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 June 28, 2017 1. CALL TO ORDER Board Chairman Brad Gemand called the meeting to order at 7:00 p.m. The following Board members attended the meeting: Brad Gemand ChetDeLong Terry Zawacki Don Camp Jeff Peterson Absence excused: Ms. Stephanie Oppenheimer. Mr. Ed Rose joined the meeting later and Mr. Gemand had to leave the meeting early. Absence unexcused: Youth Representative: Ms. Tika Wallace 2. RECEIPT OF PETITIONS Mr Gemand introduced Mr. Joe Wetzel who did a brief presentation to the Board about the Railroad Cottages project. Mr Wetzel informed the Board that the project provides some housing diversity, in accordance with City Ordinances. He said the project proposes to use 1.25 acres of land south of theW & OD trail and west of Route 7. The houses would be 1,400 sq. ft., and the project includes a common house with a kitchen facility for community gatherings. Two rows of the houses face to each another. They are energy efficient. The project will also provide road improvements to the property and will focus heavily on storm water improvements. Mr. Camp asked who is doing the project. Mr. Wetzel said that is a for-profit development company that is very active in the City. In the past, they have built the "flower" building on Broad Street, the Panera building, and the PNC bank building. Ms. Zawacki asked what the reasons were behind the signs that say "No to Railroad Cottages" that she has seen around town. Mr. Wetzel said he thought maybe people do not like change, or they think there are too many houses already in that area and with this project it would cause more traffic. He then said that they could choose to build 4 Mcmansions, but instead they have chosen to build a community of age restricted housing (age 55 and over). Mr. DeLong said that the only valid objection he found was due to the current roadway, but this project is already considering the Fire Marshal's recommendations for making it adequate so a fire engine can get in and out. Mr Wetzel informed the Board that the cost per house will be approximately $725,000 to $750,000. That price will include exterior maintenance through a condominium association, but residents will be responsible for the interior of the homes. Mr. Camp asked if some action has been taken on this project by the Planning Commission. Mr. Wetzel said that Planning Commission will review it, and that it has been referred out to all the Boards and Commissions for comments back to Council. Mr Peterson asked what LEED rating they will seek for the cottages. Mr. Wetzel stated that they are not pursuing a LEED certification, but instead are using another rating system, which is a national construction standard as well. Mr Gemand thanked him for the presentation. Mr. Wetzel asked for the Board's support of the project. 1 3. APPROVAL OF THE MAY 17, 2017 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the May 17, 2017 meeting minutes with minor changes. 4. LIBRARY FOUNDATION REPORT No report. 5. COUNCIL LIAISON REPORT Ms. Oliver informed the Board that a Town Hall meeting has been scheduled for public comment on the proposed school project and accompanying bond referendum on Wednesday, July 19, at 7:30p.m. in Council Chambers. She recommended that the Board attend this meeting since the entire CIP will be discussed in relation to the school's proposed projects. Since the Board's regularly monthly meeting is that same evening, she also suggested that the Board might want to meet in a City Hall room at an earlier time so that they could attend the Town Hall meeting afterwards. Upon a motion duly made and seconded, the Library Board unanimously approved a time and location change for the July 19th Library Board meeting. The meeting is to be held at 6:30p.m. in a room at City Hall in order to attend the Town Hall meeting at 7:30p.m. The Director will reserve a room for the meeting and will notify the Board in which room the meeting will be held. 6. STUDENT LIAISON REPORT No report. 