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HomeMy WebLinkAbout2025-02-20 ad Hoc - Library Landscape Committee Minutes(RECEIVED By Town Clerk GP at 4:09 pm, Apr Ui, 10115 0 Town of Reading a �� Meeting Minutes Board - Committee - Commission - Council: Ad Hoc Library Landscape Committee Date: 2025-02-20 Time: 7:00 PM Building: Reading Public Library Location: Conference Room Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: Final Attendees: Members - Present: Desiree Zicko, Chair; Cherrle Dubois, Vice -Chair; Andrea Hogan (remote); Elaine Stone (remote); Members - Not Present: Cappy Popp; Jake Soucy, Secretary Others Present: Amy Lannon, Library Director; Minutes Respectfully Submitted By: Cherne Dubois, Vice -Chair Topics of Discussion: I. Call to Order 7:01 p.m. II. Public Comment There were no public comments. III. Update on Library Terrace Project Funding Ms. Lannon presented the Library Terrace project concept to the Reading Public Library Foundation in January. The Foundation generously agreed to fund up to $350,000 for the project. With this major financial support, the Committee will focus on building community support for the project through positive public relations. Fundraising is no longer the primary focus although the committee welcomes any additional donations. The discussion highlighted the space's functionality as an outdoor programming space. The Board of Library Trustees voted in January to approve up to $40,000 from Library gift and state aid funds to commence the design bidding procurement process for the project. Ms. Lannon will work with the Town's procurement specialists on potential options for a more detailed plan. The Department of Public Works (DPW) recently removed the larger Bradford Pear tree as part of regular maintenance. They anticipate removing the other Bradford Pear tree and nearby yew shrubs in the spring. DPW will add shade trees to replace those taken down. page I r IV. Discussion and Vote on Next Step in Design Process Ms. Lannon has met with Town procurement and engineering staff to review the scope of the project. One option is to solicit quotes from different designers. However, it may be advantageous to move forward with Activitas. The Library has already invested $20.000 with the preliminary conceptual designs project. This means Activitas can easily expand the existing work whereas another designer would have to start and spend time getting familiar with the project. Activitas is already up to speed with the project and has collaborated with the Town on Birch Meadow improvements and other projects. Ms. Lannon will be meeting with Activitas to review the project. She noted the landscape architect will handle the design, construction, and implementation of the project. The engineering department frequently works with Activitas and is confident in their communication and structural design skills. Town engineer, Ryan Percival, is also hopeful that we can provide irrigation options without need to bring in water access from the street which is a cost savings. Ms. Lannon recommends moving forward with a contract with Activitas, which will be negotiated by Town procurement and engineering staff. The contract will include stakeholder meetings, input from Committee members, and regular progress updates. The timeline for the Library Terrace project is flexible. However, delaying for too long could lead to increased material and labor costs. The Committee expressed concerns about the need to explore creative alternative materials and solutions for structural elements to maximize the project's long-term sustainability and value. The Committee would like to have an oversight role of some sort. The Committee wants to ensure the project has clear goals and correct prioritization of project elements throughout the process. Priorities include access to water, native plantings, budget costs, sustainability, and the overall feel of the project. Plantings sourced from New England nurseries would be preferable. The Committee suggested asking for references from Activitas that showcase experience with other similar projects. Motion: To authorize Ms. Lannon and Town staff to engage Activitas for the design process of the Library Terrace Project and to express any relevant questions and concerns. (Dubois / Stone) Vote: Approved 4-0 V. Discussion of Sunsetting or Extending the Ad Hoc Library Landscape Committee The Committee is hopeful about moving forward with Activitas and is grateful for project funding from the Foundation. As a public committee, the group cannot directly engage in fundraising. As the project moves into the next phase, the Board of Trustees might consider adjusting the composition of the Committee. For example, the Committee could ask for a representative from the Reading Public Library Foundation or invite members with subject matter expertise in project communications, event planning, or other activities that come up as the project progresses. Page 1 2 The Committee would like to guide and oversee the progress of the Library Terrace project, receive regular updates from contractors and vendors, have input on design elements, and approve major decisions. Liaisons could help streamline communication between the Committee, Town staff, Activitas, neighbors, the Board of Library Trustees, the Reading Public Foundation, and other key stakeholders. The Committee could also help organize public forums and informational sessions to publicly communicate project updates and receive feedback. Due to the residential area surrounding the Library, approval and support from neighbors is essential. Ms. Lannon will look into the Recreation Committee's role in the Birch Meadow project. Overall, the Committee expressed a desire to keep the project on track with its vision and goals. Ms. Dubois will inform the Board of Library Trustees of the Committee's intention to extend and pivot toward project monitoring and community communication. Ms. Lannon will work with Activitas to determine scheduling for the early stages of the project. These include additional site visits and sight surveys. This may take several months. Ideally, the Committee hopes to complete the project before next winter. VI. Approval of December 19, 2024 Meeting Minutes Motion: To approve the minutes of the December 19, 2024, Ad Hoc Library Landscape Committee Meeting as presented. (Zicko / Dubois) Vote: Approved 4-0 VIL Adjournment Motion: To Adjourn at T:54 p.m. (Zicko / Stone) Vote: Approved 4-0 Respectfully Submitted, Cherrie Dubois, Vice -Chair Cage 1 3 M K ¢ a f r ,,t use_ ,.{-f�Mgi 4t tt py iixi . .4 :ry 1 , :,, :. iF r J` qoxl�l 'A -BLS-if$A.wo, e.,a rr 4 r� • -4' ovens "u G,.' 4 FI y