 We are meeting pursuant to chapter 20 of the acts of 2021, which allows us to meet via remote means. We will do our best to make sure that members of the public who are attending the meeting have an opportunity to participate in public comment. I'm going to call us to order by asking you to signify that you are here vocally so we'll make sure that we can all be heard. Sean. Yes. Sharon. Here. Christine. Here. Anika. Here. Alex. And Paul. Listen. We are joined by Ken Romeo from colliers. So thank you all for, thank you all for coming. The first item on our agenda is to thank Angie. So Angie has already shown herself to be completely indispensable to the work of the committee. We're really grateful for her, her good offices. Next is the approval of the minutes of the meeting of January 27th. Is there a motion to approve the minutes? I make a motion to approve the minutes. Thank you, Christine. Is there a second? Second. Thank you, Paul. Okay. Discussion of the minutes corrections. Okay. We ready to vote. And again, I'll call on you and ask you to signify vocally that you either approve the minutes. Yes, or you do not know Sean. Yes. Sharon. Yes. Christine. Yes. Anika. Yes. Alex. Yes. Thank you, Paul. Yes. And Austin says yes. So thank you for that next item on the agenda is the financial update from Sean. Sure. So there's a couple of things. So one quick update is that since the last meeting, Sharon, I think has submitted our first. Quarterlies accordingly or monthly sharing that report where we have to show how. Monthly. So monthly, we will report to the MVLC. The grant funds that we have in our possession, if they've earned any interest, this is part of one of the reasons why we had to set up a separate bank account specifically to house these funds. So I forget, I think maybe we made $100 or something like that in the first, first month. So we'll, we'll track that as we go. And then the second thing I'll just say to people is more just a caution is interest rates are rising pretty quickly. So our financial advisors working on updating the projection of the debt schedule based on a couple of different models, depending on how, how quickly we move through the project. And he just, while he warned me that it's moving even a little faster up than he was expecting. So it doesn't affect the total amount that we're going to borrow, but it does affect what our annual payment would be. We were conservative when we did our initial projection so hopefully things are still within the numbers that we use but if it gets to the place where it's goes beyond that I'll certainly let the committee know. Thank you, Sean. Okay, questions for Sean. Okay, thank you Sean. Next is an update from Colliers. So, Ken, are you going to do the update from Colliers. Yeah, I can do it. Ken Gayet said he is on I just don't know where he is he was calling in, because he's in the car. Hold on one second. Angie, do we know where the Ken Gayet is somewhere in. Could his, could his area could be 860. Yes, that would be him. Okay, I'm bringing them in. Thank you Angie. Thank you. All right, so I see his number there now. So currently, we're in the process we've had a couple of back and forths with FAA, and at this point, I have received this afternoon at about two o'clock while I was on the road response from them so we're still working through their project at this point, but we're making good progress. I think in the next, I'd say week, we should hopefully have something that we can share with everybody. It's been, you know, as you know, a long journey but I think we're coming to the end on this one. And I can correct me if I'm wrong but I think we're in a good place with them and you know to recommend it you know review by the committee and hopefully bringing them on board. Yep. Yep. So, and with that I know there's been other discussion, and I think we're going to talk some later on about subcommittees and that type of thing so we can talk about then but I don't know if there's anything else Ken Gayet that you wanted to hit on in particular. Just again that once we get the designer on board we'll start putting together some of the big milestone schedules that'll need to be followed as we're going through the process and that'll give everybody that roadmap on how we're going to get to the finish line on this. So, so far so good we're having really good conversations with FAA and take it from there. And that that that's what I was going to say is our next big one after getting that is developing that schedule and bringing that to the committee also and then as we discussed, you know, working on relocation and the plan for that because we've got to tackle that early, as everyone knows so I know I'm preaching to the choir so to speak here but I can't can't not bring that up just because it is a big, big issue. A big item for us to tackle. So Sean, thank you Ken I have a question just to clarify. Once collars has straightened things out with FAA and makes the recommendation to this committee. And if the committee would endorse the recommendation. What happens from that point on. Is there a process that needs to happen in town approval. The building committee. So, yeah, I think we, we've been working through making sure everything is in order so that we can extend the contract once that comes in so we're sort of still in that process but if everything is good to go. In terms of everything up to this point, then the town manager would have the ability to extend the contract. Yeah. I think we were going to look for the endorsement of this committee. Before he does that. Yeah, presumably Paul if it makes sense to you we would want to just get the, the support of the library Board of Trustees as well. Show me we have two trustees here if they would like to do that that's up to them. So I think probably it makes sense to try to keep, keep the trustees informed and involved. You know you've got the sign off for approval. Okay, any questions for collars. Well thank you to both of you for the work that you're doing with FAA and we, we look for its good results. This is a discussion of sub committees and we have actually framed motions. So I think maybe the best way to proceed is actually to get someone to move the motions about the sub committees and then get them seconded and then have a discussion of the motions. So let's go first with the motion to establish the design ad hoc committee and again in the course of talking about that committee we can talk more generally about the subcommittee so is there a motion. Would someone please move this motion to establish the ad hoc. The design ad hoc committee. I make a motion to approve the design committee. Thank you very much. Is there a second. Great. So I just want to say worried about the proposal basically the proposal is to