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Minutes 08-23-17MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, AUGUST 23, 2017, AT 6:00 P.M. AT THE BOYNTON BEACH CITY LIBRARY, CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Chris Montague, Acting Chair John Welter Dr. Stephanie Hayden-Adeyemo Alice Warren Chris Simon Tracy Tebo Robyn Boucard ABSENT: Deborah Hoban, Chair I. Call to Order Craig Clark, Library Director Anne Watts, Assistant Library Director Jeannie Taylor, Division Head Librarian In the absence of the Deborah Hoban, Chris Montague sat as the Chair. II. Approval of Minutes — July 26, 2017 & June 28, 2017 Motion Mr. Welter moved to approve the June minutes as presented. Chair Montague seconded the motion that unanimously passed. III. Correspondence and Communications None. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) None. V. Chair's Report None. Meeting Minutes Library Advisory Board Boynton Beach, Florida August 23, 2017 VI. Unfinished Business: Jeannie Taylor, Division Head Librarian, advised she was still pursuing funding and libraries coming on board which would help reduce the cost of the Career Online High School. She anticipating staff will know what the cost will be on October 1. There are currently six students and one is close to graduating next month. In total, they had nine scholarships, two graduates and a third was forthcoming. Summer Reading Club Report Anne Watts, Assistant Library Director, announced the Summer Reading Club had 700 students, the Library was full most of the time and staff was compiling statistics by zip code and schools. When finished, staff will submit the report to the Board. Most students were neighborhood youth who walked to the Library. The most interesting pieces for the teens had a whole unit on financial literacy, and members of the community came in to speak about credit cards and payments, renting a house or apartment, first, last, and security issues, car, car insurance and bank accounts. The teens asked for this information, and they will continue with the program. It was a pleasant change of circumstances for them. Many favorable comments were received and it was nice for a man from the community to come in and speak. He wants to come back and advise how to buy a house. The class was a real world class that went beyond the student's immediate needs. AmeriCorps Program Update Ms. Watts announced the AmeriCorps volunteers started Homework Helpers this week with two local volunteers. One volunteer, Pam, went to FAU and has about eight students. There will be additional volunteers as there is high demand for homework help which starts in October. The adult program will not start until after Labor Day. A Boynton Beach resident will start training this week. The Library will again offer the same classes: beginner, intermediate as well as one-on-one helping students that do not fit either class. The Library will also use other volunteers as well. A full complement of AmeriCorp volunteers for Palm Beach County is 40 volunteers and they have 32 members this year. Fourteen people backed out in the last few weeks as nationwide, there is a problem with individuals who can keep their commitments. AmeriCorp is still recruiting and anyone interested can let them know. They will have a high school volunteer to help high school students. VII. New Business: RB Digital — New Database Mr. Clark, Library Director, explained there is a new app that just came out that will replace the Zinio app. Zinio is used for online magazines, transparent language which is another online product and staff currently is purchasing 5,000 audio book titles. 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida August 23, 2017 Users can access those three programs from one app, including audio books. It is not yet installed, but it was anticipated to be available in the next few weeks. Recorded Books (RB) Digital is one of the major producers of books on tape, books on CD Users can download the app on Android or App Store and connect the Library card number. The current Zinio app will automatically direct them to the new app. Zinio was made available through the SEFLIN co-op and some from out of the co-op. Boynton Beach has had a lot of requests for audio books. They are not the newest books, but they are the tried and true and a basic starting point. It is a subscription and more than one person can check out the same title at the same title. Boynton Beach also has Overdrive because some of the co-ops purchased audio books. Boynton Beach wanted to go over and above. It was noted Overdrive is fairly expensive, but this gave the Library more options. The consortium is looking at other options other than Overdrive, RB has digital books, if possible, all the books on overdrive would be transferred to RB digital. Mr. Welter recommended using Hoopla. Mr. Clark did not care for Hoopla because the Library would have to prepay as it uses a pay per use model, which he did not care for. He would have to issue a check for $12,000 and he would manage how many titles a patron could check out. Ms. Watts explained each time Hoopla is used the $12,000 is debited down untii the balance is zero. If a patron just wanted to download 10 books, the Library pays for the download regardless if the patron erased them right away. By using RB Digital, the City would pay a flat fee for one year and it would cost the same. RB Digital is a fixed cost and Hoopla is unfixed. Mr. Clark was not comfortable with the model for a public library. The County uses Hoopla because they are a large library system with a large collection budget, but most like -sized libraries are not comfortable with it. Library Building Construction — Board Discussion regarding the Public Meeting with Architect & City Administration on Thursday, September 14, 2017 @ 4 p.m. in the Library Program Room Mr. Clark informed the Board when the Library was contemplated to be included with the Town Square. He requested the team use an architect familiar with public libraries, and Baker Barios brought in Aaron Cohen Associates, who has done over 100 public Libraries and his son Alex, is a Librarian who also works for the firm. The son requested a meeting with City Administration and the Library Advisory Board to discuss what they think should be within the walls of the Library. He will facilitate the meeting as it is a public meeting that has to be recorded. He hoped the members could attend to provide their thoughts and take part in what the interior would look like. City Manager Lori LaVerriere, both Assistant City Managers, Messrs. Groff and Howard, and possibly the Economic Development Director, David Scott, would be present. The meeting is set for September 14th at 4 p.m. in the Library Program Room. Dr. Hayden had received an email about the meeting and was confused why she could not ask the question when the email was sent to the Board. It had referenced Sunshine Law. Mr. Clark responded he does not feel comfortable