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, VA22046 October 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 ChetDeLong Ed Rose Stephanie Oppenheimer Jeff Peterson Excused Absence: Don Camp; one vacancy due to resignation of Nancy Bentrup Also present were Cindy Mester, Assistant City Manager, the consultants, David Moore, AlA, and Pamela Gillen, AlA, the Library Director Mary McMahon and her assistant, Claudia Gutierrez. The Chair reversed the order of the Agenda so that Item 3 would go before Item 2 so that Cindy Mester could report on the status of the negotiations with the Park Avenue property owners before leaving to attend the Council work session at 7:30p.m. 3. POSSIBLE REVIEW AND DISCUSSION WITH ARCHITECTS DAVID MOORE AND PAMELA GILLEN ABOUT THE CONCEPTUAL PLAN FOR A PARKING DECK Cindy Mester reported on the status of negotiations with the Park Avenue property owners in regard to a possible joint project between them (using a portion of their current parking lot with their permission) and the City, with the City providing the funding for and construction of a parking deck for use by both the owners, their customers, and the library and other City functions such as the farmers' market. She had a good meeting with Dr. Lourdes Christopher, President of the Homeowners' Association (HOA) at 313 Park Avenue. There was a frank discussion about the impact that the parking deck would have on their building and how the City could help them. Cindy also talked with Gale Matthews, owner of the air rights over the parking area, who said he is willing to go along with whatever the HOA agrees to. Cindy stated that Council had appropriated the additional funds to do the initial design work and cost estimates for the parking deck, which would then be used in the project write up in the Capital lmproyement Project (CIP) budget. She noted that the library expansion and the parking deck would be separate, but parallel (the parking deck is not part of the $8M library expansion), CIP projects. She also mentioned that Council is still deliberating on how to use water sale funds, and perhaps some of the money could be used for the parking deck. 2. REVIEW AND DISCUSSION WITH ARCHITECTS DAVID MOORE AND PAMELA GIILLEN ABOUT THE CONCEPTUAL PLAN FOR THE RENOVATION AND EXPANSION OF THE MARY RILEY STYLES PUBLIC LIBRARY At a Special Board meeting held on October 6, 2014, the Board passed a motion that the architects draft a plan to show the library expansion towards the West side (North Virginia Avenue side) of the building. David Moore then described an expansion to the West. He stated that between 6,000 sq. ft. to 7,000 sq. ft. could be built there, and the main entrance would be relocated to Park Avenue. This design would modify traffic circulation from the alley----cars would enter from Virginia Avenue and exit onto Park Avenue. With this new traffic pattern, there was concern by the Board that the existing seven parking spaces might become too narrow due to the change in direction. David said the size of the parking spaces would be between 8 ft. to 9 ft. in width. A Board member then asked if it would still be necessary to retain the 7 parking spaces in the back of the library, if the parking deck was built and that that space could then be used for green space (a pocket park). He also suggested greenery on the parking deck itself. Another concern mentioned was that if the alley were to be eliminated, there would not be space for the drive through book drop and removal of trash. David mentioned that the view from the east side of the library would not be very attractive because it would be facing the parking deck. He explained the inconvenience of expanding towards the east, losing the current seven library parking spaces, less light entering the building, and elimination of the drive through book drop. Within the building there would not be as efficient use of public space as a western expansion because of the need to relocate the current administrative offices, elevator and bathrooms-all of which will cost money and yet would work fine where they are currently located if there was a western expansion. Another concern expressed by one of the Board members was that the charm of the current building not be lost in any expansion. David then reviewed the two conceptual floor plans for an expansion to the west. They show the upper level with the entrance on Park Avenue, a new public elevator at the entrance and stairs to the lower level, a combined Circulation and Youth Services desk, and an 80 person meeting room with a flexible wall that could divide the room so that two rooms could be used at the same time. In addition, there were spaces for young adults and children, a group study room, larger public toilets, new books, audiovisual materials, a book sale area, more tables and chairs for children, collection space, and staff space as well as public computers for children. As the plans were drawn, the current elevator, bathrooms, administrative and IT offices would remain where they are, saving money on the project. The lower level would contain all of the adult collection (fiction and non-fiction), periodicals, public computers, more lounge chairs and tables, more quiet areas, science fiction, periodicals, sitting areas, adult computers, study areas, and a larger Virginia room. All the staff area would stay the same. There was concern that the 2 restrooms on the upper floor would not be enough when a story time or other activity is on at the library. There was also criticism of the design of the audio visual space at the YA room not being located in a convenient spot. Upon a motion made and duly seconded, the Library Board unanimously approved the general outline as proposed with the stipulation of at least a 14 foot setback and the internal allocations under review. For purposes of further deliberation, the architects are to consider two options: A. retain the drive through book drop where it is located on the plans shown (western) and exit through the lower level of the parking deck with a pocket park built where the current seven parking spaces are located; B. retain the drive through book drop where it is currently located with an entrance t~ough the lower level of the parking deck for the book drop and create a pocket park in place of the seven parking spaces on the eastern side of the building facing the parking deck. 4. ADJOURNMENT There being no further business, upon a duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:58 p.m.  Respectfully submitted, Approved: 11.~~0~~ Library Director B~and,~ Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page.  0 SIGN IN nn MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING October 20, 2014 NAME ADDRESS EMAIL ADDRESS OJt'/ln Mtt9"~ e vii~J ~c.. & W\f)() fe) (t> IWWili~Af\ V)p~f11\ ~"'"' j5'tM~ltA.. ~\\~ IO ~ VJ, ~t-o~ 1F- U>O 'i? ~' \ \-.e ""- G~ /!'.\ 0 (A 'r(_ ,....., CfJ\A-