take the Six members when we have our new Jones building committee member and kind of divide them up three on one committee and three on another. I will serve as a kind of coordinator. I won't share those committees. They'll choose their own chairs. Ex officio on those committees. So discussion of the proposed charge to the design ad hoc committee. Christine. I'll start with number one. I just happened to notice that well first we don't have our second resident member. The charges for the two residents was one was to be more outreach and one was to be more design and I just happened to notice that, you know, we're trying to come together as a committee and we sort of have the library people and we have the town people. And they just got on this proposed they got split so it was still a library people and design and then a town counselor and the two residents. All on the outreach and I just thought maybe a little more shuffle would be good to get everybody up to speed and kind of work together. Other comments following up on Christine. They're a chatty group. I feel like I'm back in my own class. So, Paul. Yeah, I mean, I agree. I think we can talk about the membership. Maybe we should charge. We should discuss the charge and what the committees are supposed to do first and then we can talk about what who should be on those committees that might be the way to and we can look for volunteers who would like to serve on committees and see what who would like to serve and talk about that way. So other thoughts about the charge Christine. So, good point to follow up, I guess that was what I also didn't convey thanks Paul is that are you we don't usually like put people's names on charges do we because it's because members could change and it could shift or grow or larger so on that first one I was just how did it is it just going to be the three members I know that there was a sustainability group already created were they going to be part of this. And do we need other people to be on it. So as I understand the process of what we're trying to do is to appoint members of this committee as members of these committees. And members of the committee, these committees can work with others as advisors. I think that's what was contemplated here. Other thoughts about the charge. I think Paul stands up. It's up again. I'll lower it this time. So yeah just to be just to clarify on on that. To comply with the open meeting line the easiest way to do it is this appointment processes. The recommendation is that we appoint subcommittees of the members of this group. And then if there are other people want to participate, they can voluntarily join in and that's sort of what the elementary school building committee is doing. So the subcommittee and the voting membership would be a subcommittee of this group and there's no other action this this group can make its own subcommittees. So if you extend it beyond with members of the public, then it goes through the town manager appointment process and just, I think just for simplicity. It doesn't mean we don't want others to participate. We can invite others in, especially with special skill sets or community access to certain communities or something like that. So I think that that's, that would be the way to do it is to try to, you know, make sure that people can participate and have it more inclusive. So that's the most efficient way to create these committees. Okay, other conversation about the charge to the design short. Is, is the thought that in terms of sustainability the design committee would take the lead on that. Yes, at least that's, that's the thought. Okay. The design committee. Yeah. Okay. Okay. Other thoughts about the charge to the design committee and following Paul will come back to the membership in a sec. Yes. So as we talk about these committees, would you all share who made the suggestions that everyone's you and Sharon, how you came to the decisions and why. So about the membership or about the charge. Sharon, do you want to speak about the substance of the charge? Oh, sure. Yeah, so I spoke with Athena O'Keefe who gave me some guidelines for setting up charges and this is what town council has done. So, you know, I use that as a framework and then I worked with the OPM. And then I started to basically come out to come up with the tasks. And, yeah, so and so this is pretty much, you know, at a minimum, what they'll be doing. And it's, it's like because we're all starting and we're really just meeting and getting to know each other. I feel like this was like a place to start. I don't feel like you're stepping on anybody's toes. So if you hate what you've got in front of you, raise your hand and destroy it all and start from scratch if you want. You know, really if there's something here that that doesn't make any sense then bring it on. Okay, other other thoughts about the charge to the design committee. Only that I noticed, like on number three, just as an example, the third bullet like it says the projects designers. Maybe that should be spelled out like FAA and your OPM or what you know, just list it all instead of just sort of a project designers, because there's more than even some consultants and whatever. I feel like it was, it's generic intentionally so we haven't contracted with FAA yet. So I'm not sure that we're in a place to actually name FAA quite yet. And, and as you all know, you know FAA is going to have their own interior design team, etc. You know landscape architect team, sustainability engineers and all of that so I feel like that's why general was better. I just thought maybe add OPM like you're also working with them too, because I don't see them mentioned in here. So the proposal is to add OPM after designers in the third bullet is that right Christine, or I think the OPM should be added a little bit more in the like, they're they're not mentioned in there that I can see anywhere. Right, I was just trying to get a sense of where, where would you like to mention. I guess it's somewhere in number three the design ad hoc committee shell. And then the only place I see the designers where it might fit was that third bill bullet but I mean that is part of what the design team would be doing here working with your OPM to develop. So asking again just so I'll be clear, do you want it to say working with the projects designers and the OPM. If you want to keep it generic like that we know who our OPM is but yeah. It's just when you're checking boxes of expectations and you're saying who did we check in who do we give credit to. Yeah, would you like to move to amend the third bullet to add the phrase and the owners project manager after project designers may suggest a procedural suggestion. Sure. So before we actually do motions and stuff let's maybe we can talk through all