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Home My WebLink About2024-07-18 ad Hoc - Library Landscape Committee Minutes ' y „ � Town of Reading - � � � � l� �; Meeting Minutes �y '��iv�o w"`P . . . Board - Committee - Commission - Council: Ad Hoc Library Landscape Committee Date: 2024-07-18 Time: 7:00 PM Building: Reading Public Library Loca[ion: Conference Room Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: Final Attendees: Members - Present: Genady Pilyaysky, Chaiq Cherrie Dubois, Vice-Chair; ]ake Soucy, Secre[ary; Andrea Hogan; Elaine Stone; Members - Not Present: Cappy Popp; Desiree Zicko Others Present: Amy Lannon, Llbrary Director, Meaghan Clemente, Library Administrative Assistan[; Jayne Wellman, Assis[an[Town Manager (remote) Minutes Respectfully Submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order 7:02 pm. II. Public Comment There were no public comments in person or remotely. III. Report Updates on Prior Actfon Items Ms. Lannon will present a compiled summary of the Committee's proposed recommendations in the neut agentla item. Dr. Pilyaysky reached out to state representatives about potential funding sources. Senator Jason Lewis referred Dr. Pityaysky ro several contacts with whom Dc Pilyaysky is working to follow up. One contact is primarily focused on federal rather than state projects. The Massachusetts Board of Library Commissioners (MBLC) recently awarded the Reading Public Library a $20,000 federal Library Services antl Techno�ogy Act(LSTA) direct grant for"Dig In! Growing Li6raries with Gardens and Nature-basetl Learning Spaces." Per Ms. Lannon,the(unds will be used for minor impmvements to the front gardens near the library entrance, indoor plants. and the second-floor patio garden currenHy used for Children's Plant Lab progremming. The grant includes funds for educational materials and intergenerational programming on gardening, the environment, nature, and sustainability. The grant will help establish the RPL as a community hub for nature and sustainability, which connects to the Committee's goal of improving green space on the School Street side of the propeRy. vage I � IV. Discussion of Project Wish List Priorities and Proposed Recommendations The Committee reviewed a drek of proposetl recommendations and wish list priorities identified from the $1.3 million cost opinion and fnal landscape concep[ual design from Activitas. The dreft included a summary of lhe Committee's process and progress. The Committee has identifed its primary or Phase One focus as the area outside the conference room, which could be used as a flexible performance and patio area. They noted the importance of shatle options ro promote the usage of this space during hot weather or light precipitatioa They agreed the pmject should include tieretl seating for 30 to 40 people built into the hiliside and incorporate existing granite slabs in the interes� of recycling. This sea[ing must be compliant with the Americans wi[h Disabilities Act (ADA) and must not create an undue general lawn maintenance burtlen on [he Department of Public Works (DPW). The Library could use[his space for progremminq, and it would be available to the public as a place ro gather, read outside, and enjoy nature. This Flexible hardscape space wou�d satisfy communiry needs itlentified by the Committee and in survey resul�s. The Committee agreed the Phase One project should include an educational native plant garden using perennials or shru6s Iha[support hirds antl pollinators along the northeast and east sides of the building. They also prioritized adding an educational rain garden along the southeast hill near the main entrance to prevent erosion, Members tliscussed exploring rain antl runofl collection to minimize water use. The Commitlee would like to incorporate a historic and original Highland School sink as a design feature. They agreed that access to water and ircigation through hoses or spigots is critical for properly maintaining these areas. The Committee discussed adding one tresh bin and one recycling bin in a way that does not negatively impact the space's use. Previously, ihere were complaints about the smell of trash in receptacles near the main enirance. The Committee reviewed possible al�ernatives for Phase Two of the project, noting that access to power connections for charging electronic devices is desirable but not a high priority. Phase Two could integrate povrer connections into upgraded light posts or standalone kiosks. They noted that any updated light bollards should safely illuminate walkways while maintaining dark sky compliance and minimizing neighborhood impact. They agreed that Phase Two could include removing or relocating ezisting bike recks outside the Community Room to create an additional patio space for picnic tables and seating. However, this may require costty gratling and leveling of the hillside. Additionalty, ihe erztra palio space would need permanent or seasonal shade. The tlraft of proposed recommendations included a list of potential "Do It YourselP' (DIY) improvements ihat could be completed outside Phase One and Phase Two of Ihe large landscape project for a minimal cost using Library giks or stale aid. Ideas to create