7. WYATT SHIELDS, CITY MANAGER RE "MODIFIED" CIP PROPOSAL AND LIBRARY'S RENOVATION/EXPANSION PROJECT • WILL JOIN MEETING AROUND 8:00PM Mr. Shields presented the Board with an overview of the reasoning behind the modified CIP proposal given to Council at their last meeting. He said that he and the CFO, Kiran Bawa, proposed an option that would delay $30M worth of capital debt encumbrances until after the City receives the sale proceeds for the 10 acres at the school campus site. The library's expansion/renovation project is in that delayed $30M. It would move the library project out to 2022 and increase the building fund to $10.7 to cover the increases in construction costs due to the delay. He also indicated that the cost of the library expansion/renovation would be paid for directly from the land sale proceeds so that no bond would be needed for the project. He said that at the June 26th Council meeting, they reviewed and discussed both the full and modified CIP models. Council did approve the first reading of the CIP, which included the school campus project for $120M and a referendum ordinance for the project as well as the library project. The second reading will be on July 24th. He said there will be a number of public events leading up to that meeting. The Planning Commission will have a work session on July 3rd and another on July 1ih, City Council will hold a public hearing on July lOth, and there will be a Town Hall meeting on July 19th related to the CIP. Mr. Shields provided handouts of the financial modeling for the full CIP (attached documents). They show the City's debt posture, what can it afford, and what the plan is to accomplish all of the capital projects. Mr. Camp asked what would happen if the school referendum does not pass. Mr. Shields said that if that occurred, considering that the high school is 60 years old and needs either renovation or replacement, then additional dollars would have to be spent on consultant studies and a new plan would t 2 have to be developed and then go back to the voters a year later. Then it would be a renovation project which has been estimated at approximately $103M. Under this scenario there would be no land sale. The football field was looked at early in the process as a potential 10 acre area that could be sold, but that was not recommended by the consultants. Ms. Oliver said that there are other less expensive alternatives for a renovation school project that could bring the cost under $1OOM. Ms. Zawacki expressed a concern about who will be able to afford to live in the City with that kind of debt load. She said that already some young people are moving out of the City due to the high taxes. Seniors are another group that is concerned about the tax rate. Mr. DeLong asked what would happen if the school project is delayed until the land is sold. Mr. Shields implied that the land cannot convey until the old school is out of the way. Mr Peterson asked why the water sale money is not being used for the library project. Mr Shields stated that the modified proposal is not to take on any new projects that have not already begun until the land sale is transacted. The land sale is the lynch pin that makes the CIP and the school campus project more affordable. He added that based on today's information, in order to access the $40M from the land sale, the new school has to be built and occupied. That would then free up the ten acres that must be sold and will sell for its full land value since the school would not occupy a portion of it. Mr. Shields also said that it would be great to get the land sale money earlier, but no trust or anyone interested in investing in the land would want to pay for that land 2 Y2 years before they can take possession of it. Mr Shields praised Kiran Bawa, the new City's CFO, for working on the presentation and explanation of the new modified CIP proposal. Mr. Shields also announced that next year a new Target Express will open in the Lincoln building at Tinner Hill in March 2018. It will provide groceries, clothes, kitchen items and more. Also next year the supermarket, Aldi, will be opening in the Town Square shopping center on Hill wood Avenue in the City. Halalco will be relocated but no location has been selected as yet. The Board thanked Mr. Shields for his time and for the CIP update. 