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 17, 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, and exceptions were noted: Janis Johnson Jessie Labukas Jeff Peterson Molly Novotny Elise Stein Claire McCray Patrick Cronin – last meeting was April 2023 Mr. Peterson presented the new Board Member Claire McCray who will serve out Bizzy Bracken’s appointment. Ms. McCray has lived in the City for seven years and she works in the communications field. She is enthusiastic to be part of the Library Board. Others present for the meeting: Council Liaison Marybeth Connelly, former Board member and now member of the Mary Riley Styles Public Library Foundation Don Camp, Library Director Jenny Carroll, and Sr. Administrative Assistant Claudia Gutierrez. City Resident Robert Leopold was present as well. 3. RECEIPT OF PETITIONS There was a petition from the Library Director. She wanted to have a formal conversation with the Board about providing recognition and gratitude to exiting Board members for their contribution to the Library Board, in addition to the motion made at their last Board Meeting. The Board agreed to sign a thank you card and mail it to them. Ms. Carroll will mail a card after being signed by the Board to Mr. Patrick Cronin whose last meeting was in April. 4. APPROVAL OF APRIL 19, 2023 MEETING MINUTES Upon a motion duly made by Ms. Novotny and seconded by Ms. Labukas, the Library Board approved the Apr 19, 2023 Meeting Minutes. 5. LIBRARY REPORT AND ANNOUNCEMENTS Library Programs • Ms. Carroll received a thank you letter from Ms. Concepcion Michelle regarding the Jazz program performed at the library on May 16. • On June 4, there will be a panel presentation and discussion - Community Conversations: Desegregation of Libraries. The panel consists of: Chris Barbuschak, Head ofthe Virginia Room at the Fairfax County Public Library, Mr. Edwin Henderson Founder ofthe Tinner Hill Heritage Foundation, Library Staff Member, Paula Hawkins, Senior Pastor at Galloway United Methodist Church, Mr. James Page, Ms. Devanshi Patel Co-founder and CEO of Youth & Family Advocacy and Library Director Jenny Carroll. • Summer Reading starts on June 1. It will be delivered on paper and not digitally as requested through the patrons' feedback. Strategic Plan Update • The final edited version of the Strategic Plan will be sent to the Library Board, Library Staff, and the Library Foundation. It will also be presented to City Council and added to the library website. • Management Team will be meeting with the ReThinking Libraries Consultants to work on the Strategic Plan 12-month work plan. • The kickoff will tentatively be on July 19, with a reception before the Board meeting. The public and participants from the retreat will be invited. It will be posted as a public meeting. • Moving forward, ReThinking Libraries Consultants will meet with Management Team annually for the length of the Strategic Plan to develop 12-month work plans. Other Items • Ms. Carroll will be on leave from May 25 -May 29 and from June 15 - 18. • As part ofthe FY2024 budget, the library received an increase in staff hours. The library now will be open Saturday and Sunday until 4 pm starting on July 1st. The Board thanked Councilwoman Marybeth Connelly. • The Virginia Public Library Directors Association provided the library with two awards: One was for Outstanding Website and the second award was for Outstanding Staff Member both for a population under 25,000. Marshall Webster was recognized for his excellent work as the Adult Services Supervisor. Mr. Webster has worked on several projects including the website re-development, advocating for updating the Falls Church History Room including the database, and the strategic plan process. He provides excellent customer service among other important contributions to the library. • On June 15, the library will be closed all day for Staff Development in the morning and starting at noon the City's Employee Picnic. • On June 19, the library will be closed for Juneteenth Holiday.  • On the weekend of April 22, there was a power surge and it damaged drivers for the globe lights in the stairs and in the children's area, and additional hanging lights. Public Works is working with the vendor since the lights are still under warranty and they will be replaced. In the meantime, a tripod lamp was installed on the bottom of the stairs for use if needed. 6. 