The URL can be used to link to this page

Home My WebLink About2023-04-20 ad Hoc - Library Landscape Committee Minutesor c 0y N(oPp Board - committee Date: 2023-04-20 Town of Reading Meeting Minutes Commission - council: Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: KECEtvt: RK iC o_lk,1G. 0" GY' �E�-1, 7.025 JUN -8 PN T. 52 Ad Hoc Library Landscape Committee Time: 7:00 PM Location: Conference Room Session: Open Session Version: Final Genady Pilyaysky, Chair; Cherrie Dubois, Vice -Chair; Jake Soucy, Secretary; Elaine Stone; Walter Talbot; DesirEe Zicko; Andrea Hogan Members - Not Present: Amy Lannon, Director Others Present: Meaghan Clemente, Administrative Assistant Minutes Respectfully Submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order at 7:00 p.m It. Public Comment No public comment was received. III. Approval of Minutes from March 16, 2023 Motion: To approve the minutes of the March 16, 2023, Ad Hoc Library Landscape Committee Meeting. (Pilyaysky/Dubois) Vote: Approved 7-0 IV. Round Table Discussion of Previous Month Mr. Pilyaysky invited the group to discuss progress on their ideas and action items from the previous meeting. Ms. Clemente assisted Mr. Talbot with pulling up a slideshow presentation of additional layout ideas. Mr. Talbot presented images of the New England Botanic Garden at Tower Hill in Boylston, Massachusetts. Mr. Talbot noted the incorporation of rocks and hardscape into seating areas. A large investment was required to redo the rocky geography. Rocks have been incorporated into both benches and event spaces, which are used for music, presentations, training, and more. The event space features overhead protection and moveable benches but is located hundreds of yards away from parking areas to create a quiet and secure space. Page 1 1 Mr. Talbot noted the teak material used on the benches as well as memorial plaques that were placed in honor of people and generated a source of fundraising for the Tower Hill Garden. Ms. Stone commented that several local benches at Memorial Park feature memorial plaques. Ms. Dubois recalled a successful fundraiser at Parker Middle School involving memorial bricks installed in the main entranceway. Ms. Hogan reflected on a similar fundraiser involving memorial bricks at the Wood End playground. Mr. Talbot noted that it may be challenging to seat 100 people for concerts on the library lawn, assuming an area of 10 feet per person with no allocation for slope, stage, or handicap seating. Mr. Talbot expressed his support for sloped amphitheater seating along the hillside. Mr. Soucy agreed that this type of seating could be a part of the solution. Ms. Hogan distributed a handout regarding outdoor programming statistics acquired from Public Services Division Head Allyson Dowds. From January 2021 through March 2023, 59 programs were held on the library lawn. Mr. Soucy commented on the fact that 19 programs were held in June 2021, which seemed high in comparison to other months. Ms. Hogan noted that many of these events were smaller Children's programs, which were being held outside at the time due to COVID-19. Ms. Zicko discussed larger summer reading launch events featuring bands and food trucks, which were primarily held in the Library parking lot after the Library was closed. Bracelets were distributed to track attendance pre-COVID, which allowed as many as 300 to 400 people per event. Events post-COVID drew a smaller crowd, with people trickling in and out with their own lawn chairs and blankets. Ms. Dubois noted the negative impact of COVID-19 on Library programming attendance during the period referenced. Ms. Zicko noted that attendance has been increasing as the community adjusts to a post-COVID world and expressed a desire to achieve the higher attendance levels of 2018 or 2019 again in the future. Ms. Hogan noted that registration levels for Library programs are set with the amount of available seating in mind. Waiting lists are implemented once capacity is reached. Ms. Zicko explained the importance of flexibility in seating and setup. Ms. Dubois stated that the project should anticipate the need for more seating than expected to accommodate long-term growth. Mr. Pilyaysky recalled a story about a sewage system project that had twice the capacity of the original estimate to allow for growth. Mr. Pilyaysky noted that it is often easier to create an original plan than to expand or modify a design at a later point. Therefore, it is important to envision the future needs of the Library and the community for this space. Ms. Dubois agreed that the space should be a comfortable and inviting area for people to enjoy, with enough room to accommodate crowds at busy events. Ms. Hogan pointed out a curved grassy seating area in Mr. Talbot's presentation. Ms. Dubois noted that grass can often become wet and soggy. Mr. Talbot noted that green, natural ideas