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Minutes 01-23-19 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, JANUARY 23, 2019, AT 6:00 P.M. AT THE INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: Dr. Hayden-Adeyemo Craig Clark, Library Director Deborah Hoban Jeannie Taylor, Assistant Library Director Dr. Bethanie Gorny Robyn Boucard ABSENT: Chris Montague, Chair John Welter, Vice Chair Alice Warren Chris Simon I. Call to Order The meeting was called to order at 6:01 p.m. Dr. Hayden-Adeyamo acted as Chair due to the Chair and Vice Chair being absent. A quorum was present. Mr. Clark requested adding the November and December Monthly Reports. 11. Annual Board Elections Approval of Minutes— October 24, 2018 The minutes were tabled. Ill. Correspondence and Communications Craig Clark, Library Director, received emails from Board Members Chris Simon and Chris Montague indicating they could not attend the meeting. 111111. Public Audience (individual Speakers Will Be Limited to 3 Minute Presentations) None V. Chairs Report None. Meeting i ut s Library visBoard Boynton ac , Florida January , 2019 Unfinished Business: Assistant Library Director Position Mr. Clark explained Jeannie Taylor is the new Assistant Library Director, which leaves her prior position of Division Head Librarian open. There are some people leaving because there is no room for advancement. They are working with Human Resources to develop a career path for Librarians in the future. It will take several months to develop, but staff can only create the paths when positions are vacant. Development is doing the same thing. Library Construction Update Mr. Clark had Library drawings with him the members viewed. The members were concerned about the decreased square footage of the new Library. There was discussion Ms. Taylor, Mr. Naughton, and the Economic Development Director went to Miami to view an incubator/think tank at one of the Library's there. The members viewed the updated drawings of the first floor and noted the Library takes up a third of the first floor, which housed the Youth, Teen Libraries and the Commission Chambers and restrooms. The nearly soundproof Virtual Zone will be separate from the garage, where it was originally proposed, and it will be similar to the one the Library had for teens. Children and teen After School Homework Help is available and Adult AmeriCorps or ESL has a room to use. Staff used all the wall space for collections and will have a craft and teen after- school room. It was not as big as they had before and the children can use Commission Chambers for story time. There will be youth computers and teens will have laptop cards so they can take the laptops with them. Dr. Hayden questioned the purpose of speaking with the architects who came from New York for the Library. Mr. Clark explained they were discussing the interior design of the Library and not the shape of the building. Staff will have an office/sorting room. The children's staff will assist with check out. Patron self- checkout was encouraged because Library fines could also be paid at the same time. There are multiple entrances to City Hall, but most patrons will enter City Hall from the parking garage. This will provide the Library with a place to display items and with security benefits. The Library will also use the entire second floor and will have security gates, the Customer Service desk and the Friends of the Library store. There is flex space planned and furniture on wheels for pop up programming. The customer service supervisor's office, the IT desk, will be on the second floor as well as 24 fixed computers. Twenty laptop carts will be available for check out. Stacks will separate spaces and light flows through the library. There are study rooms and there will be three larger multi-study rooms. Mr. Clark had hoped for a glass wall and glass doors. The multi-study rooms will have some furniture, allowing them to be used for events. The research desk, storage and restrooms and a new archive storage room are on the second floor. Some areas of the second floor will have quieter areas. The estimated total square footage was 45,000 to 48,000 square feet. The prior library had 68 thousand square feet. The original library Meeting Minutes Library Advisory Board Boynton Beach, Florida Jahuary 23, 2019 in 1980 was 28 thousand square feet and the new addition added 35 thousand square feet. There is technical storage and a break o . Career Online High School (COHS) Update Ms. Taylor advised there are seven students in the program and four of them are past the halfway mark. She expected another graduate soon. Ms. Hoban asked if the other student graduate enrolled in college. Mr. Clark explained she received a scholarship and she was the only one who applied for it as there were four graduated. The scholarship was $1,200. She received half of the funds to enroll and if she receives a grade of B or higher, the remaining $600 will be rewarded. Mr. Clark explained the Rotary scholarship was very generous. He and Ms. Taylor helped design the program and it is a nice opportunity for someone just starting. Staff is publicizing the program on social media and there was a lot of interest in January. Currently Recruiting ® Library Page PT, Librarian (Catalog ing/Reference) Mr. Clark explained they have the Teen Services Librarian Position open. Tomorrow they will have a Library Cataloguing Position Librarian position open, a Division Head Librarian position open and a Librarian Archivist open with the latter position being filled; a conditional offer was accepted by the candidate and a part-time Library Page that is vacant, which was open for quite a long time. A new part-time Library Aid position will begin on Monday. It dawned on Mr. Clark last week, when Andrew Mack was working on a career path for his employees, to do the same. He thought it would provide future employees with a clear path along with expectations about what to do to move towards the new position. VI. New Business: State of FL Depository Library The City Library is now an official State Depository. This means the Library can receive any State documents they need. The State also sent them a very expensive set of State Laws and statutes in print. The Library will receive new ones every year. They are also available electronically. Ms. Taylor announced the State was excited about the new Library because there was no State Depository in this area. The Library is the first Library to have the COHS and State Depository in the county. New Databases: Kanopy & Ancestry.com, Heritage Quest, Fold3 (Military Records) Mr. Clark advised they had the above databases years ago and had to cut them due to the recession. They were then able to restore them. Heritage Quest and Fold3 is old Civil War military records. Kanopy provides online streaming movies. Many of the movies are Indie-type movies; some are independent films, some are newer and older, 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 23, 2019 documentaries and all the great courses. Patrons can check out seven movies per person, per month. When a video is checked-out, the patron has 72 hours to watch it before it is no longer available. Staff was trying it to see how it goes. It is free and patrons just need to use their library card for sign in. Pamphlets were available containing information about the programs. Patrons could not use Ancestry.com outside the Library, but Kanopy could be used from home. Library Directors Report Statistics Mr. Clark invited the members to review the statistics and commented they are getting busier now that Snowbirds are here. They had some good busy days with over 500 people a day. Patrons are finding the new temporary location. Mr. Clark explained the Adult Reading Club sign in sheet was available for Board members desiring to participate in the program. The prize was an umbrella, which was lightweight to promote reading and literacy. The item was a goodwill item, paid for by Friends of the Library. Participants could read any book and receive credit, and a book report was not required. Great Decisions was a book discussion club held at the First Presbyterian Church. Ms. Boucard asked about the incorrect addresses the collection company uses and learned the company continuously updates the list and gets the US Mail databases. They skip trace and found someone who changed their address twice in one month. They seek to collect materials. Ms. Hoban asked why fees were waived and learned only staff could waive any fees. They have been doing so since 2011. The goal is to get the materials back. The patron pays the fees to the company in a roundabout way. The Library pays $8.95 to the company and the patron pays $10 to the Library. Monthly Report for October 2018, November and December News/Media Coverage I . Announcements Next Library Board Meeting — February 27, 2019, at Intracoastal Park Dr. Hayden requested the members make sure they RSVP if they cannot attend the meetings. Mr. Clark invited anyone with questions on the statistics to contact him. The idea this year was to add more online databases and less print materials because of lack of spare. The budget had remained the same. Staff is keeping the collection current. Staff will soon start weeding the collection in storage. The shelves in the adult area are full. Mr. Clark thought the new Library would be nice. Ms. Taylor distributed calendars from the State Library. The calendars are very nice and the recipe cards are removable. 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 23, 2019 VIII. Adjournment There being no further business to discuss, the meeting was adjourned at 6:44 p.m. Pat h e 46n eUCherry L I Minutes Specialist 5