Agenda - 01-23-2014 - 7a - Laserfiche WebLink

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•,: January 10, 2014 Jeffrey E. Thompson Director Orange County Asset Management Services 131 W. Margaret Lane Hillsborough, NC 27278 Re: Orange County Public Library Siting Facilitation Dear Mr. Thompson: The Freelon Group (Freelon) is pleased to submit this proposal for services to facilitate public engagement meetings to gather information from the community on the programs, space requirements and site preferences for a future Southern Branch Library. We have based our proposal on discussions to date, the OCPL Community Needs Assessment (2012), the Orange County Public Library Strategic Plan 2013 -2016, and information we have gathered from our interview last week. Scope We understand that this is not a design effort. Rather, we will collect information necessary to identify and evaluate potential branch library sites. We will also generate a rough order of magnitude program that may be the basis of subsequent design work under a separate contract. The primary objectives of this scope of work will be to gather and prioritize public opinion regarding: 1. Desirable Programs and Services in the new branch library 2. Site selection criteria for future Southern Branch Library 3. Preliminary Southern Branch Library Program to define general qualitative preferences as well as a rough order of magnitude space list In addition, Freelon will be a member of the due diligence team to review specific technical questions about an assigned site. We have based this proposal on a process involving three (3) public meetings and five (5) meetings with Orange County Public Library Leadership Team. Each public meeting will be preceded by an internal planning and strategy session with the OCPL Leadership Team including some additional meetings to review and develop programming scenarios. Process As we all know, public engagement is a creative and open ended process subject to unexpected conditions and issues. As such, we must always be nimble and ready to change our strategy as circumstances require. Nevertheless, we anticipate the following general process: Public Input Facilitation (Meeting 1): Freelon will meet twice with the OCPL Leadership Team to learn about the Library's internal vision, determine strategic goals, and learn about any systemic criteria that must be maintained across county and library facilities. We will also use these sessions to schedule and plan for the public meeting. The first public meeting will begin with an overview of the process and a brief presentation on the changing role(s) of public libraries to encourage expansive thinking among the participants. This will be followed by a series of public exercises to solicit broad ideas about the services and feel of the future library. 71 s `o U 2 0 J m to rt I o -r v, o z F- It }' U s ®E_a 0 01 � C) O }� W W 0 U) i O Ell F^ 1Y.