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 September 17,2014 1. CALL TO ORDER Board Chair Brad Gernand called the meeting to order at 7:00pm. The following Board members attended the meeting: Nancy Bentrup ChetDeLong Brad Gernand Stephanie Oppenheimer Jeff Peterson Ed Rose Excused Absence: Don Camp Also present were Director Mary McMahon, Senior Administrative Assistant, Claudia Gutierrez, Library Youth Services Supervisor, Jenny Carroll, Council member Karen Oliver, Citizens for a Better Community (CBC)Vice President, Carol Loftur-Thun, and a Falls Church City resident, Terry Zawacki, who is interested in the vacant position that will soon be on the Board. 2. CAROL LOFTUR-THUN, TEEN REPRESENTATIVES TO BOARDS AND COMMISSIONS PRESENTATION Ms.Loftur-Thun informed the Board about the Proposal for Youth Representatives to Boards and Commissions. The Citizens for a Better City (CBC) has been looking for ways to get more citizens engaged in the City's Boards and Commissions and thought that by involving young people in local government they would learn more about their community and be able to share that knowledge with their school and involve their parents as well. The project was presented to Council in May, and they gave the CBC approval to work with the City's Boards and Commissions. Carol noted that the schools are very supportive of this project and have had one teen on the School Board for the past year as a trial of the idea, which has proven successful. The proposal is that two students be representatives on each Board and Commission that is interested in participating in this project. The students would be non-voting members, but able to participate in discussions and bring forward and take back information about their respective organizations to other teens and their parents. They will get a packet of material before each meeting just as the Board members do. Ms. Loftun-Thun also said that if there is a closed session because of some confidential business during Board meetings, the youth would not be invited to that session. Approximately 60 students said that they were interested and about 30 have actually registered to participate. One of the criteria for selection is how the students plan to share what they learn from this project with others. One of the Board members suggested that the student write an article each month and publish it in the school newspaper to share their experience in the Board meetings. In this way, they can communicate it to their school mates and help the Library to improve services for other teens and parents. The aprlication deadline to be considered for a Board/Commission is September 30t . In November, after the representatives are appointed, there will be an orientation workshop with Board representatives, civic groups, and students to go over goals and expectations for this first experimental year. It will also be important to have feedback from the students' participation to determine whether it is going well. The Director suggested that it would be good for the Youth members to have an orientation about all the work the Library Board is doing before their first meeting and to give them a tour of the Library. Upon and motion duly made and seconded the Board approved unanimously to have two youth join the Library Board of Trustees as non-voting members. 3. BETTER WORLD BOOKS PROPOSAL The Library Youth Supervisor Jenny Carroll presented this proposal. The Director mentioned that revenue from the Library used book sales is declining. The money that is raised from the book sales funds programs, book purchases, materials and incentives for the Summer Reading Program. Better World Books is an organization that works with many libraries across the United States and provides a way to help the library sell donations and discards that cannot be used by the library or the other organizations that are helped by library donations. She stressed that the ongoing used book sale would not be stopped nor would donations to local organizations for their book sales or books that are given to veteran rehabilitation centers, schools in other countries such as Africa, teachers, and other organizations. Due to the limited space for storage, limited volunteer and staff time, and the sheer volume of discards and donations, another avenue for sales needs to be found. Better World Books was selected out of many other groups because books do not have to be scanned prior to shipment, boxes are provided free of charge if needed, postage is paid for shipment, and all shipments are picked up at the library, as well as a portion of the monies earned goes to a literacy partner which can be the Mary Riley Styles Public Library Foundation Trust. In addition, there is no contract and no minimum number of shipments per month that must be fulfilled. Better World Books will also provide monthly reports on the status of sales, and payments are paid once a month to the Library. A Board member asked if it is possible to add to the monthly Board packet a financial update that shows how much money has been brought in using Better World Book as well as the regular update on book sale monies. The Director said that could be done. The Director asked the Board for permission to use Better World Books for sending discards and other donated items that cannot be used by the library or other organizations and use the money derived from the sales for library programs and materials.  Upon a motion duly made and seconded, the Board agreed unanimously that the Library enter into an agreement with Better World Books to provide a mechanism to receive monies for discarded and donated items that the library cannot use in its own collection. After the discussion about Better World Books, Jenny also gave a quick report about this year's summer reading program. There were over 2,000 participants in this year's program. Teens increased by 10% from 161 to 171, which is huge for teens because that is traditionally a difficult age to get involved in the library. Children's participation went from 1,279 attendants last year to 1,504 this year, and adult participation was a little over 400 people. She also said that they had interesting new initiatives and programs. One of them was the Brain Game. A puzzle was created every week and children had to solve it. There was also the Challenge Game, which is a bonus reading program that challenges children to read 20 different titles in different areas of the collection. They had almost 5,000 people attend programs, and circulation was over 127,000 items this past summer. Jenny also reported that the regular story times have restarted now, and that they are very crowded with about 80 people per program including parents, kids, and caregivers. 4. APPROVAL OF THE AUGUST 20, 2014 MEETING MINUTES Upon a motion duly made and seconded the August 20, 2014 meeting minutes were approved unanimously with no changes. 5. