The Kalamazoo Historic Preservation Commission reviewed a one-page community-engagement letter from its subcommittee and agreed the subcommittee may finalize minor edits and distribution details before staff circulates the letter.

The letter, read aloud by Patrick (commissioner; full name not specified), describes the commission as a volunteer body appointed by the City Commission and invites organizations to contact the commission about preservation work. The draft lists past commission publications, workshops and the O'Connor Fund grant program and supplies an email contact for the commission’s preservation coordinator, Luis Pena, Historic Preservation Coordinator, City of Kalamazoo.

Commissioners said the draft is substantively sound but instructed the subcommittee to remove the word “advocacy” after receiving legal guidance that the commission should avoid using that specific term in outreach. Pam (commission member; full name not specified) and others suggested tightening language to keep the document to one page, consolidating repetitive phrases and providing a short list of examples of services the commission can offer. The subcommittee’s version of the letter will be circulated to the full commission for review before distribution.

Commissioners discussed distribution scope and lists. Nora and Pam compiled an extensive list of local nonprofits for grant and outreach work; the commission decided not to send the letter to all roughly 300 contacts at once. Instead, the subcommittee will identify an initial target list (roughly 20–30 nonprofits and neighborhood organizations mentioned during the meeting) and return with a plan for ongoing outreach. Pam warned the commission to prepare a response plan before broadly distributing the letter so staff can manage any incoming requests.

Members asked staff to provide formatting guidance so the text fits a single page on city letterhead. Commissioners also agreed the subcommittee may make minor edits and proceed with preparations so the letter can be ready for distribution in the coming weeks. Luis Pena said staff would handle final sending once the subcommittee and commission approve the final text and list.

Ending: The commission did not take a formal vote to adopt the letter at the meeting; commissioners authorized the subcommittee to make minor edits and asked staff to circulate the subcommittee’s final draft for approval and to prepare distribution logistics ahead of planned outreach.