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Minutes 05-22-19 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, MAY 22, 2019, AT 6:00 P.M. AT THE INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA 000MMEMBOW PRESENT: John Welter, Chair Craig Clark, Library Director Deborah Hoban Jeannie Taylor, Assistant Library Director Dr. Bethanie Gorney Robyn Boucard Dr. Stephanie Hayden-Adeyemo, Vice Chair 1. Call to Order Chair Welter called the meeting to order at 6:08 p.m. 11. Approval of Minutes —April 24, 2019 Motion Dr. Gorney moved to approve. Ms. Hoban, vote ok Ill. Correspondence and Communications None IV. Public Audience (individual Speakers Will Be Limited to 3 Minute Presentations) None V. Chair's Report Chair Welter wanted to discuss with the Board how often to meet as sometimes they struggle for quorums and there are times during the summer it is difficult for some members to attend the meetings. He wanted to discuss if they should meet less. The Sunshine Law requires they assemble quarterly at a bare minimum, but not monthly. Vice Chair Hayden-Adeyemo did not think the members could reduce the number of times they meet as the Board was created by Ordinance. Mr. Clark commented they have combined meetings and cancelled meetings in the past. Vice Chair Hayden-Adeyemo thought the Ordinance required monthly meetings and discussion followed it is up to the Board to determine how frequently they want to meet. She commented the City Commission would have to approve the change; however, Mr. Clark pointed out they did not get Commission approval in the past. She also felt there was a certain level of Meeting iu s Library AdvisoryBoard Boynton c Florida 2, 2019 commitment on the part of the members and there is a reason why they have the Board. She thought if members could not make the commitment, the recommendation is to let the member go. Chair Welter asked if the idea was worth pursuing. Ms. Hoban was unsure less meetings would solve any conflicts and asked how it would serve the Library. Dr. Gorney thought the meetings were routine, and it could be the same every six months, but there is a lull because of the pending construction of the new Library. Chair Welter agreed there was some stagnation with the meetings and wanted the meetings to be a forum that was interesting. There could be reports about the various programs or ways to encourage expansion and enhancement of different programs. Members could identify new ideas. If they leave the repetitiveness as it is now and see a movement to something new, with the new library opening, there will be lots of conversations. Chair Welter suggested meeting six times a year. Mr. Clark suggested deferring the item in order to review the by-laws. Vice Chair Hayden-Adeyemo explained all boards experience lulls from time to time. Ms. Boucard asked if there would be more or less meetings and hoped nothing would conflict with some of her other meetings. Chair Welter thought there would be less meetings. I. Unfinished Business: Library Construction Update Mr. Clark advised the Library walls would go up around June 10th. Chair Welter asked if they were still refining the design. Mr. Clark did not know. The architect is in Orlando and he had not attended a meeting in awhile. He was supposed to start discussing furnishings soon. The architect has a team of interior designers. He has not met with them so he could not get a sense of what they planned. The last time he and Ms. Taylor met with the architect was several months ago in Orlando, and they discussed the interior and the flow of the Library. The flow was good. Ms. Taylor commented the Children's Library was more of a challenge. The flow on the second floor was good and there is something good to keep patrons moving. The City hired a fundraising consultant for naming rights for the entire Town Square project including the Library and moreso for the meeting rooms. There will be 12 or 14 rooms and they are all public areas. Some rooms will be shared, but the rooms are namable. Shared spaces were not included in naming rights. Chair Welter asked if those funds and any grant monies would be used towards future library projects and learned it would. Mr. Clark explained it could be an endowment for library programming because the Library does not really have a budget. He suggested endowing $50,000 towards programming or whatever program the donor wants. Mr. Clark explained endowments were at the beginning phase and he gave his ideas and suggestions for rooms and areas to be named. Endowments could fund an increase in material purchasing. Ms. Boucard thought the suggestions could be itemized and distributed to the community with a synopsis of each suggestion. Mr. Clark explained the consultant team is putting together packages and professional looking pamphlets. They are laying the groundwork 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida May 22, 2019 MENEM for the program and the materials would be available to the public around the end of the year. Ms. Hoban would like to see the audio book collection expand to the level of the County's Library system. The Library has one small endowment that provides