HomeMy WebLinkAbout2025-03-20 ad Hoc - Library Landscape Committee MinutesRECEIVED
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Town of Reading
Meeting Minutes
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Board - Committee - Commission - Council:
Ad Hoc Library Landscape Committee
Date: 2025-03-20 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:
Desir6e Zicko, Chair; Cherrie Dubois, Vice -Chair; Andrea Hogan; Elaine
Stone;
Members - Not Present:
Cappy Popp; Jake Soucy, Secretary
Others Present:
Amy Lannon, Library Director;
Minutes Respectfully Submitted 6y: Cherrie Dubois, Vice -Chair
Topics of Discussion:
I. Call to Order 7:02 p.m.
If. Public Comment
There were no public comments.
III. Discussion and Vote: Activitas Scope and Fee Proposal
The Committee reviewed the Activitas design proposal for the Library Terrace
project. In January, the Board of Library Trustees approved using gift and stale
aid funds up to $40,000 for these design services. The proposal outlines the
project team, meeting schedule, and project deliverables. If the Committee
approves, the contract will go to the Town Engineer and Town Manager for
finalization.
Ms. Lannon clarified that Activitas will provide oversight over the contractors
involved in the actual implementation of the design. Due to its scope and budget,
this project does not require a third -party Owner's Project Manager (OPM). To
reduce costs, project update meetings may be held virtually.
Pending the progression of tasks outlined in the proposal, bid documents for the
project may be ready in June. The project kick -of meeting will likely include Ms.
Lannon as Library Director, the Town Engineer, and one or two Committee or
Reading Public Library Foundation members. Typically, this group will determine
the direction and priority elements of the project at this initial meeting. The
Committee will follow up on references for similar projects during the first project
va' I
meeting with Activitas. Photos promoting both large and small projects are
publicly visible on their website.
Ms. Lannon confirmed that Activitas utilizes local nurseries to source native
plants when possible. Ms. Stone recommends facilitating collaboration with the
Department of Public Works (DPW) in discussions regarding plantings to
maximize compatibility with existing trees and pollinator habitats on the grounds.
Activitas will consult with the Engineering Department on electrical, plumbing,
drainage, and other technical details as well.
Ms. Lannon confirmed that Activitas will be physically present on -site at the
Library to review the project and conduct surveys as needed. During the initial
conceptual design last year, there was some confusion regarding the
handicapped accessibility of a stairwell emergency exit.
A second design development meeting will provide more in-depth details on the
project concept. A public community engagement meeting will be held to gather
feedback. The Committee would prefer for the public meeting to be held in
person to provide clear, transparent, and personable communication.
Activitas will present a minor she plan for the project at an upcoming Community
Planning & Development Commission (CPDC) meeting. Although Town projects
are technically exempt from this requirement, transparency during the permitting
process in a public meeting is optimal.
The design process may move quickly over the next few months. Decisions,
options, and choices may be limited due to the small size of the project budget.
Designated involvement in meetings with Activitas by up to three Committee
members is key to avoiding quorum issues and ensuring that the project remains
on course. Construction documents will be reviewed and finalized by the working
group before official implementation. Activitas will work with Town Procurement
to finalize bid documents. Bi-weekly project meetings will provide updates as the
project progresses.
Loral master gardeners may also be interested in volunteering to enhance the
outdoor library space further. Also, new plantings could be added over time,
especially if RPL has additional volunteer time and funds donated to the project.
The Committee discussed the possibility of potential fundraisers sponsored by
the Reading Public Library Foundation if additional funding is needed.
Ms. Dubois expressed concerns about rising project costs. If the project comes in
over budget, additional funding will need to be secured. Activitas has experience
working with municipalities in challenging economic conditions and works With a
professional cost estimator to accurately budget projects. Products will be
sourced locally when possible to avoid high tariff taxes.
Motion: To accept the Activitas proposal dated March 14, 2025, for landscape
architectural professional design services, bidding, and construction
administration.
(Dubois / Hogan)
Vote: Approved 4-0
Pace 1 2
IV. Approval of February 20, 2025 Meeting Minutes
Motion: To approve the minutes of the February 20, 2025, Ad Hoc Library
Landscape Committee Meeting as presented.
(Dubois / Stone)
Vote: Approved 4-0
V. Future Agenda Items and Action Items
a. Tabled: Discussion of Extending the Ad Hoc Library Landscape
Committee
The Board of Library Trustees has not expressed interest in sunsetting the
Committee. Therefore, the Committee will continue to meet.
Ms. Zicko and Ms. Lannon will work to promote the Library Terrace project ahead
of the community meeting once a date is set. The project team will personally
invite neighbors and Reading Public Library Foundation members to attend.
Social media, newsletters, press releases, and more will generate interest in the
project throughout the community. Although the project is privately funded by
generous gifts, community input and feedback are invaluable. The Committee
hopes to positively distinguish the Library Terrace project amidst other major
capital projects in Town, some of which are still seeking funding.
VI, Adjournment
Motion To Adjourn at 7:58 p.m.
(Stone / Dubois)
Vote: Approved 4-0
Respectfully Submitted,
Cherrie Dubois, Vice -Chair
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