Butch, Thanks so much for your quick response. You must have been eating your Wheaties while typing! We'll see what others say today, and finish it up. Do you think we should send out at the end of the day today or earlier Monday? I vote today since we're requesting a reply by the 16th.

I've bought in to the single email with no attachment now. In just a few weeks we'll be sending them a letter on letter head with our signatures and requesting theirs, so I think skipping the formal letter is ok initially, too.

Also, we ask for their support and reply by email, but we need to make it clear that we must have their signature(s) on the our application to, "...represent the community's support and commitment..." to the bikeshare program as the Letter of Interest, so I'll make sure to add that clarification in the opening and closing of the letter.

Thanks again, ~Derek

On Fri, Oct 12, 2012 at 8:02 AM, Graber, Stephen sggraber@hsc.wvu.eduwrote:

Here's my three cents......

I strongly favor the email that shows all the addressees in the "To:" field. I think it's important that the stakeholders can see who's been included.

I remain ambivalent about attaching the letter- personally I hate the extra steps involved in having to click and wait for the attachment to open, however, some may prefer the appearance and weight of a more official document. The attached letter also creates a two step process- busy people may decide to wait and open it later when they have "more time". There is never more time so this may lead to fewer responses than an immediate all in one process. If I were doing it I'd probably skip the attachment and make the email the letter addressed to Dear Stakeholder, or Hi All,

Two short suggestions for editing the letter- I like the combination you've created of our two letters- it balances the greater informational content of Emily's and the quicker informailty of mine nicely. So consider these suggestions and move on!

I think the first sentence in both email and document (assuming you decide to keep both) should not use the pronoun "I". Something like "The Morgantown Bike Board is requesting....." carries more weight in my view.

The Word document is good but has several overly lengthy sentences that have a staccato like feel and too many commas! For example:

"The technical assistance we plan to apply for with your support is offered through the EPA’s Building Blocks for Sustainable Communities Program, which provides quick, targeted technical assistance to selected local governments and communities using a variety of tools developed by the EPA and contracted consultants, which have shown positive results."

I'd suggest breaking them up into two or three individual sentences.

Cheers, Butch

---

Stephen G. Graber

Biochem & Mol Pharmacology

PO Box 9142, HSN-3122

West Virginia University

Morgantown, WV 26506-9142

phone: 304-293-2305

------ _0

------ _ <,_

---- (*)/ (*)

---

*From:* bikeboard-bounces@bikemorgantown.com [ bikeboard-bounces@bikemorgantown.com] On Behalf Of Derek Springston [ dspringston@gmail.com] *Sent:* Friday, October 12, 2012 12:14 AM *To:* Bike Board - Morgantown *Subject:* [Bikeboard] Sustainable Communities grant email/attachment review and approval...

Dear BB Members, Either late on Friday or early Monday morning, I would like to send the email text below and the letter attachment out to our identified stakeholders. Please review and give your approval as early as possible, but no later than Sunday. Also BIG THANKS to Butch and Emily for their drafts of the letter. They did most of the work!

Here is the list of stakeholders we've identified: Hugh Kierig - hugh.kierig@mail.wvu.edu - 304-293-9095, Tom Arnold - tarnold@cityofmorgantown.org - 304-284-7435, Terrence Moore - tmoore@cityofmorgantown.org - 304-284-7405 Jeff Mikorski - jmikorski@cityofmorgantown.org - 304-284-7405 Chip Wamsley - chipwamsley@gmail.com Pathfinder - andrew@pathfinderwv.com - 304-296-0076 Perry Keller - Perry.J.Keller@wv.gov - 304-558-9591 Dave Bruffy - bruffy@busride.org - 304-296-3680 Bill Austin - baustin@labyrinth.net - 304-291-9571 University Health Associates- ??? Terry Cutright - MainStreet - director@downtownmorgantown.com - 304-292-0168 BOPARC - Mark Wise - mwise@boparc.org - 304-296-8356 Marjorie Gardens - ???

