Library Board of Trustees

SPECIAL 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 October 6, 2014 1. CALL TO ORDER AND ROLL CALL Board Chair Brad Gemand called the meeting to order at 7:03p.m. The following Board members attended the meeting: Brad Gemand Chet DeLong Stephanie Oppenheimer Jeff Peterson Ed Rose Excused Absence: Don Camp; one vacancy due to resignation ofNancy Bentrup Also present were Director Mary McMahon, Claudia Gutierrez, Senior Administrative Assistant, Councilwoman Karen Oliver, Drew Costley from the Falls Church News Press, City resident, Tommy Goodwin, Pamela Gillen, AlA ofESOARC Studio, and David Moore, AlA, of McMillan Pazdan Smith Architecture. 2. INTRODUCTIONS OF DAVID MOORE, ALA, MCMILLAN PAZDAN SMITH ARCHITECTURE AND PAMELA GILLEN, ESOARC STUDIO Brad Gemand introduced David Moore and Pamela Gillen, library consultants, who were present to give an overview of the new project, a draft budget for it, and discuss where the expansion might take place. David asked that, if possible, the Agenda could be rearranged so that number 5 (Review of the Draft Budget) might be considered after number 3 (Review of Library Building Project Scope and Schedule). Upon a motion made and duly seconded, the Library Board unanimously changed the order of the Agenda and placed number 5 (Review of the Draft Project Budget) in the number 4 place on the Agenda. 3. REVIEW OF THE LIBRARY BUILDING PROJECT SCOPE AND SCHEDULE The consultants reviewed with the Board the changes from the previous project of an addition of 14,500 sq. ft. to that of what this new project might be given the $8M budget. David then presented a draft project budget and backed the project into it. 4. REVIEW OF DRAFT PROJECT BUDGET David Moore had prepared a draft budget and using the overhead projector so that the Board could follow along in the discussion. He explained the "hard costs," how much a contractor is paid to build the building, and the owner's costs such as a site survey including underground utility information, soil borings for the foundation, architectural, civil, mechanical, electrical, plumbing and fire protection engineering fees, interior design and landscape costs, printing of drawings, etc. that must be paid. He then described "soft costs" that are other non-construction related expenses such as furniture and equipment, signage, library materials moving costs, and temporary storage of library materials during construction to give a few examples. When all these fees are taken into consideration, the cost of renovating the existing space, and the average cost of new library construction in this area, a 6,000 sq. foot addition and a renovation of the existing building would be possible with the $8M allotted. David then showed two options for the placement of the 6,000 square foot addition and talked about the ideas for the renovation of the existing space. The first expansion option is to extend to the west on the Virginia Avenue side of the building and move the public entrance to Park Avenue. This option might provide space for the public such as a meeting room, quiet study space, more natural light, a public elevator, and stairs. There are a lot of options to reconfigure that space. The second option is to expand to the east of the current building. This would eliminate the current seven parking spaces along that side of the building along with the drive up book drop. The Board talked at length about both options, particularly the possible timing of a proposed parking deck at 313 Park Avenue and whether it would occur at the same time that the building is being expanded/renovated. If not and the seven spaces were lost, this would be a problem, but if so, then the building could be designed and coordinated with that project to maximize parking. There was some concern about losing the public space in front of the library (Virginia Avenue side), but the loss of current parking appeared to be a bigger issue. David did say that there would be green areas between the building and the sidewalk so it will be visually attractive and a wider sidewalk on the Virginia Avenue side if that option was chosen. He also felt that it was the better of the two options since it would not "landlock" the library so that if future space was needed and the parking deck had be built, the library could always then add on to the building on the east side and not be worried about losing existing parking from a previous expansion. Upon a motion made and duly seconded, the Library Board agreed to proceed with an addition of between 6,000 and 8,000 sq. ft. on the west side of the current building (Virginia Avenue side). The vote was four yes and one member did not vote or abstain from voting. The motion carried. 5. DISCUSSION AND ADDRESS STAFF AND BOARD'S IDEAS, COMMENTS, AND QUESTIONS REGARDING THE SCOPE AND PROCESS David reported that in his meeting with library staff earlier that day they indicated what they felt wer~ critical and high priority items that should be addressed. The highest priority was parking (keeping the existing 7 spaces), sufficient space for programs, meeting rooms, tutoring spaces, additional shelving space for the collection, and a book drop attached to the building but still used as a drive up. Councilwoman Oliver asked if it is possible to show graphically where the "sweet spot" occurs that shows the maximum allowed space and renovation for the budget and design considerations currently in the CIP. She thought that this might be easier for the Council to choose the most cost effective solution. David indicated that he would graph this out and have it ready for the ... next meeting on October 20, 2014. 6. OVERVIEW OF POTENTIAL APPROACHES TO ADDITONAL LOCATIONS AND SQUARE FOOT CAPACITIES THAT FALL WITHING THE DRAFT BUDGET This discussion took place under number 4 on the Agenda. Please refer above. 7. THOUGHTS ON PARKING DECK The Director mentioned that because the cost of additional design and cost estimates for the parking deck are to be included in the amended contract, it requires Council approval for the additional work on the parking deck. She noted that a request to increase the contract will go before Council at their next regular meeting (October 14, 2014), and that she would inform the consultants ofthe results so they would know if they are to prepare conceptual parking deck designs and cost estimates for the next meeting with the Board. If a decision is made at the Council meeting, the consultants said that they would be able to bring some conceptual drawings of a deck for consideration at the next meeting. The Board members discussed at length the situation about current parking, the possibility and timing of a parking deck which the City is talking to the owners about, and the timing of the Capital Improvements Project budget submission schedule. Because the timing of the possible deck is unknown, and elimination of present parking would not meet with the Planning Commission's approval, the Board members (with the exception of one member) felt that placing the expansion on the west side of the current building would be the best option. 8. ADJOURNMENT Before adjourning, the regular October 15, 2014 meeting ofthe Board was discussed. It was decided that it would be canceled and another special meeting on October 20, 2014 would be held. At the next meeting the consultants will present conceptual designs for the western addition to the current building and for a parking deck at 313 Park A venue, if the amended contract is approved by Council. Upon a motion made and duly seconded, the regular Board meeting that would be held on Wednesday, October 15, 2014, was canceled and a special meeting with the library consultants will be held on Monday, October 20, 2014 at 7 p.m. in the library Conference Room. It passed unanimously. There being no further business, upon a duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 9:00 p.m. Respectfully submitted, ~&~~nt~ Library Director  ... Approved: B~d,~ Copies: Board of Trustees, City Manager, Library Reference Desk, City Clerk, Library Web Page. Mary Riley Styles Public Library Revised Master Plan Schedule 10/6/14 10/6- M Master Plan Meeting #1- Library Board of Trustees Meeting 7:00pm 10/20- M Master Plan Meeting #2 7:00 Board work session reviewing schematic plans based on 10/6 mtg 10/27- M Initial draft of revised Master Plan with schematic plans, budget & program. TBD Skype Meeting Review if necessary. Package submitted to City for Planning Commission/City Council work session. 11/3- M Master Plan Meeting #3 TBD Planning Commission/City Council work session. Session David presents Power Point presentation at work session 11/12- TBD Board Final Approval as required by RFP. 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