from Yamoth Town Hall, 1446 Route 28, South Yamoth, Massachusetts 02664. The public is welcome to attend either in person or via the alternative public access provided below or on the website.
Thank you, Sam. Um, we just have a a roll call of attendance, please. Um, Jane, you want to start, please? Jane Kane, library director. Susan Ba present John Greco Sandy five Connor Tarver Tom
Pendleton Mindy Harrington so we may have some late arrivals but Joe Lre is not able to come yes we did get that message okay good um so let's just start with our public comment
component here we have Linda Mark anybody online okay anybody online that I do. Joyce. Joyce. Hi. Um, I just wanted to call in and say congratulations on the important
milestone. You've done a great job. Thank you, Joyce. Thank you for all you do. Is there anyone else there? No. Okay. All right. So, we do have some minutes
to get caught up with. We have the 18th. We have the just just the 18th, Madam Chair. June 18th. Okay. So, these are the minutes of June 18. I have a motion to accept those.
Motion to accept the meeting uh minutes of June 18th. I don't have any minutes. Second minutes. I can second that. Okay. All right. So, discussion.
I don't have a copy of them. Oh, were they not emailed out? I don't have a printer at home. So, I do have a copy. If if you want to hold on that item so she has a chance to look at them
and bring it back in a few minutes. I am working on the 17th. It's a work in progress. I'm making progress. It was a big meeting. This is the 18th. 17th is
almost done. So this was our followup meeting when we discussed the input from the public public information session No conversation. Are you okay with them? Yep. Okay. All
right. Um, all in favor? I I opposed. Abstained. Motion carries. Okay. So, our architects are on, right? Yeah. We're just gonna make them as a
panelist. Okay. Can you make Matt? Which one? Actually, all of Oh, it's Matt is the second one in Ma's to the left. Just Matt. Just Matt. Timo
is to the left. Tim's in the middle. It's M E R I K E A. She's um That's probably her phone or her account. Yeah, I'm on the phone. Sorry about that. Oh, hi Ma. Hi. No apologies.
We're here. Can you guys hear me and see me? Okay. Hello. Yes, now we can. Okay. Well, welcome. So, um, Matt, are you taking on this, uh, introduction tonight?
Yeah, I mean, I we talked with Bill, um, I guess it was last week, uh, and Jan and Tim briefly, and I I mean, I'm happy to walk through the schedule and our kind of plan of attack for this process.
Um and it would be good in addition to that to maybe talk a little bit about um you know communication sort of chain of command um setting up uh time for regularly scheduled meetings. I think we mentioned to you in our interview that
we typically uh plan for bi-weekly meetings. So, it'd be good to maybe kind of take the committee's pulse on what day of the week seems to work well, what time of day works well, and see if we can't get a a day that, you know, we kind of set up as our regular meeting.
Um, I don't Do I have sharing privileges? Oh, I do. Good. Uh, so I'm going to put up the schedule and I think maybe that's a good way to to start talking about the process.
Um we we've kind of divided this into three tasks over the next excuse me excuse me Matt point just a point of order can we get a full introduction of the name of the firm and so that everybody watching listening in knows who's talking and what they what they're
doing. Thank you Mark. Um Matt, can you completely introduce your firm and anybody else who's there with you? Yes. I'm sorry I should have done that to start. Um, my name is Matt Odens. I'm a principal at Odin's Lello Architecture. Um, I have Ma Cobalt with me tonight who
is the project manager for the study. Um, she's a senior designer in our office. Uh, just a little bit about us. We're a we're a 12person office in Boston. Um, we my partner and I founded
the practice in 2007. Um we have done a lot of library work in that time. Um you know building off our experience prior to starting our practice. We've expanded on a kind of niche and cultural projects. Um most of our projects have a
public audience. Um so public libraries fit well into that. We love working on public libraries. To date I think we've been working on 24 public libraries in New England. Uh 23 of those I believe are in or sorry 21 of those are in
Massachusetts. Um 12 of those are with the Massachusetts Board of Library Commissioners and we have 10 that are complete as of today. We have a couple more in construction. Uh we have three in construction actually. Um so we're
we're really excited um to work with the town of Yarmouth. This seems like uh it's going to be a great project. Um we are very familiar with this grant round process. Uh we've been involved in as I said 10 projects with the MBLC. They all
uh were conducted under the requirements of the MLCP grant. Um the structure of that grant has changed a little bit in terms of pursuit of the grant, but the terms of the grant um have stayed pretty consistent throughout and we've got really great uh lines of communication
with the NBLC. as I said that that longstanding relationship with Andrea Bono Bunker and Heather Bachman uh and even the the people that preceded them um leaves us I think pretty well versed in what their expectations are of us. Um
we know we're very familiar with the MLTP grant deliverables which we are obligated to provide by the end of December. Um, and we feel like there's there's ample time, especially given the good work that that you guys as a committee have done in terms of um,
identifying sites, narrowing them down, and and ultimately selecting a site. Um, we're excited about the Sinkins Field site. Um, in particular, I think because of the potential for a pairing with a town common project and, you know, we
like to see libraries positioned, especially in in smaller towns in kind of important geographical locations. And I think adjacent to a town common across from town hall starts to create a real sort of synergy and center of gravity um
for the town, which I think is is great. I think there's a lot of potential for a public building like that um having that kind of uh adjacent town-owned open space. Um we as a as an office are um you know very interested and kind of
preoccupied with buildings uh abilities to relate to their immediate environments creating meaningful connections between indoors and outdoors. Um so we think that this site will allow for that which we're we're excited about.
Thank you. Okay, so thank you for that introduction and then I think now we are ready to go into the schedule review. Okay, great. Uh so I will put that back up. Uh can everybody see this? Yes, we have
it too copies. So this has this is maybe edited slightly from the copy that you have just based on start date. We are now officially in July. Mhm. Um and so, you know, we're get we're getting closer week by week to the December deadline,
but we still feel there's ample time. Uh the good news is that we are not evaluating multiple sites. You guys have already done that uh that process and so we're starting with a a selected preferred site uh and we can hit the ground running trying to develop options
for that site. Um as I said before, we see this divided up. We've divided it up into three tasks really. There are kind of two subfases to this initial phase of work um getting us to the December deadline for the MLCP deliverables. And
those kind of two main sections of this work are um sort of site analysis and uh building program verification and test fitting that program on the site and developing conceptual planning options.
Um, we typically will look at a range of options. You know, it might be three different versions of the building. It might be that we study a one-story building, we study a two-story version, um, kind of weigh the pros and cons of
that and and different arrangements of that program on that site. Um and with you know through bi-weekly meetings with the committee we will start to kind of narrow the focus towards a preferred
concept ideally by early August which gives us about u six weeks between now and then to to start to develop concepts and you know a couple of meeting working meetings with you to review initial thoughts refine those come back to you
incorporating feedback and and ultimately um kind of presenting a number of options to you for evaluation and selecting one of those ideally to move forward with uh for a pricing package. Alternatively, if we feel like
cost and there there is a cost estimate that we're uh planning for in the beginning of September which we would sort of classify as a rough order of magnitude estimate and that's really to make sure that at the end of this conceptual design
um the cost of the project and the scope of the project are generally aligned with your expectations. We know that the program calls for a 26,000t building. Uh we will have some idea from our estimator what the cost of that will be.
