Library Board of Trustees

SPECIAL 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 December 3, 2013 1. Call to Order Board Chair Brad Gemand called the meeting to order at 7:30 p.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. Stephanie Oppenheimer was also present. 2. RECEIPT OF PETITIONS None. 3. APPROVAL OF NOVEMBER 18, 2013 SPECIAL MEETING MINUTES Upon a motion made and duly seconded the November 18, 2013 special meeting minutes were approved unanimously with no changes. 4. REVISED CIRCULATION POLICIES Upon a motion made and duly seconded CIR-2 Patron Borrower Cards Policy was approved unanimously with no changes on its first reading. Upon a motion made and duly seconded CIR-3 Circulation of Library Materials Policy including the updated Fines and Fees Table was approved unanimously with no changes on its first reading. 5. SPACE STUDY AND LONG RANGE MASTER PLAN The Library Director reported to the Board what she had been tasked to research at the last meeting. A current market value was discussed as well as the assessed value of an adjoining property. After a lengthy discussion, a motion was made. A motion was made to request in the Capital Improvement Project (CIP) budget for FY15  an amount of money to purchase the adjacent property, increasing the overall budget request from the current $6. 75M to $10M to account for the purchase of the property, razing and building a facility on that property, tying it to the current library, and also renovating the current library. More discussion ensued, and a Board member called for the question. The vote was one aye, five nays. The motion failed. Further discussion took place. A motion was made and seconded to consider that the primary option for expansion be to tear down this library building and rebuild it for the purposes of remaining in the current CIP process and drop the option of purchasing an adjacent property until this primary option is declined. A motion then was made to amend the prior motion to include a request for $17M in the CIP process for FY15. This amended motion was seconded and the motion passed five ayes, one nay. Jeff Peterson requested that the minutes record that he had voted against the amended motion. A Board member then asked that the Director find out if the Board's responsibility as it relates to budget is also valid for the CIP process, i.e. that what it puts forward must be in the CIP documents must be forwarded, as adopted by the Board, to the Planning Commission even if not included in the City Manager 's and Assistant City Manager's recommendations to the Planning Commission for the CIP projects. She is to report back at the next meeting. It was also noted that the Board has been invited to attend a Planning Commission meeting on Monday, December 16, 2013, to discuss the study and various options the Board is considering. The Chair will attend along with the Library Director. The Director is to also inquire as to whether other members of the Board can attend or must it be advertised as a special meeting. The Director will inform the Board members of the decision before the December 16th meeting so there is no violation of the State Sunshine Law. The Chair then asked the Board if they wanted to hold the special meeting scheduled for December 11 , 2013 . Upon and motion made and duly seconded, the Board voted not to hold a special meeting on December 11, 2013. The motion passed unanimously. The Board will hold its regularly scheduled December 18, 2013 meeting. 6. LIBRARY REPORT AND ANNOUNCEMENTS The Director noted the following: • The new plantings on the East side of the building are in and the job is complete. • The plans concerning the 3D printer are moving along. The project has been approved by the Scout leadership, and Jacob has begun raising money for it. A location in the library has been designated, and an Open House for the public will be held on Saturday, January 18 from 10 a.m. to 2 p.m. to showcase what a 3D printer can do. ~ , r J • The Library will be closed for the employee holiday luncheon on Friday, December 13 from noon until 2 p.m. and reopen until 5 p.m. that day. The holiday schedule: closed beginning at noon on December 24 thru December 25, and reopening regular schedule on Thursday, December 26; close at 5 p.m. on December 31 and January 1 and reopening regular schedule on January 2. • There will be a general staff meeting on Wednesday, December 11 and also a volunteer and holiday luncheon that day in the library before we open at 1 p.m. Wyatt Shields, City Manager, will also speak to the staff. Special recognition for Dick Allan for his years of dedicated service as a volunteer both on the Board of Trustees and as the head of the ongoing library book sale. The Board is cordially invited to attend as well. 7. BUSINESS NOT ON THE AGENDA A Board member inquired about the recommendation made in the Space Study that suggested the formation of a task force to review and make recommendations on the scope of coverage for Local History. The Director stated that she would check with the Reference Services Supervisor about how he will proceed with that recommendation. She noted that it will not be added to the FY14 work plan, but will be planned for and initiated as part ofFY15's work plan. 8. ADJOURNMENT There being no further business, upon motion duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:55 p.m. Respectfully submitted, Mary W. McMahon Library Director Approved: Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page