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Home My WebLink About2024-05-23 ad Hoc - Library Landscape Committee Minutes�, ora � 11 Board - Committee Town of Reading Meeting Minutes RECEIVED TOWN CLERK RE. ING, MA. M4 ju'd 24 AN I I: 17 Commission - Council: Ad Hoc Library Landscape Committee Date: 2024-05-23 Time: 7:00 PM Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: Location: Conference Room Session: Open Session Version: Final Genady Pilyaysky, Chair; Cherrie Dubois, Vice -Chair; Jake Soucy, Secretary; Elaine Stone (remote); Desir6e Zicko (remote) Members - Not Present: Andrea Hogan; Cappy Popp Others Present: Amy Lannon, Library Director; Meaghan Clemente, Library Administrative Assistant; Minutes Respectfully Submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order 7:02 pm ll. Public Comment No public comments were made in person or remotely. 111. Report on the Board of Library Trustees Presentation Dr. Pilyaysky reported on his recent update presentation to the Board of Library Trustees on Monday, May 13". Dr. Pilyaysky summarized the original Activitas design proposal, focusing on the facts presented rather than the opinions of the Committee. Dr. Pilyaysky emphasized the Committee's commitment to due diligence in assessing the scope of the project through value engineering. Investigating alternative paths for reducing costs while maintaining quality and durability is key. Once the scope and cost of the project have been further refined, additional updates will be presented to the Board of Library Trustees in the future. The Board has not been updated on the details of the value -engineered version of the Activitas proposal IV. Report Updates on Prior Action Items Mr. Soucy reported that direct sunlight does impact the proposed stage area on the hill, especially during the evening. The orientation of the building and seasonal sunlight changes were briefly discussed. Although Activitas can implement the construction of its landscape architecture design, Ms. Dubois researched alternative vendors. Ms. Dubois is awaiting a response from Sasaki, who has engaged in other library architecture projects. Ms. Lannon met with Director of Operations and Procurement Officer Jayne Wellman regarding the Committee's progress on the project and next steps. Ms. Wellman noted that the $23,000 invested in the feasibility study and initial designs was well spent and established a reasonable scope for the project. From a procurement perspective, the Town has discretion on design services and could contract with Activitas for the design specifications and to build. As a general contractor, Activitas would manage various construction tasks and subcontract with the lowest bidders. A project under $1.5 million does not require an owner's project manager. Going out for design allows the Town to award the contract to the vendor with the preferred design, even if it is not necessarily the lowest bid. A Request for Quotes (RFQ) could be solicited from Sasaki and other landscape architect design vendors. Although the Town has engaged in other projects with Activitas, there may be opportunities to work with other vendors. Additional value engineering may also be possible. A very specific document would be drafted by the Town detailing the layout, preferred features, and the budget. Expectations regarding communication and outreach with community stakeholders would also be established. References would also be requested. Ms. Lannon, Ms. Wellman, Community Development Director Andrew MacNichol, and Town Manager Matthew Kraunelis will be involved in crafting the RFQ. The Public Safety Department, Engineering Department, and Department of Public Works would also be involved in reviewing the final project for feasibility and safety. Ms. Zicko clarified that rough ideas in terms of location, square footage, and features from the Activitas design could be included in the RFQ. Additional alternate features could be specified if the budget allows. Determining the feasibility and scope of the project is a good first step. The Committee should then develop a consensus on budget and project priorities, which should then be recommended to the Board of Library Trustees for approval. The Board would help establish a timeline for the project. Generating community awareness and researching grant opportunities is then critical to secure future fundraising pledges. Once funding commitments are secured, the project should officially go out to bid with an RFQ. The RFQ will be generally advertised and directed toward specific vendors. Inflation and other rising costs should be considered, as this process will likely take some time. The Committee agreed that these next steps logically guide the future path of the project. An RFQ would be helpful in further investigating costs, conducting due diligence, and demonstrating the value of donations invested in the project. Despite the project not using municipal funds, Dr. Pilyaysky inquired about the need for Town Meeting approval for the project. Ms. Lannon will further investigate this issue. Ms. Lannon noted the possibility of the Department of Public Works (DPW) assisting with tree removal and regrading soil to potentially generate cost savings. The DPW would bill the Library for all associated costs in terms of supplies, equipment, salaries, and more. Mr. Soucy suggested further conversations with the DPW to determine their capabilities and availability to assist. Ms. Lannon cautioned that there could be a misconception about municipal funds being used for the project if DPW personnel and equipment were spotted on the Library construction site. Page 1 2 V. Discussion of List of Proposed Landscape Project Request Items and the Activitas Updated Report Dr. Pilyaysky reviewed the updated value engineering study design