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 September 20, 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 Elise Stein, Board Chair, called the meeting to order at 6:00p.m. 2. ROLL CALL AND INTRODUCTION OF GUESTS The following Board members attended the meeting, and exceptions were noted: Janis Johnson Jessie Labukas Robert Leopold Claire McCray Steve Morse Molly Novotny Elise Stein Others present for the meeting: Council Liaison Marybeth Connelly, School Liaison Sue Dimock, Adult Services Supervisor Marshall Webster, Technical Services Supervisor Billette Ripy and Youth Services Supervisor Jess Borchetta. Also present, were City Manager Wyatt Shields, Library Director Jenny Carroll and Sr. Administrative Assistant Claudia Gutierrez. 3. LIBRARY REPORT AND ANNOUNCEMENTS Mr. Shields presented the City's organizational chart and informed the Board of reorganization of the City Manager's office. He announced to the Board that Library Director Jenny Carroll is to be one of the two new Interim Deputy City Managers. Ms. Carroll will oversee five departments of the City: Mary Riley Styles Public Library, Human Resources, Health and Human Services, Information Technology Services, and Recreation & Parks. Adult Services Supervisor, Marshall Webster will be serve as the Acting Library Director and Pete Sullivan (currently an Adult Services Librarian) will be the Acting Adult Services Supervisor. Next, Mr. Shields informed the board that Andy Young (former Environmental Sustainability Coordinator) will be the second Interim Deputy City Manager who will oversee Public Works and Community Planning and Economic Development Services. Mr. Shields explained the importance of these new positions that will help to enhance the capacity of the City and to better serve the public. These new appointments will start on September 25. There will be a request to City Council for a budget amendment and then there will be a procedure to compete and recruit for all four of these interim/acting positions. The Board congratulated both Ms. Carroll and Mr. Webster, and the library as a whole, and Mr. Shields for the decision made. Ms. Carroll expressed her gratitude and excitement for her new appointment. 4. MANAGEMENT TEAM INTRODUCTION AND DEPARTMENT PRESENTATIONS Administration Department- Jenny Carroll & Claudia Gutierrez I Total 4 staff, 3.5 FTE Ms. Carroll provided an overview of staff and main responsibilities for this department. Activities include managing library operations, strategic planning, developing the annual library budget, liaison to the Library Board, maintaining library financial information, developing policies and procedures, providing professional development opportunities, customer service, supervising library activities, facility management and maintaining the library environment. Ms. Gutierrez, briefly provided a quick overview of her responsibilities and those of the custodial staff. Circulation Department- Lisa Chavez I Total: 8 Staff, 5.8 FTE Ms. Chavez was not present at the meeting. Ms. Ripy provided the Board with an overview of all the duties and responsibilities of this department, since she was the former supervisor ofthe department. Duties include: customer service, service desk coverage, resolution of patron issues, patron account support, managing patron reserves, and locating missing items, processing returned books, maintaining the hold shelf, marketing tasks, newsletters, programming different author talks, and many other tasks. Adult Services and Falls Church History Room (FCHR)- Marshall Webster I Total6 staff, 4.25 FTE Mr. Webster provided an overview of all the tasks, duties and responsibilities for this department including collection development, adult programming, maintaining electronic databases, book discussion groups, service desk coverage, interlibrary loans for books that are not in the library collection, exam proctoring for citizens only, providing Library to Your Door service for patrons who can' t come to the library, and many other tasks. As for the Falls Church History Room (FCHR), staff preserve the collection and the archives, and they provide information to patrons about the culture and history of the City. Staff are currently working on securing a new database for the FCHR to organize and index digital information, including photos and collection documents. Youth Services- Jess Borchetta I Total: 6 staff, 4.25 FTE Ms. Borchetta presented an overview of the department