8. RAILROAD AVENUE COTTAGES SPECIAL EXCEPTION COMMENTS TO COUNCIL FROM THE BOARD Mr. Gernand informed the Board that he talked earlier with Mr Wetzel and told him that housing is not within the Library Board's purview, and traditionally the Board had declined to take stances on matters not pertaining to the library. The Board will not pass a resolution about it to Council. Ms. Oliver asked if Mr. Wetzel mentioned proffers, and the Board said he did not. She thinks a small proffer for affordable housing was made, but is not sure about any other proffers. The Director stated that there is a recommended proffer package by developers for projects in the City, and the library is included in that package, but proffers are not required. The size of the project may exempt the Railroad Cottage project from proffers because of its small size. Mr Gernand will contact Mr. Wetzel and inform him that the Board is not taking a position about the Railroad Cottages project. 9. REPORT ON THE STATUS OF THE DIRECTOR RECRUITMENT Mr. Gernand informed the Board that the first meeting with the interview committee will be held tomorrow morning, June 29 1\ in the library conference room at 11 :00 a.m. They have a large number of resumes to review. Copies of the phone interview questions have been provided ahead of time to look over and comment on after candidates are selected. After this meeting the phone interviews will be scheduled. Mr. Gernand said that they are two weeks behind in the process. 10. 2017 USER SURVEY RESULTS The Director informed the Board that there were 416 responses this year. The online survey was done using Survey Monkey. Most of the responses came from the in-house surveys. She went over 3 some of the results with the Board. 97% of the people said that the library is extremely important to them. 82% of patrons use the library once a week or once a month. 84.5% found what they were looking for. If they could not find it, it was most often because the item(s) was checked out, or the library did not own it. 97% said that staff was extremely helpful or very helpful. The question about the kinds of programs adults would like to attend in the library did not work very well because it was poorly constructed. Patrons repeated the examples that were given instead of giving other suggestions outside of the examples. They might have thought the examples were the only programs the library would offer. Parenting, health and fitness, meditation, computer instruction, and financial planning were the most popular. Ms. Zawacki asked how the ESL group is working. The Director said that it is very well attended, and they love it. They meet every Monday night, and over 15 people attend from many different countries. The survey question that asked what types of spaces the library should consider for the expansion/renovation project had the following responses: space for library materials were mentioned by 52%, space for children's materials and room 41%, meeting space 27%, parking 42% and almost all of the written comments were about more parking. 57% of those completing the survey were City residents. The Director also summarized the results for library services and how patrons viewed them. For the question about how the library could be more useful, the most often mentioned answers included: more library parking, longer hours on Fridays and the weekends (especially a full day on Sundays), more audios, and e-materials. Mr. Peterson suggested that the answers that mentioned the excellent quality of the collection is because of the fine selectors that the library employs. He suggested that a way be found to recognize them for their work. Perhaps being more visible on the library's website would help build more awareness of who they are. This