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 November 20, 2019 1. CALL TO ORDER AND INTRODUCTION OF GUESTS Chairperson Stephanie Oppenheimer called the meeting to order at 7:00p.m. The following Board members attended the meeting: Stephanie Oppenheimer Jeff Peterson Chet DeLong Chrystie Swiney Kathleen Tysse Molly Novotny Mr. Don Camp was present via cell phone; he stated that he could not attend the Board meeting since he was on temporary work assignment in New York City. Upon a motion duly made and seconded, the Library Board unanimously moved to allow Mr. Don Camp to participate at today's Board meeting by conference call under the resolution adopting the policy for electronic participation in meetings. Council Liaison, Ross Litkenhous, and Planning Commission Liaison, Rob Puentes, were not in attendance. Others present for the meeting included: Director Jenny Carroll and her assistant Claudia Gutierrez. City resident and library employee Cathy Breen and City resident Ms. Alexzandra Fogle were present as well. 2. RECEIPT OF PETITIONS a) Letter from Ms. E. O'Donnell City resident Ms. O'Donnell wrote a letter to the Board expressing her disapproval about a children's book that she perceived was not appropriate to have in the library's collection; she expressed that she did not like where the library collection was heading and will not come to the library until things change. There was a discussion about who selects the library books and what items are provided to patrons. The Director stated that she is proud of the library's collection and the diversity of the materials selected by the library staff. The library provides the materials to the community based on diversity, inclusivity, and demand and the decision is then up to patrons and parents on what to read and what programs to attend. Upon a motion duly made and seconded, the Library Board unanimously moved to support the independence of staff in its choice of books, which are inclusive, diverse and representative of the totality of the community. 1  The Director pointed out a paragraph from the library materials selection policy (approved by the Board in 2004) that states: "The library provides quality services, resources, and lifelong learning opportunities through books and a wide variety of other formats to meet the informational, educational, cultural, and recreational needs and interests of its diverse and changing population. The Library provides information for the exchange of ideas and affirms the right of each patron to determine for him/herself which library materials and services he/she chooses. In keeping with this policy, resources are provided equally to all library users, both adults and children" b) Environmental Chapter The Director informed the Board that the Environmental chapter presented to the Board at the September 18 meeting by the Environmental Program Coordinator Kate Walker, will be presented to Council next January/February 2020. The Board did not have any particular input for this chapter; however, they still can send their comments. c) Student Liaisons- discussion Ms. Oppenheimer informed the Board that she talked to Ms. Sally Ekfelt who informed her that the next group of students would be submitting applications to become student liaisons. The applications will be posted in January 2020 and the selection will take place in May. If the Board wants a student liaison, the Board needs to reach out Ms. Ekfelt. The Board agreed they want to stay in the liaison program since it is mutually beneficial for both the students and the Board. Ms. Oppenheimer will respond to Ms. Ekfelt and include the suggestion of sharing experiences with other boards/commissions. The Board would like to improve the benefit by having clear expectations and orientation guidelines, with the caveat of not creating a barrier for the student to have to do something special to be on the Library Board, since the benefit is meant to be for the students. The Director suggested inviting Ms. Ekfelt to a library meeting to talk more about the program. d) Thank you from Columbia Baptist Church Ms. Carroll informed the Board that the Baptist Church, as part of a Community Partnership with the library, provided a thank you gift with good wishes to the library from their staff. 3. APPROVAL OF THE SEPTEMBER 18, 2019 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the September 18, 2019 Meeting Minutes with minor corrections. 4. LIBRARY REPORT AND ANNOUNCEMENTS • The Director informed the Board that in addition to Ms. O' Donnell's letter, she had another formal request from a patron to review a children's book titled: "It 's Halloween, You 'Fraidy Mouse I " (part of the Geronimo Stilton series), for a scene the patron felt was akin to sexual harassment. The Director informed the Board of the process for the request to review materials. Both the library Director and the three professional staff reviewed the patron' s request. This particular book is for beginner readers and it is part of a popular series. Other libraries in the area have it in their collection as well. The Director responded to the patron that the book will not be removed from the library's collection. The library 2  provides the materials and staff encourages parents to make their own choices for their children's reading material. The patron has the right to appeal the response and bring the request