Library Board of Trustees

SPECIAL 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 January 9, 2020 1. CALL TO ORDER AND INTRODUCTION OF GUESTS Chairperson Stephanie Oppenheimer called the meeting to order at 7:03p.m. The following Board members attended the meeting: Stephanie Oppenheimer Jeff Peterson Don Camp Chet DeLong Chrystie Swiney Kathleen Tysse Molly Novotny Planning Commission Liaison Rob Puentes was not in attendance. Ms. Oppenheimer introduced guests to the Board: Council Member Marybeth Connelly, Finance Director Kiran Bawa, Public Resources Manager Karin Battle, City Manager Wyatt Shields, Director of Public Works Mike Whitfield, and CIP Project Manager Mr. Lionel Millard. Others present for the meeting included: Council Liaison Ross Litkenhous, Library Director Jenny Carroll and her assistant Claudia Gutierrez. Asher Morse (city resident) and Ross Wilson were present as well and were asked to wait outside until the closed meeting re-opened. 2. CLOSED SESSION Upon a motion made by Board Member Jeff Peterson, seconded and passed by unanimous vote of the Library Board of Trustees, the Board went into closed session pursuant to Virginia code section 2.2-3722.a.29, for purposes of discussion of the award of a public contract involving the expenditure of public funds, and discussion of the terms or scope of such contracts, where discussion in open session would adversely affect the bargaining position or negotiating strategy of the library board. [Construction contract] GOING IN TIME: 7:06 pm Roll Call Vote: Stephanie Oppenheimer Chet DeLong Jeff Peterson Don Camp Chrystie Swiney Molly Novotny 1 *Kathleen Tysse Joined the closed meeting at 7:22pm *Council Member Ross Litkenhous left the closed meeting at 7:47pm COMING OUT TIME 8:21pm Mr. Jeff Peterson moved that the Library Board of Trustees conclude its closed meeting at 8:21 pm and reconvene in an open session. 3. CERTIFICATION Motion to certify the closed session: Mr. Peterson moved that the members of the Library Board of Trustees certify that, to the best of their knowledge, (i) only public business matters lawfully exempted from open meeting requirements under this chapter; and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered in the meeting by the Library Board. The motion was seconded and passed by unanimous vote of the Library Board of Trustees. 4. RETURN TO OPEN SESSION The two guests, Asher Morse and Ross Wilson, were asked to rejoin the Board meeting. Upon a motion duly made and seconded, the Board approved that Ms. Oppenheimer and Ms. Novotny represent the library Board at the Council meeting on Monday, January 13 during their closed session. Councilmember Marybeth Connelly suggested consolidating public comments supporting the library since the January 13 1h Council meeting could be a long session. 5. BUSINESS NOT ON THE AGENDA Upcoming dates: o Monday January 13, Council Meeting regular and closed session at 7:30pm o Wednesday January 15, regular Library Board Meeting (may include a closed session) at 7:00pm o Monday January 27, regular Council Meeting Session at 7:30pm 6. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 8:29 p.m. 2  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 of the Americans with Disabilities Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 3  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES SPECIAL MEETING January, 9 2020 SIGN-IN SHEET NAME ADDRESS EMAIL ~ 3oo Pa.tU~ Aw. k~i,Wo_€2~~~v~ ~ C:t-C' 1\ f<p~ dlu'1LA\ I~ , CfV J H:be_ tJi ~v-P e rJ IJ II )l?airlf:e!der:&clv/ d w '5 C)t/ !Ross. \JJ\LSON l?,o~ JJ . IV..c.t:.AKo€ sr. &oMS"Ioc.K 3 f_;)bMAI L, C. eM 12~ Li +kv-L v~ lfrh Se~ ~./'JL_ '('" os..s . l i ~_L"'-:J,..~J ~ LJ -:-r;:t f?le. rsZl1'1 ~~-~ t> vl' 1J~ ~ l --=5 CA f Lo L-V ~L L7t! c; IA~L Pr Jv1ors e I rt Z 3 So "1 .U, L2e- s+l'tef- Page 1  MINUTES OF LIBRARY BOARD MEETING PURPOSE OF MEETING: Regular Library Board Meeting DATE OF MEETING: July 29, 2020 LOCATION: Meeting held via Skype. NOTICE: This virtual meeting of the Library Board of Trustees was held pursuant to and in compliance with the Virginia Freedom oflnformation Act, Section 2.2-3708.2 and state and local legislation adopted to allow for continued government operation during the COVID-19 declared emergency. All participating members of the Library Board of Trustees were present at this meeting through electronic means. All members of the public may view this video of this meeting on the City's website at www.fallschurchva.gov/362/Library-Board-of-Trustees 1.- MEETING CALLED TO ORDER BY: Stephanie Oppenheimer at 7:00PM THOSE PRESENT: Library Board Members Ms. Stephanie Oppenheimer:__{__ Mr. JeffPeterson: __;!__ Mr. Chet De Long:__;!__ Ms. Molly Novotny: __{__ Mr. Don Camp: ./ Ms. Kathleen Tysse: ~ Ms. Chrystie Swiney: Absent excused OTHERS PRESENT: City Principal Planner and West Falls Project Manager Carly Aubrey, Ms. Amy Friedlander from the EYA Development LLC in partnership with the Falls Church Gateway Partners Development LLC, City Project Manager Lionel Millard, Library Director Jenny Carroll, and Senior Administrative Assistant Claudia Gutierrez. Item# 10 (West Falls Church Economic Development Project Presentation) was moved up in the agenda to the start of the meeting. 1 TOPICS OF DISCUSSION: 2.- WEST FALLS CHURCH ECONOMIC DEVELOPMENT PROJECT PRESENTATION • PM Aubrey and Ms. Friedlander presented proposed amended renderings of the West Falls Phase 1 Project. • Comments from the public and Boards and Commissions will be received until July 31; comments would go before Council on August 101h. The approval for this project is expected by early 2021. • This project will provide some non-monetary voluntary concessions. The land lease payments will go into the City's general fund with the primary goal to pay for the bonds. • The presentation included the 40 acres of the West Falls development with affordable apartment buildings, condominiums, a hotel, a grocery store, a senior building, offices, civic spaces, retail, an educational music center and parking. It will also include outdoor areas for people to gather, larger events, kiosks, seating areas, and public art. There will be a connection across the development between the Metro station and Route 7. Updated information about the project can be found at www.fallschurchva.gov/wfc 3.- RECEIPT OF PETITIONS • Sally Ekfelt, member ofthe CBC Youth Representative Initiative Committee, contacted Ms. Oppenheimer requesting interviewers for the 48 student applicants. Ms. Ekfelt also asked if the Library Board would consider taking additional student representatives and if the Board will be meeting virtually or in person in the Fall. The Board decided to accept two students, they will review the overview that CBC will provide to make sure there is a mutual benefit for both the Board and the students. Ms. Oppenheimer will respond to Ms. Ekfelt about the Board's decision. If any Board member is interested in being an interviewer, they can contact Ms. Oppenheimer. 4.- APPROVAL OF JUNE 11, 2020 VIRTUAL SPECIAL MEETING MINUTES The Director pointed out that the new format used for the Board minutes was provided by the City Clerk. Upon a motion duly made by Mr. Camp and seconded by Ms. Novotny, the Library Board approved the June 11, 2020 Virtual Special Meeting Minutes with minor changes. ROLL CALL VOTE Ms. Stephanie Oppenheimer AYE Mr. Chet De Long YES 2 Ms. Kathleen Tysse YES Mr. Don Camp YES Ms. Molly Novotny AYE Mr. Jeff Peterson AYE 5.- APPROVAL OF JUNE 17, 2020 VIRTUAL MEETING MINUTES Upon a motion duly made by Mr. DeLong and seconded by Mr. Camp, the Library Board approved the June 17, 2020 Virtual Meeting Minutes with minor changes. ROLL CALL VOTE Ms. Stephanie Oppenheimer AYE Mr. Chet De Long YES Ms. Kathleen Tysse YES Mr. Don Camp YES Ms. Molly Novotny AYE Mr. Jeff Peterson AYE 6.- LIBRARY REPORT AND ANNOUNCEMENTS • Under Social Justice & Racial Equality, the library will present a virtual program- Community Conversations: Police Reform on August 5 at 7pm. The format is a panel discussion with Q&A to follow. The panel includes City of Falls Church Chief of Police Mary Gavin, Human Resources Director Steve Mason and the President of the Fairfax County National Association for the Advancement of Colored People (NAACP) Sean Perryman. • Curbside service update: Since this service started, it has provided a total of 2,269 transactions with an average of 65 to 70 per day. The month of June was outstanding for number of reserves placed for a total of3,915. • Virtual Summer Reading Program supported by Beanstack is still going on. A total of 875 participants signed up including children, adults and City employees. When children or teens complete their reading challenge, they choose a book from a set list of titles for their prize which is then delivered through curbside service. • On Monday July 27, the library project Furniture Fixtures and Equipment (FFE) contract with Liberty Systems was presented to Council and approved. • The City' s firearms ordinance was approved on its first reading; the second reading will be presented on August 10 with a public hearing. The Director thanked Ms. Tysse for participating in the Gun Legislation Working Group who put forward information to Chief Gavin. Chief Gavin and City Attorney Carol McCoskrie assembled the ordinance. Ms. Tysse encouraged the Board and the public to use their 3  voices to support this legislation. The Board presented a statement requesting banning guns in the library which was included in the City of Falls Church Legislative Agenda in January. Ms. Tysse will write a letter on behalf of the Board to City Council reiterating the Board's position supporting the ban of weapons and guns in the library. The Board will review by email, the Director will make necessary changes, and will provide it to Ms. Oppenheimer for signature. The Director will submit to City Council. Upon a motion duly made by Mr. DeLong and seconded by Mr. Camp, the Library Board continues to support the gun legislation as a critical issue for the library and they repeated their statement of support. ROLL CALL VOTE Ms . Stephanie Oppenheimer AYE Mr. Chet De Long YES Ms. Kathleen Tysse YES Mr. Don Camp YES Ms. Molly Novotny YES Mr. JeffPeterson YES 7.- LIBRARY PROJECT UPDATE • The tour date should be in the next two weeks after the slab on grade is poured and the site is less-congested and safer for visitors. • Despite the rainfall, the project is still on schedule. There were 3-4 days of rain last week. • The structural steel C channel columns and lintels have been completed along with the demolition from Barco. There are huge openings for free egress pass-throughs on the side of the building on Virginia Avenue. • The elevator pit foundation and first floor walls were poured. • The new stairwell area into the lower area has been cut out and will be finished soon. • Spread and strip footings for the new addition area are 80 % completed. There are two courses ofblock up (walls being set). • There is some substantial progress on the framing of the interior area in the lower and main level including the small meeting room areas, local history room, and the medium meeting room. • Harris Mechanical, who is a subcontractor, started the new duct work. 4  • Structural steel work will start by the end of August. • The City received NVTC grants one of which is to update Park Avenue including utility undergrounding. Ms. Oppenheimer asked if that included the post in front of the library. Mr. Millard stated that Dominion would be responsible for relocating poles as part of the library project if that was desired (according to Ms. Mester). If the poles are not relocated during the library project, the utilities would be undergrounded as part of the NVTC grant. 7.- LIBRARY FOUNDATION REPORT • Don Camp, Foundation member, informed the Board that the Foundation continues to receive donations and recently received a $1,500 donation from a regular donor. The Foundation quarterly meeting will be held in August and work will start on the annual solicitation. They will be discussing the Chet DeLong Award for the staff of the year, and the awardee will be announced in the Fall. 8.- COUNCIL LIAISON REPORT • No report 9.- ARTS AND HUMANITIES COUNCIL REPORT • No report 11.- DRAFT 2020-2024 FIVE YEAR PLAN • The Board discussed the Five Year Plan and amended the plan to include a statement about working on incorporating diversity into the document including the mission, vision, assumptions, and goals. Upon a motion duly made by Mr. DeLong and seconded by Mr. Camp, the Library Board unanimously approved the 2020-2024 Five Year Plan as discussed and amended. ROLL CALL VOTE Ms. Stephanie Oppenheimer AYE Mr. Chet De Long YES Ms. Kathleen Tysse YES M r. Don Camp YES Ms. Molly Novotny YES Mr. JeffPeterson YES 5 12.- DRAFT FY20 LIBRARY ANNUAL REPORT • The Board made changes and were pleased with the new infographics look and content of the report. The Director pointed out that despite the library being closed during the moving into the temporary location and the start ofCOVID-19, the circulation of the library materials was over 366,000, which is a very healthy circulation rate. She will present the Annual report to Council on August 10 including the statistical charts. Upon a motion duly made by Mr. DeLong [Don Camp argu ed that it didn't need a motion] the Library Board unanimously approved the Annual Report as amended. ROLL CALL VOTE Ms. Stephanie Oppenheimer AYE Mr. Chet De Long YES Ms. Kathleen Tysse YES Mr. Don Camp YES Ms. Molly Novotny YES Mr. JeffPeterson YES 13.- BUSINESS NOT ON THE AGENDA • Next Board meeting is on for August 19. • The Library Director was appointed as the director representative to the Firearms Committee. • The replacement for Mr. DeLong is still pending. • Mr. Peterson will send an email to the library Director with questions regarding the land lease payments distribution for the West Falls project. The Director will direct it to the appropriate person. 14.- ADJOURNMENT Upon a motion duly made by Mr. DeLong seconded by Ms. Tysse, the Library Board voted unanimously to adjourn the meeting at 9:15PM. Respectfully submitted, 6  Copies: Board of Trustees, City Manager, Library Reference Desk, StaffBulletin 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