about $6,000 a year. Chair Welter thought a naming opportunity could be an endowment and there was more money with naming, which means there would be more money to spend. Dr. Gorney suggested setting aside funds for programming having guest speakers or authors. It would expand the Library into a location for community events. Mr. Clark advised it would be ideal to have an unrestricted endowment for library programming and the Board could decide how the funds would be spent. It would be a good function for the Library Advisory Board. As to the design, Chair Welter thought staff would start to see designs within the next few months. Mr. Clark will bring it back agreed to bring back plans when they are received. Mr. Clark did not think they would need much furniture as it was recovered. The City is excited the refurbished furniture, but some areas will need furnishing. Staff will purchase mobile furniture which could be moved as needed for pop-up programming. (Tracey Tebo arrived 6:31 p.m.) Ms. Hoban asked if the computers would be upgraded. Mr. Clark explained they were on a four-year cycle to upgrade the computers. State Aid funding is used to purchase the computers. In the past there were 24 computers outside the lab and 20 in the lab. Staff will locate the 24 laptops for the public and another 20 laptops that can be used anywhere in the Library so patrons would not be combined to one area. There will be many nooks and study rooms and if patrons need to print, there will be wireless printers. There will be different. This will be done with the teens as well. There will be two laptop carts of 20 computers each and if they need a room to teach a class, they can roll the cart down to the class. There will be lots of outlets and plugs. Patrons could bring their own laptops because the Library will have wireless service. Mr. Clark advised he will share any updates or significant changes with the Board and added the furniture plan is not yet finished. Career Online High School (COHS) Update Jeannie Taylor, Assistant Library Director, explained there was another graduate of the online high school and six people in the online high school and two are very close to graduating. No one is in the prerequisite period. She also advised the State did not renew the scholarships. Mr. Clark was asked to advocate for funding for the program in Tallahassee next year. Ms. Hoban asked if that could be endowed. The State Librarian advised she would try to find some funds from the Library budget for that. Mr. Clark pointed out they still have some scholarships the Library purchased which will keep going until assigned. Ms. Tebo asked about the Rotary Club, and learned the Rotary Club awarded a graduate to continue on to college. The program has three scholarships left. Staff will used funds from the State first, and then the Library's funds for the program. 3 Meeting Minutes Library Advisory Board Boynton each, Florida May 22, 2019 Currently Recruiting — Library Page PT, Librarian Cataloging/Reference), Customer Services, Youth Services Mr. Clark announced the City hired a Cataloguing Reference Librarian from FAU. Ms. Hoban had worked with her and she starts June 3rd. She was in a professional position and then she got her Masters of Library Science Degree and had nowhere to go. She was doing Librarians work and there was nothing for her. Ms. Hoban advised she is a very kind and skilled individual. The other two positions will be supervisory positions, which were customer services and youth services position, when they are approved. The City Manager would have to approve. A Librarian is a grade 18 and in the budget He requested the positions be moved up to 20 because federal guidelines on exempt employees requires they have to make a minimum of$50,000 a year. Ms. Clark south to have Librarians be a 20, senior Librarians be a Grade 22 and a Division Head Library will be a Grade 24 so there is a career path. The City was making an offer to an individual who interviewed for the part-time Library Page. Mr. Clark anticipated having to add another full time position. The concept was not budgeted in the current budget, but the Board always stressed getting more positions for the new library for six days. Mr. Clark thought staff would be very busy once the Library opens. All the services are tied together and when the public comes to City Hall to pay utility bills, someone from the Library will be there signing people up for library cards. LSTA Innovation Grant— Internet Hotspots Mr. Clark was having trouble with the vendor and will have to go to use another vendor. The organization is a small non-profit. The City has certain requirements that any contract or agreement they enter into must contain. Staff wanted to purchase 20 with unlimited access. The lending period is three weeks and they can be renewed up to six times if they were not under request. Broward County does it and they only lends to veterans and do not have unlimited access with theirs. Chair Welter thought it was right to open it up to everyone for unlimited. The units are $70 each, but it is the monthly service fee. Chair Welter asked during negotiations, if there was any kind of