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 March 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 Ed Rose Don Camp Also present was Stephanie Oppenheimer, a new Board member, who will officially start after she is sworn in. She replaces Sally Phillips who resigned the end of February. Councilwoman Karen Oliver, Director Mary McMahon and her assistant Claudia Gutierrez were also present. 2. RECEIPT OF PETITIONS The Director presented an email to the Board from a citizen of Falls Church City in regard to the Draft Master Plan Development and Space Study Review. One of the members asked the Director to thank Pat Meyers about the comments. Another patron also emailed and asked if comments were still being accepted on the Review. The Director said that she answered that email in the affirmative, urging the patron to send in comments which she would pass along to the Library Board. 3. APPROVAL OF JANUARY 8, 2014 SPECIAL MEETING MINUTES AND FEBRUARY 19, 2014 MINUTES Upon a motion duly made and seconded, the January 8, 2014 Special meeting minutes were approved unanimously. Upon a motion duly made and seconded, the February 19, 2014 Meeting minutes were were approved unanimously. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT Ed Rose reported that CATCH is working on grant applications, and there is a grant that includes the library as a part of it~information gathering on Falls Church history. CATCH has their website up now, but is still working to share community information on it. 5. LIBRARY FOUNDATION REPORT A check was written for $9,380.00 to the library to pay for half of the Freegal annual subscription, poetry prizes, summer reading program prizes, eAudiobooks and eBooks. Don Camp also reported that $12,000 went into the Trust's endowment account with the Vanguard Fund, and that account now has $75,000 in it. He stated that since January 2014, the Foundation has received several donation checks including one from the Original Pancake House 1  Library Lovers event. The annual tax return was also filed on time. 6. FY15 CIP MEMO AND UPDATE FROM ASSISTANT CITY MANAGER CINDY MESTER Ms. Mester reported that after a very deliberative Capital Improvement Plan (CIP) process, the Planning Commission rejected the Library Board's proposal to tear down and rebuild the Library. Instead, they recommended $8M and placed it in FY17, rather than the $18,860,000 in FY15 as requested by the Board. Cindy also handed out a memo from her dated March 3, 2014 (attached to these minutes) that outlined under #3 on page 2 the modifications that the Planning Commission was recommending to City Council regarding the library's project. Those recommendations included: 1. $8M funding level rather than the almost $19M requested; 2. Advocating a renovation/expansion of the existing building rather than a raze and rebuild; 3. Must conduct additional design analysis for the $8M project; 4.Must do more community outreach/education on this project in preparation for a referendum; 5. The new project must have parking; 6. The building must be sized for City resident population growth, not include the nearby population that uses the building; 7. The project must be voted upon in a referendum; and, 8. The library should not be included in the renovation and expansion of City Hall. Cindy also said that an amended plan must be worked upon and then submitted to the Planning Commission in time for the next round ofCIP submissions in November/December 2014. She stated that year end money from FY 15 could fund this new study that would use as its basis the information gathered about the building, City demographics, building mechanicals, etc. so much of the work would not need to be repeated. Discussion also took place about whether part ofthe $8M could be allocated earlier than FY17 so that the public would have a better concept of what they would vote on in the referendum which will be required. Ms. Mester said the earliest they might get any portion of the money would be in FY 16, if the Council agreed. Parking was also discussed. Ms. Mester stated that she has been asked to contact the adjacent Property Homeowners' Association (HOA) to begin talking about the possibility of a shared parking deck for use by them as well as a portion for the library/City. There currently is no money in the CIP for any parking structures and would have to be added depending on the final negotiations. A parking deck would be a separate proposal from that of the Library expansion project. Ms. Mester also explained and showed possible facades for a City Hall that would include space for a Library in its renovation/expansion. She explained where the Library might be placed, however, she noted that this was not recommended by the Planning Commission. There is another meeting of the Planning Commission regarding the CIP on Thursday, March 20. The Director of the Library has been asked to attend in case there are any questions the Planning Commission has regarding the library project. The Board is invited to attend, but was reminded that there will be no public comment allowed at the meeting. 7. 3D PRINTER POLICY-I sT READING The Board reviewed the policy as presented and had some concerns about what appeared to be redundancy in some wording that would necessitate a change to the proposed policy. The Director stated that she could take the policy back to the City Attorney so he could address their questions/concerns. The Board will review the policy again at the next meeting in April. Upon a motion duly made and seconded, the Board unanimously accepted the 3D Printer Policy and would accept any changes if the City Attorney thought they were necessary. 2 8. AUTOMATED COMPUTER SIGN-UP AND RESERVATION SYSTEM (PHAROS) POLICY-2ND READING Upon a motion made and duly seconded, the Automated Computer Sign-up and Reservation System (Pharos) Policy was unanimously approved on its second reading. 