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UFC refines outreach letter and brochure for setback planting initiative to absentee owners
Summary
Commissioners reviewed and edited a draft letter and brochure to solicit setback plantings on private properties, agreed to include a brochure and QR code linking to a Google form, and discussed watering expectations, targeting absentee owners by mail and coordinating volunteer support through Tree Northampton.
At the Dec. 18 Northampton Urban Forestry Commission meeting, members reviewed a draft outreach letter for the setback planting initiative and suggested edits to improve response from absentee owners and property managers.
Molly circulated a first draft immediately before the meeting and offered to post it to a Google Doc for collaborative suggestions. Commissioners recommended adding brief benefit language (for example, that trees can lower cooling bills and have the potential to increase property value) and ensuring the letter points recipients to the enclosed brochure and QR code or Google link for more details and to sign up.
The group clarified logistics: mailing will target owner‑of‑record addresses (not property managers) using a list staff compiled, and the brochure will be enclosed with mailed letters so recipients have program details without relying solely on digital access. Commissioners discussed whether door hangers should remain targeted to owner‑occupied units while letters go to absentee owners. They also agreed the brochure and QR code should be live and a Google Doc used for editing the final letter.
Operational issues were discussed: Trina and Christina (staff contacts) will handle field follow‑up and in‑person meetings for owners who sign up; the commission will communicate watering expectations in the brochure/letter and during follow‑up visits (the commission recommended clear guidance on watering frequency during hot spells). Kent confirmed the owner address list contains owner‑of‑record addresses, which supports mailed outreach to absentee owners.
Next steps: the letter author will post the draft to the shared Google folder with links to the brochure and QR code; staff will finalize whether one or both QR codes (brochure vs sign‑up) are used and the commission will confirm volunteer and DPW support for spring plantings.
