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Minutes 08-22-18 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, AUGUST 22, 2018, AT THE BOYNTON BEACH CITY LIBRARY CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Chris Montague, Chair Craig Clark, Library Director Dr. Stephanie Hayden-Adeyemo (arrived 6:12 p.m.) Jeannie Taylor, Division Head Librarian Chris Simon Tracy Tebo Robyn Boucard, Alternate ABSENT: Deborah Hoban Alice Warren John Welter Bethanie Gorny, Alternate 1. Call to Order Chair Montague called the meeting to order at 6:08 p.m. 11. Approval of Minutes —April 25, 2018, May 23, 2018 Motion Mr. Simon moved to approve the minutes. Chair Montague seconded the motion that unanimously passed. 111111. Correspondence and Communications Mr. Clark announced Ms. Gomy and Ms. Hoban would not be present. IV. Public Audience (individual Speakers Will Be Limited to 3 Minute Presentations) V. Chair's Report Chair Montague had no report, but commented he went to the temporary Library and thought it was excellent. He was glad it would be there for two years and noted there is lots of natural light. It was like a small home town library. Meeting Minutes Library Advisory Board Boynton each, Florida August 22, 2018 I. Unfinished Business: Library Construction Update Mr. Clark advised the Library and City staff worked very hard, did an incredible amount of work and the temporary Library opened on August 13th. The phones were not yet operational so staff was answering phones at the main library, taking questions and renewing books for patrons. The Library just got the internet connection hardwired and staff had been working on wireless internet. The teens and children's computers are online, but not the adults. He commented most people wanted the adult computers. Staff apologized and requested patrons call the next week. Most patrons were sympathetic and understood as it was a big move and it was difficult to drill through the floors Dr. Hayden-Adeyemo went to the Nelson Mandel)a Library, which had a ramp all the way up, and she thought the layout was interesting. Mr. Clark advised staff did not have a say in the design of the interior floors. The Library used two different movers, one of whom has been going back and forth from Gainesville. They should be back on Monday to move them into the quad and double trailer and to get computers, furniture, the copier and phones all on line. He hoped all would be finished by Thursday. Mr. Clark pointed out when the move was advertised, the City had to commit to the date. The stacks and books were pretty much moved within the first three weeks. During the last week, he had to bring books and they still need more books in the youth services area. Chair Montague asked about the warehouse. Mr. Clark advised there was a special CRA meeting and the lease was approved. The owner had to sign the lease and staff should get the keys tomorrow. The facility is on High Ridge Road and has about 8,700 square feet. He hoped everything would fit. Staff goes over every day pulling book requests. Dr. Hayden-Adeyemo noted there is a blind spot at the entrance. Mr. Clark agreed and advised they will put up cameras. Mr. Simon asked if staff would be at the warehouse and learned staff goes there once a day. They will store furniture that will be used in the new library and recently sent 30 chairs to the prison system to be reupholstered with heavy vinyl. They will be in storage when returned. Hopefully they will have new furniture at the Library. Administrative staff was still working in the original location and the telephones should be transferred the next day on the 6390 number. He thought the move went fairly smoothly and the moving company was phenomena[. A question was posed about the wooden stairs on the Federal Highway side of the building on the second floor. Mr. Clark advised it is an emergency exit. Ms. Tebo went to the Library for the first time on Monday and thought it was cozy. She liked that staff was available to direct people to the various book areas. She also liked the elevator. Mr. Clark commented they were receiving some complaints because there was no space for lounge seats due to ADA requirements. He pointed out if someone needed to sit down, staff will offer them a chair. He already responded to a written complaint about the issue and invited the person to return to the Library and they will assist. 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida August 22, 2018 Ms. Tebo felt bad for the people who have no place to hang out at the Library and commented the signage could be better. Mr. Clark responded they added some today and more will be installed on Friday. It took time to get quotes and staff had to go through the City's permitting process. Mr. Clark commented they did speak about the temporary location and had a Facebook live session once. The City also changed its banner to look like the new location. Staff has been very busy. Mr. Clark and Ms. Taylor showed patrons around the temporary Library and fielded many questions. As part of their new customer service model, they have a greeter at the door, which was very well received. Staff walks them to what they were trying to find and they will continue this service when they move to the permanent location. It is welcoming and personable. Dr. Hayden-Adeyemo thought the publicity and marketing seemed to focus on a new City Hall and not the Library. Mr. Clark understood, but did not think the move sunk in yet, but he understood. Dr. Hayden-Adeyemo asked if there was a name for the cohesive development and commented the construction did not feel unified. Discussion turned to whether there would be an opening ceremony and asking local merchants for giveaways at the event. Mr. Clark explained there is one in discussion, which was originally supposed to be on the 231d. Eleanor Krusell will handle the event and the City just had to pick a date. Mr. Clark commented he would provide the date when it was selected. Staff was trying to wind down, complete the move and get settled. Career Online High School (CS) Update Ms. Taylor advised there is still interest in the Career Online High School (CS) and the State provided 10 more scholarships. A few students are close to graduation. There are six students in the works and one student did not complete the program. Mr. Clark announced he was contacted earlier in the day by a member of the Lantana Rotary Club and they are working to create a scholarship for graduates of the CHS. The Rotary Board was interested in donating $1,200 and Mr. Clark will discuss it the next day with them. The idea is, if a COHS graduate is interested in continuing on to college, they will award the scholarship. The Rotary wants to make the scholarship an annual event. It is also Literacy Month and the Rotary wants to award the scholarship in September at a luncheon. FY2018-2019 Budget Request Update Mr. Clark advised he thought he may have provided the budget information to the Board before as the budget was up for approval at two budget hearings in September and the budget was pretty flat. There is still $170,000 in the book account. Due to the move and space constraints, they have to manage a collection over a few years time and staff will use some of the funding for digital resources. They will add Ancestroy.com, and bring Value Line back to the reference desk so people can keep up with investing. The Library used to have Novelist, which is an author database and have online book clubs available. 