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Minutes 01-24-18 MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, JANUARY 24, 2018, AT 6 P.M. AT THE BOYNTON BEACH CITY LIBRARY, CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Deborah Hoban, Chair Craig Clark, Library Director Chris Montague Anne Watts, Assistant Library Director Alice Warren Jeannie Taylor, Division Head Librarian John Welter Robyn Boucard, Alternate Dr. Bethanie Gorny, Alternate ABSENT: Chris Simon Tracy Tebo Dr. Hayden-Adeyemo I. Call to Order—Welcome new Library Board Member Bethanie Gorny (Alternate) Board Elections for Chair, Vice-Chair Deborah Hoban, Chair called the meeting to order at 6:00 p.m. She explained the Board needed to elect a new Chair and Vice Chair. Mr. Welter moved to nominate Chris Montague as Chair. Ms. Warren seconded the motion. There were no other nominations received. Mr. Montague moved to nominated Mr. Welter as Vice Chair. Ms. Boucard seconded the motion. There were no other nominations. Both Messrs. Montague and Welter accepted the nominations and were duly elected. The members thanked Ms. Hoban for her service. II. Approval of Minutes — December 6, 2017 Motion Vice Chair Katz Welter moved to approve the minutes with the following change to page two, item IV, first paragraph, fifth sentence: "Mr. Clark had sent read interesting articles ." Dr. Gorny seconded the motion that unanimously passed. Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 III. Correspondence and Communications Mr. Clark announced he was contacted by three members indicating they could not attend the meeting. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) Barbara Grenadin, 2317 N. Congress Avenue, explained she goes to libraries throughout the County. She had borrowed an audio book and while returning different books at the different libraries, she accidentally returned the book to the wrong library and was told it would be shipped to the correct library. She later went to the Library and could not locate the audio book, and asked what she could do. She was told she could pay for the audio book and learned the book was about $75. She asked if she could be put on a payment plan and she was told no. Ms. Grenadin could not pay the entire amount at once. Mr. Clark explained Boynton Beach would allow a payment plan. Ms. Grenadin went back to the Library and wanted to speak with a manager. Ms. Grenadin requested there be a note added to her account she was paying for the book, but the manager would not allow it. She understood about the need for the fees, but it can push people away from using to the library. She was for and against fees as long as there was a way to meet in the middle. Ms. Taylor explained the Boynton Beach Library permits payment plans. The Library will also accept the same equivalent book with same ISBN book looking as a replacement. V. Chair's Report None. VI. Unfinished Business: Amnesty— Continue discussion Chair Montague explained the Board has been discussing Amnesty regarding collection of fees or fines. Some Libraries do not have fines. They were discussing it for the new Library. Dr. Gorny asked why change the model when the Library collects $30,000 and did not know the pros and cons. Mr. Clark explained the funds go to general revenue and Ms. Warren thought it could be changed. Discussion followed the funds are not enough to recoup losses. Mr. Clark noted it becomes a way to encourage people to bring the items back. Vice Chair Welter thought the conversation started off being an amnesty program, but it may not be an amnesty program in the sense you just return books and incur no fees or fines on a particular day, but rather a way to move forward in a more forgiving and less punitive way to borrowers. There should be punishment for non-returned books so how to handle late fees or unreturned items is an issue. He thought there may be room for more forgiveness with the late fee structure. Ms. Warren asked what would $30,000 equate to at the Library 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida , 2018 and learned it would be a part-time staff member or any number of things to improve the Library. Vice Chair Welter remarked it has a more meaningful impact to a community if they would not be burdened by a late fee. He understood there should be some sort of fine or punitive approach to lost or stolen items. He felt late fee structures tend to make him not want to borrow books. Mr. Clark explained late fees for a book are 15 cents for printed items, one dollar for a DVD, and 50 cents for music CDs a day. The late fees do not exceed the worth of the item. Ms. Hoban explained they talked about amnesty day and people will wait till amnesty day so they will not be fined. The Unique collection program focuses on returning the items. She asked is the goal to finance a collection at the Library or get the material back. Even if amnesty day is one day and patrons wait till then, she questioned if it was better than never getting the materials back. Anne Watts, Assistant Library Director, explained she has several friends who work in libraries with no fines. They learned if they order six new copies without a fine structure, and a reminder to patrons to return the material, they may have to order eight new copies because there is a delay in returning the material and it slows the process down. People are more apt to return timely with the fine, especially with popular materials. Some of the $30,000 would have to go to spending more money on the materials. Mr. Clark advised when he first became Library Director 12 years ago, the City did keep collected funds in a donation account and Mr. Clark was able to use some of the funds to purchase equipment and furniture for the new Library. When the recession hit, the City had to take that money and the City is still struggling to rebound from the recession. Vice Chair Welter