1st READING- DRAFT UPDATED COLLECTION MANAGEMENT POLICY & REQUEST TO REVIEW FORM Ms. Carroll presented the policy and form with changes highlighted including hyperlinks, information about collection displays, and information about the Request to Review Materials process and form. The information about the process was added to the Request for Review of Library Materials form and some of the questions were expanded and clarified. The Board discussed the content of the policy regarding the Request for Review of Library Materials including the form and they made some edits to the wording. Upon a motion duly made by Ms. Stein and seconded by Ms. Novotny, the Library Board approved the 1st Reading of the Collection Management Policy & Request for Review form as edited. Ms. McCray suggested adding a hyperlink to the ALA Freedom Act document and to the Library Collection Management Policy under the Request for Review of Library Materials section. 7. QUINN/HOMESTRECH REDEVELOPMENT PROJECT Boards and Commissions were invited to a preliminary workshop on this project at the Planning Commission session on Wednesday, April19. Council has not yet made any determination about this project. Ms. Carroll noted that if the Board has any comments about this project, she can submit them to the Principal Planner Laura Arseneau. There will also be an official referral to Boards and Commissions for comment in the future. The current voluntary concessions include contributions of $200.00 per unit to support City's library facilities. There was a discussion regarding Voluntary Concessions for the library and how they are handled by the City. 8. LIBRARY FOUNDATION REPORT • Tahir Qamar is the new Treasurer for the Foundation. • The Foundation Board discussed a $19,000 donation from a local couple who is interested in supporting technology projects. • The Foundation Board is thinking of having a matching donor drive to raise $20,000 to update/upgrade the Falls Church History Room database. • There have been conversations about the Chet DeLong Annual Award and about expanding the nominees so that employees can nominate their favorite candidate for this award. Mr. Camp highlighted the contributions of Mr. DeLong as a Board member for 25 years and a devoted volunteer for the library.  • Mr. Camp mentioned that the Foundation is open to the possibility of being a recipient of any future proffers for the Library. 9. COUNCIL LIAISON REPORT • The FY2024 Budget was approved by Council. They decided to add $800,000 to CIP projects for sidewalks, paving, crosswalks, and transportation. • In a late June Council Session, the First Reading forT-Zones will happen. • On June 5, there will be a plan update to the Great Streets Project on Park Avenue. • There was a substantial revenue surplus for FY2023. Discussions will take place on where to allocate the funds followed by a budget amendment. • The Eden Center Plan is in progress. Owners are having conversations and interactions with Council, sharing their culture and expressing their concerns. 10. SCHOOL BOARD LIAISON REPORT No report 11. ARTS AND HUMANITIES COUNCIL REPORT • This Council is identifying utility boxes for art wraps. • Working on establishing a sub-committee for their website to keep it maintained. • There was a Mother's Day Tea at Cherry Hill with the Audrey Hepburn musical. • In August, there will be a voluntary recruiting day. 12. ON-GOING EQUITY DISCUSSION No discussion 13. BUSINESS NOT ON THE AGENDA There was a Town Hall Meeting at Meridian High School regarding the City's energy plan. Information was provided on different options and priorities. The presentation is now available online. Mr. Andy Young is the Environmental Sustainability Coordinator for the City has been meeting with City Directors on finding ways to improve energy efficiency within City government. Ms. Carroll will provide the Board with information as it becomes available. She also informed the Board that the library' s HV AC controls have been adjusted and now they match the open library hours. 15. ADJOURNMENT There being no further business, upon a motion duly made by Ms. Stein and seconded by Ms. Labukas, the Board of Trustees voted unanimously to adjourn the meeting at 7:55p.m. Respectfully submitted, Approved: Cop s: 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 Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711 .  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES MEETING May 17,2023 SIGN-IN SHEET NAME ADDRESS EMAIL 'Rol:ett fA R~ bt Zoo ~) ~ Ate il=-bc:E_ r-aberr, Ieo~ \J. 62 fV'~ ~ • Th Page 1