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 August 20, 2014 1. CALL TO ORDER Board Chair, Brad Gemand, called the meeting to order at 7:00p.m. The following Board members attended the meeting: Brad Gemand Chet DeLong Nancy Bentrup Ed Rose Don Camp Excused Absence: Jeff Peterson and Stephanie Oppenheimer Also present were Director Mary McMahon, Council member Karen Oliver, and Paul Stoddard, City Senior Planner. 2. PAUL STODDARD, CITY SENIOR PLANNER, RE THE SMALL AREA PLAN #6 Paul Stoddard gave a Power Point presentation on Small Area Plan #6, in which the library is located. Boards and commissions have been asked for their input, and he did an overview of the area that encompasses the plan along with what is currently contained in the area. The Board discussed the library's role in the community and then several major points were made about the plan in general and the library in particular. 1. Parking is needed in all parts of the plan area and for the library in particular, and it is hoped that some sort of parking structure might be planned for in the future to aid businesses and civic facilities. 2. Streetscapes around the library need to be improved with wider sidewalks, plantings, benches and a visual tie made to Cherry Hill Park, the Farmer's Market, and City Hall campus. Improved streetscapes elsewhere in the plan should also be considered. 3. The library can serve as a connector from the very linear area of the small area plan to draw people deeper into City areas and engage them. 4. Modes of transportation were discussed with concern expressed for the mobility options of an aging population. 5. Traffic calming around the intersection of Park Avenue and North Virginia might be needed since visibility is often hampered by parked cars. 6. Perhaps some sort of"draw" such as a sandwich stand or seasonal ice cream stand could be provided in Cherry Hill Park, again to draw people from the linear area plan and provide an experience of other parts of the City. Paul noted it would be good for the Library Board to send a letter expressing their views to the Planning Commission and Development Services Department, which the Board said they would do. 1 3. RECEIPT OF PETITIONS None. 4. APPROVAL OF JULY 16, 2014 MEETING MINUTES Upon a motion made and duly seconded, the Library Board unanimously approved the July 16, 2014 meeting minutes. 5. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT Ed Rose informed the Board that the Task Force is working on determining art spaces in the City, establishing criteria for those spaces and for the public art that would be displayed in them. 6. LIBRARY FOUNDATION REPORT Don Camp reported that the Foundation has approximately $80,000 in the endowment fund and about $3 ,500 in its checking account. The Foundation directors are also getting ready for the annual fund drive at the end of the year. 7. DRAFT ANNUAL REPORT FOR FY14 The Director reviewed the draft report and explained items on it. It was suggested that perhaps the statistical table in the report be converted to a graph chart which would be more easily read and more dramatic, showing all the increases across almost all areas. The Director stated that if approved, it could go to Council for presentation at their second meeting in September. Upon a motion made and duly seconded, the Board unanimously voted to approve the FY14 Annual Report to Council with minor changes. 8. APPOINTMENT TO THE CITY HALL/PUBLIC SAFETY FACILITY TASK FORCE Upon a motion made and duly seconded, the Board voted unanimously to appoint Jeff Peterson to serve as the Board's representative on the City Hall/Public Safety Facility Task Force. Ed Rose stated that he would also help on a limited basis, if necessary. 9. STATUS OF THE AMENDED RFP FOR ADDITIONAL WORK The Director reported that an agreement had been reached on the cost of the contract which included the elimination of one task in the Scope of Work (investigating City setback rules). The City Purchasing Manager is amending the previous contract and will send it to McMillan Pazdan Smith Architecture for signature, sign it himself, and then a requisition will be done to commit the funds. This should all be completed by the end of this week (August 22, 2014). Work can begin immediately after that. The amount of the contract is $30,250. 10. LIBRARY REPORT AND ANNOUNCEMENTS The Director reported on a proposal by Better World Books to help relieve the library of the excess donations and discarded items from the collection and still collect some money that could be used then for collection replenishment and other services for 2 the public. She handed out a sheet of information and asked the Board to review it and then be prepared to discuss it at the September meeting. An information television is being installed near the Circulation Desk so that patrons who enter the library and also those standing in line at the Desk can read about library and City events, enjoy pictures of various programs at the library, and read other information that might be of interest. It will be installed on September 10, 2014, staff will be trained on how to load information, and then it will be up and running. The Community Center is also installing televisions for the same purpose. The Director reminded the Board that she would be on vacation starting August 25, 2014 and returning on September 8, 2014. The Director also reminded the Board about the meeting with the Mason Row developer on September 15, 2014 at 7 p.m. in Council Chambers. This meeting is being hosted by the Planning Commission and is a chance for the Board to hear firsthand about the proposed development and ask questions, particularly as they relate to the library proffer. 11. BUSINESS NOT ON AGENDA Brad Gemand reported that he might be leaving the Board and that September could be his last meeting if he decides to accept a position in Oklahoma. Nancy Bentrup reported that she also will be leaving the Board and that September will be her last meeting. She and her husband are going to Hawaii on a temporary two year assignment. Don Camp reported that he might be absent for the September meeting. 12. ADJOURNMENT There being no further business, upon a duly ma:de and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:45 p.m. Respectfully submitted, /AAtJJuyV'S .JVc nt~ M~r~ 'W. R1cMahon Library Director A?f;:i;A Bradley Gemand, Chair Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page. 3