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HomeMy WebLinkAbout2024-09-19 ad Hoc - Library Landscape Committee MinutesTown of Reading 4r` �r Meeting Minutes Board - Committee - Commission - Council: Date: 2024-09-19 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: 0 b Ad Hoc Library Landscape Committee Time: 7:30 PM Location: Community Room Session: Open Session Version: Final Genady Pilyaysky, Chair; Cherrie Dubois, Vice -Chair; Jake Soucy, Secretary; Andrea Hogan (remote); Cappy Popp (remote); Elaine Stone (remote); Desirde Zlcko Members - Not Present: 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 7:34 p.m. II. Public Comment There were no public comments in person or remotely. III. Discussion and Feedback from September 9, 2024, Board of Library Trustee Meeting The Committee successfully presented to the Board of Library Trustees on September 9. The Board seemed interested, receptive, and supportive of the project and its goals. However, the Board agreed on the need for additional guidance about potential fundraising options. The Board and the Committee are legally prohibited from fundraising or soliciting funds for the project directly. One possibility is to form a new working group or nonprofit. However, a new entity may have difficulty gaining traction in the community or create confusion amidst the established presence of the Reading Public Library Foundation and the Friends of the Reading Public Library. The Committee does not want to distract from the missions of these organizations. Forming a 501(c)(3) organization involves a complex legal process. IV. Discussion and Vote: Proposed Committee Recommendations The Committee reviewed their proposed draft recommendations for the exterior Library grounds. The Committee agreed that the document was a comprehensive Page I i compilation of the various project elements. The document was drafted before the Committee's September presentation to the Board of Library Trustees. Based on the positive feedback received at this meeting, the Committee would like to formally provide this detailed document to the Board. Dr. Pilyaysky noted a typo misspelling his name on page one. Motion: To approve the proposed recommendations as presented. (Dubois/Hogan) Vote: Approved 6-0 V. Discussion and Vote: Reorganization of Chair and Vice Chair Dr. Pilyaysky noted that Boards and Committees tend to reorganize periodically and that the Committee has never done so. The Committee is also at a transition point, as it has reported its progress and findings on the project to the Board and is currently awaiting guidance on the project's next steps. The Committee's mission and goals will hopefully continue to grow and evolve, and they may do so under new leadership with new perspectives. Dr. Pilyaysky will be resigning from the Committee. He has recently been appointed Chair of the Climate Advisory Committee and feels unable to devote his full effort and attention to both groups. As the project has progressed, Dr. Pilyaysky has enjoyed many valuable teaming experiences on the Committee. He looks forward to its continued success. Dr. Pilyaysky described the duties of the Chair, including creating and posting the meeting agenda and leading and guiding meeting discussions. The Chair also has the authority to set the day and time of meetings and may delegate additional tasks such as presentations. Dr. Pilyaysky is happy to review transitional responsibilities with the new Chair. Although Ms. Dubois will not be seeking reelection to the Board of Library Trustees in the spring of 2025, she would like to continue participating on the Committee as a resident. She is happy to continue serving as Vice Chair rather than Chair. Motion: To nominate Cherrie Dubois as Vice Chair of the Ad Hoc Library Landscape Committee. (Pilyaysky/Popp) Vote: Approved 6-0 Ms. Stone and Ms. Hogan respectfully declined interest in the Chair position. Ms. Zicko arrived at 7:58 p.m. and was informed about the need to appoint a new Chair. Motion: To nominate Desir6e Zicko as Chair of the Ad Hoc Library Landscape Committee. (Pilyaysky/Dubois) Vote: Approved 7-0 VI. Approval of August 15, 2024 Meeting Minutes Motion: To approve the minutes of the August 15, 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Popp / Hogan) Vote: Approved 7-0 Page 12 VII. Future Agenda Items and Action Items The Committee is awaiting input and guidance from the Board of Library Trustees on its next steps. The Committee hopes to obtain fundraising feedback from the Reading Public Library Foundation and the Friends of the Reading Public Library. The Committee hopes to refine its presentation further and develop posters to generate awareness, interest, and excitement for the project. The importance and variety of Library programming should be emphasized. New ideas for outdoor programming and improvements may arise as the Rooted in Reading Dig In! grant progresses. VIII. Adjournment Motion: To Adjourn at 8:14 p. m. (Pilyaysky / Dubois) Vote: Approved 7-0 (Reess^p�ectfully, Subm' d, 5eke Soucy, Secretary Page 1 3