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Home My WebLink About2024-06-24 ad Hoc - Library Landscape Committee Minutes RECEIVED ByTown CMrt GP af 8:03 am,JW T3,3020 Town of Reading '3 �= Meeting Minutes �a ��. �o..o^ Board - Committee - Commission - Council: Ad Hoc Library Landscape Commi[tee Date: 2024-0640 Tme: 7:00 PM euilding: Reading Public Library Loca[ion: 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; Andrea Hogan (remote); CaDPY Popp (remo[e); Elaine Stone; Desiree Zicko Members - Not Present: Others Presenh Amy Lannon, Library Director, Minutes Respectfully Submitted ey: ]ake Soucy, Secretary 7opics of Discussion: I. Call to Order 7:02 pm II. Public Comment No public comments were made in person or remotely. III. RepoR Updates on Prior Action Items Dr. Pilyaysky had a positive comersation with Massachusetts State Senator Jason Lewis regarding the etlucational and community benefits of the eMerior Library landscape project. Atthough no specrfic grants or funding sources were recommended, something may be available. On behalF of the Committee, Senator Lewis will contact a few colleagues regartling guidance on the project in the coming weeks. Dr. Pilyaysky followed up with an email and shared the recent presentation slides shown at the Board of Library Trustees meeting and will keep in contact as needed. IV. Discussion of Project Wish List Priorities Ms. Lannon clarfied that ihe sunset date of t�e Commitlee is 24 months from its establishment. Therefore, Ihe Committee will sunset in February 2025 since its f rst meeting was in Pebruary 2023. This can be eMended if needetl. Ms. Lannon presented an overview of project wish list priorities itlentifietl by intliviAual Commitlee members in the form of a vision board that usetl elements from the Activitas conceptual desgn as a starting poin[. The community survey identifed shade and seating as top priorities. The Committee broke down seating by size and function�. individual, small group, or larger program. Gage I 1 For shade, the Activitas proposal included a permanent pergola structure to provide shade over the 32z16 patio aiea directly outside of the Community Room. Mr. Soucy noted ihat this shaded pergola seating area is his top preference. Ms. Zicko arrived at 7:14 pm. Mr. Popp felt that the paved outdoor pertormance area is more useable than the paved outdoor seating space for smailer gatherings. Mr. Popp no�ed that the current paved area near the bike racks is useable as is and would not require immediate adtlitional work in terms of plumbing, elechical, and native plantings. In the future, the bike racks coultl be removed to extend the patio with a more simplistic shaded area at a lower cost. Developing the proposed performance area would generate adddional usable space for the communiry without taking away any existing usable space. Mr. Popp suggesred relocating the four existing flat granite block seating on the side of the building to the stage area. Repurposing existing elements may help reduce costs and allow for additional oppoAunkies. Mc Popp's top preterence is for the pertormance area, as smaller discreet sea[ing areas cannot be used as effeQively by the Library for programming. The tlurebility of year-round seating in harsh weather is a concem. Lighting was not a top prioriry. Ms. Hogan had previously indicatetl the importance ot water and irrigatioa Mr. Popp acknowledged the impohance of irrigation for native outdoor plantings, as well as the potentialty high cost of installation. Ms. Dubois fett that developing the proposed performance area is most beneficial to library patrons attending outdoor programs. Additional dedicated outdoor seating for larger programs is critical(or adult attendees who may not be comfortable sitting on the graund. Ms. Srone would like to see a covered pertormance space, perhaps with a temporary seasonal soWtion such as a sail, canopy, tent, or umbrella. However, maintenance for seasonal elements is a concern. Shade and flexibility are key lo maximizing the event space for the Library and its users. Ms. Zicko emphasized her preferences for pertormance space, irriga[ion, antl plantings. Ms. Lannon noted some al[emative"Do R yourselP (DIY) ideas tha[were not included in the conceptual design. Relowting the granRe blocks or inves�ing in Adirondack chairs or picnic tables with umbrellas may help provide new seating options. The Depariment of Public Works(DPV�could help remove existing irees antl shrubs. Ms. Stone agreed more distributed seating woultl be flexible and attractive to different types of librery users. Ms. Stone also suggested