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 October 20, 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 Chet DeLong Ed Rose Terry Zawacki Jeff Peterson Excused Absence: Don Camp and Stephanie Oppenheimer. Jacob Bruner, Youth Representative was absent. Also present were: Assistant City Manager, Cindy Mester, Chief Technology Officer, Jamal Matthews, InformationTechnology Manager, Gennadii Zinchenko, Councilwoman Karen Oliver, and Library Director Mary McMahon. 2. RECEIPT OF PETITIONS None. 3. APPROVAL OF SEPTEMBER 23, 2015 MEETING MINUTES Upon a motion made and duly seconded, the Library Board unanimously approved the September 23,2015 meeting minutes with minor changes. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT None. 5. LIBRARY FOUNDATION REPORT A brief discussion occurred around the upcoming year end fundraising campaign and the need for help stuffing envelopes. It was suggested that perhaps the Youth Representative could contact the IB program coordinator and suggest this project as one that students might help with for their required IB program hours. 6. ASSISTANT CITY MANAGER CINDY MESTER, CHIEF TECHNOLOGY OFFICER, JAMAL MATTHEWS, AND INFORMATION TECHOLOGY MANAGER, GENNADII ZINCHENKO REPORTING ON THE RESTRUCTURING AND ASSUMPTION OF FORMER LIBRARY IT DEPARTMENT DUTIES-AN UPDATE • POSSIBLE DISCUSSION WITH ASSISTANT CITY MANAGER MESTER RE THE PARKING DECK, TRANSPORTATION SURVEY, UPDATE ON THE CIP 1  SCHEDULE AND SUBMITTAL OF THE PROPOSED LIBRARY EXPANSION/RENOVATION PROJECT FOR FY17 Cindy Mester introduced the IT staff attending the meeting and turned over the presentation to them. Jamal Matthews handed out a document (attached) that outlined the library IT tasks that have been identified and who are the primary and secondary people responsible for them. He also explained the number of hours that are dedicated to the library, the projects and tasks that have been accomplished and the upcoming ones. The Board thanked them for the update and then asked that they come back in six months to report on what has occurred at the library during that time. They want to make sure the library is getting what it is paying for. Cindy then reported on the CIP process for FY17. She stated that there is to be a revised procedure with slightly revised forms that must be completed and due back to the City by November 16, 2015. She stated that on odd years, no new CIP projects would be introduced to the overall CIP, but that changes to existing projects can be made. On even numbered years, significant projects can be added. With this model the CIP will become a biennial document. Cindy then told the Board that she had recently gotten a parking survey approved which is to provide additional, practical data in addition to the library transportation survey that has already been done. This one will survey surrounding office buildings/lots, the library, and City Hall as well as street parking from the library along Park Avenue to the Kaiser parking deck at the comer of Washington Blvd. and Park Avenue. She said that they will survey on a Wednesday and Saturday from 8 a.m. to 6 p.m. with a count of parked cars every hour. The survey must be completed in early November in time for the data to be included in the CIP request on the need for a parking deck. The survey will also include narrative on best parking practices and shared parking agreements and comment on whether shared parking is viable in this area. She also said that the Economic Development Authority is looking at parking as well. The Board asked that the survey be carried out on a Tuesday or Thursday instead of a Wednesday when the library is closed for half a day. Cindy agreed and said that she would work with the company to change the date to Tuesday instead. 7. TRANSPORTATION SURVEY FOR THE LIBRARY RESULTS The Director gave brief highlights of the completed survey that was conducted in house the month of September. The results were: 459 responses; 44% came to the library alone followed by almost 35% with one person; 80% of the respondents came in the afternoon followed by 37% in the morning; 20% came on Sunday (with the library only open 4 hours) and almost 19% came on Saturdays, Wednesdays had 16% attendance; 81% spent less than an hour in the library and 33% spent 1 to 3 hours; 69.5% drove to the library and almost 19% walked (particularly on the weekends); 29% parked on library property, 29% parked on Park Avenue and 27% parked on Virginia Avenue while almost 13% parked in a neighboring lot; 34% said they would walk a block and 31% said they would walk 2 blocks to get to the library