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Minutes 02-28-18 MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, FEBRUARY 28, 2018, AT 6 P.M. AT THE BOYNTON BEACH CITY LIBRARY, CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Chris Montague, Chair Craig Clark, Library Director John Welter, Vice Chair Jeannie Taylor, Division Head Librarian Deborah Hoban Chris Simon Alice Warren Dr. Hayden-Adeyemo Robyn Boucard, Alternate ABSENT: Dr. Bethanie Gorny, Alternate Tracy Tebo I. Call to Order—Chris Montague Chair Montague called the meeting to order at 6:03 p.m. II. Approval of Minutes —January 24, 2018 The minutes were tabled to the next meeting. III. Correspondence and Communications Mr. Clark announced Board Member Bethanie Gorny contacted him indicating she could not attend the meeting. Tracey Tebo was also out. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) Shanta Spence from FAU was present. V. Chair's Report Chair Montague commented a woman he met who loves the Library told him she wished the Library was open. The Board had several discussions about the Library and he noted the Library is not about the newest best seller and making sure the book is available to patrons. The Library provides services to everyone and to the most vulnerable people in society. He was concerned about the school shootings and what local youth would do if the Library was not available. The Board had also had issues arise, but he was excited Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 about having a new full Board and wanted to ensure the time spent would result in getting things accomplished. VI. Unfinished Business: Adult Reading Club Jeannie Taylor, Division Head Librarian, explained there are 150 people enrolled in the Adult Reading Club and staff will extend the program to the end of March. The requirement is to read 10 books. Dr. Hayden-Adeyemo asked if there could be a more interactive component to the Club to include dialogue or exchanges about a book. It was noted the program was running concurrently with the Palm Beach County Read Together program that includes a discussion group. Dialogue was not a requirement with the Adult Reading Club. Dr. Hayden-Adeyemo thought the program could be more and suggested encouraging conversations about the book with different people similar to a book club. Ms. Warren noted book clubs purchase several copies of a book and members discuss it. Mr. Clark explained Great Decisions is a Library group that reads over a several month period. It is a nation-wide program with different topics and books. Dr. Hayden-Adeyemo thought the Library was the epicenter of the community. Moving forward, the new Library should be more interactive and it segues into the Online High School. Ms. Taylor agreed noting staff tries to ensure all Library components are reflected on social media. Mr. Clark advised they will have expanded programs and the Library has Wifi, but there are programming and staffing issues that will need to be discussed. He agreed it was important to have different ways to reach people and social media and email blasts could be used to alert the public to existing and new Library programs. Mr. Clark noted the City hired a new marketing manager, Laura Lansburgh to handle the City's marketing and website. Mr. Wexler asked if there was a person in charge of social media. Mr. Clark explained staff sends email blasts; uses social media, Twitter and Facebook. They may add Instagram in the future. Career Online High School (CONS) Update Chair Montague noted Ms. Taylor was on Facebook Live. Jeannie Taylor, Division Head Librarian, explained the Library awarded a scholarship to the online high school to a student last week and another scholarship interview will be held February 29th. Three scholarships will remain. The program currently has six students enrolled and four of the six completed over 50% of the program. Funding for 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida , 2018 next year, pending the Legislature, has $750,000 for the Online High School. If they fund the full amount as they did last year, it would go to the Governor; however, he vetoed the initiative last year. The Library is a member of SEFLIN, and they will write a LSTA Grant for some of the Libraries that are a part of the program. Staff hoped next year there would be funding. The program results in a student receiving a fully-accredited high school diploma with a Career Certificate. A short video to promote the program was viewed. Ms. Taylor announced the program is available to individuals at last 19 years old. Information about the program is on the Library Website or via email at cohs@Boyntonlibrary.org. AmeriCorps Program Update Mr. Clark advised the Library lost seven students from the AmeriCorps program, English as a Second Language (ESOL), as they learned enough English to obtain a job. Library Construction Update Mr. Clark explained the Library is still looking at new temporary homes and financing and the new Library still has to be approved by the City Commission before anything proceeds. He understood financing was slated to be addressed at the Library at a special meeting on March 13th. The tentative plan includes leasing space next to the post office for the teen and children's services. It will be much smaller than the current location and there are size restrictions, but staff felt strongly it was important to keep things moving for youth and staff will be available to assist them. The remainder of services for adults and most of the collections will likely be in a warehouse on High Ridge Road, south and on the