thought, as a concept, if not all the way committed to a no fine or no fee, he thought it was a way to reach out to the community and be stewards of a welcoming system that is not financially punitive. He also asked if they could start to move in a direction that has grace periods of perhaps a week or if library staff could send an electronic email saying the material is overdue. Mr. Clark was unsure the library database could manage that. Ms. Hoban explained if using the no fine model, if are they serving everyone, they are holding materials that cannot circulate and asked if that was good for patrons. Vice Chair Welter asked if they saw any kind of change in circulation habits where it became contentious. She saw the dollars coming in, but not the circulation side. The fines did not go the Library; rather they went to the general fund. Missing material comes to the Library, and students and faculty are still responsible to replace missing items. She observed a lot of money coming into the Library. The fines did not mean anything to the Library; getting the material replaced was more important. She recommended the Board figure out the goals. Dr. Gorny questioned what the incentive was for not being late with a book if there were no fines. Vice Chair Welter explained it was just a pledge to get a library card and become part of a community of borrowers as library users. Cardholders pledge to adhere 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 2 , 2018 to the libraries policies. He pointed out it was the same with computers. He would rather borrow from a no fine library than a fining library. Chair Montague thought it was important to look at the entire scenario. There is the reality the Library could lose materials and the Library does not break even. Fines do not come to the Library and instead go straight to the City. It also appeared there would be no change in the funding route. Chair Montague thought the Board should not pay fines instead of depositing the funds in the City budget as it does not help the Library. The goal is to return the materials. He felt there was the potential to market the Library and brand the new Library in a model that is in line with a modern civilization. He questioned if it was more enticing to draw people to the library if they are welcoming or adhering to a policy that does not benefit the Library. He thought it was an obvious decision. Ms. Warren explained there may be instances that a patron holds onto a best seller for a month which deprives the next person on the list from reading the materials for months. Mr. Clark responded that was why there are fines. Mr. Montague did not think the fines mattered as they were menial and it did not entice patrons who could afford to pay the fines, to return the material. Dr. Gorny thought fines are a punishment, but it could be viewed as an incentive. Ms. Warren agreed and pointed out that is life. She had a school library with no fines, but there was a notice that was sent to the students, the book was late and to return it. Vice Chair Welter was not opposed to notes and reminders. Chair Montague explained by the time he reconciles his late fees, he gets a notice, which means the City wasted 50 cents to send the letter. There are two sides. He noted one member indicated they had more materials returned and the Library, by loaning people books, the Library loses money and materials. He questioned if the fine system really works, other than new books and best sellers. Ms. Hoban advised she works at FAU, which is an academic library. Vice Chair Welter explained the question is does the Board want libraries to be a disciplinary function. Jeanne Taylor, Division Head Librarian, explained Library staff is not hard line. They tell the borrower that they want the material back. When it is returned, if the borrower cannot pay the fine, staff will reduce it by half. Chair Montague explained the Library is not for profit. The one patron that was present earlier had damaged a book. If fines could be negotiated lower it is a waste of time. Ms. Hoban understood some people pay the fine, while other fines are cut in half. Mr. Clark clarified it is usually the first time around. Ms. Taylor explained there is a grace period because they want the patron to keep coming and borrowing. Chair Montague explained the issue is they cannot use the account, but staff does not want to push patrons away. Ms. Taylor explained most people are bad about DVDs which are $1 a day fine. The Patron will get to $20 and realize they have fines and will return with the DVD. When the fine accrues to over $5, the patron cannot check anything else out. These occurrences are usually enough to get the patron to pay attention. 4 Meeting Minutes Library Advisory Board FloridaBoynton Beach, , 2018 Chair Montague asked about the protocol for an overdue book. Mr. Clark explained they do a courtesy email two days before the item is due with an active email. It is a courtesy. .A letter is sent when material is 30 days overdue. After 60 days, the account is sent to the collection agency and they send letters and start making phone calls. Chair Montague asked about how collections are handled at FAU and learned they send out many emails, but they do need to pay their fine, if not, students do not graduate. That is a policy. Ms. Hoban explained the same used to be for fines, but they later abolished the policy. When Ms. Boucard worked for Galaxy Elementary School, the same was instituted in the school's media program. She did not understand the issue until a student who left them as an elementary student returned with a form from the school before he could graduate. Currently, she has a student with a book called Turtles. When the student returned, she knew exactly the book. The student lost the book which is still the case. The school library wants the material back and the student was only charged