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HomeMy WebLinkAbout2024-03-20 ad Hoc - Library Landscape Committee Minutes� ur Town of Reading 5 Meeting Minutes Ja:11P[oPP�htl - Board - Committee - Commission - Council: Ad Hoc Library Landscape Committee Date: 2024-03-20 Time: 7:30 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; Cappy Popp (remote); Elaine Stone; Andrea Hogan; Members - Not Present: Desiree Zicko Others Present: Mark Novak, Activitas Design Principal (remote); Meaghan Clemente, Library Administrative Assistant; Minutes Respectfully Submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order 7:28 pm. IL Presentation from Activitas Design Principal Mark Novak presented Activitas' preferred landscape design concept, developed in collaboration with a working group composed of some Ad Hoc Library Landscape Committee members and engineering, fire, police, and administrative representatives from the Town of Reading staff. Activitas has worked with the Town of Reading on other projects. Mr. Novak provided an overview of the project, which included a review of opportunities on the property that could enhance its connections to the surrounding neighborhood community. Accessibility, signage, and lighting are key in public use areas. However, bright lighting is a concern for abutters. Mr. Novak noted that he will review existing vegetation and potential enhancements in the conceptual design. An outdoor environment for learning and gathering is important for library users. The plan will include various sustainable plant materials for education, allow for gardens, and provide access to water and irrigation for ongoing maintenance and care. He noted the need for seating for smaller gatherings and a larger area for storytimes, concerts, and other entertaining programs. People generally gravitate toward gathering areas that are well -lit, intimate, and comfortable. Mr. Novak reviewed precedent images showcasing amphitheater concepts with reclaimed granite built into slopes. Quotes or names of key donors could be engraved into the stone if desired. Page I 1 Mr. Novak presented a word cloud displaying key takeaways from community survey responses. Seating, shade, accessibility, and gathering areas were featured prommentty, although native plantings, pollinators, and perennial gardens are also priorities. A gathering space off the east wing was a key element, featuring handicapped access from the Community Room to a flat plaza with a paved patio, Some regrading and additional fill would be required to adjust the hill slope in this area. The design recommends developing a retaining wall featuring planters around a pergola structure, providing shaded seating in a handicap -accessible intimate gathering area. There would be two pre-engineered pergola structures measuring approximately 16 square feet each Although open on the sides, a roof that automatically senses rain could be closed to provide some shelter during a mild storm. Storm water would be pumped through a drainage system. The group discussed the possibility of harvesting rainwater in rain barrels or using rainwater in the planters and lawns through an irrigation system, although this may increase costs. The Committee expressed concems about the lifespan of the pergola structure, especially the operational mechanism on the roof. Dr. Pilyaysky questioned whether the pergola roof could be manually operated in the event of electrical or mechanical issues. Mr. Novak clarified that the roof is hardwired and will find out more about warranties from the vendor. Mr. Novak noted that the proposed pergola is the Uplift Structure model from Landscape Forms. A charcoal color is pictured, although various color options are available. Grey would match nicely with the existing metal and proposed bollards. The pergola can incorporate multiple features such as privacy screens, whiteboards, audiovisual outlets, data jacks, meeting tables, raised seating tables, Wi-Fi access points, monitor hookups for presentations, and more. The space is intended to be flexible but functional as a casual meeting and relaxation space and an outdoor classroom. An original sink from the Highland School would be featured in a plant bed around the edge of the building, near a paved walkway providing access to School Street and the Library's main entrance. The paved path would continue toward Middlesex Avenue and an entertainment stage with tiered seating along the front corner of the building. Handicap access would be near the stairwell door, with added curbs to improve safety. This tiered seating would create a large but intimate venue away from the commotion of cars in the driveway and neighborhood. Ms. Stone questioned whether optional lawn chair seating for spectators would still be possible. Plantings and trees could be adjusted to allow for visibility. Dr. Pilyaysky asked for clarification on the dashed lines in the proposed front path, which represent existing stairs along the slope of the front driveway. A performance area at the same level as the natural grade will be easier to implement and maintain and could provide for year-round use. An alternate conceptual idea features a pergola structure over the performance stage. However, corner posts would limit spectator visibility. The pergola over the stage would also reduce seating from approximately 40 to 50 seats to 30 to 40 Mr. Novak presented sample light bollards for installation along the walkway. The low- level posts and tree moonlighting could provide a softer ambiance for abutters while maintaining pedestrian safety. Mr. Soucy questioned the height of the proposed bollards. Mr. Novak clarified that the proposed bollards are Annapolis Bollards from Landscape Forms and would be composed of complementary metal that matches well with the contemporary nature of the existing Library's architecture. Options for Wi-Fi access points, outlets, and charging stations within the bollards are also possible. This may help further extend and enhance Wi-Fi accessibility on Library property. Ms. Stone questioned the direction of the lighting regarding dark sky compliance. Mr. Novak clarified that the lighting could be focused on walkways rather than the grass in a Page 1 2 downward direction. Trash and recycling receptacles would also be established to maintain a clean appearance. Mr. Novak also presented Carousel Tables from Landscape Forms. These well - constructed, durable metal tables have four to five layers of powder coating and can be secured to the ground for year-round outdoor use. Circular and square tables are available in various colors. Heavy but moveable chairs are also available for secure seasonal use and are stackable for indoor winter storage. Mr. Novak proposed the usage of Umbriano (Summer Wheat) pavers from Unilock for the patio area, which would tie in with the brick of the building. The stones are much more dense than residential pavers and will not lose color or retain as much water. The surface of the pavers is also easily washable. Mr. Novak clarified that the proposed pavers are not permeable, but permeable pavers could be an option. Mr. Popp