Um Jen and Tim and their team will put that into an overall project budget because this estimate is only dealing with construction costs, not project costs. Project costs are the combination of construction costs, which we call hard costs, and soft costs, which are
all of the other things that go into a building project. um design fees, permitting, furniture, equipment, um you know, all kinds of of things that that um that contribute to the overall project cost but are not part of
construction. And so at this point, we want to make sure that scope and and budget are aligned. Um at which point and and that cost may influence a decision about a preferred option too. So depending on you know how quickly the
the sort of the committee coaleses around a design we may decide that we can narrow it down just based on kind of design preference. Um but if if it's difficult to make a decision between different options we can also use cost
as another variable to make that decision. So that 3 weeks of developing a preferred option for a conceptual pricing package by the end of August that could be kind of coinciding with um with the bar above it which is the conceptual planning option. So we'll
just have to see how that um that planning development goes. Then starting in in midepptember uh we'll start the the kind of with a single preferred option at that point um developing further the design so that we
are by early November developing a more detailed pricing package that we can give our estimator um continue to develop the design develop uh sort of um exterior uh images of what it might look
like um as seen from across the town common uh some interior views more detailed look at accommodating collections and seating requirements for the program um developed that at a more detailed level price that again in
November and then uh the month of December we've sort of allocated to preparing the actual documentation for the NLCP submission um a lot of that will be content that has been generated over the course of October and November
Uh but but packaging that in a way making sure that we're checking every box for the required deliverables for the NBLC's review and then submitting that at the end of December. Um as I said, we anticipate roughly bi-weekly meetings. Once we're in the uh the
second stage of this, what we've labeled as task three up the top, the MP LCP level of design, those meetings may push out a little bit because we're spending more time coordinating with our consultant team. Um and it's I think the the more frequent interaction with the
committee t typically um is less critical during that stage, but we'll still want to have regular meetings with you. Um so this is what is in our scope of work. this is what we've budgeted. Um, in terms of meetings, there are also some key meetings that we'll want to
talk about when to schedule and and the format that they want to take. Uh, the first is the MBLC. We obviously want to keep them involved in the the progress of this uh to make sure that we're getting input from them along the way. Um, that'll be important feedback
to make sure that we're not doing anything that they don't agree with and we are taking their comments into consideration. We don't want them to be seeing it for the first time in December. Um, at a minimum, we have budgeted one meeting in each of the two
uh phases of work here. And if we need more meetings than that, that's that's always a possibility. As I said, we've got open lines of communication with Andrea and Heather. we're always able to hop on the phone with them for quick questions if that's if that's necessary.
So, um we as we get into this, we can speak more with them. And I I don't know, Jane, do you know if it's uh Andrea or Heather that's assigned to this project? Have they told you? It's Andrea. It is. Okay. Um the other piece of this that we'll
want to talk more specifically with about you is um community engagement, which is an important piece of this. Um just like we don't want to go to the MBLC in December with them seeing this for the first time, we also want to make sure that the community uh has a voice
in this process and that we're bringing them along the process um as we go. And so we've identified a couple of tenative time frames for community outreach. Um that would be we're imagining that would
be a kind of open community forum where we present ideas that we've been talking about as a group. We solicit community feedback and then we try to the best of our ability to incorporate the feedback that we've heard uh that we're able to
into the design so that uh the community has a voice. they see what's happening, they're invested in the process, and they're not seeing it for the first time, you know, at the end of this. We want to make sure that there are at least a couple of opportunities um to open it up to a wider audience. Um
beyond those two meetings, kind of like the MBLC, you know, if you as a committee, I mean, you know this community better than we do, certainly. So if you have specific thoughts about uh the you know the best way to conduct
community outreach, we can also certainly post things on either the library website or the town website to make sure that the information is accessible to the general public uh as we move through this process. Um there
are other ways you know kind of online um uh questionnaires and you know different formats that we can that we can look at for uh engaging the community but but I think at a minimum we're proposing these two sort of public
meeting type uh open forums. Um so that that's generally the the scope and the schedule. I don't know if anyone has any questions I do about this. Yeah. Okay. So, committee Mindy, well, I have a question from the library
staff's point of view. I see meetings for the community. Every other meeting, when will you be speaking to us about what we think our needs are for the building? I thought those were That's this uh this bar at the bottom, the orange bar. So, each of these orange circles is a is a building committee
meeting. Okay. But doesn't include library staff with library staff? Library staff. Yes. cuz I know we have some very specific ideas for the children's room and spaces. So, um I was wondering when staff will be fair warning. Yeah, fair
warning. No, that's a Mindy that's a great point and I they are only left off because there are a lot of stakeholders that I'm sure we're going to engage with library staff certainly not the least of them um
that aren't on the schedule just because it it would get way too crowded to put everybody on this list. We are available in between these kind of regularly scheduled meetings. We are always available to meet with different stakeholder groups. the staff.
Absolutely. And there are going to be key moments um in this process where we need staff involvement in terms of you know getting specific feedback about adjacencies and you know some there are going to be some specific topics that we
want to have a discussion with and that would be kind of outside the typically the regularly scheduled project meeting. Um, that said, I, you know, we always welcome staff at the building committee meetings. Um, obviously you and Jane are
representing staff interests at these, uh, at these meetings. Um, and the same would be true when we meet with staff. You know, how we would expect Jen's team to be there. Um, and you know, and obviously we'd always welcome anybody from the building committee that wanted
to participate in those. U, but you're right, it it warrants more than just the bi-weekly meetings. Okay, Mindy, do you feel responded there? I feel responded and I feel that I can send him a list of um what we're looking for.
Yeah. No, I can reach out to you is what I'm saying. We want to be accessible to you. So, we are always an email and a phone call away. I I would just suggest that if there is email correspondence to
copy um Jen and Tim and and and um you know we we can talk about sort of communication and how the how those kind of chain of command uh uh things should work. You know, who should be copied on
emails. Um but but we want to make sure that things don't get lost in kind of one-on-one conversations. We also have to be mindful of public meeting law that we don't want to get into a situation where we're debating things by email. Um, you know, we have to be respectful
that there's a public process and we don't want to we don't want to short change that in any way. Okay. Along with that, Matt, um, generally in town, I think the way we do things is if because we don't want email flying all over the place and get
and losing track of what's happening. So, for example, Mindy, if you were to want to reach out with your list, okay, that needs to come to me too as the chair. Um, and then
for now it's Bill, but you know these Yes. Okay. so that whoever our new uh town designign is, but just so there's a central repository meanwhile um having to respect open meeting laws, we can't
be going back and forth. Yes. Okay. Thank you. Thank you. Thank you, Susan. If it's going to be the open meeting law, then everyone on the board should get it, not just you. If I think that's the way if is that correct, Bill? to do open meeting because we are a constituted committee. I think everyone
on the on the committee should get the emails. I believe that's how we do it on planning. Well, you can't debate or dialogue regarding the emails receive something, but then that document needs to be a matter of record at the next
meeting. Yeah. It's the next time. So, it's best to sort of if the communication is from the library staff, it's not a committee communication. So if they send it to you, Judy, it's communicate committee communication. So
I think you should let the staff communicate directly and then have the architect say here's what we got from staff. Okay. I mean otherwise, you know, uh we're going to send the email from staff. It goes to the whole committee
and invariably somebody invariably somebody comments on it. So you want to set up a system that communicates with the architect so they can have a dialogue back and forth. If the library staff communicates with the architect and the architect returns a
communication, you're dialoguing. So it can't go to so the committee. So one one way that we've handled this on other projects is that there's a single point of contact and Judy whether that's you or it's somebody else on the committee
that that person collects whatever feedback whether it's from staff or other committee members um and then sends that on and and copies you know whoever is appropriate for that particular email but that way um the
things are always going through the same channel and may maybe it Sounds like maybe that's the way to go here as well. Yeah, that's what I was envisioning. Yeah. Okay. Okay. All right. Let's see. So, we're in we're the phase we're in here right now is our
committee response to Matt's overview of the schedule. Tom, Matt. Hey, Matt. Uh Tom Pendleton. Um congratulations on on the job. Um, just one one quick thing and I just had it's a very minor question on the community the community
forum number two. I'm wondering is that is there enough time after that forum to incorporate what you get back from the town before you submit in December or are you comfortable with that time frame?
