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 December 16, 2015 1. CALL TO ORDER Board Chair Brad Gernand called the meeting to order at 7:00p.m. The following Board members attended the meeting: Brad Gernand Chet DeLong Ed Rose Jeff Peterson Stephanie Oppenheimer Excused Absence: Don Camp and Terry Zawacki Also absent: Jacob Bruner, Youth Representative Councilwoman Karen Oliver, the Library Director, Mary McMahon, and her assistant, Claudia Gutierrez were also present. 2. RECEIPT OF PETITIONS None. '-...,.. 3. APPROVAL OF DRAFT NOVEMBER 9, 2015 MEETING MINUTES Upon a motion made and duly seconded, the Library Board unanimously approved the November 9, 2015 meeting minutes with one minor change. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT Ed Rose informed the Board that they are meeting tomorrow (Thursday) to go over grants and review the Mason Row project. 5. LIBRARY FOUNDATION REPORT Ed Rose informed the Board that the fall solicitation for the Foundation has raised over $7,600, which is a little bit higher than last year at this time. He also said that the Foundation sponsored a tree in the Christmas TreeFest on December 61h at the Community Center. The theme of the tree was Dr. Seuss and received a bid of $250 dollars-the second highest bid for a decorated tree. The tree included some Dr. Seuss books, a stuffed Cat in the Hat, and one fine free coupon for the winning bidder. The cost of the tree and decorations was about $100 so there was a profit for the Foundation. He thanked the library staff member, Cathy Breen, for the marvelous job she did. He also mentioned there was a donation box in the event for each one of the participants, but he still didn't know the total that the Foundation received from the event. Ed also told the Board that he received thanks for the books donated by the library to a rural community in Southwest Virginia. 1 6. LITTLE LIBRARY AND REMEMBRANCE OF RICHARD (DICK) T. ALLAN DISCUSSION The Director informed the Board that she had responses from seven Virginia libraries about how the Little Libraries were working for them and any problems they might have encountered with ------/ them. One library has 10 ofthem in their community. Some libraries have them indoors, which was surprising, and others have them outdoors and at community centers or other places where people gather. Most of libraries reported that they did not have many issues. Some of them had problems at the beginning with people taking books and not replacing them. Others had a couple of occasions where people dropped off regular library books there. But, on the whole they are very well received and the libraries felt that they were positive additions to their community services. They stated that staff or volunteers usually replenish the Little Libraries as needed. Some libraries have their name on the Little Library, others do not. Some libraries bought the Little Libraries kits, and Boy Scouts put them together as an Eagle project. Some of the Little Libraries were paid for and stocked by their Friends of the Library groups. Others had scouts who raised the money and kept them stocked. The Director also showed the Board pictures that some libraries sent to her of their little libraries. She apologized for not having an opportunity to talk to the people on Pennsylvania Avenue to ask about their little library. Ed Rose proposed reaching out to George Mason High School to ask if students from the woodworking class might be interested in building some Little Libraries for the library to place around the community. He also agreed to contact Jacob Bruner, the Youth Representative on the Library Board, to ask him to help with contacting the woodworking class. Stephanie Oppenheimer will also ask her son who is a boy scout as well. 7. DRAFT FY2015 LIBRARY ANNUAL REPORT The Director indicated that all the changes and suggestions from the Board had been made. Upon a motion made and duly seconded, the Library Board unanimously approved the 2015 Library Annual Report as presented. 8. DRAFT INTERNET AND COMPUTER USE POLICY REVISION- FIRST READING The Director requested that this policy be removed from consideration at this time. She stated she would like to add a few items regarding the wireless network before the Board reviews it. She stated she would have it ready for Board review at the next meeting. Upon a motion made and duly seconded, the Library Board unanimously agreed to remove the DRAFT Internet and Computer Use Policy Revision from the Agenda. 9. LIBRARY REPORT AND ANNOUNCEMENTS • The Director informed the Board that she went to the Celebration of Life for Richard (Dick) T. Allan at the Goodwin House last month. The library was well represented; Sue Tarakemeh and Linda Baker from Technical Services, Chet and Carol Delong, and Brad Gemand were also present. A lot of people were there from Falls Church, including relatives and friends. They had an ongoing slide show about his life, and refreshments were served. It was a lovely gathering. • The Director mentioned that she has been receiving resumes for the three open positions at the library and will start interviewing after the holidays are over. She informed the Board 2  about Tannis Campbell, who recently retired and is now in the hospital in ICU. She is to be released soon, but still will some recovery time. • The FY17 Budget is due the end of January. The operating budget will remain flat, which will be very difficult with prices going up. The Director and staff will start working on it after Christmas. She had a meeting with City Manager Wyatt Shields, and he asked about the unmet needs of the library. The Director mentioned two primary ones: Sierra, the new operating platform for the integrated library system which would replace Millennium, and a copier for the library administrative office. The current one is 10 years old; the maintenance agreement has been discontinued by the company because they can no longer find any parts for the machine. If the library must follow the City standard for replacement, there will be a big gap in the budget because the Xerox copier would cost twice as much per month as the current copier costs. • Mary had a meeting with the Police Chief, the Assistant City Manager and several police officers regarding building and patron safety in light of some recent events such as San Bernardino. They were talking about the possibility of some security cameras around the building and a card swipe lock for doors. The Director is working with the Police Chief and Assistant City Manager to address the library's safety concerns. • In January the police will be present the "Run-Hide-Fight" video and training for library staff about how to respond to an active shooter. There will also be a building tour for new staff, and the Director will also review the newly revised library safety manual with staff. • Library staff will be required to take the NIMS training (National Incident Management System) which addresses all kinds of emergencies and how to deal with them. • The Director reminded the Board about the library closings on Saturday, December 26th, and Sunday, December 2th, and thanked the Board again from the staff for these closures. • Today, the library held a holiday party to honor and thank library volunteers and staff for all the fine work they have done this past year. About 40 people attended, including the City Manager, Wyatt Shields. • The Director will be on vacation starting Friday, December 181h, and returning to work on Wednesday, December 30th. Staff will follow the chain of command while she is away, and the City Manager has all necessary contact information in case of emergency. • The Director informed the Board that new Council member, Letty Hardi, will come to the library on Thursday and be given the Council orientation to the library. The Director will walk her through the building, mention the services provided, and the challenges and unmet needs the library currently faces. Mrs. Hardi is already a library user. • Cindy Mester will come to the January Board meeting to talk to the Board about the library's CIP submission. The Board is also looking forward to hearing about the progress in negotiating with the tenants of the 313 Park Medical Building regarding the parking deck. • The two animated videos that explain the options for the renovation/expansion of the library are being revised based upon the comments and suggestions from the Board. It might be ready for the January meeting. 10. BUSINESS NOT IN AGENDA Upon a motion made and duly seconded, the Library Board unanimously approved the 2016 dates for Board meetings after agreeing to move the December 21, 2016 meeting to December 14,2016. 3  ' ' 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 7:50p.m. Respectfully submitted, Itt_cwrwJ tvt-11t_Mu-r--- Mary W. McMahon Library Director Approved: Br?&t6and,~ 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. 4