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Minutes 03-28-18 MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, MARCH 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 Chris Simon Tracy Tebo Deborah Hoban Dr. Stephanie Hayden-Adeyemo Robyn Boucard, Alternate ABSENT: Alice Warren Bethanie Gorny. Alternate I. Call to Order Chair Montague called the meeting to order at 6:03 p.m. II. Approval of Minutes — January 24, 2018 (Tabled) & February 28, 2018 Chair Montague requested tabling the minutes as they were not available Dr. Hayden- Adeyemo noted other boards usually get them before the meeting. There were no objections. III. Correspondence and Communications Craig Clark, Library Director, announced Dr. Bethanie Gornie advised she could not attend the meeting. Another member also contacted him, but he could not recall whom. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) Georgia Brown, 505 SW 20th Street, was a part-time resident from Cold Spring Harbor, New York. She commented there they had book clubs and the members would get together and discuss the book. She inquired about book clubs at the Library. Jeannie Taylor, Division Head Librarian, explained the Library has Great Books, which picks books to read and discuss. Every year Palm Beach County also has a read together book that always has a discussion, but it was not very successful. Ms. Brown asked if a book club would be explored further. Ms. Taylor explained staff is receptive to the idea if the public wants one. All that was needed was public interest and advertising the club. If there was a group interested, staff could lease however many copies of the book that are needed. Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 Ms. Taylor explained Great Books reads non-fiction. Dr. Hayden-Adeyemo had also asked about book clubs because she reads a lot. She commented if there was not enough interest in forming a club, Ms. Brown could establish a meet up group and create her own community. Vice Chair Welter explained to Ms. Brown a new Library was forthcoming which will be technologically advanced and have Pads that can be used in the outdoor common areas. The Norton Museum was making similar improvements soon. V. Chair Report Chair Montague had requested all the members read the by-laws, which had been distributed to the members. He read Article V to the members. (Chris Simon arrived at 6:07 p.m.) ARTICLE V. Library Director The Library Director shall be considered the executive officer of the Board and shall have sole charge of the administration of the Library under the direction and review of the Board and under the supervision and control of the City Manager and City Commission. The Library Director shall be held responsible for the care of the buildings and equipment, for the employment and care of the building and equipment, for the employment and direction of staff, for the setting of the Library's Rules and Regulations for the efficiency of the Library's service to the public, and for the operation of the Library under the financial conditions set forth in the annual budget. The Library Director shall attend all Board meetings. Chair Montague did not want to impart anything negative, but apprised the members the Board can ask any questions and receive answers. They can help direct the Library and it is their job to report to the Commissioners and the Director. Anything that happens in the Library is under the purview of the Board. It is within the member's discretion to ask any question and they can review hiring at the Library. Mr. Clark pointed out the Board cannot hire and fire, but can review anything that is a public record. He wanted to review positive changes. Chair Montague emphasized it was important the members know they can ask any question they want. Dr. Hayden-Adeyemo noted different members have different backgrounds and it improves the process. There are checks and balances and the Board is reflective of the community. It is important the Board make good choices and suggestions to bring back to staff. Chair Montague noted if he was pushing a topic that was taking over the meeting, the Board could establish a special committee and he pointed out the Board had previously had a special meeting. Dr. Hayden-Adeyemo expressed she would have wanted a special committee to review the decision to combine the Library with City Hall. V. Unfinished Business: 2 Meeting Minutes Library Advisory Board Boynton each, Florida------- March 28, 2018 • Library Construction Update — Skype Meeting with Colin Groff, Asst. City Manager Collin Groff, Assistant City Manager, Public Services, joined the meeting via Skype at 6:26 p.m. Mr. Clark explained the City Commission approved financing about $120 million for the Town Square project and he requested Mr. Groff review the High Ridge Road and youth services Library sites. He advised staff is currently working on the contracts, most of which were signed, but not all. Mr. Groff explained the schedule calls for demolition to occur on July 27th on the south part of the site and all departments would be moved out of the building