structure, tasks, and activities. The department has been restructured to include librarian positions dedicated to age specific programming and collection development. Other staff tasks include: service desk coverage, programming for ages 0- 18, outreach to City schools and local preschools (Kidstretch), teen volunteer coordination and reading programs. It was noted that for the past summer reading program, there were close to 2,000 total registrants. Technical Services- Billette Ripy I Total: 4 staff, 4 FTE Ms. Ripy provided an overview of the department where materials start their journey through the library. This department provides customer service behind the scenes, with cataloging and processing. Staff also coordinate adult volunteers, manage the donations and book sales, work on the service desks, and provide collection management of portions of the collection. Ms. Ripy is the point person for collection development and works closely with material selectors using the Collection HQ software to assist with weeding and evaluating diversity and equity in the collection. The Technology Coordinator is located in this department and works on troubleshooting software, coordinates larger library technology projects, and collaborates with City IT Services. 3. LIBRARY REPORT AND ANNOUNCEMENTS (CONTINUED) • During September and October, there will be the local author fair in conjunction with the book sale event on the weekend of Sep 30. • The library will be closed on Monday, October 9 in observation oflndigenous Peoples Day. • August statistics showed a significant increase in Circulation and Visits. • The Director presented the MRSPL Annual Report to Council on September 11. • The Great Street Projects is at 60% completed. Ms. Carroll provided comments to the project manager regarding preservation of the current streetscape, light poles located in planters, use of brick pavers and installation of protective bollards next to the ADA parking spaces. The developer provided responses that the items will be evaluated or reevaluated as the project progresses. • The Fall Festival will be on Saturday September 23. Board members will be volunteering at the library booth to provide information to the public along with library staff. Parking will be available at the Kaiser parking lot. 5. RECEIPT OF PETITIONS No petitions 6. APPROVAL OF AUGUST 16, 2023 MEETING MINUTES Upon a motion duly made by Ms. Johnson and seconded by Mr. Leopold, the Library Board approved the August 16, 2023 Meeting Minutes with a minor approval change. 7. COUNCIL REFERRAL: QUINN/HOMESTRETCH DEVELOPMENT • DRAFT LIBRARY BOARD OF TRUSTEE COMMENT LETTER The Board discussed the content of the letter and made changes. Ms. Carroll had provided to the Board a table of MRSPL Voluntary Concessions (VCs) from development projects. Upon a motion duly made by Mr. Leopold and seconded by Mr. Morse, the Library Board approved the letter with the edits and changes made. 8. LIBRARY FOUNDATION REPORT • For the Fall Festival, the Foundation will provide volunteers for the beer garden and candy and brochures for the MRSPL booth. 9. COUNCIL LIAISON REPORT The Council went back in session in September. No new items to report. 10. SCHOOL BOARD LIAISON REPORT Ms. Dimock reported ongoing town hall community meetings regarding early release on Wednesdays. The School Board is accepting comments and concerns from the community on this topic. There were positive comments about the new school start time and bus schedule. 11. ARTS AND HUMANITIES COUNCIL REPORT This council has a representative for the 75 1h Anniversary of the City of Falls Church group. 12. ON-GOING EQUITY DISCUSSION No discussion 13. BUSINESS NOT ON THE AGENDA None 14. 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 7:46 p.m. Respectfully submitted, Approved: Elise Stein Chai erson 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 equest a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711.  MARY RILEY STYLES PUBLIC LIBRARY LIBRARY BOARD MEETING September 20, 2023 SIGN-IN SHEET NAME ADDRESS EMAIL ~~ \va-1llf,. 11. 0 tJ \J\rs\ I N1l- ftve, r(. , 2').lSI\~ rn 'tJ ,~ht.(l,.@ ~n)~ .JJ..91'J li£8& jC$Jlc.c_ ~ \con. "''"'f:.~'"' ~ ~\~ C ~-vv~ ,) br e-\,e_,t\-c.-~~J\~c 'v-->rJv - -zzoU;t., '6 :tt..-U::':\112 12.r? "'1 IZ-6 tJ \/ tr<),\'\.1~ /)r.'-lll F<:tll:> t',L-.. rrch VI\ b ,;?'[@ ~\I<SC1.\Yc~v o. w A- .,,s; Gu!J<) ';oo PMv( ~-<- Vf IN I j;({1:V,Wr(h ~ 01cot1 f/1 orL6) +:, r& ~ /.. I' I u .!'-" Page 1