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, VA22046 November 19, 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 Ed Rose Stephanie Oppenheimer Jeff Peterson Terry Zawacki Jacob Bruner Excused Absence: Don Camp Also present were Councilwoman Karen Oliver, consultant Pamela Gillen, AlA, of ESOARC Studio, the Library Director Mary McMahon, and her assistant, Claudia Gutierrez. David Moore, AlA, from McMillan Pazdan Smith Architecture participated by conference call. 2. INTRODUCTION OF TERRY ZAWACKI, NEW BOARD MEMBER AND JACOB BRUNER, YOUTH REPRESENTATIVE Chair Brad Gemand welcomed the new Board member Terry Zawacki who replaced Nancy Bentrup, and Jacob Bruner, the new Youth Representative. 3. RECIEPT OF PE_TITIONS None. 4. APPROVAL OF SEPTEMBER 17, 2014 MEETING MINUTES, OCTOBER 6, 2014 SPECIAL MEETING MINUTES, AND OCTOBER 20, 2014 MEETING MINUTES Upon a motion made and duly seconded, the Library Board unanimously approved the September 17, 2014 Meeting Minutes, October 6, 2014 Special Meeting Minutes, and October 20,2014 Meetjng Minutes. 5. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT No report. 6. LIBRARY FOUNDATION REPORT No report. 1 7. LIBRARY LEGISLATIVE AGENDA FOR 2015 Several issues important to the library were discussed: the importance of maintaining at least the current level of State Aid, legislation to ban weapons in the library and other City facilities like the Community Center, support for the Library of Virginia's budget, which may lose its aid from the Federal government and funding for public libraries in the state should their budget continue to be cut, and finally, support for maintaining the State provided databases given to all public libraries and school libraries for K -12 schools. Upon a motion made and duly seconded, the Library Board unanimously approved the Library Legislative Agenda for 2015 and will send it to City Council for inclusion in the City's overall legislative agenda. 8. REVIEW OF THE REVISIONS TO THE MASTER PLAN (LIBRARY EXPANSION AND PARKING DECK) • SUMMARY OF STUDY DIRECTIVES ./ DIRECTION AND INPUT TO DATE ON LIBRARY MASTER PLAN STUDY REVISION o OVERVIEW OF SCHEDULE • SUMMARY OF PARKING STUDY DIRECTION FROM THE CITY OF FALLS CHURCH ./ REVIEW OF DESIGN ./ CONSTRUCTION BUDGET • CONSTRUCTION BUDGET ./ SCHEDULING WHILE LIBRARY IS OPERATIONAL o PHASING CONSTRUCTION PLAN ./ REVIEW OF CONTRUCTION BUDGET ./ CONCEPT SCHEME OPTIONS o EAST EXPANSION o WEST EXPANSION • QUESTIONS AND ANSWERS WITH DISCUSSION • BOARD MOTION Pamela Gillen informed the Board that they will provide a detailed cost breakdown after Thanksgiving and a final report for the parking deck and the Addendum to the Master Plan including both West and East options. In a conference call, David Moore explained the West and East expansion plans, so that both can be presented to the Planning Commission and City Council. Handouts were provided with the two options for expansion. He stated that the City will not approve an entrance and exit through the lower floor of the proposed parking deck at 313 Park Avenue since traffic would cross private property. That decision could impact the ingress and egress of vehicles on the library site. David explained that the West scheme showed minor changes that were requested at the last meeting: the two individual restrooms were eliminated, the large meeting room now shows that it could be divided into two smaller areas, more computers were added on the upper level, outside views and an outdoor seating area were added along with a lower level computer area and window seats. The placement of various library departments/areas remained the same. David presented the East scheme with an entrance on Park Avenue. The first floor shows the 2 Young Adult area, small study rooms, the Children's Room, a family toilet, a combined Circulation and Youth Service help desk, computers, a public elevator, stairway, new book section, janitorial closet, small study group room, and a meeting room. Also shown is the Circulation workroom and storage, administrative offices, employee stairway, and an employee elevator (using the current elevator rather than removing it). The lower floor houses adult non-fiction, the Virginia Room, Reference staff offices, a public seating