Library and Recreation Master Plan Special Meeting Minutes 5.19.26
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Meeting Minutes Library Board and Parks and Recreation Board Master Plan Special Meeting May 19, 2026| 6:30 p.m. Chandler Public Library 22 S. Delaware St. Chandler, AZ 85225 Call to Order The meeting was called to order by Library Board Chair Alexis Merritt at 6:43 p.m. Roll Call Library Board Attendance Library Board Members Absent Board Chair Alexis Merritt Board Member Parker McCarthy Board Vice Chair Jennifer Pawlik Board Member Michael McElhany Board Member Arman Sidhu Board Member Faith Risolo (Remote) Parks and Recreation Board Attendance Parks and Recreation Members Absent Board Chair James Montgomery Board Vice Chair John David Board Member Lynette Bradley Board Member Jegadesan Krishnamurthy Board Member Julie Trujillo Board Member Sarah Sharits (Remote) Board Member Sue McInturf (Arrived at 6:51pm) Staff Attendance John Sefton, Community Services Director Corey Povar, Assistant Community Services Director Katie Gaul, Engineer Rachelle Kuzyk, Library Manager Erika Berry, Recreation Superintendent Courtney Allen, Library Management Analyst Caryn Nall, Library Branch Manager Chris McGinley, Library Branch Manager Page 2 of 5 Staff Attendance Cont. Katherine Silva, Library Branch Manager Brandon Putman, Parks Maintenance & Operations Superintendent Others Present Jason Genck, BerryDunn James (JR) Clanton, BerryDunn Unscheduled Public Appearances None Briefing Followed by Discussion 1. Project PR2503.01 Recreation and Library Strategic Master Plan 1. Planning Process Update Introductions were made by members of both the Library Board and the Parks & Recreation Board, as well as city staff, and BerryDunn consultants. Library Manager Rachelle Kuzyk and Assistant Parks and Recreation Director Corey Povar provided an update on the planning process and reviewed the approximately two months of work completed to date. They shared an overview of the project, including the purpose of the planning effort and the reasons behind it. The meeting also provided board members with an update on the outreach and communication materials that will soon be distributed throughout the community. They emphasized that the success of the master plan engagement process depends on collaboration among the boards, city staff, BerryDunn, and the community to ensure residents have the opportunity to share their input. The boards were asked to assist with community engagement efforts and help connect the project team with residents within their networks and circles. Jason Genck serves as the primary point of contact between BerryDunn, city staff, and all subconsultants. James “JR” Clanton serves as the Assistant Project Manager with BerryDunn. They introduced themselves and reiterated the importance of the Library and Parks and Recreation Board members’ assistance in reaching community members throughout the city. They also explained that several subconsultants will contribute to different aspects of the project. Richärd Kennedy will provide expertise related to libraries, Jeff Velasquez with J2 Design has worked on numerous city projects, and ETC Institute will lead the statistically validated community survey process. BerryDunn consultants also recently spent an hour and a half presenting to City Council. Page 3 of 5 2. General Engagement Overview BerryDunn consultants presented an overview of the project and its goals. The project aims to create a 10-year vision for the city’s library and recreation system; analyze current and future community needs; conduct robust public engagement; optimize existing facilities; and identify opportunities for adaptive reuse and facility improvements. Another key objective is to meet or exceed national standards and achieve Commission for Accreditation of Park and Recreation Agencies (CAPRA) accreditation. CAPRA accreditation is the only national accreditation program for park and recreation agencies and serves as a recognized measure of operational quality, management, and service to the community. The accreditation process promotes quality assurance and continuous improvement by strengthening organizational infrastructure, increasing operational efficiency, and demonstrating accountability to the public. Implementation of CAPRA standards also strengthens teamwork among agency staff, embeds best practices into the organization’s culture, and fosters a long-term commitment to continuous improvement. Achieving CAPRA accreditation demonstrates that an agency provides the highest level of service to its community. JR Clanton provided an update on the current status of the process and the upcoming project timeline. The project is currently in the Project Management and Coordination, Public Input, Outreach, and Engagement phase, which is expected to be completed in August. The next phases will include Data Collection and Analysis in September, Visioning in November, and completion of the Draft and Final Plan along with the Implementation Strategy in January 2027. The BerryDunn consultants shared that they attended a birthday party and visited the Chandler Senior Center to engage with residents and gather feedback. They reported an approximately 99% participation rate and noted that community members were very willing to share their thoughts and perspectives. The consultants emphasized that successful public engagement must be multifaceted and include a variety of outreach methods rather than relying on a single survey or engagement strategy. Their approach includes planned focus groups, pop-up engagement events, statistically validated surveys, public meetings, interactive website tools, social media outreach, virtual meetings, and stakeholder and key leader interviews. Their goal is to hear from a broad range of people, including different demographics, users and non-users, and residents from all areas of the city throughout the engagement process. They also explained that if they identify gaps in participation from certain groups, they adjust their outreach efforts to ensure those voices are included. Page 4 of 5 3. Data Collection and Analysis Approach Jason Genck explained that the consulting team will evaluate access to facilities and community spaces to identify existing or potential gaps in service where residents may or may not have adequate access. This assessment is referred to as a Level of Service Analysis. The process will include reviewing facility inventories, observing how spaces are currently being used, and interacting with staff during programming activities. The consultants will also evaluate usage patterns and develop ideas, based on community engagement and data analysis, for how these spaces could potentially be used differently or more effectively in the future. Their analysis will also include programs and services. They want to better understand how programs relate to facilities, including visitation trends, types of interactions, collections, and overall usage. This information will help identify trends, such as programs that may no longer be as successful as they were 10 years ago. The consultants will also conduct benchmarking analyses, which can create meaningful conversations within organizations about whether certain services or programs should be expanded, modified, or discontinued. Benchmarking and programming assessments are also part of the CAPRA certification process. BerryDunn consultants emphasized that everyone’s input is essential. They will provide informational materials, collateral, and electronic communications that can easily be shared throughout community networks. The 90-day engagement window is currently open, giving residents and stakeholders a unique opportunity to help inform the future of recreation and library services in Chandler. The consultants encouraged board members and staff to help connect the planning team with community organizations and residents. 4. Board Perspectives and Engagement Activity Library Board Member McElhany inquired about the types of trends the consultants would be tracking. Jason Genck provided examples, such as libraries evolving to focus more on community services and community centers or senior centers transitioning into multi-generational centers. Board Member McElhany also referenced recent school closures as an example of potential facility partnership opportunities rather than constructing new facilities. The Assistant Parks and Recreation Director asked how the team plans to reach non-users, noting that this is one of the department’s biggest challenges and an area where they will rely heavily on the consulting team. Jason Genck responded that their team uses creative outreach strategies and leverages multilingual staff to connect with the community. Examples included mobile chalkboard stations and outreach events held at breweries. A board member asked what the consultants’ expectations would be when attending locations such as restaurants or churches, specifically whether they would require time to speak or present. Page 5 of 5 Examples of outreach ideas included placing coasters with QR codes at breweries or BerryDunn purchasing drinks for attendees in exchange for community input regarding recreation and library services. The consultants asked the Board Members to break into groups of three at separate tables. The first discussion focused on why they chose to serve and why they chose to live in Chandler. The groups were then asked to discuss the biggest gaps or challenges facing the library and recreation system, as well as the aspects they believe are working well. Board Members were encouraged to share perspectives both from their own experiences and from the viewpoints of their peers. The meeting slide deck was available to all meeting attendees. Adjourn The meeting was adjourned at 7:46p.m. ______________________________ ______________________________ Courtney Allen, Board Liaison Alexis Merritt, Library Board Chair