Library Board of Trustees

1. CALL TO ORDER AND ROL Board Chair Brad Geman call d th meeting to order at 7:30p.m. The following Board members attend d the Brad Gemand ChetDeLong Nancy Bentrup Don Camp Excused: Sally Phillips, Ed Rose Also present were: Counc lme er hil Duncan, Councilwoman Johannah Barry, Director Mary eM on, d Sr. Administrative Assistant Claudia Gutierrez. In the audienc Co is ioner of Revenue Tom Clinton and President of the Homeowner's Associa 'on r 313 Park Avenue (the neighboring medical building) Dr. Lourdes C istop er, ere also present. 2. RECEIPT OF PETITIONS None. At this point in the meetin , Br G mand, Board Chair recognized Councilmember Phil Duncan and state that since Duncan was under a time constraint, he would suggest that he or er o business on the agenda be adjusted to allow for a change in the order f the age da. Upon a motion duly ma e an sec nded, the Board approved a change in the order of the Agen a to llo Councilmember Duncan time to express his thoughts per his ate August 5, 2013 (attached to these minutes). 6. SPACE STUDY AND LONG NG M STERPLANUPDATE Councilwoman Johannah arry ref: ced Councilmember Duncan's comments by noting that he was ere o his wn as a private citizen and was not representing City Council. Councilmember Duncan r iterat d t e three points from his email, which he presented for the Board's cons derafon: . Relocating the sewer line and moving the easement at the back f the urr nt library to allow possible expansion in that direction. 2. Constructing new ibr in the area designated in the South 1  i . Washington Street small area dev~l~p nt Constructing a new, larger library! (~ppr xi ately 20,000 square feet) as part of a unified "campus" with a new Cit~ Jflall t th comer of Park Avenue and Little Falls Street. J ; During this discussion Dr.l Uour es hristopher introduced herself as President of the 313 Park Avenuef· edi al uilding Homeowner's Association. She stated that the owners of the uildi g w re very upset at learning about a possible parking garage on their 1 d vi the local newspaper. Library Board members noted they had only lea ed o the ossible proposal themselves a few days be~ore, that they were n?t au~h.oriz d t spe~ with the Association on behalf of the Ctty, and that the parkmg Ptopos l w outstde the scope of the Request for Proposal contract and presented b~ the ons ltants only as a possible "option" for future consideration. As a result, e Bo d oted, the parking ideas were presented solely as design concep s, no as veloped proposals. Councilmember Duncan~cuse hi self to attend another meeting. The Board continued to discuss the t . ee su ges ·ons made. The impact of moving the sewer easement at the rear of the· ibra w unclear to the Board, which asked Mary McMahon to request more irfo atio from the City regarding the feasibility, for potential use by th ¢ons It s. Three motions were then made. Upon a motion duly rna e and sec nded, the Board approved a motion to write a thank you lett t to ou cilmember Duncan for his ideas regarding the draft proposals r lib ry xpansion. Upon a motion duly rna e and sec nded, the Board approved a motion expressing its regret to t e o ner of the medical condominium (313 Park Avenue) that they did nof ~cei e ti ely notice of the consultants' report to City Council which co ld p ten ially affect their interests. Upon a motion duly rna e and sec nded, the Board approved a motion stating they reconfirm t 4 ini ial nclusions of the consultants that the Library remain on its curre t pr pe for expansion rather than becoming a part of a City Hall1 xpan ion r a Town Center. 8. DISCUSSION OF PROFFERS The Board then discussed ow t e L brary might become a recipient of development proffer monies as tin. sch ols o, due to the impact on Library services caused by the arrival o~· ditio al opulation in the City. They need to understand more about the proces , ho .a £ rmula is arrived at, what proffer monies may be used for. Liaison oh ah arry offered to investigate the proffer situation as it relates to the Libr ~ ho it orks with the Economic Development Authority. and how the s hoo s arrived at a formula for their proffer donations. 2 3. APPROVAL OF MAY, JUNE,! I Upon a motion duly ma e and sec nded, the Board approved the May 15, 2013 minutes with on b.an e. Upon a motion duly ma e:and ~ec nded, the Board approved the June 11, 2013 minutes. Upon a motion duly ma e and sec nded, the Board approved the July 23, 2013 minutes. 1 4. ARTS AND CULTURAL DIS TA KFORCE(CATCH)REPORT Due to the absence of Ed ard se, he Board liaison to the CATCH Taskforce, there was no report. 5. LIBRARY FOUNDATION Don Camp reported that dat on has begun working on its Fall/end of year fundraising lette 7. PUBLICIZING THE CONSU PORT AND HOW THE BOARD WILL DEVELOP T Members briefly discuss ue to the time, moved on to the next item of business. This it n the next meeting Agenda. 9. LIBRARY REPORT AND AN The Library Director rep • There are new lounge hairs and indow seat cushions in the public areas. The chairs for t e con ere ce room have been reupholstered and the three new tables £ the on£ ence room will be shipped on September 13, 2013. • The HVAC system h had ore work performed: the frequency drive for RTU2 has been re laced and new HV AC unit will be installed in the Automation offic . • A brief update of the P p gre swill be put on the library's website. • The Director will be vac ·on tarting August 23 and returning September 9. • i On Tuesday, August fro 12 noon) to 2 p.m. there will be a volunteer appreciatio,ihmch on n the stafflounge. Board members are cordially invited t "tten . 1 • Another eBook demo trati n w ll be scheduled. 