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HomeMy WebLinkAbout2023-07-20 ad Hoc - Library Landscape Committee Minutesr\� Town of Reading iu Meeting Minutes Board - committee - Commission - Council: Date: 2023-07-20 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Ktc _rown(E)vE� ERK 1d2d SEP pg AN� 04 Ad Hoc Library Landscape Committee Time: 7:00 PM Location: Conference Room Session: Open Session Version: Final Attendees: Members - Present: Genady Pilyaysky, Chair; Cherrie Dubois, Vice -Chair; Jake Soucy, Secretary; Elaine Stone; Andrea Hogan Members - Not Present: Desiree Zicko, Cappy Popp Others Present: Meaghan Clemente, Administrative Assistant; Minutes Respectfully Submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order at 7:03 p.m II. Public Comment No public comment. III. Approval of Minutes from June 16, 2023 Motion: To approve the minutes of the June 15, 2023, Ad Hoc Library Landscape Committee Meeting. (Dubois / Hogan) Vote: Approved 4-0 IV. Review the Updated Slide Deck Ms. Stone arrived at 7:06 p.m. Mr. Pilyaysky presented a tentative updated slide outlining and clarifying the concept for the project. Mr. Pilyaysky proposed that funding pledges would first be applied toward the services of a professional landscape architectural firm. A reserve would be created for long-term lawn care. Donated funds could be held in an escrow account, which would not be activated until the appropriate amount of money is raised. Excess funds not needed for the project would be returned to donors. Mr. Pilyaysky clarified the nature of creating an endowment fund and questioned its potential ownership. Ms. Dubois suggested checking with the Reading Public Library Foundation, which may also be able to provide some funding to facilitate the early stages of the project concerning the landscape designs. The Committee discussed the difficulty of fundraising without a concrete plan or design in place. Ms. Stone and Ms. Dubois mentioned the importance of a community survey in generating ideas for plans designed by a landscape architectural firm. Once a clearer plan is in place, the Committee can focus on fundraising and potentially obtaining grant funding. Mr. Pilyaysky acknowledged that there are multiple approaches to this project, which may change and evolve as new information is obtained and community collaboration develops. V. Update from Meeting with Town Manager Ms. Slone and Ms. Dubois shared an update from a recent meeting they had with Town Manager Fidel Maltez, Community Development Director Andrew MacNichol, and Economic Development Director Ben Cares. The Committee's progress on the project was met with positivity and enthusiasm overall. Ms. Stone reported a suggestion from Mr. Maltez regarding additional representation on the Committee from a member of the Town's permanent building committee and a member of the Select Board. Ex -officio members could include Mr. Maltez, Mr. MacNichol, and Mr. Cares to provide additional context and support in navigating the details of the project. The Board of Library Trustees will vote on authorizing the expansion of the Committee at its August meeting. Mr. Cappy Popp was recently added as a second Committee member representing the Board of Library Trustees but was unable to attend tonight's meeting. Ms. Dubois explained the professional experience and technical expertise of the members of the Permanent Building Committee, who have relevant architectural and engineering experience. Suggestions and approvals from the Permanent Building Committee would be valuable. Mr. Pilyaysky agreed that this would help assess the potential scope and liability of the project. Mr. Pilyaysky noted a vacant space in the Committee for another community member to potentially be filled after the resignation of Mr. Talbot. Ms. Dubois suggested that Library Director Amy Lannon could reach out to different community groups to solicit additional membership applications. Ms. Stone mentioned a playground architect that the Town has used in the past that Mr. Cares could connect the Committee with. Although they are not landscape architects, they may be able to assess the feasibility of ideas. Ms. Dubois noted the importance of involving children in the survey process. Ms. Stone mentioned that respectful input from abutters is also key. Ms. Stone shared that the cost of the project could be several hundred thousand dollars according to Mr. Cares. The project is complex and ambitious due to the slope of the outdoor space. Mr. Soucy noted the expense of structural retaining walls, power lines, and lighting changes. The possibility of solar panels could also be explored in the future. Ms. Stone reported that Ms. Lannon mentioned obtaining approximately $20,000 through the Reading Public Library Foundation to begin the development of landscape architect plans. Mr. Hogan reported on a Library Services and Technology Act (LSTA) grant entitled "Dig In! Growing Libraries with Gardens and Nature -based Learning Spaces" specifically for educational gardening projects at libraries. The Library has been awarded other LSTA grants in the past and could consider applying for this over the next few months. Ms. Stone mentioned that Mr. MacNichol may be able to help connect the Committee with other potential sources of grants and funding for the project. Ms. Stone and Ms. Dubois reported that Mr. Maltez was very supportive of the Town helping the Committee conduct a community survey. Surveys could be distributed by P., 1 2 email and completed in online or paper format. Children's librarians maybe able to solicit responses at programs, through a contest, or outreach at the local