the changes we want to make and then make it's because his voting is very cumbersome because of the roll call every time. So, Okay, that makes sense. Okay, anything else about the charge. You know, thinking about raising my hand again then. So, like where I noticed it was that third bullet but maybe it could be its own bullet. I mean and just sort of stating the obvious that the design ad hoc committee will work, you know with their project manager project designer and the OPM. You know, in collecting information for consideration and to develop recommendations. Because my problem with that just putting on the third bullet is it's only talking about interior and exterior design when the truth is the design committee will be working from beginning to end. Other thoughts about the charge. Austin can I make one more comment. Sure. If this committee is the committee that's going to be charged with being the sustainability group we may want to add that as a bullet point to under working with designers on interior and exterior design either another bullet point or something that says and you know, net zero elements are not net zero but energy efficiency elements of the project or something along those lines. I just want to point out that the reference to the Jones library sustainability committee is in the second bullet. Yeah, I think that makes sense in terms of who they're getting input from. Another thing it might make sense to be explicit that they're going to this is going to be the body that makes recommendations around how we meet the UI targets that we sat or the energy efficiency targets that we sent. I don't know if interior and exterior design intuitively to people means sustainability components of the project. Okay, Sharon and then Paul. Okay, Sean I totally appreciate what you're saying there. And that's one of the reasons why I listed so many different groups in bullet point to. So, so, you know, there are so many important, let's call them spokes of this project and sustainability is one of them historic preservation is another the landscaping is another, and I'm, I don't think that anyone spoke is necessarily more important than the other, although certainly the experts in those folks would disagree with me, but instead of calling out one particular spoke or the other, I was putting them all in in bullet two to cut to level the playing field. I'm not against what you're saying and just trying to explain what my thought was. Paul. So I have a couple things one, a sort of procedural procedural but I would suggest that we call these subcommittees instead of ad hoc committees, I think these are going to be standing committees are going to be with us, the entire length of the project. So that's a small thing, but I think we should consider these as subcommittees of this body ad hoc implies, like it's set up for a specific thing but this is going to be these two committees are very important for us. The other point is, you know, so the way it's written is the chair is a member plus three voting members which leaves it with four members of the committee of each subcommittee. I would suggest that we had made that for voting members that there'd be that we make it five voting members that the ex officio member plus four members of this committee. If that makes it close that out there and see what people think because it's a, it's another it's additional person who's willing to need to be willing to participate. And just one clarification just this is a committee that advises this body this larger body that it's not giving advice and direction to the designer it's saying they're putting the legwork into it and coming back to this body saying, okay, here's the big critical decision, what does this larger body think, right so that's just a clarification, make sure we're all on the same page on that. Great. Other thoughts about the charge. Sharon. Yeah, I just want to do a little pushback to Paul, and it has to do with increasing the size. So, as my buddy Austin always says, even when you have an even number of people if there is a tie it means the motion does not pass so I don't think you necessarily need an odd number of people. The only reason I'm pushing back is because the more people you have involved more difficult and complicated is to actually make decisions. And since it's like you just said it's all coming back to this full committee anyways, everybody's eventually going to have their say. Paul are you, are you in. The response to that to Sharon's response. And the reason to have five is to be able to get a quorum. So that if one, you know, if you, if one person is out, you can't, you basically it's really hard to function if two people miss a meeting, you can still if they're, and if these are time sensitive anything with time sensitive. And an Austin may not, I mean he's a, if he were not a voting member, that would be different because his presence would be welcome but not required to create a quorum but right now his presence is required at each of these committees to create a quorum. Otherwise, everybody has to show every time. I think I think there's two options one is have X have Austin has a chair be an ex officio non voting member which case it doesn't help lead to the quorum or add another person to help us achieve quorum. Yep. Okay, other thoughts about the charge to the design proposed subcommittee. One last one for me I still think that second bullet of number three reads a little funny. Maybe, I think maybe the word after the committees are listed something along the lines of work with the designer to revise the previous schematics I think the way it reads now it. It sounds like the ad hoc committee is going to revise the schematics to address the concerns raised by joins library staff and that's the mblc. So maybe it's just work with the designer like it says in the bullet point after that. Okay. Other thoughts about the charge. Let's try to kind of shape this and amend this motion, and I'm going to try to work backwards but I'm sure it certainly I've forgotten some of the suggestions so let's. Let's start with Christine so Christine you want to make a motion to amend the motion about the design committee. I'd like to add a bullet which that could take care of part of the issue with that second bullet and the third bullet it could be removed but just something about this committee is to work with the project designer and the opm. And just leave it like from for the entire duration or something like that. Yeah, because the third bullet now that I read it and it's saying working with the designers to make recommendations. So it's the limiting because it's just talking about interior and extra I guess so Sharon was saying how there's many spokes and I just don't know why like that one area got pulled out like