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 November 15, 2017 1. CALL TO ORDER Board Chairman Brad Gemand called the meeting to order at 7:04p.m. The following Board members attended the meeting: Brad Gemand ChetDeLong Ed Rose Stephanie Oppenheimer Terry Zawacki Jeff Peterson Excused Absences: Mr. Don Camp and Ms. Tika Wallace, Youth Representative Others present for the meeting included: Library Director Jenny Carroll and her assistant, Ms. Claudia Gutierrez, City Manager Wyatt Shields, Public Works Project Manager Ms. Kim Callahan, BKV Architect Members: Mr. Mark Manetti, Architect and Mr. Jack Boarman, Owner, and Mr. Rob Cullin from Kimberly Bolan Associates (KBA)/Rethinking Libraries. Library staff in attendance: Ms. Ester Pavia, Ms. Phyllis Sullivan, Ms. Cathy Breen, Ms. Jess Sabo, and Mr. Eric Albrecht. Members of the public in attendance: Mr. Antonio Pavia, Ms. Ellen Salsbury, Ms. Marty Meserve, Mr. John Sullivan, Ms. Jennifer Anderson, Ms. Amanda Springman, and Ms. Lauren Young. 2. RECEIPT OF PETITIONS No petitions. 3. APPROVAL OF THE OCTOBER 18, 2017 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the October 18, 2017 meeting minutes with minor changes. 4. BKV ARCHITECTS PROPOSAL PRESENTATION BKV wants to engage and assist the Board in developing the vision of the new library design. BKV will begin the preliminary design work with workshops (charrettes) including interactive tools, to develop concepts with open and transparent dialog. BKV understands the context of the current building and the importance of keeping the historical Williamsburg style as outlined in the deed. BKV started research of the library by reviewing the current Master Plan, the library surveys, and learning about what is important for the library. They will also work with an intense validation of the program as first developed in the Master Plan and compare it with national trends and similar libraries. BKV will be meeting with the Board and library staff regularly to include presenting designs. As per the City request, the delivery approach will be a CMAR (Construction Management At Risk). 1 This means that a contractor will be on board helping BKV during the design process to help in validating the cost. BKV presented a concept of their approach to the design of the library. The concept presented is only a start and will change throughout the design process. BKV thinks of how the space can be flexible and continue to evolve with minimal to no renovations. The West expansion is the most convenient for the library and the new library entrance could be on Park A venue. The design concept for the entrance and first floor is a welcoming area with workrooms and flexible spaces. The concept design presents the two floors as a "noisy" floor and a quiet floor. The first floor is a louder space since the entrance/foyer, children's room, and circulation area are located there. Downstairs is a quiet space with natural light and comfortable spaces for reading and studying. Mr. DeLong commented that the collection must be kept the same size and this design doesn't seem to have enough space for it. BKV and the library consultants plan to go over the shelving space capacity and the shelving choices in order to accommodate the current collection size. They will do a collection design map that helps them plan the shelving by the unit not by linear feet. In the design, the plan is to expand the Virginia Room/Local History room towards the center of the lower floor space. BKV considered the exterior of the building and presented concepts that could blend with the current Williamsburg style. One issue they have considered is natural light and how to introduce it into the building. The north facing side will be an opportunity to pull light into the building. They also want to bring light to the middle of the building through possibly a clearstory and the lower level through multiple windows in the reading area. BKV wants to understand the library schedule, all the activity, the peak usage times, etc. The construction phasing will reflect the library's goals and activity schedules and will be a 2-year phased occupied construction process. The design will formally be submitted for review to the City and the Library Board. Budget and delivery time is very important for BKV. There were some comments regarding the landscape around Park and Virginia A venue. Ms. Callahan said there is a 15 ft. variance on Virginia A venue and a13 ft. one on Park A venue, which will allow for green space. Someone raised a question about changing the entrance to the comer of Park Ave and Virginia A venue, and BKV said that they would consider several options for the entrance. Another question was about the heights of the stacks (book shelving units); the answer is that the trend in libraries is lower shelving to create more visibility for staff and patrons. Lower stacks are balanced against collection size needs. Flexibility in spaces is important for libraries. The Director asked BKV and KBA about library trends, what they see occurring in the next 20 to 30 years and what can be included in the library project. Mr. Cullin says that they don't believe print collections are shrinking. In fact, print will not be the first thing to go; probably it will be disc collections (cds/dvds) in the next 10 years. Circulation ofbooks is important and having a broader