would also help people understand how much time and effort goes into creating and maintaining the library's fine collection. The Director stated that the selectors spend hours reading reviews and making selections for their particular area. They must be familiar with everything in their area and be sure that all points of view are represented in it. They also constantly weed for condition and dated content so the collection is fresh and appealing to the eye. Having a spotlight on the selectors would be a great idea, and it could also be posted on Facebook and on the library's website. Mr. Peterson mentioned that he was disappointed to see that the local history room had such a low rating. He thought that perhaps people do not understand the value of it. He wondered ifthere might be a willingness by the developers of the proposed project on the comer of Broad Street and Washington Avenue to give some space as a proffer for archives of the City so everyone who visits the City can learn about its history. It may cause a problem with staffing in having two locations, but it will be good to think about it. 11. LIBRARY REPORT AND ANNOUNCEMENTS • The migration to Biblionix, which is the new Apollo catalog, is complete. The first load was on Tuesday night and had several areas missing data, so the data had to be reloaded on Wednesday afternoon. The library remained closed on Thursday so that staff could check the last load and be sure all the necessary data was now included. Everything worked fine, and the Library opened again on Friday, June 23rd. Because there had been some issues with the migration loads, Biblionix deducted a portion of the migration fee and apologized for the "migration bumps." They said that they had enjoyed working with such an engaged library staff. They also sent a beautiful bouquet of flowers as a thank you for choosing Biblionix and Apollo. • Innovative Systems (III) contacted the Director saying that there would be a charge for exit services from III. The Millennium and Encore servers have been turned off. The Director is 4  talking with the Purchasing Agent and City Attorney about the exit service fees since there is not current contract with III, only a maintenance agreement which is on a year to year basis, and III did not perform any exit services for the library. • The Page vacancy for 10 hours a week and no benefits has been advertised. • The increased Internet speed and upgrade which was announced at the last Board meeting has not taken place due to a limiting factor on some equipment in the library. Once some equipment has been transferred from City Hall to the library, they can begin the faster Internet service. This should occur by the end of July or early August. • The library will be closed on July 4t\ but will be open its regularly scheduled hours on Monday, the 3rd. • The Director started working with the library staff on the transition to her retirement. Jenny Carroll, Youth Services Supervisor will be the interim Director for the month of August, and if there is still a need for an Interim Director in September, Marshall Webster, Reference Supervisor, will be it. 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 8:52 p.m. Respectfully submitted, Approved: Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, Library Web Page rrhe City of Falls Church is committed to the letter and spirit of the Americans with Disabilities V\ct. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 5 ------------ -  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING June 28, 2017 SIGN-IN SHEET N~E I ADDRESS / EMAIL J:~ ~~fie( ~o /J0/til333/~c 22oft ifj}elle((J}j_vN]- ~ Avr]t;v(v,a:-1; 130~ h;~Sbh ~/t:i(L ?.t.()c.j (:, ~{Jf)(/aJ,•@flnt~( V, ..0ltk(~~~k qoo M ·(_;!\ 'd.A ~~t- z;z,o ~ (p k tt+hi--~~se (:)a, I 11 ~~1 v ' llAJnvv ~ 111k2 {), Page 1 rff) [IJ ~ G"=" ~ [__, r[__, r 0............ I c: ro u ~ c.. > [) ~ ·- +J c: ~ ·- ~ u ·- > 0........, ~ ~ ~ ~ 11.....