area, a copier and computer printer, public computers, staff lounge, storage closets and toilets. Technical Services would remain in its present location. David also noted, in response to a Board member question, what would need to be demolished and rebuilt elsewhere in the building, which would make both options comparable in building costs. He showed the percentage of increase in floor space and services for both options, and the total budget for the project. The costs are based on the West option. The two level parking deck will cost about $3.6M, and was narrowed to a minimum site footprint in order to create as much space between the garage and the Park Avenue building as possible. The entrance and exit to the deck can be changed, but the plans currently show an entrance off of Park on the west side of the ground level, but this could be changed to the more eastern side of the deck if necessary. There are a total109 parking spaces: 55 on the lower deck and 54 on the upper deck. There were comments that the West expansion option will be more functional. The exterior sketch and the parking deck will be sent to the Library Director on Dec 1st so the Board can review it. There was a discussion about the pocket park. If added, the library would lose the 7 parking spaces along the eastern side of the current building and the drive through book drop. Those same items would be lost if the expansion is put on the eastern side of the building. Additional funds for the pocket park are not included in the $8M budget. A Board member also relayed information that there was talk of a possible third story on the parking deck at a recent City Hall Renovation Task Force meeting he attended, and if so, noted the space for the pocket park would become a canyon and not very attractive to patrons. The Director talked to Cindy Mester about the status ofthe negotiations with the Park Avenue Building owners. They are asking for offsite parking while the deck is being built and money for improvements to their site/building. Cindy stated that negotiations will begin again. Discussion continued. Some Board members were not ready to state a preference on which expansion option to recommend. It was mentioned that it is important that the Board present a letter to Council and the Planning Commission detailing the pros and cons for each expansion option. A Board member raised additional concerns about a lack of good sight lines for supervision by the staff in the East option. It was discussed that Board members should not go individually to Council and Planning Commission members to express their own preferences because it could cause confusion. A Board member commented that there was a clear message from the City Manager wanting to see a "strong" message from the Library Board urging that the City move forward with procuring the $8M funds for a library expansion and once those funds are approved, then decide which of the options will be chosen. A draft of the final Addendum to the Master Plan will be submitted on Dec 1, 2014. This will allow time for the Board to comment to and ask questions of the consultants before they publish the final Addendum report forth~ Council packet on December 151h. Upon a motion made and duly seconded, the Library Board unanimously accepts the two conceptual design plans, a West and East expansion without a preference, which fits within the Planning Commission's recommendation for an $8M design and construction budget. The Library Board understands that either option will require further design development upon award of the architectural and engineering contract. With award of the design contract, the final location of the expansion will be selected. While the parking deck proposed for the adjacent property is a separate city project, the 3 Board supports its parallel development with that of the library expansion in the capital improvement projects budget. The Board will write a cover letter to accompany the submission to the City of the Addendum to the Master Plan, which includes the design plans for the two expansion options, budget costs and other supporting documents. The cover letter shall stipulate the unanimous support of the Board for proceeding with this much needed expansion. In order