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 January 17, 2018 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 Terry Zawacki Jeff Peterson Don Camp Excused Absence: Ms. Stephanie Oppenheimer Unexcused absence: Youth Representative Ms. Tika Wallace Others present for the meeting included: Library Director Jenny Carroll and her assistant, Ms. Claudia Gutierrez, Arts and Humanities Member Keith Thurston, and Councilwoman Letty Hardi. Mr. Gemand suggested cutting short the meeting at item #6 and postpone the other items for the next meeting. The Board agreed. 2. RECEIPT OF PETITIONS A. BROAD AND WASHINGTON PROJECT The Board agreed on sending a letter to Council expressing their position on this project. There was a minor change on it. COUNCIL REQUEST OF FY2019 GOALS City Council made a request of Boards and Commissions to forward a summary of goals for 2018 and provide a list of 3-5 goals for the next two years. The Director handed out the email from the City Clerk and a worksheet to the Board. Mr. Gemand suggested attaching to the worksheet the library 5-year plan that governs the Board's objectives. Mr. Camp said that the library project should be the Board's primary goal. Mr. Rose suggested that if the five year plan is not adequate, to add the Architectural Planning for 2018 and the library's renovation as the goal for the next two years. Mr. Peterson suggested including in the goals the growing demand for library programming space and improving library services. Ms. Zawacki suggested including some of the language from the City's Vision Statement about the growing community. The Board agreed that the Director would update the 5-year plan including the suggestions about the library project and attach it to the worksheet. CITIZEN PETITION Mr. Keith Thurston, who is a member or the Arts and Humanities Board and VIP AS, suggested 1 that the Board consider acquire the building adjacent to the library for the expansion. He said that exercising eminent domain would be a proper public use for the building. He felt that the current plan was expensive for only reworking the interior of the current building and that better use of the money would be to acquire the building next door (south of the existing library building, across the alley). Mr. DeLong explained to Mr. Thurston that the Board had considered that option before and they decided not to purchase the building for several reasons including: the building is not appropriate for public use and there is no money for renovation. Mr. Thurston suggested bulldozing the building to the south and rebuilding it, and then there would be no need to modify the current library building. Mr. DeLong responded that the current library building needs to be renovated. It needs a new elevator, new ADA compliant restrooms, and a new HV AC system. Buying another building is not affordable with the current plan and funding. Mr. Gemand added that there are no funds to buy the building, re-build it, and renovate the current library. Mr. Rose said that there are also other complications in adding the next-door building to the current library: the sewer located in the alley, the closing of the driveway, and how it would affect the outside book drop among other things. On another matter, Mr. Thurston stated that a Board representative appointed to the Arts and Humanities Committee would be much appreciated. 3. APPROVAL OF THE NOVEMBER 15, 2017 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the November 15, 2017 meeting minutes. 4. LIBRARY FOUNDATION REPORT Mr. Camp informed the Board that it was a very good year. As of December 31 2017, the donations were approximately $27,000. In addition, there were several generous donations in the last two weeks. The Foundation bank account has about $35,000 and the invested endowment is $440,000 (due to dividends this past year). Part of the endowment came from the generous donation from Ms. Mary Hassan. As the renovation proceeds, it is important to keep in mind honoring Ms. Hassan. 5. COUNCIL LIAISON REPORT No report. Mr. Gemand informed the Board that the new liaison for the library is Councilman Ross Litkenhous. He could not attend today's meeting but will be joining the Special Board meeting on January31. 6. STUDENT LIAISON REPORT No report 7. DRAFT FY19 LIBRARY BUDGET The Director highlighted changes in the FY20 19 budget. In salaries, a technical services 40- hour per week position converted to a 20-hour week position. A 20-hour per week reference position turned into a 40-hour week position; this will give more flexibility to the reference department. In addition, two temporary 20-hour per week positions became permanent regular employees with associated benefits. The Director reviewed these changes with Human Resources and revised the budget with the Finance Department to accommodate the changes. 