Building Community Support: Outreach Ideas

Goal: Learn what matters to the community and start a conversation.

At this stage, the municipality may have identified a need or an opportunity. There may not be a project plan, cost estimate, or funding source yet.

This is a good time to listen. Ask people what they see as the problem, what they value, and what they hope a project might achieve. Explain what is known, what is still being studied, and how the community can help shape the next steps.

Outreach Ideas

• Community conversations: Hold small, informal gatherings at the library, town hall, or other familiar places. Ask people what they think the community needs.
• Short surveys: Use paper and online surveys to learn about concerns, needs, and priorities. Keep questions simple.
• Community events: Set up an information table at a farmers market, town event, or community meal. Meet people where they already gather.
• Listening sessions: Invite residents, businesses, and community groups to share their experiences. Focus on listening rather than presenting a solution.
• Existing local groups: Ask neighborhood groups, housing committees, senior groups, and other local organizations to help gather ideas.
• Existing municipal meetings: Share the idea at a selectboard or committee meeting and invite early questions.
• Town website and newsletter: Share a short explanation of the issue and describe how people can get involved.

Questions to Ask the Community

• What needs to change?
• What is working well today?
• What concerns do you have?
• What should the town think about before moving forward?

Example

A town considering a wastewater project - The town could start by asking residents and businesses about current wastewater problems and future needs. These conversations can help the town understand the issue before it begins looking at possible solutions.

Before Moving Forward

• Have we heard from people beyond those who usually attend town meetings?
• Do we understand the main needs and concerns?
• Have we shared what we learned with the community?
• Have we explained what happens next?

Goal: Help people understand the choices and how they are being reviewed.

As the municipality studies the idea, it may begin to look at possible locations, designs, costs, and funding options. Some choices may be better than others, but there may not be a clear answer yet.

Community members should have a chance to understand the options and share what matters to them before major decisions are made.

Outreach Ideas

• Public workshops: Share two or three possible options. Explain the benefits, costs, and challenges of each.
• Maps and pictures: Use simple maps, drawings, and photos to show where a project might be built and what it might look like.
• Site walks and tours: Invite people to visit the project area or a similar project in another town.
• Open houses: Set up tables on different topics, such as cost, location, design, and timing. Let people move between tables and speak with project team members.
• Project webpage: Post options, meeting dates, reports, and contact information.
• Question-and-answer webpage: Post common questions and answers. Add new questions as they come up.
• Small group meetings: Meet with people who may be most affected, such as nearby property owners, businesses, or service users.
• Solicit feedback on options: Use surveys, comment forms, or public meetings to gather input.
• Project updates: Share what has been learned, what choices remain, and when decisions may be made.

Show how public input is being used. People are more likely to stay involved when they can see that their comments matter. Share what you heard, what may change because of it, and why some suggestions may not be possible.

Example

A town considering housing on municipal land - The town could share maps of possible building areas and hold an open house to discuss housing needs, access, traffic, and public spaces. Residents could offer ideas before the town decides what type of development to pursue.

Before Moving Forward

• Have we clearly explained the options and their possible benefits and challenges?
• Have people had a chance to ask questions and share ideas?
• Have we explained how public input affected the options?
• Have we shared why some options may no longer be considered?

Goal: Explain the project, its benefits, its costs, and the choices ahead.

At this stage, the municipality may have a preferred project, a draft budget, and a plan for how it could be paid for.

Outreach should help people understand the proposal and why the municipality is considering it. Be clear about both the benefits and the risks. People should also understand what decisions have already been made and what can still change.

Outreach Ideas

• Project fact sheet: Create a one- or two-page summary. Explain what is proposed, why it is needed, what it may cost, and how it may be paid for.
• Project webpage: Keep key information, meeting dates, reports, and contact details in one place.
• Short videos: Record a brief explanation from a municipal official or project team member. Use plain language and simple graphics.
• Public presentations: Share the project at selectboard meetings, community gatherings, or special information sessions.
• Cost illustrations: Use charts or examples to explain the total cost, funding sources, debt, and possible tax or rate impacts.
• Project tours: Show residents the current conditions or visit a similar completed project.
• Frequently asked questions: Explain the questions people are asking most often, including difficult questions about costs, risks, and long-term duties. Review previously posted responses and update them as needed.
• Regular updates: Share changes in the project, including new cost estimates, schedule changes, and major decisions.

