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 March 14, 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 Kathleen Tysse Don Camp Youth Representative Tika Wallace Others present for the meeting included: Library Project Manager Kim Callahan, Councilman Ross Litkenhous, Library Director Jenny Carroll and her assistant, Ms. Claudia Gutierrez. 2. RECEIPT OF PETITIONS a. PACKETS TO THE BOARD SENT DIGITALLY The Director asked the Board if they would approve getting the Board packets digitally instead of mailing them; this will save time and money. The Director suggested that in addition to the digital copy, upon request a hard copy could be printed and available for pick up in the library administrative offices for any Board member. Mr. Gemand mentioned that in the past, they tried this method but it did not work out since the Board had to print the packet at home. There was a discussion about it and the Board agreed to experiment with this option again. The Board requested that hard copies of essential documents, such as draft Board minutes, reports, plans, etc., be available to the Board at meetings for reference. They also asked the Director to be notified by email when the printed packet is ready to pick up if requested. b. CBC YOUTH REPRESENTATIVE ON THE LIBRARY BOARD (item not included on the original agenda) The Director informed the Board that City Clerk Celeste Heath sent her an email from the CBC Youth Representative Initiative Committee. In the email, CBC stated that the committee is beginning the application process for the next school year 2018-2019. The committee requested to be advised by March 23 if the Board wanted to keep hosting a student and if they intended to have more than one student. The Director mentioned that the Board has hosted three students in the last 3 years- Jacob 1 Bruner, Eema Ahmed and currently Ms. Tika Wallace- each for a one year period. Upon a motion duly made and seconded, the Library Board unanimously approved to have up to two Youth Representatives at the Board Meetings for the 2018-2019 program. Ms. Zawacki asked what the responsibilities of the student liaisons were. Ms. Wallace said that she attends the Library Board meeting only as an observer; in other City Boards that she and other students have attended, they give projects to the students. Ms. Wallace suggested to the Board that it would be useful if the Youth Representative gives input to the Board by asking questions and giving their opinion especially now that the library renovation/expansion is coming. She also said that having two representatives from different grades would be helpful to the Board to provide different student perspectives. It would also be beneficial for the student representative to bring and convey information to the Board and to the schools about important discussions, items and activities going on in both places. Ms. Zawacki said that the Board needed clarification on student representative guidelines and roles. Mr. DeLong added that the student liaisons should provide some ideas on what they can contribute to City Boards and Commissions. The Board mentioned that the youth representative could write articles in the School Lasso newspaper about what is going on at the library. In addition, the youth representative could ask students at the schools to give suggestions about what they want to see at the library. The Board can also assign projects to the youth representative. Mr. Gernand asked the Director to send an answer to the CBC that the Board is interested in having up to two student liaisons for the next school year program (2018-2019). Mr. DeLong asked the Director to add an item to the next meeting agenda - a discussion about the guidelines and roles for youth representatives. 3. APPROVAL OF THE JANUARY 31, 2018 SPECIAL MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the January 31, 2018 Special Meeting Minutes with minor changes Ms. Zawacki asked the Director to add as an item for the next Board meeting an update about parking ifthere is some information from City Hall. Mr. Gernand suggested inviting Assistant City Manager Cindy Mester to the Board meeting. Councilman Litkenhous added that he has been talking about this issue with Ms. Mester and City Manager Wyatt Shields. As he mentioned at the last Board meeting, he has spoken to some of the owners at 313 Park A venue about having a formal parking plan for the library. It is anticipated that usage will increase with the library renovation/expansion. Councilman Litkenhous said that there are some opportunities for the library to work on a shared parking option. Mr. DeLong said that the Board was told by the City Study Group who was convened by Ms. Mester, that the library didn't needed additional parking. Mr. Gernand said that this Group analyzed all the available parking around the area and there was no need for additional parking for the library. Ms. Callahan commented that the study was completed in 2016; she mentioned that 313 Park Ave has 26 excess parking spaces. During peak demand for the library there are free spaces in the lot and this could be used as justification for a shared parking agreement. Councilman Litkenhous added that the condominium board and the owners of 313 Park Ave are open and receptive to working something out. He suggested to the Board to press that issue and have a 2 formal plan before the library renovation/expansion starts. Mr. Gemand stated that the Board has been pressing the issue of parking. They were waiting on Ms. Mester to get a legal agreement to use the last parking row closest to the rear library parking lot. Ms. Callahan said that the 313 Park Ave. owner would want to be paid for dedicated City spaces and the money would come from the library's budget. Mr. Gemand said that Ms. Mester informed the Board that it was budgeted in the general City budget. Ms. Callahan added that was not her understanding and the cost could be split between Parks and Recs and the library. The Director mentioned that there is an informal agreement for parking on 313 Park Ave. property during non-business hours (after 5:00pm) and the weekends. Mr. Gemand said that the Board needs to move forward with parking. Ms. Callahan stated that as the project manager for the library project she will be working on it. She mentioned that there is no money available in the City's general fund for parking and it would have to be part of the library budget. The Director stated that the library budget could not absorb a large amount of money dedicated to parking. Councilman Litkenhous will bring up the topic at the next Council meeting. Ms. Callahan will keep the Board updated about parking when there is more information about it. 4. APPROVAL OF THE FEBRUARY 21, 2018 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the February 21, 2018 Meeting Minutes with minor changes 5. LIBRARY FOUNDATION REPORT Mr. Camp informed the Board that the stock market went down and therefore the endowment went down a small bit. The endowment is holding about $441,000 in mutual funds and about $29,000 in the bank, which will be used for library needs to be determined by the Foundation in consultation with the Director at the next Foundation meeting. 