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.
Presidents Report
Mr. McCarthy began his Presidents 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 Directors Report

Mr. McCarthy introduced Mr. Richard Reyes-Gavilan, DC Public Library Executive Director, to
deliver his Executive Directors 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 librarys 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 DCPLs 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 workmans
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 Mayors 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. ReyesGavilan 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.

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