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 August 19, 2015 1. CALL TO ORDER Board Chair Brad Gemand called the meeting to order at 7:03p.m. The following Board members attended the meeting: Brad Gemand ChetDeLong Ed Rose Don Camp Terry Zawacki Excused Absence: Stephanie Oppenheimer, Jeff Peterson Also present were Cindy Mester, Assistant City Manager, Jacob Bruner, Youth Representative, Councilwoman Karen Oliver, and Library Director Mary McMahon. 2. RECEIPT OF PETITIONS None. 3. APPROVAL OF JUNE 17, 2015 MEETING MINUTES (No July 2015 meeting) Upon a motion made and duly seconded, the Library Board unanimously approved the June 17, 2015 meeting minutes as submitted. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT Mary McMahon reported that the library Reference staff has worked with Barbara Cram, CATCH representative, to provide samples of oral histories (both transcripts and actual tapes) for a possible digitalization grant which CATCH is applying for. Barbara took some of the items to a company that then gave her several quotes (in $5,000 increments) on what it would cost to digitize them. This CATCH grant will be submitted to Council for possible funding. 5. LIBRARY FOUNDATION REPORT Don Camp said that the Foundation Board would be holding a meeting in the near future with the attorney who has conducted the administrative audit of the Foundation. In addition, Don found a letter in the files written by Mary Prior Hassan to the Foundation which he read to the Board. He suggested that eventually it might be framed and displayed when a suitable memorial is decided upon for her generous gift. The Foundation will keep it for the time being. Don also asked that we provide a list of addresses for the annual upcoming fundraiser in the fall- approximately 1,000 items. There was also a brief discussion about getting volunteers from the school' s IB program to help with the envelop stuffing when the time comes. 1 6. CINDY MESTER, ASSISTANT CITY MANAGER, RE THE STATUS OF THE PARKING DECK AT 313 PARK AVENUE Cindy began her update with information about the FCCTV flyover video being developed to help inform the public about the two library expansion ideas. The second draft of the script to accompany the video is expected this week and once that is approved, Mike Palmrose will begin narrating the video scenes to the script. The video is designed to run approximately four (4) minutes and will show both the east and west options. The parking deck flyover video will be a separate one based on the Board's request. These two videos will be used as resources to inform the public about the library expansion/renovation project. They will also be posted on the library and City websites as well as available for talks out in the community. Cindy also said that she would help with messaging to the public. Cindy then explained the recent issuance of an architectural/engineering RFP to hire firms for on call A&E CIP services over the coming year~. Group 1 interviews were for firms that would work on CIP projects that were $100,000 or more per project (ex. City Hall, parking deck, and Library). Four firms were shortlisted, and the City has begun negotiations with two of these firms. Both firms have some library project credentials. The term of the contract would be for five years, however, when the time comes for the library project, the Board still has the right to ask to do another full RFP for library- specific architectural and engineering firms rather than using an existing firm. Cindy then addressed the status of the parking deck. She reiterated that it was approved in the CIP for FY17, however the project must be resubmitted this coming CIP budget round and address some of Council's concerns with the project: the cost benefit, is it in the right place, is it the right size, and how the City Hall's parking deck will affect it. Cindy then talked about a transportation and parking survey that will be conducted the month of September in the library. Results will hopefully help emphasize the actual parking demands and provide some actual data for Council to consider. She also said that volunteers will be counting the total number of area parking spaces and their fill rate at different times of the day and days of the week. Cindy also distributed an aerial view of the City showing the library and a quarter mile radius of the library that might be considered walking distance to the library. She gave each of the Board members a copy of the map. 7. USER SURVEY RESULTS FOR 2015 (TENTATIVE) The Director announced that these results were not ready as yet, but would be for the next meeting. 8. COLLECTION DISCUSSION The Director gave a brief explanation for the difference in the collection totals from one fiscal year to the next. In addition she explained a little about collection development, the consultants' recommendations for weeding the entire collection which staff was following, the constant need to weed due to the space limitations, and the need to keep up with the trends, new information, and interests of the public. The Board also stated that at least one of the members, who was not present for this meeting, was interested in this topic and asked to have this item on the agenda again in September, which the Director agreed to do. 9. SEPTEMBER 16, 2015 BOARD MEETING DATE The Director stated that she will be back from vacation on September 14th and because that is so close to the regular Board meeting date, it would be impossible to get the Board packet completed in a timely fashion for the meeting. She suggested that perhaps the meeting could be moved one week so it would take place on Wednesday, September 23, 2015 at 7 p.m. in the library conference room. 2  Upon a motion made and seconded, the Board unanimously voted to move the September meeting from the 161h to the 23rd. 10. LIBRARY REPORT AND ANNOUNCEMENTS The Director reported the following: • Staff has interviewed and hired two new Pages to replace two that were promoted recently. In addition, two temporary Library Assistant Is were hired--one for Circulation and one for Youth Services-again, replacing people who have left. One job was carved out of salary savings from a recent retirement. Three of the employees will begin August 241h and one will begin September 81h. • Josephine Murphy has submitted her retirement notice, effective October 1, 2015. Jo has been with the library over 40 years. We will begin recruiting to fill this position as soon as possible and begin interviewing possible candidates in mid-September. • The Director will go on vacation the end of August and be back on Monday, September 14, 2015. • The Local History focus group invitation will go out by the end of this month with a meeting planned for October. The Director asked the members to forward any names of people or organizations they would like to be included in that invitation. • The Director said that the User Survey for 2015 will be completed this coming week and will be ready to share in September. • The Director discussed the new IT project prioritization process which the library will be subject to. The first project that we will submit is for the purchase and installation of a local history database upgrade called InMagic. 11. BUSINESS NOT ON THE AGENDA None. 12. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:26 p.m. Respectfully submitted, "'~1\~W. WWL~ Mary W.-rJrcMahon . Library Director Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, Library Web Page The City of Falls Church is committed to the letter and spirit ofthe Americans with Disabilities Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 3