THE PUBLIC LIBRARY OF THE DISTRICT OF COLUMBIA, WASHINGTON, DC

MEETING, BOARD OF LIBRARY TRUSTEES

MINUTES
WEST END NEIGHBORHOOD LIBRARY, MAY 28, 2008

The regular meeting of the Board of Library Trustees was held at 6:00 p.m., Wednesday, May 28,
2008 at the West End Neighborhood Library, 1101 24th Street, NW, Bonnie Cohen, Vice-
President, presiding.

PRESENT: Bonnie Cohen, Vice-President, John Hill, President (for a portion of the meeting),
Richard Levy, James Lewis, Guitele Nicoleau, Myrna Peralta, Donald Richardson, Ginnie
Cooper, Chief Librarian and Secretary-Treasurer.
ABSENT: Brenda Richardson

GUEST AT THE BOARD TABLE: Tom Susman, President, DCPL Foundation

The meeting was called to order at 6:05 p.m.

ADOPTION OF AGENDA
The motion to adopt the agenda was approved.

MINUTES APPROVAL
The motion to approve the minutes was approved.

PRESIDENT’S REPORT
Vice President Bonnie Cohen introduced Rick Kuhn and Zena Howard of The Freelon Group
Architects and congratulated them on receiving an American Institute of Architects (AIA)
Triangle Merit Award in the un-built category for its design of the new Anacostia Neighborhood
Library. Mr. Kuhn, the principal designer, presented the award certificate to Chief Librarian
Ginnie Cooper and the Board.

Ms. Cohen asked John Hill if he had any comments he wished to make. Mr. Hill congratulated
Chief Librarian Cooper and staff for the recent successful Community Design Meeting at
Georgetown. He also said that there has been talk of using the Old Carnegie Library as a possible
new library site and that talks are being held with the Office of the Deputy Mayor but nothing has
been decided and several options are being considered.

CHIEF LIBRARIAN’S REPORT

Ginnie Cooper announced that the entire staff of the DC Public Library will participate in
diversity training during the months of May through July. She said that Jeff Bonvechio and Chris
Wright participated in a Library Journal sponsored institute “Going Green”. The institute focused
on successful steps libraries across the country are taking toward implementing sustainable
building practices. Ms. Cooper thanked Elissa Miller, Interim Director, Collections, for her
participation as a presenter in a workshop on “Expert Tips for Developing Spanish Language
Collections” for librarians from DC, Maryland and Virginia. She then introduced Pamela Stovall,
Associate Director of the Martin Luther King Jr. Memorial Library, who gave a brief presentation
of a program and week-long exhibit on peace and reconciliation co-sponsored by the Embassy of
Israel, the DC Public Library and B’nai B’rith International. Next she introduced Yvette Davis,
Community Youth Services Coordinator, who provided a presentation on the 2008 Summer
Reading program.

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West End Neighborhood Library Report
Lucy Thrasher, Branch Librarian, welcomed the Board and the public to the library and
introduced staff and Susan Haight, President of the Friends of the West End Library, who talked
about how the Friends partner with the library.

Contracts Review Committee Report

There was no report. The document, including information about two contracts which were
approved by the Committee in April and May, was received.

Finance Committee Report

Keith Fletcher, Agency Fiscal Officer, reported that about 60% of the year is completed and the
Library is where we expect to be at this time in Fiscal Year 2008. The FY 2009 budget at this
time, with final approvals pending, is $45M with an additional $2M to be provided by City
Council for operating the interim libraries.

Facilities Committee Report

Richard Levy, Chair of the Facilities Committee, reported that the design work for the four
libraries soon to be under construction is moving along very well and he thanked Edward
Hampton, Director, Facilities Management, for the great work that is being done by Facilities
staff. Jeffrey Bonvechio reported on the Multi-Year Multi-Source funding and said that at this
time all projects are on schedule.

Program Committee Report

Program Committee Co-Chair Guitele Nicoleau introduced two policies for discussion and
approval by the Board. The first was a Privacy Policy to assure that personal information of
library users is protected. Nancy Davenport, Interim Director of Library Services, reported that
the policy was developed by looking at DC law to be sure we were in compliance, looking at
policies of urban libraries nationwide, and looking at policies at public libraries in the greater
Washington, DC metro area. There was agreement to a request that the term “agent” under the
Consent portion of the policy be changed to “any third party working under contract”. A motion
to accept the policy with the change as recommended was adopted.

Ms. Nicoleau then introduced a second policy on Meeting Room Use. Pamela Stovall said that
staff looked at practices nationwide and in neighboring counties in crafting this policy. The intent
is to keep the use of meeting rooms free of charge and to have a policy that is fair and easy to
administer. There was a suggestion that the meeting room form be revised to remove room blocks
and put in three hour times; there were no suggestions to change the policy. A motion to accept
the policy was approved. The revised forms which are used in conjunction with the policy will be
submitted to the Program Committee for review; no further Board action is required.

Public Services Report

Nancy Davenport reviewed and highlighted Library Performance Measures and Statistics for the
second quarter of FY 2008 noting that circulation is up overall from the first quarter of the year.

Business Services Report

Eric Coard, Chief Business Officer, gave an update on Council Committee hearings of April 14,
April 19 and May 13. Highlights included concern expressed by the Committee on Libraries and
Parks and Recreation at the reduction of a significant number of frontline positions in FY 2009

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from the Library base and that this reduction will impact extended hours, weekend hours and
Sunday hours of operation. Other Council Committee comments included praise for the progress
being realized with the advent of the independent procurement authority and the full staffing of
the Library’s Capital Construction division, and praise for Chief Librarian Ginnie Cooper and her
staff in the progress on four capital projects at Anacostia, Benning, Watha T. Daniels/Shaw, and
Tenley. At the April 19 Council Committee hearing the majority of the discussion centered on
either alternative sites for the Benning Library or mixed use development at the Tenley Library
site, Mr. Coard said. The Committee deferred to the Board of Library Trustees and the Executive
Branch on the outcome of the plans for the Tenley and Benning sites, but does so with the
understanding that regardless of the outcome of site determination and development, an opening
date of 2010 will be adhered to.

Foundation President’s Report

Tom Susman, President of the Foundation, reported that the Foundation once again received a
clean audit; the Georgetown Restoration and Recovery Fund has passed the $100,000 mark; the
Foundation is completing a comprehensive “background” piece outlining accomplishments of
DCPL and the Foundation; and the Foundation is working with DCPL staff to create
enhancements to the children’s spaces at all interim libraries. Ginnie Cooper thanked Mr. Susman
for the Foundation’s fundraising for the African American Legacy Fund, a portion of which was
used to restore the Tuskegee Airmen’s exhibit at the Martin Luther King Jr. Memorial Library.

Federation of Friends President’s Report

Mr. Huffine was unable to attend this meeting and there was no report given.

New Business
There was no new business.

Public Comments
At 8:00 pm, the Public Comments portion of the meeting began. Vice President Bonnie Cohen
read the policy about time limits per person during public comments and opened the floor.

Comments were given and concern expressed about the Benning library and the process of
involving the public as design work and plans for the new library building take shape. There was
also a concern about the status of the central library. One member of the public talked about the
low rate of literacy in the District and how the Library could help.

The meeting was adjourned at 8:47 pm.

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