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 February 21, 2018 1. CALL TO ORDER AND INTRODUCTIONS OF GUESTS Board Vice Chairman Chet DeLong called the meeting to order at 7:00p.m. The following Board members attended the meeting: ChetDeLong Terry Zawacki Jeff Peterson Kathleen Tysse Stephanie Oppenheimer Absence excused: Youth Representative Tika Wallace, Brad Gernand and Don Camp Others present for the meeting included: Mr. Mark Manetti from BKV Group, Library Project Manager Kim Callahan, Library Director Jenny Carroll and her assistant, Ms. Claudia Gutierrez. 2. RECEIPT OF PETITIONS No petitions 3. APPROVAL OF THE JANUARY 17, 2018 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the January 17, 2018 meeting minutes. 4. LIBRARY FOUNDATION REPORT No report 5. COUNCIL LIAISON REPORT No report 6. STUDENT LIAISON REPORT No report 1 7. UPDATE ON LIBRARY PROJECT & PRESENTATION ON CONCEPTUAL ENTRANCE OPTIONS Ms. Callahan stated that BKV has been working on two design options for the library entrance. She added that this presentation is only an early concept and more work will be done. Once of the options is selected, the decision will go to the Architectural Advisory Board and the Planning Commission staff to get the details. This presentation is to work on the boundaries and where the entrance will be located. There will not be any decisions made tonight. BKV wants to have both entrance concepts available for the CMAR RFP so that firms can provide some early suggestions on time, schedule, cost, and phasing. He also mentioned that the feedback that they got from the community was very helpful. Ms. Tysse asked why the entrance wouldn't be in the current location. Mr. Manetti stated that the grade slopes away radically on Virginia A venue and it will be better to develop an entrance into the main level either in the comer side of the building or on Park A venue. He said it is a matter of accessibility and how the public enters the building on the main level. Mr. Manetti presented to the Board two slides for each entrance design option with the addition differentiated by the addition of color. Option 1 was located on Park A venue and Option 2 was at the comer of Virginia and Park Avenue. In Option 1, they want to create a design with bay vestibules, stroller storage and other amenities. The circulation of people is straightforward into the heart ofthe library. The new elevator and the stairs will be in the new addition, and depending on where they are located, it dictates how functional the addition space can be used. Mr. Peterson asked if there will be two elevators. Mr. Manetti said that the current elevator is obsolete and they are not anticipating having another one there, one elevator will be enough for the library's circulation needs. Mr. Manetti and Ms. Callahan have been discussing about having a matching elevator with the one at City Hall, which will be convenient, and both could be on the same service contract. On the exterior BKV integrated the arches, which are part of library branding, and in keeping with the symmetrical approach of the colonial architecture of the current building. BKV wants to add daylight into the center of the heart of the library. They would use skylights or something similar depending on the best cost effective option that also prevents any leaks. Mr. Peterson said he likes the massing, the details, and the triple arches in both Virginia A venue and Park A venue fronts. Ms. Zawacki said that windows on the first floor are important for giving natural light in the reading area. The Director added that this presentation is only for entrances to assist with the variances and waivers, and once it has decided where the entrance will be, the contractors will be considering phasing. Option 2 shows a comer entrance. Mr. Manetti said that this option shows a prominence to the building. He noted that there is a 2 ft. drop where the curb intercepts the street, which would be about 3 risers. The entrance might be a ramp up a landing to get into the comer or a ramp that is a continuation of the sidewalk to the higher level. He said that they want to integrate the vertical circulation elements in the front ofthe building by locating the stairwell there and connect to the heart of the library. There will be a stroller parking at the entrance. Mr. DeLong pointed out that they need to consider where the front book drop will be. Mr. Manetti said the will consider it when they start working on the details. Ms. Tysse asked if they are considering a scenic open window towards the Chery Hill Park, Mr. Manetti said that they are considering opening up that area with large windows or potentially transparent doors so there can be a level of visibility right from the heart of the building towards the outside and across the street to the park. 2  Mr. Manetti said that the comer is elevated from the street level as a plinth raised up. He added that maybe instead of the railing showed they could put a low wall, which would look better. He also mentioned that they look to get a match for the material palette