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HomeMy WebLinkAbout2023-06-01 ad Hoc - Library Landscape Committee Minutesrx i Board - Committee Date: 2023-06-01 Town of Reading Meeting Minutes Commission - Council: Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: RECEIVE[) T OWN�CL a 2E23 MA e�_r JUL -3 AH g: Dy Ad Hoc Library Landscape Committee Time: 7:00 PM Location: Conference Room Session: Open Session Version: Final Genady Pllyaysky, Chair; Cherrie Dubois, Vice -Chair; Jake Soucy, Secretary; Elaine Stone; Walter Talbot; Andrea Hogan; Desiree Zicko (remote participation) 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 7:01 p.m. II. Public Comment None III. Approval of Minutes from May 18, 2023 Ms. Hogan arrived at 7:03 p.m. Mr. Talbot clarified that he did not vote in favor of adjourning the May 18° meeting. Motion.: To approve the minutes of the May 18, 2023, Ad Hoc Library Landscape Committee Meeting as amended. (Pllyaysky/Dubois) Vote: Approved 7-0 with a unanimous roll call vote IV. Review and Discuss Presentation for the June 12 Board of Library Trustee Meeting Ms. Zicko was able to share her screen to simultaneously facilitate her remote participation and the viewing of the draft presentation for the June 12 Board of Library Trustee Meeting. Mr. Pilyaysky suggested an overall review of the slides before providing detailed slide -by -slide comments. The first slide showcases the names of the Committee volunteers as well as an exterior image of the Library. On the next slide, the Committee's fundamental objective is to improve the outdoor space at the Library through the conceptualization of the outdoor environment, engagement with community stakeholders, and guidance on future development plans. An overview of the Library's current approach to outdoor programming is provided, with an example of a recent Women in World Jazz outdoor concert showcased. Residents are encouraged to bring their own chairs and blankets, which is not always an ideal seating arrangement. Mr. Soucy questioned attendance levels at this particular program. Ms. Zicko noted that 42 people attended the hour -and -a -half -long program, which was moved inside the Library at the request of the musicians. To further support the Library's core mission, the Committee suggests providing a dedicated outdoor event space, space for small groups, sustainable, low -maintenance native plants, and improved accessibility. Key elements may also include providing power, pocket parks, and wheelchair accessibility. The Committee established a tentative timeline for a three-phase project including a design study, full design plans, and project kick-off. A high-level concept for the project has been somewhat established. However, the Committee aims to proceed with the project without placing an additional tax burden on Reading residents by pursuing other funding opportunities such as grants and donations. Going forward, the Committee hopes to obtain guidance from its discussion with the Board of Library Trustees. Free presentations from landscape architect firths may also be solicited. Funding for a full study including community surveys and engagements will also be allocated. Results will be evaluated for the Committee to make reasonable and appropriate recommendations. Ms. Stone and Ms. Zicko suggested emphasizing the Library's core value of education in addition to the recreational entertainment benefits of improved outdoor space. Connections between the project and the Library's underlying mission and goals should be established to demonstrate the importance of the project. Ms. Hogan commented on the significance of library programming in the community. Ms. Dubois spoke about a past visit to the Camden Library Amphitheatre in Maine, which was large enough for a Shakespearean play against an ocean backdrop. Ms. Zicko complimented the images used in the presentation and suggested aspirational images to help with the ideal visualization of the project. Incorporating the Library and Town logos may also help reinforce the goal of serving all Reading residents. Ms. Zicko will send quality image files of the logos. Mr. Talbot suggested that "architects" should be clearly referred to as "landscape architects" throughout the presentation. Mr. Pilyaysky suggested that volunteer Committee members be identified with their official roles and connections to other community groups on the introductory slide. Ms. Dubois commented on a vacancy for a second member representing the Board of Library Trustees. Ms. Zicko suggested highlighting the objective of completing the exterior landscape design originally envisioned as part of the building renovation project. Ms. Dubois noted that exterior improvements were a component of the original renovation plans, but were ultimately cut due to budgetary constraints. Ms. Stone agreed that landscaping the exterior of the Library is not a brand-new idea and that carrying out these improvements would help realize the full vision of the renovated Library space. Page 1 2 Mr. Talbot inquired about the existence of exterior landscaping design plans. Ms. Dubois believed that no detailed designs were created due to the cost. A few plantings were indicated on some plan drawings, but many of them were never