into this when we don't mention lots of other elements like. Is it would it be helpful to you to have a bullet that simply says the design ad hoc committee shall work with the projects designers and the opm period. And then perhaps. All the signs on all design aspects of the project. And that just, you know, state the obvious a little bit work with the project designers and the opm on all design aspects of the project. And then it's sort of generic, but it encompasses everything then that will ever be considered design whether it be landscaping or interior stuff or exterior stuff. Okay. Even ability could get thrown in there. Just so that we can move through this. So there's now a motion to amend this motion. Is there a second to that amendment. Alex. I'll make a second and I was also going to ask, maybe somebody could put this up so we can see it as a working document just because it's easier to follow. Sure. Angie, are you able to make that magic. Yes, I believe I have it open. And can you want to share screen is that Alex would that be helpful. So I guess I'm suggesting that be a new first bullet under three and then I'm saying we could remove the third bullet. Again, you're going to put up the charge. There we go. Thank you very much. Okay, so the motion is to the first bullet under number three. Is we'll work with the project designers and the OPM and Christine, what was the end of it. All aspects design aspects of the building project. Great. And OPM on all aspects of the design of the building project. Okay, any discussion of this motion and the motion would then remove bullet number three. Would we add this bullet and take out the third one. Okay, are we ready to vote on this proposed amendment. Okay. Yes, you're in favor. No, you're opposed. Sean. Yes. Sharon. Yes. Christine. Christine. Can I make a comment? Sure. So I assume that the investigate and recommend still becomes the second bullet by itself as a separate issue and then the will work. It becomes its first bullet. Am I looking at the same? There you go. Okay. That groovy. Yes. There you go. Thank you. Christine voting on your amendment. Yes. Yes. Thank you. Anika. Paul. Yes. Alex. Yes. And George. Yes. And Austin votes. Yes. Thank you, Christine. Very helpful. Okay. Sean, what you satisfied about the conversation about the sustainability. Yeah. As long as we all have the same understanding that it's not a huge issue for me. Great. So as I understood it, there were two other things that we wanted to come back to one is making sure that this is called a subcommittee rather than ad hoc committee. Paul, that was your suggestion. Correct. Would you like to make it as a motion? I move that we wherever the word ad hoc committee is stated we substitute the word subcommittee. And is there a second? Oh, thank you, Christine. Okay. Any discussion of the proposal? Okay. Sean. Oh, I'm sorry. Christine. Are we changing the three to a four or what happened with number one? We're talking about subcommittee versus ad hoc committee. And the proposal is to substitute the word subcommittee wherever ad hoc is used. Okay. So, are we going to do every little change and vote? I'm just. Well, I think what we have to do, I don't know whether these are little changes or not. I think probably what we want to do is want to agree on what we're changing and then vote to change it. Okay. So Christine, I think I was to you on whether or not you are voting to. Okay. Sharon, did I get you? Yeah. I think we're going to go from go to subcommittees from ad hoc to subcommittee substituting word subcommittee wherever ad hoc was used before. Okay. Yes. Thank you. Paul. Yes. Alex. Yes. George. Yes. And Austin vote. Yes. Thank you, Paul. And then Paul, you want to talk a little bit more about the membership you want to. So I think if it's three plus the ex officio, all voting members, then I think we should have. Move it to five so that again, I just think the demands on whoever the chair is might be with. And if we create, we're sending a standard for all future subcommittees, we may create additional subcommittees, maybe not, hopefully not, but we don't know. So I think that we have two options. One is to make the ex officio member a non voting member of each committee. And the other is to have the ex officio member be a voting member but that we have for voting for other members on as well. And I mean, we can change this at any time. If we want to go with what we have now it's okay. I just think that it's, I'm worried about us having some time sensitive things that the design specifically did design ad hoc committee needs to do and they don't get a quorum. That's the reason. Yeah. Yeah. And do you have a preference Paul as between either of those solutions. I don't I just for respecting people's times I would have the ex officio be a non voting member so that there's, there's less of demand on the ex officio member. Okay. So, is there any thoughts about that. Okay, can can you restate what we're deciding between three and how many three versus what number. I can so right now there are four members of this of each subcommittee. The ex officio member which is the chair, plus three other members who will be appointed by the chair. Right. So that's option one that's a current proposal, right. Option one would be three members appointed by the chair that the chair serves as an ex officio member meaning the chair can show up or doesn't it doesn't matter to the work of the committee. A three member committee is hard, because then two members talk to each other it's a, you know, it's an open meeting law issue right that's one of the challenges of a three member committee. If we change where it says three to four, then it's a it can be a five member committee, you need three people to show up to act. And it sort of, it gives you a little it allows more participants participation by the members of this committee to participate and I think I was so I guess as I talk it through I would suggest we make where it says three we make that for voting numbers. So your, your, your thought now is to make it for voting members. Yeah, plus the chair ex officio voting members you have five. Yes. Right. If all five show up. It's a, how many members are on the full committee. Nine. Yeah, I think that's why I think that's why we want the low number because yeah, yeah, that's a committee of this whole group. Good point. So, are we now back to what we have in jail busy. Paul, are you now saying that we don't want to have that because then it's a quorum of this committee. I'm afraid so yeah. Thank you, Sean. Angela you're not you're not muted just so you know. Thank you. So, we're back to the question of how many members on the committee. So Paul is your proposal now. Well, what is your proposal now for I kind of feel like I've been