Document #5.1 Board of Library Trustees Meeting July 22, 2015

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The Public Library of the District of Columbia Board of Library Trustees Meeting

Minutes Martin Luther King Jr. Memorial Library

Wednesday, May 27, 2015

The regular meeting of the Board of Library Trustees was held at 6:00 p.m., Wednesday, May 27, 2015 at the Martin Luther King Jr. Memorial Library, 901 G Street NW, Gregory McCarthy, President, presiding. Present: Gregory McCarthy, President; Neil Albert, Vice President; Richard Reyes-Gavilan, Executive Director and Secretary-Treasurer; Donald Richardson; Brenda Richardson; Valerie Mallett; Faith Gibson Hubbard; and Vincent Morris. Not in attendance: Karma Cottman. Guests at the Board Table: Susan Haight, Federation of Friends President; and Linnea Hegarty, DC Public Library Foundation Executive Director. The meeting was called to order at 6:05 p.m. Roll Call Mr. Gregory McCarthy requested roll call. Quorum was reached. Adoption of the Agenda The motion to adopt the agenda was approved. Introduction of Attendees Attendees stated their names and association. Approval of Minutes The motion to approve the minutes of the March 25, 2015 Board meeting was approved. Public Comments Mr. McCarthy stated the practice of the Board of Library Trustees to entertain public comments, however there were no public comments. President’s Report Mr. McCarthy began his President’s Report by discussing the annual appropriations process for DCPL. He stated that the request to move up funding for the MLK Library Modernization was proposed by the Mayor and adopted by the Education Committee and full Council. Additionally, the operating budget looks healthy and should not affect programs despite a slight reduction. He reminded that the budget is not yet final because it has to go through a second round of votes. Finally, he concluded that the legislative support shows the great demand for services provided by DCPL and thanked staff for all they do.

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Executive Director’s Report Mr. McCarthy introduced Mr. Richard Reyes-Gavilan, DC Public Library Executive Director, to deliver his Executive Director’s Report. Mr. Reyes-Gavilan first introduced Mr. Davis Filippell, of Strategy &., consultant on the DCPL/DCPS Shared Technical Services Study. He thanked staff that helped plan and organize DCPL Staff Development Day on April 29 and commended inspiring keynote speaker Dr. Robert Simmons. Mr. Reyes-Gavilan next noted the transfer of $1.4 million from Council Member Cheh and the Transportation Committee into the library’s budget for maintenance. These funds will allow DCPL to carry out planned spruce ups of the Shepherd Park and Chevy Chase Libraries. Additionally, DCPL received $450,000 on behalf of Council Member Allen for the Books from Birth Establishment Amendment Act of 2015. The funding will be used for books as well as two staff positions. Mr. Reyes-Gavilan then discussed current events, and invited all Board members to join him and Mayor Bowser at the opening of the Fabrication Lab (Fab Lab) on Friday May 29. He thanked the Washington Nationals for arranging participation of Drew Storen at the Summer Learning press conference scheduled for Tuesday June 2. Finally, he discussed the MLK Library Modernization and the forthcoming blocking and stacking exercises to be discussed amongst the Board at the June Committee meetings. Finance Committee Report Mr. McCarthy introduced Mr. Don Richardson, Finance Committee Chair, to present the Finance Committee report. Mr. Richardson stated that Council met for their first vote on the FY16 budget and $1.4 million in funds were restored to DCPL’s FY16 budget. He noted that Council would cast a final vote on June 16. He then discussed the current FY15 budget and personnel fund pressures, which require reprogramming. Mr. McCarthy asked how DCPL would manage overtime to alleviate spending pressures. Ms. Tammie Robinson responded that Business Services departments including IT, Custodial and Public Safety will be adjusted and the overnight shift will be eliminated. Mr. Neil Albert then inquired about the impact of the 3rd shift cut on spending pressures in the current fiscal year. Mr. Jonathan Butler responded that the impact of loosing the 3rd shift means loosing detailed cleaning at night. Additionally, pressure was created by extended leave such as workman’s comp and a reduction should have a positive affect on the budget. Facilities Committee Report Mr. McCarthy introduced Mr. Neil Albert, Facilities Committee Chair, to deliver the Facilities Committee Report. He stated that the schematic design phase of the MLK Library Modernization is 35% complete and a building programming is being developed. He also noted that community engagement would continue through September. He reported that DCPL would not pursue historic tax credits because the process is complex and could jeopardize the project