We also have two options for sending out via email... We can address by name each email and attachment letter to send each out individually OR make generic address and send out all together copying everyone in the TO: field so they can each see who else we're asking. Votes anyone?

Will place the attached letter on the attache BB letterhead when I have access to scanners, printers!

Review this email and comment:

Dear [insert stakeholder name], As a member of the Morgantown Municipal Bicycle Board, I am requesting that you please review the attached letter. We are asking you to *support our request to the EPA to host a bikeshare program workshop* in Morgantown in Spring 2013. If Morgantown is selected as one of the communities to receive this technical assistance, *we also need your commitment to attend a one to two day workshop*. Please read the attached letter and reply to this email by Tuesday, October 16th with your response.

Sincerely,

Derek Springston

Chair, Morgantown Municipal Bicycle Board - EPA Building Blocks Program Committee

---

Thanks, ~Derek

Agree on getting it out today and extending to 10/17. The earlier we send it out today, the better. I think e-mails tend to get lost on Fridays. I'm happy to set aside some time next week to help follow up with folks we haven't heard from, as well.

Nice work!

On Fri, Oct 12, 2012 at 9:34 AM, Graber, Stephen sggraber@hsc.wvu.eduwrote:

Very welcome! I say today, by all means today! But I'd give them until the 17th just the same :)

---

Stephen G. Graber

Biochem & Mol Pharmacology

PO Box 9142, HSN-3122

West Virginia University

Morgantown, WV 26506-9142

phone: 304-293-2305

------ _0

------ _ <,_

---- (*)/ (*)

---

*From:* Derek Springston [dspringston@gmail.com] *Sent:* Friday, October 12, 2012 9:01 AM *To:* Graber, Stephen *Cc:* Bike Board - Morgantown *Subject:* Re: [Bikeboard] Sustainable Communities grant email/attachment review and approval...

Butch, Thanks so much for your quick response. You must have been eating your Wheaties while typing! We'll see what others say today, and finish it up. Do you think we should send out at the end of the day today or earlier Monday? I vote today since we're requesting a reply by the 16th.

I've bought in to the single email with no attachment now. In just a few weeks we'll be sending them a letter on letter head with our signatures and requesting theirs, so I think skipping the formal letter is ok initially, too.

Also, we ask for their support and reply by email, but we need to make it clear that we must have their signature(s) on the our application to, "...represent the community's support and commitment..." to the bikeshare program as the Letter of Interest, so I'll make sure to add that clarification in the opening and closing of the letter.

Thanks again, ~Derek

On Fri, Oct 12, 2012 at 8:02 AM, Graber, Stephen sggraber@hsc.wvu.eduwrote:

...

Here's my three cents......

I strongly favor the email that shows all the addressees in the "To:" field. I think it's important that the stakeholders can see who's been included.

I remain ambivalent about attaching the letter- personally I hate the extra steps involved in having to click and wait for the attachment to open, however, some may prefer the appearance and weight of a more official document. The attached letter also creates a two step process- busy people may decide to wait and open it later when they have "more time". There is never more time so this may lead to fewer responses than an immediate all in one process. If I were doing it I'd probably skip the attachment and make the email the letter addressed to Dear Stakeholder, or Hi All,

Two short suggestions for editing the letter- I like the combination you've created of our two letters- it balances the greater informational content of Emily's and the quicker informailty of mine nicely. So consider these suggestions and move on!

I think the first sentence in both email and document (assuming you decide to keep both) should not use the pronoun "I". Something like "The Morgantown Bike Board is requesting....." carries more weight in my view.

The Word document is good but has several overly lengthy sentences that have a staccato like feel and too many commas! For example:

"The technical assistance we plan to apply for with your support is offered through the EPA’s Building Blocks for Sustainable Communities Program, which provides quick, targeted technical assistance to selected local governments and communities using a variety of tools developed by the EPA and contracted consultants, which have shown positive results."

I'd suggest breaking them up into two or three individual sentences.

