The Public Library of the District of Columbia

Board of Library Trustees Meeting

Minutes
Martin Luther King Jr. Memorial Library
Wednesday, July 22, 2015
The regular meeting of the Board of Library Trustees was held at 6:00 p.m., Wednesday, July 22,
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; Brenda Richardson; Valerie Mallett; Faith Gibson
Hubbard; Karma Cottman; and Vincent Morris. Not in attendance: Donald Richardson.
Guests at the Board Table: Susan Haight, Federation of Friends President.
The meeting was called to order at 6:00 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 May 27, 2015 Board meeting was approved.
Public Comments
Mr. McCarthy stated the practice of the Board of Library Trustees to entertain public
comments.
First, Ms. Sharon Turner, President of the Woodridge Library Friends, requested DCPL
leadership facilitate a meeting in September to update the Woodridge community on the
construction of the new Woodridge Library.
Next, Ms. Robin Diener, President of the MLK Library Friends, requested that the library
postpone the MLK Library concept review with the Historic Preservation Review Board (HPRB)
scheduled for July 23, 2015. Her request was due to unanswered questions raised in a memo
sent by the MLK Library Advisory Panel.

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Mr. McCarthy acknowledged the memo sent by the MLK Library Advisory Panel and noted that
the concept review will not finalize aspects of the design that they found concerning.
Additionally, due to the tight project schedule and infrequency of HPRB meetings, DCPL could
not postpone the meeting. Mr. Richard Reyes-Gavilan expressed that the MLK Library Advisory
Panel has been instrumental in aiding in the modernization process and a meeting will be
scheduled to address their concerns.
Presidents Report
Mr. McCarthy began his Presidents Report by noting that the FY16 budget is official and has
been transmitted to Congress. He thanked the Council for adding $2 million to the budget for
building maintenance. Next, he discussed the Urban Libraries Council (ULC) Annual Forum and
stated that based upon his observations, DCPL has surpassed many of the best practices used
by libraries around the country. Finally, he stated that according to the by-laws of the DCPL
Board of Library Trustees, an Executive Committee can be formed to provide a mechanism for
board leaders to engage, within the limits set by board policy and the bylaws, in decision
making, oversight, and communication on important time-sensitive organizational matters. Mr.
McCarthy closed by indicating that a committee has been formed and members include Mr.
Neil Albert, Ms. Karma Cottman and Mr. McCarthy.
Executive Directors Report
Mr. McCarthy introduced Mr. Reyes-Gavilan, DC Public Library Executive Director, to deliver his
Executive Directors Report. Mr. Reyes-Gavilan began with a progress update on the Boards
action to eliminate fines for DC residents 19 and under, as proposed during the May Board
meeting. Several meetings have been held with DC Public Schools, the Office of the State
Superintendent of Education and OCTO to finalize memorandums of agreement that allow
DCPL to access the data needed to establish student library accounts tied to the DC One Card.
Additionally, the policy change has to remain on public record with the DC Register for 30 days,
and will be passed by August 7th if there are no objections. Barrier access to library materials
through the DC One Card is scheduled to roll out to students in September. Finally, he noted
that the Shared Tech Services Feasibility Study that is nearing completion. The study will
determine how DCPL and DCPS can merge their collections departments to have shared
purchasing. Lastly, he declared that the aforementioned initiatives amount to unprecedented
barrier-free access for students in the District.
In response to Mr. Reyes-Gavilans Report, Ms. Faith Gibson Hubbard asked how DCPL plans to
market the barrier free card initiative and how the Board can offer support. Mr. Reyes-Gavilan
noted that DCPLs marketing plan for the initiative includes staff training at a number of already
planned meetings and sessions in August. In addition, there will be a presentation to DCPS
school librarians at one of their professional development sessions in August. He invited Ms.
Gibson Hubbard to work with the Communications and Public Services staff as they continue to
develop a marketing plan. Mr. Vince Morris stated that DCPS sends welcome packets to all new
students in the District and suggested DCPL include a letter to parents with info pertaining to
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the barrier free card initiative. Mr. McCarthy asked if a decision has been made regarding
borrowing restriction policy for students with DC One Cards. Mr. Reyes-Gavilan noted that the
Board will have an opportunity to give input on this policy at a future meeting.
Ms. Richardson asked for an update about a recent break-in at Deanwood Library. Mr. ReyesGavilan responded that the incident is under investigation by Metropolitan Police Department
(MPD). Next, Ms. Richardson offered to facilitate a meeting with the Department of Parks and
Recreation (DPR) and MPD regarding youth engagement at Anacostia Library during the school
year. She noted the importance of activating the space in front of the library to mitigate large
groups of students from congregating in the library entryway. Mr. Reyes-Gavilan responded
that he will speak with staff at the Anacostia Library to find out what student initiatives are
being offered.
Finance Committee Report
Mr. McCarthy presented the Finance Committee Report on behalf of Mr. Don Richardson,
Finance Committee Chair. Mr. McCarthy stated that DCPL is at 74.8% for spending through
fiscal year FY15 and obligations are at 77.2% of local budget, 76.7% of gross budget, and
spending is on track for all money to be obligated by the end of the fiscal year.
Contracts Review Committee
Ms. Gibson Hubbard, Chair of the Contracts Review Committee, stated that the committee met
and took action on two contracts. First, on July 11, Council approved a $3.4 million contract to
Martinez and Johnson to provide continued architectural and engineering services for the MLK
Library modernization project. Secondly, the committee reviewed a $2.6 million multi-year
contract with Gilbane for the Phase 1 design-build services of the Interim and new Cleveland
Park Libraries. However, due to new processes within Council the contract has to be
resubmitted in September.
Facilities Committee Report
Mr. McCarthy introduced Mr. Neil Albert, Facilities Committee Chair, to deliver the Facilities
Committee Report. Mr. Albert first introduced David Saulter, as the new Director of Planning
and Capital Construction. Next, he stated that on July 1, solicitations for MLK Library
construction manager closed with four proposals received. A panel was formed for evaluation
and an award selection is expected in September. Mr. Albert also briefly discussed the
Woodridge Library construction noting that completion is expected in summer of 2016.
Next, Mr. Albert introduced Mr. Tom Johnson to give an overview of the schematic designs that
will be presented to HPRB on July 23. Mr. Reyes-Gavilan thanked Martinez & Johnson for their
dedicated work and expertise on moving the project through the rigorous historic preservation
process.

