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 15,2019 1. CALL TO ORDER AND INTRODUCTION OF GUESTS Acting Chairperson Chet DeLong called the meeting to order at 7:01p.m. The following Board members attended the meeting: Chet DeLong Stephanie Oppenheimer Jeff Peterson Chrystie Swiney Kathleen Tysse (late) Absence excused: Don Camp Youth Representative Tika Wallace (late) Council Liaison, Ross Litkenhous, and Planning Commission Liaison, Rob Puentes, were not in attendance. Others present for the meeting included: Director of Public Works Mike Whitfield, Project Manager Joel Timmins, DPW Engineer Lionel Millard, and Library Director Jenny Carroll. 2. RECEIPT OF PETITIONS No petitions presented during the agenda item. The Director raised a petition during the Library Report and Announcements. She requested the Board approve the option to continue staff work days through to December 2019. Upon a motion duly made and seconded, the Library Board unanimously approved a staff work day once a month as needed from now until December. 3. APPROVAL OF THE MARCH 20, 2019 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the March 20, 2019 meeting minutes as corrected and amended. 4. APPROVAL OF THE APRIL 24, 2019 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the April 24, 2019 meeting minutes as corrected. 1 5. LIBRARY REPORT AND ANNOUNCEMENTS • The Director reported that two library employees have received a Shining Star award- Joey Hamilton and Christina Parnther. • Reminder of the staff work day occurring this Friday, May 17. Petition to continue staff work days (see under agenda item #2 Receipt of Petitions). • The library staff and volunteers will march in the Memorial Day Parade. The Director invited Board members to march with them or participate in the cart decorating the Friday before. If a Board member is interested they should alert the Director. • The Director updated the Board on the Institute of Museum and Library Services (IMLS) and the Library Services and Technology Act (LSTA) federal funding. The budgets passed the House Appropriators Committee and was signed by both Tim Kaine and Mark Warner. The potential increase to federal funding would mean additional funding on the state level to serve public libraries. 6. LIBRARY FOUNDATION REPORT As of 4/30/19 the endowment stands at $498,000 and the checking account is $33,288. Checks have continued to come in, including $991 from the Virginia Department of Taxation for Virginia tax payers who elected to donate to the Foundation on their tax forms. Board Directors reiterated their desire to set aside funds for expenses related to the opening of the renovated library. The Foundation met last week and heard from the Development Committee (including Kathleen Tysse) about future activities, including commemorating the library's bay window in the children's room. The Committee will also develop a web page for the Foundation. 7. COUNCIL LIAISON REPORT No report 8. ARTS AND HUMANITIES COUNCIL REPORT (CATCH) Ms. Oppenheimer stated that at the last meeting the Council was focused on the new downtown park and incorporating public art. 9. LIBRARY PROJECT UPDATE Joel Timmins, Project Manager, updated the Board on the progress ofthe project. He stated that the Construction Documents (65% design) had been received and were being reviewed by himself and city staff. Mr. Timmins will gather comments and report those back to BKV architects. There will be a review meeting with the architects. BKV Architects are working on the interior finishes as well. The Director and Mr. Timmins reviewed the layout of the main and lower levels of the library. On the main level nothing has changed in terms of the walls. The circulation office layout has been confirmed with the library consultants and management team. Other staff office space depicts 2 preliminary design and will continue to develop. The lower level had two minor structural changes: a wall removed in the technical services area which opens up the space and a wall moved in the utilities area to accommodate the water heater. The cost estimate for the Construction Documents (65% design) was submitted today. The submission will be reviewed by project and city staff. The cost estimate will be reviewed with the Board on June 19th. On the 24th the cost estimate will be brought to City Council during a combined regular and work session. The interior finishes may be brought to the Board and staff in the June/July timeframe. The Guaranteed Maximum Price (GMP) is still expected in September. Next Monday, May 20th the budget amendment adding the Voluntary Concessions from Founder's Row will be presented to City Council for approval. 10. STUDENT LIAISON REPORT Ms. Wallace informed the Board that she will be graduating this year. She inquired as to whether a new student liaison had been appointed. Mr. DeLong, Acting Chair, and the Director both stated that they had not heard whether a new student liaison had been appointed. 11. LIBRARY CIRCULATION STATISTICS Mr. DeLong noted that the Adult Collection increased by about 5% and the children's collection by approximately .25% from last fiscal year. He stated that he compared the first 10 months of FY18 circulation statistics to year to date statistics for FY19 (July- April). The Board appreciated his assessment. The Director stated that the circulation of e-materials increased from 15% to 18%. She stated that she estimated for the final two months of FY 19 and expects that the total circulation to be above 500,000 for FY19. 12. BUSINESS NOT ON THE AGENDA Ms. Tysse had two questions from citizens related to the library being on school property. The first was guns being prohibited on school property. The Director stated that the MOU between the schools and the city states that there are to be no guns in the library because it will be located on school property. The second concern was regarding sex offenders and the no contact requirements prohibiting them from being on school property. The Director stated that she would make inquiries as to how this would impact the library location. Mr. Peterson raised having a brochure/information available outlining the options available during the relocation including a map of the trailer location, e-resources, and other libraries in the area. Everyone concurred that this was a great idea and the Director will follow up with staff in developing the brochure/information. 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 8:17p.m. 3  Respectfully submitted, Approved: Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, Library Web Page lfhe 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. 4  No.112~!e\ S~fe_~ Pvblfc Lhr~v-y ~~t{ t>~/rJs~ee-s Meek:] Met t~t;wrq S (~ ·l "'<)heeJ tJ~ A~Jress Ewt~ - j;Jrft\Mvv..\~') ({Jj)). ~kA.Ye.- :t ~ ""-'W-. e -hrrsc.c.."'J,., lb..!"" /1~· ~-e lJ ~ ,·1Jre 1t1 5oo PC1(' 1~ IJ-v~ ~w/..:..1[:191 c) ~-:~l/~c'"~lt .~ LwV\JJ Mt\\Ltvt\_ 5uu fC\1t ;hu_ jrVtlllv.vtle. ~lis cht,Lvz.-hw · y0