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timeline. Mr. Albert said that interim space is being identified with the help of the Department of General Services (DGS). He explained that there are two interim service models being explored. The first would keep all services in the same building and the second would spread the services in different locations throughout the city. He specified 801 North Capitol Street, and University of the District of Columbia as potential interim spaces and noted that Shaw Junior High was ruled out. Mr. McCarthy asked if the project timeline was on track. Mr. Albert responded that the project is on track and DGS is helping to move the process along. Mr. Vincent Morris asked if there are statistics available on Metro access to the MLK Library and said the interim should be Metro accessible. Mr. Albert agreed that access to bus and rail is a high priority. Mr. Morris asked if the collection would be accessible by the public. Mr. Reyes-Gavilan explained that DCPL hopes to warehouse the majority of the MLK Library collection and circulate items via the holds system. Additionally, this process should make the collection more discoverable because it will be more relevant and up-to-date. Mr. McCarthy asked if the Board should be concerned with any issues in the design process. Mr. Albert responded that the Board would have an opportunity to review high-level designs and give input. Mr. Reyes-Gavilan added that DCPL would rely on the architects to give recommendations on the nuanced elements of the design. Mr. Albert next stated that community engagement on the Cleveland Park Library renovation has kicked off and interim space is being explored. As a result of the Mayor’s budget, Shepherd Park Library will receive $1 million for a spruce up. Chevy Chase Library will get close to $500,000 for a spruce up. The Capitol View Library renovation budget was reduced from $10.5 million to $4.5 million. The Palisades Library renovation budget was reduced from $15 million to $8.2 million. Finally, he stated the HVAC has been working well across the system and landscape maintenance has begun. Ms. Brenda Richardson thanked staff for ensuring the flagpole at Capitol was fixed then inquired about the original building sign. Mr. Butler responded that he would investigate the whereabouts of the sign. Performance Oversight Committee Report Mr. McCarthy introduced Ms. Valerie Mallett, Performance Oversight Committee Chair, to give the Performance Oversight Committee Report. Ms. Mallett first discussed the performance report noting that the statistics are normal. Despite a decrease in web visits, there was increase in digital library circulation with many people accessing the collection through other sites such as Facebook and Overdrive. Ms. Faith Gibson Hubbard asked if website visits can be counted by the other sites. Mr. Reyes-Gavilan responded that the other sites do count website visits. Next, Ms. Mallet introduced Ms. Judi Greenberg to give an update on strategic planning. She said that a Strategic Planning Working Group was formed and meets bi-weekly. Staff focus groups have begun and will continue through June. She noted that the Guiding Principles were updated with the feedback received from the Board and are being used as an exercise in the

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focus groups. She added that the Staff Survey is the next step in the strategic planning process, followed by topical focus groups involving community partners and stakeholders, and finally community focus groups. Ms. Brenda Richardson inquired about the impact of low participation from the community. Ms. Greenberg replied that community meetings could always be added. Ms. Richardson also asked if Board members will be invited to participate in the community meetings and if there will be a meeting East of the River. Ms. Greenberg confirmed that Board members will be invited and there would be one or more community meetings East of the River. Mr. McCarthy requested that the Strategic Planning process be as timely as possible to allow a draft Strategic Plan to help inform the FY17 budget process. Ms. Greenberg assured him that the timeline is a generous estimation and the process is on track. Library Fines Policy Next, Mr. Reyes-Gavilan led a discussion on the Library Fines Policy intended to eliminate fines and penalties for youth. He explained that removing fines would eliminate the need for parents to sign library card applications. This would allow most students to be automatically registered for a library card through their DC One Card. He also noted that most large urban public library systems have eliminated fines for youth and teens. Ms. Gibson Hubbard asked about standards for borrowing restrictions at libraries that have no financial penalties. Mr. Reyes-Gavilan responded that Nashville and Columbus have barrier free access with borrowing restricted to three items. He also explained that if the Board votes on the policy, decisions regarding card restrictions and borrowing limitations could be made later. Mr. McCarthy asked why the policy is applicable up to 20-years of age. Mr. Reyes Gavilan replied that it would allow DCPL to serve as many students as possible. The policy would give more students better access, which could result in increased circulation. Mr. McCarthy asked how DCPL would conduct outreach to ensure students become library users. Mr. Reyes Gavilan replied that the implementation of a DCPS/DCPL Shared Technical Services department would ensure participation by granting students in public schools on the spot access to public library books. Mr. Morris asked if there is data on the anticipated loss of materials and associated funds if the policy is implemented. Mr. Reyes-Gavilan noted that the information can be compiled and that in FY14, the library collected $115,000 in fines for the DC General fund. Finally, Mr. Reyes-Gavilan explained that the policy would be available for public input for 30 days before it officially goes into effect. Mr. McCarthy motioned to adopt the policy. All Board members voted in favor. The policy was adopted.

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Library Foundation Report Ms. Linnea Hegarty, Executive Director, DC Public Library Foundation delivered the report on Foundation activities. First, she announced the kickoff of Summer Reading and thanked the Washington Nationals for committing to player appearances, two summer reading tickets for each child that completes the program and a donation of 2,500 books for kids. She added that the Nationals have committed to a 3-year partnership with DCPL. Additionally, Chipotle is also continuing sponsorship and providing burrito coupons for participant completion. She then noted that the Maker in Residence program has officially kicked off. The makers are Michael Lacovone and Billy Friebele, founders of DC Based FreeSpace Collective. Free Space Collective will use the Labs @ DC Public Library to develop and expand upon a 3-D printed map of the area surrounding the MLK Library, and an Arduino-based, interactive bot. She invited all Board members to the Our City Festival, which features film, literature and music. Finally, she asked the Board to save the date for Uncensored Opening Night on September 25 in conjunction with Banned Books Week. Mr. Morris asked if 2015 is the first year for adult Summer Reading. Ms. Hegarty responded that it is the second year of adult Summer Reading. He also asked why preregistration is required for the Our City Festival, a free event. Ms. Hegarty explained that it is helpful to anticipate participants and ensure adequate supplies. Federation of Friends’ Report Ms. Susan Haight, President of the Federation of Friends, gave her report on Friends activities. The Federation has been busy with advocacy efforts, and is strengthening membership and focused on targeting younger members. Ms. Hegarty added a thank you to the Federation for their support of Summer Reading. New Business There being no more new business, the meeting was adjourned at 7:51 p.m.