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Home My WebLink About2024-11-21 ad Hoc - Library Landscape Committee MinutesOq Y Board - Committee Town of Reading Meeting Minutes Commission - Council: Date: 2024-11-21 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: Ad Hoc Library Landscape Committee Time: 7:00 PM Location: Conference Room Session: Open Session Version: Final � I( f I`1A Desiree Zicko, Chair; Cherrie Dubois, Vice -Chair; lake Soucy, Secretary; Andrea Hogan (remote); Elaine Stone (remote); 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 7:00 p.m. II. Public Comment No public comments were made in person or remotely. 4 III. Next steps and timeline regarding building public support for the proposed project Neighbors are aware of potential landscape improvements at the Library. However, developing additional promotional support tools with concrete bullet points would enhance project awareness. Committee members hope to present an informational update on the project to the Reading Public Library Foundation at their next meeting in January. They and Ms. Lannon will also consider holding more informal informational meetings with possible donors. IV. Review and discuss promotional support tools The Committee reviewed a draft of an informational PowerPoint presentation regarding the landscape project in detail. Members suggested edits and revisions to clarify and simplify the presentation. The Committee agreed that the presentation should connect to the 2016 building renovation, mission, and core values and highlight the versatility of the enhanced outdoor program space. The Committee also asked that the presentation underscore community benefits, improvements to outdoor areas, and project funding independent of the municipal budget and taxpayers. They also discussed the best way to present the $350,000 budget, which should reflect the most affordable and meaningful solutions prioritized through community and library user feedback: 1. Permanent or temporary shade to enhance a multi -function patio/program space. 2. Tiered hillside seating for 30 to 40 people for the patio/program space. 3. Outdoor tables and chairs for small groups. 4. Additional Native plants, pollinators, and bird -friendly landscaping. Access to wall -mounted water spigot. 5. A rain garden or catchment to manage erosion. 6. Using clover to reduce required DPW maintenance. 7. A historic Highland School sink and pedestal as a water feature or landscape focal point. The presentation will not include do-it-yourself and nice -to -have elements in favor of emphasizing the next steps. 1) Gain formal approval from the Board of Library Trustees. 2) Secure support from stakeholders (neighbors, library users, and greater community) and private donors. 3) Develop a Request for Proposal (RFP) for the project in collaboration with experienced Town staff. V. Review and Discuss project names and promotional framing The Committee agreed that a project name may assist with branding and promotion. Important concepts to consider are: 1) Honoring the historic Highland School site in the name . 2) Emphasizing the space's connection to the Library and Community. 3) Acknowledging the outdoor/sustainability focus of the space. The committee brainstormed various naming alternatives for outdoor spaces, with "terrace" a popular option. Committee members will continue to brainstorm ideas. VI. Discussion of Future Meeting Schedule A brief meeting will be held on Thursday, December 19, to review and finalize the informational presentation. VII. Approval of October 17, 2024 Meeting Minutes Motion: To approve the minutes of the October 17, 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Dubois / Soucy) Vote: Approved 5-0 Page 1 2 VIII. Future Agenda Items and Action Items The Committee will review the presentation in December ahead of potential presentations to the Reading Public Library Foundation and Friends of the Reading Public Library in January. The Committee will continue to brainstorm project names. IX. Adjournment Motion: To Adjourn at 8:21 p.m. (Dubois / Soucy) Vote: Approved SO Respectfully Submitt , Soucy, S ce retar;—')--� Vage 13 fx� W W F L O U U m W a Q N S m U 0 A Z U j y J y d U Q d' m r J _w AD HOC LIBRARY LANDSCAPE COMMITTEE To explore functional, mission -driven improvements to the RPL landscape ,` LANDSCAPE THAT: • Aligns with community goals (Green Communities, other) • Aligns with Library mission and values (Education, Access, Equity, Accountability) • provides an outdoor program space • Add accessibility for immunocompromised and disabled patrons 1. WHO USES THE OUTSIDE OF THE LIBRARY? 2. HOW DO THEY USE IT? 3. WHAT AREAS ARE ARE NOT USED? 4. WHAT WILL ENHANCE THE NEIGHBORHOOD? S. WHAT DOES THE COMMUNITY NEED? 6. WHAT IS POSSIBLE? L HOW TO PAY FOR IT? • Design consultant • Public listening sessions • Community surrey • Town staff (DPW, Planning, Fac A DEDICATED OUTDOOR SPACE FOR LEARNING & ENGAGEMENT An accessible performance space for outdoor storytimes and events for all ages. INTERACTIVE AND EDUCATIONAL GARDEN SPACES Plants and natural elements focused on native plants and sustainability. GATHERING SPACES FOR SMALL GROUPS Accessible tables and seating for groups of 3-6 people Welcoming and safe place to meet MEANINGFUL SOLUTIONS 1. Patio space (for active programs and group gathering space) 2. Shade and seating 3. Native plants (for sustainability) 4. Easy to maintain (e.g., access to water) COMMITTEE RECOMMENDATION $350,000 ACHIEVABLE BUDGET 1. Patio space (for active programs and group gathering space) 2. Shade and seating 3. Native plants (for sustalnability) 4. Easy to maintain (e.g., access to water) "All -in" Concept Design = $1.3 M 71. ti 2. Value engineering ( n 3. Committee Recommendation 'Y �i option $800k = COMMITTEE RECOMMENDATION $350,000 ACHIEVABLE BUDGET 1. Patio space (for active programs and group gathering space) 2. Shade and seating 3. Native plants (for sustalnability) 4. Easy to maintain (e.g., access to water) 1. Patio/Program space( 16'x16') a. Permanent or temporary shade b. Tiered hillside seating for 30-40 people c. Native, pollinator, bird -friendly landscaping around framing the patio and seating. (Northeast corner of the building) 2. Additional Landscaping a. Additional outdoor tables and chairs b. Additional native, pollinator, bird -friendly plantings c. Rain garden and/or catchment along southeast corner of the building to manager erosion and distribute water runoff to planted beds. d. Conversion of an historic Highland School sink and pedestal as a water feature. 3. Infrastructure B Maintenance: a. Access to water for irrigation such as wall mounted spigots Strategically place trash S recycling bin c. Use of clover or low -maintenance materials to ease impact on DPW. F INSPIRATION 0 i a.. Z Q IN o n u i u t ne lu OP VI AI�� Ir POLLINATS OR ,..ANTS t r a Naive Plant Primer Birvu Frvit. ULr PCnNn •q �. yK..ORTHE�5 r *; INSPIRATION Minor Landscaping with DPW : Remove the yew shrubs near Bradford Pear trees; add shade trees where granite slabs currently sit. Provide Sealing: Adirondack chairs (8-10) in pairs or trios across the School Street lawn • Small Group Areas: Add two picnic tables with umbrellas in the existing level areas <': • Funding: RPL's supplemental spending budget including trusts, gifts, and state aid Approval from Board of Library Trustees and support from stakeholders on the three areas of priority • Patio and Program Space • Additional Landscaping • Infrastructure (water) and Maintenance Seek and secure $350,000 or more of private funds • Setup accounts or fiscal sponsor for donations • Promote and market to donors • Explore other fundraising opportunities Work with the town staff on a detailed RFP Thank you