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida August 22, 2018 To use Novelist, the user can enter what type of books he/she wants to read and it will come up with options. The author's name could also be entered and the program will cull every book by that author. Staff was contemplating adding Hoopla, which offers downloadable videos and another program, which has more academic videos, grade courses and documentaries. Staff was looking at other options to offset the space restrictions for print materials. Chair Montague noted there was a drastic reduction in postage and learned the Library has been sending a lot less mail. Additionally, the Library has a $5,000 credit so they do not need to add more to their account. Ms. LaVerriere also signed a three-year lease for postage and when they move to City Hall, the Library will be using the City Clerk's postage machine. The return on investment with the company to collect overdue books was going well. Chair Montague thought some of the reduced costs were due to the move. Chair Montague requested learning more about the interaction with the quilters and the Library. This item will be added to the agenda. VIII. New Business: Ms. Boucard commented the quilts are used for decorative pieces and the temporary location will have some space. She inquired how often there was a turnover in quilts. Mr. Clark advised when the quilters finish one, they start another and there are multiple people working on different quilts. There are more quilters during season. Mr. Clark thought there would be sewing classes in the new library and it was hoped perhaps Ms. Wafts would teach knitting. Ms. Boucard thought it may pique someone's interest to become involved. Mr. Clark thought there was an issue with space, but thought moving into the new facility would be a good time to develop programming and increase the Library's offerings. Vill. Library Director's Report/Statistics Monthly Report for June & July 2018 Mr. Clark advised there will not be a July report because the Library was closed for most of the month. As far as statistics for August, the Library did not have a gate count nor were they offering any programming so the Board may not have the July and August report. One Americorp program volunteer started this week for after school homework help and the Adult English as a Second Language teacher in training will start after Labor Day. Mr. Clark advised staff had already been approached about the classes. Ms. Tebo asked where the archives were and learned they are on the second floor. Staff got most of the archived materials in the storage room, but will have to put some in storage. The Library did receive some new items from City Hall they could add to their collection in the future and the archives in the new building will be larger. Staff received several items from the City Clerks vault. There will be displays and citizens can gain access to the items by 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida August 22, 2018 appointment. Chair Montague inquired if storage at the warehouse and the archives was climate controlled and learned it was. Ms. Boucard asked if the City considered a time capsule. Chair Montague thought there was a time capsule for Kids Kingdom and would look for a news article about it. Ms. Boucard noted Galaxy Elementary School had one back in the late 1980s. There is now a new facility at the location, but did not know if they ever found it. The archives have an unopened time capsule that was not opened. It was thought the Library could also have one. Mr. Clark explained when staff converts book collections to RFID they will have people working at the Warehouse just on that project, but currently Mr. Clark needs to determine how much print materials will fit in the new Library to see if they have to trim their print collections. He added he thought they would have to do so. He explained Collection Development is an art form, and individuals have to do it for a while to be really proficient. Fortunately Ms. Taylor has been working with it for a while and Mr. Clark even longer. Ms. Taylor commented some materials deteriorate and discussion ensured it was thought most of what would be trimmed would be non-fiction books that may be out of date. Anything coming out of the collections will go to the Friends of the Library to sell and if they cannot sell, then they will be sent to Better World books, which generates funds for the Library. Better World Books recycles the books and sends them to other countries like the International Literacy Program. They were doing that for quite a few years. News/Media Coverage Mr. Clark did not have anything with him other than media about the move. Ms. Tebo advised the Coastal Star does a good job of reporting. IX Announcements: Next meeting September 26, 2018 at Intracoastal Park. Mr. Clark added all meetings going forward will be held at Intracoastal Park. Dr. Hayden-Adeyemo noted there is no horn for the Brightline Train and inquired if there was any note of this as a reminder to individuals crossing over the tracks. Mr. Clark thought it would be handled by the City as it does not fall within the Library's purview. Ms. Boucard advised of all the information discussed at the meeting, the most important was the greeters. Ms. Tebo conveyed she knew someone who went to a library for a year before he found out there were more books on the second floor. Chair Montague thought it was awesome especially at the new place. The Library also has someone stationed on second floor and in the audio video area as well. Ms. Tebo suggested having a camera in the elevator. Mr. Clark explained they did not have one at the old Library. It was discussed, but Mr. Clark decided not to install one. Staff is still working on developing a security plan. He did not think the City had cameras in any of its elevators and the odds of something happening on a two-floor elevator were minimal. He also noted most youth prefer the steps. 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida August 22, 2018 X. Adjournment Motion Chair Montague moved to adjourn. Ms. Boucard seconded the motion that unanimously passed. The meeting was adjourned at 6:51 p.m. Catherine Cherry Minutes Specialist 6