discussing items 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida August 23, 2017 with the Board at the same time outside of the meeting because of the Sunshine Law. He could speak one-on-one with the members. It was explained members should not respond by Reply All or send emails copying other Board members on matters that are on the agenda or could potentially be on a future agenda. Those issues can only be discussed at a Board meeting with minutes taken. Members having questions can email Mr. Clark directly. Ms. Warren noted a newspaper article about removing the Police Department, Library and the Civic Center. She asked if the Library would be demolished. Mr. Clark explained the plan could change, but it is part of the redevelopment as of yesterday. Articles were included in the meeting materials. Chair Montague hoped the Board would be united in their requests and have a game plan. He thought the Board could offer a lot of information. Chair Montague proposed to have an extra meeting before the public meeting so they can come to the meeting prepared. Mr. Welter respected Library staff and the Board and noted he works for an institution that is undergoing a massive architectural refurbishment project which was hoped to be a beacon in architecture for the region. Dr. Hayden asked if there would be an agreed on agenda at the Public input meeting and what the Board's preferences were. At the last public meeting, the team is going for a certain building style that has to flow. She did not know if another meeting was needed. Chair Montague thought the members had great ideas. He would like to compile the ideas and the Board sort through them to develop priorities in the hopes of having those ideas heard. Ms. Tebo suggested using emails, but Chair Montague preferred to meet as there is seldom such a significant item. He wanted all to make a list of the things they want in a Library and they will discuss it at the meeting. Mr. Simon explained the architects and consultant's prior plan was to maintain the two- story portion of the Library as it exists, but there are problems with power and the new portion has structural issues. Now, the City wants to completely replace the Library as opposed to remodel. Motion Chair Montague moved to meet on Wednesday September 6t" at 6 p.m. Ms. Warren seconded the motion that unanimously passed. Ms. Tebo commented many people walk to the Library and it has a community function. Mr. Clark advised staff is looking at temporary quarters off site and the meeting will be to discuss the Library's interior. Dr. Hayden noted at the last meeting, she raised the issue as construction was anticipated to last 18 months. Chair Montague thought the Board should have pointed, clear ideas. Ms. Boucard asked if the Board has seen the architect's work. Mr. Clark advised they have a website. She thought if they could see what was already done, it could be a trigger of what to ask. The website address was given as www.acohen.com. Mr. CI Meeting Minutes Library Advisory Board Boynton Beach, Florida August 23, 2017 Welter thought the website may not give inside of the physical space, but it discusses how they gather their team and how they form an idea of a library as a structure to embrace these concepts of technology and Library resources. Hard to find specific photographs of their style, but they are working within an architectural team that will supply the architectural infrastructure. The intent is to have a marriage of technology and physical space. It was suggested the members make a list of what they think is important. Dr. Hayden did not want the new Library to be dark and because the Library will be like a mini -city, she thought they needed a DVD section. She did not think the Library could be three floors. She noted the life of the buildings is being designed for 60 years and she could not fathom what may be obsolete or what would be needed in 60 years. Ms. Warren explained San Antonio has the only library that has no books. There is no printed material in that Library and they can study that library as a model. Mr. Clark suggested a report from the Aspen Institute has an article called Rising to the Challenge: Re -envisioning Public Libraries that may be helpful. Mr. Clark agreed to email the website to the members. Libraries are multi -functional. Mr. Welter had heard about a library system in East Boston where they engage the community on many levels. They have seeds for gardening and a community resource programs. The Library should reflect the Boynton Beach community. At the special meeting, there is the chance Ms. Hoban would be present. Mr. Clark requested he facilitate the meeting. Dr. Hayden advised she would not be present for the September 6t" meeting and would email her thoughts to Mr. Clark. VIII. Library Director's Report/Statistics Monthly Report for July 2017 The Library report/statistics was reviewed. Unique Management reached a 60% threshold on activation of accounts which was their target. They collected $170K which was their annual materials budget and over a five-year period, one year of annual materials budget had not been returned. Customer visits were up 2.5%, circulation was down 14% from last year, E -Books increased in circulation by 47% compared to last year, magazines were down. Mr. Clark advised there will be some marketing materials coming out from SEFLIN soon. Selfcheck was down. Eleven people attended the public computer training classes. Ms. Taylor advised the Library was down to one instructor and the teacher was providing instruction on email, computer basics, Word for beginner and intermediate. An instructor was needed to teach Excel and Ms. Taylor was teaching iPads. Mr. Clark announced the Library received a bid response of $36,000. The grant was for $35,000 and work on the project to digitize the Lake Worth Herald will commence 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida August 23, 2017 October 1. Monies from the Lake Worth Public Library and the Lake Worth Herald will be used to fund the $1,000 difference. News/Media Coverage Mr. Clark had included a few news media articles regarding Library activities. They had a great return on investment for the Eclipse program. Ms. Watts commented there is a recycling project for the Eclipse glasses, which will be sent to South America in 2019. Mr. Welter explained the glasses his son received from school were only good for one year. IX. Announcements The Town Square Public Input Meeting regarding Open Spaces was announced for Thursday, August 24, 2017, at 5:30 p.m. There is a special Library Board Meeting on Wednesday, September 6, 2017, at 6 p.m., in Library Conference Room A. The next Regular Library Board Meeting will be held on September 27, 2017 at 6 p.m., Library Conference Room A. X. Adjournment Motion Chair Montague moved to adjourn. Ms. Tebo seconded the motion that unanimously passed. The meeting was adjourned at 7:18 p.m. 6;dt� Catherine Cherry Minutes Specialist n.