often look beautiful, but can present technical problems in terms of materials and expense. Page 1 2 Mr. Talbot displayed a slide with the dimensions of various folding chairs and reported that he had tested his own folding chair on various locations throughout the Library lawn. Although the lawn is relatively gat, especially near the three stone benches, it is rather patchy aesthetically. Mr. Talbot presented a potential layout idea involving a stage area at the corner of the lawn near Middlesex Avenue and School Street. Removing a tree and relocating the three stone benches could create space for additional seating. Existing sidewalks provide accessibility access. However, electricity may need to be established near a stage area for performance purposes. Ms. Dubois noted that additional sidewalks could be installed closer to the stage area. Ms. Dubois mentioned wheelchair locks, which could be used in areas that were not perfectly gat. Ms. Zicko noted that more grass could be planted in high -use areas. Mr. Soucy discussed the hill area on the side of the building as another source of potential seating space. Ms. Zicko inquired about trees that provide shade for patrons concerned about sun exposure. Ms. Dubois noted the importance of learning more about where the sun is coming in and shining during programs. Mr. Soucy expressed concern about the sun shining in the eyes of programmers in the stage area. Ms. Hogan reported that evening programs had been comfortable in terms of sunlight in the past, especially during the warmer months. Ms. Zicko stated at a covered tent had also been used for daytime programs Ms. Stone discussed the possibility of amphitheater seating and permanent audience seating options for the area, which seems to be driven by performances and programs. Mr. Talbot and Mr. Soucy discussed the limitations of permanent seating. Ms. Stone stated that people could bring chairs or the Library could provide chairs to allow for more Flexibility. Mr. Soucy noted that many people have their own lawn chairs, often in the trunks of their cars. Mr. Talbot showcased images of red and yellow osier dogwood, which is a deciduous plant with variegated leaves that sprouts berries from summer through fall. This plant adds color in the winter, especially against the snow. The plant requires annual pruning to maintain its color. Ms. Stone and Ms. Zicko confirmed for Ms. Hogan that osier dogwood is native in both its red and yellow variants. Mr. Talbot presented several mockups of a fountain intended to feature a large round sink from the Highland School owned by Ms. Dubois. Mr. Talbot suggested solar plumbing options. Ms. Dubois complimented the resemblance to the basin of the sink and noted that drains, pipes, and pumps would also be required. Ms. Slone complimented Mr. Talbot's presentation and stressed the importance of flexibility for the space. Ms. Stone supports the idea of people bringing their own chairs and blankets for events. Mr. Soucy noted that a portion of the area may need to be paved in some way to provide a gat surface for tables. Mr. Soucy suggested selling bricks as a fundraiser. Ms. Dubois agreed and noted that bricks could be placed in other areas on the property as well. Ms. Dubois expressed concerns regarding wear and tear on heavily used grassy lawn areas. Ms. Stone suggested the use of permeable stones that would allow water to drain back into the ground while also creating a smooth and level surface. Mr. Talbot explained the higher costs of deeper foundations. Page 1 3 Ms. Zicko discussed the idea of dividing the outdoor space into smaller zones to accommodate various intended uses. For example, smaller events with 10 to 12 attendees could benefit from a semicircular space marked off by a retaining wall. Ms. Zicko noted the importance of involving Library staff in the planning process to understand their anticipated needs for the area. Ms. Hogan emphasized the flexibility and creativity of the Library staff. Ms. Dubois stated that surveys of the public and the Library staff would help clarify thoughts, expectations, and ideas. Ms. Dubois also suggested examining the Library's mission statement in alignment with the development of goals for this project. Ms. Stone agreed that whatever plans are developed should meet the needs of the Library. Ms. Dubois noted that professional landscape architects may develop creative ideas beyond the scope of the committee's brainstorming sessions and cautioned against the inclusion of overly specific details. Mr. Soucy and Mr. Pilyaysky agreed with the notion of defining a general mission to guide the project. Mr. Talbot questioned the budget of the project and the large potential expense of a landscape architect. Ms. Zicko commented on the importance of consulting an expert in determining possibilities for the outdoor space. Mr. Pilyaysky noted that the scope