Cheers, Butch

---

Stephen G. Graber

Biochem & Mol Pharmacology

PO Box 9142, HSN-3122

West Virginia University

Morgantown, WV 26506-9142

phone: 304-293-2305

------ _0

------ _ <,_

---- (*)/ (*)

---

*From:* bikeboard-bounces@bikemorgantown.com [ bikeboard-bounces@bikemorgantown.com] On Behalf Of Derek Springston [ dspringston@gmail.com] *Sent:* Friday, October 12, 2012 12:14 AM *To:* Bike Board - Morgantown *Subject:* [Bikeboard] Sustainable Communities grant email/attachment review and approval...

Dear BB Members, Either late on Friday or early Monday morning, I would like to send the email text below and the letter attachment out to our identified stakeholders. Please review and give your approval as early as possible, but no later than Sunday. Also BIG THANKS to Butch and Emily for their drafts of the letter. They did most of the work!

Here is the list of stakeholders we've identified: Hugh Kierig - hugh.kierig@mail.wvu.edu - 304-293-9095, Tom Arnold - tarnold@cityofmorgantown.org - 304-284-7435, Terrence Moore - tmoore@cityofmorgantown.org - 304-284-7405 Jeff Mikorski - jmikorski@cityofmorgantown.org - 304-284-7405 Chip Wamsley - chipwamsley@gmail.com Pathfinder - andrew@pathfinderwv.com - 304-296-0076 Perry Keller - Perry.J.Keller@wv.gov - 304-558-9591 Dave Bruffy - bruffy@busride.org - 304-296-3680 Bill Austin - baustin@labyrinth.net - 304-291-9571 University Health Associates- ??? Terry Cutright - MainStreet - director@downtownmorgantown.com - 304-292-0168 BOPARC - Mark Wise - mwise@boparc.org - 304-296-8356 Marjorie Gardens - ???

We also have two options for sending out via email... We can address by name each email and attachment letter to send each out individually OR make generic address and send out all together copying everyone in the TO: field so they can each see who else we're asking. Votes anyone?

Will place the attached letter on the attache BB letterhead when I have access to scanners, printers!

Review this email and comment:

Dear [insert stakeholder name], As a member of the Morgantown Municipal Bicycle Board, I am requesting that you please review the attached letter. We are asking you to *support our request to the EPA to host a bikeshare program workshop* in Morgantown in Spring 2013. If Morgantown is selected as one of the communities to receive this technical assistance, *we also need your commitment to attend a one to two day workshop*. Please read the attached letter and reply to this email by Tuesday, October 16th with your response.

Sincerely,

Derek Springston

Chair, Morgantown Municipal Bicycle Board - EPA Building Blocks Program Committee

---

Thanks, ~Derek

-- *Let deeds, not words, be your adorning. -'Abdu'l-Baha*

*“Every time I see an adult on a bicycle I no longer despair for the future of the human race.” -H.G. Wells*

---

Bikeboard mailing list Bikeboard@bikemorgantown.com http://wvcompletestreets.org/mailman/listinfo/bikeboard

I agree with Butch about the way the letter should start. Everything else I am fine with.

J. Damien Davis, PE, CFM Assistant City Engineer City of Morgantown Public Works Department - Engineering Division 389 Spruce Street Morgantown , WV 26505 Office: 304.284.7398 Fax: 304.284.7409 www.morgantown.com ----- Original Message -----

From: "Stephen Graber" sggraber@hsc.wvu.edu To: "Derek Springston" dspringston@gmail.com, "Bike Board - Morgantown" bikeboard@bikemorgantown.com Sent: Friday, October 12, 2012 8:02:35 AM Subject: Re: [Bikeboard] Sustainable Communities grant email/attachment review and approval...

Here's my three cents......

I strongly favor the email that shows all the addressees in the "To:" field. I think it's important that the stakeholders can see who's been included.

