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 December 13, 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 Ms. Elise Stein 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: Elise Stein Janis Johnson Jessie Labukas Robert Leopold Molly Novotny Steve Morse Claire McCray - Electronic participation MOTION: I move that the Library Board of Trustees approve electronic participation by Ms. Claire McCray in tonight's meeting, for personal reason(s), pursuant to the Library Board of Trustee's Policy on Participation in Meetings Through Electronic Means. AYE NAY Notes: ELISE STEIN v JANIS JOHNSON v Moved: Ms. Stein JESSIE LABUKAS v Seconded: Mr. Morse ROBERT LEOPOLD v MOLLY NOVOTNY v STEVE MORSE v Others present for the meeting: Council Liaison Marybeth Connelly, School Board Liaison Sue Dimock, Acting Director Marshall Webster, and Sr. Administrative Assistant Claudia Gutierrez. Library staff Ms. Olga Kosenko and Paula Hawkins attended the meeting as well. 3. RECEIPT OF PETITIONS NONE 4. UPDATE ON 125T11 LIBRARY ANNIVERSARY On November 16, the library's 125 1h Anniversary team presented their plans for the celebration to Mr. Leopold (representing the Board), Mr. Donald Camp (representing the MRSPL Foundation), and Mr. Jeff Peterson (representing VPIS) . Mr. Leopold briefly reported back to the Board what he learned from the meeting and praised staff for their enthusiasm and hard work. Mr. Webster then shared the agenda from that meeting and emphasized that the 125th celebration would extend throughout 2024 and not only focus on the library's past but also highlight the library's strategic plan and future goals. A 1251h Anniversary Kick Off Open House will be held on Saturday, January 13, and will include a birthday-themed story time, an open reception with refreshments, and a formal ceremony at I :00 pm featuring a reading of a Council Proclamation and the unveiling of a new Mary Riley Styles portrait photo to be hung in the library. Ms. Hawkins added that there will be displays in the library from the Falls Church History Room that Ms. Kosenko is carefully creating, including a few titles from the original 1899 book collection. Ms. Hawkins also remarked on the importance of sharing with the community the historical development of this library and how it mirrors the general history of public libraries throughout the country. The Styles Family have been contacted and invited to the kick-off event and invitations will be sent out to different groups in the community in the coming days. Mr. Webster encouraged the Board to attend the event and volunteer if able. 5. APPROVAL OF NOVEMBER 15, 2023 METING MINUTES Upon a motion duly made by M r. Leopold a nd seconded by Ms. J ohnson, the L ibrary Board approved the November 15, 2023 Meeting M inutes with a minor change. Ms. Novotny a bstain ed from voting since she was absent from tha t meeting. 6. LIBRARY REPORT AND ANNO UNCEMENTS Closures • Holiday party for library staff and volunteers on Friday December 15 . The library will close from 3-5 pm. • Christmas Holiday: Library will be closed from Friday December 22 thru Monday December 25. • New Year's Holiday: Library will be closed on Monday January 1. • Martin Luther King Holiday: Library will be closed on Monday January 15. taff  This year's recipient of the MRSPL Foundation's Chet DeLong Award for Outstanding Service is Youth Services Librarian Cathy Breen. Ms. Breen was recognized by the Foundation for her extensive knowledge of children's literature, ability to connect with children through story time, and overall 20-year dedication to the library and community. In January, there will be a formal presentation to Council honoring Ms. Breen. Past recipients of the De Long Award include Eric Albrecht, Claudia Gutierrez and Beth Meadows. Upcoming Programs • Winter Read Aloud starting early winter. • Monday January 8 - Nailed It: Cupcake Decorating for teens • Monday January 8- Poverty: A solvable problem by Shared Humanity Project • Tuesday January 9- Poetry Circle (monthly pilot program) • Saturday January 13- 125th Library Anniversary kick-off • Saturday January 20- Jazz concert with Stephen Arnold & the Sea Change • Sunday January 21- Author talk with Novelist Burt Salomon The Murder of Andrew Johnson Building • On Tuesday December 12, the library opened late - at 1 pm - due to a City-wide power outrage. City IT and staff were enormously helpful getting the library back up and running when power was restored. • A 55" TV was installed in the Teen Room. Purchased using Jemily Foundation funds, the TV will be used for Switch games and other programs. • The lights in the rear parking lot are now both working. Other Items • Council passed a resolution adopting its 2024 Legislative Agenda for the General Assembly, which included recommendations approved by the Library Board in November. • The recent used book sale raised over $2,000. Kudos to Tech Services Supervisor Billette Ripy who has been doing great work organizing and promoting the sales. 