let out of Egypt and I'm wandering inside so pointed to the promised land. Maybe we just leave it as is and see if we can't get the quorum or can't we run issues we come back and revisit it. All right. So are you, are you good with this. I am. All right, then the next question is the question that I think Christine raised about. I think it's a question that we have to do with the membership but I think Paul with your suggestion was that we actually vote on the charge and separate it from the membership was that right. Yes, because the chair. It's not a vote of the committee to appoint the members it's the vote is the decision of the chair and the way the charge is written if we're if the committee doesn't want to chair to make the appointments and the committee wants to make the appointments we should say that now. Right. Okay. So, Austin, there's a hand raised I'm not sure if you can see it. No, I don't know. Yeah. Yeah. I had my hand up but they were the question answered, but I did want to ask just to follow up with Paul's suggestion. So are we equipped to fill these numbers now would we have would we have to have people doubling up on these committees, or would that mean that we'd have to add another one or two people to the overall committee. So I think the idea was to take the committee assigned three members to one committee and three to another, the third on the outreach committee would be someone who's yet to be appointed. But the idea of this design was that there would be no, you know, you wouldn't have to be on more than one of these two committees. Now, if we want to do more committees later, then that may of course change. Okay. So, yeah, Christine, thank you. So the last meeting. I think we came up with five, which could be too many or maybe that's enough for we need more but yeah. So is everyone on this committee expected to be on at least one committee, and some people will have to be on two or possibly three. Is that the design of the subcommittees we're looking at the design of the stuff the subcommittees I think informed by what Paul said earlier is that we would try to have membership of the subcommittees come from this committee. So that would be members of this committee that would serve on the committees that would be appointed by this committee to any subcommittees that we create for right now, you know that we need these two committees. So what we've done is try to divide the membership of the committee. That's what the proposal was. Some serve on the design committee. Some serve on the outreach committee. As new committees are required. We might have to ask people I would expect we could ask people to serve on more than one subcommittee. Christine is your hands still up. No, sorry. Okay, other thoughts about the number of members. Okay, so I believe that what we should be doing now is voting basically on number one. Is everybody comfortable with what's there and number one. Are we going to remove the names. We can remove the names. There we go. So, Christine, are you is that your hand again. Yeah. I think that will change to subcommittee. Every time the word ad hoc is used, it will be changed to subcommittee. Okay, are we ready to vote now on the motion to establish the design subcommittee. Okay. Can I say one more quick edit your just put a period after JLBC. And yeah, delete out as follows. Thank you, Sean. And then no more comments. I'm done. Thank you. Okay, ready to vote. Sean. Yes. Sharon. Yes. Christine. Yes. Anika. Yes. Paul. Yes. Alex. Yes. George. Yes. And Austin votes. Yes. So let's leave the question of membership of the committees of the committees aside for the moment and let's look at the charge of the next committee. And this is a motion to establish the outreach subcommittee. And again, Angie, if you can just take the names. Off of number one. That would be. That would be fabulous. And then again, following of what Sean said, please take as follows off of number one. Okay, great. Okay. So discussion of the charge to the outreach subcommittee. Paul. Just a quick, just to make sure we remove the second committee where says subcommittee committee throughout the document, but that that can be done after the fact. Yeah, thank you. Christine. Another lightweight question. So here it says LBC. Are we at J? I mean, JLBC or like what is going to be our official acronym. Because I see it. Is it. We're using JLBC. Yeah. Okay, great. All right. I didn't know if I did. Thanks. Thank you. Okay, Alex. I would like to. I'm sorry, I have too many things open. I'd like to amend bullet point three. Because I personally would really like this committee to be in charge of designing community outreach versus a sort of mandating what it should look like. So my thought was to change the language to say the outreach ad hoc committee shall design and develop an outreach plan, which will include at a minimum, and then the bullets that are below. So that they've got the power to do what they think based on a minimum. And Andrew, would you just highlight that in yellow, because again, what we're doing is we're just going to talk about these changes and then come back to them. Okay, Sean. I'm sorry. One second. Yeah, the bullet for I couldn't tell bullet for was supposed to come down this charge also or whether it was like a cutting paste and didn't get deleted. So I wasn't entirely sure about that. Yep, Sean, before I call on you Sharon, can you clarify number four. Yeah, no, I thought so I put it there intentionally it wasn't, it wasn't just a cop copy and paste. The thinking was so, you know, the people the outreach committee they're going to go out into the community and to get input from people we haven't heard from yet. And I'd like to think that the results of that the feedback that we're going to hear could should affect the designs so that that's why I left it there. Thank you very helpful, Sean. So my, my comment is related to that one so to be consistent with the charge above I think it should say shopper. Recommendations to the design subcommittee during the schematic and design development phases versus JLBC. It's going to sound like the subcommittee is going to provide input directly to the JLBC, but I think above we said that that input is going to go to the design subcommittee. So then make design recommendations of the they're only coming from one subcommittee. Right so this is number four you're talking about Sean. Yeah, number four just versus JLBC replace that with design subcommittee. Yeah, right in that line to the right for a special recommendation to the design subcommittee. Great. And if you'd highlight that you know that'd be great. Okay, thank you. Sean, are you, are you done? I think so, yeah. Okay, Christine. Yeah, I just like it explained how people think the framework goes with this