2  Under the Information Technology Services (1222) portion of the budget, there were changes to the ILS due the transition from III/Millennium to Biblionix/Apollo. In the past, about $42,000 was budgeted to III for maintenance (which would probably rise annually). In FY2018, the fee for the transition to Apollo included one-time charges for migration services and adding the Lexile levels to the catalog. For FY20 19 the cost of the new ILS would be reduced to $11,13 5 for maintenance. In FY2018, the money for the ILS was under hardware maintenance due to Millennium's reliance on servers located on-site. Biblionix has their own servers where library data is stored and Apollo is used through the internet, so the budget for the new ILS is now located under software maintenance. Under computer equipment, the Director budgeted for the purchase of coin machines for public printers and a copier for the administrative office. For new software purchases, the Director budgeted for additional Pharos modules including wireless printing and new VMware. The library Verizon Fios service was upgraded which caused an increase in the monthly charge to the library. Public enterprise wireless provided by Meraki was added for FY20 19; it is a previous unmet need that will now be an on-going cost. The City's Public Works department now covers the custodial services, so the amount was reduced to $0 for that item. Other changes include an increase in the book budget, training for staff, and funding for adult programming. Library of Virginia has purchased for the state an additional $100,000 for the RBDigital eAudiobooks collection and the library will promote. The Board discussed eBooks and pricing including library pricing vs. retail (e.g. Amazon). EBooks purchased by the library may have limits as to number of circulations or length of time the title is available and the price is usually significantly higher. Mr. Gemand reported that staff at his workplace compared the Overdrive collections of local libraries and in the category of economics and business; MRSPL was the winner for having a wider collection. Ms. Hardi mentioned riding contracts of other counties (e.g. Fairfax) to receive better pricing and asked if we could do that for library interests. The Director stated that the library participates with MALIA- a consortium that provides vendor contracts with discounts for libraries. Mr. Peterson asked if it would be convenient to get a letter from the Board out to whoever is working on the issue of Wi-Fi service provided by RCN asking to upgrade the wireless library service to commercial service. The Director will discuss the issue with Assistant City Manager Cindy Mester who had been working on the issue. Mr. Camp suggested reviewing this item on February's Board meeting when the Director has all the information. The Director mentioned that for FY19 she is not allotting money for storage in the budget; however, it is included in the unmet needs. If any items need to be boxed in FY19, there are enough funds in other operating supplies budget line to accommodate necessary supplies. Mr. Peterson also asked the Director to let him know if she needed a grant for the Local History Room project. VIP AS will be working on their budget and might have some funds to donate to the library. She said she would ask Marshall Webster and will about it. The Director also mentioned that for FY2020 unmet needs she added replacing one public server. Upon a motion duly made and seconded, the Library Board unanimously approved the the FY19 Library Budget as presented. 8. FY19-24 CIP LIBRARY SUBMISSION FOR THE EXPANSION RENOVATION Mr. Gemand stated that he would like to brief the Board on the City Council work session that he,"the Director, and PM Kim Callahan attended last night regarding the request for approval of the BKV task order. There was a question from Councilman Snyder about ifthe Board is still comfortable with the current library renovation/expansion plan as being the best one. 3  Mr. Gemand responded yes and said that the only two items that would be different in an ideal world would be larger, reservable study and public program space. The Director and Mr. Gemand stated that PM Kim Callahan did a great job on the presentation to Council. Ms. Callahan and the Director will attend the Council meeting on Monday, January 22 for Council's approval of the BKV task order. The Director encouraged the Board to attend as well. Mr. Gemand also added that there was an interesting discussion between Council members about the possibility of closing the library for longer periods during construction. They discussed that City Hall was originally slated for a two-year construction period. In phasing discussions, City Hall staff discovered that the City would save money if City Hall closed for only one year and relocated staff. Council knows that the Board is opposed to closing the library but they want the Board to reconsider the idea. Mr. Gemand also said