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 March 15, 2023 This meeting was recorded. All members of the public may view this video of this meeting on the City's website at http://www.fallschurchva.gov/webcasts 1. CALL TO ORDER Chairperson Jeff Peterson called the meeting to order at 6:01 p.m. 2. ROLL CALL AND INTRODUCTION OF GUESTS The following Board members attended the meeting, exceptions noted: Bizzy Bracken Patrick Cronin Janis Johnson Jessie Labukas Jeff Peterson Molly Novotny- Absence excused Elise Stein Others present for the meeting included: Council Liaison Marybeth Connelly, School Liaison Sue Dimock and ReThinking Libraries Consultant Janet Nelson who both participated electronically. Library Director Jenny Carroll, Sr. Administrative Assistant Claudia Gutierrez and City Resident Phil Christensen were also present. 3. RECEIPT OF PETITIONS No petitions. Mr. Peterson moved agenda item 12 up, since Ms. Nelson was present online in the meeting. 12. STRATEGIC PLAN DRAFT DISCUSSION, ADOPTION, & NEXT STEPS Ms. Nelson presented the updated document for the Strategic Plan which included some changes made by the Board at last January's Board Meeting and suggestions from retreat participants and staff. The Board discussed its content and offered thoughts, suggestions, and changes to the wording. There was a strong recommendation from Ms. Connelly to remove City Leadership from one of the headlines on slide number 8 since the level of leadership awareness might be misinterpreted. This change was discussed and accepted by the Board. It was remarked by Ms. Nelson that syntax and grammar were taken from the strategic retreat participants and were left intact for the initiatives portion. The Board agreed to keep the initiatives section as is. Ms. Carroll and Ms. Nelson will review for any grammar changes that may be needed.  Upon a motion duly made by Ms. Stein and seconded by Ms. Johnson, the Library Board agreed on removing from the headline on slide number 8 the wording City Leadership. Upon a motion duly made by Ms. Labukas and seconded by Ms. Stein, the Library Board unanimously adopted the Strategic Plan as amended. Upon a motion duly made by Ms. Labukas and seconded by Ms. Bracken, the Library Board expressed their appreciation to the Consultants from ReThinking Libraries for all the support throughout the Strategic Plan Process. 4. APPROVAL OF MARCH 15, 2023 MEETING MINUTES Upon a motion duly made by Ms. Bracken and seconded by Ms. Stein, the Library Board approved the February 8, 2023 Meeting Minutes. 5. LIBRARY REPORT AND ANNOUNCEMENTS • The library will be closed on Friday March 17 from 1:00 to 5:00pm for staff training. • Sing Books with Emily will be performing on Saturday March 18 at 11am. • Free gal digital music service will be discontinued as of March 28 since it was not an efficient use of funds and not highly used by City residents. • City Manager Wyatt Shields will be presenting the FY2024 Budget to Council on March 27. Ms . Connelly informed the Board ofthe FY2024 budget schedule: o Townhall meeting on March 30 o First reading of the budget and public hearing on April 10 o Public hearing on April 24 o Townhall meeting on April27 o Budget adoption and public hearing on May 8 Ms. Carroll will invite Mr. Shields to the April 19 Board meeting. Ms. Connelly will provide a report to the Board with the information available for the library's budget after the meeting on March 27. 6. LIBRARY FOUNDATION REPORT Ms. Carroll mentioned that last Tuesday there was a big crowd at the fundraiser at Harvey' s restaurant. Ten percent of the total sales from that day will be donated to the Library Foundation. The Foundation had a table with their new merchandise and free books for every child' s meal purchased. 7. COUNCIL LIAISON REPORT • Groundbreaking for Founders Row 2 happened today. • Celebrations for the City's 75th Anniversary will start with the September Fall Festival thru June 2024. More information to come. • The Women's History month is being celebrated with 30 different informational signs posted at different locations around the City, including three at the library. • Park Avenue Great Streets Project is moving along with discussions. There was a question whether there was any awareness or comments about the brick pavers and handicap ramps being slippery. Ms. Connelly will raise the issue. 8. SCHOOL BOARD LIAISON REPORT The schools are looking into changing the school start times for the secondary campus from 8:05 to 8:30. Elementary schools would need to start 10 minutes later as a result. This may impact library programming and the School Board would like to hear from the Library. The School Board has not made any decisions and are taking public comment. The School Board is also reconsidering whether to have short Wednesdays and will take public input as well. The School Board also conducted the first reading of the collective bargaining resolution. 9. ARTS AND HUMANITIES COUNCIL REPORT Ms. Labukas informed the Board that the Council finished reviewing the wording of the Public Arts Policy. Next, they will work on the guidelines. Ms. Labukas is still waiting on a response regarding if the policy covers indoor art as well or is it only intended for outdoor displays. Ms. Connelly noted that it is considered public art if its funded by the City and on City land. Ms. Carroll mentioned that there is an Art Policy in the works for library art display and it will be brought to the Board for approval. 10. REMOTE PARTICIPATION POLICY ADOPTION Ms. Carroll noted that both policies below reflect new State Law and were written by the City Attorney. Neither policy will need a resolution and can be approved by the Board in one pass. This policy has a caveat that for personal matters, it is limited to two meetings or 25% of the meetings held per calendar year, rounded to 3 for the library Board. If there is a medical issue for a Board member or a family member there is unlimited electronic participation permitted. Upon a motion duly made by Ms. Labukas and seconded by Ms. Stein, the Library Board adopted the Remote Participation Policy. 11. ALL-VIRTUAL PARTICIPATION IN PUBLIC MEETINGS POLICY ADOPTION This policy applies if all members are in agreement that a virtual meeting will be held. All of the same requirements for a public meeting apply including public notice. Upon a motion duly made by Mr. Cronin and seconded by Ms. Bracken, the Library Board approved the All-Virtual Participation in Public Meetings Policy. 13. ON-GOING EQUITY DISCUSSION No discussion 14. BUSINESS NOT IN THE AGENDA Mr. Peterson mentioned that two of the current Board members will step down. Ms. Bracken resigned due her graduate school schedule and Mr. Cronin will be submitting his resignation as he is moving out of the area in June. Mr. Peterson also announced that he will not be seeking reappointment. His service will end June 2023. He encouraged the Board to put the word out to people interested in participating. 15. ADJOURNMENT There being no further business, upon a motion duly made by Ms. Johnson and seconded by Ms. Stein, the Board of Trustees voted unanimously to adjourn the meeting at 8:01 p.m. Approved: Copi s: oard ofTrustees, 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 equest a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711.  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING March 15, 2023 SIGN-IN SHEET NAME ADDRESS EMAIL t=k\ ChnA-e!)i"ir) 'l'-t<J"ScetN2f j:-. R:z_/-t,lf b )Oh ·,t]~rl~' \..cOl\ } "' Page 1