establishing a rain qarden along the existing steep slope path and stairs near ihe main entrance to maximize wrrent drainage and prevent erosion. Ms. Zicko and Ms. Dubois suggested plantings around small sea[ing areas to help define[he space. Dr. Pilyaysky noted [hat the 32 z 16 patio area wtth a pergola woultl satisfy the community priorities identified in the survey. However, developing the proposed stage area and implementing smaller shaded seating and planling areas would also help accommotlate these needs. Dr. Pilyaysky would like to see the proposetl stage area become a useful space for the Library. Mr. Soucy asked about Ihe usability of the stage area for the Library staff. Ms Lannon noted that builtling sealing into the slope would create additional seating in an area that is o(ten shaded until approxima[ely 5:00 PM. Flexible caf�tables and chairs Pa9e � ] could be used on the paved stage area when not in use for programs. The seating near the proposed stage area could be used for qatherings, performances, programs, antl other purposes. Creating a flexible public space with unique features would benefit the communiry. Ms. Lannon noted lhe importance of identifying an audience of people using the space when creking a narrative about[he project and its purpose for the Board of Library Trustees. Possible audiences could be library users, librery staff, nearby neighbors, or residents hom elsewhere in Town who tlo not Requently use the Librery. Ms. Zicko believes that Library staff would be interested in the proposed stage area and the future programming possibilities associated with it. However, outdoor spaces for staff to take breaks, eat lunch, and make personal phone calls are also importan[. Ms. Dubois acknowletlged that atlditional uses�or the space may anse as people start using il Ms. Lannon raised the possibiliry of implementing the project in smaller phases, slowly expanding and adapting the outdoor areas to accommodate increased usage and ideas. Or. Pilyaysky fek that a key element is to establish an outdoor educational space tor chiltlren and that an outtloor auditorium-like space would expand programming opportunities. Ms. Dubois sugges[ed es[ablishing areas for caregivers to read to children outdoors or perhaps creating informational signage about plantings antl the environment. While children will not be ihe onty users of the space, emphasizing the ways they will benefit from it may help generate funding. The Committee discussed other ways to create social connections for all ages through outdoor checkers or chess boards and picnic tables people to gather and share meals. The outdoor space could be used for local civic group meetings. Ms. Lannon noted that the Librery's existing policies would be updated to reflect usage of the new outdoor space. Implemen[ing the pmject in phases will allow for additional fundraising, Flexibility, and feedback. Ma Zicko noted that the proposed pertormance area is highly visible and may help pmmote fudher gmw[h and donations for future expansion. Dr. Pilyaysky suggested an initial budget of$350,000 for phase one of[he projecL He fetl this amount would be attainable in contrast to the original estimate of$1.3 million. Dr. Pityaysky noted the signdicant cost of hardscaping, which could hopefully be minimized by repurposing exisling surtaces. Ms. Dubois and Mr. Soucy noted thal elecUical work may also be required for the stage area. Phase one could include the stage area and associated seating, as well as[he DIY elements previously discussed. Ms. Zicko suggestetl establishing some irrigation and electrical elements, which may be useful for DIY plantings and future use. Irrigation could consist of hose spigots or a sprinkler system. Ms. Hogan joined Ihe meeting remotely at 7:53 pm. The Committee discussed the possibility of soliciting separate greenscape and hardscape coniracts. This may help reduce costs and create opportunities to work with knowtedgeable local ezpeAs on native plantings. The budget and scope of work for the project may need to be adjusted to atlract realistic and competitive bids from vendors during the procurement process. Elec[rical and irrigation components should be included in phase one to allow for further expansion in future phases. Lighting upgrades are not a high prioriry, although bollaMs vage I 3 may provide electrical access. Ezlra daylight hours during the warm summer months usually provide light into the evening. Enterioi lights, except for emergency lights, are shut off shoRly after the Library closes. Dark sky compliance should also be considered. The Committee tliscussed