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Minutes 06-28-17MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD AT THE BOYNTON BEACH CITY LIBRARY, CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, ON WEDNESDAY, JUNE 28, 2017, AT 6:00 P.M. PRESENT: Chris Montague, Acting Chair Dr. Stephanie Hayden-Adeyemo John Welter Chris Simon ABSENT: Deborah Hoban Alice Warren Tracy Tebo Kimberly Bain, Alternate I. Call to Order Craig Clark, Library Director Anne Watts, Assistant Library Director Jeannie Taylor, Division Head Librarian In the absence of Chair Hoban, Chris Montague Chaired the meeting. He called the meeting to order at 6:16 p.m. II. Approval of Minutes — May 24, 2017 Motion Mr. Welter moved to approve the minutes. Dr. Hayden-Adeyemo seconded the motion that unanimously passed. III. Correspondence and Communications Craig Clark, Library Director, announced Deborah Hoban, Tracy Tebo and Alice Warren advised they would not be present for the meeting IV. Public Audience (Individual Speakers Will Be Limited to three-minute Presentations): None. V. Chair's Report: None. VI. Unfinished Business: Board By -Laws — Updated, need signatures Meeting Minutes Library Board Boynton Beach, Florida June 28, 2017 Mr. Clark retyped the by-laws and explained they need to be signed by the Chair, Co - Chair and Secretary at the next meeting. Since there was no Secretary, that signature would be removed. The change reflected the time of the meeting was 6 p.m. as opposed to 4 p.m. Dr. Hayden-Adeyemo advised she would not be present. Required Ethics Training Mr. Clark commented the City Clerk had informed him the members needed to take the required Palm Beach County Ethics Training. He distributed a copy of the Code of Ethics and explained the members are required to sign a Palm Beach County Code of Ethics Training Acknowledgement form after viewing the training on YouTube or online. Once signed, the forms must be returned to the City Clerk or to him to forward to the Clerk. It was noted all City employees are required to take the same training. Career Online High School (COHS) Update Jeannie Taylor, Division Head Librarian, mentioned the Career Online High School (COHS) program was not funded and staff is working with those currently enrolled in the program. Nine scholarships had been awarded; two participants graduated; and one participant did not make it through the probation period. The six remaining students had their funding previously approved and have 18 months to complete the program; however, the platform for the program will no longer be available in July. Mr. Clark explained the Governor vetoed the funding for the program. He had attended an American Library Association Conference and spoke to a representative from the company that created the program's platform and there was agreement they would work together. The State Librarian also had an online meeting and the members discussed fundraising to continue the program. Mr. Clark had recommended multi -library cooperatives become involved to keep the program going, state-wide, for a year until the Legislature can approve funding for next year. The State paid the $50K platform fee for the 23 libraries that are involved in the program and each scholarship is $1,295. Dr. Hayden queried how fundraising would occur and learned a GoFundMe page could be established. Ms. Taylor clarified the platform involves a prerequisite survey the participant takes to determine if the student can commit the needed time to complete the program. Next, the student takes a two-week career certificate choice which will provide an example of what the courses will be like. The program has audios, visuals and alerts the student to the pace and style of learning. This portion of the platform will go dark in July. Mr. Clark hoped to have a positive update next month and will work hard with other libraries around the State to keep the program going. VII. New Business: Summer Reading Club 2 Meeting Minutes Library Board Boynton Beach, Florida June 28, 2017 Anne Watts, Assistant Library Director, explained there are 412 students up to fifth grade, including students from Galaxy Elementary School signed up for reading and 262 teens. Based on prior experience, the Library likely has more teens enrolled than any other library in Palm Beach County and staff was pleased. The Library has programs with Peggy Adams Animal Rescue and the Community Gardens. Tutoring is in the morning. Mr. Welter asked if some of the summer camps come to the Library for Movie Day and learned they do. It was also noted students from Galaxy Elementary School were busy making pom-pom rugs. Ms. Watts noted the yarn was donated and fabric was often donated as well. VIII. Library Director's Report/Statistics Monthly Report for May 2017 Mr. Clark reviewed customer visits were up 5%; print circulation