-...J ~ ~ ~ ~ I <C(Q)1r1r A(GrJE (Q)J~JD)J[NAN<CJE REQUIREMENTS (partial) • Age restricted 55+{None 18-) • Coordinated Site Design • Community Amenities • LEED or equal • 1.5 stories I 25'0 max • 1,000 SF footprint max • Porches • Substantial landscape buffers """  June 26 , 2017 FY 2018 to FY 2022 Capital Improvement Program Amendments Council Meeting June 26, 2017 June 26. 2017 1 Agenda & Timeline • Review and discuss Full and Modified CIP models • Action on CIP amendments • First Reading of Ordinances • July 24- Second Reading of Ordinances • Early Aug - Filing Bond Referendum • Nov 7, 2017- Proposed Referendum June 26, 2017 2 1  June 26 , 2017 Current City Debt • Schools • Gen Govt $51.2 Million Total $6.2 Million Annual Debt Service, 8% of budget 16 Cents on RE Tax Bill June 26, 2017 3 Full CIP Debt - - - - - - Total Debt Library: $ 8.7 M $218,349,873 City Hall: $ 11.7 M Other: $ 11.8 M Adopted CIP: $ 33.2 M GMHS: $120.0 M TJES: $ 15.3 M Total: $167.5 M • Current Debt • Full CIP Debt • T JES is not inc luded in the FY 2018 to FY 2022 CIP June 26. 2017 4 2  June 26, 2017 FULL CIP DEBT SERVICE - TJES $20,000,000 - GMHS/MEHMS liBRARY $18,000,000 CITY HAll LAND ACQUISITION $16,000,000 - MISC. GEN GOVi - CURRENT DEBT SERVICE $14,000,000 ..,_12% Policy limit $12,000,000 $10,000,000 $8,000,000 I $6, 000,000 $4, 000,000 $2, 000,000 $- II 1-""'~~,~-~1-"...~..;:{>·~1-".~1-".~~..·"~~·"~·~.p>i'l-""~~~~~-~~-..,.1-"·~~~~~-~~..·~~.~y!-"··~·~·~-~/~,p.p>~·~!-"~· June 26, 2017 5 FULL CIP DEBT SERVICE - Out-Years $20,000,000 - TJES - GMHS/MEHMS $18,000,000 LIBRARY CJlYHAll $16,000,000 LAND ACQUISITION $14,000,000 - MISC. GENGOV"T - CURRENT DEBT SERVICE $12,000,000 $10,000,000 $8,000,000 II $6,000,000 $4,000,000 $2,000,000 $- ~,~~·"'>~.f>~-~.v-~"'.f!'"~.~""~-~..•'",..1>"'•~-c>~-f'.f!'"'~-&'~·"'.f!'"..,.~'~"".f!'"~~~.f!'•'',,-&~.f!'··~~"''/,{>.1'.f!'./'.f!'"~o3>.f!'.•• June 26 2017 6 3  June 26 , 2017 FULL CIP DEBT SERVICE $20,000,000 TJES - GMHS/MEHMS $18,000,000 UBRAR'f CITY HAU. $16,000,000 LAND ACQUISITION $14,000,000 - MISC. GEN GOV'T - CURRENT OEBT SERVICE $12,000,000 ..,._12% Policy limit II $10,000,000 $8,000,000 $6.000.000 $4,000,000 $2,000,000 $- ~~'~{'~~/ ~·v-/ ~~~<;~"'i-•"f..•~.,l'~~~,~,,~,,~.~~'~~~~·~~·'"/~··'/"~~'/~~·/~~f..~~~- June 26 2017 7 Full CIP Assumptions Year of Amount Project Issuance 20-year 30-year $120M GMHS/MEHMS FY 2018 Level Debt $11.7 M City Hall FY 2018 Level Principal $11 .8 M Other CIP FY 2018 Level Principal $8.7 M Library FY 2019 Level Principal $15 .3 M TJES FY 2020 Level Principal *Interest rates phased from 3.5% to 5% June 26 2017 8 4  June 26 , 2017 GMHS Debt Service Assumptions • Interest rates from 3.5°/o to 5°/o • 30-year level debt issuance • GMHS/MEHMS phased over 3 years: - FY 2018: $18M (15°/o) - FY 2019: $54M (45o/o) - FY 2020: $48M (40°/o) June 26, 2017 9 Full CIP Tax Impact Median Homeowner $l,GOO ~ ·- - - - - - --··-··--·······-.. ····-··-·-·-·----:.;::w·it·hout Land Sale - $1,400 t·-------···-·----·-··--17 c-e-n·ts-··-····-····-------------ti-W!tl\ land-Sale----- $1,200 $1,000 $800 $200 ----·····-·- -······--------.....5-cents--------· ----- ~---· $0 ~----;-· ---·"······----· ,--- ---.--- - ·-r- ·--,.-- -..---.......-------..,.--- ---,-·- - ·..- "'<"'1,.~'\.q ~,_c:,"'tc ~--(\..c:,L.\ ~-('J..o't" "'<-4..1-o'l.' <c'(l..o1-tt. <c-4.1-o't<, ~1,.o1..ro ~1.c1.. <c. .(\.cj'J..~ 01..c1-~ \:'(L.c:,:. 1 0 Both include the use of current capital reserve of approx. $10M Pension Investment savings (up to 1.5 _cents) is reflected 1.5 cents for Capital is reflected Land Sale and Reserves are used to Buy Down Debt Service June 26, 2017 10 5  June 26 , 2017 Other CIP Projects • Other CIP projects included: - Fairfax City Fire Arms Range ($1.2M) - Mt. Daniel ($1M) - Transportation ($2.4M over 4 years) - Park Master Plan ($0.75M over 2 years} - Voting Equipment ($0.25M} - Fire Station ($0.9M over 5 years} - Roadbed Reconstruction ($0.1 M) - Equipment ($0.2M) • CIP projects delayed: - Larry Graves Turf ($1.1 M) - Park land acquisition ($4M} June 26. 