outreach committee, you know, I'm hearing that we should, you know, they should be designing the outreach plan. I was just wondering so who does the outreach, like meaning if the outreach group says we want the website to do this, and we want the social media to say this. I assume the outreach committee is not actually designing the website, and it could be multiple websites the town and I don't know who the webmasters or whatever are for those. So they get people they're working with them like so, meaning how we had said in the last one, the design group will work with the designer work with the opium or these subcommittees so is this group going to work with. I don't know the webmaster of the town website and the webmaster of the library and the social media the town communicate Brianna whatever she like. I think there's an outreach plan that has to be developed then it's who are they working with to get it done. And then they also have so they'll collect maybe surveys let's just say from website or whatever and they have these events where they're soliciting public information, which gets collected somehow and then presented, we're saying now only to the design subgroup or does it get brought back to us as a group. So we're going to figure out the flow chart how this is going and who's actually doing the work and great to be tied in. Great, very helpful. Nica. You made it in Nica. I'm so sorry it's been a long day. The question is around also social media and outreach and assuming that, you know, when the thoughts are put together of who would be on and who will be on your having people that have also experienced with with outreach and and how this happens with coordination with the town's social media and the library. I guess it was also around that with this be also a separate entity so they're so we have multiple ways to reach community especially community that you know may not always go on the town side or the library site so we're getting casting the broadest outreach and, you know, input in in that design and what does that look like. So I guess how that works and what the kind of wiggle room or collaboration and with whom wasn't as clear to me. Paul. This question for Ken in terms of what resources the opm will bring to whether you know a website or that's the kind of support services that you'll bring to the table on this can get typically in the past we've done is helped out with you know frequently asked questions in coordination with the design team on postings and those type of things and then if there's questions with expertise naturally, you know, leaning on the design team members to get that information provided, whether it's video clips of maybe something where they spoke at an event on an item that might have come up or just an overview of the project. One of the other things we could also offer is the, the use of our collars 360 mobile project management platform and having that dashboard which shows the current status of the project be fully transparent to whatever, whatever website was developed, and have it attached right to that website so people that go on that website can see exactly where the project is at any given moment. Paul. Yeah, so I think that's helpful and I think, you know, I think is clearly that the subcommittee isn't going to be doing the work of posting social media things but and so I think Sharon has a very strong team and as does the town and so our two teams can work together because a lot of investments already been made in the Jones library website, which is very nice website, but when we when we come up with a project website will want to make sure we're amplifying each other's comments I think. Yeah, just one second Alex I mean we might think about adding something to follow up on what Christine raised. And again I'm not proposing it just seeing whether or not this might help the subcommittee will work with appropriate town and library personnel and the opm and designers as needed to execute its outreach plan. And that way we don't have to specify you know who's the webmaster here and who's the webmaster there. So we might want to come back to that as a possible addition. Alex. Yeah, and if, if somebody wants to change tweak the language slightly because definitely that wasn't my intent was was more about them determining their own processes so that we could sort of look outside of the box and I would also add that during the during these last six years that we at the library have actually reached out to many community members who were not willing to serve on this committee because they couldn't make that time commitment but have expressed a lot of interest around being actively involved in the community outreach process so we do know that we definitely have some people in the community with experience around human centered design who are multi lingual and who are excited to help out on this project so I will just put that out there so people have the same frame of reference that we on the library know about. Great. Thank you Alex. Other thoughts about this charge. Alex see your hands go up. Okay. So, let's see whether we can. I can do this. So, I guess I'd like to be a Christine I hope this will. Oh, go ahead. Just on that fourth one it says the outreach shall provide input. On the designs. I don't know if that's exactly what they're doing aren't they supposed to be like a conduit communicating what they're hearing and what they've collected and bringing it to more like the design committee and the designers. Because if they're coming if they're providing an input on design to then that's sort of another design committee. I think outreach is about getting it out there and then bringing it back and then bringing it to the design group. Does that make sense. Yeah, I think the intent of number four was this is the result of the previous work. It's not independent of the previous work. So if, if you, if it would be helpful, we could say. Number four, after appropriate consultation with the community. The sub the outreach subcommittee shall provide. Would that be clarifying. If you'd highlight that and yeah, great. Okay, other thoughts about this charge. Okay. So I was going to propose that we add this language. Angie if you can. Fit it in under under number three, I guess. So at the bottom of the fourth bullet under number three. The subcommittee will work with appropriate town and library personnel, comma. The OPM, comma, and the designers as needed to execute its outreach plan outreach plan. Great. Thank you. And if you'd highlight that and yell. Okay. So, let's let's go with the, if there's no further discussion, let's go with the proposal to change number three. The outreach committee shall design and develop an outreach plan, which shall include, will include at a minimum. And