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 May 16,2018 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 Stephanie Oppenheimer Terry Zawacki Kathleen Tysse Don Camp Absence excused: Chet DeLong and Youth Representative Tika Wallace Absence unexcused: Jeff Peterson Others present for the meeting included: Library Project Manager Kim Callahan, Library Director Jenny Carroll, and her assistant Claudia Gutierrez. Also were present Councilman Ross Litkenhous, City resident Chrystie Swiney and library staff Cathy Breen. ~ Mr. Gemand welcomed Ms. Swiney and she introduced herself to the Board. She is a City resident and is interested in to applying to be part of the library Board. 2. RECEIPT OF PETITIONS No petitions 3. APPROVAL OF THE APRIL 18, 2018 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the April18, 2018 Meeting Minutes with minor changes. 4. LIBRARY FOUNDATION REPORT No report 5. COUNCIL LIASION INTRODUCTION No report 6. STUDENT LIASION REPORT No report 1 7. RENOVATION AND EXPANSION DISCUSSION OF LOCATION OF CHILDREN'S ROOM Mr. Gernand informed the Board that the City of Falls Church Chief of Police Mary Gavin would not be attending this Board meeting. She will be invited to attend a meeting in the upcoming months since there have been some important changes about the library renovation/expansion. Ms. Callahan presented to the Board a new cost estimate, which exceeds the previous one. As background, the Library Director explained that the original cost estimate was done as part of the Master Plan Addendum in 2014 and that number was used to go to the referendum in 2016. Ms. Callahan explained that before the project started she requested an updated cost estimate from the cost estimator that worked on the Master Plan because they had knowledge of the project. That cost estimate carne in at $5.8M, which is $400,000 more than what was budgeted for the construction cost. Ms. Callahan stated that as we started the design process she wanted to understand the cost differentials between the options (entrances and location of collections). The cost estimator for BKV completed the cost estimate. There appeared to be no significant cost difference between the design options. However, the overall cost estimate for the design was about $2M higher than the October 2017 estimate. The total amount is $2.4M over the budget that was allotted for the project (originally $5.4M). Ms. Callahan said that the increase raises a red flag. The prudent thing to do is to put a hold on the design process with BKV Group architects and not keep expending more money on the design until the CMAR (Construction Manager at Risk) is in place. Once the CMAR is on board, they will be tasked with providing a cost estimate. The CMAR will know realistically what the library can get with the $5.4M budget since the CMAR will be providing the construction services. The library will not be receiving any additional monies for the project. Ms. Callahan also mentioned that the Board, the Director and herself need to work on the current list of priorities, choosing the most important items for the library. Ms. Oppenheimer asked what triggered the increase in cost. Ms. Callahan responded that in general, construction costs are going up and this increase is affecting other City projects and projects in other jurisdictions as well. In addition, she thinks that BKV's cost estimator, Forello, is conservative in their estimate. For example, there is a $400,000 difference in the site work costs, which include exterior work, excavation, paving, etc. They also had $200,000 in utility costs, which is conservative and may include unexpected costs like updating the fire pump system. Ms. Callahan thinks that the cost estimator is being conservative and it is enough of a red flag to pause the design process to get more information. Mr. Camp suggested going back to Council and pressing for a return of the bond issuance fees into the library budget. The Director stated that the letter the Board wrote to Council outlined multiple issues but it did not include a response request. She also reported that City Manager Wyatt Shields mentioned that after selling the bonds he could provide a breakdown of the bond sale finances to the Board. Mr. Camp suggested that the Board should draft a letter to City Mayor David Tarter and City Council citing a new budgetary problem, sending a warning signal that the library could not provide what the citizens were expecting and asking for the $400,000 in bond fees to go back to the library budget. The Director reminded the Board that the amount would be less than $400,000 as part of that money would be used to pay for bond issuance fees. Regarding renovation costs, Ms. Callahan mentioned as an example, that in 2016 Fairfax 2  County renovated the Tysons-Pimmit library. It was a complete gut of25,000 sq. ft. with a cost of $3.5M, which is about $142 per sq. ft. If Ms. Callahan escalates costs 3% a year to 2020, it will go up ~ to $160 per sq. ft. The recent cost estimate for the renovation portion of the MRSPL project estimated $177 per sq. ft. (vs the cost estimate in 2017 of$130 per sq. ft.). She said that the 2018 cost is more conservative but not totally unrealistic. The real cost estimate may be in between the 2017 and 2018 cost estimates. Even if the bond fees are returned to the library's budget, there is still not enough money since there was a shortage of $400,000 from the beginning. Mr. Gemand asked