if they lost the material. A policy of responsibility is needed. Library staff may not bring the funds but they still need for the student to bring or pay for the materials. Chair Montague asked why the Library does not pursue just lost materials. He thought there were two ways to educate patrons: one is break the rule you get a fine. He noted the library has a great deal of children. The second other option is to alert patrons that library staff trusts them. They get a card because they are a city resident and they trust them to return the materials. He thought there was nothing to gain by doing it any other way. Ms. Watts explained the library does not charge kids fines. Chair Montague contended there was no data to support if staff does not charge late fees, the books stay out longer. Ms. Watts explained the Library does not fine youth. They never have, but at a date certain, the card stops functioning. When a patron returns in 31 days with the item in hand, and the patron did not get reminders they come because there are no fines and they return on day 31 with a stack of DVD's to check out and they are told they cannot until the prior items are released. The fee structure is a reminder. Alachua County does not charge fines. There are patrons with popular items and there is usually a conflict of patrons returning the items or failing to do so until day 31 and the patron lost their ability to use a Library. Chair Montague explained patrons can keep a book for 30 days by auto renewing the book, unless it is on hold for someone else. Chair Montague reiterated is there a realistic benefit to charging late fees and fines or is the benefit better to when we have a new library, would there be a better benefit through the marketing benefit when inform patrons staff is trying something new and creative rather than the same way it has been done. Chair Montague explained the policy does not affect everyone the same way. Anyone willing to pay the late fee can keep the material out as long as they want. 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 2 , 2018 Ms. Warren explained it is a different perspective for a library employee than for a patron. In a library setting, she believes in the fines. Chair Montague advised, as a person who has been fined many times, it did nothing to change his behavior. Vice Chair Welter advised he also accrues fines. The Boynton Beach Library was the first library he paid a $28 late fee to for four books because he travelled. He was new to the Library and the neighborhood and he thought the fine was unbelievable. He never had a customer service say to him we will negotiate the fine. He found the $28 fine hard to stomach, but he does rack up library fines from other libraries, but it has not changed his behavior. Mr. Clark suggested taking a consensus who is for the fines being charged and who is not. After that, if it is not for fines, he recommended the Chair write a letter on behalf of the Library Board to consider charging fines at some time in the future, or when they open the new Library. Chair Montague suggested before voting everyone make final closing comments about their thoughts. Chair Montague saw it both ways. There was one person who attended the meeting; not for an overdue book, but rather for a financial issue that was resolved. He thought all understood punishment and fines and he viewed the new library as an opportunity to use a new model and to consider doing what some other libraries have done. One librarian on the board has a library with no fines and he thought the policy had some merit. Even though it was an academic library, it removes a situation with a patron and it avoid fines and punishing them. There is no financial incentive to fines as the Library does not get the money. Better to offer something new and test it out to see if it would yield the results he thinks it would. The fees and fines are inconsequential other than a slap on the wrist. The Board can try a different type of discipline, which is no fees or fines unless a book is lost, in which case, if it has not been returned, then the account is closed until the borrower returns it or pays for it. A collection agency could be used for items that are lost. Ms. Warren explained there was an end to the University policy, which was the student did not graduate unless it was addressed. If the item remained lost, the University would charge. Ms. Hoban felt an academic environment was different than a public environment as there are a finite number of patrons and staff has control. The University also allows students to borrow materials for the entire semester. Library staff never collected the fines so it did not hurt the Library and the materials were returned. Ms. Hoban would favor an Amnesty Day and was aware patrons already bring in food for funds at the City Library in November. Ms. Watts had indicated amnesty day results om books being returned. She suggested starting small and holding Amnesty Day twice a year instead of just once to see what they collect and also thought it should be done before the new 6 Meeting Minutes Library Advisory Board FloridaBoynton Beach, , 2018 Library was constructed. Staff can indicated it has to do with the move. She was not ready to eliminate the fine. She did not view it as punitive, rather a means to get the material back so another patron can use it Dr. Gorny did not view the fine as punishment, it was an incentive. The Library is a small community and in every community most people follow the rules. A small percentage do not, and maybe they need an incentive to follow the Library rules so the Library works for everyone and all can have access to materials. If there is a financial issue, come to the Library and discuss it. She was sure the staff would be receptive. Mr. Clark responded Library staff is and they work with patrons. She liked the amnesty and thought the fine