to the library Board. • There was a praise for the library from a friend of Mr. Camp for having the digital microfilm and fiche reader available for patrons. • The Director will be receiving the new Advisory Board Manual from the library of Virginia by the end of the year and will provide it to the Board. The last update was in 2009. • A shining Star A ward was given to Lucilda Hernandez Posada, who is the library custodian, for her diligent work with the recycling process from Library Assistant II Ester Pavia. • The Director completed the Bibliostat report, which is the Annual State and Federal Statistical report. It includes FY19 budget, program, and operational information. This information helps to complete the Library Annual Report and determines State Aid. • On December 11 , the Library staff will be having their holiday party at the library. • The Director will be off from December 8 -1Oth. • The City Employee Halloween Festivities are finished and the Library won the contest for the best office Decor and Best Group Costume for their Stranger Things themed Halloween. 5. LIBRARY FOUNDATION REPORT Mr. Camp informed the Board that the Foundation will be starting their annual solicitation and will be sending letters by Monday, December 2. He thanked the library for providing around 2000 new library cardholder addresses, which they will include in the fall solicitation mailing. The Foundation Board is meeting on Saturday, November 30 to discuss on how to support the library project. They will also discuss the funding for library staff events suggested earlier by Ms. Tysse. The Foundation Development Committee is working on a Christmas tree for the Falls Church Tree Fest. 6. COUNCIL LIAISON REPORT No report 7. ARTS AND HUMANITIES COUNCIL REPORT (CATCH) No report. 8. LIBRARY PROJECT UPDATE The Guaranteed Maximum Price (GMP) documents have been sent to Centennial, the Construction Manager at Risk, and will be due on Friday, December 13 to city staff. The library project team will review and negotiate the GMP during the next two to three weeks. Tentatively it will be presented at a Special Board Meeting on January 7 in a closed session. 3  Ms. Oppenheimer wrote a draft email with talking points and a form letter to encourage people to support the library project. It is an informational letter about the library project and people can personalize it and send it to Council to show their support. There were some comments and suggestions to include in the letter. Council is concerned that it appears as if the renovation and expansion project is mostly to accommodate for a larger story time space. The Director pointed out that the project also increases adult space and services. Updated information about the library project, including the video, is posted on the library website and on social media. Ms. Oppenheimer will make changes to the letter and include Board's comments. Mr. Peterson stated that the letter from VPIS is finalized and is being sent to Council. Some library staff who are Falls Church citizens have expressed their interest in supporting the library. There was a discussion about the best time for the Board to pursue an Opinion Editorial in the Falls Church News Press. The Director will contact the City's Director of Communications, Susan Finarelli, to ask for guidance. Ms. Oppenheimer also encouraged the Board to meet individually with Council members to discuss the project; some already have, and got feedback about questions that Council wants answered by the library project team, the Board, or the City's Financial Department. Stephanie and Jeff have spoken with Marybeth Connelly and Chet has spoken with Mayor Tartar. Wyatt Shields, City Manager, has been tasked with gathering the questions from Council and providing answers. Ms. Oppenheimer stated that to date that has not happened. Ms. Connelly gave Stephanie a list of eleven questions from basic to financial. The most clear feedback was that Council wants to gather all their questions with answers in one place to review them including the additional costs for streetscape, LEED silver certification, and stormwater. There will be a budget amendment in January and Council will decide how to dispose of the surplus. The submission of the GMP will be turned in to the City by December 13, this is part ofthe contract with Centennial. Negotiation dates are on the schedule as well as the Special Library Board meeting on January 7. The GMP package will then go to Council for review. After Council reviews it, and in order to proceed with the library project, City Manager Wyatt Shields needs to inform Council where the funds are coming to cover the increase in the library's project. The Board will be able to speak on behalf of the library project as citizens at the December 9 Council Meeting. Board members will be attending and will coordinate covering all the talking points. The Board discussed ways to get the word out via social media and different City organizations they could ask for support. 