from Activitas. Changes are highlighted in red. Improvements to soil and grass may have been initially overestimated in the original proposal. Using concrete pavers and different light fixtures would also result in cost savings. The cost of the updated design has been reduced from approximately $1.4 million to $750,000. Dr. Pilyaysky suggested that the Committee members individually create a prioritized wish list of design features they would like to see included in the RFQ if approved by the Board of Library Trustees. Results from Activitas' public survey and word cloud may help determine priorities. Examples of features such as lighting. planters, native plants, paved areas, a performance stage, shaded areas, seasonal usability, pergolas, and other structures were discussed. General locations for these elements should also be identified. These features could be described in such a way that vendors would present different alternative solutions using materials from different commercial manufacturers in their proposed quotes. Identifying core functionality is key to maximizing value. Focusing on the elements themselves rather than the prices included in the Activitas proposal is also essential. Ms. Lannon will connect with individual committee members ahead of the next full meeting on June 20" to collect ideas and draft a project wish list. These prioritized project elements can then be organized into a presentation to the Board of Library Trustees, along with an established total project budget. Public engagement and project promotion will then be the Committee's main focus. Ms. Dubois noted that community members are already showing interest in the project and pledging donations. VI. Approval of May 6, 2024 Meeting Minutes Motion: To approve the minutes of the May 6. 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Dubois / Soucy) Vote: Approved 5-0 VII. Future Agenda Items and Action Items Each committee individual member will identify and prioritize design features they would like to see included in the project wish list, which will be compiled by Ms. Lannon. Ms. Lannon will coordinate with the Town Accountant regarding the creation of a designated landscape gift fund. Dr. Pilyaysky will connect with State Representatives regarding potential state grant funding for the project. Dr. Pilyaysky also welcomed additional suggestions for agenda items ahead of the next meeting. Ms. Clemente mentioned that the Library is inviting the community to participate in the creation of an ongoing community art installation on the School Street side of the building this summer. Painted rocks can be added to Reada the Rock Snake beginning on June W. PaQ, 1 3 VIII. Adjournment Motion: To Adjourn at 8:00 pm (Stone / Dubois) Vote: Approved SO Respectfully Submitt , y Jake Soucy, Secretary UPDATE FROM: LIBRARY LANDSCAPING COMMITTEE (LLC) Ch eDubois - LLC Vice -Choi; Libmry Tmsteo Md. H(igon - Sent LibmryA clote,R ding Public Dbtory Gena Rybveky- LLC Chair; Climate Advisory Commetee Member Ca,b, Papp - obmry Trumea May 13th, 2024 Joke Sauq-LLCSecmtbry Elokle$Icf9-Rending Community Gortfen Membel OaelrbelJnim- Communicpibns Specialist, Reotling Public Library SUPPORTING RPUS CORE MISSION: ...A center and resource for learning and civic engagement. We provide a place and platform of, by, and for the people who can benefit as individuals as well as contribute to the well-being of the community. BY CREATING Dedicated ouldaor space for learning & engogiament • E.g., educational events about nature, plants.& gardening, outdoor storytlme. and other programs and events for all ages Space for small groups • Study sessions, book clubs. discussions • Improved accessibility U READING 01 COMMUNITY OUTREACH • Distributed survey • Held public sessions 02 BOLT VOLUNTEERS & RPL STAFF • Included as members on LLC • Provide updates to BOLT 03 LANDSCAPE ARCHITECTS • Working group with Activitas • Iterate to converge on a solution 04 TOWN STAFF • Included in LLC as member (non-voting) PUBLIC SURVEY Survey generated 250 responses • 90% of responders visit the library monthly 0 37% weekly 0 50% visit with children • 35% am satisfied with current events 55% of responders want more events • Shade, seating, and green space were top of the priority list Alk READING PRELIMINARY CONCEPT It_ 3 N.FkU�HC]Ib7 ws-� , R EAUI NG SHADE, SEATING, GREEN SPACE Ab READING SHADE, SEATING, GREEN SPACE CONCEPTUAL DESIGN FROM ACTIV PRELIMINARY OPINION OF PROBABLE PROJECT COSTS MOBILIZATION AND SITE PREPARATION EARTHWORK�AND DRAINAGE IMPROVEMENTS SITE FURNISHINGS - I PAVEMENT /MASON P>' SITE LIGHTING AND ELECTRICAL UPGRADES $°9'. A,`:DSCAPE & SITE IMPROVEMEIJIS ,.'aAUCTION SUBROtAt oix cei Fz co anmons :em F;i,'!e Pkc:q $1,C40.302 CONSTRUCTION CONTINGENCY - $208,060 f I COSTS AND DESIGN FIFE $124,837 PRELIMINARY OPINION Of PRQB48LE PROJECT COSTS $1,373200 READING 01 COMMUNITY OUTREACH • Presentations, concept posters, etc. 02 CONCEPT REFINEMENT • Cost reduction • Further discussions w/landscape architects 03 IDENTIFY FUNDING SOURCES • State & Federal grants • Local community groups& private donations THANK YOU Reading Public Library VALUE ENGINEERING STUDY MAY 9, 2029 READING CONCEPTS I Preferred Opfinf ACTIVITAS M¢ex neFnetlme enA aperee YM►.c a direr VALUE rYq.a YIP vw2oo ctl mNa ENGINEERING o.Y.: wMOYa 2ox4 STUDY RE 559 MAY 1024 tlIR w.omrr.. wrdrmv�am�ry.naoma cmnrvmvid�mao. rnncan mr.un mm wr �,n u,e ucx.a cmr d mern,� r.ou m opamarrmaecmoan;o�cm wea,a wm.aJ�...�„mmar9�. mrrJ.v+ir,p=ar ard,a.mm.m«vlp,mra,w�., I�,m.r,m,.. a,.,,,r,,.,o.oaw pvaar,.x m m.rs.,,rea wme�a�a,o ml.d.m!�I avW o.,+wmJaNllaa.r,r dma.rx,am,va..,tlrowa.wetl r.„.Imasm>nd, a r,mmmromrro,w. edd.,mu. ama;or.a a,.ul,aa., d,md.a.n. r,,: pgxr mJ esM Ra'irk mrd rbo6mmaa yaq. mwnp. 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