Explain what happens if the project does not move forward. Residents need to understand the full choice. This may include the cost of maintaining current facilities, delays in needed repairs, or lost opportunities. It can be helpful to invite questions and comments and provide multiple ways for people to respond, such as in person, online, or in writing.

Example

A town proposing a new public works facility - The town could share photos of the current building, explain safety and space concerns, and show the proposed design. A simple cost sheet could compare building a new facility with repairing or continuing to use the current one.

Before Moving Forward

• Can residents easily understand what is being proposed and why?
• Have we explained both the benefits and risks?
• Have we clearly identified what is known and what is still uncertain?
• Have we explained which decisions are final and which can still change?

Goal: Help voters make an informed decision.

When a project requires voter approval, clear and timely information is especially important. Voters should understand what they are being asked to approve, how much the project may cost, how it would be paid for, and what approval or rejection would mean.

Municipal officials should also explain what happens after the vote.

Outreach Ideas

• Voter information guide: Prepare a short guide explaining the project, the ballot question, costs, funding, and possible impacts on taxpayers or ratepayers.
• Public information meetings: Offer more than one chance to learn about the proposal and ask questions. Consider both in-person and online options.
• Recorded presentations: Post a recording for people who cannot attend a meeting.
• Sample ballot question: Share the proposed or final ballot language with a plain-language explanation of what it means.
• Project cost examples: Explain how project costs could affect a typical household or property, when reliable estimates are available. State the assumptions.
• Frequently asked questions: Address questions about taxes, debt, risks, timing, and what happens if the vote fails. Review previously posted responses and update them as needed.
• Mailings and newsletters: Send a clear project summary to households. Use existing town mailings when possible.
• Local media: Share factual project information through local newspapers, community newsletters, and radio.
• Vote information: Tell residents when, where, and how they can vote, using information confirmed by the municipal clerk.

Respond to incorrect information. Correct errors with clear facts and without criticizing people who raise concerns.

Be clear, fair, and factual. Public resources used for voter education should provide accurate information rather than campaign for a particular result. Municipalities should seek legal guidance about the rules that apply to their outreach, especially when using public funds or staff time.

Example 

A town preparing for a water system bond vote - The town could provide a voter guide explaining why improvements are needed, the total project cost, expected grants, the amount to be borrowed, and possible water rate changes. The guide could also explain what may happen if the bond is not approved.

Before the Vote

• Can voters easily find the project information they need?
• Have we explained the full cost and how the project may be paid for?
• Have we explained what approval or rejection would mean?
• Are our public information materials factual and balanced?
• Have we confirmed voting information with the municipal clerk?
• Have we checked applicable legal requirements for public outreach and use of municipal resources?

Goal: Keep the community informed and maintain trust.

Community outreach should not end on voting day. Whether voters approve or reject the proposal, they deserve to know what happens next.

If the project is approved, explain the next steps, schedule, and opportunities for continued public input. If it is not approved, share what the result means and how the municipality will decide what to do next.

Outreach Ideas

• Post-vote update: Thank residents for taking part. Explain the vote result and next steps.
• Project timeline: If the project has been approved, share key dates for design, permits, construction, or other work. If the vote fails, share how the municipality will review the result and consider future options.
• Construction updates: Let people know about road closures, noise, service changes, and other impacts.
• Progress photos: Show work as it moves forward.
• Budget updates: Report major changes in costs, funding, or schedules.
• Frequently asked questions: Keep the project webpage and frequently asked questions current.
• Community check-ins: Continue to invite questions and share information at public meetings.
• Project completion event: Invite the community to see the finished project and learn what it will provide.

Example

A town building a new community facility - After voter approval, the town could post monthly construction updates with photos, schedule changes, and cost information. Once the building opens, it could host a public tour.

As the Project Moves Forward

• Are we providing updates even when there is little new information?
• Are we explaining major changes and the reasons for them?
• Do residents know where to ask questions?
• Are we keeping the community informed about progress and next steps?