then the specifications below. So, Austin, can I make one more quick. Just, it's actually the same thing as below. Angela number two, where it says and make design recommendations to the jail BC, I think, again, change that one to the design committee. I think that's consistent with number four. Thank you very much. Sorry, that was last comment. That's okay. Okay, so are we ready to approve the change in number three. So, Alex, you want to move that we approve that change. I think we can move that the changes as shown on the screen. Be made to propose motion. On, on in, in number three, are you moving all of them. I move all of them. Let's just go for it. That's efficient. Okay. Is there a second. I'm happy to second it as long as we can do any, if there's any type of graphical things we can fix it after doing it hard on the fly is hard. Okay, there's a motion has been made and seconded to approve the changes shown in yellow on the screen, subject to needed type of graphical and grammatical fixes. Okay, Sean, how do you vote. Yes. Yes. Sharon, how do you vote? Yes or no. Yes. Christine, how do you vote? Yes or no. Yes. Anika. Yes. Thank you. Paul. Yes. George. Yes. Alex. Yes. And Austin votes. Yes. Okay. We now have charges. So the next thing is that the chair of the committee needs to make appointments to these committees. I'm interested to hear what people's thoughts are or what their interests are. What their views are about the membership of the committees. Christine. I guess I have a question for Paul. I was just wondering if we could have an update on the other resident member. We concluded interviews today and I've made an appointment that has gone to the town council, the town council. We'll review it at the TSO committee meeting on Thursday and then it'll be presented to the entire council on the 28th. So by the hopefully the council will vote on the 28th. Christine. Just follow up question is this new person more of an outreach person or more of a design person or kind of a both person. More of an outreach person. Okay. Good to know. Thank you. Okay, so. Again. I'm interested in people's thoughts about the proposal that I would make or the appointments that I would make. It's pending hearing any other thoughts would be Alex George and Sharon to the design committee. Anika Christine and this new member to the outreach committee Sharon. Yeah, so why don't we switch it to Christine Sharon and George for design and for outreach would be an ECA Alex and the new member. That's my proposal. Alex, are you willing. You know, yeah, I want to do all the things I'll go anywhere. Christine, are you willing. Yes. Okay. So let's do that. So, Sharon, George and Christine on design and Alex. Anika and the new member on the outreach committee and I will serve ex officio. Okay. And we will need to convene especially the outreach committee. I think as soon as we have the, the new member appointed. Okay, thank you. That's very, very helpful. The next item is just to talk amongst ourselves. I think really to inform the work that the outreach committee would do and an eco you were beginning this to talk a little bit about what our images of the outreach process. What are people's thoughts about what we hope to achieve what are the kinds of things we want the committee to do ultimately again the committee will will make its decisions and recommendations sort of people have thoughts about outreach. You could take down the screen share that would be. That would be great. Thank you. So any thoughts about outreach. Alex. I was holding off somebody else would raise a hand. Yeah, I, I want to echo what Anita said. I really am excited at the prospect of coming up with an outreach plan that that brings that brings in people who may not be using the library right now. We can learn more about why they're not using the library now, as well as really trying to reach out to people who don't typically go to the town website or have the ability to attend meetings, or so I'm not my main focus that I want to bring to it is is really trying to bring things differently to reach out to people we don't normally hear from. And for me, nothing's off the table in terms of what that might look like. You know, so that's, that's important for me. So, yeah, correct. Other thoughts about outreach. Paul, Anika, and then Paul, Anika. I gotta get it together today. Excuse me. Just to add to what Alex said, you know, yes, definitely to focus on people who may not have been involved and really getting them excited, but you know it's really creating those spaces or even you know people who have I mean I think they're going to be no shortage of opinions and questions around this and people wanting to be informed. So I think that the more we can do to do that and then, you know, ultimately, you know, build bridges and, you know, have as many ideas as we can to, you know, bring back and communicate clearly will be great. Great. Thank you. Paul. Yeah, so I think one of the important features of this charge for the outreach committee is that it is, it's specifically designed to inform the design of the building. It's not just to do outreach. It's actually to take that outreach that's being done and then to communicate that back into the design. And I really like that as being part of the charge of this committee and that they because that has to be why we're doing outreach is to make the design inform inform the design from the people that we're talking to. So I appreciate that whoever was dead in there. Yeah, I just want to inflect that just one. One, one way for myself. I think that the first task of the outreach committee is to outreach to the community to explain who the Jones library building committee is. What its work is what its process will be. So I hope that really, as soon as the committee is constituted, it can think about ways of just communicating who we are. The attendance at this meeting. There are two attendees at the meeting. And I think that we want to and we're grateful for their attendance. We want to make sure that the whole community knows. What this committee is what its charges are what its functions are. Paul, are you still in? Yeah, I just wanted to also note that you know the town has three community participation officers Angela is one of them. We also have Brianna sun red and Jennifer moist and who are all expert at expert. They're just really skilled at reaching into the community and bringing those resources to bear so I. I'm engaging with them and including some of the assets that the town brings like engage Amherst and things like that. Our staff can help support that as well I think. Wonderful. Great other thoughts about outreach. Okay. Well, thank you for those. Oh, Christine. I just remembered one that I think it's good that the outreach gets going