schools. Mr. Pilyaysky clarified that the development and distribution could be handled by the Town and the Library rather than the landscape architectural firm. Ms. Dubois suggested that the Committee survey the community, review responses, and present potential ideas and directions to the landscape architectural firm. Mr. Pilyaysky spoke about the Symonds Way Exploratory Committee and their community survey. Ms. Hogan suggested that Ms. Zicko could help formulate and phrase thoughtful questions to elicit quality feedback due to her professional marketing experience. Mr. Soucy asked for clarification on different surveys for adults and children and suggested tailoring the length and format of the questions to elicit interesting ideas and feedback. Mr. Pilyaysky spoke about the strong educational and programming components required for the grant and the nature of hands-on activities and community involvement in maintaining the Library grounds. Mr. Pilyaysky suggested creating a hybrid or remote option to encourage participation from new ex -officio Committee members. Mr. Soucy clarified that the Board of Library Trustees would first need to authorize additional members and that ex officio members do not have voting rights. Ms. Dubois suggested that Ms. Lannon could follow up regarding the next steps and involvement of new members. Ms. Stone suggested setting the survey as the Committee's main focus to determine the prioritization of project goals and accomplishments in accordance with the Library's mission. Highlighting key areas of the space may help with generating community interest and fundraising. Ms. Stone emphasized the possibility of obtaining initial funding from the Reading Public Library Foundation and stressed the importance of completing the project without any additional tax burden to residents. Ms. Dubois noted that donations to the Library are tax deductible. VI. Discuss Local Groups Who May Contribute to the Effort Ms. Pilyaysky outlined several possible opportunities for collaboration and fundraising with local groups. The LSTA Dig In! grant could potentially provide $20,000 of funding but requires a purposeful emphasis on gardening and education. The Reading Public Library Foundation and the Friends of the Reading Public Library are also possibilities. Ms. Dubois noted that the Friends are primarily focused on Library programming and were unable to conduct some of their regular fundraising activities due to COVID-19. The Rotary Club of Reading and the Reading Lions Club could be looped into fundraising efforts through short presentations to build awareness of the project. A sensory garden may be of interest. Ms. Stone noted that the Rotary Club assisted the Reading Community Gardens with the expansion of gardens dedicated to providing donations to the Reading Food Pantry both through funding and volunteers. The Women's League of Reading may help generate interest and involvement from families and children. Mr. Soucy questioned whether organizations or individual members would donate. Mr. Pilyaysky noted the importance of networking in navigating grants and funding opportunities that would be beneficial for this project. Donations from organizations and individuals would help advance the progress of the project. Ms. Hogan suggested reaching out to the Reading -North Reading Chamber of Commerce. Ms. Dubois suggested reaching out to local banks. Mr. Pilyaysky believes the initial primary focus should be on soliciting funding from community non-profit organizations. Perhaps selling bricks could generate revenue in the later stages of the project. Past Library donors may also be interested in funding this project. Naming rights for specific areas or structures could be offered in exchange for large donations. Ms. Stone reflected on the importance of accounting for ongoing maintenance. Mr. Pilyaysky noted the difficulty of keeping the ball rolling in terms of fundraising without the establishment of concrete plans or ideas. Ms. Hogan stressed the importance of building awareness of the project, which requires funding to provide more specific details. Mr. Soucy noted that the survey may help generate interest as well. VII. Future Agenda Items and Action Items The Committee will further explore the specific details and requirements of the LSTA grant, as well as deadlines associated with the application process, ahead of their September meeting. Other applicable grant opportunities may also be explored. Mr. Pilyaysky will reach out to his contacts in the Women's League of Reading to build awareness of the project. Ms. Dubois suggested reaching out to Mr. Patrick Egan, the Chair of the Board of Library Trustees and the President of the Reading Public Library Foundation. Ms. Hogan will contact her brother, who is involved with the Reading -North Reading Chamber of Commerce, regarding potential resources and assistance. The Committee discussed acknowledging public comments and questions received from members of the public. Although it may be difficult to specifically address questions and concerns due to the lack of detailed plans and funding, the Committee emphasized its focus on serving the Library mission and not placing any financial burden on taxpayers. The Committee assumes the next meeting will be on September 21 to allow for the authorization of additional Committee members by the Board of Library Trustees, progress on action items, and full attendance by existing members. Mr. Pilyaysky welcomed suggestions for future agenda items ahead of the September meeting. VIII. Adjournment at 8:24 p.m. Motion: To Adjourn (Stone / Dubois) Vote: Approved 60 Respectfully Submitted, Soucy, Secretary