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Minutes 05-23-18 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, MAY 23, 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 Chris Simon (arrived 6:09 p.m.) Anne Watts, Assistant Library Director Tracy Tebo Jeannie Taylor, Division Head Librarian Dr. Stephanie Hayden-Adeyemo (arrived at 6:10 p.m.) Robyn Boucard, Alternate (arrived 6:04 p.m.) Alice Warren Bethanie Gorny, Alternate ABSENT: John Welter, Vice Chair Deborah Hoban I. Call to Order Chair Montague called the meeting to order at 6:00 p.m. II. Approval of Minutes — April 25, 2018 Chair Montague tabled the minutes, as they were not available. III. Correspondence and Communications Craig Clark, Library Director, announced Board Member Deborah Hoban contacted him advising she could not make the meeting. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) None. (Robin Bouchard arrived at 6:04 p.m.) V. Chair's Report Chair Montague commented after the last Board meeting, he was outside the Library speaking with someone and high school students got into a fistfight. He complimented the Officer on duty at the Library as the Officer handled the situation well, and quickly got the situation under control. Meeting Minutes Library Advisory Board Boynton Beach, Florida May 23, 2018 VI. Unfinished Business: Library Construction Update Mr. Clark advised there was a 180-degree turn regarding plans for the Library. For a variety of reasons, but mostly to save money, instead of the Library being divided into two different locations: one at High Ridge Road and the other at the Post Office, the temporary Library will use the UCC Church behind Hurricane Alley. He explained the CRA purchased the Church, which the City could use at no cost, saving the City $600,000 to $700,000 a year. He explained the Library will provide all of its services on the east side of 1-95 within walking distance. He thought the partnership was a win-win. Mr. Clark did advise one issue was the building was small although it had two stories. He explained the current plan was to rent two 64' by 48' foot trailers. Each trailer has 12 offices and a conference room. Mr. Clark estimated the Church to have 15,000 to 20,000 square feet of space: it was formerly a bank that was converted to a Church in 1975. Mr. Clark thought the second floor was a great space for the children and teens services as its dimensions were 8 or 10 feet by 72 feet across. There are two stairways to the second floor: one a straight up stairwell, but the other was a spiral stairway that will be removed creating additional space. The restrooms will be made ADA accessible. There is an office and boutique store on site so the intent was to move the Friends of the Library store with them to the new location. He also advised there was a chance the Church may hold services there on Sundays for awhile. (Chris Simon arrived at 6:09 p.m.) (Dr. Hayden-Adeyemo arrived at 6: 90 p.m.) Mr. Clark advised he would visit the location as soon as he could to determine how much of the collection will be brought over. Mr. Clark was the only one who visited the site and he was trying to get the rest of the staff in to take measurements, start planning, and decide how much of the collection will be housed there. There will be no adult computers in the building, although it was thought computers could go in one of the trailers in the adult section. The teen and youth computers would be onsite. The trailers have different floor plans. One had 12 offices, a conference and rest rooms. One will be used for staff and the other for the computers and possibly Americorp. He noted they cannot house the entire collection so staff was looking at alternative locations nearby so staff could run over and get the needed or requested materials. The change occurred over the past couple of weeks. Dr. Hayden-Adeyemo apologized for arriving late and inquired if the Library would have portables. For the benefit of Dr. Hayden-Adeyemo, Mr. Clark repeated the information he provided earlier. A question was posed if trailers could be used for collection storage and Mr. Clark explained the trailers could not hold the heavy books. Staff planned to house the most popular materials at the new location and the less popular materials offsite 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida May 23, 2018 nearby for staff to retrieve by the next day. Staff was still looking for other locations to lease for storage. Dr.Hayden-Adeyemo asked if the Church location would hold the juvenile and adult materials and if it was next to the Brightline train. She asked when the decision was made to move there. Chair Montague thought the new location was a safer location than Seacrest Boulevard. Mr. Clark responded it was on Federal Highway next to the Ice Cream Shop and a block away from 500 Ocean. Dr. Hayden-Adeyemo thought Federal Highway was busy. She expressed she was taken aback since the last meeting where they were looking for a walk through and now there was a new location. Mr. Clark reiterated using the building would save the City $600,000 to $700,000 a year as there was no rent to pay. He also noted the temporary Library was not part of the downtown project. Mr. Clark explained there will be challenges with the collections, but Chair Montague thought Library attendance would remain higher. Dr. Hayden-Adeyemo asked how much it would cost to store the materials