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.

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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 Directors Report
Mr. Reyes-Gavilan, Executive Director, began his report by introducing the new format for the
Executive Directors 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 twentythousand 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.

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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.
Presidents 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 adjustments have occurred against the Librarys 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
Librarys 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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Facilities Committee Report

Mr. Neil Albert, Facilities Committee Chair, introduced Mr. Jeff Bonvechio, Director of Capital
Projects and Facilities Management, to present the Capital Budget and Facilities Committee
Reports. Mr. Bonvechio highlighted the three projects underway. First, ground breaking will
begin on the new West End Library in late Fall. Second, a recommendation to award a firm to
complete planning and programming services for the MLK Interim Library was made to the
procurement office on September 12. Lastly, regarding the MLK Library renovation, he invited
everyone to attend the National Capital Planning Committee Public Scoping Meeting on
October 7.
Mr. Hill, Jr. asked if there is enough money to maintain ongoing upkeep and maintenance of
library facilities. Mr. Albert asked about the possibility of procuring extended
warranty/maintenance periods and exploring the option of being able to have a contractor
operate the facility. Mr. Bonvechio explained that when a new library opens, there is a one year
warranty period for the entire property including the landscaping; however, at this time all
warranty periods have ended. Currently, DCPL is working with a landscape professional who will
conduct a landscape and site assessment. The goal for every location is to do extensive clean up
before the implementation of a fully developed landscape maintenance plan. The landscaping
assessments will begin October 2014 and implementation will begin in the Spring 2015. Ms.
Robin Diener, President of the Friends of the MLK Library, suggested involving Friends groups in
maintaining upkeep of their neighborhood libraries. Ms. Susan Haight, Federation of Friends
President, pointed out that it is difficult to find consistent volunteers. Ms. Dana Wycoff,
Rosedale Friends President, suggested a landscape architecture mentorship program be
created for students of Phelps Academy.
Library Foundation Report
Ms. Linnea Hegarty, DCPL Foundation Executive Director, presented the DCPL Foundation
report. The Foundation has been working to show the Library community and the community at
large what the current MLK Library has to offer. She invited everyone to attend various Banned
Books week events and the accompanying Banned Books week preview party fundraiser. The
party, titled Uncensored, features an art exhibition that will be installed in various areas of
the MLK Library from September 19 to October 15.
Federation of Friends Report
Ms. Susan Haight, Federation of Friends President, gave her report on Friends activities since
the last Board of Library Trustees meeting. She shared that the Federation of Friends were very
pleased with the results of the Summer Reading program. Lastly, the Federation will assist with
DC Reads by advertising various programs and purchasing additional books.
New Business
There being no new business, the meeting was adjourned at 8:05 p.m.

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