from a parked car; 51% chose their mode of transportation because it was the fastest option and 40.7% due to the convenience of where they lived; 28% said they wanted more sidewalks and crosswalks. The Director said that she would print out another copy ofthe survey that would include all the comments made since the copy the Board received did not have them. The Board expressed concern over the timing of the November report and the possibility of a shared parking agreement. Theoretically it is a good idea, but will it happen? Cindy said that she has not heard anything from the condo association of 313 Park Avenue. She thought they are waiting until Council decides about the CIP and the parking deck proposal before they contact Cindy again. 2 8. BOARD COMMENTS ON THE VOLUNTARY CONCESSIONS FOR THE LIBRARY CONTAINED IN THE MASON ROW DEVELOPMENT PROPOSAL The Board received a handout on the summary of the cash cost of the Voluntary Concessions (excluding ADUs). The library portion is based on a formula of$0.6444 per gross SF of residential space in the project (gross square footage is figured at about 383, 000+). The ADUs are about 6% of that gross square footage for residential use. The amount listed for the library is $234,582, which would then be reduced somewhat based on the square footage of the residential ADUs since their square footage is excluded from the library's formula. After accounting for that reduction, the library's Voluntary Concession could range then from $220,582 to $232,000. A long discussion about the financial and philosophical impact of ADUs on the library Voluntary Concession then took place after the motion and second (below) was made. After the discussion the question was called. A motion was made and seconded that the Board communicate to Council that this Voluntary Concession for the library by the Mason Row developers is an improvement and that the Board supports this component of the developer's Voluntary Concessions for the library and that the library be included in all future projects that have developer Voluntary Concessions. The motion passed with a vote of 4 ayes, and one nay. Jeff Peterson opposed the motion he made because of the exclusion of ADUs as part of the residential square footage formula for the library. The Board also stated that they would refrain from making comments regarding the overall Mason Row development. They said they would only comment on areas within their expertise (i.e. library related) and that instead they could individually comment as citizens rather than as a Board on the Mason Row project. 9. LIBRARY REPORT AND ANNOUNCEMENTS The Director reported the following: • Tannis Campbell is retiring after 39 years with the library. • Interviews are taking place for position vacancies. • Bibliostat, the State report, is due November 16, 2015. • The Director is working on the FY20 15 Annual Report which should be ready for the next meeting. • The Director asked the Board give permission for staff to conduct the annual Food For Fines drive. The food collected would then be donated to a local food bank. A motion was made and seconded that the annual Food For Fines drive be allowed and conducted from Sunday, October 25, 2015 through Saturday, October 31, 2015. The motion was approved unanimously. • Discussion around how to memorialize Richard (Dick) T. Allan took place. The Director thought perhaps it might be fitting to place a few Little Libraries around the community in his memory. The Board asked that this item be placed on the agenda for the next meeting and that Board members think about this and other ways and discuss them then. • The Director stated that since the CIP proposal is due to the City on November 16 and the next Board meeting will not be until November 18 and the proposal must be approved by the Board, a Board meeting before the 16th is necessary. 3  A motion was made and seconded that the Library Board will hold their next meeting on Monday, November 9, 2015 at 7:00p.m. in the library Conference Room. This meeting will be in lieu of the regular meeting of November 18, 2015. The motion passed unanimously. 10. BUSINESS NOT ON THE AGENDA The Board asked the Director to talk with Cindy Mester about the possibility of charging for parking and if the upcoming survey could estimate about how much money would be generated by that. 11. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:57 p.m. Respectfully submitted, ·-- .i.' (IJ~..~;- JJ,rl'(; til\~ Mary W. McMahon Library Director Ap~roved: ~ Br~d,Chair Copies: Board ofTrustees, 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. 4