Library Board of Trustees

SPECIAL 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 31, 2018 1. CALL TO ORDER AND INTRODUCTIONS OF GUESTS Board Chairman Brad Gemand called the meeting to order at 7:00p.m. The following Board members attended the meeting: Brad Gemand ChetDeLong Stephanie Oppenheimer Terry Zawacki Jeff Peterson Don Camp Kathleen Tysse Youth Representative Tika Wallace Others present for the meeting included: Mr. Mark Manetti from BKV Group, Mr. Rob and Ms. Kim Cullin from Kimberly Bolan and Associates, Library Project Manager Kim Callahan, Library Director Jenny Carroll and her assistant, Ms. Claudia Gutierrez, also, City resident and staff member Ms. Cathy Breen and Councilman Ross Litkenhous were present. The library Director introduced BKV Architects Group and Kimberly Bolan Associates (KBA). They will be working during the library project process until it is finished. There were introductions among the Board and the Director to the newly appointed Board member Ms. Kathleen Tysse and the City Council library liaison, Councilman Ross Litkenhous. The Director also introduced herself including her experience at the library. She stated that since the Master Plan (2013) and Addendum (2014) there has been a lot of public and Board feedback including annual library user surveys (2013 -2017 had questions re: the library project). Past stated needs are consistent with the current patron input received at the public meetings in the last day and a half. The needs tend to fall into two themes - increasing public space and increasing/maintaining the library collection. Public space ideas were: increasing the children's space, creating a separate teen space (with a door), flexible meeting spaces (small study spaces, small group/tutoring, larger programming space). Patrons and Board members have expressed maintaining the size of the physical collection and increasing digital collections. The Director mentioned that the FY2017 statistics showed over 500,000 in circulation- 6% of that amount is thee-Book collection (out of 14% of digital collections- music, magazines, e-Audiobooks). Overwhelmingly, it is the physical collection that is circulating. She also commented that the consultants pointed out that given the City of Falls Church population the library is among the top 1% of libraries for the amount of circulation that it does. 1  The Director said that currently the library renovation/expansion project is moving into design phases, starting with schematic design. At each design point, there will be input from the library Board, staff, public meetings, and presentations to Council. The Director informed the Board about attendance for the public meeting presentations by BKV and KBA yesterday and today. On Tuesday, 20 people attended the 9:30am meeting and 110 people attended the 10:30 am story time presentation. The 2:30pm meeting was focused on parents of school age children and 14 people attended. As for the 7:00pm meeting there were only four people (low attendance possibly due to the 15-degree weather). Today's 8:00am presentation was for Community and Business Leaders. Mr. Mark Gross from VIP AS and Ms. Lisa High who is the Assistant Superintendent of Academics from the schools attended. For the 3:00pm teen meeting five young adults attended. They were very animated and opinionated with good ideas to share. Ms. Zawacki asked if weekend public meetings were considered; the Director said they were but due to timing and the consultant's experience (there is usually a low attendance to weekend meetings) a weekend meeting was not scheduled. Mr. Gemand added that the Board selected this consultant team due to their experience in public consultation, which is key for the City of Falls Church. He suggests going to Beatley Library in Alexandria which was designed by BKV's chief competitor. Mr. Gemand feels that the design does not work well and that it did not reflect involvement of the public. 2. VISIONING PRESENTATION BY KBA (LIBRARY CONSULTANTS) AND BKV (ARCHITECTS) Tonight's presentation will be a discussion approach, similar to what was done with the public and staff, and a voting exercise at the end to get ideas from the Board about concepts they like and don't like. The consultants do not have preconceived ideas of the library expansion/renovation. The library project is starting with fresh thoughts and ideas. There have been a few things decided: the library is staying at this location, it is not moving, and there will be an expansion. Mr. Cullin informed the Board that both library levels will be extended on the West side of the building towards Virginia Avenue (roughly 6,400 sq. ft.). The building will extend out to about 14ft. from the curb line. Mr. Gemand commented that the consultant for the Master Plan said that soil samples will be needed in order to decide between expanding towards the East or the West. Mr. Manetti responded that they do have a geotechnical engineer on board and will do the borings for the footings to identify the types of soil. There should not be a difference in soil, east or west, to keep us from building on either side of the building. What might be discovered is that there is fill that will have to be removed. The borings are important to determine how to do the footings. The architect sees the borings as less of a limiting issue than the variances that will need to be requested. The architect and project manager are working on the variances and waivers necessary for the project. Mr. Cullin said that the entrance of the library could be either on Park Avenue or on the comer of Virginia and Park Avenue. He added that most of the responses from the public meetings about why people love this library was because of the customer service and the collection. Mr. Cullin asked the Board for their input on what they would like to see in the library. Some of the Board answers were: Window seats into a comfortable ambiance reading space and current location. Ms. Zawacki suggested having coziness - no high ceilings and more light. She mentioned that downstairs it is dark and not pleasant to enjoy reading. Mr. Cullin said that there would be more sunlight coming from windows in both library levels, particularly in the lower lever (which would not be blocked by another building). Ms. Tysse commented that the children's area is confined, familiar, 