atltlitional seating and gathering space while promoting com/ort and accessibility inc�uded: • DPW removing yew shrubs in the somewhat level area near the Bratlfortl Pear trees • Adding eight to ten Adirondack chairs in pairs or trios across the School Street lawn with small seasonal planters. • Adding new picnic tables wilh umbrellas in existing flat areas near the corner of Midtllesex Avenue and School Street vaqe I � The Committee discussed security concems about loose outdoor chairs and sustainable purchase options, such as durable polywood made from recycled materials. This rype of Adirondack chair is heavy to move and might stay outside all year. The Library could rety on locked chains antl security cameras that are visible and well-targeted on the eMerior property. The discussion reviewed the Activitas cosl estimate�or granite-tiered seating which was $250,000. The Committee recommended a more cost-effective, low-main[enance altemative with diiferent materials and more green space. The Committee discussed the possibiliry of seeking separate bids for the hardscape and greenscape portions of the project. They noted that Activitas had completed its contractual obligations and lhat a designer selection process would be necessary for ei�her phase of the project lo move forward. The Committee set a preliminary $350,000 budget for Phase One of Ihe project for hardscape and greenscape components. The greenscape portion of the Activitas cost opinion was a small percentage (4°/) and did not inciude a specrfic planting list. The Committee's current objective is to present Phase One antl Phase Two recommendations for the exterior Library landscape project to the Board of Library Trustees in September. Public committees are not permided [o engage in fundraising. Therefore, the Ad Hoc Library Landscape Committee (LLC) will focus on marketing and promoting the project to the publiq research grants, and collaborating with fundraising groups such as ihe Reading Public Library Foundation or the Friends of the Reading Public Library. The goal is to fund the landscape improvements privately outsitle the Town's capital plan. After the Tmstees approve the proposed recommendations, Ms. Wellman would happily assist with the procurement process, atljusting the design and value engineering to develop a Request for Proposal (RFP) that meets the defined budgel and aHrac�s competitive bids. Ms. Wellman cautioned against requesting an unpaid design in the RFP. She said that the Trustees may need to provide additional funtls for more detailed design plans. She noted the impact of current market conditions on pricing and many bids are onty valid for � 30 days. Interest rates for borrowing or 6onding funds for this project are not a factor, as the prqecl will be funded through private donations and grants. The Committee further reviewed the draft rewmmendations for any elements that needed to be atltled, clarifying language regarding access to water ircigation in the form o(wall-mounted spigots. and noting that in-ground irrigation may be too costly. The Committee revised the recommendations to clarify a preferred 30-year minimum for new major hardscape items, noting that an RFP will include more specific tlurability or warranly language. Ms. Wellman stated that the Town's 8uy Recycled policy would appty to specific materials and products for this pmject and aligns with the Committee's goals for using sustainable o� recycled materials and maintaining dark sky compliance. Ms. Wellman noted Ihat the RFP could use detailetl language to describe desiretl wattage, projection and also indude open-entletl, general language to emphasize the priority of sustaina6ility. She also mentioned the State Contract database as source of information, referencing items such as solar-powered kiosks that she recentiy found there. Ms. Lannon reviewed building assets such as outtloor outle[s near Ihe Communf�y Room door are used for outdoor concerts. Plumbing is also in ihe Community Room kitchen on the side of ihe building near the Memory Tree. Ms. Hogan raisetl the possibility of a rain vage I 3 barrel pump. Mr. Soucy suggested that power coultl be added to existing light bollards and that the Wi-Fi signal could be strengthened on the side of the building. Ms. Lannon reminded the Commitlee of the high contingency fee presented in the Activitas wst opinion and that the alternative Activitas design reducetl the cost estimate from $1.3 million to approximately $800,000. Members agreed any outdoor project must be functional, flexible and enhance the space for ihe community. They further tliscussed o[her erosions control strategies such as using granite curbing remnants. Ms. Wellman will inves�igate the availability of materials in Town, as some sections were recently used to construct stairs on [rails in the Town Forest. The Committee diswssed consulting a Master Gardner and concems about how and when ro appropriately use Town resources such as DPW. Ms. Lannon noted the DPW is responsible for regularly main[aining [he Library property. V. Approval o(June 20, 2024 Meeting Minu[es Motion: To approve the minufes o�the June 20, 2024, Ad Hoc Library Landscape Committee Meeting as presentetl. (Dubois/Stone) Vote: Approved 60 VI. Future Agenda Items and Action Items Ms. Lannon will incorporete the chanqes discussed tonigM into the dreft recommendations. Dr. Pilyaysky will drafl a presentation ot the recommendations for review at their August 15'" meeting. The Committee will presen[the revised recommendations to the Board of Library Trustees at their September 9'" meeting. Ms. Lannon emphasized ihe importance o/creating a list of DIY items for the Board of Library Tmstees. Ms.Wellman will investigate the availability of curbing and research protluc[ prices antl interest photos for DIY portions of the project. Ms. Lannon will check with the Facilities Department about incorporating indepentlent power on existing light bollards. Ms. Stone expressed concems about rainwater running down the sloped walkway nearthe proposed rain garden area. Ms. Lannon and Ms. Stone will research rain gardens and outlets. The historic Highland School sink could be converted into a fountain using runoff. VII. Adjournment Motion: To Adjoum at 8:10 pm (Soucy/HoganJ Vote: Approved b0 RespectFully Submitted, �Jake�Soucy Secret�� Paqe I a :II) ll!)r�-LIHRNtY 1.AA[LSC.I PF l'U_L1.NI(TIiP: RECOMMENDATIONS The Ad Iloc Librar}� Landscape Committee ullhe Reading Public I.iMrary� in Reading. Messachusetts sterted mee[ing in Februpry 2023. The Cmnmittee focused on ways[o be[ter ulilize the es[erior grounds of the Libr�ry along School Street and ngrecd any fumre development�could be priva[eh� funded. "fhe Committez reriewed current usage, rescarched and visited other libraries and public use spaces, and discussed priori[ics 6ased on [heir oHn exp�nise ur experiences. In September 2023. thcy engaged Acticitas[o complete a Landscape Conceptual Design proeess incorporating the results of the�e meetings and soliciting additional cummuniry feedback Acticitas created a uorkine eroup that included: • Three Commitlee membzrs • l o��n Managcr • Direc[or of Communiq� Uerelopment • Direcioro(GcunomicDc�clopmcn[ • Public Nbrks • Public Safe�y(Fire/Pulice) • facilities • Libran Director Aclivitas presen�ed the flnal concept design to lhe Committee in March ?024. The design included a cost opinion of$13M. The Cummi[tee IikeJ all the components of[he coneept but felt[he expected price tag was nrn feasible. At Ihe June 20, 2024 meetine,the committee discussed recummending an initial pmjec[(or Phase I 1 �ith a budgct of 535Q000 to[he Board of Libren Trus[ecs. The project Hnuld include the fullo�aing pmferrzd design cicments: L A I6'xl6' patio pedonnance area outside the curten[Conference Room.The space ��ould be Flexible with cate seuting��hen not being used lor performances and hace access�o power and eppropriute lighling tbr erening prugrams. Use of this space is not espectcA to go beyond 9:00 p.in. (I lardscape) 3. Permanent or teinporan (scasonal) shadc op[ion for die patio performance area. The spacc is no["all wea[her" but should be usable during hot weather or light precipitation. (Hnrdscapo) 3, l'icred sea[ing for 30-JO pcople built imo the hillside. In the intercst of recycling. this space should incnrpnrate the cxis[ing uanite slabs if possibk. AJdi[ionall}. �he tiettd seating must no�reyuire moaing or speci.d maintenmice eyuipment that �could put an undue burden on die Ucpartmznt o(Public Works gencml lawn maintenance. Soating must be ADA compliant (Hardscapc) 4. [.ducational nati��c plan[s garden along the nonheast (Confereoce Room) and east sides of the building. Plao[ings should he perennials or shrubs thal suppun birds and pollinators. (Greznscape) 5. Educa[ional rain garden along[he southeast lslairs to thz main en[rance) hill [o precent erosion. (Greenscape) 6. The incorporation oCan original sink from die building's his[orical Highland School inm the landscape desiga (Greenscape) 7. Access m water for irrigation on the northeast 1Conference Room)nnd sou[heast (stairs to moin entrance) comers of[he building. (Hardscape) 8. One[rash and rec�cling bin. Form and�or placemen[H�ill not neentively impact use of the spnce. (Hardscape) 9. .411 materials m�ut hace an espcc[cd lifespan of 30 ycars. � . . � . : �is' . � � � . � , � - �,�� i ' ADR'AI:I�ERNA�I'LS (or Phase 3) 10. Access[o power conneclions ibr charging eleclronic devices arc desired. �I�his mieh[ be in the (orm uf replacemen[or nc« licht pusts or standalone kiosks. I I. Additional rain/runot£collection options m minimize�cater use. I? Updatc/replace existing light bollards illuminate walkways �chile muintaining dark sk�compliance and miniinizing neighborhoud impact. 13. Removr the existing bike racks and emate addi�innal pa�io space(enough space for 3 picnic [ables ur sea[ine for 10-12).This �could reyuire gmdinq and Ieveling of the hillside. Id. Add pertnanem or seasnnal shade (or the adJitional patio space. ' I The Committee also discussed additional "Do It Yourself' (DIY) improvements that can bz done for minimal msc I. Removc the ye�c trc<s nenr the Rrad(ord Pear trees. DPN' may be able to do this, and the area is shad<`d and some«hai lecel. _. Add Adirondack chairs(8-10) in pairs or irios across the School Streei IaHn. Add small plunters forspring�summer'(all annuals near chaie groupings. +. 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