for the bricks so it will blend with the original materials. They will integrate slate tiles into the addition, and maybe consider simulated slate if necessary depending on the costs. They will be getting guidance from the Advisory Board as to whether or not to use wood products especially for the windows. There are some materials that are more maintenance friendly than wood. After Mr. Manetti's presentation, there were several comments about the Board preferences. Some liked the comer option with changes to some of the elements. Other comments were about the comer entrance looking too strong, not as cozy and welcoming. Others liked the look of the traditional entrance Park Avenue and preferred option 1 as being more of a human, gentle scale. Mr. Manetti said they would develop the comer design taking into account all the Board suggestions. There are also some variances that need to change with this design. Mr. Peterson asked if it was possible to keep the design of the window bow that currently covers the children's room bay window and the Park Avenue window. Mr Manetti say they would look into it. Mr. Peterson asked what the square footage of the addition was. Mr. Manetti said that they might lose about a 100 sq. ft. for each level, although they are trying to push in maximizing the original 6,600 sq. ft. Mr. Peterson wants to see 10-year-old trees as a part of the landscape plan. The Director said that the library landscape plan would be part of the streetscape standard plan that the City has for planting trees. Ms. Callahan added that the City has a certain width for landscaping, pedestrian and amenity zones. The City wants the streetscape to be 16 ft. If they plant bigger trees than the standard, they might not survive. Ms. Zawacki asked if it is possible to transplant some of the perennial plants on the Park Avenue side. Ms. Callahan will ask the City arborist about it. The Director said that many patrons share comments on liking those plants and it has been considered to keep them if possible. Mr. Peterson also asked to consider in the interior design a comfortable way for adults to go downstairs by either the stairs or the elevator. The Director said that having the stairs close to the elevator will be more convenient for people than what is in the current building. About undergrounding the power lines from the library, Ms. Callahan informed the Board that the power poles are all connected and when you get rid of a couple of poles the ones left need to be hold up with braces called push poles. She also said that City Assistant Manager Cindy Mester reported that the City is looking at undergrounding a big portion of Park Avenue as part of the Great Streets project. Ms. Callahan added that the City receives money from Dominion Virginia Power towards undergrounding and other related projects. The City will try saving that money year to year to cover the undergrounding project. This way it will not be coming from the library's budget. Undergrounding power lines will be a long process but it is on the City's radar. Mr. Peterson asked if the footings for the current renovation are being considered for a possible expansion to a third floor in the future. Mr. Manetti said that it would be a major cost and more than footings will be needed. Mr. DeLong added that in 20-25 years something major will have to be done to the library building. Mr. Peterson asked Ms. Callahan if she could share a monthly summary updating the project budget. She said once the CMAR comes on board they will have more extensive budget information and she will share it with the Board in April-May timeframe when they have the first preliminary costs and another summary will come in August. The Ms. Callahan provided Mr. Peterson with an updated report breakdown; the Director added that currently the only spending is on City staff time (the project manager) for the project and for architecture and engineering expenses. She also said that once the construction and detail designs starts there would be an opportunity for a more regular budget 3 summary. Mr. Manetti concluded the presentation and thanked the Board. 8. DRAFT LIBRARY 2017 ANNUAL REPORT The Director reminded the Board that this annual report covers from July 2016 to June 2017. Activities around the library project and recent staff adjustments will be reflected in the next fiscal year annual report (July 2018-June 2019). The star libraries report was released December 2017 and it was the reason the report came out late this year. Ms. Zawacki asked who was the audience for the report, the Director said that the Board, the library website (public), and Council. Ms. Zawacki suggested rearranging the order of the information on the first page. Mr. Peterson asked to change the wording in the star libraries information. Ms. Tysse asked how the library keeps track of the questions answered, the Director said that quarterly two-week directional and reference tallies are completed annually. The Director pointed out that the volunteer hours possibly decrease due to change in supervisors for the adult