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Agenda 10-24-18 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, OCTOBER 24, 2018, AT 6 P.M. AT THE INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA Chris Montague, Chair Jeannie Taylor, Division Head Librarian Deborah Hoban Chris Simon Stephanie Hayden-Adeyemo Bethanie Gorny, Alternate Robyn Boucard, Alternate John Welter, Vice Chair Alice Warren I. Call Chair Montague called the meeting to order at 6:04 p.m. 11. Approval of Minutes —August 22, 2018 & September 26, 2018 Motion Chair Montague moved to approve the August minutes. Ms. Tebo seconded the motion that unanimously passed. Motion Ms. Tebo moved to approve the September minutes. Ms. Boucard seconded the motion that unanimously passed. 1111. Correspondence and Communications Ms. Taylor received correspondence from Board Member Alice Warren. Ms. Warren is in a rehab facility and would not be able to attend meetings until the end of the year. IV. Public Audience (individual Speakers Will Be Limited to 3 Minute Presentations) None. Meeting Minutes Library vi Boynton c , Florida October 24, 2018 V. Chales Report Chair Montague advised he lives a few blocks from the Library and the demolition of the Library was stunning to watch. (Dr. Hayden Adeyemo arrived at 6.90 p.m.) VI. Unfinished Business: Library Construction Update Chair Montague saw the Library tower was demolished and thought it would remain. He also commented his fianc6e is on the Arts Commission. He was aware City Hall and the Library will share the building, but he wanted to ensure administration does not forget the Library Advisory Board. He was disappointed the Arts Commission voted, along with members of the City, to select the public art that will go in front of the Library/City Hall, but there were no Library Board representative present. He the selected piece was boring and thought one of the pieces seemed too childish. He noted the first floor of the building houses the children's section of the Library. He hoped the Board would be included in the loop. (Ms. Gorny arrived at 6:93 p.m.) Dr. Hayden felt like the focus of the public relations for the City was the City Hall. She did not hear any mention of the Library a few meetings back when she raised the issue. She felt the temporary Library would be the permanent location. He thought maybe they could reach out to the City Manager and invite her to a meeting. In the future, the Board will request they be included when decisions about significant art pieces for the Library are made. Chair Montague requested Mr. Clark be made aware of the Board's sentiments. Dr. Hayden thought the Board should receive notice. She also noted when she receives the minutes via email; the City Commission receives a copy, but not the City Manager. She commented some of the Commissioners are on advisory boards. Ms. Taylor explained there are staff liaisons and not City Commissioners. Additionally, the staff representative/liaisons are not voting members. Dr. Hayden noted the liaisons see Board minutes, which are public. Ms. Taylor commented all the minutes are public and are available on the City's website. Ms. Taylor noted the Library drawings are 60% complete. She noted the plans on the website keep changing so she was not certain what the exterior of the building would look like. The walls are set and Ms. Taylor, Mr. Clark and Mr. Naughton are going to Orlando to have two dedicated days with the architects. The Library architect will join them there to go over the interior of the Library. They will discuss bookshelves, chairs, power, and lights with the architect. Ms. Taylor advised the Library Staff was excited to have time Meeting Minutes Library Advisory Board Boynton Beach, Florida October 24, 2018 with the architect because prior meetings involved all the departments and the Library did not get any special consideration. Mr. Simon asked if the Library had any updates to the design concepts. Ms. Taylor responded they had not. She hoped after the meeting they would have new drawings of the interior to bring to the next meeting. Ms. Boucard noted at the last meeting, there was a trip planned to Miami. Ms. Taylor advised the trip was cancelled due to early voting. They will reschedule after Election Day. Career Online High School (CONS) Update— Rotary Scholarship Ms. Taylor advised the Rotary Club awarded a $1,200 scholarship to a graduate that they had. Mr. Clark gave a nice presentation at the Rotary Club in September. Six hundred dollars is given to the recipient to sign up and pay for a class. When the class is passed, with a grade of B or better, the remaining $600 is distributed. The Rotary is very happy about the scholarship and wants to make it an annual scholarship. There are no new students in the program, and the Library has secured 10 more scholarships. There is a student almost to the end of the prerequisite, but missed the deadline. The student indicated they would start over. AmeriCorps Update Ms. Taylor explained AmeriCorps was going well. The Library has assigned two volunteers for the adult volunteer for ESOL and the After School Homework Help. They did not have a Teen AmeriCorp volunteer this year, but every year, after the first month of the program,there are several AmerlCorp Volunteers working in schools in Palm Beach County who cannot get