as soon as possible because there is a part in our charge that talks about, you know, during schematic design and development because you want to get the most input in the beginning, but as you actually move into design and once you're into build, it's really hard to and you don't want to give the public expectations that they can start really changing things then and maybe the opm can, you know, real world, you know, how does, you know, how do other projects you've worked on, you know, is it a little front loaded like that and how do you take ideas later on or explain to the public that kind of it's too late or whatever. Very, very helpful. Alex. I just have a question, I guess. One of the things I think that the design committee is tasked with was about the temporary location and temporary library services. And I guess I wanted to know what if any involvement community outreach process should have since I think about those things and do we want to engage the community about what temporary library services should look like or, or not. Sharon, do you have a thought. I love what you said before Alex you're absolutely open to anything so yeah I think the staff would absolutely be open to anything. Right now, the mindset of the staff is they're actually really excited about this they're thinking of this as an opportunity so for two full years. We're not going to have much of a space you know wherever it is that we are and I think we're going to be in several places. We're not going to be pretty. And so it's going to here's an opportunity for staff to actually get out, go out into the community, and, and do the programming and so I think that's a really great thing. So I think that's where our mindset is. But yeah, I think it's a great idea to have that outreach committee, like, take that head on first, like, first and foremost. Okay, any other comments about outreach. All right, well thank you thank you for those good thoughts. The next item on the agenda is a regular meeting scheduled so I think our regular meeting schedule we had imagined is every other week. At 430. And that would mean our next meeting would be I believe the 1st of March. And if you could pencil in on your calendars that every other Tuesday at 430. That would be that would be great. Paul, do we have any sense of when or if in person meetings are going to be welcome or possible. So right now the state legislation allows us to meet remotely until April 1st. After that, unless there's some legislative relief, we will not be able to do this. We will need to have a quorum in the room. So it's that's the way it stands at this point. I mean, the world has changed. I mean, the meetings are very convenient for everybody, whether we're going to be allowed to do it, whether we want to do it. It's very just so you know, you know, the council has been has had some meetings that are hybrid meetings where there's some people are in the room. Some people are remote. In essence, what that is is that it's really a zoom meeting with a bunch of people happening to be in the same room. Technologically that we need an IT person to support that because it has to go through a sound system and they can screw up so we can't really offer that. So that technological support to every committee. So I think, you know, we don't want to lose the benefits that we've had of zoom people being able to watch and record every meeting, which is really a huge advantage. But how we move forward beyond that is just and whether we're going to leave it up to the committees to decide. We haven't really decided that yet. Okay, but when we know that the 1st of March, we're going to be on zoom will be on zoom, at least through the month of March beyond, we'll have to figure that out. Christine. Now those same rules for the subcommittees to, or do they have more flexibility. The same rules apply to every committee or subcommittee. Yes. Okay. All right, the next item is number eight, which is correspondence. There are correspondence that was copied to the committee. It was not addressed to the committee, it was addressed to state officials. But wanted to make sure that if anybody had any thoughts or questions about that correspondence. This would be a chance to hear those thoughts or answer those questions. Christine. I'll just ask, is there going to be a follow up with that or is it because there was a response. A follow up. Like, I assume we're talking about the one that went to the state house. Yeah, so, like, is that sort of just done, like, or do they actually have to come back and address more stuff. I think what happened, how does the addresses of the letter responds is up to the addresses of the letter. We're not, we're not in control of how when or where and what way they respond. And it doesn't hold up anything with us. Not to the best of my knowledge. You've seen the response from the Massachusetts Board of Library commissioners. I will say that on several occasions, not recently, but on several occasions I've reached out and talk to staff at the Massachusetts Historical Commission. And I was told that they don't want to see designs until the designs are far enough along in the design development phase. That oral communication was, I think, validated by the response from the MBLC that suggests we have done what we needed to do. And that their view is at an appropriate moment. When the design was further along, we would go through the mess historic process. Wait and see if there's any different response from the addresses of the letter. Okay. All right, anything any other questions about the correspondence. Okay, next item is number nine topics not anticipated 48 hours in advance. Is there anything that's come up. Okay. We have an opportunity for public comment. So is there any comment from our attendees. Okay, I see no, no signification again grateful for the attendance of the two members of the public. Okay, I want to say, before we adjourn, good work everybody. I mean we are, we are often launched and appreciate your care and thoroughness and thoughtfulness and working through the charges to the, to the, to the subcommittee. So really great gratitude for all your work. Okay emotion to adjourn. Is there a motion to adjourn. So moved. Paul is there a second second thank you there's second okay. So I'm going to ask you to signify again vocally. Yes. Approve or know you'd like to continue to meet Sean. Whatever. What is the answer you're looking for here. Yes. Yes. Yes. You notice that Sean becomes more compliant two hours into the meeting. Sharon. Yes. Christine. Yes. Anika. Yes. Paul. Yes. George. Yes. Alex. Yes. And Austin vote yes and can thank you very much for attending and thank you for the work that you're doing and I will look forward to seeing you all in a couple of weeks. Stay safe everybody.