to review and comment on the final Addendum to the Master Plan that is being submitted to the Library Director and meet the submission deadlines, the Board decided to move their regularly scheduled December meeting (12/17/14) to December 3, 2014. Upon a motion made and duly seconded, the Library Board unanimously approved moving the date of the next Board meeting from December 17,2014 to December 03, 2014. The Director informed the Board that at the recent Village Preservation and Improvement Society (VPIS) meeting two people suggested having a satellite library at the Mason Row Project. A Council member suggested moving the library in its entirety unless the Board objects. Other people said that only the Virginia Room should be moved to Mason Row. These suggestions are not the vision of the Library Board for the library, and the Board will author a memo and send it to Council expressing their view about this proposal. Upon a motion made and duly seconded, the Library Board unanimously approved sending a memo to Council strongly opposing moving library services to the Mason Row Project. The Director gave out handouts with updated contact information for Board members. Board member Jeff Peterson created a draft presentation about the proposed addition, renovation and parking at the library so the Board can begin to explain the expansion plans to the public. Some of this information might be included in the January sth presentation. 9. LIBRARY REPORT AND ANNOUNCEMENTS • Library will be closed on Thursday, November 27th and Friday, November 28th for the Thanksgiving holiday and then open again on Saturday, November 29th. • A new page was hired. The library is in the process of advertising for a new part-time Librarian position who will replace Brenda Crowley, who has been working for the City for 17 years. Also, a temporary Library Assistant I for Reference is advertised for 15 hours a week. • There was no heat in the main reading room/children's room this morning. It seems to be fixed for now, but it is an ongoing issue at the library. • Food for fines: over 800 items were donated. • Bibliostat, which is the annual report to the Library of Virginia and is required in order to qualify for State Aid, is due Dec 3, 2014. • The FY16 CIP submission is due on December 9, 2014. • There is no news yet on the FY16 operating budget guidance or timeline for submission. • The Director will be out of the office Thanksgiving week. 10. BUSINESS NOT IN AGENDA 4  Ed Rose informed the Board that he attended a meeting for the City Hall Renovation Task Force on the Board's behalf. He expressed the Library Board's concerns about: parking and the need for a two level parking deck at 313 Park Avenue which would benefit the entire area, easy access to City facilities and parks, and pathways and connections through visual cues that tie City Hall, Community Center, Cherry Hill Park, and the Library together. 11. ADJOURNMENT There being no further business, upon a duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:23 p.m. Respectfully submitted, ~~Jtw W .?vt0 ~ Mary W. ~Mahon Library Director Approved: Br~and~ Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page 5  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING November 19, 2014 SIGN-IN SHEET NAME ADDRESS EMAIL . )~>t. c c• j D1v~ (//b 'Pult/w 7)//v~ F(_- t ?e<(/. L-LL~ &(f.J ?v~we ~ +hw.,JL.. G-Llel- ~~.-,:.. lO~ w. ~ -!r.z.oo PC. ,P~:u.et") e. e.~OG\...c..  mcmillan I pazdan I smith architecture 11/12/14 MAIN LEVEL av 14.5 DF 15.5 DF 0 young adult collection 4DF 6DF 50% increase holiday 2 DF 2.5 25% increase juvenile non-fiction 21 DF 24DF 7% increase juvenile fiction 26 DF 27 DF juvenile audio books 3 DF 3 DF juvenile dvds 1 DF 1 DF 0 juvenile foreign language 2 DF 2 DF 0 juvenile periodicals 1 DF 0 adult new materials 12 DF 25% increase window seats 22% decrease children's I ya lounge seats 200% increase children's I ya table seats 175% increase computer seats 25% increase catalog I database computers 0 circulation workroom 75% increase children's workroom 105% increase meeting room 362% increase group study room new individual study rooms 0 LOWER LEVEL sci-fi 6DF 17% increase mysteries 16DF 19% increase fiction 40 DF 5% Increase non-fiction 113 DF 114.5 