7. DRAFT INTERNET & COMPUTER USE POLICY -2ND READING Mr. Webster presented to the Board the policy which included changes and suggestions provided by the Board last month during the first reading. Mr. Webster mentioned that the goal is to reduce the total number of library policies to 15-20 documents and ideally review them annually. There was a question from the Board about whether the library will need a policy for the new video games in the Teen Room, which Mr. Webster will explore. Upon a motion duly made by Ms. Labukas and seconded by Mr. Morse, the Library Board approved the Internet & Computer Use Policy with a minor change. 8. DRAFT LIBRARY ARTWORK POLICY -2ND READING  Mr. Webster presented to the Board the policy which included changes and suggestions provided by the Board last month during the first reading. Upon a motion duly made by Ms. Novotny and seconded by Ms. Johnson, the Library Board approved the Library Arhvork Policy as amended. 9. LIBRARY BUDGET & STAFFING 101 Mr. Webster presented to the Board a budget primer and overview in preparation for the FY25 budget, which will be reviewed by the Board in early 2024. The presentation outlined the Boards rule in the budget process; key funding sources and expenditures; and library staffing. The Board asked questions about how staffing is determined on weekends and specifically when staff arrive before opening on weekends. Mr. Webster related that on December 11, City Council issued budget guidance which will inform the City Manager's budget priorities. Ms. Connelly mentioned that Council is considering a reduction in the tax rate this year due to new revenues resulting from the City' s recent building development and associated growth. The budget process will include public townhalls, discussions and eventual adoption by Council on May 13. Mr. Webster also recommended that the January meeting be rescheduled for January 31 so that the library's proposed budget can be presented shortly after the City Manager releases his specific budget directives, expected in mid-January. Upon a motion duly made by Mr. Morse and seconded by Ms. Novotny, the Library Board approved changing the January Board meeting to the 3tst. 10. LIBRARY FOUNDATION REPORT No 11. COUNCIL LIAISON REPORT • Council is working on FY2025 budget. • There was an election in November and last Monday the two newly elected Council members were sworn in and will start work after January 1. Council will be voting for a Mayor and Vice Mayor and will assign Council liaisons to City and regional boards and commissions. • Mr. Phil Duncan and Mr. David Tarter will be stepping down from Council after several years of service. • There is a new state Senator Jennifer McClellan, and Council is will be meeting with her. 12. SCHOOL BOARD LIAISON REPORT • Last night the School Board voted for the secondary campuses to be open at 8:30 am to 3:10 pm with continued early release Wednesdays. This will be implemented in the Fall. • Due to the growth of the City, the schools will likely ask for a budget increase. • Ms. Dimock announced that she will step down from the School Board. A new school board  liaison will be assigned to the Library Board. However, that person may not attended every meeting but will provide periodic reports as needed. • The Board thanked Ms. Dimock for her service to the schools. There was a suggestion for Mr. Webster to check monthly with the School Board liaison in order to report any important information back to the Library Board. It was noted Ms. Connelly can also provide updates when possible if she continues as the Library Board's Council liaison in 2024. 13. ARTS AND HUMANITIES COUNCIL REPORT • The administrative procedures will be revised in a January/February timeline. • The request for qualification over many City utility boxes will start in January and be finali zed in the spring. • Madeline 's Christmas is playing at the Creative Cauldron. 14. ON-GOING EQUITY DISCUSSION There was a request to provide equity related report outs, like upcoming programs or new services, in this section more frequently if it is to remain a recurring agenda item. It was also noted that the Eden Center will have a Vietnamese Heritage Day at the Cherry Hill farm house this late spring/summer. 15. BUSINESS NOT ON THE AGENDA. None 16. ADJOURNMENT There being no further business, upon a motion duly made by Mr. Leopold and seconded by Mr. Morse, the Board of Trustees voted unanimously to adjourn the meeting at 8:01 p.m. Respectfully submitted, Marshall Webster Acting Library Director Approved: Elise Stein Chairperson Copies: Board of Trustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, Library Web Page. lfhe 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 December 13, 2023 GUEST SIGN-IN SHEET NAME ADDRESS EMAIL "Jf/~$~ ~ tV, ,ra,_,~~ 7;1 llLIIrr~. J.o'i:wC7ilfa)'q@ Olja~ ~a-'1. c..o.--, 1--Pa~\. u. .u(A.\,""' ~ L;, V7~ (\l')i PL - ~U (~IU'.lk2.2Q"f(, p ~tAN.t J\u ~ Q ,1) ':;;:;... "' ( ,, i7 v "\i J ~-~. v Page 1