volunteers and a difference in the number of hours completed by teen interns from FY20 16. Another reason may be the closing during the transition to the new ILS and volunteers did not come in during that time. The revenue went down because of larger donations made in FY16. The book sale varies year after year. In 2015, the library switched from Piwik to Google Analytics to record website views. Initially the reports were run including all website views for the city, this was corrected and is now just the views for the library website. Mr. Peterson asked if it was possible to add a farewell notice of former Board member Ed Rose for his over 20 years of service to the City. The Director said that it would be included in the annual report for FY18. The Director said that when she presents this 2017 report to Council she can do a verbal acknowledgement for Mr. Rose and his service to the library. The Director said that for FY18 she will bring the report early in September or October and she will add the farewell to that report. The Board agreed. Upon a motion duly made and seconded, the Library Board unanimously approved the 2017 annual report with minor changes. 9. REVIEW LIBRARY BOARD BYLAWS The Director said that the Board had the original 2002 bylaws and a draft with the corrections in 2012. Mr. Peterson asked to reword the exceptions on the electronic communications to the Board on how to reply emails. There was a discussion on the rewording. Once the Board revises it, the Director will give it to the City Attorney McCoskrie for review. Mr. DeLong asked for a clean copy to be made with the revisions for a first reading at the next Board meeting. Mr. Peterson pointed out that the Board had never considered recommending to the City manager personnel actions related to the library Director, including compensation. The Board agreed to consider it and discuss it in the future. 10. LIBRARY BOARD REPRESENTATIVE FOR ARTS & HUMANITIES COUNCIL The Director informed the Board that this Council meets once a month and needs a liaison from the library. She also mentioned that this Council passed a resolution membership on 2009 on having a library representative serve for a 3-year term beginning in 2016. The Board stated that former Board 4 member Ed Rose went to these meetings but stopped going since there were no library related discussions in it. This had lead to a discussion from the Board on having a person from the Arts & Humanities Council coming to the library Board meetings but nothing came out of it. Ms. Zawacki asked the Director to include in the next Board packet information about the Arts & Humanities Council including what they do, when they meet, etc. Ms. Zawacki added that if the Arts and Humanities Council are a large group maybe they could send somebody to the library Board meeting and alternate with the Board every month. Mr. DeLong said that it did not have to be a Board member who attends; if library staff is interested, they can attend as well. Mr. DeLong suggested on waiting until the full Board is present to appoint a representative and the Board agreed. 11. LIBRARY REPORT AND ANNOUNCEMENTS • The Director reminded the Board about the Fundraiser that the MRSPL Foundation Inc funded at the Original Pancake House tomorrow Thursday 22. 15% percentage of their sales on this day will go to the library Foundation. • The Director also reminded the Board about the next Board meeting being rescheduled to March 14 since she will be attending the Public Library Association Conference on March 19 through March 24. • The Director asked the Board if they were still interested in photos from other libraries for to see options on the library design. She is finding an easy way to share it with the Board and staff. She will ask the consultants on which will be the best way to do it. Google drive might be a good option. • The Director informed the Board that she hired a reference librarian; his name is Pete Sullivan. • The Director is in the process of hiring two substitutes for Library Assistant I Substitute position who will be helping the service desks when people are out sick, on leave or for necessary assistance on the weekends. 12. BUSINESS NOT ON THE AGENDA Mr. Peterson asked if there was a response to the letter sent by the Board about the Broad and Washington mixed use Development for library concessions. The Director said she have not received any response from City Planner Akida Rouzi. Mr. DeLong asked the Director to send her an email asking to refer back to the Board letter. Mr. Peterson asked if there is a policy on long waiting lists for popular titles. The Director said that people could always request to have a book added to the collection. The Director said that there is a report that shows items with more than 4 holds and the selectors make the decision on whether to add more copies to the collection or not. She will double check about it and will inform the Board. 5  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 9:00 p.m. Respectfully submitted, 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