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Mr. Johnson, principle architect with Martinez & Johnson, introduced his team and expressed
that for him, this project is a lifetime milestone. Next, he provided a brief overview of past
meetings. He stated that the July 23 hearing will focus on treatment of the protected elements
of the MLK Library. Then, he delivered a slideshow presentation of the schematic design, floor
by floor.
In response to the presentation, Mr. McCarthy remarked that DCPL has a tremendous track
record renovating historic libraries such as Petworth and Georgetown. He added that DCPL
recognizes the importance of user friendly design and the mutual benefit to both the library
and customers.
Performance Oversight Committee Report
Ms. Mallett, Performance Oversight Committee Chair, introduced Ms. Manya Shorr to give the
Performance Oversight Committee Report. Ms. Shorr provided a brief overview of the 3rd
Quarter Performance Report. She noted that circulation of e-materials downloaded in FY15 is
up 30% and digital music downloads are up 62% compared to FY14. She concluded that these
statistics support the librarys effort to offer materials in varying formats. She added that
circulation of print materials is up 6% from FY14. She attributed the decrease in computer
classes to the loss of a substantial contract with Byte Back as well as a decrease in Digital
Commons classes due to the rollout of the Labs at DCPL.
Finally, Ms. Shorr discussed Project Outcome, the Public Library Associations initiative to help
libraries standardize and measure the outcomes of the services they offer to patrons. She
expressed that this project was of interest but unfortunately does not fit the needs of DCPL as a
large urban public library.
Language Access Public Meeting Annual Report
Mr. Albert introduced Ms. Joi Mecks to deliver the annual Language Access Report. In
compliance with the Language Access Act, established in 2004, DC Government agencies are
required to update progress at an annual meeting. The purpose of the act is to provide access
and participation for the Districts limited and non-English speaking residents. The Mayors
Office of Human Rights ensures that all agencies provide translation services in 6 languages.
The Library is in the first year of its biannual plan which requires translation of key documents
and information on the Librarys website, staff training on the Language Access Act and use of
the language access line. Ms. Mecks concluded with key program statistics accomplished to
date.

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Federation of Friends Report

Mr. Neil Albert introduced Ms. Susan Haight to deliver the Federation of Friends Report. Ms.
Haight stated that the Federation spent the summer advocating for DCPL and attended some of
Councilmember Grossos Education Committee Town Hall Meetings. The Federation
contributed close to $20,000 to Summer Reading. The Federation will host an outing to a
Nationals baseball game on September 19 and will help host Uncensored Opening Night on
September 25. The Georgetown Friends were reconstituted after two years of non-activity, and
finally, a Yahoo list serve was started for improved communication among friends groups.
Library Foundation Report
On behalf of Ms. Linnea Hegarty, DC Public Library Foundation Executive Director, Ms. Haight
also delivered the Report on DCPL Foundation activities. Ms. Haights updates included: to date,
20,000 people have participated in the Summer Reading Program; the second annual Chipotle
Fundraiser raised $5,000; and the historically significant Battaglia Murals at the Mt. Pleasant
Library are under restoration through the support of the Commission of Fine Arts and should be
complete by end of summer.
New Business
Mr. Albert asked if there is any new business. Mr. Morris announced that the Northeast Library,
with the support of the Northeast Friends Group, will host a block party on August 30. He
invited the Board to attend. Lastly, he noted that he is reading the book BiblioTech: Why
Libraries Matter More Than Ever in the Age of Google and recommended it to everyone.
The meeting was adjourned at 7:37 p.m.

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