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Document #5.1 - Board Meeting Minutes - Dorothy I Height - Benning Library - May 28 2014

Document #5.1 - Board Meeting Minutes - Dorothy I Height - Benning Library - May 28 2014

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Published by: Gary Romero on Jul 22, 2014
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Document #5.1 Board of Library Trustees Meeting July 23, 2014 1
The Public Library of the District of Columbia
Board of Library Trustees Meeting
Dorothy I. Height/Benning Neighborhood Library
Wednesday, May 28, 2014
The regular meeting of the Board of Library Trustees was held at 6:00 p.m., Wednesday, May 28, 2014 at the Dorothy I. Height/Benning Neighborhood Library, 3935 Benning Rd. NE, John W. Hill, Jr., President, presiding.
 John W. Hill, Jr., President, Bonnie R. Cohen, Vice-President, Valerie G. Mallett, Myrna Yvette Peralta, Gregory M. McCarthy, Donald Richardson, Faith Gibson Hubbard, Neil Albert, Brenda L. Richardson, Richard Reyes-Gavilan, Executive Director and Secretary-Treasurer.
Guests at the Board Table:
 Susan Haight, President, Federation of Friends and Linnea Hegarty, Executive Director, DC Public Library Foundation. The meeting was called to order 6:02 p.m.
Adoption of the Agenda
 The motion to adopt the agenda was approved. Mr. John W. Hill, Jr. called a moment of silence to honor the late Maya Angelou whose death was announced earlier in the day.
Approval of Minutes
 The motion to approve the minutes of the March 26, 2014 Board Meeting was approved.
Public Comments
 Mr. John W. Hill, Jr. stated the practice of the Board of Library Trustees to entertain public comments at this time. He explained that people who signed their names to the sign-in sheet would have three minutes to address the Board. Mr. Kurt Kramer came forward with comments regarding Federal Writers Project State Travel Guides which were weeded from the collection. He petitioned for the preservation of the remaining guides because they are out of print and remain useful and meaningful to patrons.
nt’s Report
 Mr. Hill, Jr. provided brief introductory remarks and then yielded his time for Mr. Richard Reyes-
 report and presentation.
Document #5.1 Board of Library Trustees Meeting July 23, 2014 2
Executive Director’s Report
 Mr. Reyes-Gavilan began his report by discussing the recently passed FY15 budget request. The request will support a partnership with the DC Jail, as well as Sing Talk and Read (STAR) programming and initiatives. The council also passed the FY14 supplemental budget, to provide an additional million dollars for collections and a pilot program with DC Charter Schools. He also shared that the capital budget is healthy and will provide funding for improvements at Cleveland Park, Palisades and Capital View libraries. Mr. Reyes-Gavilan then offered a brief recap of the all staff survey conducted in March of 2014. Next, he presented his Staff Day
“State of the Library” address
 to the Board. The presentation captured Mr. Reyes-
 ideas about the changing role of libraries and the importance of balancing meaningful spaces with valuable services. He also announced plans to hire a Director of Strategic Planning. Mr. Reyes-Gavilan also presented the Public Services report, highlighting the service impacts and factors that may have caused a change in statistics. He also explained that wireless usage statistics will be added to future reports. Mr. Hill, Jr. asked if the Library was keeping its technology current. Mr. Lami Aromire, Director of Information Technology, explained Virtual Desktop, a new system that will be implemented across DCPL in three years. This system will reduce maintenance and increase lifespan of the computers. Finally, Mr. Reyes-Gavilan introduced Mr. Winnell Montague, Benning Neighborhood Library Branch Manager, and shared his credentials before inviting him to address the group. Mr. Montague shared statistics and demographics regarding the Benning neighborhood.
Finance Committee Report
 Ms. Bonnie Cohen, Facilities Committee Chair, asked Mr. Jonathan Butler, Director of Business Operations, to report on the FY14 budget. Mr. Butler said that $275,000 from the Districts contingency reserve would be used for the STAR program. Spending, especially in the areas of personnel services, has increased in FY14. Personnel attrition rates remain higher than estimated and the library anticipates a personnel services surplus this fiscal year. To mitigate the surplus, two reprogrammings are planned to meet several FY14 needs. The first reprogramming of $463,443 was approved to chiefly support service increases due to the augmentation of staff and community engagement around the reprogramming of the MLK Jr. Library renovation. He stated that while a second reprogramming will be submitted, a projected personnel services surplus of $150,000-350,000 remains at this time. Lastly, a non-personnel services funds only reprogramming of $409,333 was executed to allow funding shifts in the public services areas of technology, information technology and communications. This reprogramming will provide new computers, associated hardware and software, and acquire duplicating/printing services. Mr. Neil Albert asked if the attrition rate was affected by the large
Document #5.1 Board of Library Trustees Meeting July 23, 2014 3
group of newly hired staff meant to accommodate extended hours in October 2013. Mr. Butler explained that in a recent report the attrition of newly hired staff was low at only 5.9%.
Facilities Committee Report
 Mr. Neil Albert, Facilities Committee Chair, introduced Mr. Jeff Bonvechio, Director of Capital Projects and Facilities Management, and asked him to provide a Capital Budget Report and a Facilities Committee Report. He stated that Capitol View Library will receive improvements; however, the project will not be funded at the same level as a full renovation or new construction. There was a positive shifting of the MLK Library budget and some money was brought up to FY16. The MLK Library funding in
the Mayor’s budget submission was $20 million and was reduced it to $14.5 million by Council.
 Mr. Bonvechio then discussed active capital projects. Mr. Albert asked for clarification of the agencies that will review the MLK renovation plan. The agencies are National Capital Planning Commission, Historic Preservation Restoration Board, and the Commission of Fine Arts. Mr. Bonvechio indicated the West End Library will close on June 8th and the Interim will open on June 23rd. He noted that the Woodridge Library construction was 30 days behind schedule due to asbestos abatement and that pre-design will be beginning at Cleveland Park, Capitol View and Palisades libraries. Mr. Bonvechio then addressed concerns regarding the HVAC systems. He stated that repairs are being made as necessary; however, a consultant has been hired to do an audit of all systems and provide training to engineering staff. Consultant recommendations are expected prior to the heating season by September 1. Next, he informed that a landscaping consultant will be hired to develop landscaping and preventative maintenance plans after extensive analysis of all library locations. Ms. Brenda Richardson asked for an update on the windows at Francis A. Gregory Library. Mr. Bonvechio explained that window replacements will happen the week of June 2. Furthermore, additional overhead lighting and high resolution cameras are being implemented to deter vandals. Mr. Albert then introduced the updated Mixed Use Real Estate Projects Policy to the Board for review. The new policy gives the library more flexibility in seeking out potential partners in locations that can benefit from the library sharing space with another entity. Mr. Albert introduced a motion to entertain the mixed use policy. There was discussion that included various ways to clarify and improve the policy. The policy was approved as amended.

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