6. COUNCIL LIASION REPORT Councilman Litkenhous informed the Board that today he met with the library Director about Council direction for the overall library project. They discussed pros and cons of closing the library during construction (including shorter and longer periods). Councilman Litkenhous stated that there will be continued questions from Council regarding cost and time savings associated with closing the library. He suggested to the Director and Board that a list of options be prepared with costs, rationale, and impacts to include the original timeframe of two years, phasing options (where the library may close for short periods oftime), and closing the library building. The Director and Project Manager reported that phasing and cost estimates are part of the process. The design consultants are aware of the issues and phasing discussions and planning would be part of the design process once the CMAR is hired. Mr. Litkenhous suggested delivering the project under budget and earlier than expected. Mr. DeLong noted that it is too early to discuss the closings for the library during construction until the Project Manager gives the Board all the information with a CMAR on board. All the information will presented to Council. 3 7. STUDENT LIASION REPORT Ms. Wallace informed the Board that the Teen Advisory Board (TAB) wanted to have an invitation to a Board meeting to talk about the library expansion/renovation project. Mr. Gemand asked the Director to find a meeting that will be interesting for them and send them an invitation. 8. ELECTION OF CHAIR AND VICE CHAIR Upon a motion duly made and seconded, the Library Board unanimously voted to have Mr. Brad Gernand as the Board Chair and Mr. Chet DeLong as the Board Vice Chair. 9. FIRST READING LIBRARY BOARD BYLAWS The Director informed the Board that she updated the bylaws with the comments and suggestions from the Board as directed by Mr. DeLong in the last Board meeting. She had sent the document to the City Attorney Carol McCoskrie per Mr. Peterson's request for review. Ms. McCoskrie asked to the Director to make sure that references to the City code are all correct, and she made some observations on item III about Meetings and Conduct of Business paragraph 8 related to a Board member missing three consecutive meetings. The Board reviewed it and reworded it to be more explicit. There was also a discussion about the wording in the item about communication and sending collective information among Board members. The Board also suggested some other minor changes to the document. There was also a discussion about if the dates of approved changes should be left in the document. The Director added that due to the record retention policy, all Board packets are retained permanently and all of the changes in the bylaws are recorded. The Board agreed to remove the dates in the current bylaws. The Board discussed the paragraph related to making recommendations to the City Manager about Director compensation and personnel actions; rewording was suggested Upon a motion duly made and seconded, the Library Board unanimously approved the changes as recommended throughout and move to a second reading. 10. LIBRARY BOARD REPRESENTATIVE FOR THE ARTS & HUMANITIES COUNCIL Ms. Terry Zawacki volunteered to attend these meetings representing the library Board. She asked the Director to provide her with all the information about this Council. 11. RENOVATION AND EXPANSION ROLES AND EXPECTATIONS Ms. Callahan presented a table outlining the roles and responsibilities for the MRSPL expansion and renovation project. This included the Board, Council, Planning Commission, Project Manager and Library Staff. She stated that she would need the Board's direction on the library design decisions. She will present to the Board information, answer questions and discuss with them the entrance from the comer ofVirginia Avenue and Park Avenue vs the entrance on Park Avenue. She needs a recommendation from the Board on how they want to proceed based on the information that was given. Once the Board decision is made on where the library entrance will be, it will be presented to Council and the Planning Commission for approval. Ms. Callahan mentioned that the approval points for Council are the CMAR contract and the GMP (Guaranteed Maximum Price) before the construction starts. It is important to give Council updates and feedback to make sure they are on board with the direction on how the project is proceeding. Council will have multiple opportunities to provide feedback on design elements. The Planning Commission and the BZA will be approving the variance 4 request. Ms. Callahan encouraged the Board to attend the PC and Council meetings to support and show that they are behind these decisions. The Director mentioned that City staff wasn't sure if there was a liaison representative from PC for the library Board. The Director reached out the staff liaison from PC and she told the Director that she was not aware about any PC appointed liaison for the Board. The staff liaison added that she will bring it up at their next work session on March 19th. The Director reminded the Board about Mr. Gemand and Ms. Oppenheimer being the Standing Working Committee appointees for the library project. This was confirmed by a motion in a prior Board meeting. They will be representing the Board in smaller meetings. The Director will notify them when they need to attend a meeting and they will give updates to the Board at regular Board meetings. Ms. Callahan referenced the flow chart and how information would move from different groups. Mr. Gemand asked if the cog diagram could be shared with Councilman Litkenhous. Mr. Litkenhous had a question about how information will flow from PC to Council - would City Council see feedback and comments from Planning Commission? Ms. Callahan stated that the plan was to present information in parallel to Planning Commission and City Council related to design concepts i.e. updates would be given to City Council about design concepts and elements and to receive feedback. Councilman Litkenhous wanted to ensure that there would not be redundancies in presenting and providing information. His preference would be to have presentations to City Council with all feedback and comments including Planning Commission. The Director added that Mayor David Tarter requested a regular update to Council about the library project. Councilman Litkenhous said that to prevent any redundancy first present to PC the feedback and updates from each design milestone and after that present it to Council. The Director requested that the Board consider her roles and responsibilities related to the library project and regular workload when making requests. She suggested that all individual and collective Board requests be presented at Board meetings and that the Board agree on where they want the Director to spend time in order to move the project forward. The Board agreed. 12. LIBRARY REPORT AND ANNOUNCEMENTS The Director mentioned the passing of Arlene Simpson who was a former library staff member and volunteer at the library. The family requested that donations be made to the library. There have been several donations on her name. Her son George Simpson has been appreciative for all the support in his mother's name. Mr. Peterson had requested information about holds lists and if they were still being generated. The Director informed the Board that the hold lists are run in Apollo. The Tech Services Supervisor Steve Ingeman alerts the selectors about the holds and they decide how many copies to purchase. In addition, patrons have the recommendation option for staff to purchase a copy or a new title to add to the library collection. She also mentioned that the "hot picks" idea from other libraries about having several copies of certain titles upfront might be an idea to explore once the renovation is over. The Director provided an update about the status of the Broad and Washington voluntary concessions. All the Boards and Commissions comments were forwarded to the developers who will submit a revised draft. They are scheduled for the Council Session on March 19. The Director will be 5 expecting comments from the Senior Planner from the City Akida Rouzi and after that the Director will inform the Board about it. The Director hired two Assistant I Substitutes to work at the service desks. They started working today. 13. BUSINESS NOT ON THE AGENDA The Director presented to the Board the library user survey. She added two questions related to streaming and downloadable database services. There were some requests from the Foundation, Board patrons and staff about streaming. In the survey, she included some examples about different services. Mr. Camp asked for additional publicizing of the Find It Virginia app. The Director mentioned that the State Library is evaluating that application. They have been sending surveys to Directors about digital resources that the State offers to elicit feedback. The Director is expecting an update of the results from the State. Ms. Oppenheimer suggested adding examples of young adult programs. Mr. Peterson asked the Director to be careful on what she describes from the results survey because is not randomized and statistically reflective of any described population. Mr. Zawacki asked what the Director's goal in this survey is. The Director responded that although it is an anecdotal survey, the comments that patrons provided in the past gave an idea on what to improve in library services, items and programs. Ms. Zawacki suggested including somewhere in the survey the purpose of it. The Director reported that last year's survey had questions about the library renovation, which helped give an idea of what people want to see in the library. The Director added in past surveys some questions are focused on different subjects depending on what patrons are interested in, needs of the library may be, or trends. Mr. Camp asked to reword a couple of the questions about the database services and to include both in one question. The Director said that the survey will go out on May or June. Mr. Delong asked the Director to make the changes and bring it back the next Board meeting to approve it. Mr. Peterson commented that a while ago there was a group working with citizens on the Local History room including Keith Thurston from the Village Preservation Society and Reference Supervisor Marshall Webster. They were looking at the focus of the Local History room and whether it will be focused only on City of Falls Church rather than all of Virginia's History. Mr. Peterson asked if the process was happening. He added that as the programming for the renovation is discussed there will be a question about where the LH room is located and how much space will need to be considered. The Director said that her understanding is that the scope of the Local History room was only to focus on the City of Falls Church. She informed the Board that a memo was submitted to the Board from Mr. Webster regarding items from the library collection that were being offered to the Library ofVirginia and other libraries who have a more general scope. The Director also mentioned that in terms of the size of the LH collection, Mr. Webster started writing a grant to the National Endowment of Humanities (NEH) who will have a consultant coming to the library. If the grant is approved, the assigned person will be working with staff in January 2019. The Director will ask Mr. Webster about status of the study group and will inform the Board. The Director mentioned that in April's Board meeting will be a general presentation to the 6  Board of the block plan. Mr. Peterson expressed his concern about the size of the new space for the LH room. Ms. Zawacki said that before making any arguments about space needed the Board should know what the usage of that room is. 14. 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: Bradley E. Gemand, Chairman Copies: Board ofTrustees, 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. 7  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES SPECIAL MEETING March, 14 2018 SIGN-IN SHEET NAME ADDRESS EMAIL 1lf11\~f .; a~~~&~ tt()3 trlatl75t!h Ln. 17f'a!lhaf1@(7!l>cka~u~ ' . Page 1