Library Board of Trustees

SPECIAL MEETING MINUTES 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 June 2, 2016 1. CALL TO ORDER Board Vice Chair Chet DeLong called the meeting to order at 3:00 p.m. The following Board members attended the meeting: ChetDeLong Jeff Peterson Don Camp Terry Zawacki Brad Gemand Stephanie Oppenheimer excused herselfto leave the meeting at 3:30pm Excused Absence: Ed Rose Others present for the meeting included: Councilwoman Karen Oliver, Library Director, Mary McMahon, and her assistant, Claudia Gutierrez, BKV Members, City Assistant Cindy Mester, Director of Public Works Mike Collins, CIP Manager at Public Works James Mak, Senior Planner ofthe City Development Services Department Akida Rouzi, Library Circulation Supervisor Steve Ingeman, Library Reference Supervisor Marshall Webster, Technical Services Supervisor Sue Tarakemeh and Youth Services Librarian Jessica Borchetta were also present. One member of the public also attended. 2. INTRODUCTION OF BKV GROUP MEMBERS AND LIBRARY BOARD AND CITY AND LIBRARY STAFF MEMBERS The Director introduced BKV Group members and the Library Board members, Cindy Mester, Assistant City Manager, and some of the Falls Church City staff. The BKV Group members present were: Mark Manetti, Jack Boarman, Kim Cullin, and Rob Cullin. Mr. Boarman explained BKV's mission as a civic and commercial building group and their projects have included libraries, housing, mixed use facilities, and urban communities. The firm started 38 years ago. Part of the firm is Kimberly Bolan and Associates, who are library special consultants in planning and designing what people want and need in regard to library services and spaces. BKV's presentation described current trends in libraries and showed some of the designs they have done that meet those trends in library projects around the United States. Cindy Mester also explained that last year the City underwent an architectural and engineering contract process and hired 2 firms for over $100,000 projects for the City, and BKV was one of the architectural firms retained. If the Board decides to go with one of the firms selected, no RFP would need to be issued again. She said that this presentation is only an information one so the Board and City staff can become familiar with BKV and its work. 3. BKV GROUP PRESENTATION ON LIBRARY TRENDS IN CONSTRUCTION AND SERVICES AND THE ARCHITECURAL FIRM'S QUALIFICATIONS AS REGARDS THE FUTURE AND EXPANSION AND RENOVATION OF THE MARY RILEY STYLES PUBLIC LIBRARY BKV Group presented different library projects that demonstrated their work in a number of 1 areas: renovation and remodeling of existing libraries, interior designs, open interactive design plans, and gave examples of the trends in public library buildings that they have incorporated into their projects. They know that libraries need a civic space where people can gather and have a warm friendly environment, but that the building must also be energy efficient and accommodate quieter areas as well. They provide solutions to identified issues and recognize the tension between public space and the need for quiet study space. They recognize that collection size is critical and also showed the recent furniture trends in libraries. 4. QUESTION AND ANSWER PERIOD BETWEEN THE BOARD, STAFF, AND BKV GROUP MEMBERS Mr. Boarman asked the Board to identify some key elements that they feel the MRSPL project must provide and also explain where the library is in terms of the project. Background information was given about the status of the project, the two options (east and west), amount of square feet to be added, and some of the critical needs that have been identified that the project must address. So of those items include: quiet study space, tutoring space, lounge seating, enlarge public restrooms, a new elevator, and space for special activities, programming, and meetings. A Board member expressed her opinion that the library should be a center for community literacy and not only a place to check out books. Another Board member expressed his concern that the library will become a community center and asked how to balance the need for public interactive space and a quieter, more contemplative area in the building. Group members stated that a library is a place to house books and contain quieter spaces, but that more interactive activities that stimulate early literacy, tutoring and other programs can be incorporated- realizing the tension between these two very different uses is one of the things that they work on the most to make the library attractive and useful for all types of activities. Another Board member said that he felt that anything that gets people into the library is good. The Board and City staff thanked BKV Group for the presentation, and the BKV members left at 4:00p.m. The Director then asked that the Library Board stay to conduct a quick meeting since she had received additional information about the referendum that she needed to tell them. She said that she had received a phone call from the City Attorney, Carol McCoskrie, that morning around 11 a.m. that morning, saying that the Director needs to verify the additional bond issuance fees for the total cost of the library project. After that she talked to the Finance Director, Richard LaCondre, and he said that the bond fees could be up to 10% ofthe cost ofthe project depending on what else was being bonded at the time or as low as $100,000 on the top ofthe cost of the project, but in all likelihood with the addition of the fees, the total cost ofthe project exceed the General Fund 10% cap and would require a referendum. The Director then asked the Board if they still wanted to forward their previous letter to Council regarding their request that no referendum be held since the project amount was less than the Council's policy of 10% of the General Fund. She needed to tell the City whether to include the letter in the Council package. Cindy Mester then told the Board that it had two option for Monday, June 61h Council work session: 1. Request that no referendum be required if the bond fees keep the project's total cost less than the 10% General Fund cap, or 2. Ask Council to change its policy. The Board thought that it would not be proper to ask Council to change its policy. The Board had a discussion about whether they should attend the Council work session or not, especially since it looked as though that with the additional fees on top of the project cost, the project would be over the 10% cap and would require a referendum by Council's fiscal policy passed on December 12, 2011. A Board member asked what else would be on the work session's agenda that evening, and the Director and Cindy replied that there was a full agenda for that work session. Cindy also reminded the Board that Council is interested in meeting and talking with City boards and commissions about their concerns and what they are working on. She said it is a chance for an open dialog with Council, aimed at helping improve relationships between Council and these groups through these broad discussions. A Board member then said that he thought 2 that the Board had already made their preferences known about the library project and the referendum, and he did not think that it would be necessary to attend the work session since so much else was on the agenda. He said that Council already knew where the Board stood on the referendum question, and that with the additional fees added onto the project, the amount might exceed the 10% cap and thus necessitate a referendum regardless of the Board's request. Councilwoman Karen Oliver also said that Council is holding conversations with Boards and Commissions and suggested that the Board might want to talk with Council closer to the referendum date about the library project instead of Monday night when the agenda is so full. Upon a motion duly made and seconded, the Library Board unanimously voted not to attend the Council work session meeting on Monday, June 6, 2016, and not have their previous letter to Council concerning a no referendum request forwarded again. They also stated that they would like to meet with Council at another meeting to have a more open discussion. 5. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 4:20 pm. Respectfully submitted, Mary W. McMahon Library Director Approved: ~~ 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. 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