Um, I I am but you know these are tentative dates too. we as we get into this I think we'll have a better sense of what the right timing is. the these are kind of generally okay where we think they should be. But if it is
better that it happened a week or two weeks earlier, we you know we want to make sure that that we're we're setting them up at a point where there's enough to present um but at the same time have enough time to react. And I I feel like if there is one meeting where we've
taken the kind of initial pulse of the community, we have a general sense of what community sentiment is, which informs then the work that's happening between that meeting and the next public meeting. So when we go to that that second public meeting, it's not
generally speaking, it's not a surprise, you know, we kind of know what to expect, but it's things are more developed. uh and so the feedback that we get at that second meeting tends to be a little bit more refined. It's less kind of big picture or a change in scope
or something like that. So okay um if that is the case and we would expect that to be then I think there's ample time but as I said I think once we're in this this is this is a kind of organic process and this schedule you know all
of this is a little bit tentative and some things may expand some things may contract a little bit and we can adjust it as we go. This will be a kind of living document as we move through these phases. Um it's it's a guide. It's not written in stone. Okay. Thank you. All
right. Thank you. Right. It's following the December submission, right? That that's really just the beginning of the whole design process. You know, by no means is what we submit in December 100% in final design, right? It's like changes, you know, minor changes can
still be incorporated. you know, anything that were to come out of that community forum that would potentially cause issues with, you know, the MBLC, you know, it's going to cause issues whether it's before December or after December. Um, CI,
again, I just want to make clear that again that December submission by no means, you know, has us locked into whatever we submit, you know, 100%. Okay. Thank you. Thank you. Um Jane,
do you have any comment about the overall schedule? I do. Um for the community forums, I see one um I guess toward the end of July and one in the middle of October. Will you folks be in person or will we set it up? Oh, good
answer. Yeah. No, I think I think in person I mean that's generally our preference honestly for meetings. I you know I will say that there are times when Zoom makes more sense and I I would expect that maybe half of our meetings
with you or in person as a kind of you know general assumption but we'll do as many in person as we can. Uh we are doing other work on the Cape. Um we have three other projects down on the Cape. So you know we're going to be down there
anyway. I happen to be down there today. I just couldn't stay for this meeting, but um but there will be times when it's easier for us just to stay down there for for a second meeting. Um so we we'd like to do them in person to the extent that we can. Terrific. Okay. Thank you,
Susan. No comment, John. My only comment is going back on community since we've had outreach and we had our June 17th. There's a lot of information that came from that meeting that I'm not sure the architects are aware of that really
should be programmed in because we already have information of what the public's thinking and I'm not sure again what they know, what they don't know and how they've programmed that into the scope our schedule. Okay. Um
so we mostly what we came out of that in that those two meetings were the site decision which was what was pretty critical for the architects but I think
the other issues I don't want to um miss anything but were were broader concerns of will the will west continue will it be And we're more administrative
management kind of things. Whether there's a satellite or not a satellite, I'm assuming affects programming, which then has to be considered because right from the get-go, your assumption on what you're programming and why you're programming, what you're programming.
We don't want them to have a change in scope in the first month because they didn't realize what was expressed. I'll go to the meeting that first one at the end of July and have the public state the same thing that they stated and say, "Why haven't you listened?" So, okay. I
think we have to Oh, I'm sorry, John. I didn't mean to cut you off. The public meeting. I was under the impression that the architects participated by Zoom. So, they they did see the public meeting right on the Tuesday. Weren't they part? I thought I I thought we specifically asked I was I
was at one of the site selection meetings. So I did hear the public comment about and this was when you had narrowed it down to Simkins Field um the the site over by the golf course and I think there was oh and the the one that
I can't pronounce and won't try. Yes, that one. Um, so I did hear public comment related to the discussion about those sites and the comments uh about West Yarmouth that sort of that
were related to that discussion. um if there's other public comment, if there have been surveys done, if there are recordings of other meetings that you feel would be good for us to be aware of, um if that stuff is available, I
know Bill had put a number of things on the town's website and uh Accenture has a fileshare um online database for us that that has a ton of information, most of which we've reviewed at this point.
Mhm. Uh there was I think there was less in there from the community, although we did review quite a few letters of community, you know, support for various sites that were being considered. So, um if there are specific meetings or uh you
know, data points that we should be aware of, we're happy to review them if they're available. Jud Susan just want to f I think that's a good point because at the board of select meeting Tuesday night um
one member of the public got up and made the comment because there now seems to be a move toward retaining in some fashion the West Jamoth library that the overall site the overall size of the 25,000 can be reduced. Now I understand
it can be but only by a certain percentage. Correct. Uh I'm not sure about those requirements. I think but his Yeah. I mean his statement was something his statement was there x square feet at west. Right. And so can
we subtract that from the right right and then have that be the resulting project. But um as far as reducing the size of our request that's your question right now, right? Um so the
request has gone to the mass board right at 26,000 right based on a program program space needs my understanding is that without substantial information that you didn't have prior to that submission that that
you really don't want to get into changing that I'm not asking to change anything I'm I think there should be clarification because clearly one member of the public thought there was a trade-off there and that's that's not the case right so I think the public
does need to be informed that regardless of what happens to to West Yamoth the requirement as stated is the requirement as stated um and and subtracting the value you know whether square footage of is not something that's contemplated in this project um because some people have
already said well that means they can we can save money we can have a smaller building blah blah blah blah that's not the case that's not the case so we I think that needs to be clarified. Okay. So, that that should be part of whatever community outreach we're doing. Yeah. Well, my my question would be should the
architect scope be better in detailing and and making sure the assumptions kind of going back to what Susan said is clear in here because right now if you read the scope I know there's a programming process but we don't know where we're starting from and that's
nothing really identified at all. What does that mean? We don't know where we're starting from. Yeah. I whether we have to consider a different West Yamit site, not consider a West Yamit site, having a starting point of
26,000, not having a a starting point is not identified in the scope. Right? We typically, I'm going to go back to my 30 plus years of project management. That's all black and white in the scope. So that when it may change, both sides are
covered, right? Our expectations should be covered of what they're thinking and what we're understanding. When it's not in there, we don't know anything because I I can only read what's written. I only know that the message that has come from the study committee, the planning
committee, and now the building committee, and the various consultants we've had up to this point has stated that because the grant funds one facility, that's what we're focusing on and that's all that we can focus on with
this grant project. and the the starting point of the size 26,000 we'll just use that number isn't anywhere in the scope that says they're starting their programming based upon 2600 but the documents are referred to
in that scope in that yeah in that scope and in the RFP and RFQ so that referenced in there yeah our understanding is that we are as a starting point we are taking the building program it's developed for the grant and and working on building
concepts based on that program irrespective of West Yarmouth and and I I mean I think it's an oversimplification to say that West Yarmouth is you know X square feet and so you can subtract that from a new building because there there has to be
you know duplication of services it's not a onetoone swap but but West Yarmouth is not our doesn't fall into our um purview as part of this study. We are we are we were
hired to plan a library based on the library building program. That's the task as we understand it. And so that's what this scope of work is is about. Does that answer your question, John? I'm I'm going to go back if I way too detailed, but contractually I have no
idea what their scope of services is. If it's referenced, which it sometimes easily could be referenced, that would answer my question. But I have no idea if it's referenced and where it's referenced because the scope I reviewed doesn't reference it. If it referenced it, then I wouldn't have a question
anymore. Right. Okay. So, what we need to do is um make sure we have a common understanding of that. Okay. And where is that documented? And where is exactly the the key point is where is that documented? Okay. Okay. Yeah. But it's it's important to mention too that there
is a contract between our office and the town and that contract in addition to the scope of work document that you're referring to defines the services and so we can certainly amend our scope of work to make specific reference to the
library building program, but I my guess is that it will be included as part of the exhibits in the contract with the town. In other words, we can make sure in between the the several documents that will comprise the overall
uh owner architect contract for this study that it's clearly spelled out to your point. Okay. Okay. All righty. I'm set. Thank you, ma'am. Okay. Um my concern also we've had a lot of feedback
on these um community forum meetings and my concern is that young people have have been brought up a number of times and how we're going to have that involvement. Um and I'm thinking July
isn't high time to get teenagers to the library. Oh, you'd be surprised. parents can't come too because there's no child care and it's right at bedtime and dinner time and I feel they've been a very under represented
um group in this whole process. So, so if you can think about all the wonderful ways you've had to involve younger people, parents of younger kids in these community outreach sessions, I think
that we're going to need them. Um and I think the one in October um we should probably partner with the school districts and try and encourage even more um attendance at that way through that direct line. Um but I am
very concerned about that how they are represented. That wouldn't be the architect though. I mean that would be you reaching excuse me that would be you reaching out to those sectors. Okay. My understanding when we did our
other conversations though was that um the community forums maybe it was Tim who was going to help us with that to organize those. Well, they'll get the meeting together and the presentation
materials, but they they don't know who to contact to hit those sectors. Oh, understood. Yeah, understood. Yeah. So you need to make a list of everybody that you want to regularly communicate with. I just don't want any talent to be
missed because we have our talent. That would be I want it would be the committee, not the architect. Judy, we with our 91 programs this summer, if we did something for families on like one of our family fun days, it would give we could get extra library staff to
entertain the kids. Um the younger kids while parents engaged or like one of our teen crafts, we could do it and it show and studies show that teens while their hands are busy are more likely to engage. So yeah, I mean we we see our role as as
partners with you in the community outreach and and with Accenture too and but but we look to you to help steer the process like you know you for example bringing up kids and and parents of kids that's a group that you feel has been
underrepresented and we need to think about how to engage them. We don't know that coming into this as outsiders. So we need to know from you what you know who is it that we want to target and then we can as a group decide the best way to do that and you know it having a
separate uh event geared towards kids and teens and parents of kids and teens I think makes a lot of sense in that in that uh context. So I think we just need to talk through a a process with you to make sure that we're hitting all groups
that we think we need to and and sort of figuring out together how to do that. and then and then we'll support obviously uh that effort and kind of figure out the right way to present material and solicit input.
