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 November 9, 2015 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 Terry Zawacki Jeff Peterson Stephanie Oppenheimer Excused Absence: Don Camp and Jacob Bruner, Youth Representative Also present were: Library Director Mary McMahon and her assistant, Claudia Gutierrez. 2. RECEIPT OF PETITIONS None. 3. APPROVAL OF OCTOBER 20, 2015 MEETING MINUTES Upon a motion made and duly seconded, the Library Board unanimously approved the October 20, 2015 meeting minutes. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT None. 5. LIBRARY FOUNDATION REPORT The Director informed the Board about an email she sent to the Foundation in regard to the Christmas TreeFest, in which civic and non-profit organizations from the City can participate in and inform the public about their missions. The organization buys and decorates a tree, and people can bid on it. The tree is given to the highest bidder for that tree. The revenue raised is then shared by all the organizations that displayed trees. Cathy Breen, who is a Youth Services Librarian, wanted to help and ..J suggested the Foundation might like to be a part of the event this year. It will be held at the Community Center on Sunday, December 6, 2015 during the annual craft show. Ed Rose will talk about this with Don Camp. Ed also suggested using the library's meeting room to decorate the tree. 6. DRAFT FY2017 CIP PROPOSAL FOR THE LIBRARY EXPANSION/RENOVATION The Director presented the draft FY17 library CIP proposal. It was the same as presented last year. The forms are slightly revised with less space to fill out so the description had to be brief. 1  Upon a motion made and duly seconded, the Library Board unanimously approved the FY17 CIP proposal for the Library expansion/renovation with minor changes. 7. DISCUSSION ABOUT HOW TO REMEMBER RICHARD (DICK) ALLAN, FORMER BOARD MEMBER AND LONGTIME LIBRARY VOLUNTEER The City has written a resolution honoring Richard (Dick) T. Allan acknowledging all he did for the City and library. It will be presented to the family at the Council meeting on Monday, November 23, 2015. The Director suggested that a Little Library might be a possible way to honor Mr. Allan. Donated books could be used to stock the Little Library, which seems appropriate since Dick worked with donated books and the ongoing book sale. The "library" could have a memorial plaque with his name on it to honor him. A brief discussion followed with some concerns raised: how it would be stocked, how often would it have to be checked on, and where would it be placed. A Board member said that it was a good idea because Little Libraries speak to literacy, the importance of reading and liking books, and making free books readily available. It could be easily filled by neighbors exchanging books. The director was asked to talk to the people who live on Pennsylvania Avenue where there is currently a Little Library to see how it has been working. The Director will also talk with other libraries in the state that sponsor Little Libraries to how they are working and also check with the American Library Association as well. The Board would like a brief report at the next meeting. 8. DRAFT FY2015 ANNUAL REPORT The director remarked on the dramatic growth in the children's program attendance. She feels that there are several reasons for this increase: the personalized service that patrons receive in the library, the excellent programs that are presented by staff, and the more traditional service of the library combined with a separate children's area. Board members made other suggested changes to the report and asked the director to put it on the agenda for the next meeting. 9. VIEW OF THE ANIMATED VIDEOS OF THE EXPANSION/RENOVATION OPTIONS (TENTATIVE) The director showed two draft animated films that present the two options for the library expansion/renovation plan to give the public an idea of how the library could look with each ofthe expansion options. After viewing both films Board members had several observations for the West option: they would like the sidewalks shown rather than the blurring currently shown, lighten the background so it is easier to read the interior designations on the floor plan, synchronize the voice and the picture so that what you are viewing has the voice over describing it, show more of the exterior on the western side (it is covered up by all the trees so one does not get the full picture of all of the new windows and light coming into the library), the building appears closer to the road than might be the case, and sharpen the print on the floor plan labels so it more easily read. In addition, the Board pointed out: the library sign photograph needs to be from straight on rather than at an angle, roads nebds to be labeled on both options, the picture of the library at the beginning of each option has a telephone pole front and center rather than the building's entrance, and some of the wording is redundant (ex. "active civic leader"). They expressed some concern that the western option appears dull, dark, and far less attractive than the way the eastern option is presented. The director said that she would pass along their comments and reminded them that this was a "draft" of the films, not the finished product. She also said that she is not sure how much can be changed to accommodate their comments, but that she would urge the film editor to correct as many problems as he can. The Board also agreed that the drive up 2 book drop is essential for the library. 10. DISCUSSION ABOUT POSSIBLE HOLIDAY CLOSING: SATURDAY, DECEMBER26 AND SUNDAY, DECEMBER 27,2015 The Library Director asked the Board on behalf of the library staff to consider closing the library for a long weekend after Christmas. Upon a motion made and duly seconded, the Library Board unanimously approved the library to be closed on Saturday, December 26,2015 and Sunday, December 27, 2015. 