Library Board of Trustees

MEETING OF THE BOARD OF TRUSTEES MARY RILEY STYLES PUBLIC LIBRARY Held in the Library Conference Room, 120 N. VirginiaAvenue, Falls Church, VA22046 September 18,2013 1. CALL TO ORDER AND ROLL CALL Board Chair Brad Gernand called the meeting to order at 7:30p.m. The following Board members attended the meeting: Brad Gernand ChetDe Long Nancy Bentrup Sally Phillips Jeff Peterson Ed Rose Excused: Don Camp Also present were Councilman Phil Duncan, Councilwoman Johannah Barry, the Consultants of the Space Study David Moore, AlA, Pam Gillen, AlA, and the Boy Scout, Jacob Bruner. Director Mary McMahon and her assistant Claudia Gutierrez were also in attendance. In the audience were two residents of the City. 2. RECEIPT OF PETITIONS Jacob Bruner presented his proposed Eagle Scout project: to obtain and install a 3D printer for the library. He proposed raising the money for the printer and showed the Board members items that had been made by a 3D printer. He said that not only would he raise the money for the equipment and supplies, but he would train staff on its use. It was mentioned that the library could search policies for its use and supplies charging patrons a fee for its use. Discussion followed and the Board asked the Director to present policies samples from other public libraries that have 3D printers at the next meeting. After studying the policies, the Board will give a response to Jacob in about a month. 3. APPROVAL OF AUGUST MEETING MINUTES Upon a motion duly made and seconded, the Board approved the minutes of August 2013 with one minor correction. 4. ARTS AND CULTURAL DISTRICT TASK FOfCE (CATCH) REPORT There was no CATCH report. 5. LIBRARY FOUNDATION REPORT There was no Foundation report. 1 6. SPACE STUDY AND LONG RANGE MAST R PLAN UPDATE AND DISCUSSION OF FINAL DRAFT The Consultants' report is 95% compl te at this time. They explained the analysis diagram of the growth needed in every departm nt of the library. David Moore also mentioned the overwhelming community support for the li rary's present location due to its proximity to Cherry Hill Park, Farmers Market, the center of the City, and the synergy created by the adjacent commercial and eating establishmen s. David Moore explained the 3 different proposals for expansion: 1. Expand vertically by removing the roof d adding an additional floor to the building, This requires significant structural retrofit making this the least cost effective option. 2. Raze the current building and rebuild it. ith this option the building will increase from 18,500 SF to 33,000 SF. There are man advantages to this option: it would create a lower level of parking beneath the new uilding and provide 33 spaces; it can be built according to the needs of the library and its patrons for the next 20 years; and it could have one or two floors added as shells at would provide future expansion space, but be leased out providing the City with rev nue until such time as the Library would need it. Possible disadvantages include: reloc ing the library to a temporary location during the project; reduction of setbacks from e street and sidewalks limiting surrounding landscaping opportunities; and, it would e more expensive than the other options. Brad wanted to know if this option will could be built in the Williamsburg style as required by the covenant. Moore said yes, it could be done. 3. Horizontal expansion. This is the least xpensive option. The library will remain in operation will the expansion is taking pl ce (with some disruption), and the project will expand the building towards the back arking lot and in front of Park Avenue from 18,500 GSF in area to the 20 year gro projections of approximately 33,000 GSF. Disadvantages to this option include: e loss of all parking along the side of the building, and the expansion builds out e entire lot so no additional expansion to the building can be done without incurring si ificant expenses. David Moore said the construction woul require around 18 months for both options 2 and 3. Jeff asked about a possible optio to expand south and purchase the building at 108 N. Virginia Avenue and remove the s wer and storm water easement at the back of the library and build onto the current libr . Gillen said that option doesn't provide the needed space as recommended in the spa~e needs projections, and the narrow shape of the library will be less functional. 7. PROFFERS DISCUSSION CONTINUED There was no discussion on this subject since the entire meeting was spent on the space needs study options. 8. LIBRARY REPORT AND ANNOUNCEMENTS • An elevator consultant team will assess the library's elevator on September 19 as well as the elevators at City Hall and Community Center. 2  I • More work was done on the HVAC syst~m due to a malfunctioning RTU2 frequency ~~ i • The Director will attend the mandato' statewide library directors' meeting on September 25 in Williamsburg and stay D r the Virginia Library Association conference for two days afterwards. • Food for fines: Upon a motion duly made and seconde , the Board agreed that Food For Fines be held from Saturday, October 19 throug Sunday, October 27. Food will be donated to local area food bank. The motion pas ed unanimously. • The library is experiencing problems with the backup tapes for the ILS. Staff is working with the vendor to resolve the problems. • The Microsoft Office 2010 and Windo s 7 rollout for staff computers will begin sometime in mid to late October. Public machines will then receive the updates and equipment, possibly in December. • The Director reported that Library Assis t I position in Circulation has been filled and interviews for the part time Young Adult li rarian will begin on Friday, September 20. 9. BUSINESS NOT ON THE AGENDA Upon a motion duly made and seconded the Board agreed to send letters to each of the Council candidates asking for their su port in the library's future, especially concerning the possibility of a new building and offering more information about the consultants' draft report. The motion passed u animously. 10. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Trustees unanimously agreed to adjourn the m eting at 9 p.m. Respectfully submitted, Mary W. McMahon Library Director Approved: Bradle E. Gemand, Chair Copies: Board of Trustees, City Manager, Library eference Desk, Staff Bulletin Board, City Clerk, City Council, Historical ommission, Library Web Page 3