Okay. Thank you. So, anything else on this schedule? All right. Now, before I turn this off, I just I put this schedule up to sort of reiterate the point that Tim made earlier, which is, you know, everything
on the left side of this up until that gray vertical bar uh here, which is the hiatus from January to May for the MLCP review. Um that is, you know, a relatively small portion of the overall
project schedule. Beyond that, once we've got once we've passed Springtown meeting um and we're moving into subsequent design phases, we've got another, you know, almost a year of of continued um development and design and
other opportunities for public engagement. So that, you know, the the meetings that we have during this initial phase one are it's not the last time the public will be engaged. So, I just wanted to sort of reiterate Tim's point. Just uh one point on the
schedule. Um you don't have to bring it back up, Matt. We need a selectman's meeting somewhere in there because Yeah. They need to vote to authorize this to go to the state. Yeah.
So I I you know it's probably uh best that they get regular updates but uh I which they will and the website is there but um you really you want enough time that if there are things that are
brought up they have the time to change. So are we looking at around the time you have that last public forum? Well it seems like we should report back after the two community meetings and and also before fall town
meeting, but that doesn't necessarily mean that's three times because the one after the community meeting could also be the prep one for the fall town meeting. We don't have anything going on fall town meeting, do we? I don't think so. No, we won't have anything. No. No. This
this needs more time than that. Okay. and the state uh my understanding is the state the board of selectman would allow this to move forward in the grant. Okay. So this item here that says approve schematic design
that's not going to happen at fall town meeting. Uh well uh on the back you can do it if you want to. I I didn't think we had enough time to be able to fit that in. Oh yeah. But that's not pushed to the spring. Is
are you talking about phase one? We're on the phase one sheet, right? Not the That's the full sheet. Turn it over. That's fall town meeting schematic design approval. That would But that's in December. Well, it says fall. It shows it in December.
Approve schematic design. We don't need to go before town meeting for schematic design approval. I think you you need to the best thing to do is look at the phase one sheet, not the full one. You're look if you see the divider there with a gray divider that you're looking
at the full sheet. Look at the phase one sheet. I only say that because wandering past December. Yes, it is. So, you know, definitively, I mean, Jane has indicated that you
don't need a town meeting vote to submit the schematic, right? Uh, but you should you shouldn't submit a schematic to a grant agency unless the board has seen it. And the community will see it at the
different select a select board, I'm sorry. Okay. Yeah. And I mean again we we defer to you on the best time to engage these groups. I think the confusion may be that we had indicated a presentation to the select board at the end of our kind
of conceptual design before we move into what's called your schematic design but it's really the MLCP level of design. um we do not highlight a specific presentation to the select board to Bill's point in that latter stage and
and we agree that it makes sense to do that and so the question is what's the right timing of that is it after that second community forum uh and it should be done with enough time to make adjustments if necessary so we can talk as a group about when it makes sense to
do that um I will defer to you in terms of uh you know fall town meeting and whether that's whether something needs to be presented at fall town meeting. I I don't know when that is for yarn
usually. Well, it sounds like we have that there is nothing to go to town meeting. That's when I'm No, except for sharing information. You know, I'd like to see a big poster or I'd like to see, you know, there's no legal requirement.
Okay. We checked it out with NBLC. Yeah, you would check it out. I mean, let's just make sure that I'll email that says that. Great. Great. And then and then I think though that the board meetings, you really need to nail it down to the date of their meeting. There won't be
any sort of we can meet then for this. So somewhere around that second forum uh you know after it might be a good time and it gives the them the ability to hear from the public and hear what the
next steps are, what the commitments are. Okay. And then maybe have an info table at the fall town meeting. Yeah. Okay. All right. So we ready to move on here, folks? Uh,
so I hope you brought your pencils. So, we're going to align our meetings with um our upcoming meetings with the scope. So, just some general things as far as meeting times. It seems like uh we can't get earlier than five because of other
people's work commitments. Um, and we've landed on we've had meetings on Tuesdays and Thursdays and is that still our like kind of operating framework for setting up meetings? Tuesdays were I know were bad for Joe
and also why am I blanking on her name? She's not here. Vicki Vicki works on Tuesday nights. So I I Oh yes, that's why she's not here. Yes. And so I don't think Tuesday nights
work because I think Joe and I were talking about like switching off days. Um so Okay. And was there an issue with Wednesdays? I have an issue on some if it's staggered. I am planning on every other Wednesday, but I can feel on the odd
Wednesdays. Okay. Like the first and third, second and fourth. I forget. I have to go back and look because sometimes we don't have a meeting. We push it off. Sure. But I I think Kathy's got the schedule. She's got a pretty good schedule through the summer. So I can certainly get that to you. Okay. Thank you. We always have
a conflict on the first Wednesday. Okay. So Wednesday, Fingcom is going to own room A after somewhere around December and January. Okay. Starting then uh probably almost every week. CIP it is
late August. They begin to own room A on Mondays. I think Thursday all the way until March almost. Okay. So, capital's on Monday and FinCom is and then MUK is usually varies but it's on Thursdays. Ma Mataki's
utilization committee. And is that also an A? That's also in room A. Uh yeah. So it it may be an issue of finding a venue as much as finding your own schedule.
more variables than we need. Yeah. All right. So, seems like Thursday, um, except for Mock. We'll see what their schedule is. Right now, they have a meeting on the, uh, 9th
and the 15th. I'm not sure if those are Thursdays. I don't think the 9th is. Closes at 5 on Thursday. So, that's the day we can we are guaranteed the space. seeing except when the newcomers book group
meets there at 7 o'clock. It's the last Thursday of the month, but we can negotiate. Okay. So, Thursday the library would be available except not the last Thursday. We can negotiate. They're good. They can meet upstairs or
they can meet a different day. They're good. Okay. Wow. Do we want to just try and have our meetings in one place instead of flitting all over town? Yes. Okay. So, if the library is a more
available or reliably available location, we're talking Thursday nights. Thursday nights. Thursday nights. Does that work for folks? Yes. Yes. Okay. All right. And just for your And and sorry, what
time on Thursdays? uh six six okay if we had to do a Tuesday one Tuesday evenings we also close at 5 so it would ensure that also if if something had to happen on a Tuesday okay and is this once a month
or sporadic now Jen now we're going to try and fit that in with the uh the scope here so some of them looks like they were going to be a couple of times a week. So that's what we need to sort out.
All right. So shall we begin with the phase one schedule then and what we need to do over the next couple of weeks. So you'll be Matt, you'll be coming down and do the site um analysis and the site
survey soon. Um yes, we we will coordinate that with our civil engineer who's doing the survey. Um what I had asked Bill in the meantime is if there's any available
uh scalable information about the site. It doesn't have to be super detailed, but if there's something that that has the boundary line and um you know that that we can that's that's scalable, it's measurable, we can
use that to start doing layouts. We'll do an initial site visit with our landscape architect and our civil engineer. Um but the site survey, you know, is a probably a multi-week process. So, we'll be doing work in
parallel with that. Um, and then kind of catching up to the survey once it's ready. And the survey will have more detailed information on grading, you know, topography utilities. Um, but I think initially if we've got something
just a base plan that we can work from, that's enough for us to get going with with some of the initial planning work. Okay. Well, that seems to be achievable. Yeah. So we get that from uh Mass GIS is where we get most of our information.