2 comfortable and safe for the kids; people can feel a warm feeling when entering the building and always staff greeting you, it feels very welcoming. In addition, the space around the reading room, where the new books and magazines are located, feels comfortable and cozy, commented by Mr. Peterson, it feels right-sized. There was a comment about the lack of parking spaces. Mr. DeLong added that the Board is aware of it but is not in the library's control. Mr. DeLong pointed out that the Board had dealt with the parking problem for years and have tried several possibilities but nothing has worked out neither to the Board's satisfaction or anybody else; it still an issue. Mr. Gemand commented that he feels that there is a misperception on Council that the print collection needs to go away or that it is not being used; this could not be further from the truth. KBA responded that they did an analysis of the library collection and the data shows that the collection is doing very well in circulation. KBA stated that one of their commitments is to maintain the size of the collection as it is now. Mr. Camp asked for flexibility in the layout because it is uncertain what will be the technology trends and needs for libraries in the next ten years. Flexibility would provide the library the opportunity to adapt to future changes. Ms. Wallace commented that the location of the library is very convenient especially for teens who do not drive; it is in the heart of the City and students can easily walk to the library and make a good use of it. Councilman Litkenhous suggested more breakout and big rooms; he liked the informal seating in the stairs at the children's room next to the window, which gives a unique cozy feel. KBA consultants know that the risers in that area are popular and heavily used and they are looking a way to reproduce it in the new space. In addition, story time needs to be in a separate room because it gets crowded during story time and patrons cannot access books or use the children's space during that time. Stroller parking is also important. Ms. Zawacki asked if having a coffee area was something people wanted, Mr. Cullin responded that they have not heard any comments from the community about it and that may be because of the library being near coffee shops and restaurants. The Director pointed out that beverages with lids are permitted in the library, however food is not. Observation, experience, and patron comment indicate that patrons want a designated space to eat (e.g. giving a snack to a child) especially during inclement weather. KBA said that they also heard from the community that quiet study rooms were important. In terms of the exterior area, people like the Williamsburg style and wanted to stay as it is. Undergrounding utilities was raised as an issue. This will not be a part of the library project. It would be very expensive to underground the utilities. Mr. Manetti stated that on a similar project the cost was $1M to underground four poles. Grants that the City receives may be used in the future to complete an undergrounding project and improving the street appearance along Park Avenue. Mr. DeLong added that he is in favor of undergrounding electrical utilities although he does not want to use the library construction resources for that purpose. If it can be addressed through a grant, it will be preferable. The Board agreed. The poles will remain and be taken into consideration when presenting future design renderings. Mr. Litkenhous stated that having functionality of the library during power outages would be important. The Director and Project Manager mentioned that a generator is part of the conversation for the project. The consultants asked the Board what they want to see in terms of library collection (other than maintaining capacity)- shelving heights, lighting, signage, shelves on casters, faceout shelving, integrating the catalog into stacks, etc. Mr. Camp asked if there were ADA requirements for shelving 3 --------- heights. Mr. Cullin responded that ADA leaves out requirements for stack height (low or high); there is no rule. KBA said that there are options for putting bottom shelves at a slant to make books easier to find and more accessible. They also mentioned that because of the library's collection capacity they will need higher shelves. From a practical standpoint the consultants will probably be re-using the bulk ofthe current shelves because shelving is expensive and get some caster shelves (max. 60" height) for flexible spaces and the popular or new item areas. The Director said that the current shelves are good quality and in good shape. Mr. DeLong added that the width of the aisle will need to be changed due to ADA requirements. The consultants agreed and added that increasing aisle width is needed only for a 50% or less of the current shelves. The bigger issue is the turnaround at the end of the shelving units. The consultants will work in repositioning the shelves to be ADA compliant. Mr. DeLong pointed out that new restrooms are needed. The Architects said they are considering a family bathroom and a male and female restroom on each floor but they have not decided yet. They need to study where the plumbing could be positioned and be more convenient. It might be included in the expansion infrastructure to serve the meeting rooms. They will be working on identifying the costs and looking for the best, convenient design for the library. The consultants also said quiet areas and active spaces will be designated so people can study or read quietly. Ms. Cullin said that issues consistently raised by the public were: the entrance to the children's room is congested and keeping the size of the children's desk low. Mr. Camp asked if future library trends indicate self-checkout books only. Mr. Cullin said currently that you have a dual approach - a full service line and the self-checkout. People like personal contact with staff and the friendly, welcoming ambience. The trend is to move towards self-service, so downsizing service points is important because you don't want to spend a lot of money on custom millwork for desks. The Director added that library staff observes that the primary users of the self-check-outs are families with little kids that want to do it themselves. When there is a long line, staff always encourage patrons