I remain ambivalent about attaching the letter- personally I hate the extra steps involved in having to click and wait for the attachment to open, however, some may prefer the appearance and weight of a more official document. The attached letter also creates a two step process- busy people may decide to wait and open it later when they have "more time". There is never more time so this may lead to fewer responses than an immediate all in one process. If I were doing it I'd probably skip the attachment and make the email the letter addressed to Dear Stakeholder, or Hi All,

Two short suggestions for editing the letter- I like the combination you've created of our two letters- it balances the greater informational content of Emily's and the quicker informailty of mine nicely. So consider these suggestions and move on!

I think the first sentence in both email and document (assuming you decide to keep both) should not use the pronoun "I". Something like "The Morgantown Bike Board is requesting....." carries more weight in my view.

The Word document is good but has several overly lengthy sentences that have a staccato like feel and too many commas! For example:

" The technical assistance we plan to apply for with your support is offered through the EPA’s Building Blocks for Sustainable Communities Program, which provides quick, targeted technical assistance to selected local governments and communities using a variety of tools developed by the EPA and contracted consultants, which have shown positive results."

I'd suggest breaking them up into two or three individual sentences.

Cheers, Butch -------------------------------------------

Stephen G. Graber Biochem & Mol Pharmacology PO Box 9142, HSN-3122 West Virginia University Morgantown, WV 26506-9142 phone: 304-293-2305

------ _0 -- ---- _ <,_ ---- (*)/ (*)

From: bikeboard-bounces@bikemorgantown.com [bikeboard-bounces@bikemorgantown.com] On Behalf Of Derek Springston [dspringston@gmail.com] Sent: Friday, October 12, 2012 12:14 AM To: Bike Board - Morgantown Subject: [Bikeboard] Sustainable Communities grant email/attachment review and approval...

Dear BB Members, Either late on Friday or early Monday morning, I would like to send the email text below and the letter attachment out to our identified stakeholders. Please review and give your approval as early as possible, but no later than Sunday. Also BIG THANKS to Butch and Emily for their drafts of the letter. They did most of the work!

Here is the list of stakeholders we've identified: Hugh Kierig - hugh.kierig@mail.wvu.edu - 304-293-9095 , Tom Arnold - tarnold@cityofmorgantown.org - 304-284-7435 , Terrence Moore - tmoore@cityofmorgantown.org - 304-284-7405 Jeff Mikorski - jmikorski@cityofmorgantown.org - 304-284-7405 Chip Wamsley - chipwamsley@gmail.com Pathfinder - andrew@pathfinderwv.com - 304-296-0076 Perry Keller - Perry.J.Keller@wv.gov - 304-558-9591 Dave Bruffy - bruffy@busride.org - 304-296-3680 Bill Austin - baustin@labyrinth.net - 304-291-9571 University Health Associates- ??? Terry Cutright - MainStreet - director@downtownmorgantown.com - 304-292-0168 BOPARC - Mark Wise - mwise@boparc.org - 304-296-8356 Marjorie Gardens - ???

We also have two options for sending out via email... We can address by name each email and attachment letter to send each out individually OR make generic address and send out all together copying everyone in the TO: field so they can each see who else we're asking. Votes anyone?

Will place the attached letter on the attache BB letterhead when I have access to scanners, printers!

Review this email and comment: ------------------------------------------------------ Dear [insert stakeholder name], As a member of the Morgantown Municipal Bicycle Board, I am requesting that you please review the attached letter. We are asking you to support our request to the EPA to host a bikeshare program workshop in Morgantown in Spring 2013. If Morgantown is selected as one of the communities to receive this technical assistance, we also need your commitment to attend a one to two day workshop . Please read the attached letter and reply to this email by Tuesday, October 16th with your response.