expressed concems about stainability. Water would run through the joints between the pavers into a natural groundwater system. The Town's Engineering and Water Departments would be closely involved in drainage design. Mr. Popp questioned the electricity supply needed for the performance space, pergolas, and lighting. Mr. Novak noted that a complete electrical survey of the existing building would be conducted, and additional enhancements and improvements would be required, likely pulling from an existing building panel to a mini panel outside. Mr. Novak presented the rough order of magnitude preliminary opinion of probable project costs as $1,373.200. This includes approximately $125,000 of soft costs and design fees for the review and development of the project by a professional landscape architect, engineers, and surveyors. The cost opinion includes a 20% construction and design contingency amount due to the conceptual nature of the plan, which may need to be adjusted and reduced as the project progresses. Mobilization and site preparation are estimated at $49,170. This would include construction fencing, erosion control, slope adjustments, and other construction preparations. The projection for earthwork and drainage improvements is $30,240. The cost opinion estimates site furnishings at $170,500 and includes tables and chairs and two pergolas that are approximately 16 It x 16 ft and $75,000 each. Pergola costs may vary slightly due to customization options. An optional pergola over the stage area would cost an additional $108,000 above the proposed total. Pavement and masonry are estimated at $387,030. The primary driver of this is the massive cast stone tiered seating. Site lighting and electrical upgrades estimates are $89,600, with additional landscape and site improvements estimated at $140,379. Although project costs have come in higher than expected, it may be difficult to break the project down into more cost-effective phases due to the expense of durable materials and construction costs. The Committee thanked Mr. Novak and Activitas for their informative presentation and ideas, which complement the existing building and would significantly enhance outdoor offerings in the Library space. Mr. Novak welcomed additional email correspondence to wrap up questions on the project. The Library could issue a request for proposals for additional bids for the project to compare pricing. However, Activitas would love to be a part of construction and implementation if the project moves forward. Mr. Novak exited the meeting at 8:25 pm. 111. Discussion of the Presented Material The Committee discussed strategies to potentially reduce costs for the project, which came in higher than generally expected. Although appealing and attractive, some high - Page 1 3 end design features could be modified to realize cost savings. Ms. Dubois noted the generosity of the Reading Public Library Foundation but expressed fundraising concerns due to inflation and other economic difficulties that are impacting many potential users and donors. The projected $150,000 cost for the pergolas was discussed. Dr. Pilyaysky noted that this seemed high compared to pergolas intended for residential use of similar size. The automatic roof feature may be costly and could malfunction. If the sides of the pergola are open, users may still get wet during a storm. Electrical wiring and monitor hookups may also be flexible. The pergolas will provide important shade for Library users for years, especially during hot summers. Shade is also important for visibility on computers, e -readers, and other electronic devices. Ms. Stone reminded the Committee that the community survey identified shade and seating as a top priority. Alternative materials, designs, and options could be explored. The accessible doorway near the top of the tiered seating is not accessible, as it is a fire door in the middle of an existing internal stairwell. Mr. Popp noted that alternative access is available by traveling on the sidewalk around the building. The cost of pavement and masonry could be significantly reduced by removing tiered seating near the performance stage and revisiting that option later. The Committee ruled out the optional pergola over the performance stage, as it would reduce the amount of available seating. Events would likely be moved inside in the event of inclement weather. Different materials could be explored for the tiered seating. However, the granite seating would likely be even more expensive, especially with a non -slippery finish. The Committee discussed the possibility of WkFi access within the light bollards. Mr. Popp noted that it would be helpful to closely examine the existing Wi-Fi coverage throughout the properly regarding distance from the building. The glass windows of the Studio space would have minimal impact on coverage along the proposed bollard location along the front driveway compared to other brick areas of the building. WI-Fi signal is useable in the Community Room and faintly from Mr. Soucy's School Street residence. Wi-Fi coverage could be improved by installing some, but not all, smart light bollards. The Committee expressed interest in assembling a Request for Proposal for other professional landscape architect firms to bid on implementing the Acdvilas design. While considering the general concept, additional modifications and possibilities may help reduce costs and provide new perspectives. The Committee discussed the priorities of the tiered stage seating area and the pergola patio area to break the project down into smaller phases, Mr. Popp believes each area should be considered in terms of the benefits that it would provide Library staff and patrons. The Library should assess the value of planned programs and usage to maximize the space and the donated funds for the project. However, some costs, such as mobilization and site preparation, involve both seating areas. It may cost more over time if these costs are incurred again during subsequent construction phases. The Committee discussed the issue of ongoing maintenance for plantings, determining that native plantings and access to a hose for water are priorities for reducing the maintenance burden. Mature plantings are expensive but provide additional appeal and shade. The Committee noted that additional maintenance may be required until plantings are firmly established. Page 14 IV. Public Comment No public comments were made in person or remotely. V. Report Updates on Prior Action Items TABLED VI. Approval of February 16, 2024 Meeting Minutes Motion: To approve the minutes of the February 15, 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Dubois / Hogan) Vote: Approved 6-0 VII. Future Agenda Items and Action Items The Activitas proposal will be further reviewed and discussed. Updates on prior action items, such as drafting a communications plan and schedule, promotional material, neighborhood engagement, and feedback methods, will also be discussed. VIII. Adjournment 9:14 pm Motion: To Adjourn at 9:14 pm (Popp / Soucy) Vote: Approved 6.0 Respectfully SubmitteI _ /' ' Sake S uo cry, Secretary Page 1 5