opposite side of the street from Fire Station No. 5. The temporary Library will not have study/meeting rooms and will have a lower level of service. The space attached to the post office for the youth and teen services only includes the top level. Phase I, includes the Library being deconstructed and a new City Hall and Library constructed. The projected date for closure of the Library may be April. The exact dates were still uncertain as the City has not yet gotten that far and staff was still working on proposals for moving services. Mr. Clark advised he would know more next month. Mr. Clark advised employees would not lose their jobs and there should be enough staff to cover both areas. Additionally, rental rates for a temporary facility would not be taken from the Library budget. Mr. Simon thought with reduced foot traffic, the Library would lose 60% to 70% of revenues. Ms. Taylor commented staff will have to review the hours of operation, but expressed the Library will close a little earlier than 8:30 p.m. and it may be possible the Library would be open every day. Mr. Clark explained the City is prepping the building next door. Mr. Simon asked if the Library would get another staff member and if there had been an analysis of how the new 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 redevelopment would offset City construction costs. He also asked if any of the funds were earmarked for the Library's budget. Ms. Warren asked if most libraries were open six or seven days. Mr. Clark advised they are all different. The Delray Library is open on Sundays during the school year and during the summer is closed on Sundays. The County Library is open half days on Sunday. Mr. Clark was apprised in the future the City Library may expand its hours. Mr. Clark explained at one time, he worked for the St. Louis Library, which was the fourth busiest branch. The Library was open four hours on Sunday and it was the busiest four hours he ever worked. He was hoping to see that occur in Boynton and he apprised the members Library hours has been under discussion. Chair Montague asked if there was a relationship between the Library and the Schoolhouse Children's Museum and its use in the community. He noted the Museum and the Old High School are the only two buildings that are being preserved. Discussion turned to High Ridge Road and whether the Library could use the Old High School when it is finished for programming and the School House Children's Museum. Mr. Clark explained the Museum is operated by the Boynton Cultural Center, which is a 501(c)(3). The City allows the non-profit to operate the Museum and has City Management on the Board. The Women's Club was off limits as were other City buildings that could be a temporary location for the Library. Chair Montague queried how the space would be selected and learned it was being handled by the construction team. Mr. Clark advised he liked the space. The proposed location used to be a chocolate factory. Chair Montague noted there are various aspects to the project and he was considering requesting Mr. Groff to come to a meeting to advise what criteria they are using to find a suitable space. Dr. Hayden-Adeyemo understood Library staff was still seeking to have youth services locally to cause less of a disruption and the adult section will be at High Ridge Road in a warehouse. Chair Montague stated he did not know the building was for lease; however, Mr. Clark stated the leasing was beyond the Board's purview. Chair Montague liked the building on Seacrest and High Ridge Road and was trying to understand the process. Ms. Boucard asked how the information benefitted the Board if there is nothing they can do. Chair Montague explained the Board can understand who is making the decision and as a Board, they are solution makers. If a member has an idea and knows who is making a decision, there may be able to have input and it was an opportunity to participate. 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida , 2018 There has been several months of conversations about the new Library and now the Library is about to move. The Board keeps circling the same community of questions. She understood the purpose of the Board and expressed when they receive information they can be influential. Chair Montague explained the Board could review almost any decision that is made. Mr. Clark clarified the Board is advisory to the Commission. Ms. Boucard felt the Board could provide input what the members would like in the facility, but they are spinning wheels when it comes to input about when construction would start, the budget for it and the lease. It is not within the Board's realm to produce feedback until pertinent information is obtained. Chair Montague noted he has been asking for months about the constraints and what is occurring and now the Board is talking about moving in a month. He reiterated the Board could request Mr. Groff attend a meeting or could attend a City Commission meeting and ask as a Board member what is occurring. Mr. Clark advised he reports to the Assistant City Manager for Administrative Services who was the former Finance Director, Tim Howard. VII. New Business: New Borrowing Policy Recommendation Mr. Clark announced a new borrowing policy was recommended for the Library based on the Board's prior discussions to be more patron friendly. Dr. Hayden-Adeyemo noted the County also changed their Library policy. The Boynton Library currently allows patrons to borrow five new books for two weeks. The new policy will offer patrons a longer loan period. Patrons can now borrow Blue-Rays and DVDs for seven