9. FY15 BUDGET UPDATE There was no time to go over an FY15 budget update. It will be brought up at the next Board meeting. 10. LIBRARY USER DRAFT SURVEY FOR 2014 The Director asked the Board to review the draft User Survey for 2014 and be prepared to speak about it and adopt it at the April 2014 meeting. 11. LIBRARY REPORT AND ANNOUNCEMENTS The Director announced the following: • The retirement of Beverly Mefferd, LAII, in the Youth Services Department. She has worked in the library for 38 years. Her last day will be June 1, 2014. • Jo Murphy, Reference Librarian, has had hip replacement surgery which went well. • The City's (and therefore the Library's) website is being redesigned and will be available for public use on May 1, 2014. • The new public PCs have still not been installed and so the conversion to Windows 7 and Microsoft Office 2010 is not done yet. We hope that by mid- April it will be completed. • The Director asked the Board to be thinking about how long they would like the Draft Master Plan Development and Space Study Review document to remain posted on the Library's website, especially in light of the CIP recommendation from the Planning Commission and the amended study that will take place. She also said that they should be thinking about how they want to solicit more input from the public about the new study once work starts on it. • The Director noted that all the trees and bushes have been trimmed around the Library. 12. BUSINESS NOT ON AGENDA None. 13. ADJOURNMENT There being no further business, a motion was duly made and seconded to adjourn the meeting at 9:00 p.m. 3  Respectfully submitted, Mary W. McMahon Library Director Approved: YkA~ Bradley E. Gemand, Chair Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page. 4 .. INTEROFFICE MEMORANDUM DATE: March 3, 2014 TO: Planning Commission Chair Rodgers and Planning Commission Members FROM: Cindy L. Mester, Assistant City Manager SUBJECT: Planning Commission FY2015-2019 CIP Recommendation Background: The development of the City's Five-Year Capital Improvements Program (CIP) allows the City to take the shared and competing visions for the development of our public facilities through a disciplined evaluation process. By identifying projects and capital needs several years into the future, the City accomplishes the following objectives: Cost estimates for long-term objectives and identified needs are linked to available resources, and placed on a schedule for implementation; Major expenditures are scheduled in the context of a balanced Annual Operating Budget and a five-year financial forecast. Capital projects are defined as a new, one-time project with a useful life of more than five years, and costing $150,000 or more; revised for FY20 14 onward. The cost estimates included in the CIP are intended to capture the entire estimated project cost, including, as applicable, land acquisition, design, negotiated agreements, and construction. The total request for each project is evaluated and, based upon funding, is prioritized to meet the needs of the City. The projects contained in the CIP support the goals and objectives outlined in the City's Comprehensive Plan, intended to establish the long-term spending priorities identified by the City Council and are consistent with their 2025 Vision/Strategic Plan. The requirement for the annual consideration and adoption of a five-year Capital Improvements Program by the Planning Commission is provided in Section 6.19 of the City Charter, and Section 17.08 of the City Code. The inset below contains the relevant Code provision. Sec. 17.08 . ... "The city manager shall subsequently submit to the commission a proposed capital improvements program together with a report on the financial condition of the city, insofar as it may relate to any contemplated capital fund projects. In the preparation of its capital improvement recommendations, the commission shall consult with the city manager, the school board, the heads of departments and interested citizens and organizations, and shall hold such public hearings as it shall deem . necessary. It shall submit its recommendations to the city council, at such time as the council shall direct, together with estimates of cost of such projects and the means of financing them, to be undertaken in the ensuing fiscal year and in the next four (4) years."  FY15-19 CIP/CIP Planning Commission Action Page2 Process: The FY2015-2019 CIP was presented to the Planning Commission on February 3, 2014 after extensive deliberation at the department level as well as with the relevant Boards and Commissions. The formulation of the proposed CIP was based on fiscal constraints and compliance with Council adopted fiscal policies. The Planning Commission conducted a second public hearing on February 18 and will conduct an additional public hearing on March 3, 2014. Additionally, work sessions were held on February 3, 18 and February 26, 2014, which provided the Planning Commission the opportunity to review the details of all projects proposed under the General, School, Stormwater, and Sewer Funds. The final public hearing and action by the Planning Commission is scheduled for March 3, 2014. At the February 26 work session, the Planning Commission requested the following modifications: 1. Rename the Park and Transportation project to specifically cite Big Chimneys Park and to ensure the intent of prime focus on park needs be documents (see revised page 9-9); 2. Delay by 1-year respectively, to FY17 and FY18, for the George Mason High School and Mary Ellen Henderson Middle School projects to reflect the time needed to plan for use of the new BLA land and to develop the financing plan, written as a separate motion; Turf Field and Track Projects to coincide with the middle school timing (see revised page 3-1 3-4 and 9-7)· ' ' 3. Revise