Library Board of Trustees

MEETING OF THE BOARD OF TRUSTEES MARY RILEY STYLES PUBLIC LIBRARY Held in the Library Conference Room, 120 N. Virginia Avenue, Falls Church, VA 22046 November 18,2013 I. Call to Order Board Chair Brad Gemand called the meeting to order at 7:32p.m. The following Board members attended the meeting: Brad Gemand ChetDeLong Nancy Bentrup Sally Phillips Jeff Peterson Ed Rose- Excused Absence: Don Camp Also present were Director Mary McMahon and her assistant Claudia Gutierrez. Upon a motion duly made and seconded, the Board revised the Agenda order of business, moving consideration of the Space Study and Long Range Master Plan to number 4 and postponing consideration of the Revised Circulation Policies until the next meeting. The motion passed unanimously. 2. RECEIPT OF PETITIONS None. 3. APPROVAL OF SEPTEMBER 18, 2013, OCTOBER 16, 2013, AND NOVEMBER 6, 2013 MEETING MINUTES Upon a motion made and duly seconded the September 18, 2013 meeting minutes were approved unanimously with no changes. Upon a motion made and duly seconded the October 16, 2013 meeting minutes were unanimously approved with one correction. Upon a motion made and duly seconded the November 6, 2013 meeting minutes were unanimously approved with two corrections. 4. SPACE STUDY AND LONG RANGE MASTER PLAN The Director distributed an email she had received from a Trustee regarding an an alternate proposal for consideration. The Chair then asked him to explain his "Plan C" which incorporates adjacent property as part of the proposal. He stated he felt the Board/City should make a serious offer for 108 N. Virginia Avenue and then incorporate that property into part of the expansion of the library. He feels that the City cannot afford a $16 to $23M project in addition to the other outstanding capital projects that are coming forward in the next few years and rather than lose momentum and money already allocated to the Library for expansion, the Board should consider a project more along the lines of a $1 0 to $12M project. After much discussion, another Board member suggested going to Council with a greatly reduced Plan A, i.e. no parking level and no third floor of unallocated space with Plan C as a backup plan. As part of this scenario, the current building would also need to be ADA retrofitted and other issues such as HVAC, aging elevator, plumbing and restroom issues would also have to be fixed. It also assumes that the City will negotiate parking arrangements for the area. Upon a motion made and duly seconded the Board asked the Director to ask the City Manager to get the market value and assessed value of 108 North Virginia Avenue so the City would know what to offer the property owner for it. The motion passed unanimously. Upon a motion made and duly seconded the Board asked the Director to contact the Study consultants to see how much they would charge to rework Plan A's scope from the projected current amount to an option assuming that only $10 to $12M is available and asking whether the elimination of the parking level and the third floor are enough to bring the total project under that amount. The motion passed unanimously. Upon a motion made and duly seconded, the Board voted to hold another special meeting on December 3, 2013 with an additional special meeting advertised for December 5, 2013, should it be needed. The motion passed unanimously. 5. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT No report. 6. LIBRARY FOUNDATION REPORT No report. 7. REVISED CIRCULATION POLICIES • CIR-2 Patron Borrower Cards-I st reading Postponed until next meeting • CIR-3 Circulation of Library Materials-} st reading Postponed until next meeting -/ Includes updated Fines and Fees Table 8. CIP BUDGET AND FY15 BUDGET PROCESS No discussion. 9. DISCUSSION OF PROFFERS No discussion. 10. LIBRARY REPORT AND ANNOUNCEMENTS No discussion. 11. BUSINESS NOT ON THE AGENDA None. 12. ADJOURNMENT There being no further business, upon motion duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:58 p.m. Respectfully submitted, Mary W. McMahon Library Director Approved: ~~~A Bradley E. Ge d, Chair Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page