9. DRAFT LEGISLATIVE AGENDA The Library Director reviewed the Board legislative agenda that once approved will become incorporated into the City wide legislative agenda. The Library Director informed the Board that the Library ofVirginia is requesting full funding for State Aid in the next 2 years by adding $5.5M in 2021 and $11M in 2022. In 2018, the LV A appropriated $250,000 for FY19 and $500,000 for FY20. The amount for the library in 2020 was $153,156. If the library were fully funded this current fiscal year, the amount would have been $254,301. All the State Aid given to the library goes to library materials. Banning guns in libraries had been included as well as the second item. Mr. William Barratt wrote another letter to the Board in regards to the second item on the Legislative Agenda. The Board made a minor change in the section about guns in libraries and Community Centers. The change was from "The Board of Trustees of the Mary Riley Styles Public Library continues to support the ban of weapons/guns in public libraries and community centers because there is simply no reason to have weapons in these educational institutions." to "The Board of Trustees of the Mary Riley Styles Public Library continues to support the ban of weapons/guns in public libraries and community centers- educational institutions.". 4  Upon a motion duly made and seconded, the Library Board unanimously approved a minor change in the 2019 Legislative Agenda. Upon a motion duly made and seconded, the Library Board unanimously approved the 2019 Legislative Agenda with some suggestions that the Board will like to incorporate. The Director mentioned that she will submit the approved Legislative Agenda to the Assistant City Manager Cindy Mester who assembles all of the Legislative Agenda issues and presents it to Council for approval. After that, it is sent to Richmond. 10. BUSINESS NOT ON AGENDA None 1. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:42p.m. Respectfully submitted, Approved: auperson 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 ct. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 5  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES SPECIAL MEETING November, 20 2019 SIGN-IN SHEET NAME ADDRESS EMAIL 0 tq ~ BrtV\ vu if MI A~rJ.a,f-! b(\c ~RU\ W t~O \1 C~M {\ UX1 {A\'\('~ Ol fDq \t, ~s-o N V~\N&-ToN ST 4r319 ~~flt11 e@ qwu ,eciv \) v Page 1  \ illiarn Barratt 5713 6th St Arlington A 22205 ovember 14,2019 Mary Ril y t l Public Library Attn: Board of Tru l 120 N. Vtrginia Avenue Falls Church, VA 22046 Dear Members of th Board of Tru t e ·, l am vvriting in regard to your draft I gi lative agenda for the upcoming ession of the General Assembly. Whit I certainly hope the Gen ral As embly will grant your funding r quest I trongly obje l to your econd item upporting • ban on lav.rfully can-i d firearms. In looking ov t' the Board minute going back multiple years, I note that the Board eems very pr o cupicd with the issue of firearm , d pite a Ia k of eviden d1at lawfull carried fir arm po any ri k to th Library patrons or tafT. Your draft le · Jative a enda a n that there i 'no r ason' to hav v apon in publi librarie a tatemem whjch is also not upported by facts. People do not lawfully carry firearms in the Library b cau e th y exp ct it to b a dan rous place; th ·y carry fir arms b ·cau they are oncern d about threa gen rally, or b cau e th y'r oing to or from omeplac unsafl and th ir ch du1e do n't permit them to di arm pecifically for a 'top at the library. Some concealed handgun permit hold rs ar victims of staJJcin or dom li violen c, former law enforcement officers, or oth rs who are at ri k of violent atta ks. PI as do not pr ume ou ar qualifi d to pr ~udge the vaJiclity of each patron p r onal afety m ure. If the BQard i concern ·d about intentional misus of gun in the Library I hope you understand that a law or policy banning guns wouJd do nothing to pre nt omeonc intent on committing a crim from bringing a gun into the Library. A gun ban would onl make lifi hard r for law-abiding itiz('n who in om cases w uld be forced to hoo b tween th ir personal afety and their ab ility to a cess a library funded by th ir taxes. in erely; 1V~~~ \r\Tulian1 Barratt  Jennifer Carroll From: Jeff Peterson <pijpijjp@hotmail.com> Sent: Monday, November 18, 2019 4:27 PM To: Stephanie Oppenheimer APR; Jennifer Carroll Subject: FW: Form Letter INotice: External E-mail. Hi Stephanie and Jenny This looks great. Only comment is to clarify that LEED Silver was part of original plan and cost increase is due to need to meet the newly upgraded Silver requirements. Jeff Sent from Mail for Windows 10 From: Jennifer Carroll <jcarroll@fallschurchva.gov> Sent: Monday, November 18, 2019 4:15:30 PM To: Chet Delong (chetdelong@starpower.net) <chetdelong@starpower.net>; Chrystie Swiney <chrystie.swiney@gmail.com>; donacamp@aol.com <donacamp@aol.com>; Jeff Peterson- Library Board (pijpijjp@hotmail.com) <pijpijjp@hotmail.com>; kathtysse@gmail.com <kathtysse@gmail.com>; Novotny, Molly (mnovotny@cooley.com) <mnovotny@cooley.com>; Stephanie Oppenheimer APR <skylitecomm@yahoo.com> Subject: Form Letter From Stephanie: Dear Board members, please review the below email and form letter for our meeting on Wednesday. The top/part- the 'Dear friends' email portion - is intended to quickly lay out the situation and spell out how someone can help. The form letter that follows provides a bunch of stats that hopefully will help someone formulate and personalize a letter or public hearing comments, but even if they don't, it should serve as information and an educational tool. The letter in draft form is a bit long, but the 1 ,intention again would be to spur someone to pick what resonates and personalize the letter for their