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Minutes 09-06-17MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, SEPTEMBER 6, 2017, AT 6:00 P.M. AT THE BOYNTON BEACH CITY LIBRARY, CONFERENCE ROOM A 208 S. SEAL EST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Deborah Hoban, Chair Chris Montague, Acting Chair John Welter Chris Simon Tracy Tebo ABSENT: Dr. Stephanie Hayden-Adeyemo Alice Warren Robyn Boucard, Alternate I. Call to Order Craig Clark, Library Director Anne Watts, Assistant Library Director Jeannie Taylor, Division Head Librarian Chair Hoban called the meeting to order at 6:02 p.m. and turned the meeting over to Chris Montague to act as Facilitator. II. Update Library Advisory Board on proposed City Hall/Library Construction Mr. Montague asked Mr. Clark for an update about the City Hall/Library Construction project as part of the Town Square redevelopment and learned Mr. Clark had spoken with the library architect. Mr. Clark reviewed a conceptual drawing of the Library and explained there will be a parking garage and a new combined four-story City Hall and Library. Plans of the first floor were viewed which included a Makers Space and Youth Library. Under the old plan, the Teen Library would be separate from the main Library. One advantage of a Teen Library was the teens would have their own space and amenities would include a virtual zone, music studio, maker's space with books, other media and computers. He noted the teen computers would still use the Library's server. Ms. Hoban commented some people consider teens as ages 11 and 12; however, the City Manager decided that an adult must accompany youth under the age of 13. Mr. Clark also pointed out some teens watch their younger siblings. The maker's space would have storage, creative activities, audio/visuals, crafts and maybe sewing machines. Mr. Clark commented each maker's activity could take place in a different location within the Library. Mr. Simon suggested lighter creative activities be movable and he asked if participants would have to call ahead to participate. Discussion turned to sewing classes and Ms. Watts explained the sewing Special Meeting Minutes Library Advisory Board Boynton Beach, Florida September 6, 2017 classes had not worked very well for libraries. If offered in Boynton, the Library would have to hire a sewing instructor to teach six to eight students how to sew in two hours. Ms. Watts pointed out Clearwater used a good model. Each floor has a studio with its own name and the equipment is located there. The Clearwater Library offers sewing lessons using a green screen. They also have a maker's space they use for Heritage searches. Staff has a list of equipment for each floor and a schedule of how they will offer classes. Classes could be held individually, or in an open lab. There are different models to use depending on how much space there is. The secret to offering classes in a common area is to have good storage and wheel out carts for computers or sewing machines. Orange County indicated staffing levels area big issue. Mr. Welter asked if there would be a makers space dedicated to children and learned there would not. Maker's spaces attract attention and present the Library as vibrant and progressive and the Library Architect could suggest how to create the space. Mr. Welter supported the maker's space, as there is a move to offer services, but favored a mixed-use space if located next to the youth area. The architect will design the Library's interior including the staffing and service areas and the administrative offices. Ms. Watts explained a later iteration of the plan showed the City Commission Chambers and youth services next to one another with some type of barrier between the audience and Commission area. There will be a large floor area dedicated for children's programs with one way in and out for the public although there may be an emergency exit. Mr. Montague asked about the square footage and learned the square footage will be between 45,000 and 50,000 square feet. The current square footage is 63,000 square feet. Ms. Watts noted each physical location would require circulation staff. Presently, the Library has a single circulation area, but the new plans reflected this area on the first floor by the garage and on the second floor. Mr. Welter favored a teen center potentially being separate if not given its own floor as did Mr. Montague and Chair Hoban, but she noted some parking garages have private areas that will be hard to monitor. Mr. Clark commented these are issues that should be discussed at the public input meeting. The architect might be able to figure a way to have a 6,000 or 7,000 square feet teen center on the ground floor. The parking garage is for Library parking and Commission meetings. The total square footage of the first floor is 36,690 square feet. Mr. Welter advised he favors libraries with open plans where patrons can see into other areas. With the maker's space as a by-product of the youth area, patrons can see youth partaking in different activities other than reading or computers. He did not want to see it as a maker's space and wanted it to be a unified learning space. Mr. Clark commented if the maker's space is in the children's area, adults would not be able to use it because they cannot mix the two age groups. 2 Special Meeting Minutes Library Advisory Board Boynton Beach, Florida September 6, 2017 The second floor has a stairway and foyer, but so far, the interior has not yet been marked out. The third and fourth floors are for City Hall. Ms. Hoban asked about study rooms. Mr. Clark responded he had discussed study rooms with the architect and even if they had twice as many rooms, they would still be packed. He could see customer service near the front door where people can get Library cards. There will probably be two new self -check machines with a staff member showing patrons how to use the check out. Mr. Welter liked the self -check-out as it frees staff to assist patrons to find items and address other tasks. The Friends of the Library and the children's bookstore would remain on the first floor. All adult collections will be on the second floor consisting of fiction, non-fiction, audio/visual, DVD and archives. Ms. Hoban thought it would be great to have comfortable seating, noting people are using Wi-Fi and running businesses from the Library. The first floor has seating, but the second floor was similar to the seating model they already have. Mr. Montague asked about the step back on the second floor of the building, as the Library would lose square footage. Mr. Clark advised there would be multi -use areas based on the square footage they would lose and it was a question to ask the City Manager. Chair Hoban asked about heating and cooling and learned a chiller would be installed which would save money. Mr. Simon asked if they could correspond with the architect after the meeting. Mr. Clark