enough hours. Staff brings them into orientation and speak to them what it would mean if they would come to the Library after they were finished with their school hours to assist with the After School Homework Help program, because the Library has hours until 7 p.m. The volunteers understand they are making a commitment and must agree to a consistent schedule. They also talk to the volunteer about the difference between working with young children and teenagers. They had 15 people attend orientation and 14 volunteers signed up. Half of them will work with the teens. Currently Recruiting —Assistant Library Director, Librarian/Archivist, Library Aide PT, Library Page PT Ms. Taylor advised staff posted the Assistant Library Director position. Staff interviewed a candidate and was waiting on the final offer letter. Staff will post the Librarian/Archivist position next week. Staff will advertise the position in several other formats than the normal recruiting process is for the City. They did post a part time Library Page position. The posting just closed, but staff has not yet received the eligible applicants' applications back yet. Typically, they receive over 100 and staff narrows it down to about 15 and then schedule one interview a week. Staff prefers applicants to have previous experience for the part time page position. A test is given to ensure books are sorted properly as well. 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida October 24, 2018 I. New Business: Vote to possibly merge the November & December Board Meetings to be held on Wednesday, December 5, 2018 at 6:00p.m. Ms. Taylor explained historically, the Board has merged the meetings due to the holidays as the Board would meet on Thanksgiving and Christmas. Motion Chair Montague moved to meet on December 5t". The motion was duly seconded and unanimously passed. Palm Beach County Board of County Commissioner Proclamation: Library Card Sign-Up Month September is Library Card Sign-Up month and Palm Beach County issued a proclamation. Ms. Taylor explained it inspires them to think ahead to next September, to have an event. Ideas were needed. VIII. Library Director's Report/Statistics Monthly Report for September 2018 The statistics were all negative because there was not much going on during the transition. Chair Montague requested if there is anything the members see, they should say something. Ms. Taylor explained staff was positive because they finally got the gates installed for door counts and the Library is averaging 500 people a day which was about half of what they had. They moved into the church and people have to go through the Library to get to the computers in the trailers. Ms. Tebo saw many returning patrons. Regulars have found the location, the youth are back and the trailer is full. Ms. Gorny took a tour of the temporary library on a Saturday. She thought it was amazing the good use staff was making of the space. She was impressed the children's area was filled with youth, and teenagers were working and doing things. Chair Montague thought it was a cool building with its own vibe and staff did a good job. Ms. Tebo explained the Coastal Star gives the Library very good coverage. They always mention the Library. Last month, they had an article the Church was happy to share building with the Library. She will bring in the article. She thought the Coastal Star was more receptive to public relations and outreach articles. Mr. Simon thought the paper was potentially a branch or avenue for a membership drive. Dr. Hayden noted some schools also have a great read off or something like lotto or jackpot. At one point, they were trying to get Boynton students to read at level three and they wanted to do something with the Rotary and Dr. Vos at Poinciana, but it never materialized for the Youth Education Advisory Board. 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida October 24, 2018 Ms. Taylor noted the next day was the Read for the Record. Ms. Taylor explained staff decided to hold it at Dewey Park weather permitting. They have started setting up for Pirate Fest and access from Ocean Avenue is blocked. They also have the children's reading club every summer and they get it set up. They hold an adult reading club in January. Dr. Hayden asked if the Library would have a book discussion group. Ms. Taylor explained the Library is receptive to the idea, but the Library does not currently have the space for it. They have two rooms that are used by AmedCorp and the quilters; group. News/Media Coverage Ms. Tebo agreed to bring in the news article from the Coastal Star. IX Announcements Next Library Board Meeting — December 5, 2018 at Intracoastal Park (if approved) Chair Montague will also bring what he has to show the Board the discussion about public art. The Library used to have art on the second floor. She assumed there would be art in the first floor lobby area. They will try to open the lines of communication so the Board can be part of the discussion. Ms. Tebo commented she rides the bus and sometimes she hears strange remarks. She announced someone saw 115 beneath the Library sign and thought it was how many people the Library served. X. Adjournment Chair Montague moved to adjourn. All seconded the motion that unanimously passed. The meeting was adjourned at 6:35 p.m. Catherine Cherry Minutes Specialist 5