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HomeMy WebLinkAbout2024-10-17 ad Hoc - Library Landscape Committee Minutes4/� orPr� � e` Town of Reading �. Meeting Minutes a'IKORr�t` Board - Committee - Commission - Council: Date: 2024-10-17 Building: Reading Public Ubrary Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: Y Ad Hoc Library Landscape Committee Time: 7:00 PM Location: History Room Session: Open Session Version: Final Desiree Zicko, Chair; Cherde Dubois, Vlce-Chair; Jake Soucy, Secretary; Andrea Hogan; Elaine Stone; Members - Not Present: Cappy Popp Others Present: Amy Lannon, Library Director; Minutes Respectfully Submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order 7:02 pm. It. Public Comment No public comments were made in person or remotely. III. Next steps and timeline regarding building public support for the proposed project While awaiting further guidance from the Hoard of Library Trustees, the Committee would like to promote general interest in the exterior Library landscaping project. Verbal and written statements of support from the board of Library Trustees, the Ubrary's neighbors, the Reading Public Library Foundation, and Friends of the Reading Public Library could enhance the project's value and credibility throughout the community. Library donors may specify that financial gifts be used for gardening, but no specific fund exists for this project. The Friends or Foundation could establish dedication funds. Another option is to create a new private nonprofit group for fundraising. Unfortunately, a quorum for the Foundation was absent when several Committee members presented the project during a recent meeting. Additional presentations to the Friends and Foundation will be held in January. A more succinct presentation combining elements of the current presentation with feedback from Library Head of Public Services Andrea Fiorillo is being developed. Affirmative statements of support from the Board of Library Trustees, neighbors, Library program presenters and performers, and meeting room renters could also further enhance the presentations. Direct fundraising support from the Foundation or the Friends would be ideal to avoid confusion about creating a third Library fundraising entity. However, funds should be earmarked specifically for the landscape project. Networking among key contacts, large donors, local banks, and other local organizations is also possible. Additional research into future grant opportunities could also be conducted. Emphasizing the Committee's work on developing the project plans, commitment to ongoing maintenance of outdoor landscaping and gardening improvements, and support from the Board of Library Trustees is critical. Clarifying and simplifying the donation process for potential donors is also essential. RPL should also address possible confusion with the Library's Rooted in Reading grant activities. IV. Review and Discuss promotional support tools. The Committee can develop informational and promotional materials. These should be separate from funding requests. The Library is a neutral community space for both casual and formal social connection should be emphasized. Promotional support tools should be specific, succinct, clear, and transparent. As experts on the projects development and progress, the Committee can attempt to develop these materials themselves. Alternatively, The Committee must request funding from the Trustees for professional marketing assistance. It may be difficult to concisely condense key points from the past two years on short promotional tools. However, the Committee must further refine the goals and needs for the project before seeking guidance from a professional designer for promotional support tools. These key points may emerge more clearly as the Committee continues to develop its presentations to the Foundation and Friends. A name for the project and outdoor space could also help define the project and tie into the Library's historical legacy as the Highland School. Ms. Lannon and Ms. Zicko welcomed suggestions. Ms. Lannon will update the projects webpage on the Library website. The Committee discussed the possibility of the Library renting outdoor meeting space to individuals and community groups similar to the indoor meeting rooms currently available. V. Discussion of Recruitment of New Committee Members The Committee has two vacant spaces that could be open to residents if desired. Members can join anytime as long as the Town Clerk's office swears them in. Additional members may be beneficial if the project receives funding in the future to help provide oversight. Flyers distributed at the Library or BrightSign graphics on Library display televisions could be used to recruit new members. The Committee expressed their interest in prioritizing current action items over recruiting new members during this key transitional time in the project. Onboarding and confusion over the projects future may cause delays and distract from the project's objectives. Recruitment will be paused for the time being. VI. Discussion of Future Meeting Schedule The Committee's next meeting will be on Thursday, November 21. The Committee may also have a brief meeting on Thursday, December 12, depending on how action items progress. P� 1 2 VII. Approval of September 19, 2024 Meeting Minutes Motion: To approve the minutes of the September 19, 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Dubois / Soucy) Vote: Approved 5-0 VIII. Future Agenda Items and Action Items With additional feedback from the Board of Library Trustees, the Committee will further refine their project presentation to be presented to the Foundation and the Friends. Information about the project will be condensed into key points that can easily be shared with the general public. Statements of support will be solicited and gathered from key users and stakeholders. IX. Adjournment Motion: To Adjourn at 7:52 pm (Dubois / Stone) Vote: Approved 5-0 Respectfully Submitted, UeKe Soucy, Secretary P"a l 3