2017 13 - Out ·Years MODIFIED CIP DEBT SERVICE $20,000,000 LIBRARY - GMHS/ MEHMS $18,000,000 lAND ACQUISITION- CITY HALL Ubrary funded wlth Sl0.7M capital $16,000,000 reserves in FY2023 & FY2024 - MISC. GEN GOV'T - CURRENT DEBT SERVICE $14,000,000 ....... 12 " Pofi cy Umit $12,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 $- June 26. 2017 14 7  June 26, 2017 - Out·Ynrs MODIFIED CIP DEBT SERVICE - TJES $201 000,000 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- ULJ<IBll<'IJR<lY'___ _ _ __ - GMHS/MEHMS $18,000,000 lAND ACQUISITION - CITY HALL library funded with S 10.7M c.opltal $16,000,000 r~serv~s In fY2023 & FV2024 - MISC. GEN GOV't - CURRENT DEBT SERVICE $14,000,000 ...,.12 % Polic.v Umit •~toGF· U.ndSalu $12,000,000 $10,000,000 $8,000,000 $6,000,000 I. $4,000,000 • $2,000,000 s- ¢-"'-::.~.,.-::.'~-fl'~. . .(;;)"'()¢-"'(;;)"'":t....()"'"'¢-.,.(;;)~-f'"'"'~. . .(;;)-tJ¢-"'(.). .~¢--f'"'~....~"'-o~...,~~-ft"'CJ¢-"'e"'~...,e"':..,_CJ">~~~~"'CJ"'>"'::.."'a"'>~"'CJ~~,CJ~q."'t:::>"'>~. . .l:/"~...,~":t..,l:/""'~,_tJ--""q...l'q.. .(/'~"'1:/"lo~"'l:/"~...,#~,~o, Modified CIP Tax Impact Median Homeowner $1,200 -f"O-Withouflaria"Sate - With Land Site $1,000 $800 $600 $400 $200 4cents $0 ~-(!.~">~ ,-<1-o"'-" ,..,_~')) ~.(!.~,_., ~.(1.~,_1 ~-o.~'t! ,-<1-~~" ,..,.~~" ~-o.n"" ~-o.n"1 Both include the use of current capital rese!Ve of approx. $10M · Pension Investment savings (up to 1.5 cents) is reflected 1.5 cents for Capital is reflected Land Sale and Reserves are used to Buy Down Debt Service June 26. 2017 16 8  June 26, 2017 Modified CIP Tax Impact Buy Down Debt vs Buy Debt Service Median Homeowner - t -Without Land Sale $1,200 Buy Down Debt ~ Buy Ot-bt Service $1,000 10 cents $800 $600 t $400 .• • • ' • • •--+ $200 4 cents \ ~ 2 cents Both include the use of current capital reserve of approx. $1OM Pension Investment savings (up to $1.5 cents) is reflected 1.5 cents for Capital is reflected June 26. 2017 17 Affordability Metrics Debt to Assessed Value (AV) • 5% City policy cap Debt service to total expenses • 12% City policy cap - .Debt per capita • Regional comparisons; no law or policy cap - Debt to total Household Income • Regional comparisons ; no law or policy cap June 26, 2017 18 9  June 26, 2017 Debt to Assessed Value Falls Church· Modified CIP Falls Church· Full CIP -• Falls Church • Current Northern VA Median Purcellville Vienna Manassas Park Herndon City of Fairfax Winchester Fredericksburg Manassas Leesburg Alexandria Arlington County Loudoun County Prince William County Fairfax County 0% 1% 2% 3% 4% 5% 6% 7% 8% June 26, 2017 19 Debt Service vs. Expenditures Falls Church· Modified CIP Falls Church· Full CIP Falls Church • Current Northern VA Median Purcellville Vienna Manassas Park Herndon City of Fairfax Winchester Fredericksburg Manassas leesburg Alexandria Arlington County Loudoun County Prince William County Fairfax County 0% 2% 4% 6% 8% 10% 12% 14% 16% 18% June 26, 2017 20 10  June 26, 2017 Debt per Capita Falls Church- Modified CIP Falls Church - Full CIP Falls Church- Current Northern VA Median Purcellville Vienna - Manassas Park Herndon • Winchester City of Fairfax Fredericksburg !~~~~~~=~·- Manassas Leesburg - Arlington County Al ..County Loudoun andria Prince William County ~~~~~~~- Fairfax County $· $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 June 26, 2017 21 Debt to Total Household Income Falls Church· Modified CIP Falls Church- Full CIP Falls Church· current Northern VA Median Purcellville Vienna - ManassasPark llllllllllllllll..illllllllllllllllllllllllllllllllllllli Herndon Winchester City of Fairfax Fredericksburg Manassas leesburg - !~~~~~~~!~~::::::. - ... Arlington County Alexandria loudoun County Pfince William County 1~~~~~~~~ Fairfax County . 0.00% 5.00% 10.00% 15,00% 20.00% 25.00% 30.00% June 26. 2017 22 11  June 26 , 2017 Next Steps • Complete Market Valuation Study (July 17) • Planning Commission review & recommendation (July 2017) • Bond Referendum Ordinance (July 2017) • CIP Amendment Ordinance (July 2017) • Review debt issuance strategy with City's Financi~l Advisor (Sep/Oct 2017) June 26, 2017 23 Questions Thank you June 26, 2017 24 12