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 October 18, 2017 1. CALL TO ORDER Board Vice Chairman Chet DeLong called the meeting to order at 7:00p.m. The following Board members attended the meeting: ChetDeLong Ed Rose Stephanie Oppenheimer Terry Zawacki Jeff Peterson Youth Representative: Tika Wallace Excused absence: Brad Gemand and Don Camp City Project Manager Kim Callahan, Councilwoman Karen Oliver, Library Director Jenny Carroll and Senior Administrative Assistant, Claudia Gutierrez were present. Also present was a City resident and Library staff member Cathy Breen. 2. RECEIPT OF PETITIONS No petitions. 3. APPROVAL OF THE AUGUST 23, 2017 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the August 23, 2017 meeting minutes. 4. APPROVAL OF THE SEPTEMBER 27, 2017 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the September 27, 2017 meeting minutes with minor changes. 5. LIBRARY FOUNDATION REPORT Mr. Rose informed the Board that the Foundation has started putting together the packets for the Foundation solicitation in the next two or three weeks. 6. COUNCIL LIAISON REPORT No report. 7. STUDENT LIAISON REPORT No report. 1 8. DISCUSSION OF THE RENOVATION/EXP ANSI ON PROJECT Ms. Callahan was present to discuss the completed cost estimate from McMillan Pazdan. According to Ms. Callahan the preliminary rough cost estimate by McMillan Pazdan came in at $5.8 million. The estimate is approximately $400,000 short based on the overall project's budget. In the initial cost estimate from McMillan Pazdan they didn't account for project management fees, permitting, or utility fees. Ms. Callahan said that all City projects must pay these fees and go through the permitting process. Ms. Callahan informed the Board that the contingencies are about 15% ofthe cost estimate. Five percent of the designated contingency is for design (about $250,000) and 10% is for construction and bidding (about $540,000). The Board requested that Ms. Callahan share with the Board the cost estimate with her adjustments. The Board, Ms. Callahan, and the Director discussed where there could be potential cost savings given the current cost estimate including furniture and size of the expansion. Currently the cost estimate designates $700,000 for furniture. It may be possible to reuse current furniture and apply the savings elsewhere in the project. Reducing the size of the expansion or roughing in (i.e. walling in the space unfinished with no furniture) the expansion space were two ideas discussed for a cost savings. Ms. Callahan stated that the Board needs to prioritize library needs and think about what items can potentially be taken out from the project. Mr. Rose and Mr. DeLong agreed that it is critical to the Board to have more space built than having new furniture. It is also important to keep the 6,600 sq. ft. expansion since the project was presented to the public as an increase in public space. The Director stated that there might also be fundraising opportunities for the library that could help cover some items. The Board also discussed other aspects of the project important to the Board including windows and natural light, the roof, and additional financial funding. The Board reaffirmed the importance of the sense of place and ambiance of the library including lighting. The roof was also discussed and the board agreed that material used could be an area of compromise (slate vs. bituminous). Mr. DeLong asked Ms. Callahan to show the Board some samples of slate and bituminous roofing shingles in the future. Ms. Callahan said that $118,000 has been included in the cost estimate for the slate roof. Mr. Peterson reminded the Board to consider creating a place holder for the idea of asking Council for the remainder of the bond issuance not used in the purchase of the bonds. Maybe it could not be necessary to make any cuts on the project ifthe additional money were available. Ms. Callahan informed the Board that she will put the documents for the variances together to go to the Planning Commission and the BZA for review. Mr. Peterson said it would be important to have Board presence at those presentations not only from the liaison committee (Mr. Gernand, Ms. Oppenheimer, and the Library Director) but from the Board as well. The Board asked Ms. Callahan for the dates of those meetings. Ms. Callahan said two variances are necessary. One for setbacks from the property line to the face of the building and a waiver for lot coverage (an increase from 46% to 60%). Mr. Peterson asked for a map to see the property lines and variances. Ms. Callahan will send her drawings to share with the Board. The Board expressed concern for the greenspace around the library and whether there would be enough space for tree planting along the street. Ms. Callahan stated that even with the requested variance there should be space for trees. She also said that there is a very specific City approved streetscape plan that details the room for planting trees. 2 9. DISCUSSION OF THE RENOVATION/EXPANSION PROJECT WORKING COMMITTEE The discussion was postponed due to the absence of Mr. Gemand who is part of the working committee. 10. LIBRARY REPORT AND ANNOUNCEMENTS • The Director and Ms. Callahan met with the BKV architect and had a walk through the library building. BKV will be preparing the proposal for the presentation to the Board on November 15th. • 8 more security cameras have been installed for a total of 12 including an exterior camera facing the doors next to the alley. • 3 more panic buttons will be added to the building, in addition to the current ones the library has (3- one at each service desk). 1 will be located in the Director's office, 1 in Ms. Gutierrez's office and 1 in Technical Services. • The interviews for the Young Adult Librarian position will begin next week. • Janet Daeger-Walden, Reference Librarian, retired as of October 14th. She worked for the library for 27 years. As per her request no reception was given. Mr. Peterson suggested the Board send a letter thanking Ms. Daeger-Walden for her service signed by Mr. Gemand. The Director will ask Mr. Gemand to write it and will send it to Ms. Daeger. • There have been some changes in the circulation and collection statistics. Several statistical items that were no longer in the collection or obsolete were removed. Other changes include formats and information from the new ILS that better reflects materials provided by the library. For example, in the collection the number of periodicals are not broken down for Adults or Young Adults, the format is simply listed as periodicals. In the circulation statistics under electronic resources, Freeding (ebooks) has been added and RBDigital (eMagazines) has replaced Zinio. Both resources are being promoted with brochures and on the website. • The Director will include in the Board packet a draft of the 2002 and 2012 bylaws and procedures to the Board to review and discuss at the next Board meeting. The Director said that they need to be revised every 3 years. Once the Board proposes any changes, the Director will take them to the City Attorney to be approved. Mr. Peterson ask the Director to inform the City Attorney that the Board will review the bylaws and to ask her if there have been any changes in the Virginia laws since 2002 and if she has any comments to the Board about it. 3  11. BUSINESS NOT ON THE AGENDA • There was a discussion about maintaining the same collection size and whether the Board is determining that number through a ratio or the current physical size. Mr. Peterson wanted to know ifthe decision ofthe Board was to keep the size ofthe collection between 140,000 to 150,000 physical items or if there was a specific ratio of eMaterials vs. physical items. The Director said that the in the past the Board has been consistent in their desire to maintain the current size of the physical collection. She also said that to maintain a healthy collection there needed to be regular weeding and balancing new books with classics. Regular weeding of a collection has been demonstrated to increase circulation. Mr. DeLong added that the shelf space for the collection should not decrease beyond what is now in the library. • Mr. Peterson suggested asking the library's Reference Supervisor Marshall Webster if he thinks it's possible to obtain through Google Cloud current snapshots of the City of Falls Church streets in order to document the ambiance of the City through the years with updates every 2-3 years. 12. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:35 p.m. ' Respectfully submitted, Approved: ~Lc~ Bradley E. Gefland, 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 of the Americans with Disabilities Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 4 --------  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING October 18, 2017 SIGN-IN SHEET NAME ADDRESS EMAIL ~~\/ f3reu~ "? \tf M·v~ \11\ ~ .c;.1fu,.t \;\\h~ fiK brt- Olffd\NAO t ~ I !<~ rn 'fhllahtJI\ 1o) frlttci:5c'lf [n. kcJah!JLL @(ll>JU,t ~~ . Page 1