circumstances. Email and Form Letter: Dear friends, a major expansion and renovation of the Mary Riley Styles Pub~ic Library was approved by voter referendum in 2016 with 62 percent of the voters supporting the bond referendum. The next City Council vote is scheduled for January 2020 on whether to advance the project forward to the construction phase by approving the construction contract (Guaranteed Maximum Price). Due to the passage of time, updates to the scope of the project, and inflation, the project is expected to exceed its original referendum estimate of $8.7 million, and a "yes" vote by the City Council is not guaranteed. We are asking citizens to reiterate their support for the library project in three ways: 1) Please consider sending a letter to City Council stating your support and explaining in a personal way why you support the _ library project. You can send your letter to the City Clerk Celeste Heath at cityclerk@fallschurchva.gov, and she will distribute it to Council. 2) Attend a City Council meeting and speak in support of the library project. There is a public comment period toward the beginning of every City Council meeting, which is a great opportunity to voice your support of the library renovation and expansion. The next Council meeting is on Monday, Dec. 9, at 2  7:30pm in Council Chambers at City Hall. Speakers are limited to 'three minutes, so the key message should be that you support the project (and why- make it personal!) and urge Council to vote YES on the library project. 3) Forward this email to your neighbors and friends in the City and ask them for their support. Below is a sample letter that provides some statistics and facts about the current library and the proposed expanded and renovated library. Letters are most effective when they're personalized, so please take a few minutes to share your experiences for impact. If you don't have time but still want to support the library project, a simple email to cityclerk@fallschurchva.gov stating "I urge City Council to approve the Mary Riley Styles library project." is fine too! ****** Dear Mayor Tarter and Members of the Falls Church City Council, I am writing to ask for your continued support of the Mary Riley Styles Public library expansion and renovation project, and I urge you to give the project final approval. The public library is important to me because [insert personal reasons you care about the future of the library, i.e., free access to books, ebooks, DVDs, internet, study space, local history room, storytime, early release Wednesday events, book clubs, book club kits, teen space, etc. Say why you love the library in personal terms!] 3 Our library is repeatedly named a top, four-star library in the country by the Library Journal, and it is one of our community's most popular and well-used assets: We have over 30,000 cardholders, and 88% of Falls Church citizens hold a library card. In FY19, 320,000 individuals visited our library, and 30,484 attended a program (21 ,458 attended storytime ), and 511,000 items were circulated. Over the last six years, overall visits to the library are up 56%, program attendance is up 108%, and circulation is up almost 7%. Registered borrowers are expected to increase by 30% by 2033. The planned 6,600 s.f. addition of new space and renovation of existing space will result in critically important improvements, including [select and expand upon points that are of particular import to you. For example, if you've found overly packed storytimes uncomfortable, share your story! If you've tried to find a quiet spot to study but found storytime noise a barrier, share your experience.] • Conference rooms/Study spaces: The current library has no group study spaces and only one small conference room for library/city government staff use. The library project would add two new conference rooms, as well as two group study rooms. The proposed main level conference room, in fact, is three times the size of the current conference room! • Insufficient Programming Space: The library has insufficient programming space for the volume of patrons that utilize the library. Programming for children is especially 4 . cramped, with an average of 120-160 (sometimes as many as 200) children and caregivers attending our popular storytimes. In the new library, programming space will be greatly expanded, and the children's area on the lower level will provide separation and minimize noise to other patrons. The children's area will be nearly three times larger than the current children's area! • Local History: The local history room is cramped; the library project will enlarge our space by 10% and will bring the local history room to the main level, providing greater access and prominence. • Teen Room: Today, our teens have very little space, and what they do have is immediately proximate to circulation - a busier section of the library. The expansion and renovation will create personal space for our teens and will be more inviting for small group study (in newly created teen study rooms), for reading independently, or for taking advantage of the teen lounge with its flexible seating, curated books, and ample outlets. • HVAC: The library has significant air conditioning, heating, and humidity challenges, leading to temperatures fluctuating between 62 and 90, as well as lack of humidity control. It's an inhospitable environment for patrons, staff, and the collection. The library project will replace our aging HVAC system. • Elevator: The library's elevator is in its final days and parts are no longer readily available. Once it ceases to work, the lower level will have no ADA access. The library project 5  , will include a new, more spacious elevator and will make all floors fully ADA compliant. • Plumbing: Four family restrooms will also be added, as the current two restrooms are insufficient. • Electric/security/Audiovisual equipment: The library has outdated levels of security, low voltage and audiovisual equipment which is particularly challenging in today's high- tech age. All will be upgraded in the library project. • ADA: The current library is not ADA compliant to today's standards. If this project does not move forward, the current library will need significant and costly upgrades and adaptations in order to comply with the American Disabilities Act. Without expanding the library's total square footage, the library collection would have to shrink from 110,000-120,000 items down to just 80,000 items due to revised furnishings and shelving layout. • Roof: The roof that holds the HVAC equipment is aging and causes significant maintenance issues. The library project recommends improving the quality of the roof to reduce maintenance costs and staff time spent addressing the issues. I understand that the cost of construction is higher than it was estimated in 2016 when City residents approved the bond referendum. But over the ensuing years, costs have risen and the scope of the project has evolved to include LEED Silver and streetscape improvements, among other security and technology requirements, that the City now considers standard. The City has also finalized the financing package for the project at a lower-than- 6 .expected interest rate, resulting in substantial savings. These savings should be considered in any assessment of project costs. The library is open to all citizens, from babies through seniors. It deserves to be a priority. Please vote YES for the library project. Sincerely, [your name and City address] ******* Please let me know if you have any questions, and thank you for your support and help! ### Jenny Carroll Library Director Mary Riley Styles Public Libra ry 120 N. Vi rginia Avenue Falls Chu rch, VA 22046 Email: jcarroll@fallschurchva.gov D irect Phone: 703-248-5032 Admin istrative Assistant, Claudia Gutierrez: 703 -248-5033 The Citv 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 703-248-5030 (TTY 711}. DISCLAIMER: This e-mail message and any attached files are for the sole use of the intended recipient(s) and may contain privileged, confidential or otherwise protected from disclosure information. If you are not the intended recipient, please contact the sender by reply e-mail and d es t roy all copies of the original message. 7  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 December 18, 2019 1. CALL TO ORDER AND INTRODUCTION OF GUESTS Chairperson Stephanie Oppenheimer called the meeting to order at 7:02p.m. The following Board members attended the meeting: Stephanie Oppenheimer Chet DeLong Chrystie Swiney Kathleen Tysse Molly Novotny Absence excused: JeffPeterson Mr. Don Camp was present via cell phone; he stated that he could not attend the Board meeting since he was on temporary work assignment in New York City. Upon a motion duly made and seconded, the Library Board unanimously moved to allow Mr. Don Camp to participate at today's Board meeting by conference call under the resolution adopting the policy for electronic participation in meetings. Council Liaison, Ross Litkenhous, and Planning Commission Liaison, Rob Puentes, were not in attendance. Others present for the meeting included: Director Jenny Carroll and Lionel Millard, Project Manager. 2. RECEIPT OF PETITIONS a) Arts & Humanities Representative Ms. Oppenheimer's term ends in February. She will contact the liaison to see if the Board can send a representative when there is a relevant library item on the agenda. b) Request for fine and bill amnesty in January The Director requested that fines for overdue or billed books be waived for the month of January to encourage patrons to return their materials. Fines that are already in existence will not be waived. The issue of permanently waiving overdue fines will be brought to the Board in the future. Upon a motion duly made and seconded, the Library Board unanimously approved that January be the month in which the library recalls as many books as possible to sort for storage or to move to the temporary location and declare amnesty on fines for books that are currently 1 out. 3. APPROVAL OF THE NOVEMBER 6, 2019 SPECIAL MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the November 6, 2019 Special Meeting Minutes with minor corrections. 4. APPROVAL OF THE NOVEMBER 20, 2019 MEETING MINUTES The minutes had substantial additions and will be given a second reading at the January meeting. 