went down, and e- book usage increased. Usage for audio/visuals, which were DVDs and audio books were down. Selfcheck is not used often and Zinio downloads were up. Gale Legal Database usage, which offers free legal fill in the blank forms specifically for Florida was unchanged. Mr. Clark explained the City is a 20 -year member of the Southeast Florida Library Information Network, (SEFLIN) which is one of five multi -library cooperatives throughout the State that operate by region. SEFLIN provides services to Palm Beach, Broward, Martin and Miami/Dade Counties and these libraries work together to obtain Zinio and Overdrive at a lower price. Onecard, obtained through SEFLIN, allows library patrons to sign up for access to other public and academic libraries at the reference desk. It is publicized in the newsletter periodically, but mostly through word of mouth as staff intercedes when the public requests information that is outside the scope of a public library. Brief discussion ensued about inter -library loans. Ms. Watts advised the Library is an Online Computer Library Center (OCLC) participant. Dr. Hayden-Adeyemo pointed out a lot of people use the study rooms and not many libraries have them. Mr. Clark agreed the rooms are an attraction. The library supervisor overseeing the study rooms advised people drive from Broward County just to study because most public libraries are not quiet any more. Mr. Welter agreed and pointed out he travels with his children to libraries that match the interests they have. He was not surprised someone would come from Broward. The Library has 44 adult computers; 20 for teens and 20 for younger children. Computer usage has diminished over the years because more people have laptops. There were 7,201 Wi-Fi Library connections. Mr. Clark commented patrons connect to Wi-Fi all the time and there are people using it in the parking lot when the Library is closed. Mr. Welter felt library Wi-Fi connections were safer. Mr. Clark explained the Library Wi-Fi blocks gambling and pornography and is CIPA (Children's Internet Protection Act) compliant. 3 Meeting Minutes Library Board Boynton Beach, Florida June 28, 2017 Ms. Taylor announced in addition to offering basic computer classes, the Library added an Excel class which has seven students and an intermediate Word class which has fewer students. One instructor will not be available in July for Pad and Excel classes, but those classes will resume in August. Ms. Taylor spoke to instructors about teaching a MAC class and was approached by a person interested in teaching the class, but he did not respond. It was noted the instructor has to become a temporary City employee and pass a background check. It was possible to add Mac classes in the future. Collections management is discarded items whether they were damaged or items no longer needed. Conversely, 1,346 new items were added. Esequel is a database of authors that write novel series. Freegal offers free music streaming for two or three hours a day. All these services are available through the Library website with a library card. Transparent Languages offers patrons the opportunity to learn languages at their own pace. Chair Montague asked about the marketing budget and learned the Library does not have a marketing budget. He asked if the Library experimented with boosting Facebook posts and thought whatever funds are used for print advertising could be better used by boosting social media; otherwise the posts would not be seen by very many people. The Library could boost different posts based on the kind of engagement wanted. He thought posting to an audience above the age of 16, boosting on Facebook would give the most bang for the buck. Mr. Clark agreed to consider it, but reiterated he has no budget. Ms. Taylor noted she used Twitter for the COHS program. Dr. Hayden suggested having a balance and thought the children and teens using the Library sell the programs. She noted three nearby schools have media specialists and students were not using the Library as much because they had the school library. She thought it would be helpful to create a partnership Mr. Clark advised the Library submitted for an LSTA grant which is federal funding that trickles down to the State Libraries. There is $2.1 million available and there has been about $3.1 million in grants submitted. He serves on the panel that recommends funding and he recuses himself from the panel when the City applies for grants. The City submitted a grant to microfilm and digitize the Lake Worth Herald for just over $40,000. The grant will be reviewed next week and the archivist will be available via phone to answer questions when the City makes its presentation. He anticipated grant awards would be reduced because the requests were for $1 million more than was available and there were 27 grants. Ms. Watts explained the Lake Worth Herald covers the time period from 1912 to 1940 and was the newspaper of record for the City as Boynton Beach that did not have its own newspaper and the Herald had a section just for Boynton. Digitizing the paper will allow for full text searching. The City of Lake Worth was trying to find its oldest houses and was using the 1910 census which was published entirely in the paper in 1912. Mr. Clark commented the Library is a small to medium sized public library, but they are setting the standard across the state for these types of items. 