3  • Microsoft Office 20 10 and ind ws 7 rollout will start sometime in mid to late September <:>r s ff achines with public machines probably getting the n w so in mid to late November or December. • The Director attended !trai eld in Alexandria on volunteer reception centers in ac ~rd e ith Essential Support Function (ESF) 17, which volunteers d do ati ns during an emergency situation. Library staff will also t:tend rai ing on September 11 to observe how a volunteer reception' enter · se up and operates. Once this is done, staff then will begin iting p p ocedures for the City. • The Youth Services S ~ervi r i now Jennifer Carroll, who was the Young Adult librariat1t We ve egun a search for that replacement. Claudia Gutierrez, wh lhe oar met at the meeting, is the new Senior Administrativ¢ A.ssis t. We have begun a search for a part time Library Assistant lin 'rcu ation. • The Library Foundati n Tru ha given the Library $400 to pay for 1 raffle prizes for the c l~ren $an adult's summer reading programs. The prizes will be 2 K qdle ire Ds, 2 iPod shuffles, and 2 gift certificates for the loo 1:boo sto . The raffle will be held on September 3 and entri S! mu ha e successfully completed the requirements for each t:jadi pr gram. The Library had over 1,775 people the Summer R ading ro am (that number includes all categories-adults, t n~, ' ch ldren). There being no further ~sine s, u on a motion duly made and seconded, the Trustees unanim -.sly re d to adjourn the meeting at 8:55p.m. Respectfully submitted, Mary W. McMahon Library Director Approved: Copies: Reference Desk, Staff Bulletin 1 Commission, Library Web Page 4 Ma McMahon I From: Phil Duncan [pduncan@civicatalys~.co Sent: Friday, August 09, 2013 5:35 PM ! To: Wyatt Shields j_ Cc: Cindy Mester; Richard La Condre; vero ica Prince; James Snyder Subject: Plans for Our Future i Wyatt, Cindy, Richard, and all: i 1 Reflecting further on Council's Monday 8/5 wor~ ses ion exchange with the library consultants, I am concerned that I was perhaps ot irect enough in asking them to explore more alternatives for siting the library than we s , i their preliminary report. I So, let me be more direct here, and ask that this jbe onveyed to the consultants, and to the library staff and board, and to all my colleagues ?n ouncil. ! Possibilities I would like to see presented in the I bra consultants' final report include: I 1. Expansion of the library across the "yellow lijle" n the report, with the City obtaining and likely demolishing the office building on Va. Ave.j to ake room for a new library wing. (I understand that this expansion strategy would n~t a dress the need for parking - that would STILL require some land agreement with (and mpne to) 313 Park.) 1 2. Construction of a new library in the area de ign ted in the S. Washington St. POA document as a "Town Center," across from The all Church. This option would have the City obtain the vacant shopping center and parking I t o Fairfax St. The SWPOA document shows two building "shells" on that site, one of w ic would be of sufficient size to accommodate a new, larger library, with parking ith r underneath it, or in place of the adjacent "shell." This option would enable the cu ren MRS facility to function, with very modest renovation, as a dedicated history archiv /C ty Museum, which in my view is a sorely needed community amenity (and which surely wtuld be in keeping with the covenant stipulating the required use of the MRS building) 3. Construction of a new, larger library as part fa unified "campus" with a new City Hall, at the corner of Park and Little Falls. I request that he onsultants show us a plan for a new library of approximately 20,000 sq. ft., paired wit a ew City Hall of approximately 50,000 sq. ft., with structured parking to meet the combined sh red parking needs of the library, City Hall (including public safety and the courts), the Com u ity Center, and Cherry Hill house and park. Option 3 would give us a library approximately 5 p rcent larger than current (14K sq. ft. current to 20K new), and a City Hall approximat ly 2 percent larger than current (41 K sq. ft. to 50K). Using a back-of-envelope estimated co t fo new construction of $350 per sq. ft., the total pricetag for a new library and City Hall woul b around $30 million - giving us a fully modern, architecturally distinguished, environme tal y sensitive, secure, ADA-compliant, citizen- and worker-friendly, shared-parking civic ce ter campus that, if constructed with a 20- 1 I foot setback from Park and Little Falls, would co pi tely preserve (and perhaps even expand) the Cherry Hill Park greenspace. (And ill nable use of the existing MRS library building as a history archive/City Museum.) Such a civic center campus could be expe ted to meet the City's needs for at least the next half-century. Its civic usefulness, longevity, nd value for public dollar invested would be far superior to pursuing a strategy of renovations an piecemeal add-ons to aged City Hall and library buildings that, at their core, have mul iple deficiencies. As Option 3 would entail use of exclusively Cit -owned property, there would be no land acquisition costs. As best I can determine, every~oth r option for the library and required parking would involve public expense for obtaini g p ivately owned land, either with consent from a willing private party or via City exercise o em nent domain. Looking at the posted agenda for the City C un il meeting Monday night, the list of items we'll consider does not seem long, with a main o e eing #9, the CFO's report. I presume that one purpose of the CFO's briefing is to help Co neil understand our City's current capacity for responsibly carrying municipal debt, as e head into a FY14-15 budget/CIP cycle where Council will be asked to consider how to ee an array of long-term needs (for the library, City Hall, stormwater management, road , p rks, schools, pension obligations, etc.), at a time when our economic development effort ar gaining momentum and borrowing costs are at historic lows. I would be interested t he r the views of staff and my Council colleagues on the options outlined above, either uri g Monday's Council meeting, or at some other opportunity in open session. Thanks. Phil Phil Duncan Falls Church City Councilor Call: (703) 209-2005 2 .