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 A venue Falls Church, VA 22046 December 3, 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, Youth Representative Excused Absence: Don Camp Also present were Councilwoman Karen Oliver, Councilman Phil Duncan, consultant Pamela Gillen, AlA, ofESOARC Studio, the Library Director Mary McMahon, and her assistant, Claudia Gutierrez. David Moore, AlA, from McMillan Pazdan Smith Architecture participated by conference call. 2. REVIEW THE DISCUSSION WITH ARCHITECTS DAVID MOORE AND PAMELA GILLEN ABOUT THE COMPLETED REPORT ON THE CONCEPTUAL PLANS FOR THE RENOVATION AND EXPANSION OF THE MARY RILEY STYLES PUBLIC LIBRARY AND PARKING DECK AS WELL AS COST ESTIMATES FOR BOTH PROJECTS. David presented a 99% complete draft which will represent to the Planning Commission and Council the completion of the second round of studies for the addition to the library and the parking deck. He went through the detailed program and floor plan for each scheme and the revised expanded backup material for the cost estimates. In the building program, he indicated the different elements and associated areas of the library that have changed, increased, or decreased in comparison with the original Master Plan Study completed in 2013. With the addition of 6,600 sq. ft. (either a west and east scheme), the total square footage of the building would be about 25,000 sq. ft. and closely meet the allocated $8M budget. He presented the expansion approaches and diagrams towards west and east and the elevations views for both schemes. David also showed the renderings for both schemes. The conceptual design comparison chart and parking scheme remain the same. A Board member asked if it is possible to change the order of the pages in the report to show the rendering first because it gives a better perspective than the elevations do, which could be more confusing. David said this could be done for the final report. He also went over the pros and cons for each addition location without the pocket park (which is also not included in the cost estimate). There was a question about the pocket park in the scheme. David commented that the park would be beyond the scope ofthe $8M, and would cost and additional $100,000 plus plantings and outdoor furniture. Ifthe pocket park has to come out of the $8M, the scope of the expansion would have to be reduced accordingly.  There was discussion about including or deleting the mail box on the library site and on the pros and cons of the two expansion locations. A Board member asked if the parking deck could have a third floor added to it. David said it can be expanded in the future with the addition of ramps, each ramp would lose about 4 spaces on each level and there would be less light in the east side of the library. The ramping to the deck would also take away the parking spaces on the east side of the library and make an east expansion impossible. It was suggested that greenery be added to the parking deck--possibly vines which are maintenance free. The goal is to create an inviting and natural look instead of just a concrete wall. David explained the phasing and project timeline. Phase 1 builds a new entrance on Park Avenue and reconfigures the lobby to allow entry through the new entrance on Park Avenue. Demolition of the existing entrance then takes place and then the addition is built. In Phase 2 and upon completion of the expansion, all of the existing main level services and collection (that is not stored offsite) move to the new addition. Renovation work would then begin on the main level. During this phase the lower level of the library would be work-free. Once the main level is renovated, renovation work would then begin on the lower level. Staff would have to box up and store many items and part of the collection and store them off-site while this renovation work is taking place. There would also be a few weeks when the library would close in order to pack those items and rearrange the floor plan for use while renovation is going on. With phasing the renovation work this way, the staff, services, and part of the collection could remain onsite and usable by the public, but it will lengthen the project's time. The timeline to complete the entire project could be from 1~to 2 years. David explained the cost in the different categories of the library's project with a total cost of just a little over $8M, but that the $8M might be achievable with minor adjustments to the building program. The Board then discussed creating a transmittal memo to go with the final Addendum to the Master Plan when it is submitted to the Council and Planning Commission. The memo is to cover why an expansion is necessary and should point out how this improved library project will benefit the City. Chair Brad Gemand, with the help of the Stephanie Oppenheimer, will write a transmittal memo to accompany the final report. The final report by the consultants will incorporate all the changes noted in the discussions at this meeting and be ready for Council and the Planning Commission's joint meeting on January 5, 2015. It was suggested by one Board member that after the meeting with Council and the Planning Commission, it would be useful to reach out to people and civic groups interested in the library project and approach the local media to present information about the project. Pamela suggested that perhaps David could meet with the local press when he is here on January 5th. It might also be good to approach the local schools to explain the mutual benefit of the expansion. Citizens could be invited to attend the January 21, 2015 Board meeting to learn more about the project. The Board asked staff to make arrangements for use of a Community Center room if a larger space may needed for that meeting. The Board will also begin working on a presentation package to take out to organizations about the project. Because of the timing of the presentations, transmittal memo, and preparation for taking the library expansion message out to the public the Board decided to reinstate its December 17, 2014 meeting. Upon a motion made and duly seconded, the Library Board unanimously reinstated the Board meeting for Wednesday December, 17, 2014 at 7:00 p.m. in the library conference room. ----- -- .... l • ,... The Library Director presented a draft of the Board's memo to Council stating why library services should not be split between their current location and that of Mason Row. Discussion ensued and changes were made to the document. The Director will make the requested changes and then send it on to the City Council for the Board. The Director then discussed a meeting she had with City Manager Wyatt Shields. He wanted to know what the cost per square foot is for the addition and renovation of the library. He said that other locations could be explored if the cost per square foot is more to add to the current library than to build a new one at a different location. Discussion then centered on what would happen ifthere was a loss of the current property. It was suggested that the City attorney make a courtesy call to the Styles family about what they would like to do with the property if the City moved the library from that location. 3. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees unanimously agreed to adjourn the meeting at 8:55 pm. Respectfully submitted, ~~~~~~ Library Director Approved: ?f.;;them~ Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, City Council, Historical Commission, Library Web Page ----------------  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING December 3, 2014 SIGN-IN SHEET NAME ADDRESS EMAIL w. ~Ao <\", p~~ I\ e... e.es~re..c"""" Pt::tlk.'(:..lA. G; tl~n lo~ ~--z.c::o.,. F~'i ,...-., .!':'\- VA . (HJLl)u~~ ~~VA dV{)cq_t\ 4-R-~ r~q('