11. LIBRARY REPORT AND ANNOUNCEMENTS • The Director informed the Board that there will be a General Staff meeting on Wednesday, November 18, 2015. There will be training (for both the library staff and other members of City staff) on how to deal with disruptive and sometimes mentally unstable patrons. Five speakers from Fairfax County's Community Service Board will present information and then answer questions from staff. In addition, City Manager Wyatt Shields will give a brief talk on "the state of the City". That same day there will be a celebration for Tannis Campbell, who is retiring on December 1st after 39 years working for the library. • Tannis' position will be advertised, and the director has permission from the City Manager to fill two more temporary positions carved from salary savings from her retirement and from Jo Murphy's position when she recently retired. One of the positions will be a Library Assistant I for 16 hours per week in Youth Services, and the other will be a Library Assistant II for 20 hours per week in Reference working in the Local History Room. This also will help relieve staff when Tysons Pimmitt library closes in February for an 18 month renovation. • The director told the Board that she is working on the state-required Bibliostat report. It must be completed in order to receive State Aid to Libraries. • She also mentioned that Richard Parker, the Director of Human Resources, will be retiring after 30 years working for the City. • Five Library Science students from the University of Maryland will visit the Library on Thursday, November 1ih. As a class project, they must interview a Director about library programs provided, challenges, services, and budget/resources, and she has said she would help them. • The director informed the Board that the library received another Star Award for the eighth consecutive year---4 stars again this year. • She announced that the library will be closed for Veteran's Day, Thanksgiving Day and the Friday after that holiday. • There will be a COG technology group meeting on Thursday, November 19, 2015. She will attend to learn about new technologies for libraries. 12. BUSINESS NOT IN AGENDA Upon a motion made and duly seconded, the Library Board unanimously adopted a resolution that strongly endorses and sincerely thanks the Director and the library staff for all the outstanding work they have been doing that resulted in another national library Star Award and asked that a copy of the resolution from the Board be sent to the City Manager and City Council. 3  --- , 13. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:40 pm. Respectfully submitted, ' ~t w,1/VI( 111\_tLMr---- Mary W. McMahon Library Director Approved: Zhth ~ Bradley E. Gemand, Chair 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 of the Americans with Disabilities Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. I 4 I  , I Mary McMahon From: City Clerk Sent: Monday, November 09, 2015 10:44 AM To: Akida Rouzi; Becky Witsman; Chris McGough; Cindy Mester; Dana Lewis; Daniel Sch itt; Debra Gee; Donna Ahart; Doug Fraser; Gregory Garland; James Snyder; Jeffrey Sikes; John Boyle; Katherine Reich; Kim Varner; Mary McMahon; Michael Palmrose; Mike Collins; Nancy Vincent; Paul Stoddard; Rachel Crichton; Richard Parker; Rick Goff; Ry:an Davis; Stanley Wooten; Susan Finarelli; Susan Richter Subject: FW: Boards and Commissions Comments on Mason Row Please forward these comments to your board, as requested below, if they are reviewing the Mason Row project. Tli\ank you. Celeste Heath, CMC City Clerk City of Falls Church 300 Park Avenue Suite 303E Falls Church, Virginia 22046 (703) 248-5014 (703) 248-5146 (fax) From: Rohini Winters [mailto:rohinicdfm@yahoo.com] Sent: Friday, November 06, 2015 7:04PM To: City Clerk t Cc: Kathy K; Lisa Varouxis; windriderl@aol.com; Mike Winters; aline.orfali@marymount.edu; Anita Shalit; Rebecca Latorraca r Subject: Re: Boards and Commissions Comments on Mason Row Dear City Clerk I'm sorry I've been unable to focus on this after the theft of my car and computer on early Wednesdsy Morning. I don't have a good handle on the BC comments and sincerely feel the process was unfair to the public and citizenry. Even those of us desperately trying to keep up have lost track of who said what when about which asprct of the project they were presented in a certain date they met. I'm saddened that although we tried we are going to be faced with an 85ft wall plus 10-20ft mechanical units housed in the roof and no one thinks we have a right to complain because "it's not as bad as ... " Pick any project the planning commission and council have approved. Flower building. Hilton garden inn. Harris teeter. All have serious design flaws that concerned citizens or AAB members tried to warn against I'm sure but were overruled. Now is the time to demonstrate you've learned your lessons and will give AAB oversid'ht authority at each stage and that you will require elevations from all angles before 2nd reading. I 1 I'm about out of hope that the VCs and height will address concerns raised by II 1 too m ; ny l I to be ignored, but hope you will forward this to all B& C, PC and Council members. Rohini Winters 324 Grove Ave On Nov 6, 2015, at 5:13PM, Lisa Varouxis <lisa.varouxis@verizon.net> wrdte: ~ I was attempting to find on the City's web site the comments provided from each of the Boards and Commissions when they voted on recommending or not recommending for approval the Mason Row project. The only one I was able to find was the one for the CACT. II Could you please advise where I might find the rest, including the comments from Staff? I'd li~e to be able to read through them prior to the next Planning Commission meeting, scheduled for November 16, which will include a Public Comment period prior to their vote on the proposed project. 11 Thank you, Lisa Varouxis il I 2  PUBLIC NOTICE: CHANGED MEETING OF THE LIBRARY BOARD OF TRUSTEES Monday, November 9, 2015 7:00p.m. Library Conference Room 120 N. Virginia Avenue, Falls Church Note: Please note that the Library Board of Trustees meeting date for November has been changed from Wednesday, November 18th to Monday, November 9th in order to consider the library's CIP budget request for FY17 before it is due to the City. There will not be another Board meeting in November after this one. www.fallschurchva.gov/library PLEASE DO NOT REMOVE THIS NOTICE POSTED: 10129115 The City of Falls Church is committed to the letter and spirit of the Americans with Disabilities Act. To request a reasonable accommodation for any type of disability call (703) 248-5014, (TTY 711). For information in your language please call 703 248-5014 (TTY 711) to request an interpreter. DS co thong tin bkg ngon ngu cua quy vi, xin gQi 703-248-5014 dS yeu d.u ngm:ri thong dich. Para recibir informacion en su idiorna por favor llarne al 703 248-5014 (TTY 711) para solicitar un interprete.