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 April30, 2014 1. CALL TO ORDER Board Chair Brad Gemand called the meeting to order at 6:59p.m. The following Board members attended the meeting: Brad Gemand Chet DeLong Nancy Bentrup Jeff Peterson Ed Rose Don Camp Stephanie Oppenheimer Also present was Director Mary McMahon. 2. RECEIPT OF PETITIONS None. The Director requested that she be allowed to amend the Agenda to allow consideration of the Draft 2014 User Survey and remove number 4 (3D Printer Policy-2nd reading). Upon a motion duly made and seconded, the Board amended the Agenda to include the addition of the Draft 2014 User Survey and to remove Number 4 (3D Printer Policy-2"d Reading) from the April30, 2014 Special Meeting Agenda. The motion passed unanimously. Upon another motion duly made and seconded, the Board again amended the Agenda to include the approval of the Minutes of the April16, 2014 meeting. The motion passed unanimously. 3. APPROVAL OF APRIL 16, 2014 MEETING MINUTES Upon a motion duly made and seconded, the April16, 2014 meeting minutes were approved unanimously with one minor correction. 4. CHANGE ORDER FOR THE RFP The Director began with an explanation of the Introduction to the Amended Change Order for the Space Study RFP followed by an explanation of the Background section ofthe Change Order. Discussion in the Background section centered around the Planning Commission's opinions being deleted from the document since those opinions were not expressed or formalized in any written documents from the Planning Commission even though the opinions were verbally expressed at various Planning Commission meetings. The Board then inserted a section to address Parking (inserted after the Assumptions portion of the document). Under the section on 1  Statement of Work, the number of meetings required of the consultant was discussed, and several were deleted. The Board further refined other tasks under the Statement of Work and changed the date that the contract would begin under the Proposed Project Schedule based upon a discussion the Director had with the Deputy Finance Director. Upon a motion duly made and seconded, the Library Board voted to accept the RFP Amended Scope of Work for Additional Work in a vote of 6 ayes and one nay. The motion carried. 5. DRAFT 2014 USER SURVEY Upon a motion duly made and seconded, the User Survey for 2014 was approved unanimously with several minor changes. 6. FIVE YEAR PLAN, 2015-2019-1sT READING Upon a motion duly made and seconded, the Five Year Plan, 2015-2019 was approved unanimously with several minor changes. 7. LIBRARY REPORT AND ANNOUNCEMENTS No library report was given by the Director. 8. BUSINESS NOT ON AGENDA None. 9. ADJOURNMENT There being no further business, a motion was duly made and seconded to adjourn the meeting at 8:45 p.m. Respectfully submitted, Mary W. McMahon Library Director Approved: ~~ Bradley E. Gernand, Chair Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page. 2