explained the members should contact him, and he will forward comments and ideas to Mr. Groff. Mr. Clark advised they could recap the items at the next regular meeting. III. Board Discussion on Library Construction Mr. Simon suggested asking the architect about the budget he had to work around and thought the list could help steer the creative process. He liked the idea of the furniture, open spaces and relaxed atmosphere, similar to Barnes and Noble with a coffee shop type feel or lounge with reading spaces. Ms. Hoban agreed with the seating and having some type of recharging ability in the chair similar to chairs found at airports. Mr. Welter favored an open plan that is airy and calm. He understood the need to separate the adult and youth sections, but he endorsed a community center that had families as the unit and the library having an open space that is adaptable and not compartmentalized, not necessarily having quiet rooms, but having carved out spaces and ample day light. Mr. Montague agreed. He liked a community room and sustainable strategies. Chair Hoban liked open space and suggested having a quiet area, perhaps with windows for AmeriCorp and tutors. The teen AmeriCorp area is on the first floor and the adult AmeriCorp would be on the second floor. Mr. Clark advised there are people who come for the private/quiet study rooms and Chair Hoban requested more rooms than they have now. She liked seating could be moved depending on the study group set up. She explained FAU permits quiet talking on the first floor for groups to collaborate. She did not know if public libraries need collaborative spaces. Chair Hoban and Mr. Welter 3 Special Meeting Minutes Library Advisory Board Boynton Beach, Florida September 6, 2017 thought there was a need for it, but did not want heavy-handed quiet zones. He thought there were ways architects define spaces. He would rather see a community space that did not have two distinct kids and adult zones. Patrons can be in their own zones, but would not have to be separate. Ms. Tebo thought the areas needed to be separate due to predators. Mr. Welter explained the open space could allow library staff to assess the areas. With a community or family based area, they would not be strictly separate and a large great room could be used. Mr. Simon explained architecturally, there is a lot of use of retractable, sliding or accordion walls that can create an open space with window panels so staff is aware of what is occurring. Chair Hoban explained there are high tops. She also commented computer stations take up a lot of space, and asked if there was a way to update that technology so the computers are not all desktops. Mr. Clark explained the computers were already discussed with the architect and thought in the future laptops could be checked out from a rolling cart. Chair Hoban agreed, commenting FAU does so. The desks for the computers are just desks students plug into and gather around, creating a collaborative space. She noted FAU also allows food and beverages in the Library and patrons often have lunch there, making the space more adaptable to the needs of the students. If the Library offers a class, staff rolls the laptop cart to the area. The laptops can be set up, or a running countertop along the wall could be used. The point is to create an adaptable space. Ms. Tebo thought there were better ways to use the space and expand the collections. Revolving shelves was also suggested. Mr. Montague wanted to see dividing and creating spaces with bookshelves, semi -circular bookshelves with books on the inside and outside of them with seating around them. Other dream items would be water walls, creative lighting, indoor plants, more colors and textures and not being so beige. Chair Hoban favored reclining chairs and stereo chairs to be able to listen to music collections, similar to a first class airplane seat. Additionally, many items are wireless. She favored large windows with some type of heat blocking property. Mr. Welter also liked natural light and no fluorescent lights. Chair Hoban thought it would be great to have wireless monitors and keyboards and have a monitor on the wall and having better technology for meeting spaces and round tables. Mr. Clark explained there is a new product by Steelcase, which is office furniture and they have a table with a video screen that pops up that could be plugged into a computer. Mr. Montague saw a photo of a library with a second floor with an opening in the floor with a tight knit mesh in the children's area youth could walk and lay on and look down onto the first floor. Display cases similar to the quilts was requested. 2 Special Meeting Minutes Library Advisory Board Boynton Beach, Florida September 6, 2017 Mr. Simon thought there should be a good balance between modern technology and natural elements, whether it be from furniture, accessories, fixtures, doors or lights. He thought newer textures of furniture and wood and stone could be used to combine natural elements and modern furniture and technology. Ms. Tebo suggested clear wayfinding signage. Chair Hoban suggested cool floors, perhaps epoxy flooring for the youth areas. Mr. Montague wanted a unique element to draw people to the Library. He agreed more color was needed. Mr. Simon suggested colorful flooring for youth that could be a learning tool, perhaps a painted floor or puzzle pieces as was stained/etched concrete for the youth area. It was thought the architect would cover infrastructure for new technology. Mr. Clark thought there were many wireless options for the future, suggested more computer programs such as Ancestry or Publisher be available. Mr. Montague liked listening rooms and suggested moving to vinyl records. Ms. Watts pointed out they just got rid of vinyl and tapes. Libraries have had listening rooms and a question was posed if the rooms could be large enough for someone to give a small performance. Mr. Clark explained this could occur in space on the first floor of City Hail as could an indoor performance area. At the Norton, the museum offer performances in courtyards and they take advantage of all their spaces. Mr. Clark explained there was discussion of having concerts after hours at City Hall and obtaining a wine and beer license. There will be a food element in the City Hall portion. The Library allows covered beverages, but not food as there is mess to clean up. (Mr. Welter left the meeting at 7:16 p.m.) A suggestion was made to use chalkboard paint in study rooms. Mr. Montague explained he would try to type up a master list to give to Mr. Clark for him to distribute and hoped all would attend the meeting although the meeting would likely be cancelled due to Hurricane Irma. IV. Adjourn Motion There being no further business to discuss, Ms. Tebo moved to adjourn. Mr. Simon seconded the motion that unanimously passed. The meeting was adjourned at 7:15 p.m. i Catherine Cherry Minutes Specialist 5