implemented. Ms. Hogan and Ms. Stone suggested several grammatical edits due to establish a consistent parallel structure associated with verb usage. Various wording, spelling, and grammatical issues were noted for correction throughout. Ms. Stone recommended using fewer written words and focusing on the oral content of the presentation. Ms. Zicko and Ms. Clemente offered to provide a final grammatical proof of the presentation once all changes have been incorporated. The exploration of other fundraising avenues such as donations from the Reading Public Library Foundation and the Friends of the Reading Public Library were discussed. Grant opportunities may also be an option, as Library staff have successfully applied for many different grants over the years. Ms. Dubois clarified that the Board of Library Trustees oversees the municipal budget, which will not be used for this project to avoid placing an increased burden on taxpayers. The Library's current approach to outdoor events was discussed. Ms. Hogan explained that many outdoor event descriptions include a statement regarding patrons bringing chairs and blankets. Past events such as an Edgar Allan Poe poetry event and concerts were discussed. Ms. Zicko mentioned that bringing blankets and chairs can create a more casual and relaxed feeling for attendees. Concerns were raised about accessibility in terms of sloped terrain and power limitations. Emphasis will be placed on educational outdoor programming and the exploration of funding options. Ms. Dubois suggested incorporating smaller spaces for smaller gatherings. Ms. Hogan noted that these spaces could be utilized for reading groups and story times. Ms. Stone spoke about the importance of attractive grounds in creating Library curb appeal. Current seating options including the three granite blocks, Ione picnic table, and empty lawn areas were discussed. Ms. Dubois suggested the creation of an endowment fund to provide ongoing, long-term maintenance and care to the Library landscape. Despite the low-maintenance nature of native plants, the potential of assistance from the Garden Club, Rotary Club, Lions Club, Town staff, Gid Scouts, Boy Scouts, local landscaping companies, and the "Adopt-an- Island" community program was discussed. Ms. Dubois suggested that local groups may find maintenance to be more convenient. Mr. Soucy suggested signage noting that the area is being cared for by a speck group, which would provide publicity and incentive for proper care. Ms. Stone noted that a certain amount of care and expertise is required when weeding to preserve the health of existing plantings and suggested enlisting the help of Master Gardeners, who are required to dedicate time to community service while honing their skills and maintaining their certification. Ms. Stone spoke about her experience with gardens maintained by the Ipswich River Wildlife Sanctuary. Mr. Talbot questioned the funding for materials and equipment. Ms. Stone explained that volunteers often use their own equipment and provide donations of extra plants from their personal gardens. However, materials such as mulch are provided by the organization so that volunteers can complete the necessary maintenance work. Ms. Hogan and Ms. Zicko discussed the popularity of the Library's seed library, where patrons can donate seeds from their own gardens to share with others in the community. The Library recently participated in the Garden Club's Annual Plant sale and many people were excited about the seed library. There are several upcoming educational Library programs centered on plants, gardening, and nature. Page 1 3 Ms. Dubois suggested that a general path forward should be established in alignment with the Library's mission using an open-ended, preliminary timeline. Mr. Pilyaysky discussed the importance of introducing the Committee and Its objectives to the Board of Library Trustees to receive informed guidance on the scope of the project. Community surveys and presentations from reputable landscape architect firms will help the Committee make sound recommendations. Mr. Talbot spoke about his professional experience as a sales manager and suggested someone with a close connection to the Board of Library Trustees or expert Library knowledge deliver the presentation. Ms. Dubois recommended that Mr. Pilyaysky presents as chair of the Committee and noted the Board's interest in this project. Ms. Zicko emphasized the importance of incorporating the Library's mission and goals into the presentation while representing the whole community. Mr. Pilyaysky will incorporate changes discussed by the Committee and welcomes additional individual feedback. Ms. Clemente reviewed the timing of the Board of Trustees meeting and offered to provide a copy of the final presentation as part of the Trustee packet. Mr. Pilyaysky will practice the delivery of the main presentation. Other Committee members will add insight and respond to questions as needed. Mr. Pilyaysky reminded the Committee members to submit input on proposed agenda items to him ahead of the next meeting on June 15P. V. Adjournment Adjournment 8:10 p.m. Motion: To Adjourn (Pilyaysky / Soucy) Vote: Approved 7-0 with a unanimous roll call vole Respectfully Subm'* d, G.— A J(S/ ke Souey, Secretary Page 14