All right. Yeah, I can see what I can do about the GIS system. Uh we're still vacant uh person in that system. So uh they have two parcels that we're looking at. I sent
all uh I sent a request to legal for legal information and a title search on the site. So Oh, okay. Hopefully we can get that soon. All right. All right. So, where that sits right now, Matt, is your request has been
heard and Bill has submitted it. Matt, uh, let me see if I can get you. Just tell me what you need for the computer file, the shape file or whatever. send me the uh Yeah, I'll I'll email you. Yeah, the convention you want and I'll see if I
can get it out of the GIS system. Okay. All right. So then when do you and now you have us here uh well mine says week six but I I guess it would be week seven
coming out. This first project meeting is today, right? Yeah. So you're thinking two weeks from today. Two weeks from today. And I know that you just went through the process of figuring out the best day of the week. It turns out that two
Thursdays from this week, um, I'm not available on the 17th. Um, so I would have to do a different day that week. But I but we could plan to meet the week of the 14th if there's another day other than Thursday, Friday that works for
you. Okay. The 15th. How does it 15th would work for me? Work for folks. I can I'll zoom in. I can zoom in. I'll be away if I can. And that doesn't conflict with planning.
So, I'm fine. That's the 15th. So, for that week, it'll be Tuesday the 15th. A public hearing that day. Public hearing. Um, you don't want you don't want it on that night. Okay.
because that that's would be unfortunate that somebody that wants to partake in the library thing is at the muk conflicted hearing a conflicting muk madakis madakis
um all right what about Monday that week Monday the 14th pastile day pastile day Monday the 14th I'm actually down on the cape that Okay, we're working in Kuit that is easier for me because I'm going
to be there anyway. Okay, that works for everybody. I may or not may not be there. Mondays are my one day off and I have to come in from sandwich. So, okay. I'm Yes. And I don't Two days after the Renfair. Yeah. And I Well, I we have a program once again, 91 programs in five
weeks. So, I have a program every other day of the week. So, it's kind of impossible for me to get more time off. But Joe could come. I mean, like you two could swap. All right. So, let's see if we can He works late on Mondays. This meeting for Oh, he'll have to change this meeting
here down the block. Yeah. Okay. So, so at on the Yeah. I just want to make sure we have a purpose. Uh so, our purpose for the 14th would be to get updates from you from um the site analysis and any survey information that's going.
That would be the main content of that meeting. Yeah, I think at that point we would we would have probably developed a graphic program that goes along with so we have a we have a building program that's a written narrative and we have a summary
spreadsheet. Um what we typically do as a start for our work is we translate that into a what we call a graphic program where the spaces are drawn to the actual size that they are relative to the other spaces. So when you Yeah, it's kind of
like building blocks, you know, you have a bigger building block for the meeting room and smaller building blocks for staff offices and those are all on a on a page and we can kind of see relative sizes of things and then we start to
group those uh based on kind of desired adjacencies and or you know these are all adult spaces, these are all children's spaces etc. So that that's kind of the first step for us in terms of understanding in a visual way the library building program and then
starting to translate that visual representation of the program into diagrams that are kind of plan focused. You know we start to arrange those pieces on paper so that different things are next to other things and they start to take on a kind of spatial quality.
Um, so I think by the 14th we would start to have the kind of beginnings of those diagrams. Okay. So that sounds like um progress that we can get caught up with. 6 o'clock Judy on Monday the 14th.
6 o'clock Monday the 14th. Okay. All right. At at the library. No, not at the library. Not we can't do it at the library and because we're open late that night. So, library staff also. So, we have to get a room for the We
have to get a room for the 14th. Yeah. Is capital underway by then? No, you're not. So, we could have room A on Yeah. Monday, uh, capital starts on August 28th. So, this is room A. So, sounds like room A would be available. I can
zoom. Okay. Then, sorry. Can you tell me where that is? I'm not familiar with that. Ah, that's the main floor of the of town hall toward the back. Okay, great. We can check, too. I don't know if we have a program that night.
You can check. Yeah, I have it all on my phone. Kids, um, yes, there's two programs that night. Okay. So, sorry. Yes. No room at the inn. No. Okay. All right. So, then the next interval I'm seeing is another
two week interval. Um, which would take us into the week of the 28th, the 31st. 31st. Yeah. Unfortunately, again, that is a
Thursday. That doesn't work for for me. I'm sorry. Generally, Thursdays are not problematic. Just the two the first two out of the gates that we're looking at. Well, I guess the other thing is would there be um are there deliverables then? I mean what what progress will it be?
There will there will be deliverables whenever we schedule a meeting. We we're gonna start work and we're going to continue working and that each meeting is a kind of snapshot of where we are at that moment. So whether the meeting is on Monday or it's on Thursday is just
the difference of a few days of work product, right? But but there will be things to talk about and and discuss. Um, at that point, you know, we'll be I would think we'll be kind of solidly into
kind of building planning diagrams, you know, that that you're starting to evaluate and, you know, singlestory building versus a two-story building and, you know, how does what's the size of that look like on the site and where's parking going to be and where's
building entry? you know, it's going to be the kind of the rough draft sort of of of where this project is heading. Okay. And then, excuse me, I'm going to interrupt you because then the sequence is that the community forum is kind of
on the heels of that meeting. So, is that the right sequence to have, right? You know, to be talking about one story, second story or should better not be two stories. I will it be enough to have a public forum? I think there'd be enough.
There'll be drawings and site survey and be wait a minute, Susan. So before this meeting or after the fourth I think we should have another I think we should have another meeting. He can't do the 28th. But what about what what's a week after the 28th? Is that fourth? Is that like August 6th? No, he can't do the
Thursday. Would you do the Thursday that week? I thought it was Thursday the 31. He can't do that. Right. I can't do the 31st. Right. Okay. Would can you do the 28th? Um I can do the 28th. Yes. Because capital still won't be in that room
until right uh August. So that's exactly two weeks after the 14th. Okay. Okay. All righty. So then we're saying that second meeting will be 7:28 6 o'clock in room A. And I think another topic then is going
to be um how will we will be organizing the community forum. What what of this information that you're bringing to us or have brought to us by that point would be available and how we'll present it. Um
will there be a PowerPoint what however we're going to do that so that uh we're clear on what shape that will take. Yeah, that would be a small topic. Okay. All right. Excuse me, Judy. Yes. Did you say that you were planning on a meeting
for the 28th of July? Yes. 28th 6:00 room A. Room A. Yeah. Yeah. Okay, that's fine. Yeah. Thank you. We need more meeting rooms.
That's potential in a new library. Okay, great. So far, everyone's been accommodated, so we're doing good. At that same meeting, are we going to are we going to schedule the community forum right after that meeting then? Is that our plan? So, we should we do that now or should we wait till that? No, let's
do it. We should plan that now. Yes. It doesn't give you a lot of time to publicize it. I was going to say the sooner the better we can announce. I'm saying we should plan it now so we can publicize. Mhm. But the June uh sorry the July newsletter has already gone out. So I think from I mean just to get
the most it might I don't know if we can wait till the first week of August but that way it could go in the upcoming newsletter. We we do weekly blasts. We can put it in the blast. Would it be the first week of August? Yeah. So if we had it the first week of
August then that's going to meet the deadline for the newsletter for August, right? Yeah. Yeah. Okay. All right. So the first August 7th John Matt would you have the survey done by the week of the
28th or is another question is by the time of the community meeting would the survey be done or are you still working off of base mapping? Um I won't know until I hear back from our civil engineer and their survey team in terms of you know when they're able
to fit it into their schedule. They they haven't started it yet. So, um and and we are not officially under contract yet uh with the town. So, um that said, they can get it into their schedule, but I don't know, to answer
your question, I don't know where they will be by the 28th with the survey. I mean, I'm hopeful that that we'll be pretty far along by then. Um but again, I it's not critical to us in terms of our planning efforts at this stage. I
mean, it's a generally flat site. Um, I think if we have some basic site information, uh, that we were just talking about with Bill, I think that's enough to get us started and kind of get us through this first month or month and a half of work.