2 Meeting Minutes Library Board Boynton Beach, Florida June 28, 2017 Mr. Clark reviewed AmeriCorps is a federal program called Literacy AmeriCorps. Funds trickle down to each state and are then disbursed. The Literacy Coalition in Palm Beach County received funding and has 40 AmeriCorp positions, which uses college graduates of which the Library will receive three employees. One employee works with young children; another works with teens; and the third teaches English for Speakers of Other Languages (ESOL). Mr. Clark explained the Library started using Unique Management Services for its collections in 2012. Since then, the Library submitted $166,000 worth of accounts for collections and returned materials. He encouraged the members to view the information that is included in the meeting materials. News/Media Coverage: None. IX. Announcements Chair Montague and Dr. Hayden-Adeyemo attended the Special City Commission Budget Input meeting and requested funding to open the Library one extra day. He commented several other people liked the idea and it appeared some of the Commissioners did as well. He noted the budget hearings w08pd be held at the Library on Monday, July 17th and Tuesday, July 18th. He thought the Board would be busy as the Library is targeted as the site for the new city hall. He expressed the members should be familiar with the plan and it may give the Board more of a say. Dr. Hayden asked if the CRA would provide funding to the Library to eliminate blight and/or for lighting or sidewalks. Mr. Clark commented the City would provide the sidewalks and there is no CRA funding for the Library. Dr. Hayden-Adeyemo pointed out CRA events use library parking and finding a parking spot is very challenging. Brief discussion followed it is a special event day. Mr. Clark anticipated the City Commission will review the Library budget on Monday and if not, on Tuesday. Mr. Clark advised the Town Square project would be about $95 million to upgrade the 16 -acre area around the Library encompassing Boynton Beach Boulevard, down one block and down to 2d behind the Library. Originally, the idea was to build a City Hall onto the south side of the Library, which is the oldest part of the building, and further expand the Library to the north. Staff was asked to think of what a futuristic library would need over the next 20 to 40 years. Mr. Clark advised Colin Groff, the Assistant City Manager, is a fan of libraries and staff will work with him to get the best library they can. Mr. Welter hoped the Library Board would assist in the process and inquired about the architect. Mr. Clark responded right now the process is still in-house in administration and it is very preliminary. He requested the members gather their thoughts and send them to him. Ms. Watts explained staff looks at items by function and what is wanted in an area, such as a non - carpeted floor in the kids craft area or how tall should the bookcases be. Mr. Welter agreed there is always opportunity to improve and add features such as large reading 5 Meeting Minutes Library Board Boynton Beach, Florida June 28, 2017 rooms with natural light. New libraries have different considerations, but the City's Library was able to navigate the new digital world and still have a classical reading environment. Mr. Clark and Ms. Watts have a lot of experience with Library construction and there are benefits to combining the Library and City Hall. Mr. Clark advised there would be some shared meeting space and there needs to be discussion about who has priority as the Library needs to provide space for their programs as well. Mr. Clark agreed to add this topic to the agendas as Unfinished Business to provide updates and receive input. He suggested the members email any suggestions to him. Mr. Clark thought the plan would be on the City's website. Next Library Board Meeting — July 26, 2017 at 6:00pm Budget Hearings — Monday, July 17, 2017 @spm, Tuesday, July 18, 2017 @10am, and Wednesday, July 19, 2017 @2pm (if necessary)to be held in the Library Program Room X. Adjournment Motion There being no further business to discuss, Chair Montague moved to adjourn. Mr. Welter seconded the motion that unanimously passed. The meeting was adjourned at 7:18 p.m. Catherine Cherry Minutes Specialist 9