by July 1St. Staff found two locations for the Library. One site was at 2045 High Ridge Road, having about 30,000 square feet. There would be some City-made improvements to the building, but the space was adequate. The City has a space planner that once the lease is signed, will work with Library staff to determine what changes need to be made to the building. The City will issue a bid for a specialty move for library services, and will probably begin the move in June. The second location was the green building next to the Library at 209 Seacrest Boulevard. The downstairs has about 5,000 square feet and there are two rooms in the front of the building. One room would be used for young children and the other would be used for teens. Teen services would work at the location as it is downtown and close to where students are dropped-off from school. Chair Montague queried who pays the leases for the temporary space and learned the City will pay for the leases and the funding was included in the overall project cost. The construction schedule is a 30-month schedule with an extra six months in case something happened. City Hall/Library construction was anticipated to last 18 months. All the private development will be finished within a 36-month timeframe. The cost of the move is included in the budget. Chair Montague asked what process the City used to find temporary locations as the building next to the Post Office was not listed for lease on Loopnet and it was occupied. Mr. Groff responded the City has a commercial broker, Addison Young, that searched for sites. The building next to the post office, owned by Michael Weiner, is including the entire corner in the Town Square redevelopment project. When the City is finished using the building, it would be demolished along with the Post Office and then redeveloped. He emphasized that would occur after the Town Square was finished and that was how the City learned of the space. Mr. Groff commented there is very little space available anywhere in the City. Chair Montague asked what the monthly leasing price for the space was and learned the total lease for two years was $94,200. He was unsure if it was for 5,000 square feet or the entire building as he just got a copy of the lease, and he advised the City is using the entire building, but the Library is getting the downstairs and upstairs for the project. The cost is about $30 a square foot for 5,000 square feet and as offices require a larger area, the price is about $20 per square foot. Warehouse space is about $7 to $9 a square foot. 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 2 , 2018 Chair Montague commented keeping the Library east of 1-95 was great for the children. The current firm using the space was purchased by another company and they will move out of the location. They were trying to relocate their corporate headquarters in Boynton Beach, which could result in more jobs. Mr. Groff explained the City has a policy how to lease space, which is what they followed. The High Ridge Road location was also a sub-lease and the company there was relocating to Orlando. The problem was getting a two-year lease as most landlords usually want five years. The temporary location for City Hall was not a sublease, but it was vacant for some time and the company who bought it is updating it. The location was available because it will be torn down in two years anyway. Mr. Simon asked about the time schedule for construction to begin on the old Winn Dixie site on the southeast corner of Woolbright Road and US 1 and learned they have their permits. The City was told construction would be starting in the next month or two. Chair Montague asked if the rental fees for the temporary building would interact with the Library budget and was informed they would not. It was a totally separate line item. Other funds in budget for the current library building would carry over to the temporary location so the budget will be flat. Dr. Hayden-Adeyemo asked if the landlord would make improvements to the High Ridge Road building and learned improvements would be paid out of project funds as the City budgeted $3.4 million for leasing space, moving and moving back into the new building and all the work in between. Mr. Groff noted; however, that by moving, the City will receive an increase in ad valorem revenues sooner. Mr. Groff explained a five-year project is more painful for citizens than a two-year project. Chair Montague requested learning the square footage of the temporary youth library building and if they would be using the top or the bottom floors. Mr. Groff offered to set up a time for the Board members to walk through the temporary location. The City would have to remove a wall, but would not do too much work. The City may offer other services for adults, or put a cashier in there to take payments and provide services downtown. Construction of the high school was expedited and should be finished by November or December 2018. Vice Chair Welter asked if there would be a seamless transition between when the Library closed and the opening of the other two locations