of the budget has not been well-defined yet and that the current priority should be on developing a range of ideas to serve the community. Mr. Pilyaysky commented on the importance of expert opinions on complex landscaping matters, as well as the possibility of some ideas being too costly to implement. Mr. Pilyaysky will work to find out more about potential involvement from the Reading Municipal Light Department (RMLD) and the Department of Public Works (DPW) in the project. Mr. Soucy noted that power would be needed in the presentation area for lighting and programming purposes, but that solar panels have additional electrical requirements. V. Draft of the Schedule Mr. Pilyaysky displayed a draft schedule for upcoming meetings which will be distributed via email. Mr. Pilyaysky hopes to incorporate involvement and attendance from community stakeholders such as Boards, Committees, Town Staff, and members of the public. Mr. Pilyaysky suggested incorporating a hybrid Zoom component to the meetings to allow for flexibility and brief attendance by community stakeholders. VI. Discuss Engagement with Other Boards, Committee, Town Staff, and the Public Mr. Pilyaysky hopes to meet with Town Manager Fidel Maftu to discuss the involvement of key stakeholders in the project such as the Fire and Police Departments, RMLD, DPW, the Select Board, the Community Planning and Development Commission (CPDC), and the Board of Library Trustees. Mr. Pilyaysky would like to make these groups aware of the project and receive feedback before engaging with the public and landscaping contractors. Ms. Dubois noted that the Board of Library Trustees will likely need to approve the project at some point. Ms. Zicko clarified that the Reading Public Library Foundation typically helps fund long-term capital projects while the Friends of the Reading Public Library fund programming. Both are separate entities from the Library. Page 1 4 There is already representation from the Climate Advisory Committee through the membership of Mr. Pilyaysky and Mr. Talbot. Ms. Dubois represents the Board of Library Trustees. Ms. Hogan and Ms. Zicko represent the Library staff. Ms. Stone serves as a liaison with the Reading Community Garden Group. Ms. Zicko and Ms. Dubois cautioned against the involvement of too many stakeholders in the project and questioned the nature of their potential contributions. Mr. Pilyaysky is open to further collaboration. For example, the Conservation Commission may be helpful due to its knowledge of watersheds and native plants. Mr. Pilyaysky noted the importance of sharing safety concerns and impacts on roadways with public safety officials. Ms. Zicko explained that the Fire Department and Police Department are already made aware of large events and potential threats to public safety at the Library. Mr. Pilyaysky noted that Mr. Maltez would be a helpful resource in interfacing with other Town Departments. Ms. Stone agreed that Mr. Maltez may be able to provide insight into community resources and connections. Ms. Stone discussed the importance of generating awareness for the project in the local community. Ms. Dubois recalled limited collaboration with other town groups during the Library building renovations and discussed the difference between informative sharing of information and soliciting suggestions. Mr. Pilyaysky assured everyone of the positive potential for collaboration. However, Mr. Talbot and Ms. Dubois expressed concems over losing control of the project. Ms. Zicko noted that it is often easier to obtain forgiveness than permission. Ms. Dubois suggested that Mr. Pilyaysky further consult Ms. Lannon regarding enlarging the scope of the project with group collaboration. Mr. Pilyaysky spoke about the importance of identifying constraints through public feedback and public comments. One way to engage the public is through a survey, which could be created in July and then distributed in August. Mr. Talbot questioned the audience for the survey and suggested focusing on library users. Ms. Dubois and Ms. Zicko discussed the success of a recent Library survey, which was distributed through the Library's email newsletter, paper copies at the Library, and Flyers with OR codes. Ms. Zicko noted that the survey could also be publicized through the Town's Facebook page to broaden its reach. Ms. Dubois believes that distribution through the weekly newsletter would help solicit feedback from people who frequently use and care about the Library. Ms. Zicko inquired about the types of questions that should be included in the survey. Ms. Dubois suggested soliciting feedback on ideas for the use of the space. Mr. Soucy agreed that the survey should focus on things people want to do with the space rather than its physical appearance due to the wide range of possibilities. Mr. Pilyaysky discussed a recent Town survey regarding the use of Symonds