to use the self-checkout but patrons prefer the personalized service. Patrons usually need to address other issues besides checking out books, like paying fines, buying or renewing books, making a change in their account etc. The Director agrees that encouraging patrons to use the self-check-out would make things easy, accessible and consistent. Ms. Oppenheimer pointed out that collaborative tables with outlets for chargers are needed. Councilman Litkenhous suggested considering a booking software for the meeting rooms, which will help with the logistics. Mr. Camp asked if it could be possible to have a separate entrance for the meeting rooms. The consultants said that could be a policy challenge because the library would be open after hours and it would affect staffing. The consultants stated that the community wants to keep the ambiance of the central core of the children's room and make it bigger with more space for the older children (not yet teens). In addition, a private teen area was requested with a closed door and an open view. Although there is a question of where to put the young adult collection since there are some adults who read some of those books. In regards to technology, people want more outlets, charging stations, USB ports, not too many screens, and spaces where people can work on their own device. Patrons commented that the Local History room is too crowded. The collection will always keep growing and the space needs to be larger. The architects are considering the local history room relocation to increase the visibility of the room and the collection housed there. In the library as a whole, people asked for comfortable seating, 4 with a variety of lighting options, not too much color, and lower lights as well. Acoustics are important; the consultants will work on zoning active spaces and quiet spaces by using acoustic panels and white or pink noise systems, which will balance out the noise levels. Mr. Camp asked about energy efficiency. All the lighting is fluorescent and it can be turned into LEED silver rating system, but it is expensive. Ms. Callahan said that there is a cost associated in submitting the registration for LEED silver and they have to review if the library facility meets with all the criteria. The contractors will review some mechanical system options. The mechanical system in the new area has to function properly and be maintained by staff; it also needs to be compatible and balanced with the existing systems. The tiles located in the stairwell were another point of discussion in the public meetings. Some approaches were preserving them as they are, or dismantle them and selling them individually as a fundraiser, or remove and integrate the tiles into the new library design. There will be a cost associated with relocating the tiles if that is the decision. The architects set up an activity for the Board that was similar to the one they did for the public and staff meetings. They posted on the wall sheets of paper with pictures of concepts and options for the interior of the library. The Board got a limited number of "dots" to place on the pictures they liked, love, or hated. The consultants will collect the preference information and will use them when designing the interior of the library. 3. BUSINESS NOT ON THE AGENDA The Director handed out the edited version of the letter from the Board to Council about the issues raised in the January 22 Council meeting regarding the library renovation/expansion project. Upon a motion duly made and seconded, the Library Board unanimously approved the letter to be sent to Council. Mr. Gemand asked the Director if negotiations related to parking are still being pursued. The Director said that there are new conversations with Ms. Mester and Ms. Callahan with Akida Rouzi's (City Senior Planner) will research the parking issues. Mr. Gemand added that he was under the impression that the Board is still waiting to have a contract with the owners of the building at 313 Park Avenue to use some of the spaces. Councilman Litkenhous added that he approached some of the owners of the building. He would like to find a solution along with Cindy for the library parking issue. He would like to find out what options are doable - it could be that part of the parking lot can be used as eminent domain for City use, or maybe having a contract with the 313 Park Ave and the City for public space, or a metered lot can also be an option. The management department of 313 Park is receptive and willing to discuss it with Ms. Mester, according to Councilman Litkenhous. He also added that currently there is an informal understanding for usage of spaces. There is not a contract for weekly usage in 313 Park building parking lot for the library but that can change any time. In another item not on the agenda, the Director handed out to the Board the Five Year Plan for 2018-2022 that she prepared for presentation at the City's Council retreat. She informed the Board that some information remains the same. She went over the updated information about the library renovation/expansion project about the CIP passing on July 2017, and the selection ofBKV Architects in November. She removed consultant's recommendations from the Master Plan in 2013 included in the Five Year Plan. The Director would expect that the new design team would have recommendations and will update the Five Year Plan as appropriate. The Director and Management Team are also working on a procedure manual for all the departments of the library. She also will be adding a list into 5  the sheet that Council provided to the Boards and Commissions with some of the most important goals for FY2019 being the library renovation/expansion project the number one. Upon a motion duly made and seconded, the Library Board unanimously approved the Five Year Plan, which includes the FY2019 goals to be presented at the Council's retreat. The Director informed the Board that the City Council ' s retreat will be held on February 10, 2018 at the Mary Ellen Henderson Middle School. The session for Boards and Commissions will be from 9am - 12pm. She encouraged the Board to attend the meeting. 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, ~~ 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 of the Americans with Disabilities Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 6