on July 1St Mr. Clark thought the Library would likely be closed for a month. Mr. Groff would like to open the temporary library across the street before closing the actual Library. It will take a minimum of two weeks and probably three to four weeks to move the Library. Mr. Clark and Mr. Groff would develop a schedule. There may be components of the Library that open at different times, but overall, the City will move a lot in four weeks. Vice Chair Welter asked if the budget included new furnishings and fixtures for the new Library and learned there would be in a limited amount. The temporary Library space will use the existing Library furnishings. If there is something that does not fit or work, there is a small amount of money to assist. Vice Chair Welter hoped there would be 4 Meeting Minutes Library Advisory Board Boynton each, Florida March 28, 2018 some new books, furniture and technology that patrons could access in the new Library. Mr. Groff agreed and commented the City planned to install a wireless mesh internet service for the entire Town Square. The Library planned to have Pads available to Library patrons and would add the Radio Frequency Identification (RFID) tag readers for auto check-ins. As the project proceeds, when they find savings, they will include more for technology. He advised the Library has a good technology budget. It was expected the area will have a higher density when the project was complete and staff believes patronage will triple so the budget will increase. It will be a seven-day a week operation. Mr. Simon asked if Library hours would be reduced during construction. Mr. Clark responded hours were still being reviewed. He advised he would request a used vehicle and would increase the mileage budget in case staff had to use their personal vehicles to travel between locations, which the City Commission will have to approve. Decisions about hours of operation will be reviewed with Assistant City Manager Tim Howard, Administrative Services, Mr. Groff; and Alan Karajalein and ITS staff. They will make a plan the City Manager will need to review and approve, which was anticipated to occur after the leases are finalized next month. Mr. Clark advised he would share the decision with the Board when it is made. Vice Chair Welter requested it be sent to the members to review. Mr. Simon noted demolition of the south portion of the project would begin in July, which he assumed was the lesser used area. He asked if the area was part of the Library and if demolition of the entire Town Square site would occur prior to constructing foundations and infrastructure for the new Library/City Hall. Mr. Groff explained July 27th is when the contractor will start demolition. They will remove asbestos from the Library for a few weeks and while its removal was ongoing, demolition would occur on some of the smaller buildings. Demolition of everything south of Ocean Avenue will start July 27th. Demolition north of Ocean Avenue would occur by the end of September or early October and go through the same process. The Library will be demolished by mid-August and once the southerly portion is cleared, they will build the foundation for the City Hall/Library and parking garage. In January, the developer will start construction and foundation work for all the apartments on the south end. In 16 months from this date, the Library and City Hall would be complete by the year 2019 and the entire project has a three-year turn around. The high school will be finished and useable prior to City Hall and the Library being completed. Mr. Simon asked when the Old High School could be used and when they could begin using the new City Hall and Library while the other construction was ongoing. He also asked if the privately constructed condominiums and hotels slated as part of the project would affect the accessibility of the Library and City Hall. Mr. Groff explained the new City Hall/Library should be finished by November 2019 and the Old High School would be ready by November 2018. Although the new City Hall/Library should be completed, the garage would not yet be constructed and there is 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 very little space to park, but the building could be used for something during 2019, for perhaps a few classes that meet a few times a week. (Vice Chair Welter left the meeting at 6:57 p.m.) Mr. Groff explained the south parking lot will be finished three months prior to the Library being completed as they have to move workers off the site while they are working on the other buildings. When the garage is finished, there will be 300 to 400 spaces available for City Hall and the Library. The garage for City Hall will be easily accessed although there would still be ongoing construction. The goal is to get City Hall/Library open with the garage and all else coming on line as it is finished. He explained some programs will be diminished, but not completely shut down. There will also be open video of construction streaming inside and outside of the building. Dr. Hayden-Ameyemo was unaware the Post Office would close. Mr. Groff