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 June 21, 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 NEW BOARD MEMBERS AND GUESTS The following Board members attended the meeting, and exceptions were noted: Jeff Peterson Jessie Labukas Janis Johnson Claire McCray Robert Leopold Molly Novotny- Absent, excused Elise Stein - Absent, excused Mr. Peterson introduced new Board Member Robert Leopold, who will serve out Patrick Cronin's appointment. Mr. Leopold has a background as a Cultural Anthropologist and Archivist. He is retired and has lived in the City for 26 years. Mr. Peterson also introduced Mr. Steve Morse, who will replace Mr. Peterson at the July Board meeting as an official board member. Mr. Steve Morse has been a City resident since 1994 and retired after working 35 years for an Elementary School in Arlington. Others present for the meeting: Council Liaison Marybeth Connelly, Library Director Jenny Carroll, and Sr. Administrative Assistant Claudia Gutierrez. 3. RECEIPT OF PETITIONS No petitions. 4. APPROVAL OF MAY 17, 2023 MEETING MINUTES Upon a motion duly made by Ms. Labukas and seconded by Ms. McCray, the Library Board approved the May 17, 2023 Meeting Minutes with minor changes. 5. LIBRARY REPORT AND ANNOUNCEMENTS Library Programs • June and July adult and children programs have increased, including teen arts and crafts programming, and performers for the summer. All the events are posted on the library website. • The library is closed for the 4th of July holiday. Strategic Plan Update • On July 19, there will be a reception before the board meeting for the newly adopted Strategic Plan for all the participants, including Boards and Commissions and City Council. Other Items • Starting in July, the library will be open on Saturday and Sunday from 10:00 am to 4:00 pm due to the additional funding for staffing. • The Community Survey results showed a 90% satisfaction rating for the library. This survey is statistically rated, and randomized with a minor percentage of error, included 400 participants, and matched the demographics of the residents of the City. The demographic breakdown of results are helpful in determining additional focus areas for outreach. The Community Survey will be completed biannually. • Ms. Carroll passed around a thank you card to be signed for former Board member Mr. Patrick Cronin. • In July, the Board will have a Business Meeting where the Board adopts the bylaws and thee-participation policy, and the election for the Board Chair and Vice Chair will occur. Also, there will be a review of the Strategic Plan. • Three new Library Assistant I's were hired to fill vacancies. Their names are Ms. Medha Davis, Ms. Wella Lobaton, and Ms. Kathi Pike. There was a request to have a thank you card for Ms. Bizzy Bracken. Ms. Carroll mentioned that the globe lights on the stairs and the children's play area will take a long time to be repaired due to scaffolding work and availability of parts. The Department of Public Works is working with the warranty to cover the costs of replacements. Ms. Carroll also informed the Board that between 18-20 people attended the Desegregation Program last weekend. It was covered by the FCCTV (Falls Church Community Television) and a link about this program will be posted on the library' s website. 6. 2"ct READING- DRAFT UPDATED COLLECTION MANAGEMENT POLICY & REQUEST TO REVIEW FORM Ms. Carroll presented the updated policy and review form including the comments and adjustments that the Board suggested. She suggested adding language under the request for review of materials regarding who can submit a request. The Board agreed amend the second reading wording of the submission of a request to review materials to be changed so that only City resident cardholders can submit a request. Another edit included was the date to receive any request for appeal, which must be timely and consistent with the posting of the Board meeting law requirements. The form didn't have any changes. Upon a motion duly made by Ms. Johnson and seconded by Ms. Labukas, the Library Board approved the 2"d Reading of the Collection Management Policy & Request for Review form as edited. 7. DRAFT FY2023 ANNUAL REPORT FOR REVIEW AND ADOPTION Ms. Carroll presented the Annual report. Once the Board approves it with the caveat that the final numbers will be entered when the fiscal year 2023 ends, it will be completed and presented in July to the Board. Then it will be presented to City Council. Some of the highlights were the Strategic Plan for the next five years, including an update to the library's Vision, Mission, and Values, the new library website and branding driven by Adult Services Supervisor Marshall Webster, the Community Survey results, the Desegregation of Libraries panel presentation, and the 4 Star Library Award from Library Journal. Of note, Mr. Webster put all his dedication and hard work into the website and the library received the 2023 Outstanding Website Award for libraries from the Virginia Public Library Director Association. Also, Beth Meadows, who is a librarian in Adult Services, was the Chet De Long Award recipient this fiscal year. The Board suggested some edits and changes. There was a suggestion to change some of the colors in the report for people who have visual impairments. Upon a motion duly made by Ms. McCray and seconded by Ms. Johnson, the Library Board adopted the FY2023 Annual Report as amended. 8. REVIEW OF CHAIR AND VICE-CHAIR RESPONSIBILITIES Ms. Carroll reviewed the Chair and Vice-Chair roles and responsibilities as a preview of the election in July. Mr. Jeff Peterson will be stepping down from the Library Board at the end of June. Mr. Peterson expressed enjoyment being a Board Member and has been pleased to work with this institution as a representative of the Community throughout the years. He especially enjoyed working on the library renovation project. Ms. Connelly, Ms. Carroll, and Ms. Gutierrez expressed their gratitude to Mr. Peterson. Upon a motion duly made by Ms. Labukas and seconded by Ms. Johnson, the Library Board congratulated Mr. Jeff Peterson and expressed their gratitude and appreciation for the 16 years of dedicated work, knowledge, and service provided to the Library Board. 9. LIBRARY FOUNDATION REPORT Ms. Carroll mentioned that the Foundation Board is meeting monthly, and they will be participating in the Fall Festival. They are also getting ready to start their annual campaign. 10. COUNCIL LIAISON REPORT • Council will review and vote on the East End Small Area Plan on June 26. This plan area is adjacent to the Seven Comers and Oakwood Cemetery and includes the Eden Center. • T -Zones Proposal's first and second readings will come in the summer. Some of the changes include allowing townhouses and multifamily units in order to increase housing options. There will be a walking tour of the neighborhood on June 26 starting at the library. • The Great Streets Project Plan for Park Avenue is 60% designed. It will be presented to Council on August 7. • Ms. Connelly asked Ms. Carroll to keep track of the library visit statistics after the 2 additional hours for the weekend starting on July 1. 11. SCHOOL BOARD LIAISON REPORT No report 12. ARTS AND HUMANITIES COUNCIL REPORT • At May's meeting they had an Eden Center representative from the Literary and Artistic Club. • This Board is preparing to attend the Tinner Hill Festival. • They are getting public art ready for Founders Row II and they are working on a Falls Church Art Day for 2024. Ms. Connelly mentioned there is a large blank wall at the West End Project and this Board has been discussing ways to add public art to the area. There were comments about the possible options for the new supermarket on the West End Project. Nothing has been decided yet. 13. ON-GOING EQUITY DISCUSSION No discussion 14. BUSINESS NOT ON THE AGENDA None 15. ADJOURNMENT There being no further business, upon a motion duly made by Mr. Leopold and seconded by Ms. Labukas, the Board of Trustees voted unanimously to adjourn the meeting at 7:31 p.m. 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 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 June 21, 2023 SIGN-IN SHEET NAME ADDRESS EMAIL 5-fev~ /111 or?e.. ,2:z..,3. 5 . L--=~ S-f: ~v~ vc:z_<@ .sta. rl""o 1-< Page 1