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT CATCH is sending out emails about different artistic events coming up; the bi- annual meeting for CATCH will be held on Thursday 18,2014 at the Arts and Space. 6. LIBRARY FOUNDATION REPORT Ed Rose informed the Board that $300.00 was collected in check donations which is unusual at this time of year. He also said that the Foundation is preparing for its annual solicitation, which will take place after Thanksgiving. Council member Karen Oliver suggested using an online solicitation group to help with fund raising as well as the traditional mailing, and Ed said that they would talk about that as a possibility. 7. RECEIPT OF PETITIONS None. 8. STATUS OF THE AMENDED RFP FOR ADDITIONAL WORK The library consultants are scheduled to be at a special Board meeting on Monday, October 6, 2014 here in the Conference Room. They will review the scope of work of the amended contract and provide some basic concepts for the work which the Board will have to respond to and provide further guidance for the remainder of the renovation/expansion project. On September 24th the Director will have a conference call with Pam Gillen and David Moore to talk about what areas of the previous library space study are absolutely essential and must be included in the new design and prioritize work according to availability of money. It will a big challenge to consider all the renovations - -----------  and replacements that the library needs and fit them within an $8M budget. The Director also said that in her biweekly meeting with City Manager Wyatt Shields she asked about who would be responsible for writing up the information and putting the possible parking deck into the upcoming Capital Improvement Projects (CIP). He said that it should not be part of the library's CIP submission, but that he would like to engage the library consultants to prepare a conceptual design along with a cost estimate for a parking deck which could then be put into the CIP by the general government. He asked me to get a cost for this additional service and report back. It would require another amended contract if the consultants felt they could do the work and the cost was acceptable. The Director stated that she has written the consultants about this option and is awaiting their response. She also said that it is very important that each member of the Board attend the October 6th special meeting. The Director also reported that Assistant City Manager Cindy Mester is in touch with the Matthews about the air rights to the parking area at 313 Park A venue, but has no answer yet. The Director also has to talk to Richard La Condre to see where the money is coming from and also to the purchasing agent George Armstrong in regarding to the amended contract for the additional conceptual designs and cost estimates for the parking deck. 9. LIBRARY REPORTS AND ANNOUNCEMENTS • The Director gave out some handouts about the FY14 Annual Report that contains some additional information (graphs were added that show 10 year trends in various statistical categories) and that will be presented to the Council next week. One Board member asked why the collection size dropped. The Director explained that they have been weeding different areas in the library due to lack of space especially in the adult Mystery and Science Fiction section. The Children's room has also been weeding heavily due to lack of space, dated materials, and poor physical condition of many books. She also noted that this was a recommendation of the library study as well. • The Director handed out a letter from Nancy Bentrup with her resignation from the Board. She is moving out of town for two years. The Director thanked her for all her work on behalf of the library and the Board. • The Director will close the library the morning of October 6, 2014 until 1:00 p.m. so library staff can meet with the library consultants to hear about the new project and provide input about concerns and suggestions for the new amended scope of work. The Board asked that their comments/suggestions be forwarded to them for their evening meeting if at all possible. The Director said she would. • Caroline Keeny has resigned after working 7 years as a library Page. She has moved further away from the library, and it is no longer practical for her to work such a distance from home. Saturday, September 20th, is her last day. The position will be advertised on the City's and library's web page. It is a 15 hour temporary position with no benefits. • The TV has been installed at the Circulation desk. It is not up and running yet, but when it is, it will stream information on upcoming library programs, the calendar of events, City events, weather, pictures of library activities and other items of interest. • There was a meeting about heating and air conditioning (HVAC) this past Monday with staff from Public Works Department (DPW) and library, the HVAC vendor ------- and the head of the City's Information Technology (IT) Department. A principal topic was the humidity in the building, not only in the library proper, but also in the IT room. The HVAC vendor recommended equipment be installed and will gather information on equipment and costs to fix the problem. DPW will pay for all the equipment and repairs. • The Director asked the Board for permission to hold the annual Food for Finds drive this year from October 18 thru October 26. As in year's past the food collected would be donated to the local food bank. Upon and motion duly made and seconded the Board authorized the Library Director to go forward with the Food for Fines to be held from Saturday, October 18 through Sunday, October 26,2014. • The 3D printer needs more volunteers. Jacob is having trouble finding people to assist the public. It is possible that the school will allow IB students to volunteer as part of their requirements. The Library Director has a meeting scheduled with him next week to discuss the needs and possible change in hours that the printer will be available. • The Director thanked Chet Delong, Brad Gemand and Nancy Bentrup for attending the Planning Commission's meeting for Boards and Commissions with the developers of Mason Row. Brad did an excellent job in putting forward to the developers the need for a better proffer for the Library. They asked to see the formula and how the library based its request and mentioned that they have a lot of competing demands. • Technical Services Supervisor Sue Tarakemeh was in an accident, and she is recovering. We will know more about when she can return to work after her next medical exam. 10. BUSINESS NOT IN AGENDA Brad asked the Board about the experiment of starting the Board meeting at 7:00p.m. All the members agreed to continue with the meeting starting at 7:00p.m. 11. ADJOURNMENT There being no further business, upon a duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:30 p.m. Respectfully submitted, ~~~!l7Vt~ Library Director A!~~ Brad Gemand, Chair Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page.