collection doesn't necessarily lead to increased circulation. Better visibility, curation by the professional staff, merchandising and displays improve have shown to improve circulation. For example, KBA has used different shelving options like flip through picture books, which have increased circulation for their library clients. Space for interactive elements in the youth areas are important for motor skills in order to build literacy skills. The Director mentioned that the intention is to have a bigger, flexible meeting room to have more space for interactive elements. Currently the interactive early literacy elements are mobile due to the lack of space and overcrowding. There are several issues to consider with the renovation and expansion including the elevator, memorials, and the roof. The addition of a new elevator is part of the plan in a new location. The current elevator will need to be evaluated for removal because the age of the elevator. Parts are not 2 readily available and usually have to be built upon request. BKV understands the importance of preserving the memorials and the ceramic tiles currently part of the library. A comment was made that it was nice to see the ceramic insert maintained along with the exterior arches made into an interior element. A new memorial in the form of a bench or picnic table will be added to the library design. Moving the entrance to Park Ave. will result in changes to the work flow and the layout of the interior of the building. BKV will try to find roofing material similar to the current roof and every attempt will be made to match it. The windows in the presentation drawings were discussed and a comment was made about the windows not agreeing with the Williamsburg style. Mr. Manetti stated that the style of the windows are the same as the current windows, however the angle presented in the renderings may have altered their presentation. BKV will be working with staff and the Board on the design and all the library needs. 5. DISCUSSION OF BKV PRESENTATION Mr. Gemand expressed his impression of the architectural firm as favorable, with their flexibility to change things and willingness to listen to the library Board. The Director said that she was pleased with the reworked design of the first floor vs the Master Plan. She thinks that sometimes trends are not as important as what it is important for the community and it is important that BKV/KBA are consulting the Board and the community about the design. Mr. DeLong liked their flexibility and openness to hearing ideas from the Board. Ms. Oppenheimer liked that they listened to the library's priorities, the fact that some details could be changed, and she feels comfortable about being heard. Ms. Zawacki asked the Director for pictures from other libraries to get some ideas. Ms. Callahan said that BKV can put something together and present it to the Board. Mr. Gemand asked Ms. Callahan about her opinion on BKV. She said that she likes that they are willing to listen to what the community needs not like other architectural firms who always have their agenda and their own ideas. It is important for the architects to meet with the community to understand the needs and wants of the citizens. Ms. Callahan said that the Planning Commission will have a work session on December 4th to discuss the variances for the library. The work session will start at 10:30pm and she and the Director will attend. Ms. Zawacki asked about how often BKV will be meeting with the Board and get updates. The Director said that maybe every month and also special meetings may need to be scheduled. Upon a motion duly made and seconded, the Library Board unanimously approved the BKV Architectural firm to work on the library design project. 6. REVIEW LIBRARY BOARD BYLAWS The discussion was postponed for the next Board meeting. 7. LIBRARY REPORT AND ANNOUNCEMENTS • The library has started preparing for the renovation expansion by getting a key inventory, organizing all the closets, thinking of where to put thing to storage and having a healthy winter/spring/fall cleaning. • The Director handed to the Board the cost estimate that Ms. Callahan provided, the letter from the BZA about the variance application, and Mr. Gemand's letter sent to the BZA. She also 3  mentioned that the Planning Commission work session will be on November 20th at 8:30pm and the PC hearing will be on December 4th at 7:30pm. The BZA hearing will take place on December 14th at 7:30pm. • Eight security cameras, provided by the police seized assets, have all been installed. Three additional panic buttons have been installed in 2 different library areas and are activated and working. • The interviews for the Young Adult librarian position are finished. The Director and the Young Adult Services Supervisor are working on the selection. • The Reference Librarian position from Janet Daeger-Walden who recently retired has been posted. This position will now be 40 hrs. per week. • The Technical Services LAII position has been posted. This position will be a 20 hour week. This position was formerly occupied by Sabrina Buckley who has accepted another job opportunity in Alexandria. • A Library Assistant II temporary substitute position ending on June 30, 2018 was created with the savings from the personnel budget. This position will help the Youth Services Department and Reference Department both of which have a shortage of staff. Mr. Gemand informed the Board that he sent a letter on behalf of the library Board to Janet Daeger- Walden to congratulate her on her retirement and let her know how much the Board appreciated her work. Mr. Peterson asked Ms. Callahan to provide the cost estimate breakdown of the new construction vs renovation. She said that she will be sending it to the Director to be provided to the Board. 8. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 9:00 p.m. Respectfully submitted, Approved: 4  ~~ Bradley E. Gemlmd, 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, [TY 711. 5  Total Project Estimate- In House PM 6600 sf addition and 18SOO sf renovation to library Project Estimate date: 10/S/17 Funding Source: Bond funds Project Management: In House {City Staff) Project Delivery Method: Construction Manager At Risk Design Start Date: 12/1/17 Construction Start Date:6/1/19 Construction Completion Date:6/1/21 City Staff Time - Design Phase $84,000 * City Staff Time - Construction Phase $144,000 ** Land Acquisition/easements $S,OOO A/E Basic Design Fee $882,319 Title Report $2,000 Survey $10,000 Geotechnical Report $10,000 Hazardous Materials Survey $20,000 Utility Locating $10,000 Special Inspections $80,000 Commissioning Agent $30,000 Contingency (10% of A/E design fee) $88,232 Permits $30,000 Total $1,39S,SS1 Guaranteed Maximum Price $5,413,000 *** Bidding/Construction Contingency (10%) $S41,300 Moving Fee $SO,OOO Hazardous Material Abatement $20,000 Offsite Storage $200,000 Utility Fees (DVP, CATV, Fairfax Water, etc.) $30,000 FF&E $6SO,OOO Total $6,904,300 Hrotal TPE $8,299,8Sd Budget $8,300,000 delta $149 Notes: * Assumes 20 hrs/week for 21 months **Assumes 30 hrs/week for 24 months ***Includes CMAR contingency and fee  MEMORANDUM November 6, 2017 Board of Zoning Appeals City of Falls Church 300 Park Avenue Falls Church VA 22046 RE: Variance Application Dear Chairman Darcy Williamson and Members of the Board of Zoning Appeals, The City of Falls Church is renovating and constructing an addition to the existing Mary Riley Styles Public Library. In 2013 and 2014 the architecture firm of McMillian Pazdan Smith completed a Master Plan study for the City of Falls Church consisting of a comprehensive assessment of the Library's space and services. The final product was a report documenting guidelines and specific recommendations for the Library's renovation and addition. The architects developed two schemes, each creating a two story, 6600sf addition to the existing library; one scheme proposed an addition to the west, and the other to the east. Both schemes realized similar programming elements and included important renovations and upgrades to the existing facility. In November 2016, the Falls Church City voters approved the $8.7 million bond referendum to fund the design and construction of the renovation and addition. The western addition has been identified by the Library Board of Trustees as the preferred scheme because it maintains the existing on-site parking spaces and vehicular circulation for the book drop, and allows for more natural light into the bottom floor of the library. In order to construct the expansion to the west, the following variances will be required: 1. Variance to Section 48-1101 to allow a front yard setback of 6.5 feet instead of25 feet along North Virginia Avenue, and to allow a front yard setback of3.75 feet instead of25 feet along Park Avenue, and to allow for a maximum lot coverage of 88% instead of 35% Strict application of the ordinance poses a hardship because the setback and lot coverage requirements in the 0-D district are very similar to those found in the R-IB Medium Residential District, while the uses in the 0-D are typically office and government use. Harry E. Wells Building • 300 Park Avenue • Falls Church, Virginia 22046 • 703-248-5015 • www.fallschurchva. gov 1 In requesting these variances, the applicant finds that: The strict application of the terms of the ordinance would unreasonably restrict the utilization of the property or that the granting of the variance would alleviate a hardship due to a physical condition relating to the property or improvements thereon at the time of the effective date of the ordinance. In the 0-D district, the minimum front yard requirement is 25 feet measured from the property line, and the maximum lot coverage allowed is 35%. These standards are residential standards, and are unreasonably restrictive for a government or office use. In a typical business zoning district the minimum front yard requirements are 14 feet, measured from the face of curb, with no restrictions on the maximum lot coverage. The library property is located on a comer, and therefore has two front yard requirements. The City is requesting a variance to allow for a six-foot six-inch setback from the property line along North Virginia Avenue, an three-foot nine-inch setback from the property line along Park Avenue, and an 88% lot coverage. Due to the location of the property line, a six-foot six-inch setback along Virginia Avenue equates to a 13-foot setback from the face of curb, and an three-foot nine-inch setback along Park Avenue equates to a nine-foot nine-inch setback from the face of curb, both of which are more compatible with the standard 14-foot commercial setback found in the City's commercial districts. The