could be reduced. Ms. Warren and Dr. Gorny thought $1 was a lot Ms. Boucard agreed with Ms. Hoban. She supports a need for a fine with a tweaking. She favored the idea with more amnesty days. Vice Chair Welter thought an Amnesty Day before the move was great and he hoped it would be a successful way to reclaim lost or missing material. He views fines as disciplinary and was unsure the Library should be the place to learn his lessons in discipline. As a father of three children, he disciplines his kids and he did not want the Library to be the place to feel there is a financial burden tied to discipline. He favored a no fine structure. He recognized there must be some system in place to restrict access to borrowing for non-returned materials after a period of time and for how long patrons could borrow materials. He thought it would be great for the community to borrow materials and not be burdened with a punitive financial obligation if they were several days late returning materials. He would be receptive to any step to see a more generous and kinder face in terms of returning materials past the due date. Vote Chair Montague requested a vote on the fees. The vote was 4-2 (Chair Montague and Vice Chair Welter dissenting.) There was agreement fees would remain. Career Online High School (COHS) Update Jeannie Taylor, Division Head Librarian, explained the third Career Online High School Graduate was the first graduate celebrating her diploma publicly at a City Commission meeting. The event got very favorable press and their articles jogged interest in the program. There are now three people in the pre-requisite class for a potential scholarship. It was noted there are five scholarships available. There were two individuals who received scholarships last year. One student was 70% finished with the course and the other was 77% completed. Since the Library funded the 7 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 2 , 2018 scholarships, the scholarships are only available to City residents with a library card and who are over 19 years old. Chair Montague explained there is a communication issue as no one knows about the program. The thought it was ironic the Library has five scholarships that are not being use, while the Library charges patrons 15 cents a day in fines. Mr. Clark noted there may be three people interested in the scholarships. They have to pass the prerequisite course to qualify before being interviewed for the scholarship. There is movement with the program. Chair Montague hoped the program would be full at all times. Chair Montague wondered if residents hear about the program and learned it is on the website, through social media on the Library Facebook page and Twitter account. Additionally, the press learned of the program and publicized it. Ms. Taylor reported she is contacted by at least three to four people a week outside of Palm Beach County asking about the program. They apply here, and they are turned down. Ms. Boucard requested a synopsis of the program works and learned the student can do the work at home. It is a very audio-visual program that is a self-paced class environment. They start out with a questionnaire asking if the student could devote 8 to 10 hours a week, if they have the resources to take the class or if they would come the Library, and what is their goal. Ms. Taylor reviews the answers and emails the student back and if eligible, sends the link to start the two-week class. When the two-week class is finished, the student receives a career certificate. There are eight different career categories and a general one. The class provides the student with a feel for what the class will be like and it counts towards if they continue on and receive the scholarship. If the student had prior credits, the credits can be transferred, so they may not have to take the entire program. If not, the program is 18 classes and it is completed in 18 months. The class graduate recognized at the City Commission meeting had no prior credits and she did the entire program in 12 months and achieved a 4.0 average. Ms. Boucard had two individuals in mind. She queried how the program relates to a General Equivalency Program and learned the student receives a fully accredited diploma. The scholarship pays for the student's enrollment in the program. There are no books or other fees. The only potential fee is if the student is from another country they may have to pay the company to secure their transcripts. In the U.S. a transcript request is submitted which is done free of charge. Ms. Boucard asked if students could take the course if there were no more scholarships, and learned they would have to pay Smart Horizons about $1,295. Smart Horizons provides the program. If done alone, maybe $1,600. Ms. Boucard explained she could have a conversation with students. Ms. Taylor explained she has the discussion a lot with teens, many of whom finished the 12th grade but did not pass a class. 8 Meeting Minutes Library Advisory Board Boynton Beach, Florida January , 2018 AmeriCorps Program Update Ms. Watts explained AmericCorps are called members and advised the numbers were for the entire year since October 115 received homework help. They had a total of 792 classes and 503 hours of instruction. AmeriCorp operates at the Library when school is in session. Eleven teens participated with AmeriCorp assistance and had 130 sessions. Most of the teens received assistance in math. Elementary school students were evenly divided between reading and math assistance totaling 198 hours. Mr. Clark explained there are two monthly reports: one for November and December which will say Teen AmeriCorp and Homework Help AmeriCorp. It will indicate no report, which is what Ms. Watts just provided because the Library does not have two full-time AmeriCorp volunteers in those positions: only part-time AmeriCorp members. The Library did have a