Sincerely,

Derek Springston

Chair, Morgantown Municipal Bicycle Board - EPA Building Blocks Program Committee -------------------------------------------------------

Thanks, ~Derek

_______________________________________________ Bikeboard mailing list Bikeboard@bikemorgantown.com http://wvcompletestreets.org/mailman/listinfo/bikeboard

Never mind comment #2, that is clearly stated in the email that the letter will be attached to (but I missed it). By the way, Damien & I set up infrared counters at strategic locations on either side of the trail/Green Bag Rd intersection to get a better idea of the potential conflict if/when trucks are routed onto Green Bag. Make sure you harass anyone messing with them...and don't mess with them yourselves! Best Christiaan

________________________________ From: Christiaan Abildso cabildso@yahoo.com To: Derek Springston dspringston@gmail.com; Bike Board - Morgantown bikeboard@bikemorgantown.com Sent: Saturday, October 13, 2012 1:59 PM Subject: Re: [Bikeboard] Sustainable Communities grant email/attachment review and approval...

Great effort by all of you that put this together! May I recommend two additions in the letter: 1) make it obvious that the BB is not asking for any money from the letter recipient 2) indicate at the end of the letter that you are asking them to participate and to whom to RSVP   *I assume you'll also be asking a few key agencies for space or other considerations (such as administrative support). It may be helpful for them to write letters of support. For example, the City Manager can write a letter (or you can write it for him and ask him to sign...that's what I've done) indicating that the BB will have full support of his office in the scheduling of space and assistance in pursuing space in the City for future bike share locations. And a letter from whomever will manage the revenue from the bikeshare operation would probably be beneficial. Just some ideas to show how much support the BB has in pulling this off.   Great work! Christiaan

________________________________ From: Derek Springston dspringston@gmail.com To: Bike Board - Morgantown bikeboard@bikemorgantown.com Sent: Friday, October 12, 2012 12:14 AM Subject: [Bikeboard] Sustainable Communities grant email/attachment review and approval...

Dear BB Members, Either late on Friday or early Monday morning, I would like to send the email text below and the letter attachment out to our identified stakeholders.   Please review and give your approval as early as possible, but no later than Sunday.    Also BIG THANKS to Butch and Emily for their drafts of the letter.  They did most of the work!

Here is the list of stakeholders we've identified:  Hugh Kierig - hugh.kierig@mail.wvu.edu - 304-293-9095, Tom Arnold - tarnold@cityofmorgantown.org - 304-284-7435, Terrence Moore - tmoore@cityofmorgantown.org - 304-284-7405 Jeff Mikorski - jmikorski@cityofmorgantown.org - 304-284-7405 Chip Wamsley - chipwamsley@gmail.com Pathfinder - andrew@pathfinderwv.com - 304-296-0076 Perry Keller- Perry.J.Keller@wv.gov - 304-558-9591 Dave Bruffy - bruffy@busride.org - 304-296-3680 Bill Austin - baustin@labyrinth.net - 304-291-9571 University Health Associates- ??? Terry Cutright - MainStreet - director@downtownmorgantown.com - 304-292-0168 BOPARC - Mark Wise - mwise@boparc.org - 304-296-8356 Marjorie Gardens - ??? We also have two options for sending out via email...  We can address by name each email and attachment letter to send each out individually  OR  make generic address and send out all together copying everyone in the TO: field so they can each see who else we're asking.   Votes anyone?

Will place the attached letter on the attache BB letterhead when I have access to scanners, printers!

Review this email and comment: ------------------------------------------------------ Dear [insert stakeholder name], As a member of the Morgantown Municipal Bicycle Board, I am requesting that you please review the attached letter.  We are asking you to support our request to the EPA to host a bikeshare program workshop in Morgantown in Spring 2013.  If Morgantown is selected as one of the communities to receive this technical assistance, we also need your commitment to attend a one to two day workshop.  Please read the attached letter and reply to this email by Tuesday, October 16th with your response.

Sincerely,

Derek Springston

Chair, Morgantown Municipal Bicycle Board - EPA Building Blocks Program Committee -------------------------------------------------------

Thanks, ~Derek

_______________________________________________ Bikeboard mailing list Bikeboard@bikemorgantown.com http://wvcompletestreets.org/mailman/listinfo/bikeboard