the Library Facility Project to occur in FY17 at an $8M dollar level citing the intent for a renovation/expansion project versus a raze and rebuild new building along with a request for the Library Board of Trustees to conduct additional design analysis and community outreach/education on this project in preparation for a referendum (see revised page3-4 and 6-5); 4. Include in the CIP adoption motion the support for two grant funded transportation staff positions to support implementation of the significant grant funded projects to ensure the good investment for the community and economic development get completed; and 5. Include a separate motion indicating the Commissions preference and clear recommendation, after considering all design alternatives, infrastructure priority pressures and financial affordability, that the adopted City Hall/Public Safety Projects proceed immediately with implementation. Summary: The FY2015-2019 CIP provides for the overarching theme of continued financial sustainability and a funding commitment to capital infrastructure. This CIP proposes initiatives for the restoration of deferred system integrity work to begin as well as establishing a long-range project and funding plan for facilities. The General and School Fund 5-year CIP recommends 18 significant projects totaling $147,045,000 of which $40,985,000 is fully funded; $106,060,000, predominantly for school projects, requires revenue offset or a financial plan such economic development new net revenue. The Transportation Fund is now set up as a separate fund to maximize leveraging the new state funding and the 9 projects are 85% funded with grants. ... Ftr15-19CIP/CIP Planning Commission Action Page 3 The following chart depicts the Ftrl5 (1-year) General and School Fund CIP: Capital Improvements Program General Fund FY2015 (AII 1nF.tunrtina ornmlorf' So Technology-1% Recreation General Parks6% Government- _ _ _ _ _ facilities 3% Public Works/ School Development Facilities 35% Services- Transportation 53% Intentionally Left Blank  .. , FY15-19 CIP/CIP Planning Commission Action Page4 The following chart depicts the 5-year General and School Fund CIP: Capital Improvements Program General Fund FY2015-FY2019 (All Funding Sources) Recreation a Information Public Works/ Parks 3 % Technology- Public Safety Development General GJlirtral Services- Government- Tra ="..-""'n'"" 0% Facilities 6% The Utility Fund (stormwater and sewer) recommends 8 vital projects totaling $17,000,000. Refer to CIP notebook for further details on projects in all funds. Staff Recommendation: Staff recommends that the Planning Commission approve the FY20 15- 2019 CIP as presented on February 3, 2014 and amended on February 18 and 26, 2014 and that it be transmitted to the City Council via the City Manager's proposed FY2015 Annual Operating and CIP budget. Sample motions are provided in Attachment 4. Attachments: 1) General and School Fund Project Summary 2)5-year Fund Balance Projection 3) Revised CIP Projects Sheet Updates 4) Sample Motions cc: Jim Snyder, Planning and Development Services Director Wyatt Shields, City Manager Toni Jones, Superintendent of Schools Richard La Condre, Finance Director, CFO CIP Notebook Holders  F'r15-19CIP/CIP Planning Commission Action Page 5 Attachment 4 FY2015-2019 Capital Improvements Plan SAMPLE MOTIONS FOR APPROVAL (Recommended by Staff) Motion #1: I move that the Planning Commission recommend that the City Council approve, pursuant to Section 6.19 of the City Charter and Section 17.08 of the City Code the F'r20 15- 2019 CIP as presented on February 3, 2014 and amended on February 18 and 26,2014, as summarized on CIP notebook pages 3-1, 3-2, 3-3, 3-4, 3-5 and 3-6: 1. Including support to fund two grant funded transportation staff positions for implementation of the significant grant funded projects to ensure the good community and economic development investment and that the can be completed; and 2. Excluding the George Mason High School, Mary Ellen Middle Schools, Turf Field and Track Projects. Motion #2: I move that the Planning Commission recommend that the City Council approve, pursuant to Section 6.19 of the City Charter and Section 17.08 ofthe City Code the F'r2015- 2019 CIP as presented on February 3, 2014 and amended on February 18 and 26, 2014 for the timing and funding amounts for the George Mason High School, Mary Ellen Middle Schools, Turf Field and Track Projects as summarized on CIP notebook pages 3-1 and 3-2. Motion #3: I move that the Planning Commission recommend that the City Council support the Commissions preference and clear recommendation, after considering all design alternatives, infrastructure priority pressures and financial affordability, that the adopted City Hall/Public Safety Projects proceed immediately with project implementation as described under Tab8 of the CIP notebook. FOR APPROVAL WITH PLANNING COMMISSION MODIFICATIONS (as recommended at March 3 public hearing) I move that the Planning Commission recommend that the City Council approve, pursuant to Section 6.19 of the City Charter and Section 17.08 of the City Code, the F'r20 14-2018 CIP as presented on February 3, 2014 and amended on February 18 and 26, 2014, as summarized on CIP notebook pages 3-1, 3-2, 3-3, 3-4,3-5 and 3-6 with the modifications of: [Planning Commission to provide modifications/alternatives] 1. 2. 3. 4.  . .' - ~ FY15-19 CIP/CIP Planning Commission Action Page 6 FOR DENIAL I move that the Planning Commission recommend that the City Council not recommend, pursuant to Section 6.19 of the City Charter and Section 17.08 of the City Code, the FY20 15- 2019 CIP as presented on February 3, 2014 and amended on February 18 and 26, 2014, as summarized on CIP notebook pages 3-1, 3-2, 3-3, 3-4, 3-5 and 3-6 for the following reasons/justifications: [Planning Commission to provide reasons/justifications] 1. 2. 3. 4.