Ms. Callahan to give a timeline. She informed the Board that the RFP proposals for the CMAR are due on Friday, May 18 and she explained to the Board the process: There is a selection team that reviews the proposals and makes the selection, once the selection is made the interviews start. After the interviews are completed, they will select the best candidate and the negotiation starts. The contract will then go to City Council for approval. The CMAR will likely be on board at the end of July or beginning of August and they will start working on the library project. Ms. Zawacki asked what will happen if the budget is still not enough after the CMAR gives their cost estimate and there are bonds that would still need to be paid. Ms. Callahan said that there would be a discussion about an adjustment in the scope of the project by either doing a smaller addition, just a renovation, or not doing the project. She added that the bonds are not usually sold until the money is needed. The Director mentioned that there is about $1M in bonds that will be sold at the end of the month to cover the expenses thus far. Moreover, the larger amount to be sold would happen in the spring of next year if the renovation/expansion proceeds. There was a discussion about the site work cost being reduced if the construction square feet is smaller or if there are some changes in the entrance that will take less space. Ms. Zawacki was concerned about what some Council members will think about the project being smaller and the library space will not be enough for the next 20 years. Mr. Gemand stated that the library building needs to have major renovations i.e. the elevator, the plumbing, the electrical system, the HV AC system, low voltage, among other needs. Ms. Oppenheimer asked if with these major renovations would it trigger ADA compliance. Ms. Callahan responded that when renovating a room, for example, it needs to become fully ADA compliant and 20% of the cost would need to be used in the rest of the building to address ADA improvements. She needs to look more closely ifHVAC system or any ofthese renovations would trigger ADA compliance. Ms. Tysse asked if they could change the elevator for a new one. Ms. Callahan said that she will find out if it is possible since it is a complicated and expensive process to remove it from its current location. Mr. Gemand commented that the Board could revisit the option of moving the library into a new development; however, it might include many challenges. Not to mention the sentiment of the public to keep the library in the current location close to the Cherry Hill Park and City campus. Mr. Litkenhous mentioned that with his experience in real estate market, there has been discussion amongst real estate professionals of a down turn in the next 18 months that should result in considerable reduction of the cost of labor and construction. There was a discussion on how to proceed. Ms. Callahan said that she is hesitant to spend more money requesting BKV to complete a new smaller design. She would rather wait until the CMAR is in place and then decide from there. There were comments about doing only a renovation of the library instead of a smaller expansion, which will not get what the library really needs. 3  Ms. Litkenhous asked if there is a portion of the library that could go to a new facility since Council is thinking on having a visitor center for the City, maybe the Local History Room. He stated that he knew that there had been discussion in the past about relocating the library to Mason Row/Founder's Row. Mr. Gemand said that in the past Council was negotiating in secret with Mason Row Project (named at that time). The Board never had any input on it. They were offering around 25,000 sq. ft. for a two level library with a mezzanine, which would have resulted in wasted space that would not be useful. That idea halted due to FOIA requests. The Director expressed that splitting the library into two locations would create issues with staffing two locations. The Local History Room (LHR) is currently only a 700 sq. ft. space and it would not be enough to help relieve space issues. It was also suggested to use volunteers to staff the LHR however, the Director said that experienced staff is needed to manage the room. Ms. Zawacki asked ifthe LHR was open by appointment only, and if it would be possible to have it in another location and staffing would not be an issue. The Director said that she had been talking to the Reference Supervisor Marshall Webster about changing the "by appointment model" since people had been asking for increased access to the LHR. The Director and Mr. Webster have been discussing the LHR and making it a more prominent feature of the library since it is a unique resource and could be used more in programming for adults and children. Councilman Litkenhous suggested having a meeting and programming space in another location as a proffer. There was a discussion about what could be moved to another location such as meeting spaces including study carrels and tutoring space. It was expressed that the library is a literacy center and if tutoring goes to another location, then it loses being part of the library. Mr. Litkenhous said that if there is something that the Board and the Director wanted in the library renovation/expansion that could be put into another location as a proffer exercise, to inform him and he will consider it in Council conversations. Ms. Tysse added