Way property as a model, noting the ability to rank preferences and establish priorities. Ms. Zicko suggested keeping the survey short in length with perhaps three or four questions. Mr. Pilyaysky noted that feedback obtained from the surveys may ultimately prove to be useful information for landscape professionals. Mr. Talbot stated that landscape professionals often require a down payment fee. Mr. Pilyaysky briefly discussed the procurement process and requests for information and proposals. Ms. Dubois suggested that requests for proposals should be executed when the Committee is ready to act. Mr. Pilyaysky will seek additional information on the speck steps and details involved in Page 1 5 this process from Ms. Lannon. Mr. Pilyaysky will also meet with Mr. Maltez to discuss the direction of the project and solicit feedback and suggestions. VII. Next Steps and Action Items Assignment Mr. Pilyaysky sought to coordinate a list of action items for members to review before the next meeting: 1) Ms. Zicko will work to draft potential survey questions in collaboration with Ms. Dubois and Ms. Hogan. The Committee will review and discuss before determining the timing of the survey. 2) Mr. Pilyaysky will obtain a copy of the Town's survey regarding Symonds Way and contact Ms. Lannon regarding funding and Mr. Maltez regarding insight on stakeholder collaboration. 3) Ms. Dubois and Ms. Stone will think about potential gardens and locations for future site visits now that the weather is getting warmer. Locations such as Garden in the Woods in Framingham, Long Hill in Beverly, Stevens -Coolidge House and Gardens in North Andover, Charles W. Ward Reservation in Andover, and Weir Hill in North Andover were identified as potential places of interest. Open Meeting Law considerations were discussed regarding the attendance of multiple members. VIII. Other Business Ms. Zicko shared that a new weeping cherry tree will be replacing a dead tree near the main entrance of the library. The tree was purchased in memory of George Wetmore through the Town of Reading "Taking Root" program. It will be planted at 10:00 AM on Friday, April 28" in honor of Arbor Day during a public event. A private ceremony will be held in memory of George Wetmore on Saturday, April 29" at 10:00 AM. Per Ms. Zicko, Ms. Lannon will be attending both ceremonies and welcomes the committee to attend both as well. As liaison to the Reading Community Garden group, Ms. Stone noted that there is no business to report. Mr. Pilyaysky reported that the Rotary Club has contributed toward the expansion of the Community Gardens, which will help produce food for the Reading Food Pantry. Beehives are also being cared for off to the side of the Community Garden area. Beekeeping, honey bees, and native bees were briefly discussed. IX. Adjournment Adjournment 8:23 p.m. Motion: To Adjourn (Stone/Hogan) Vote: Approved 7-0 Respectfully Submitte ake Soucy, Secrelary� Page 1 6 e ,2 «< \~.� p*.. �� P w ip. { v�� Y tw �ya i � z �. .`t t lyil � Al 1_ .: � � Fp n q 4�., t j = � �� .�`' X,r - °fS ^�! �� ., x ,y • � �. �� .. r�i _ m: r . -� �� 1� _._. _� . , _,... ,.., ems' .. __. .. .._.. ,._.. �. 'e.. z� w. ��,: 10 sq ft per person, no allocation for slope, stage or handicap seating Y k� jY i i. I Folding Chair Dimensions 30" "Design" arm to arm 30" X 30" "Design" leg width and depth 24" "Design" between chairs Seat -164 <04<00 ,31• s 2. Ban a -3e' ' 96 cm -27' 43 an .,* Product Size Ne.;;�l LdVautp. ]:LILT - \ Z y.WR' yNY SAM. Y y ' i `1' 5� L�SY'i4 M i v�` y �Aoli L maw Northeast area is relatively flat with a minimum of work for concert seating. Make stage "attractive", removable "sculpture", run electricity i "Memorial Fountain" replumbed with solar powered pump Explanation from Public Services Division Head Allyson Dowds regarding outdoor programming: "From January 2021 until March 31, 2023, we've had 59 programs on the Library Lawn. I've attached a screenshot that also includes attendance numbers. This may be missing a few programs here and there but gives you a good idea of use. Also, the majority of programs took place from April to October." Statistics for 'Show Ala Calendar for period 2021-01-01 to 2023-03-31. Filtered by "Reading Public Library Lawn" Location. Summary Registration Type Total Events Cornmeal Registrations Walling-Ust Regisna0ons Cancelled Registatlons Anticipated Attendance Actual Atlentlance confined Atlenalane, Total 59 913 123 107 15 918 11 In -Person - 913 123 107 - 918 11 Onine - 0 0 0 0 3 Monthly Distribution Too Total Evanls ConBmaci Reglsnal WaNng-List RegbOaeons Cancele0 Regisnagons 2021 2022 2023 Jan Feb Mar Apr May Jun Jul Aug Sep W Nov Dec Jan Feb Mer Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar - 1 7 16 19 1 - 1 2 - - - - 1 3 1 6 - 1 - - - - - - - - 91 302 230 15 - 44 127 - - 53 - 5 12 9 61 51 2 - - - B 34 35 1 - 11 15 - - - - - 1 - 1 - - 1 - -