that it is too early to talk about it until there is an Architect and a CMAR in place. Mr. DeLong added that there might be some periods during construction that the library will have to close but only for short periods like a week or so. The Board can consider a longer closure but he does not feel very enthusiastic about it. Ms. Zawacki asked if the library.closes, would the e-Collection services still be offered. The Director said yes and definitively the ILS and Gabbie (to provide reference services via text). Providing services, staffing, and relocation costs will all be part of the discussion as the process of phasing moves forward. There were questions regarding what would be presented at the special Board meeting. The Director and Chairperson stated that it would be more of a "dreaming" session of what the possibilities for the library project could be. Ms. Zawacki asked about the variances, the Director said that PM Kim Callahan will be working on variances and waivers to bring to Planning Commission. The Director also assured the Board that they will be consulted regularly during the process. Mr. Gemand also said that there was a comment from Mayor David Tarter at the Council session about choosing the west option in the library project and he was unaware of this decision. There was a discussion with Council about why and what it will entail going west. Mayor Tarter requested regular updates to be provided to Council. The Director stated that the CIP has remained the same for the library expansion and renovation. There was only an update about the library project adding that the preliminary design has started and the CMAR process is expected to begin in the first quarter of2018. The selection process for the CMAR will be starting in February. On the worksheet for the CIP FY20 18 is no longer visible, so the Director included a note stating that $1,073,606 was allotted to the project in FY2018. The break down realistically reflects how the spending will occur each year. The bond costs are included and the administrative cost which reflects the PM fees. Mr. Peterson asked if the wording on the CIP document about the money allotted for the bond fees could be modified since it would not be used completely and the remaining should be returned to the library project. The Director said that she will include it on the CIP and if needed, the Board will need to approach Council asking for the money to remain in the project. Mr. Peterson also wanted to keep on hand the bond figures document that previously the Finance Director had given to the Board months ago. 9. REVIEW LIBRARY BOARD BYLAWS The discussion postponed for the next Board meeting. 10. LIBRARY BOARD REPRESENTATIVE FOR THE ARTS & HUMANITIES COUNCIL The discussion postponed for the next Board .meeting. 4 11. LIBRARY REPORT AND ANNOUNCEMENTS • The Director announced that there is a Special Board Meeting scheduled for January 31 to meet with Kimberly Bolan Associates (KV A) and BKV Architects. • There will be public meetings led by KBA and BKV to get patron input about what they would like to see in the library project. The meetings will be on Tuesday, January 30 and Wednesday, January 31. • The request for approval of the BKV task order contract will be reviewed by City Council on January 22 at 7:30 at the Senior Center in the Community Center. • Laura Miller started working as the Young Adult Librarian and Vicky Schmidt started working as a Library Assistant II in the Technical Services Department. Ms. Schmidt started as a volunteer for the library and worked as a librarian in the Philippines including cataloging. As for the reference librarian 40-hour per week position, an offer has been made and we are awaiting clearance from Human Resources. • The Director will be attending the Library Public Association conference on March. She asked the Board if it is possible to reschedule the Board meeting to March 14. Upon a motion duly made and seconded, the Library Board unanimously approved to reschedule the Library Board Meeting from Wednesday March 21 to Wednesday March 14. Mr. Peterson asked why the statistics went down in December. The Director said that the library was closed several days and there are still some glitches with the new Biblionix ILS system. 12. BUSINESS NOT ON THE AGENDA None 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 8:20 p.m. Respectfully submitted, Approved: ~~d 5  Bradley E. Gemand, Chairman 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 ofthe Americans with Disabilities !Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, jrTY 711. 