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 Document # 5.1 Board of Library Trustees Meeting November 19, 2014 1
The Public Library of the District of Columbia
 
Board of Library Trustees Meeting
 
Minutes
 
Francis A. Gregory Neighborhood Library
 
Wednesday, September 17, 2014
 The regular meeting of the Board of Library Trustees was held at 6:00 p.m., Wednesday, September 17, 2014 at the Francis A. Gregory Neighborhood Library, 3660 Alabama Ave SE, John W. Hill, Jr., President, presiding.
Present:
 John W. Hill, Jr., President; Bonnie R. Cohen, Vice-President; Valerie G. Mallett; Donald Richardson; Neil Albert; Brenda L. Richardson; Richard Reyes-Gavilan, Executive Director and Secretary-Treasurer. Not in attendance: Gregory M. McCarthy, and Faith Gibson Hubbard.
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 at 6:06 p.m. Mr. John W. Hill, Jr., Board of Library Trustees President, decided to postpone roll call, adoption of the agenda, and approval of September minutes and approval of the 2015 Board Meeting schedule until later in the meeting when a quorum could be reached. The meeting began with introductions of all meeting attendees.
Public Comments
 Mr. Hill, Jr., Board of Library Trustees President, 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. Several members of the Friends of the Francis A. Gregory Neighborhood Library addressed the Board. First, Ms. Carolyn Lynch, Francis A. Gregory (FGR) Friends Treasurer, invited everyone to a book and bake sale hosted by the Friends on October 18. Next, Mr. Eugene Phillips, FGR Friends Vice President, extended an invitation to the FGR Friends meetings. Mr. Hill, Jr. inquired about security issues at FGR. Mr. Phillips noted that rock throwing and disruptive youth have been the only pressing concerns. Mr. Myles Steele, FGR Friends President, noted that during the school year more security and supervision is needed to accommodate the overflow of students, and there should be more communication with area schools. Additionally, he brought attention to the dangerous crosswalk in front of the library and noted that he contacted DDOT to express his concerns. Ms. Lilliam Chatmon, FGR Friends member, expressed concern about exterior maintenance and landscaping, broken windows, and additional lighting particularly in the playground facing side of the building.
 
 Document # 5.1 Board of Library Trustees Meeting November 19, 2014 2
Two additional members of the public commented. First, Ms. Dana Wycoff, Rosedale Friends President, expressed security concerns and suggested DCPL work more closely with Metropolitan Police Department and community organizations to understand why youth are acting out. Lastly, Robin Martin, ANC 7B Vice Chair, asked that the room reservation system be simplified.
Executive Director’s Report
 Mr. Reyes-Gavilan, Executive Director, began his report by introducing the new format for the
Executive Director’s report. The format is forward looking and thus helpful in highlighting future
events the Board may want to attend. Mr. Reyes-Gavilan announced that the New Director of Public Services, Mrs. Manya Shorr, starts on Monday, September 22. Next, he introduced the Director of Public Safety, Chief Larry Volz. Mr. Reyes-Gavilan commended the success of the Summer Reading program in its ability to fight the summer slide and keep kids interested in reading. The program had a total of twenty-thousand registered users, a 35% increase over FY13. He thanked Ms. Linnea Hegarty, DCPL Foundation Executive Director, and her team for their dedication to the program. Mr. Reyes-Gavilan noted that unless there is an objection, a Board retreat to discuss strategic planning will be scheduled after the Annual meeting of the Board in January 2015. Mr. Reyes-Gavilan then introduced the reactivation of a Program Committee for discussion. This committee would oversee public policy and performance, review statistics reports at committee meetings, and would be helpful for new Board members. The Program Committee would now be called Performance Oversight Committee and Mrs. Manya Shorr would be designated as the library official to sit on the Committee. Mr. Reyes-
Gavilan then introduced “50x15”, a digital suggestion box for DCPL employees. The
initiative stemmed from a staff survey. The suggestion box is intended to give staff a platform to share ideas that can increase library usage through improved customer service, increase staff morale or simply make processes easier or better. Ms. Joi Mecks, Director of Communications, gave a demonstration of the Vocoli 50x15 suggestion box for DCPL employees. Finally, Mr. Reyes-Gavilan introduced Ms. Bettye Smith, Francis A. Gregory Neighborhood Library Branch Manager, and shared her credentials before inviting her to address the group. Ms. Smith shared a brief history of the Francis A. Gregory Neighborhood Library and information on its renovation. She continued with statistics and demographics regarding the neighborhood. She listed several popular library programs, partnerships, and initiatives. Finally, she introduced the staff of the library and acknowledged the Friends of the Francis A. Gregory Neighborhood Library.
 
 Document # 5.1 Board of Library Trustees Meeting November 19, 2014 3
Roll Call
Mr. Hill, Jr. requested roll call as quorum was reached.
Adoption of the Agenda
 The motion to adopt the agenda was approved.
Approval of Minutes
 The motion to approve the minutes of the July 23, 2014 Board Meeting was approved.
Approval of 2015 Meeting Schedule
The motion to approve the 2015 meetings schedule was approved.
President’s Report
 Mr. Hill, Jr. announced the resignation of Ms. Myrna Peralta, Chair, Contracts Review Committee. He announced that Mr. Gregory McCarthy has agreed to assume the role of Chair, Contracts Review Committee, and he will make that appointment subject to any concerns or issues the Board might have. Next, he expressed his approval of the reactivation of the Program Committee (Performance Oversight Committee) and asked that any Board member interested in Chairing the Committee speak with him.
Finance Committee Report
 Ms. Bonnie Cohen introduced Ms. Tammie Robinson, Agency Fiscal Officer, to deliver the Finance Committee Report. Ms. Robinson stated that DCPL is doing a concerted non-personal services effort for the end of the fiscal year and anticipates ending the year with a balanced budget. She noted that two major adjustme
 
nts have occurred against the
Library’s local budget
since her last report in July. A reprogramming for $1,278,604 was approved to primarily fund continued Information Technology improvements, tabletop self-checkout stations for all neighborhood libraries, needed outfitting for Public Safety personnel, telephones for new employees, HVAC, mechanical, engineering and plumbing (MEP) maintenance and repairs, equipment, furniture, and specialized supplies, and additional fleet costs. Finally, Mrs. Robinson noted that the FY14 supplemental budget was passed, increasing the
Library’s books and electronic materials budget by $1 million. The late receipt of this funding is
not of great concern, as any remaining Collections budget carries over into FY15. Mr. Don Richardson inquired about the DC Jail initiative. Mr. Reyes-Gavilan stated that the MOU is being finalized.

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