days, instead of the former five-day loan period, and up to 30 library items may be borrowed at one time provided the item does not have a hold on it. Loan periods, renewals and overdue fines varied by item and an unlimited number of holds can be placed on current library materials and materials on order. This can be managed weekly based on the number of holds on each item and staff can increase purchasing items if needed. The policy will assist staff in determining patron levels of interest. Children with overdue materials can read off their fines and the new loan periods pertain to youth materials as well. Overdue fines are charged for each borrowed item for each overdue day including Sundays and holidays since other customers have been denied access to these materials. Items returned in the bookdrop, after business hours, are processed as returned the next business day. (Dr. Hayden-Ademeyo left the meeting at 7:08 p.m.) It was noted having longer loan periods may result in less fines accrued.. The Board discussed how robust the library email system was in terms of apprising patrons that books they are interested in have been returned, letting patrons know when the book is overdue and searches, and when new books are in. Mr. Wexler shared an experience where his wife received a collection notice. Mr. Clark stated they pay the collection agency $8.95 and the Library charges the patron $10.00. Mr. Wexler thought the policy was a step in the right direction. 5 Meeting Minutes Library Advisory Board Boynton Beach, lrida February 28, 2018 Ms. Taylor explained before the notices are sent, staff conducts a search of the items in the Library and sometimes it takes multiple searches as books are not put back in the right place or they are behind other books. Ms. Hoban explained the point Mr. Wexler made was well taken as the book was searched for and the time when he got the collection notice, he was told the book was never found and there was no communication. Ms. Taylor explained usually in this situation, they would renew the book so it would not be overdue. If a patron advises they returned a book, staff usually extends the return date for a few weeks while staff looks for the book. Mr. Clark thought there may have been a miscommunication in Mr. Wexler's situation and it was further noted in Mr. Wexler's situation, no collection fee was assessed. He also noted sometimes if a borrowed item is returned without an identification tag, they will call the patron. Mr. Simon asked if there was software on the administrative side that ties the book identification number when checked out that could automatically send an email notification of the due date and if a book was still out. He thought it would be beneficial. He learned once the due date passes, a staff member will email a notice. Mr. Clark explained the system does this, but they are currently looking at different software systems. Mr. Simon asked if the patrons account is noted when situations occur and learned the account is noted. He commented businesses use the same marketing tactic because it is successful. Ms. Taylor commented staff was reviewing an RFID inventory tool. In the future, it would fix the problem. There would be an automated book return. Mr. Wexler stated that the Wendell Library has a great system. It has a grace period, and it notifies the patron when the material is late. Motion Ms. Boucard moved to accept the revised borrowing policy. Ms. Warren seconded the motion that unanimously passed. VIII. Library Director's Report/Statistics Monthly Report for January 2018 News/Media Coverage The members reviewed the report/statistics. Ms. Boucard asked for clarification on some of the monthly reports and noted there was a decrease in usage. Mr. Clark explained when the economy is good, libraries typically have less usage during those times. When a recession hits, usage increases. He noted the members had previously discussed this and further commented the Library's buying power was diminished because of the cost of new items and other reasons. The Library did receive an additional $10,000 this year in its book budget and was using it to pay off database costs. The Library must be careful how many books they take to the new location because staff needs to ensure the books 6 Meeting Minutes Library Advisory Board Boynton Beach, Florida February 2 , 2018 fit on the shelves. Books need to be replaced, but not with two books as the Library uses an in and out system. When moving into a smaller space it is important not to grow the Library's collection. Right now staff is weeding out books to reduce the collection size and books could be donated to The Friends of the Library. It was important staff knows its user preferences and the circulation. Ms. Warren also noted the figures were from after Christmas, so youth were not running to the Library. Mr. Clark mentioned there was confusion about the election of Advisory Board Officers. Mr. Clark explained a new Chair and Vice Chair are elected every January and it was the responsibility of the Board members to read the by-laws, which specify when elections are to be held. If there are enough people to hold a meeting, there are enough to hold a vote. Mr. Clark advised the Board elections could not be delayed because a Board member could not be present for the meeting. IX. Announcements Next Library Board Meeting — March 28, 2018 @ 6 p.m. Chair Montague announced the date of the next meeting. X. Adjournment There being no further business to discuss, there consensus to adjourn. The meeting was adjourned at 7:39 p.m. Catherine Cherry Minutes Specialist 7