long-term tlurabildy and usability of the space. For example, the stmcture of the Library building is expected to be usable for at least 50 years. Permanent masonry footings woultl provitle a solid foundation for seating and equipment that may eventualty need to be replaced. The hillside location may also pose diffcul[ies. The Committee agreed lhat the project should use materials expected to last at least 25 to 30 years. The Committee expressed interested in collecting water from the roof gutters in rain barrels. Mr. Soucy pointed out ihe Library has an underground tank collects designed b collect some water and control runoff into the sewer system. The Comminee agreed that aesthetics and sustainability are key elements. V. Approval of May 23, 2024 Meeting Minutes Motion: To approve the minu[es o/the May 2$ 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Dubois/Soucy) Vote� Appmved7-0 VI. Future Agenda Items and Action Items Dr. Pilyaysky will follow up again with Senator Jason Lewis. The diswssion of project wish list priorities will also continue. Dr. Pilyaysky also welcomed additional suggestions for agentla items ahead of the neut meeting on July 18'". Ms. Lannon will review the Committee's wish list priortties and dreft a proposal of the Committee's recommendation to the Board of Library Trustees for future bid documents. VII. Adjournment Mofion: To Adjoum af 8:26 pm (Stone/HoganJ Vote: Appioved 7-0 Respectfully Submitted, �� Jake Soucy, Secretary vaoe i n Library Landscape Project Goah focus recommendations for Boartl of Library Tmstees 6ased on Committee Member's eaperience antl review of the data collected to tlate.W[h allyou have leametl,wha[to do[hink? 1) ALLINBUDGETRECOMMENDATION:TheLLChasgottenaverythoughttulteasibilirytlesignthat includes Ihree major hardscape etements antl four identRietl greenscape areas.The cost opinion for this tlesign was an estimatetl$1.3 million[hat was a roug�ortler of magnitutle.What tlo your recommentletl"aLL-in"6utlget recommentlation for a fuU,value-engineeretl,or partial tibrary land5tape prolett: E7.3M $750,000 5500,000 5250,000 2) GREENSCAPEALLOCATION: The$7.3M butlget includetl-$60,000(4.6%)for ptantings antl irrigation.7he vaWe engineeretl version($BOOK)incWded-32,000(4%)for plantings and irrigation.What amount tlo you think is reasonable for overall Greenscaping. Eiso,000 S�oo,000 S�s,000 Eso,000 fss,000 3) Howtloyoufeelaboutseparatingout[heHartlscapeportionfromthe�reenscapeportion. The woultl mean two bid documents(subsequen[,not simWtaneous). VES-NO-No Opinio� 4) Please prio�itize the Hartlscape antl Greenscape elemen[s.(See Diagram) Prioriry ID Description Type Comments H1A 32xi6pa[ioarea(9-'12) HartlsCape H2A 16zt6 stat area(6-8) Hartlscape H26 Hillsitlesea[ing(30-40) Hartlscape G1 SEcomerbywalkwayro Greenscape entrance/in front of Communiry Room GZ Raised beds arountl patio Greenscape area G3 NEsitleoutside Greenscape Communiry Room G4A Northsitlebuiltling Greenscape G4B Northsitlehyeriveway Greenscape GS FullSchoolStreetLawn Greenswpe . r .R _ . 10965WKHI � � �� 7HE BUItDIN � ',.�WHEN11W0.S �! , �, ,� �� . - . . HIQ6HIAN0�.`�'� " � `\ _. . . . �.r.s..s-.... f J TIIASHi � . I�YCLING 1 � iD �- NLZEPiACCBSy- d.� O � �- � � UNIIPAVERPAiI " WIIH PERGOIA „ _ SiROGiURE � .-.1.� ! , . . . i , .�INMG WALL I - PLANIE�6 � ':�� I ro � (9 a a . qiPLANI BED.., � - �'�,' —_ m ,.i16HfBOLLARD � � , .�::�t...`_""`��t3�.".�-.. ! � � 11ERfD5FA➢NG(30-qOSEAiINGCAPACIfY) _ I6'X 16'UNI�PAVEk SiAGE 5) WhatisMefeelingthatusers�oultlhave? _Comry Outtloor Room _Community Park _Garden Getaway 6) Seating-AuOience Prioriry a Description Comments i-3 Intlivitlual,pairetl work,work breaks (RPL Staf� 46 Families,smallgrouplunchbreaks 7-12 Group/CWbmeetuDs(non-library) 73-40 LibraryUsePrograms Who is the target aUtlienCe? _Library Users:Visitors who use[he library or attend pfOgfems _Neighborhootl space:appealing to abutters within 500 ft radius _Destination Space:Broatler communiry who may not use the library 7) Seating-7ime:HowlongwilWisitorsusethespace? 1-3 hours 4-8 hours 8*hours 8) ShaOe Neeas:Thinking a6out probable use,what is prefertetl antl wha[is the priority? _Temporary Seasonal(sail,canopy/tent, umbrellas) _Permanen[(Pergola) _Other 9) Lighting:Assumingincreasedacbvirywithinthespace,howwouldyouprioritiiethefollowing? _No change to ezisting lighting _Supplement whaYs there _Full replacement 10) Powec Thinking about pro6ably use,how do you priori[ize[ha following powe�options? _C�arging Wifi Other 11) Irrigation: _Ins[aLLed dripline system _Access to multiple spigots 12) Durabiliry 25 yrs 50 yrs 75 yrs 100+ Other notes