Library Board of Trustees

MEETING OF THE BOARD OF TRUSTEES MARY RILEY STYLES PUBLIC LIBRARY Held in the Mary Riley Styles Public Library 120 N. Virginia Avenue Falls Church, VA 22046 February 20, 2014 (rescheduled from February 19, 2014) 1. CALL TO ORDER Board Chair Brad Gemand called the meeting to order at 7:30pm. The following board members attended the meeting: Brad Gemand Chet DeLong Nancy Bentrup Jeff Peterson Excused Absence: Sally Phillips, Ed Rose, and Don Camp. Also present were Councilwoman Karen Oliver, Director Mary McMahon and her Assistant Claudia Gutierrez, also Ms. Ann McClary, who is applying to fill the Library Board of Trustee member vacancy. 2. RECEIPT OF PETITIONS None. 3. APPROVAL OF JANUARY 8, 2014 SPECIAL MEETING MINUTES AND JANUARY 22, 2014 MEETING MINUTES The Board made substantial changes to the minutes of the January 8, 2014 special meeting and asked that they be brought back to the next meeting for final approval. Upon a motion duly made and seconded, the Board approved the January 22, 2014 minutes with a minor change. Jeff Peterson, a Board member, petitioned the Board to attach a copy of his Minority View Concerning the Proposal to Raze and Rebuild the Mary Riley Styles Library, dated February 2, 2014, to the meeting minutes of the Board. After discussion about which meeting minutes to attach the report to, it was decided to attach them to the January 22, 2014 meeting minutes. Upon a motion duly made and seconded, the Board voted unanimously to attach the document entitled Minority View of Jeff Peterson Concerning the Proposal to Raze and Rebuild the Mary Riley Styles Library, dated February 2, 2014, to the January 22, 2014 meeting minutes. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT None. 5. LIBRARY FOUNDATION REPORT None. 6. FY15 CIP UPDATE The Director stated that she met with the Planning Commission to report on their previous request regarding parking and any small area development plans near or including the library that are being worked upon or are in place by the City's Planning Department. The City is developing small area plans and has 3 -5 different designated areas for parking, but none of them are adjacent to the library which is located in the POA6 area of the West Broad St. small area study. There are currently no plans for parking in the POA6 area. Furthermore, Assistant City Manager Cindy Mester has been asked by the City Manager to contact the Homeowners' Association of 313 Park Avenue about a shared ·City parking deck on their property. Currently there is no money in the CIP Five Year Plan for a parking garage or deck anywhere in the City. At the Planning Commission meeting on February 18th, the Commission asked Cindy Mester to do additional financial calculations that would show how the addition of $1.5M for the underground parking of the library's proposal would impact the City's fiscal policy and the CIP. The Commission stated it is interested in the library but has not yet prioritized the competing demands for available resources. They said a CIP library project without parking will not be approved. They talked about the renovation of the City Hall without the library being part of it. The Director also mentioned that at her last meeting with the City Manager, he wanted to know how the consultants arrived at the 33,000 square feet for a new library and was told that the Board had instructed the consultants to plan for a library not only the local residents, but also for users within a certain mile radius of the City. The City Manager also asked if any other jurisdictions might donate money to help build the new library, the Director told him that was highly unlikely. The City Manager was interested in a further study of an alternative building plan for the library. The Director then told the Board that Cindy Mester would like the Board to give her some indication if it is interested in: being part of a City Hall project, remain in its current location, or if the Board wants to do something with the building at 108 N. Virginia Avenue. Once having that information, Cindy will then go back to the Planning Commission with the Board's preferences. Upon a motion duly made and seconded the Library Board prefers its current recommendation and in the timeframe that it is currently proposed. The Board has considered a total of 4 options and its choice is the "raze and rebuild" option; not the renovation only; not the one providing space on adjacent property; and not the partial raze and rebuild. If the decision is to raze and rebuild the City Hall with the inclusion of the library, the Board will respond to that option at that  time. The motion passed three ayes and one nay, Jeff Peterson. Upon a motion duly made and seconded, the Library Board expressed its concern about the newly proposed raze and rebuild option for the City Hall that would include a 30, 0000 square foot space for the library because this plan has not been studied; it has less space than the consultants recommended; and, it has potential complications for integrating the library into City Hall. The motion passed unanimously. 7. FY15 BUDGET UPDATE The Director informed the Board that the budget she submitted to them for approval at the last meeting was really a 2.1% increase rather than the 1.2% increase she had said. The increase was due to Temporary Salaries not being included in the Operating Budget as was done the previous year. She stated that she strongly believes that temporary salaries (which is for Page salaries) should be included in the Compensation portion, which is not affected by the 1.2% guideline rather than the Operating portion of the budget since each Page is hired to work with a certain number of hours a week; they are scheduled weekly, not on an ad hoc basis; they have a formal City job classification and description; and, they are evaluated on an annual basis. She talked about it with the City Manager and the Finance Director and they agreed, so that is why the increased is higher than the 1.2% guideline. 8. AUTOMATED COMPUTER SIGN-UP & RESERVATION SYSTEM (PHAROS) POLICY -1st READING Upon a motion duly made and seconded, the Pharos policy was approved unanimously with one minor change on its first reading. 9. 3D PRINTER POLICY- 1sT READING The City Attorney's revision was not ready and will be discussed at the next meeting. 10. REVISED INTERLIBRARY LOAN POLICY- 2ND READING Upon a motion duly made and seconded, the Interlibrary Loan Policy was approved unanimously on its second reading. 11. LIBRARY REPORT AND ANOUNCEMENTS The Director noted the following: • To celebrate Library Lovers' Month, the Original Pancake House will again donate 15% of its proceeds to the Library Foundation based on sales on Thursday, February 27. The Board is urged to help support this effort, and let people know about it. A flyer announcing the special day was given out at the meeting. • The annual patron survey is coming in April. The Board was invited to think about questions that they might want to include that would be helpful in the future . • The Director will be out on vacation on Sunday, February 24th and back on  Sunday, March lOth. • A copy of an email from the consultants was given to the Board with the space square footage of the current facility broken down by areas. The Director also reminded the Board that the consultants have completed their work with the Library Space Study and will not be answering additional questions without reimbursement for the work it might entail. • Currently, email is not working due to the migration of the email system to a new Exchange server. • The drive thru book drop finally was uncovered from the snow. • The humidifiers throughout the library building are on now after 20 years to address the very low humidity in the building during the winter. We have seen an almost immediate increase from 13% to 30% relative humidity. The humidifiers are now also tied into the energy management system. 12. BUSINESS NOT ON AGENDA Jeff Peterson asked if the Library is considered in the $350,000 facility upgrade fund. The Director will ask the Director of Public Works Mike Collins about it. The Director mentioned that she gave him a list of outstanding major issues at the library so that Public Works would be aware of issues that must be addressed in the library as they formulate their budget for FY15. 13. ADJOURNMENT There being no further business, upon a duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:55 pm. Respectfully submitted, Mary W McMahon Library Director ~~ Approved: Bradley E. Gemand, Chair Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page.