Um the the more detailed survey is really going to come into play more as we get into more specific conversations with our civil engineer about you know storm water management and um you know what available utilities although we've
already gotten some basic information about utilities. So um it it's not critical that we have it by the that first community forum I guess is what I'm trying to say. And then a followup y because we talked
so much about sllosh is slosh right how can we determine slush without that survey and be able to be able to talk to people about that without actually knowing specifics because you can probably answer that
better than I can. I mean, in terms of defining where the slush the limit of the slush zone is, I don't know what what information you have available to you, but I think we can um if we know generally where those
zones are, we'll be able to determine the extent to which the library is is in those zones or not. I I suspect based on my recollection of the maps that identified those areas that there's a
very good possibility that a part of this building will be in a slash zone for a category 4 hurricane. Mhm. Um but but I think that's an overlay that we can add to whatever existing
information Bill is going to request from uh from the people in town. Well, we were working with I mean we had maps of these things environmental assessment that you did for each of the sites all that
right Bill? Yeah. The u the map though is a model. It's not a map. Exactly. It's a prediction. It's not fact. When you do a GIS model, you tell the tell the mapping construct to color in
between these uh topographic points, right? And that's what it does. So, what you normally do is you get an engineer to determine what certification or insurance you would need to proceed and how much the building has to be elevated, if at all.
because a FEMA flood zone elevation is required in certain zones. I've never heard of a slash zone elevation unless it's in the green or the yellow. So, okay. So, Matt, do you have those then? You must have access to
at least that. We don't. Well, I don't believe we have access to that information yet. Well, that's easy. Oh yeah. Okay. So, let's get that to you. What? The slash zone. There's no slash
zone map. No, but but it's information. I understand. They already have. It's already online and it's already on the Noah website. So, there's nothing at a scale that's going to pinpoint the corner of the building and the corner slot. So, Sure.
All right. So, what's on the line? Well, yeah. with the model is online but it's not a map so but it's information I mean and also I'm sure there's a civil engineer that will tell us that what is the relationship
between a slash zone and building on the Cape the somebody must have done this before right uh Susan I was just going to say the the sentiment seemed to be it was like so what virtually every place on the Cape is in a slash zone and if we don't have a category 4 hurricane pain.
That's number one. Number two, the entire site's not in the SLA center. So, they could pick part of the site that not in the SLA snow. So, but it does have implications further on in terms of insurance and possible mitigation, but I don't think it's a deal breaker. Yeah. Yeah. Okay. Good to anticipate those
questions. Correct. Correct. One one question I have about the site um is given the fact that it's been identified as a potential site for a new town comment. Has there been a a group tasked with looking at that what that might
look like? In other words, do it has anything been done to date that says the town common should be this big and it should go here on this property and is there anything that we need to react to or is the library project happening
first such that the library will then influence where the town common is is planned? Well, we just happen to have our select board member who's very um for the record Mark Forest on the select board. I'm also the um the author of the
article creating um the the uh the funding to study and develop a plan for the uh Yarmouth Common. Um there's been a fair amount of work on it. So um we have not yet set up an advisory committee, but the select board obviously accepted the recommendation
that the efforts of this library project should be done in collaboration with those working on the comments. Um the first order of business in of related to the commons is essentially uh the legal work that that Bill had just referenced
earlier. Uh what we want to do is make sure that on the common site and these grounds include obviously uh the library property uh considerations. Uh we want to make sure that we've identified all the incumbrances, all of the potential
restrictions. Um, this is public property, so there may very well be article 97 considerations. So, we need to work with our legal team to make sure that we fully understand uh what the incumbrances are, what the requirements are, what the conditions are. There's also been a lot of speculation about
portions of the area being designated as a memorial site for the Sears family or a and we need to make sure that we're clear on exactly what those areas are. So, we've got to do research because uh
for example, we would not want to see any kind of development take place on an area where there's an incumbrance. This was an issue that we had to wrestle with with the drive-in site. As I'm sure you might be aware, we were actually the town was allowing uses of the drive-in
site that were inconsistent with some of the incumbrances uh that were on the property related to the state. And so we had to scale back and make sure that the overall plan was consistent with those incumbrances. So it's I believe it's important to identify these these issues
upfront and that's part of the legal work that's ongoing. So uh to some degree you could say that we're already beginning to collaborate and and work together on that. So but the select board we had talked about appointing a committee and that's something that should be done. The good thing is is
that it's my understanding and and maybe our consultant can speak to this, but it's my understanding that assuming that the pieces fit, some of the costs with the project that relate to common features or landscaping in and around
the site may very well be eligible. So, uh it's important not only to collaborate, but there may very well be synergies and opportunities to cost share uh with other programs and other resources. So I think uh collaboration is clearly necessary and we just need to
keep in touch. But in the meantime, you know, I I plan to stay very close to this project and and and be able to address those issues as they come up. So thank you. Before you leave, Mark, this this question had come up uh this topic had come up a number of times with the
public, too, just what would the interaction be? And so when I'm hearing you tonight, are some of these incumbrances going to affect the library project? That's why we have to it depends on ultimately the
where it is. So we that's this is why it's incredibly important to do the I'm a big believer having been involved in a lot of projects myself before you develop a site or think about developing a site you want to know what your encumbrances are on the use of the site. So what restrictions are there that you
inherit? You don't want to find those out after you've built the project or developed the project or laid out the program, which is kind of um where we were going for a while on the on the drive-in site redevelopment. So, we we got those answers and we worked them out and incorporated them into the design of
the project. Judy, could I just make a comment? Okay, Susan, I just want to piggyback on a comment that Mark made about collaboration. The other group I think they it would at least be interesting to talk to is the water resources committee and what if anything the sewer project in terms of shared uh
costs. There may be an opportunity there if they're going to be developing something along 28 that would help with the civil engineer and the costing of the library. But it'd be interesting to talk to them just to get an idea of their schedule, how it might impact the construction of the library, where the
library might be on the site. uh because that's a huge project and that's going to affect everything along 28 of which this site is a huge piece on 28. So I think that's certainly I think having if I can just interject having a sewer line on Route 28 is is an asset and even
though it didn't factor in on your criteria when in evaluating the sites from my point of view it was a significant factor speaking to the to the to the wisdom of this particular site. Okay. Does anyone else have any
questions for Mark while we we have I I've got a question. Um the you know Mark you raised a great point that understanding the encumbrances and restrictions on site before you start planning is an important first step. I think that's certainly true for the town
common but it it sounds like it's also true for the library. And do you have a sense of when your legal team will have more information about those restrictions for the site? You know, I worry a little bit about us starting to make assumptions about where this
library might go on the site without some of that information. Um, and I don't want to end up to your point on having to undo work that we've done. This is a question that I brought up. Bill and I have talked about this quite a bit. So, he's already had discussions with council. What their time frame is,
I don't know, but I know Bill's working on it to get it done. We know there's a sense of urgency that we we have to this. Um and and quite frankly uh in developing the plan for the common which encompasses this site um you know we've pulled together a fair amount of information already so it's not like
we're start starting from zero. I mean we've had done we've done some work on it but I think there's some areas of the site that we really want to clarify. I'm I'm particularly concerned about the area that's been designated so-called as the memorial playground. Um I' I've seen
others characterize it as it a very vast area and I've seen others uh indicate that it's a very small area. Um I think the idea of a playground in the vicinity or next to a library is a great idea, but we need to be clear on exactly what that area is. So that's something that
like I said, I've mentioned this before numerous times here in in in the administrator's office and uh Bill assured me tonight that uh we're working on it and it's well underway. Yeah, we we made a communication but u given your concern, Matt, I will call them
tomorrow. Thank you. Okay, great. Okay. All right. So, back to our calendars, folks. So, we were talking about having a community forum the first week of August.
Um, one of the issues that's been floated here has been t the time of day and who's available at certain times of day and interfering with dinner hours and bedtimes and and who we want to get to come to these meetings and how to
reach a broader audience. Um, so what kind of shape might this community forum be? I think it needs to include a presentation so that folks can respond
to that, right? Um, but beyond that, I'm not sure how to and and how broad a net we want to cast. We want to cast as wide a net as possible. I think in the first goound to capture as much as we possibly can because to to
Matt's point, we don't want to get to the second one and come up with a gotcha, you know, and so the wider net we cast now, the better off we're going to be as to time as to time of day. You know, people work and then you've
got kids and dinner. So, how to balance that? Summer visitors and then kids on vacation. I mean, summer itself is it's tough, but I think it's better to capture
the adult side first, I think, and and those people that work, capture them in an early evening hour. Okay. Thoughts? Susan, has anyone had an experience with the Saturday um community?