6 Jennifer Carroll From: City Clerk Sent: Tuesday, January 16, 2018 4:56 PM To: Akida Rouzi; Amy Maltese; Ashley Pollard; Becky Witsman; Carly Aubrey; Cindy Mester; Corey Jannicelli; Dana Lewis; Daniel Schlitt; Debra Gee; Doug Fraser; Gregory Garland; James Snyder; Jeffrey Sikes; Jennifer Carroll; John Boyle; Kate Walker; Katherine Reich; La Taunya Hall; Meaghan DeCelle; Nancy Vincent; Paul Stoddard; Rachel Kindell; Ryan Davis; Sheila Frost; Susan Finarelli; Susan Richter Cc: Wyatt Shields; City-council; Veronica Prince Subject: A request from City Council - time sensitive TO: Staff Liaisons and Chairs of City Boards and Commissions FROM: City Council Re: City Goals and Work Plan in 2018 Happy New Year and thank you for your continuing service to the City of Falls Church. As the City Council begins a new year, we are in the midst of exciting capital projects (Library, City Hall, Mt. Daniel Elementary and George Mason High School); ongoing environmental, transportation, park, arts and commercial projects. Connecting all of this activity are the educational, community, public safety, human services, and environmental priorities that we value as a community. To plan for this busy two-year period the City Council will hold its biennial retreat on Saturday, February 10. All Boards and Commission members are invited to attend or send a representative to participate in the retreat. Prior to the Retreat, we are asking each Board & Commission to forward a summary ofyour goals for 2018 and provide a list of 3-5 goals for the next two years. It will be helpful to the City Council, as we develop our Two Year Priorities and Work Plan, to know your Board's priorities. The goal is for all of us to be working together to advance the larger vision for the City. Here is a worksheet that you can use to convey your goals. Here is the City's Vision 2040 Statement that was recently adopted in the City's Comprehensive Plan that lays out our shared vision for the future. In the year 2040, the City of Falls Church is a welcoming and inclusive community- a special place in the heart of Northern Virginia . Involved citizens are key to the City's long-term success as a leader in education, environmental sustainability, multi- modal transportation, and vibrant economic development. By investing in neighborhoods, community services and facilities, schools, and parks the City preserves small-town character and history while honoring a deep commitment to progress and a growing community. The continual rejuvenation of robust commercial areas supports the City's high quality of life for all citizens. Thank you for your help in planning the next two years. Falls Church City Council 1 2018 Falls Church Board and Commission Goal Setting and Project Planning Board or Commission_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Staff Liaison Chair_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ 2018 -19 Goal/Project Time line How does this project fit into the City's Vision 2040? 2018 Falls Church Board and Commission Goal Setting and Project Planning In 2016 and 2017, with much input from Boards & Commissions and the public, the City updated its Vision Statement. The adopted Vision 2040 is available at this link http://www.fallschurchva.gov/documentcenter/view/687 Following is the Vision Statement In the year 2040, the City of Falls Church is a welcoming and inclusive community- a special place in the heart of Northern Virginia. Involved citizens are key to the City's long-term success as a leader in education, environmental sustainability, multi-modal transportation, and vibrant economic development. By investing in neighborhoods, community services and facilities, schools, and parks the City preserves small-town character and history while honoring a deep commitment to progress and a growing community. The continual rejuvenation of robust commercial areas supports the City's high quality of life for all citizens. This vision is accompanied by Core Values that include Small Town Character Economic Sustainability Environmental Sustainability Inclusiveness and Social Sustainability Education Mobility and Access Public Health and Safety Responsive and Accountable Governance CIP Spending Plans Bond-Sourced Expenditures (Local Debt) FY 2018 FY 2019 FY2020 FY 2021 FY 2022 FY2023 FY2024 ! Owner's Admin Costs $ 30,000 $ 54,000 $ 72,000 $ 72,000 $ - $ - $ - Professional Compensation $ 216,000 $ 556,000 $ 150,000 $ 150,000 $ - $ - $ - Construction $ - $ 200,000 $ 3,690,000 $ 2,460,000 $ - $ - $ - F&E $ - $ 190,000 $ 325,000 $ 216,605 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - !total -----··· - J$ 246-.ooo I$ 1.ooo.ooo I$ 4,237,ooo I$ 2,898,6051 $ - I $ - I$ - I !Total from projects below I $ 318,395 I I I Additional Information: Project planning/construction costs:$8,381 ,605;bond issuance fees of $318,395, total: $8,700,OOO;approved by referendum. Professional service costs may actually stretch over the life of the project. Soecjfic Proiects Project Name MRSPL Expansion/Renovations Funding Sources FY 2018 FY 2019 FY2020 FY2021 FY2022 FY2023 FY2024 Local (Debt) $ 246,000 $ 1,000,000 $ 4,237,000 $ 2,898,605 $ - $ - $ - Local (Debt) $ 318,395 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -