Library Board of Trustees

MINUTES OF LIBRARY BOARD MEETING PURPOSE OF MEETING: Regular Library Board Meeting DATE OF MEETING: September 15, 2021 LOCATION: Meeting held via Microsoft Teams 1.- MEETING CALLED TO ORDER BY: Stephanie Oppenheimer at 7:01 PM 2.- 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 ofthe 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 3.- ROLL CALL AND INTRODUCTION OF GUESTS THOSE PRESENT: Library Board Members Ms. Stephanie Oppenheimer: ....:t._ Mr. Patrick Cronin: ....:t._ Ms. Kathleen Tysse: ./ Ms. Janjrlohnson ./ Ms. Molly Novotny: ./ Ms. Chrystie Swiney: ./ Mr. JeffPeterson:_{_ OTHERS PRESENT: Public Works Director Zak Bradley, MRSPL Foundation Treasurer Jess Sabo, Fairfax Public Library Director Jessica Hudson, Youth Representative Raissa Borges; Library Director Jenny Carroll and Administrative Assistant Claudia Gutierrez. Planning Commission Member Rob Puentes was not present. Youth Representative Erin Tarpgaard absence excused. The eBook advocacy presentation item was moved up, and after that the library project report from Mr. Bradley. TOPICS OF DISCUSSION: 4.- RECEIPT OF PETITIONS None 1 5.- EBOOK ADVOCACY PRESENTATION- JESSICA HUDSON, FAIRFAX COUNTY PUBLIC LIBRARY DIRECTOR Ms. Hudson introduced herself and spoke about equitable access and the cost of eMaterials for library systems. This has been an issue for a long time and she is advocating along with the Boards and Commissions throughout the Commonwealth of Virginia. Ms. Hudson explained to the Board the different issues that libraries are facing within the eBook industry. The cost of eMaterials for libraries is higher in comparison to the cost that a patron pays at an online store, especially eAudiobooks. All these disparities in cost have been documented over the years. Ms. Hudson explained to the Board the different licensing models for eMaterials and how vendors decide to set them for libraries. Another issue is that eMaterials are treated as software therefore, libraries do not own eContent rather they license the material under specific terms and conditions. EMaterials cannot be donated to libraries, and some vendors refuse to sell downloadable versions of thousands of eMaterials to libraries. There have been legislative initiatives addressing how eMaterials are sold to libraries in Maryland, New York and Rhode Island. Maryland passed a law that requires publishers to offer the license of an electronic literacy product to libraries just like they do to the public with reasonable terms. However, there are still issues with this implementation. Despite Maryland's legislation, there are still obstacles that prevent eMaterials from having reasonable terms regardless of the copyright office review; and in addition, the language from Federal instances is unclear. Fairfax County library systems have been looking for a potential legislative initiative similar to Maryland and want to expand it to schools. Ms. Hudson encouraged the MSRPL Board to participate in supporting this advocacy. Questions and comments: There was a question about Libby redirecting patrons to their Amazon account when books get downloaded. Ms. Hudson explained Amazon only lets a library user download certain titles for Kindle that are provided through Libby which excludes large collections that Amazon provides to the general public and prevents libraries from accessing. There was a comment about the Maryland language on their bill being conservative and not stronger. Ms. Hudson explained that there were several authors and publishers who were opposed to this bill. This language was used as a middle ground and not too aggressive to be respectful of the authors work. The Fairfax County LBOT submitted a draft of their legislative item to their Board of Supervisors to be considered and will be submitted between the end of September through the end ofNovember when their draft platform gets finalized. Then they will coordinate with their State Delegates and Senators to be considered on next year's Legislative season. As a difference from the Maryland's language in their legislative item, Fairfax County will mention libraries instead of public libraries in order to cover school libraries. Ms. Hudson will keep Ms. Carroll informed about the progress of the legislative item in Fairfax. Ms. Carroll added that if the Board supports this advocacy, it can be included in the legislative agenda that the Board provides to City Assistant Manager Cindy Mester. Ms. Carroll 2 will share Ms. Hudson' s presentation to the MRSPL Board. Ms. Connelly noted that the City of Falls Church always likes to be partners with the neighboring jurisdictions on issues like this. The Board thanked Ms. Hudson for her presentation and broad information. 6.- LIBRARY PROJECT UPDATE- ZAK BRADLEY, DIRECTOR DEPT. OF PUBLIC WORKS • Library soft opening was on Tuesday September 7 with a ribbon cutting on Friday September 10. • There are a few outstanding items remaining: New kitchen cabinets, dumpster enclosure, 6" globes in the children area near the stadium seating, and the fence along the bio retention facility on Park Ave. These items are being handled separately from the Centennial contract. • The project close-out with Centennial is in progress, including documentation, the final acceptance letter, guarantee letters, bond releases, and also double-checking the punch list. • The exterior signage and lighting is still outstanding, which might be ready by mid- October, including the replacement of some TVs that came damaged and were reordered. • The budget is in good shape and there is enough to cover what is needed. It won't be necessary to request additional money. There was a question about the parking spots currently not being marked as time restricted. The signs will be changed to 15-minute short term/curbside service parking. Another question was about the status of the banners on the light posts. The hardware needed to hold the banners will be purchased to be installed in the current light poles on Virginia A venue. 7.- APPROVAL OF JULY 21, 2021 MEETING MINUTES Upon a motion duly made by Ms. Swiney and seconded by Ms. Tysse, the Library Board approved The July 21 , 2021 Meeting Minutes. ROLLCALL Ms. Stephanie Oppenheimer: AYE Mr. Patrick Cronin: AYE Ms. Kathleen Tysse: AYE Ms. Janis Johnson AYE Ms. Molly Novotny: AYE Ms. Chrystie Swiney: AYE Mr. JeffPeterson: AYE 3 - - - - -- - -- - - - - - - - -- - ------- 8.- APPROVAL OF AUGUST 18, 2021 MEETING MINUTES Upon a motion duly made by Mr. Peterson and seconded by Ms. Johnson, the Library Board approved the August 18, 2021 Meeting Minutes ROLLCALL Ms. Stephanie Oppenheimer: AYE Mr. Patrick Cronin: AYE Ms. Kathleen Tysse: AYE Ms. Janis Johnson AYE Ms. Molly Novotny: AYE Ms. Chrystie Swiney: AYE Mr. JeffPeterson: AYE 8.- LIBRARY ANNOUNCEMENTS • The library will close at 5pm on Friday September 17 due to a staff event on celebrating the library's reopening. • The library has a new logo. The Foundation will be using it on merchandise for sale- t- shirts and tote bags. A memo will be provided to the Board which states the Foundation, being a 501(c)(3) tax exempt-non-profit organization, can use the library logo for the specific use of supporting the library. In the future, there will be a policy for the use of the library's logo. There is not a specified guideline on the color that the Foundation will use. However, there is a style guideline for the library logo which will be provided. Ms. Sabo informed the Board that the Foundation will have t-shirt sizes available for adults and kids. So far, 60 shirts have been sold. The Foundation Board voted to give a free t-shirt to each of the library staff. There is a posting inside the library by the exit area with information about the t-shirt sale, including information about the Foundation's website. The Foundation PR Chair will provide informational bookmarks to the library, and the information for the Focus Falls Church eNewsletter and Social Media as well. The first batch oft-shirts will be shipped on October 1. The t-shirt sale has been advertised in the City schools' announcements and will be posted in the library's newsletter as well. • Regarding meeting in-person- Council directive is that they will meet in person first before Boards and Commissions. Their first in-person meeting will be on September 20. The City's declaration of emergency expires on December 31, until that time virtual meetings are an option, unless there is a change. The library Board meeting for October 20 is planned to be in person in the library. The new meeting rooms do not have the recording option and recording is not required for in-person Library Board Meetings. If Board members need to use electronic participation, they can and will follow the policy in place. 4  • One City Center Project located in the intersection of Broad Street and Washington Street, where George Mason Square is located is coming this Fall. The project will be referred to all City's Board and Commissions for input by October 12. The review comments are due November 27. The Voluntary Concessions (VCs) information is available on the City's website. The review for the Founders Row II Project will be in October as well. There was a discussion whether Mr. Peterson should draft a letter to Council regarding the VCs. The Board decided that it will be important to express to Council the Board's request to have the VCs for the library separated from Parks and Recreation and the concern that new developments will create an increase in demand on the library's services. Ms. Connelly mentioned that Council is working on how to handle VCs and encouraged Mr. Peterson to submit the draft letter to let the public know about the Board's concerns. Mr. Peterson asked to have consistent guidance on voluntary concessions from Council to developers and have a standard contribution to cover the demands that all these new projects will have on City services. Ms. Tysse and Ms. Novotny mentioned that they would like to have more feedback from Council's discussions on how to prioritize and handle the VCs, before sending a letter to Council. Ms. Oppenheimer's concern is that the VCs are combined with Parks and Recreation. Ms. Carroll noted that some Board members would like to have a standardized amount for VCs and some members would like to consider each project on its merits, and what might be a priority at the time to the City. She also noted that developers are using the same language for the different City projects, probably lifted from prior projects. In the Founders Row Project the Board wrote a letter with their request and the developer changed the language to their VCs. The Board agreed to have Mr. Peterson draft a letter and the Board will discuss it along with the Council's feedback next month. Ms. Carroll will include the draft letter in the October Library Board Meeting packet. • Ms. Carroll will be on leave starting on September 18 through October 11. 10.- LIBRARY FOUNDATION REPORT Ms. Sabo informed the Board about Foundation fundraising process for new and current donors. She requested the Board's participation to help with the Foundation's fundraising for the library by referring 15 names and addresses from people they know, who love the library and would like to support the library through the Foundation. She requested the information be sent to her by September 27. The new donors will receive an annual letter soliciting their support. Their information will be strictly used by the Foundation. Ms. Sabo explained statistical information about donors increasing through the years. Ms. Sabo will send an informational email about the support requested to the Board through Ms. Carroll and she thanked the Board for their support. 5  Ms. Novotny suggested to Ms. Sabo that she send the Board a template for the request to family and friends. Ms. Tysse suggested including Boards and Commissions to help and support the Foundation as well. 10.- COUNCIL LIAISON REPORT • Council is still discussing finding ways to responsibly spend ARPA funds provided to the City. There will be community engagement. Stormwater is an option. She encouraged the Board to submit their personal input. • The Equity discussion work among Boards and Commissions will take place this Fall. • Saturday October 2 will be the grand opening and ribbon cutting for the new Meridian High School. Tours will be given that same day. Ms. Borges mentioned that she is planning along with the student council the homecoming celebration. 11.- ARTS AND HUMANITIES COUNCIL REPORT Ms. Swiney thanked Ms. Oppenheimer and Ms. Carroll for their beautiful speeches during the library's ribbon cutting ceremony. Ms. Swiney reported that The Tinner Hill group is painting murals on buildings in the City. There is a movement to add art in City Hall including replacing the portraits in chambers. Ms. Swiney mentioned there will be community input for this movement and encouraged the Board to submit any recommendations for the portraits. 12.- LIBRARY POLICIES TO APPROVE 1ST READING- SAFE CHILD (UNATTENDED CHILDREN) Ms. Carroll mentioned that the main change is updating to follow the Fairfax County's child supervision guidelines. She explained all the variances for each age group and that all children/teens who are unsupervised need to be able to follow the additional requirement of the guidelines and the library behavior guidelines. There was a change in the language and wording to be more positively framed. Ms. Swiney was concerned about parents leaving their 9-year old kids unattended. Ms. Carroll noted that this is up to parents. There was a discussion about the chart being confusing regarding the length of time to be unsupervised. Ms. Carroll added a line below the chart to clarify. Upon a motion duly made by Ms. Novotny and seconded by Ms. Swiney, the Library Board approved the Library Policy of Safe Child (Unattended Children) on its first reading with the recommended changes. 6 ROLLCALL Ms. Stephanie Oppenheimer: AYE Mr. Patrick Cronin: AYE Ms. Kathleen Tysse: AYE Ms. Janis Johnson AYE Ms. Molly Novotny: AYE Ms. Chrystie Swiney: AYE Mr. JeffPeterson: AYE • REVIEW THE MEETING ROOMS TERMS AND CONDITIONS Ms. Carroll noted that this is a procedure and not a policy, and it might have changes from time to time as needed. The Board discussed the wording about supervision restrictions and reserving rooms, and some changes were made. The Board agreed. 13. BUSINESS NOT ON THE AGENDA None. 14. ADJOURNMENT Upon a motion duly made by Ms. Peterson and seconded by Ms. Novotny, the Library Board voted unanimously to adjourn the meeting at 9:02 PM. Respectfully submitted, ~ Approved: 1- ,.. /~~J~~ r= 1\ Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, Library Web Page he City ofFalls Church is committed to the letter and spirit of the Americans with Disabilities Act. To equest a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 7