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 April16, 2014 1. CALL TO ORDER Board Chair Brad Gemand called the meeting to order at 7:00pm. The following Board members attended the meeting: Brad Gemand ChetDeLong Nancy Bentrup Jeff Peterson Ed Rose Don Camp Stephanie Oppenheimer Also present was Director Mary McMahon. 2. RECEIPT OF PETITIONS The Director presented a letter from Sarah Young of2555 Holly Manor Drive in Falls Church. She and three other Girl Scout cadettes are working on four services projects that they would like to do in collaboration with the library. The projects include: sponsoring a fine free event in exchange for food or toiletries to help restock the local pantry; presenting a program to teens and tweens on how to recycle old t-shirts into shopping bags; reading with children about community helpers; and, donating a CD on disaster preparedness that would be put in the circulating collection. The Director stated that she had talked with the Youth Services Supervisor who would have to oversee this collaboration. Ms. Carroll said that the proposals could be accommodated during the coming summer and the "fine free" event could be combined with the library's annual Fine Free Week in October. Upon a motion duly made and seconded, the Board instructed the Director to write a letter on its behalf accepting Sarah Young's proposal for collaboration between the library and the four Girl Scout cadettes on their community projects. The motion passed unanimously. 3. APPROVAL OF MARCH 19, 2014 MEETING MINUTES Upon a motion duly made and seconded, the March 19, 2014 meeting minutes were approved unanimously with two minor corrections. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT No report. Chair Gemand updated the Board on a recent meeting of the Civil War Sesquentennial committee. He said that Civil War day will be held on May 17th in Cherry Hill Park and at the Cherry Hill farm house from 9 a.m. to 3 p.m. and would include re-enactors. The committee is also deciding what they will do next year. Some ideas that are currently being advanced include: bequeathing something lasting to commemorate the sesquentennial such as a book of Civil War letters, artwork, or commemorative signs. 1 5. LIBRARY FOUNDATION REPORT Don Camp reported that the Foundation has received some State contributions from people who had designated their refunds to go to the charity of their choice. In addition, he reported that currently the Foundation has approximately $4,000 in its checking account and that the library could ask for more money since that is more than enough to do the fall fund raising campaign. 6. CHANGE ORDER FOR RFP TO REFLECT A NEW SCOPE OF WORK ON SPACE PLANNING The Director reviewed the draft proposed change order to the Request for Proposal on space planning with the Board and discussion ensued. The Board asked the Director to find out the exact requirements which dictate a referendum. After much discussion, the Board asked that the draft change order be more focused and include: 1. A section on assumptions; and, 2. materials that would provide not only their design of a building for $8M, but also materials that the Board can use to provide information to the public about the project such as exciting exterior drawings. They asked the Director to talk with Cindy Mester about the date this new information would be required to be included in the next Capital Improvement Plan (CIP) requests for FY16. The Board feels that due to the limited money available for additional work on this change order, it is more important that the architects do work on the design and renderings of what the project could look like for $8M, which would then be used by the Board to inform the public. The Board also would like to meet with the City Manager to talk about the project and hold a joint meeting with the Planning Commission to inform them about what is occurring with the project and get their feedback. Upon a motion duly made and seconded, the Library Board of Trustees voted to hold a special meeting on April30, 2014 at 7:00 p.m. in the Library Conference Room to consider a new draft of the change order to the scope of work on space planning. The motion passed unanimously. 7. 3D PRINTER POLICY-2"d READING This matter of business was postponed until the next meeting. 8. LIBRARY USER SURVEY DRAFT FOR 2014 The Board briefly discussed the survey due to the limited time remaining. It will be considered again at the next meeting with some of the suggestions that were made. 9. FIVE YEAR PLAN, 2015-2019-1 sT READING The Board briefly discussed the Plan, but due to the limited meeting time remaining, it will be considered at the next meeting. 10. FY15 BUDGET AND CIP UPDATE The Director told the Board that the City Manager has been instructed by City Council to find $1.6M in additional cuts/revenues so that the tax rate does not have to be raised. She said that the City departments have not been asked to revise the budget they submitted. She said that the budget "markup" will take place on Monday, April 21st with final adoption on Monday, April28, 2014. 2 11. LIBRARY REPORT AND ANNOUNCEMENTS The Director announced the following: • Personnel changes that will occur due to the retirement of Beverly Mefferd (they include making the Young Adult librarian full time, adding 4 hours to a librarian's position, and hiring a temporary 15 hour/wk Library Assistant 1-all this done without increasing the library's PTE count or expending additional salary or benefits monies); • Two staff members that had been out on extended medical leave have returned to work; • A reminder that the library would be closed on Sunday, April 20th for Easter; • A reminder that the newly redesigned City website (and the library's) will make its debut on May 15\ • The public PCs have not been converted to Windows 7 and Microsoft Office 2010 as yet, but are scheduled to be completed by the end of April; and, • The Director will attend the Virginia Public Library Directors' meeting at Graves Mountain on April24 and 25, 2014. 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. Respectfully submitted, Mary W. McMahon Library Director Approved: -~1 LJ Bradley E. Gemand, Chair Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page. 3  April 9, 2014 ~\t1ary Riley Styles Public Library 120 N Virginia Ave Falls Church , VA 22046 Dear Honorable Board: My name is Sarah Young and a lifetime patron of your wonderful library since 2000. I have enjoyed many wonderful events at your library and have checked out lots of books and videos. I am a cadette girl scout and I am working on my silver award project. Our troop has 3 cadettes working on their projects: Harper and Marissa are focused on helping the food pantries in Fairfax County be better stocked and Katie Marie is working on a media project on getting disaster preparedness info to families at risk. We would like to propose the following collaborations with the library between June and September of 2014. 1. Can we sponsor bring a food or toiletries to help re-stock the local pantry, shelters during a specific timeframe for those patrons with fines to be forgiven? 2. Could we set up a teen or tween event to show them in 1-2 hours how to recycle old t shirts into shopping bags? We can supply the T shirts, the admission to the event would be toiletries for the local shelters. 3. Could we have a few reading hours with children and read to them books about helping people? We would like to collaborate with the librarian to help us pick these books. And, then have a craft. If we could say admission is granted by bringing in a toiletry item that would be great. 4. Could Katie Marie Pala have her CD on disaster preparedness logged in your library? Respectfull~ S~ng 2555 Holly Manor Drive Falls Church VA 22043 .__,e-mail 2moviebuff@gmail.com