that programming is a top priority and should be kept at the library's location. There was a discussion of the renovation and addition and if the addition is the priority, where in the renovation could costs be reduced (e.g. lighting, carpeting). The Director pointed out that there should be thought given regarding prioritizing the addition at the expense of everything else; to consider focusing on the current space and making sure that it is done right and well especially the infrastructure. The Director said that we would not want to skimp on something in the renovation to have to then reinvest in the near future. Don Camp suggested taking care of items like carpeting and furniture in outlying years. Mr. Gemand pointed out that initially Chief Gavin was invited to the Board meeting to discuss the library design option of the children's room on the lower level with a second entrance, which was the expressed preference ofthe majority ofthe Board. Mr. Gemand reported out that Chief Gavin expressed that from a safety perspective it is more convenient to have the children's section on the first floor. She said that the farther away the children are from the main entrance and the more barriers, the more ability and opportunity to impede a gunman. The Director added that Chief Gavin and Fire Marshal Tom Polera said that even if the second entrance is added on the lower level it would still be safer for kids if a natural disaster occurs; you want children on a lower level. Chief Gavin and the Fire Marshal said that the second entrance could be open only during story time hours or limited hours, however it would need to be staffed. Chief Gavin liked the idea of diverted streams, e.g. if children's was on the lower level a person would have to have kids or a specific reason to be on that level; a single adult would alert staff. Whereas if children's was on the upper floor with a main entrance it wouldn't be unusual to see single adults. Chief Gavin is recommending a staffed second entrance. Mr. 4 Gemand asked the Board if they wanted to invite Chief Gavin to the next Board meeting but they decided to wait until they know to what the direction of the project will be. Ms. Zawacki asked the Director if it is possible to hear from staff what will be their preference or what they propose if there is only a library renovation. There was a discussion that it may be better to wait until we have more firm cost estimates before we discuss other design options. 8. LIBRARY REPORT AND ANNOUNCEMENTS • Interviews for the Library Assistant I will be taking place for the position left vacant by Caroline Tirona in the Circulation Department. • The Memorial Parade is coming up and the library will be participating with the Rolling Readers Drill T earn. • The Director also informed the Board that there was a flooding inside the building by the reference fire emergency exit door. One of the causes was a giant cardboard box left outside of the door by the drain. The other cause was that the copper downspout next to the area was stolen. Due to the excessive rain on Monday night, and the amount of water falling from the roof, the drain could not handle that amount of water and it got into the building damaging some carpet tiles. Public Works Department is taking care of replacing the downspout and the library custodian will add clearing the area to her daily duties. • The gutters were cleaned and public works noticed that a couple pieces of slate were gone with the storm last month. 9. BUSINESS NOT ON THE AGENDA The Director informed the Board about the Youth Representatives' role in Board meetings. Citizens for a Better Community (CBC) expect the students to RSVP when attending any meetings and let them know when they are not attending as well. They need to help in any projects appropriate to fulfilling their CAS (Creativity, Activity and Service) hours; they should not accept any ride home unless they have a permission from their parents. They also need to have a mentor on their assigned Board and participate in meetings with the student's point of view. The Director suggested a Board member to be a mentor. Mr. Gemand said that the students could be observers on what the Board is working for the community. The Director said they could work on articles for the Lasso (the school newspaper). A potential project could be something to engage them in the process. Ms. Tysse suggested giving surveys to their peers at school to get feedback about what they will encourage students to come to the library. The Director said that the Board can decide on the tasks students can work on besides attending the Board meetings. Hours spent on tasks could be contribute to a student's CAS hours, National Honor Society or regular volunteer hours. The Director will email a friendly reminder to Ms. Julie Krachman, who is an organizer of the CBC Youth Reps, regarding when the appointment of the representatives would happen. 10. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:40 p.m. 5  Respectfully submitted, Approved: 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, TTY 711. 6  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES SPECIAL MEETING May, 16 2018 SIGN -IN SHEET I NAME ADDRESS EMAIL JGY11 (dallo0alf ~5 7fl;iJt'7tn LIJ. IkCt?IMa/l~{;f c£n, ,., 1'-'"J !A h~~( ')\ AV\OlA 4)\ Lt fl. to lt/\ /tv..t ch~--1sn~ • . s~\~Cb v Qrl ~ v Ctq-thlA rJ(W\ ) Zl4 M\dVA\e,c;ir~ lo{'u Vfetll PJ "'ol, COM Ross L~+k~o~'- \IDS'SeL ~ 1 I I I I I I Page 1