I haven't done that. that in the summer like a Saturday morning. We're open six days a week. Well, Saturday mornings I do have the family fundays over at West Jarmath. So that would give the parents an opportunity to attend while the children were engaged engaged um and
open that door up. Um I don't think we're going to get many teens during the summer at all just because of their work schedule. Um but I think we can outreach to the school eventually for that. But I think a Saturday um has been expressed as a good day. I wouldn't necessarily do
first thing in the morning because I believe soccer is going on till about noon on those days if not later. So I would do it in the afternoon if we did a Saturday. Even in August they're playing. Yeah. In summer. In summer that's mostly Okay. Is it over there then? Yeah. It's a fall spring thing.
It's they're not doing unless it's a camp, but they wouldn't be playing on a Saturday. On a camp. Um I I have to say my personal vote would not be for a Saturday in the summer. In the summer on the game, just throwing it out there.
It's a beautiful day. One thing that we have discussed in the past with other towns is picking a day for a community forum, but having two meetings. you're never going to have the perfect time slot that captures the the full
audience. So I would suggest number one that it be a hybrid meeting so that you can the parents that can't get a babysitter can still join. Maybe it's after dinner and it's after you know kids bedtime. Um but so what we have
suggested in the past is a daytime and an evening meeting on the same day. Oh good. try to kind of capture two different buckets of people um in those two meetings and you know and and and as a hybrid meeting the people that can't
make it there in person are still able to attend. It's recorded presumably so people that couldn't make either of those times can catch up and watch the the the meeting. Um that might be your best bet.
So would you think early afternoon and then early evening say Well, seven is not quite early evening, but something along that line like 1 and 7 or Yeah, I mean that that would work. I'm
trying to think. We did these in Orleans last year and I I want to say the community meetings were in the kind of 7:30 to 8 time frame. Yeah. to try to push it late enough that you were getting people kind of after
dinner and early kid bedtime. Um, but I mean this is I I think this is where we would sort of rely on you to tell us what works best for your community. Okay. So, can we look at um Thursday, August 7th,
and then Jen is somebody What did she say? I don't know. It was somebody. I guess it was some I guess it was background noise. There's a lot of there's a lot going on here where I am. Um I'm in onset right now and it's like
absolute chaos. Um yeah. Uh are you asking me about a date? One thing I was going to say is um I completely love the idea of two different meetings because we did that for the Canton Pool project. we have and
literally for the reasons laid out is that you've got everybody that's got kids and believe me like I totally get it because I was that parent that was running all over the place at night and trying to deal with everything. So sometimes if you can do it in the day but then you know you have both can't do
it in the day can't do it at night so you you try to hit everybody. Um I would and then the hybrid thing I think will be important and unless um unless there are specific meetings that you need us at in person it's very likely that Tim
or I will be checking in virtually just because these are evening meetings. um and somewhat trying to save the the billing and the invoicing for you guys. Um certainly if we can be there in
person we will. Um we just want to be conscientious of uh budget. Um and weekend meetings would be very difficult but you know it if we have to accommodate we certainly will. Um, so to the dates I I plucked the 14th and the
28th in the calendar and are you asking now you're asking about August 7th? Is that actually now? Yeah. Now I'm asking the general group. Um, we have I will just say August 7th. We have our office outing that evening.
Just FYI. Bring them all. So folks um that's what we'll do. We're talking two meetings like 1:00 in the afternoon and then a 7:30. So, we're pushing that a little later. All right.
So, now let's um get to a day. Um I I was under the impression that we wanted to get this done. So, that's why I was thinking the first week of August, which would be the seventh. Do it sooner than later. We have a conversation on
that. Thursday the 7th. And Jen's saying that they're having their outing, but we will be recorded. So that's a Thursday, right, Judy? Yes. Does that work for folks? Good for me.
Yeah. Okay. What about Matt? Matt, is that good for you? The 7th. That works for me. Oh, okay. We just need a room, Judy. Yeah, we do need a location now. But here, hold on. Let me get that on my
calendar. I can go back to What about the senior center ballroom? It's big. It is big. Yeah. You do lots of visuals there. Cable is difficult. Yeah. Western I mean South Yarmouth is available for both those times on that day. Are you talking
about a forum? Community forum. Community forum. Yeah. You need this or the senior center? For the senior center for size or the community room at the PD. So, excuse me. August 7th. So, we
Let me talk to the cable people to see if they can set it up there, but it I had a meeting there. It was difficult to set up cable. Senior center. The senior center, the hearing room. I think it's preferred. Uh the the larger room at the
senior center. Yeah. Yep. I was talking to Susan. Sorry. Is August 7th. What day is that? Thursday. Thursday. Thursday. Well, let's see if we can have it here if you want to. Better.
All right. Thank you, Bill. For both. Yeah. If if we can get all the dates, uh, then they just go to the Marly Alice and then she plugs them in or it tells us there's a conflict. So on
August 7th already scheduled at 5:00 p.m. is a conservation here. This would be 7:30 though, correct? Yes. Yes. They usually go two and a half hours. Um
I don't want I don't they could they could go two hours beginning of their meetings. Not usually till the not usually till the end. I don't know if they go to 7 or 7:30, but it may very well be that you can work something out with them. All right. Where ask them to, you know, wrap up in
time so that you can begin, right, what you're doing at 7 p.m., right? So, I will get all of this to Mary Alice and then she can Yeah. And and then uh it'll be the scavenger hunt for your venue. So, from there Okay.
All right. So, then we're going to be needing another meeting of this group to review that. Do we just want to stick with our Thursday and go to the 14th? I'll have to zoom. Does that work for folks at six o'clock? Back to six o'clock,
though. Now, you should just be aware that on August 14th at 6 p.m. Okay. And I think we would be then going back to the library, right, for our Thursday at the library. Thursday meetings in the library. Yeah. I'm
absolutely not available that day. Oh dear. If we go a different day during the week. No, I'll be gone all week, but I mean I could zoom the rest of the week, but that night is my son's birthday plus something else, so can't do it. Yeah.
Um, you need to enjoy your family. Yeah. Otherwise, I'll be sleeping outside. Okay. So, uh Mindy, we could be at South Yarmouth Library on the 14th. Yes. At 6 PM. Yes. Okay. I just I do want to get us through
August for sure, folks, and maybe one into September. Um 28th. Yeah. So, the 28th. Can we just plug that one? Right in 6 p.m. library.
That's in September. That's 28th of 28th. It's Thursday. That's just before Labor Day weekend. Oh, that's good though, right? Get it out of the way. Get it out of the way. Okay. So, then the following week is Labor Day
weekend. No, we'd be past Labor Day weekend. Oh, we're doing the 28th. Yeah, let's do the 28th. In September? Yeah. And then one in September. And then one in September. Yeah. I think that would be prudent. The end of So two weeks after that is what? Yeah. So the 11th
September 11th I'll zoom back then. Uh is So that would be six. That's a tricky one for me. We've got a building opening on the north shore that day on the 11th. on the 11th. Okay. Um,
is there a different day that week that we could do? How about Tuesday the 9th? Fine. Um, it's good. Is that Are your Are your meetings scheduled out that far? You
scheduled out 9th of September. 9th of September. The 9th. We can go to Oh, we can't go. I won't be available that day, but the library that library is available. Don't worry about me. Oh, you're not available that week. I'm out of the country the first
country. Okay, man. Life. As long as someone else doesn't. All right. Well, that's one, too. Yeah, I kind of think we need to hit that. Library is open. But yeah, I kind of think we need to hit that week that if we go and another week is long. The
ninth is fine. I mean, it's we do it in the library. You can do it in the library on Tuesday. Yeah. I just won't be there. September 9th to Tuesday the 9th at 6 o'clock. All right. Does that work for you, Matt? Okay. Um, we're talking.
You said Tuesday the 9th at 6. Yes. Yes, I can do that. Were you looking for a date when the select board? Yes, but we're going to be in the library anyway. So, but I was Are they meeting on September 9th? Yes.
Okay. But we, as you know, we meet here, right? Yeah. We'll be okay. So, and you would meet again on the 23rd. So, in September, we meet on the 9th and then we meet on the 23rd. Okay. And in October, just make a note of this. We'll meet on the 7th
and then we'll meet again on the 21st. Thank you. All right. Yeah, that's great. We got to keep that in mind for planning. Do we want That's great. Give us the select board an update at one of those meetings there at the end of September. I'm sorry. The September meetings Tuesdays.