explained the landlord wants to redevelop the corner. The Post Office has a new advanced operating model and they are trying to make Boynton Beach the first place to build it. Any redevelopment of that corner is still two years out. The Post Office will remain downtown, but it will be updated. Mr. Groff noted the Post Office has a long-term lease and they are still working with the federal government. The Old High school is the new Cultural Center. Chair Montague again inquired about the square footage of both buildings the Library will move into and implored Mr. Groff, when negotiating the new leases, to get the best possible deal. Mr. Groff thought the space was good, but not perfect. The City was still negotiating some leases. There are some advantages, and it is different than what patrons were used to, but it would work. Dr. Hayden-Adeyemo asked how traffic would be handled at the Youth Library location and learned staff already spoke to the Police Department and learned they will either have an officer or crossing guard for after school hours to ensure youth are crossing safely at the crosswalk. If a significant number of people use the Library, the City may be able to add a shuttle between the youth and adult Library locations. Staff will see how things unfold. Mr. Simon asked if the City would make the option known on day one and commented if adults go to the teen center and learn it is a teen center and learn about the other location, they may decide to come back in three years or find transportation to a different Library. Mr. Groff thought it was a good idea. Staff can take a patron survey and determine if there is enough ridership to offer a shuttle. He did not want to load up the building waiting for a bus at certain times a day. Mr. Groff commented they are amenable to ideas that are successful and they want to build excitement for the new building. Mr. Simon asked what was occurring with the interior of the Library and layout concepts. Mr. Groff responded the final design will occur after the contract is signed and there would be more workshops and meetings. Mr. Clark will have some items to 6 Meeting Minutes Library Advisory Board Boynton ec , Florida March 28, 2018 review and Mr. Groff anticipated this would occur five to six weeks from now. He assured the Board staff will bring back something on which they can make comments and changes as he wants the Board's input. Mr. Clark will email specifications from the company he hoped would install the new security gates. They will provide him with the specifications for the electricity that will be on top of the concrete floor and under the carpeting so it could be included in the drawings. The members thanked Mr. Groff for attending the meeting. Mr. Groff signed off at 7:10 p.M. • Adult Reading Club Update Ms. Taylor announced the Adult Reading Club was extended to April. Staff still had Library bags left over and people were still signing up. One hundred and fifty people completed the challenge ,which started in January and was planned to end in February. She pointed out there are reading programs for children with different prizes that was separate from the adult program. • Career Online High School (CONS) Update Ms. Taylor explained the fourth graduate from the Career Online High School will be present at the City Commission meeting on April 3rd. There are also three people taking the prerequisite classes looking for scholarships and Mr. Clark purchased five additional scholarships, which will sustain the program for the remainder of the year. Mr. Clark explained the really good news is the governor did not veto the funding this year, so the program will be funded again next year for $750,000 for the State. Mr. Clark was excited about the program as the students are ecstatic when they finish and move on to college. (Dr. Hayden-Adeyemo left the meeting at 7.11 p.m.) • New Borrowing Policy Update Mr. Clark advised staff received a lot of great comments from the public about the new borrowing policy. When he attended a Public Library Association Conference in Philadelphia, he was contacted by a woman from Philadelphia who praised the City for the expanded borrowing policies as they were great for the community. Ms. Taylor had also received a lot of great feedback at the customer service desk. The policy does not treat new books and DVDs any differently than other books. Books can be checked out for three weeks and DVD's can be rented for two weeks. Chair Montague commented all would be excited that the new Library would be known as the Library having no late fees and fines, and iPads for everyone. Mr. Simon asked why the Library was closed on Sundays since it is a busy day. Mr. Clark explained it was a monetary issue. Mr. Clark explained Saturday is a slower day. 7 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 Most libraries pay overtime for Sunday, but most staff do not take advantage of it. The Library could be open Sunday through Thursday. When the recession hit, the Library closed on Fridays as it was the least busy day, but people thought the Library would be closed on