5. LIBRARY PROJECT UPDATE Ms. Oppenheimer requested that the project update be moved up in the agenda. Mr. Millard provided an update on the library project. He stated that the work needed to prepare the trailer is complete. To finalize the preparation there will need to be a walk-through of the trailer with the school operations representative to address minor issues such as, loose tiles and damaged blinds, and cleaning. City IT services is working on issues to ensure that the trailer will be operational. City staffhas received the GMP (Guaranteed Maximum Price) package. City staff will conduct internal meetings for review and negotiation with Centennial. There will be a special library Board meeting on January 9, 2020 at 7:00pm. City staff will present the GMP to the Board for recommendation to City Council. City staff will not go to City Council on January 6th as previously reported. After an internal discussion the decision was to go to Council work session on January 13th with all of the information including the GMP. At this time the presentation will include the Q&A and lessons learned from the City Hall project. The Director stated that the City Council work session would be open. The Board asked re: having the Q&A provided to them. The Director stated that she has an email in to the City Manager asking to provide it to the Board, once he approves the request the Director will email the document to the Board. The City Council meeting on January 27th will be a regular session for final approval of the construction contract. 6. LIBRARY REPORT AND ANNOUNCEMENTS • The legislative agenda was adopted by Council. 7. LIBRARY FOUNDATION REPORT Mr. Camp stated that the email solicitation for the annual fundraiser is complete and the Foundation has received $1,900 already. Checks have been coming in from the annual mailing as well. Last year approximately $30,000 was raised during the annual fundraiser. 8. COUNCIL LIAISON REPORT No report. 9. ARTS AND HUMANITIES COUNCIL REPORT (CATCH) No items that affected the library were discussed. 2 10. FY21 Budget The Director presented a draft of the FY21 budget. In the past the Board meetings are very close to when the budget is due to the Finance department in January. Last year the Director presented a draft in December in preparation for the January meeting and would like to continue this process moving into the future. The Director has received initial budget worksheets from Finance with a flat budget for discretionary spending. The Finance department will release official guidance later in December, however the expectation is that the discretionary budget will remain flat. Items that may affect the overall city budget are health insurance benefit costs, WMAT A costs, and the schools have indicated that the school budget would be higher than the organic 3.1% growth. Highlights include: • Salaries/benefits- increase of .4 FTE; health benefits less than last year, however an increase has been reported to be expected. • Maintenance and Service contracts will include accounting for custodian vacation days that DPW does not cover (they cover two weeks). • Utilities will increase a bit. FCCPS will pay for utilities in the trailer. The library budget will cover utilities for the library building during construction. • Office Supplies decrease due to using surplus, changing how we order, more business occuring digitally. • Library Books will remain equivalent to last year because a majority of the year will be in the temporary location; we expect to review as we settle into the new location. • Audiobooks/CDs- discontinued music cd's; Audiobook circulation is declining and Great Courses is no longer releasing physical audiobooks. • DVDs- reduced due to being primarily in the temporary location for the year. • Electronic Resources - added streaming and unlimited eaudio book collection in FY20 which we will maintain. • IT Services o Met with IT today and expect adjustments to some of the maintenance amounts reported due to variability in increases (5% to 25%). o Salary and benefits for the position may increase to compete regionally. o No longer paying for maintenance on RFID pads and self-check machines due to discontinuing RFID technology. The library will continue to use barcode technology to track books/materials. o Increase in wifi access points in the new building. o Biblionix (ILS -Integrated Library System) change to who provides the display which translates into increase in cost. o Ricoh printer will be discontinued due to the move. Unmet needs for FY21 include adding a part-time Library Assistant II to the Circulation Department. FY22 unmet needs include increasing the part-time Library Assistant II to a full-time position, increasing Utilities/Operations, and increasing the IT services position from .6FTE to full- time. 11. DRAFT Annual Report The Director presented the Annual Report to the Board. She stated that moving forward she 3 would like to bring the annual report in July/August to coincide with the end of the fiscal year. In addition, staff is looking to change the format to a more graphic presentation. Upon a motion duly made and seconded, the Library Board unanimously approved with slight changes the FY2019 Library Annual Report. 10. BUSINESS NOT ON AGENDA None 1. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:57p.m. Respectfully submitted, Approved: ' Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, Library Web Page he City of Falls Church is committed to the letter and spirit of the Americans with Disabilities ct. To request a reasonable accommodation for any type of disability, call 703-248-5032, TY 711. 4  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING December, 18 2019 SIGN-IN SHEET NAME ADDRESS EMAIL ~loul Kdlad Ct~! ~M+ I~i llwJ.iA//~c~u~~vc,.l ~ Page 1