DF 1% increase reference 24DF 12 DF 50% decrease newspapers 2 DF 2 DF 0 periodicals 3 DF 3 DF 0 large print 5 DF 5 DF 0 audio books 10DF 11 DF 0 (upstairs) backfile periodicals 10DF weeded window seats new lounge seats 300% increase tables seats 193% increase computer seats 60% increase catalog I database computers 3 3 0 public services workroom 287 SF 342 SF 27% increase virginia room 505 SF 549 SF note: OF = double faced shelving unit MARY RILEY STYLES PUBLIC LIBRARY 11/19/14 FALLS CHURCH , VA Total Project Cost Budget I. TOTAL ESTIMATED CONSTRUCTION COST (A+B+C) $6,143,982 A. Construction Cost Estimate by Cost Plus Estimating a. addition +renovations 24,438 GSF@ $229 perSF $5,585,442 B. Design Contingency 0% of A $0 included in construction cost above C. Construction Contingency 10% of A $558,540 II. Furnishing Costs $659 ,826 D. Furniture 24,438 GSF@ $25 perSF $610,950 E. Signage 24,438 GSF@ $2 perSF $48,876 Ill. Equipment Costs $0 F. Theft Detection I RFID System $0 G. Building Security System $0 H. Telephone System $0 I. Voice & Data Cabling $0 J. Audio Visual Equipment $0 K. Computer Hardware & Software $0 L. Specialized Library Equipment $0 M. Copiers $0 IV. Professional Compensation $868 ,261 N. Basic Services 12 .00% of I. (Total Est Construction Cost) $737,278 0. Interior Design Services 10.00% of II. (Furnishing Costs) $65,983 P. Additional Services a. programming $0 b. LEED consulting $30,000 c. landscape architect $15,000 d. civil engineering permitting services $20,000 e. cost estimating $10,000 f. acoustic consultant $0 g lighting consultant $0 v. Owner's Administrative Costs $330 ,000 R. Pre-Design Phase Expenses a. land acquisition cost $0 b. site survey $15,000 c. environmental studies (Testing for Lead Paint and Asbestos) $15,000 d. hazardous material assessments & abatement $20,000 e. commissioning agent (LEED Required) $20,000 f. $0 S. Design & Construction Phase Expenses a. geotechnical testing (Soil Borings) $10,000 b. special inspections (Code Required) $20,000 c. T. Post Construction Expenses a. library materials $0 b. moving costs $30,000 c. off-site storage $200,000 VI. TOTAL ESTIMATED PROJECT COST $8,002,069 mcmillan I pazdan I smith Mary Riley Styles Public Library West Expansion Main Level &Site Plan scale: 3/64' =1'·0" Fal~ Church , VA architecture 19 November 2014 - ------  J /) park avenue ) \ = I I mcmillan I pazdan I smith Mary Riley Styles Public Library West Expansion Lower Level &Site Plan scale: 3/64' =1'-o' Fal~ Church , VA architecture 19 November 2014 -- -----  Mary Riley Styles Public Library East Expan~on Main Level &Site Plan mcmillan I pazdan I smith scale: 3/64' : 1'-0' Fal~ Church , VA architecture 19 November 2014 mcmillan I pazdan I smith Mary Riley Styles Public Library East Expansion Lower Level fr Site Plan scale: 3/64' =1'-0' Fal~ Church , VA arch itecture 19 November 2014  / ·- - - . ------- - --. -, ~ . ' ·--521>PrRinr ·-- - spa(~S -- -~ ~------. - -· mcmillan I paz dan I smith Mary Riley Styles Public Library Existing Main Level &Site scale: 3/64" • Falls Church , VA architecture 19 November 2014 mcmillan I pazdan I smith Mary Riley Styles Public Library Existing Lower Level Plan scale: 3/64" =1'-0" Falls Church , VA a r ch i tecture 19 November 2014 Motion The Library Board of Trustees accepts the two conceptual design plans, a West and an East expansion, for the library that fits within the Planning Commission's recommendation for an $8 million dollar design and construction budget. The Library Board understands that the either option will require further design development upon award of the architectural and engineering contract. With award of the design contract, the final location of the expansion will be selected. While the parking deck proposed for the adjacent property is a separate city project, the Board supports its parallel development with that of the library expansion in the capital improvement projects budget. The Board will write a cover letter to accompany the submission to the City of the amended Master Plan, which includes the design plans for the two expansion options, budget costs and other support documents. The cover letter shall stipulate the unanimous support of the Board for proceeding with this much needed expansion.