing book will be available online and mailed; staff said the printed briefing booklet will follow the warrant closing and town council review and will be ready several weeks before town meeting. The committee discussed making the briefing book’s cover and presentation more accessible and engaging to encourage broader readership.

On accessibility, staff summarized meetings with the town’s ADA/reasonable‑accommodation coordinator and disability commission. The coordinator described a two‑part approach: (1) a prominent notice describing how to request accommodations and a phone contact, and (2) an internal process to field requests and arrange supports. The committee heard several ideas staff is exploring: offering the briefing book in downloadable formats that allow larger type (e‑book/PDF), adding translation tools on the HR/town website, arranging volunteer transportation from senior centers to the meeting site, making wheelchairs available at town meeting, and coordinating hearing‑assistance or other assistive listening systems for large venues.

Committee members noted that outreach and clearer communications would likely improve uptake of existing services: staff reported that although the town has had an accommodations phone number for years, it has received few direct accommodation requests and is now exploring newsletter, website and physical‑handout strategies (for example, an "Inclusion Chronicle" and improved signage) to raise awareness.

Committee members also heard that the finance committee and select board timing has been aligned so recommendations will be finalized early enough to meet printing deadlines; the committee discussed creating a short single‑page handout summarizing article recommendations for distribution at town meeting. The group asked staff to include accessibility and communication recommendations in the committee’s final report and to consider an early‑March public announcement (for example, a letter or brief op‑ed in the town bridge) that summarizes top recommendations and invites focused feedback rather than broad re‑litigation of the committee’s work.

Ending: Staff will continue technical edits to the briefing book, address accessibility file formats and translation options, confirm transportation and wheelchair arrangements, and return with concrete proposals and timelines in a future packet.