Library Board of Trustees

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 March 15, 2017 1. CALL TO ORDER Board Chairman Brad Gemand called the meeting to order at 7:00p.m. The following Board members attended the meeting: Brad Gemand ChetDeLong Ed Rose Stephanie Oppenheimer Jeff Peterson Excused Absence: Terry Zawacki and Don Camp Unexcused Absence: Eema Ahmed (Youth representative) Mr. Mike Whitfield, Director of Public Works, Councilwoman Karen Oliver, Library Director Mary McMahon, and Senior Administrative Assistant, Claudia Gutierrez, were also present. Mr. Gemand informed the Board that in addition to the regular agenda, Mr. Whitfield would be presenting information about the next steps to take with the library project. Mr. Whitfield presented a Power Point discussion of the Construction Manager at Risk (CMAR) project delivery system which the City now uses for its CIP projects and that entails a commitment by a contractor to deliver the project within a guaranteed maximum price (GMP). The contractor or the owner provides a Project Manager (PM) during the design phase of the project to act as a consultant to the owner providing help throughout the entire project. The Construction Manager acts as the general contractor during the construction phase to deliver the project at the agreed upon GMP. Mr. Whitfield stated that in the past, the PM has been an employee of the Public Works department, however, because of the number oflarge and complex CIP projects currently being worked on and also due to a vacancy in Public Works personnel, the library project would have to hire an outside PM whose salary would be paid for with bond monies. After the selection of the PM, then the CMAR is selected or that process can be combined with the selection of the architectural firm, which would shorten the length of time to accomplish these preconstruction tasks. Mr. Whitfield then explained that the CMAR system is done in phases. The first phase is the preconstruction phase. In this phase the CMAR works with the design team which consists of the architects, engineers, and owner. The contractor has two roles: first, keeping the design team on task; second, making sure the team meets the project goals and stays within the budget. At the end of the preconstruction phase the GMP is determined, and this price is what the project will cost and cannot increase under any circumstances. The GMP covers the general conditions such as trailer rentals, supplies, and a set fee for subcontractors, etc. The CMAR is also responsible for hiring all the different services through various subcontractors. The CMAR also will get estimates from them making sure they meet the time lines for the project, can perform all the required services, and can procure the needed materials to do the work. The CMAR then evaluates the bids and may not necessarily take the lowest bid, but he will take the best bid. During this phase there will be analysis of the constructability of the project as well as value engineering and reviews of the entire process by the architects and engineers. Mr. Whitfield said that the project will be designed to at least a LEED Silver rating. 1  Once the GMP is determined with all the correct programming, making sure that all the checks and balances are in place and the project is within budget, then phase two starts, which is the construction phase. Everyone must agree before the project can move to the construction phase. The benefit of having a CMAR is that the true costs of the project are researched thoroughly and assured. Once the GMP is agreed upon and signed off on, the entire cost of the project is locked in, even if the costs go up during construction. If the costs go down, the savings are passed on to the CMAR and a portion of the savings also goes to the City. Mr. Whitfield said that an independent cost estimator will also be hired by the City to truth test that the costs are correct. The Library Director asked Mr. Whitfield what would happen if there was a discrepancy between the GMP and the cost estimator's figures. He answered that the CMAR and the cost estimator would go through all the project documents to see where the discrepancy is. One of the benefits of having a CMAR on the project is that there is an "open book" relationship-all information is shared. He also said that changes can be made to the GMP, but only if agreed upon by all parties. Mr. Whitfield then explained how a CMAR is selected, and how the fee of the CMAR is determined. He noted that each candidate provides a list of different projects he has worked on, a resume, and a narrative on how he would phase and build the library project. A selection committee will interview each candidate and based on criteria agreed upon before the interviews, this committee will select four or five candidates and ask for specific proposals from each. The technical proposals will be examined and ranked, but the most important thing to look at is if the potential CMAR can do the project. The committee will receive a cost proposal from each candidate which will be their GMP for pre-construction, their fee and general condition fees for the entire project. They will let the CMAR candidates know what the budget is so they will know how to base their fee. They base their fee on the construction cost, the higher the construction cost the higher the CMAR fees. Mr. Whitfield next showed the library's project timeline. First, the PM is hired, and then after that there are two options: one of them is to hire a CMAR and then an architect, or the second one is to hire the CMAR and the architectural firm simultaneously. Mr. Whitfield said that Karin Battle, who is the City Contract Manager, will put all the information together and once the document is prepared, it will go to the Board for review. Mr. Gemand asked if the PM will be a DPW staff member. Mr. Whitfield said that there will be an assigned PM to the project from the City, but will not go through all the detail phases. He said that the PM's salary must be included in the library's project budget. Mr. Gemand asked if this was part of what the Board proposed to the public, and the Director said that neither the PM or the CMAR costs were included in the project's budget. Mr. Whitfield said that these costs usually are about 10% to 12% of whatever the construction cost is. Mr. Gemand asked the Board to think about ways that the library could be downsized to accommodate these additional costs. Mr. Peterson asked if the timing and the schedule is the same as currently proposed in the FY2018 CIP budget, and ifthis new staff model that Mr. Whitfield was presenting, will