full-time volunteer, but she ended up resigning. The third AmeriCorp member assists adults and with ESL. Her monthly report is printed on the monthly report. Ms. Watson announced there are new people entering the program. Seven individuals got jobs over the holidays and four or five got jobs at FAU in the custodial department. Ms. Boucard asked what programs were available for seniors and learned there are computer classes, speakers that come in, craft classes and quilters. There are many activities that are unstructured as far as academic activities and there are volunteer options in the Friends Book store. There are occasional book discussions. Tutoring is handled through AmeriCorp and sometimes there is one-on-one instruction. Other patrons are taking citizenship classes or GED. Library Construction Update Mr. Clark explained the Library is still looking at new temporary homes and the Finance has to be approve by the City Commission before anything proceeds and he was informed the financing was slated to be addressed during the second City Commission meeting in February. If the financing is approved, things will move fast. Phase I, includes the Library being demolished and a new City Hall and Library constructed. The projected date for closure of the Library may be April. Mr. Clark explained he was looking at the building next to the post office, which has 4,000 feet of space which could serve as the youth Library. The adult services may move to the other side of 1-95 on the other side Gateway Boulevard. He will know more next month. Vice Chair Welter asked what transportation concepts were contemplated. Mr. Clark responded the City has not yet gotten that far. There would probably be a bus stop as there is a bus on Quantum and Gateway that is walkable. Finding a location is the biggest issue. Anything else that comes with it will be what it will be because there are not many space options. The building process for the demolition and reconstruction is anticipated to be 14 months. Closing the library completely is not an option. 9 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 2 , 2018 Mr. Welter asked about the Library circulation materials and learned some will be in storage. Staff will retrieve materials requested by patrons. Ms. Watts thought much of the non-fiction and older fiction will be in storage. Mr. Clark anticipated 50% would be available in the temporary location, but it depends on the location selected. Ms. Wafts anticipated stacks of books would separate areas in the building and further noted youth need materials for assignments the next day and staff is seeking to try to have as much material available as possible. She commented more important than that is the technology. Staff was taking surveys and observing how much the computers are used. There was brief discussion about the status of space next to the post office and in the Home Depot Shopping plaza, but Mr. Clark had no definitive information. Assistant City Manager Colin Groff interacts with the Library staff about what they need. Dr. Gorny asked if the business community knows the City is looking for leasing space. She thought people may be interested in assisting. VII. New Business: Agreement with the School District of Palm Beach County-Forest Park Elementary Mr. Clark announced he was introduced to an idea from another public library in Jacksonville, Florida. The Jacksonville Library made an agreement with Duval County Public School District to develop a program for school children. They set up a student card through a formal agreement with the school district who sends pieces of student information to create a library card record for each student. It is a separate record. If the student has a regular library card, then the student has two accounts. The school account has no fees or fines and students can check out three printed materials only. If the student does not return the items, they are done. If the student returns the three items, they can continue to borrow books. Mr. Clark advised the program takes away the roadblock for the kids. Mr. Clark explained he got the agreement signed between Forest Park Elementary School and the Library and noted it is a pilot program. It took him nine months to get this done. He left the agreement and his card at the school to sign it so they can promote the program. Mr. Clark explained they will try it out and see how it works and if successful, maybe spread it to the other elementary schools and then the high school. Vice Chair Welter thought it was great. Mr. Clark advised the Library will collect statistics on the program. Ms. Watts explained the program was very beneficial as many parents cannot get their children library cards. The student does not need the parent's permission. Vice Chair Welter was aware many youth from Forest Park come to the Library. Mr. Clark advised the program has to proceed slowly as it will impact the Library's budget, and they will try the program with one school for a year. He noted it may impact materials through unreturned materials. Adult Reading Club 10 Meeting Minutes Library Advisory Board Boynton Beach, Florida 1 Ms. Taylor announced every January/February they encourage adult readers to sign up for the Adult Reading Club. Participants read 10 items of their choice and are rewarded with a bag. She encouraged the members to sign up on the way out. VIII. Library Director's Report/Statistics Monthly Report for November & December 2017 News/Media Coverage Chair Montague thanked all for his nomination to the Chair and expressed his satisfaction that the Board was full. He announced he would try to come up with new changes and solutions. IX. Announcements Next Library Board Meeting — February 28, 2018 @ 6 p.m. X. Adjournment There being no further business to discuss, there consensus to adjourn. The meeting was adjourned at 7:33 p.m. Catherine Cherry Minutes Specialist 11