Yes. The 9th and the 23rd. Just this one. Just that one. September 9th. September 9th. Oh, okay. And then you So, is there another one in September or just the one? Not yet. Not yet. We're talking about select so far. I digress. The reason I asked I have I have my
Wayimoth Historical Commission meetings on Tuesday evenings. Usually it's the third or fourth Tuesday of the month. So I just was not sure about my schedule with that. But carry on. Okay. This is the second Tuesday, so
you're safe. Okay. So I although I did say one into September, why don't we do another one in September and then see what we can do about matching um to the BOS. So So we go back to Thursday. So go
back to Thursday the 25th 25th September Thursday. But that's where the community forum is on that. But that's going to get pushed out a week. We're going to put that into Yeah, we're going to have to start
planning that, too. That'll be on one of our other agendas to start planning that. So, why don't we go 25th? 6 o'clock. It would have to be room A. This room has got zoning board or library. Library. Okay. The library.
Yeah. Good. 9:25. 9:25 at 6:25 at the library. All right. So then will we be ready to talk to the select board? When will we be
ready? October because let's see. This is looking at seven. Before the community form. Yeah, maybe before the second community form. That would be Oh.
that with before or after? Well, I would think before because then if they had any feedback for us to pursue certain ideas or questions, um, we can make a point of including that in into our second community forum. Okay.
Mark, what's your schedule in August? What's select word? October. October. October. I'm sorry. October was the 7th and 21. Yeah. I thought we were going to meet them before the first community outreach or after the second. So September they're meeting the 23rd and
the 9th. So we could we could see them on the 23rd maybe. So how do we request that through Dorcas? 21st. Uh Tracy's the chair and uh I would I would send an email to
Tracy CC on to Bob asking 23rd. 23rd of September. September or October. October. Oh wait, I thought we were talking September. We were looking at September. We just did the 25th. We did 99 and 925.
We just did the 25th of September for for our regular meeting for our regular meeting, but we're talking about updating select board at this point because by then we will have had the community forum at the beginning of August. We'll have time to digest that a
little and um promote the second community forum. Excuse me. We can promote the second one. Yeah, exactly. While we're presenting to the select board. All right. So, I will send a
A request to Tracy to be on the agenda for September 23rd. Cool. Okay. Okay. Um Matt, is there anything you think we've missed? No, I think this is a great start. Um
I've got these dates in my calendar. Let me know about the 23rd, but pencil that in. Okay. Um, no. I think we're I think we're in good shape. Okay. Uh, Jen, do you have
anything you want to add in here? No, we'll just get if if we're going to if somebody can just recap all the dates. I was furiously trying to put dates and times and everything in. I totally missed all the locations, but I'm sure they'll all be um they'll all
be online, too. Like I said, that's unless you need us there in person. Um, we'll probably chime in online, but um, yeah, just send me all the dates and we'll make sure that they're in our calendar. Okay. So, our next item here
is delegation. But I do want to just review, make sure everyone has these same dates. All right. So we have July 14th 6 o'clock room A July 28 6 o'clock room August
7 the community forum sessions 1:00 and 7:30 and that's um location TBD what time is 1 and 7:00 and 7:30. 7:30. Two of them
in the same day. Okay. Half hours can confuse people. Okay. We like I've heard I mean experientially. Oh, it's like seven 1 and seven. I was trying to give him a little wiggle room there. Okay. Um
the 14th in 6 o' South Yarmouth Library. Mhm. August 28, 6 o'clock, right? South Yarmouth Library and then into September 9th. The 9th, 6
o'clock. Uh, and our location for that library. Library. The library. And request for the 23rd for the select board and September 25, 6 o'clock at the
library. Wow. Great job, folks. So, uh, the only two you have in room A are the 14th and the 28th. Uh, that's all I've noted. Yes. All right. So, I'll just email Mary Alice right now because the 7th. Was there a
conflict on the 7th of August with us using Matt can't go? Matt couldn't go. Uh, location. I meant because you wanted a big enough place and we that's when we August 7th August 7th. So we were talking question was going to win for
the hearing room hearing room here. That's what I was just wondering. Okay. I'll ask Mary Ellis. Send that to Mary Ellis. Yeah. Yeah. Which what what do you need from her? Seven the community forum 1:00 and 7 o'clock. Oh yeah. Um
All right. Where? Here. Here. If we can get the room. I was I thought you said the on the e the 7 o'clock the room is already booked. No five for the conservation conservation. I think we're looking for another location that day. Either the
senior center or the PD community room conservation meets at 5:00. So I think the suggestion was maybe Judy talk to the chair and see if they can but that was when we were going for 7:30. Yeah. Instead of 7. Oh yeah. They can wrap up
at 6:45 that night. Okay. Matt, sorry not to throw a wrench into this, but I'm realizing that the 23rd I am not available. 23rd. That's the select board date. Yeah. Oh dear. What date? We met board.
The 23rd. Okay. Uh what what were the other dates that they then we would move to October 7 is the next scheduled. Okay. which would still put it before the
second community forum. Yeah. Okay. October 7th. Well, I will adjust that request. All righty. And other delegation that came out of tonight. I I will have a lot of communication with Mary Alice about
dates and building agendas and Bill was going to follow up with town council about the timeline they have for determining what restrictions are on that property. I I think the one thing when I the
committee outreach strategies I'm not quite sure if we want to talk about that tonight or you want to bring it up with your next meeting. You really need to I've learned between three different projects. There are multiple groups of
emails that people use. I think we need to get them in so that you know there's emails available to the library, there's emails available to the school, there's emails that planning uses. So I think we need to get all of them in one place and
use the same sort of outreach strategy for each, you know, because we use Yeah, we use the code red. I'm not quite sure if that's the best methodology given it's what its purpose is but uh you know
is it uh Facebook is it the website just get a list of them and then know that each of these forums we're notifying people how far in advance and with what type of uh material u we have the web
page which we'll post things but I think it's important not to sort of do that just before the meeting. So by your next meeting, you should really think about collecting all those into one package and then you know push the button and
send out the flyer or whatever it is. Typically use a flyer with a website and invite information on it. So uh I'm not quite sure how much the architect would be involved in that.
probably to help with the flyer or whatever, but not the the outreach actual what venues you're going to go to. Well, we may have to have a subcommittee um to work on some of these tasks, too. Uh when we did DPW, that
worked. That was very effective to have um subcommittees doing brochure and subcommittee did something else. um because then you have a couple of people focused, task oriented and the job gets done. Um so I see that as a topic for
our next meeting to kind of get that under control, divvy up those responsibilities and see where that's going. Um All right. I guess I'm okay. Closing thoughts from anyone. Jane, I'm good.
Okay. A quick summer. Yeah. Susan, we're in October already. Okay, John. I'm good. Thank you, Sandy. I'm just curious on what next steps delegation was. Well, that was that's what J was just talking about. That um
so that I'm doing the meetings and uh location work with um Mary Alice and Bill's going to do the legal work legal background work. So we don't have another meeting until the 14th of and then think about the most wonderful outreach
that you have received and how we can use that to our advantage here. Closing thoughts, Mindy? I'm good. Thank you. And Tom? Yeah, I have just one quick closing thought. I I really want to recognize two people who are
deserting us in times of need. Such a choice of words. I want to thank them. I I really do sincerely believe that, you know, they've both been driving forces on getting us through this process and I appreciate
both of you and your how you've dealt with me because I'm such a fool that you've gotten me through this process. Thank you very much. Thank you. Yes. Well, thank you both. Bill, you can zoom in. We'll welcome
you. Oh, okay. I think our goal uh Jay and I both talked about it was to get the site done, get you an architect and an OPM and so you're in a position where you have all the resources you need and the
decisions made and uh fortunately we got there, you know, within that time frame. Well, I will miss you on the other end of my email. Um Oh, okay. Thank you very much for all your work. and Jane, we want to continue to tap
into your brain. So, not far away, maybe Jane Kane wing, right? There'll be sailboats and but thank you very much because there's a ton of work
that we we're just we have access to and information and all kinds of things that you have shephered to this point. So with great appreciation. Thank you. Been fun. I have one more meeting here. Yeah. Yeah. Well, I'm not going to be
around. That's okay. All right. Motion to adjurnn. Second. Second. All in favor? I opposed. Motion carries. Thank you everyone.
Thanks everyone. Thank you everybody. Have a good night. Happy fourth. Yep. You too. Byebye.