Monday which was actually the busiest day. Mr. Clark had to lay off three full-time employees. To restore the Friday, he would need more staff because there are two shifts of people working Monday through Thursday. It is tricky and now the Library will be split between two locations. Mr. Clark would really have to talk about who will be where, at what time and at which location. It is easier to cover an absence when all employees work at the same location. Mr. Clark explained the Friends of the Library are volunteers, but they do not do any staff work. Ms. Tebo asked if the Sailfish Cafe will move over to the new location and learned they would not. There will be a new cafe in the new City Hall/Library that will be managed by the City. VI. New Business: None. VII. Library Director's Report/Statistics Dr. Hayden-Adeyemo, before she left the meeting, had questioned why there was zero adult/teen or children attendance at outreach programs. Mr. Clark explained none were planned. Ms. Taylor explained some statistics were omitted. She had visited with Leisureville and spoke with them, noting there were 50 people that participated in the adult outreach. Staff experienced a lot of illness and employees were getting sick twice for one and two weeks at a time. It is also difficult to conduct outreach when the Library is short-staffed; however, the classes are going very well. Ms. Tebo explained the Library had a very short brown bag series, but it was very nice. Additionally, most of those participants thought the Library would be closed by April which curtailed scheduling. Mr. Clark explained he could not plan a lot until they knew what was going to occur with the move. Chair Montague requested including information on the leases on the next agenda if they are signed. Mr. Clark commented he would request a copy. Chair Montague expressed concern the Board was overseeing the operation of something and they do not know the prices per square foot. Mr. Clark explained the price per square foot is out of his realm as he does not deal with it and he has no control over it. His energy is spent on planning the facility. He requested Chair Montague remember that the questions the Chair would ask Mr. Groff may not be the same questions he would ask and that was why he requested Mr. Groff be present. Chair Montague differed and expressed the cost of the lease was important as it was money spent on a project that could be spent somewhere else. Mr. Clark requested Chair Montague understand he has no control over the lease. Members can read the lease once it is put on the agenda. The lease has to be approved by the City Commission before it is released to anyone. Ms. Boucard noted the Board may or may not have the lease at the next meeting. It may be April before it is available. Mr. Clark explained he will share what 8 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 he knows, but it may be different than what the Board may want to know. Chair Montague felt the City will fight for every penny, they would want the best possible deal. Ms. Boucard asked about the RFID in books and learned it was something the Library will start after the move. Mr. Clark already received preliminary quotes and it will cost about $25,000 to start, including the tags and overlays for the audio collection. Staff will rent a couple of machines as implementing the new system involves more than sticking a tag on a book. There is a process to follow. With the RFID system, they can buy a wand that can read stacks of books for inventory at once, but the tags have to be placed a certain way. It will take a few months to implement, but staff will be implementing it in-house and at High Ridge. If staff at High Ridge is not busy with patrons, they will be training and implementing the system. Staff will purchase at least three new self-check systems and the gates that go with them for the new Library; one on the first floor and one on the second. If a patron exits the gate with an item that was not checked out, the information will be displayed on a computer, the gates will sound and the title will be displayed on the screen. Patrons can check out multiple books at the same time with one scan. Ms. Boucard queried if the feature would be included when ordering new books and learned new materials will be tagged as it arrives and then staff will determine if they will have the vendor tag them. • Monthly Report for February 2018 • News/Media Coverage Mr. Clark commented there has been a lot of mention about the financing of the Town Square project. It has been on the news and on Facebook. Ms. Boucard obtained information from the City speaking about the new website and how it will save the City $30,000. When scrolling on the website, it speaks about the new Library. VIII. Announcements Next Library Board Meeting —April 25, 2018 @ 6 p.m. IX. Adjournment Motion Chair Montague moved to adjourn. Ms. Boucard seconded the motion that unanimously passed. The meeting was adjourned at 7:34 p.m. OJ"Catherine Cherry Minutes Specialist 9 Meeting Minutes Library Advisory Board Boynton each, Florida March 28, 2018 10