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HomeMy WebLinkAbout2023-06-15 ad Hoc - Library Landscape Committee MinutesTown of Reading oA tCLERK 2123 JUL 23 PN nj Meeting Minutes ' i:oi Board - Committee - Commission - Council: Ad Hoc Library Landscape Committee Date: 2023-06-15 Time: 7:00 PM Building: Reading Public Library Location: Conference Room Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: Final Attendees: Members - Present: Genady Pilyaysky, Chair; Cherrie Dubois, Vice -Chair; Elaine Stone; Walter Talbot; Desinie Zicko Members - Not Present: Andrea Hogan; lake Soucy, Others Present: Amy Lannon, Director Minutes Respectfully Submitted By: Cherrie Dubois, Vice -Chair Topics of Discussion: I. Call to Order at 6:59 p.m. U. Public Comment No public comment. Mr. Pilyaysky took a point of personal privilege to acknowledge feedback regarding the adjournment of the May meeting. He agreed with the feedback and will ensure the scheduling and length of the Committee meetings meet the needs of the agenda. III. Approval of Minutes from June 1, 2023 Ms. Stone asked for a correction on page 3 to the `Ipswich River Wildlife Sanctuary." Ms. Lannon mentioned the Town added the Ad Hoc Library Landscape Committee to the website. Motion.: To approve the minutes of the June 1, 2023, Ad Hoc Library Landscape Committee Meeting. (PilyovskylZickol Vote: Approved 5-0 IV. Discussion of the Feedback from the Board of Library Trustees June 12, 2023 Meeting Ms. Dubois thought the presentation was very good and received it favorably. She noted the Trustees seem excited about the project's future and look forward to using the exterior space for programs and making the area more user-friendly. Page I 1 Ms. Zicko was very happy with the presentation and noticed the Board's emphasis on accessibility. She felt this is essential guidance to keep in mind as the Committee continues to clarify the scope and detail of the project. Ms. Stone said the feedback was very interesting and appreciated the suggestions for conducting the survey. She noted the Board stated library patron input is important to the survey and was glad to hear their interest in getting perspective from children. Mr. Talbot attended the meeting via Zoom and agreed the meeting went well. Mr. Pilyaysky appreciated the information regarding the Symonds Way survey and agreed approaching Town Manager Fidel Maltez and using other Town resources to get feedback will be helpful. He noted the Board mentioned there is another space for a trustee on the Committee. Ms. Lannon will follow up on the Trustee vacancy. Mr. Pilyaysky noted the Board also mentioned seniors as an important stakeholder group and how reaching seniors may require a different strategy. Ms. Dubois agreed and mentioned the possibility of using print surveys. Ms. Zicko discussed the ongoing RPL short surveys as a way to reach library users and that collaborating with Mr. Maltez and the Town departments on the survey will expand the reach. Mr. Pilyaysky raised the issue of partnering with local non -profits and finding funding sources for the project. Ms. Dubois added that past landscape projects did not include funding for maintenance and recommended requiring such a plan for this project. The Committee discussed ideas and concerns about the difficulty of ongoing maintenance. Ms. Stone and Ms. Zicko mentioned the Master Gardner requirements. Ms. Lannon noted the Reading Garden Club's "Adopt an Island' model. Maintenance needs will depend on the complexity of the final project. Ms. Zicko pointed out that the photos in the presentation showed very simple landscape plans that may require less maintenance. Mr. Pilyaysky reiterated that the Committee should keep ADA access at the forefront of discussion. He also reinforced the importance of including children's voices in the survey and possibly including children in the design process. Ms. Dubois suggested a contest or just asking for ideas. The Committee agreed it would be fun and exciting to see what children would like for an outdoor space. V. Round Table Discussion, Updates, and Last Month's Action Items Review The Committee will start working on survey ideas and questions. Ms. Lannon suggested she and Ms. Zicko connect with Jayne Wellman, who handles communications for the Town. Mr. Pilyaysky reviewed the future schedule and action items, noting this was a good time to rethink some of the next steps, particularly concerning reaching out to other committees and boards. Ms. Stone asked about Open Meeting Law rules for convening multiple boards or committees. Ms. Lannon gave a brief outline. Mr. Pityaysky noted that regardless of inviting others to attend Committee meetings or attending meetings of other bodies, it will be necessary for the Committee to distribute as much information as possible to keep people informed. Page 12 VI. Review the Schedule, Discuss the Next Steps, and Assign Action Items Ms. Stone noted that the funding issue came up at the Board meeting. She felt it was important for the Committee to get a better handle on funding resources, perhaps assigning one or more people to work on this. She commented that the Committee should only reach out to landscape architects once we have a better idea of the scope of the project budget. Ms. Lannon suggested contacting the Reading Public Library Foundation (RPLF). She will reach out to Trustee Patrick Egan to discuss if the Committee or Committee Chair could present an RPLF meeting. Mr. Pilyaysky noted that would be a good opportunity to update or refine the presentation. Regarding the survey, Ms. Zicko noted the importance of formulating good questions to generate helpful answers. Ms. Stone recalled a previous economic development survey about parks and open space. Ms. Lannon will contact Mr. Ben Cares at Town Hall to get data from that or other related surveys. Mr. Talbot noted raising money is one of the first priorities for the Committee. Ms. Dubois discussed memorial activities (personalized bricks, adopt -a -plant, etc.). Mr. Pilyaysky agreed that phase one would be to secure up to $20,000 for feasibility/concept design assistance. Ms. Dubois suggested the RPLF is an ideal place to start. Regarding grants, Ms. Lannon will ask Town Staff (Mr. Cares, Mr. Makez, DPW Director Jane Kinsella) if they have any ideas or leads on grants for outdoor placemaking. Ms. Stone suggested creating a list of sources. Ms. Lannon will start a resources spreadsheet that will include tabs for donor organizations and grants, other fundraising ideas, and individuals throughout the Town who can provide more information or assistance. Ms. Dubois asked about the summer schedule. Ms. Lannon noted that scheduling a presentation to the RPLF might determine action items for summer months (e.g., updating the presentation and developing the funding sources spreadsheet). Ms. Dubois and Ms. Slone volunteered to meet with Ben Cares and Andrew MacNichol. Ms. Lannon will facilitate introductions and assist in scheduling the meeting. Ms. Dubois noted such a meeting should be during regular work hours for these town employees. VII. Future Agenda Items The Committee assumes the next meetings will be on July 20 and August 17, focusing on funding. Mr. Talbot resigned from the Committee. The Committee thanked him for his work, ideas, and input. VIII. Adjournment 6:13 p.m. Motion: To Adjourn (Stone/Dubois) Vote: Approved 60 Respectfully Submitted, Chenie Dubois, Vice -Chair Gage 1 3