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Home My WebLink About2024-02-15 ad Hoc - Library Landscape Committee Minutes�4C Town of Reading L);,s y Meeting Minutes 2024 MAR 25 PM 12: 40 Board - committee - Commission - Council: Ad Hoc Library Landscape Committee Date: 2024-02-15 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; Jake Soucy, Secretary (remote); Elaine Stone (remote); Desiree Zicko (remote) Members - Not Present: Andrea Hogan; Cappy Popp Others Present: Amy Lannon, Library Director; Minutes Respectfully submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order 7:06 p.m. II. Public Comment No public comments were made in person or remotely. III. Update from Working Group Members on Activitas Engagement Ms. Dubois and Ms. Zicko reported that the working group met with Activitas in February and will be meeting with them again in March. Ideas from the community survey were reviewed. Elements from three potential conceptual designs were discussed, but no conclusions were drawn. A fourth concept was eliminated because the five spaces in the front of the building are necessary to meet the minimum number of parking spaces required by the original building grant. The possibility of a raised stage and associated safety and maintenance concerns were briefly discussed. Director of Public Works Christopher Cole shared the draft designs with his department and solicited additional feedback. The Police, Fire, and Engineering Departments will also be consulted. Conceptual designs will be further revised and at least two feasible options will be presented. An estimated order of magnitude cost will also be provided. Dr. Pilyaysky mentioned the possibility of structuring the project in phases, which could help with fundraising. Ms. Dubois stressed the importance of ongoing maintenance to facilitate ongoing community engagement and investment. IV. Discussion on Community Engagement Flyers, newsletters, and other forms of communication may be distributed to community members to raise awareness about the project. A neighborhood meeting may also be Page I 1 hosted. A poster board display in the Library lobby showcasing designs and information about the project may also be developed. Ms. Stone questioned the pace and contents of public relations content, which will be further discussed along with funding sources and changes to the slide deck presentation. Ms. Dubois suggested a single informational sheet explaining why and how the project is being done. Ms. Lannon will reference promotional materials used for the original Library building project. Dr. Pilyaysky noted that community engagement can be flexible as the project evolves, although visuals could have a high impact. Ms. Dubois suggested a display on the Bright Sign display screens at the Library. A QR code that links to the Library Landscape Project page on the Library website could also be created. Ms. Zicko will work on a communications plan, although a planned schedule for the project is essential. The possibility of promotion at community events such as the Reading Lions Club Friends & Family Day in June was discussed. Mr. Soucy plans to communicate with immediate Library neighbors face-to-face to inform them of the project and potentially seek feedback and involvement. Mr. Soucy plans to print off informational packets showing potential design concepts. Ms. Dubois emphasized the fact that the project will be funded through private donations rather than taxpayer dollars. This could help diffuse misinformation and negative feelings toward the project. An additional neighbor meeting soliciting feedback could also be scheduled after Mr. Soucy's initial interactions with neighbors to facilitate a more informed discussion. Dr. Pilyaysky clarified that Activitas does not plan to conduct another survey. Information missing from the community should be considered and feedback solicited in other ways. Ms. Dubois suggested having comment sheets available in the Library accompanying a poster board display. Ms. Stone mentioned that the Portland Museum of Art successfully provided notecards, pens, and pencils alongside architectural models to collect feedback on their renovations. Ms. Dubois suggested promoting the project alongside the popular Children's summer reading program to help introduce more families to the concept of the landscape project. Ms. Lannon suggested that after collecting feedback through June, the project could potentially be broken down into phases and taken out to bid in July. However, it is important to see how feasible the potential landscape architect plans will be to implement. A revised pace may be necessary, especially if costs come in higher than expected. The Committee plans to review the final design proposals at its March meeting before beginning community engagement efforts. V. Report Updates on Prior Action Items Ms. Stone and Ms. Zicko did not have any action hems and were waiting for additional information from Activitas. Ms. Dubois provided an update from the February Activitas Working Group meeting above. Dr. Pilyaysky has made some revisions to the slide deck to facilitate further outreach efforts. Ms. Lannon noted that three main messages for the project could be identified to highlight the project, including the lack of taxpayer funding, community, sustainability, or other ideas. As communication resources are developed, the slide deck can be narrowed down to reflect the progress and costs of the project. Ms. Stone suggested aligning promotional efforts with the Massachusetts sales tax holiday in August to emphasize the tax-free nature of the project. VI. Review Potential Funding Sources Dr. Pilyaysky suggested further brainstorming of different community groups that may provide a source of funding for the project. However, more information about estimated costs is needed. Further development of the slide deck and other promotional materials Page 1 2 is also necessary. Ms. Zicko noted the importance of interacting with organizations at the appropriate time in their budget cycle to allow time for planning and allocation of funds. Multiple interactions highlighting updates on the project may also be helpful. Dr. Pilyaysky suggested networking with personal contacts at community organizations to help solicit donations. Ms. Dubois questioned the nature of making installment donations time rather than just a single donation. Ms. Lannon suggested seeking guidance from someone more familiar with the mechanisms of nonprofit fundraising. VII. Review Proposed Updates to Slide Deck and Further Outreach to Other Groups Dr. Pilyaysky reviewed an updated slide highlighting recent achievements, including meeting with the Board of Library Trustees, contracting with Activitas for landscape architectural designs, establishing a working group for the project, engaging with Library neighbors, soliciting feedback through a community survey, and reviewing draft conceptual designs, Dr. Pilyaysky outlined future goals for the project including community engagement, additional neighborhood meetings, fundraising, and the finalization of designs and recommendations for the project. The slide deck is fluid and subject to change as the project progresses. VIII. Approval of January 18, 2024 Meeting Minutes Motion: To approve the minutes of the January 18, 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Dubois / Pflyaysky) Vote: Approved 5-0 IX. Future Agenda Items and Action Items Dr. Pilyaysky asked for new agenda items and encouraged Committee members to send him agenda items any time before the next meeting. Ms. Dubois suggested discussing funding, although this may be better suited for April after additional communications with Activitas about the estimated cost of the project and potential fundraising opportunities. Ms. Lannon and Ms. Zicko will develop a communications packet with promotional material. Ms. Zicko will draft a tentative schedule for the project and its promotional efforts in collaboration with Dr. Pilyaysky. Dr. Pilyaysky will share the updated slide deck and potential sources of funding. Mr. Soucy will wait for further updates before formally approaching his neighbors about the project. Ms. Dubois will take a picture of her sink from the original Highland School for potential inclusion in the project. Ms. Stone will further research and draft feedback methods and visual aids similar to the Portland Museum of Art project she previously mentioned. X. Adjournment 8:05 pm Motion: To Adjourn at 8:05 pm (Zicko / Stone) Vote: Approved 5-0 Respectfully Submitted, Jake Soucy, Secretary Page 1 3