cause a pushback in the timing of the project. The Director said that the library's project is still on the same time line in the FY20 18 CIP budget, but the CIP has not been adopted by Council yet. She also said that the acting Finance Director informed her that bonds are usually sold in the fall of the year, and by law no money spent 60 days prior to the selling of the bonds can be charged to the project's budget that is financed by bonds. Mr. Gemand requested Mr. Whitfield ask the City Project Manager James Mak about his opinion as to the feasibility of getting everything proposed in the current plan given its budget and now the need for additional personnel costs. Ms. Oliver invited the Board to attend the budget town hall meeting at the Community Center next Monday, March 20, 2017 at 7:30p.m. All City departments and constitutional officers will have an informational board showing their portion of the City's operating budget. It will be a good opportunity for the Board to see what else is coming out ofthe budget besides the library. The CIP will have a board as well. Ms. Oliver told the Board that last Monday night, City Manager Wyatt Shields 2 presented the Council with the FY20 18 proposed City operating budget. March 2ih will be the first reading, on April 1oth there will be a public hearing and the second reading, public hearing, and final adoption will take place on April 24th at a regular Council meeting. Mr. Peterson asked Ms. Oliver about the timeline for the CIP adoption. She said that at last Monday' s Council meeting there was a first reading for a budget amendment to provide additional funds for the Mount Daniel school project. It passed and goes forward to a second reading; however, there are still concerns about it because this funding will come from the City's capital reserves, which affects the borrowing capacity of the City and also future City projects such as the George Mason High School. She also commented that they might need to push back the library and City Hall projects. Due to the dangerous weather conditions Mr. Gernand suggested closing the meeting at 8:00p.m. so people can get home safely. The Board agreed. 2. RECEIPT OF PETITIONS None. 3. APPROVAL OF THE FEBRUARY 15, 2017 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the February 15, 2017 meeting minutes. 4. ARTS AND CULTURAL DISTRICT TASK FORCE (CATCH) REPORT No report. 5. LIBRARY FOUNDATION REPORT No report. 6. COUNCIL LIAISON REPORT No report. 7. STUDENT LIAISON REPORT No report. 8. STUDENT REPRESENTATIVE PROGRAM APPOINTMENT AND CBC REQUEST Delayed until later in the meeting. Please see the Library Report and Announcements section. 9. DRAFT OF THE 2017 USER SURVEY The Director pointed out to the Board that the 2017 User Survey included the traditional questions and in addition there are two new questions: about what spaces the public would like to see in the expansion/renovation project and what programs adult patrons would be interested in attending. The Director also mentioned that Ms. Gutierrez will translate the survey into Spanish. Upon a motion duly made and seconded, the Library Board unanimously approved the 2017 User Survey with minor rewording in one of the questions. 10. DRAFT SCOPE OF WORK FOR THE EXPANSIONIRENOV ATION LIBRARY PROJECT Delayed until next meeting. 11. LIBRARY REPORT AND ANNOUNCEMENTS • The Director informed the Board that a Circulation supervisor has been hired. She was 3 - - - - - - - - - - - ----  promoted from within, and her name is Ms. Billette Ripy. Her position as a part time Library Assistant I will be advertised soon. • Interviews have been completed for the Youth Services librarian, and references are being checked before offering the position to the candidate. • The negotiations with Innovative Interface Systems (III), which is the library's current integrated library system (ILS), have not been moving forward in the last few weeks. They have not sent the legal documents that formalize the offer they have made and also instructions on how the library can get the library's data from them. The Director together with the City Attorney and the City Purchasing Agent are reviewing the III contract, which expired in 2016 and has never been renewed. We are researching what the notification period is should the library decide to go with another vendor. The Director has been calling libraries in other cities for references about Biblionix. She has a series of 25 questions that she is asking each library about how the system has been working for them, are they pleased with it, how responsive the company is when issues arise, how the public and staff like it, and other pertinent questions. The library staff is still testing and using the Biblionix system via a "sandbox" that Biblionix technicians installed so our staff can play with the system to see how it works. To date the staff feels it is very dynamic and easy to work with. Staff does feel that the public catalog is dated looking, but certainly usable. Also there are a number of features that are unique to the system, such as two way texting with patrons, and other items that are included as a standard part of the system that are additional charges with III. The Director said that Biblionix is a family owned business and has operated for over 10 years. It only serves public libraries with collections of less than 300,000 items. In addition, all libraries are on the same release of the product and several releases are done a year at no additional charge. • The Director asked the Board if they want to continue having a school representative as a temporary member of the Library Board since she must notify the appointing group. The Library Board agreed that they would like to continue to have a student representative on the Board. • The Director registered the library's Rolling Readers Precision Book Truck Drill Team to march in this year's Memorial Day parade. • The Director informed the Board that on Tuesday, March 14t\ the City and also the library opened 2 hours late, and the library closed early at 5:00p.m. due to the inclement weather and road conditions. • The Director informed the Board that she has gotten a quote for the bench/plaque for the Beverly Rausch Memorial, but it was very expensive-more than twice what the donors have given to date. Ms. Marty Meserve said she will secure more quotes. 12. BUSINESS NOT ON THE AGENDA None. 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 8:05 p.m. 4  Respectfully submitted, -1/ki!Pwv, ~ 111~ Ms. M~. McMahon c Library Director Approved: ~~ Mr. Bradley E. Gemand, Chairman 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. 5