and Mr. Clark responded he did not know. Dr. Hayden-Adeyemo asked if City staff was aware of the building when they started scouting locations and learned they were not. Mr. Clark was called out of a meeting by his boss who requested he immediately visit the site when it became available. He also explained he does not handle leases or the budget. Ms. Tebo announced she walks to the location all the time to board Bus 1 and it was not a long walk. Dr. Hayden-Adeyemo commented there would still be building construction ongoing and she questioned how it could be a win-win as she thought there would be construction next to the railroad tracks. She put on record she had concerns about the move regarding the proximity to the Brightline tracks and Federal Highway. When asked further about her concerns, she responded she did not want to take time away from the agenda to voice her concerns. Mr. Clark commented an architect will be involved to take measurements to determine how much of the collection they can move over and how much to store. Mr. Clark announced the Library will be closed July 13th and would reopen and be operational at the temporary location on August 13th. They are still trying to find a company to move the Library as no one responded to the Request for Proposals and Mr. Clark was working with Collin Groff, Assistant City Manager on the move. Dr. Hayden-Adeyemo asked if the City has moving and storage they can use to cut costs, or use its trucks to ship it to the new location as it is only a block away. Mr. Clark explained a Library move is very complicated. Chair Montague assured Dr. Hayden-Adeyemo that all around, it was a safer location to get too and there is parking. Ms. Warren agreed. Adult Reading Club Update Jeannie Taylor, Division Head Librarian, announced 155 people participated in the program 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida May 23, 2018 Career Online High School (COHS) Update Ms. Taylor announced they are interviewing another student for a scholarship next week for the program. Mr. Clark explained the Library will also receive funding from the State after July for the new scholarships and He will request funds for 10 scholarships to begin. Six students are in the program and there were four graduates. Mr. Simon asked how the student would proceed with the program during the move. Ms. Taylor explained there are online academic coaches, so while the Library is not accessible for a month, students could still proceed with the program and can contact staff. Mr. Clark also announced he was working with the Rotary Club of Boynton/Lantana who may donate funds for those graduates who may want to start college. Mr. Clark and Ms. Taylor will develop guidelines to access funding and thought the funds could create a post high school scholarship program. He noted the scholarship will be about $1,300, which he hoped would be given each year. Dr. Hayden-Adeyemo thought the Library could partner with the City to match the funds and those students could become interns with the City, if the individual wanted to grow, build and stay in the City. Mr. Clark advised the City has an internship program. Dr. Hayden-Adeyemo commented she was referring to public relations information the Library issues referencing the Hack Lab and economic development. She noted people are coming to the Library to obtain an accredited high school diploma and it would be good if the Library could show the program is effective in the community and the City was available to support the initiative. Students could go to school and possibly have a way to work. It could move the student through the process with an end goal in mind. PBC School District Agreement Update Mr. Clark explained the City Manager signed an agreement for another year regarding the Library Program with Forest Park Elementary School, which he forwarded it to the School District for approval. The Library just purchased at a Scholastic Book sale at the Warehouse in Pompano some titles that were appropriate for youth to check out. VII. New Business: None. VIII. Library Director's Report/Statistics Monthly Report for April 2018 Chair Montague thought the Board should be patient with the Statistics as there was a lot going on. News/Media Coverage None. 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida May 23, 2018 IX. Announcements Next Library Board Meeting — July 25, 2018 at Intracoastal Park (June Meeting Cancelled) Chair Montague commented the members voted to cancel the June meeting as they thought the Library would be moving in June. He suggested the Board may want to meet for the June meeting and cancel the July meeting instead and requested a motion to that effect. Motion Ms. Tebo so moved. Mr. Simon seconded the motion that unanimously passed. Mr. Clark announced the next meeting will be Wednesday, June 27th at the Library and the July 25, 2018, meeting was cancelled. Mr. Clark announced they will see if the August meeting will be held at Intracoastal Park Clubhouse. Antonio Villatoro was present and announced he was running for Mayor. He has been attending meetings to listen and familiarize himself with the different Boards. Mr. Clark advised he will have more information about the Library next month. X. Adjournment Chair Montague moved to adjourn. The motion was duly seconded and unanimously passed. The meeting was adjourned at 6:30 p.m. Catherine Cherry Minutes Specialist 5