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 June 18, 2014 1. CALL TO ORDER Board Vice Chair Chester DeLong called the meeting to order at 7:00pm. The following board members attended the meeting: Chet DeLong Nancy Bentrup Ed Rose Stephanie Oppenheimer Excused Absence: Brad Gemand, Jeff Peterson, and Don Camp Also present were Director Mary McMahon and Claudia Gutierrez, Senior Administrative Assistant. 2. RECEIPT OF PETITIONS An email was sent to the Library Director from a patron who read about the Library Study and has some suggestions. A copy will be included in the next Board packet. The Director noted that she had responded to the email saying that the Board appreciated continued suggestions, and that she would pass them along to the Board. 3. APPROVAL OF MAY 21, 2014 MEETING MINUTES Upon a motion duly made and seconded the May 21, 2014 meeting minutes were approved unanimously with one minor change. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT None. 5. LIBRARY FOUNDATION REPORT Ed Rose informed the Board that last month $500.00 was collected in donations and $830 from Virginia income tax refund donations. All the money will be put into the Foundation Trust endowment account. Right now that account has $76,000, and the Foundation wants to get that amount up to $100,000 in the next two years. It was reported that the Foundation will not sell pizza at the Concerts in the Park because sales were not as successful as hoped for the amount of work that went into providing the pizza. The sale of pizza boxes will continue. 6. 3D PRINTER POLICY-2ND READING The City Attorney agreed with the changes that the Board suggested be made and approved those changes to the policy to address the concerns from the Board.  Upon a motion duly made and seconded, the 3D Printer Policy was approved unanimously with no changes on its second reading. 7. PROFFERS AND THE LIBRARY FOR FUTURE FALLS CHURCH DEVELOPMENTS The Director mentioned that the Economic Development Commission (EDC) agreed with the proposed library proffer formula since it sounded viable and justifiable. City staff and the EDC are currently reviewing all the proffer formulas and deciding how they will present them to developers, i.e. as each individual proffer or as one total proffer amount that is the sum of all the individual proffers. Once that is decided, Council will review and approve the proffers which will then go forward to developers of future projects in the City. The Board realizes that the library proffer only applies to projects that have residential component to them. If a project is only commercial in nature, the library proffer would not be put forward. Upon a motion duly made and seconded the Board unanimously adopted the following proffer formula for the library: the required square footage per capita at the AAA level based on State standards for libraries with populations of up to 25,000 people multiplied by the industry standard/statistic for the average household size of an apartment or house in the development multiplied by the current cost of a finished square foot of library space. 8. USER SURVEY FOR 2014 UPDATE The User Survey has just been completed and there were over 400 responses, including 45 online responses. The results will be given to the Board at the next meeting. Many of the themes and responses have been very similar for many years now, especially those related to parking. Because of this, the Director asked the Board if it might not be more useful to do the survey every other year instead of every year. It had been hoped that people would answer the question regarding what spaces people think are needed in the library, but there were few detailed responses to this question. 9. LITTLE FREE LIBRARY The Director proposed to the Board the concept of the "Little Library." It is a box full of books where anyone may stop by and pick up a book (or two) and bring back another book to share. The small library could be placed in a park or where people pass by often (i.e. the WO & D Trail or perhaps a grocery store). There is already one in the City at 316 Pennsylvania Avenue. The Director thought perhaps the Foundation might fund this project and purchase several "libraries" to be placed around the City. The Library would provide the books that would go in each one from donations that are not needed in the library. Upon and motion duly made and seconded the Board authorized the Library Director to talk to the Foundation about the "Little Library" project and ask if they might fund several "libraries" to begin the service. 10. LIBRARY REPORT AND ANNOUNCEMENTS Julie Scheina, the new Library Assistant at the Children's room, has started working and is a great addition to the staff. The Summer Reading Program starts on Monday, June 23,2014 with programs for children and adults. The Foundation has generously provided raffle prizes to those readers who complete the basic requirements and enter the raffle. The raffle prizes include: 2 Kindle Fire HD tablets, 2 iPod Shuffles, and 6 gift certificates from One More Page Book Store. The library will be closed at noon on Friday, June 27, 2014 so staff may attend the City Employee picnic. RTU2, which controls the Children's Room and the Main Reading Room of the library, is not working properly. It is working at only at half of its capacity due to a leak in the condenser coil. Technicians will determine where the leak is and try to fix it. Meanwhile fans have been placed to help move the air. The new Library website is being worked on by CivicPlus. The Management Team provided them with everything they need to design the new site, and Civic Plus hopes to have it completed before July 24. The 3D printer is tentatively scheduled for installation on Saturday, July 12, 2014. The Management Team is working on staff performance evaluations, which must be completed by July 1. Administrative staff is also working on the closing out the FY14 budget and spending money on final purchases. Claudia is also setting up new files, requisitions, and spreadsheets for FY 2015. Regarding the space study update, the Director has been waiting to hear from the City's purchasing department about the amended RFP and to set up a time to meeting with the McMillan Pazdan Smith Architects to find out what it would cost to do the amended scope of work. The initial kick off meeting for the West Broad Small Area Plan will be on Saturday, June 21, 2014 from 9 a.m. to 11 a.m. at the Columbia Baptist Church on Washington Street. The Library is located within this Small Area Plan, so the Director suggested the Board attend so they can share their ideas about parking for the area and the library in particular. The Director tried to get in touch with Cindy Mester to discuss whether there is any information about any meetings with the Park Avenue owners about parking, but Cindy has been out of town. The Director will continue to ask for an update on the progress of these discussions. 11. BUSINESS NOT ON AGENDA None. 12. ADJOURNMENT There being no further business, upon a duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 7:40 p.m.  Respectfully submitted, ~~vJ,~ttniL~ Mary W. McMahon Library Director Chester DeLong, Vice Chair (due to absence of Chair from the June 18,2014 meeting) Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page.