library is more consistent with a business use rather than a residential use, which would justify the reduction in the minimum front yard requirement, and the increase in allowable lot coverage. The property interest for which the variance is being requested was acquired in good faith and any hardship was not created by the applicant for the variance. The property was granted to the City in 1953 for public library purposes. The original library was designed and constructed in 1957 and since that time has undergone two major renovations/additions. The existing facility is operating beyond its capacity and is in need of another addition/renovation in order to serve the needs of the community. The granting of the variance will not be ofsubstantial detriment to adjacent property and nearby properties in the proximity of that geographical area. The property is sheltered from adjacent properties to the north and west by public streets and to the south and east by internal drive aisles. The proposed addition pushes the building closer to North Virginia Avenue and Park Avenue, not an immediately adjacent property. Therefore, the addition and requested variances will not have adverse impacts on adjacent properties. The condition or situation of the property concerned is not of so general or recurring a nature as to make reasonably practicable the formulation of a general regulation to be adopted as an amendment to the ordinance. Harry E. Wells Building • 300 Park Avenue • Falls Church, Virginia 22046 • 703-248-5015 • www .fallschurchva. gov 2 The Mary Riley Styles Public Library is the only public library in the City of Falls Church; issues with this property are unique and not shared with other properties within the City. The granting of the variance does not result in a use that is not otherwise permitted on such property or a change in the zoning classification of the property. The property use and zoning classification will remain the same and are by right in that zoning district. The relief or remedy sought by the variance application is not available through a special exception process that is authorized in the ordinance pursuant to subdivision 6 of§ 15.2-2309 or the process for modification of a zoning ordinance pursuant to subdivision A 4 of§15.2-2286 at the time of the filing of the variance application. These variances were identified by Development Services staff and no other remedy is available through another process. The City appreciates the Board's review of these variances. City Staff will be attending the Board meeting on December 14 to discuss these variances in more detail. Sincerely, F. Wyatt Shields City Manager Cc: Jim B. Snyder, Director of Planning and Development Services Akida Rouzi, Principal Planner Cindy L. Mester, Deputy City Manager Mike Whitfield, Public Works Director Jennifer Carroll, Library Director Exhibits: 1. Application for Variance 2. Existing Conditions and Proposed Conceptual Plan 3. Conceptual Building Elevations Harry E. Wells Building • 300 Park Avenue • Falls Church, Virginia 22046 • 703-248-5015 • www.fallschurchva.gov 3 November 13, 2017 Dear Chairman Darcy Williamson and Members of the Board of Zoning Appeals, The Library Board of Trustees writes in support of the variance application for the Mary Riley Styles Public Library to allow for the renovation and expansion of the existing facility as approved by the voters in the November 2016 bond referendum. Our proposal is almost a decade in the making. We first observed we had outgrown our current space in 2008, but resolved to wait until after the economic recession passed before raising the issue. At that point we then went forward with our space concerns. These were hand-in-hand with very real worries about certain parts of our existing infrastructure--namely, our obsolete elevator, for which no parts are made; our plumbing, which should be replaced systemically; and our electrical system, which predates the digital era and no longer serves staff or public needs. In working with the Planning Commission we determined to do what we could with approximately $8.7 million dollars. After an in-depth process in which we worked with an architect, we found we could renovate the interior and add approximately 6,600 square feet of space to the existing building in a very comprehensive way. The additional space will be sufficient for carrying out our core mission. Until now the City of Falls Church has expanded its public library once per generation. Unless public usage of such spaces changes considerably or the City's population continues increasing beyond the plateau of roughly 19,000 forecast by our consultants, the proposal we have submitted should accommodate our needs indefinitely. Falls Church voters approved our bond referendum after a spirited campaign in which all sides of the issue were aired, with a vote of 66% in favor and 33% opposed. We urge you to continue the process by granting the requested variances necessary for achieving the modest expansion of the facility we propose. Sincerely, Brad Gemand, Chairperson Library Board of Trustees Mary Riley Styles Public Library • 120 North Virginia Avenue • Falls Church, Virginia 22046 • 703 -248-5030 •703 -248-5144 FAX • www.fallschurchva.gov/library  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING November 15, 2017 SIGN-IN SHEET NAME ADDRESS EMAIL Page 1