advertising or capturing any usage. Mr. Clark explained they are not supposed to. Patrons would not want to be tracked. The non-profit would give the library 10 units for free, but they do not have a huge budget to keep going back and forth to get an attorney to change the agreement. Mr. Clark thought they would have to pay more money and use another vendor. The grant is for$2,800. Staff will lay out some State Aid money and see what happens. LSTA Grant— Upgrade to RFID Mr. Clark wrote a last minute grant because he heard there would be more money and the grant was fully funded. The amount was for$83,991 for three RFID self-checks, two sets of security gates 170,000 RFID tags and conversion stations leased for at least for six months. The entire RFID program is $105,000. The other $21,000 is in the City's Capital Improvements Plan (CIP). Ms. Tebo queried if the Library was moving towards all self check-out. Mr. Clark replied staff wants to move from a passive customer service 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida May 22, 2019 model to having the self-checks do the work, so staff can help people on the floor. Staff will likely be walking around with Pads. One staff member will be a greeter and teach patrons how to use self-check. Another employee will be behind the counter making cards and dealing with money. Self-check can use cash or credit card including paying of fines. The pilot school program for students did not go well. The City could move to enact no fines for youth, but it would require approval by the City Commission. The Library is getting a new Integrated Library System (ILS) search. The current system to look online to the Library's catalogue will change October 1st- The Library is switching from Dynix Symphony to A. The Society for Arts uses the KOHA system now and some larger library systems. It is an open source, meaning staff has more say as a Library on how to change the system to make it better for the Library, rather than relying on the vendor The consortium the Library belongs to will change as well. One Library is dropping out and will use KOHA themselves. The other four will stay together through SEFLEN as SEFLEN will manage the contract and have a Help Desk. The Help Desk will be a call center for staff. This will be cheaper in the long-run and better than what they are paying now. Chair Welter inquired regarding the new Library model if there be stations or staffing desks for librarians will assist with large searches or interlibrary loan searches. Mr. Clark explained the idea is to get rid of the desks. There will be a reference and a research desk for customer service staff. Chair Welter asked if the new search engine friendlier. Mr. Clark responded any engine is only as good as the user and clarified the new system is not a research system, it is a holding system of library collections and others. Ms. Tebo asked if the issues with Ancestry and Fold3 were resolved. Ms. Taylor responded she was told it was. VIII. New Business: 2019 Summer Reading Club Jeannie Taylor, Assistant Library Director, explained staff was getting ready to kick off the Summer Reading Club for youth requiring them to commit to reading a certain amount. The children will receive a teddy bear at completion. Elementary school students will get backpacks and middle and high school students will get head phones. The theme is universal stories and there will be other summer programs, which were included in the meeting back up. Staff will try to offer internet safety programs set for different age groups. There are programs for fifth graders, tweens, teenagers and adults. By offering the programs, the Library receives an extra nine points on the ISTA grants. The Library still has Americorp volunteers over the summer and they are looking to put together a program about civility to teach teenagers about being respectful with those who disagree with them and understanding differences of opinions. It would likely be a three-part program. Students will learn and understand civility, make a plan and then sign a pledge. There will be a reward for completing the program. Ms. Taylor and Mr. Clark attended a program by Dr. Robert Watson about civility. It was compelling and impactful. 5 Meeting Minutes Library Advisory Board Boynton each, Florida May 22, 2019 Ms. Tebo asked about the adult reading club and learned it had less attendance at the temporary site. Palm Beach Post Online Mr. Clark explained the Library has a new database. The Palm Beach Post Online is full text and it dates back to 25 years. Users can do keyword search all the way back to 1989 and it is current. It is a digital scan of the page and not text only. It is being promoted on social media. The Library also has an Instagram page. It is a digital issue of the paper and users can print individual pages. Mr. Clark commented it costs about $1,000 a year August Meeting and possible merger of November/December meeting to December 41h This item was tabled to the next meeting. VIII. Library Directors Repo rt/Statistics Monthly Report for April 2019 Mr. Clark suggested the members read the statistics on their own. Chair Welter agreed. Mr. Clark commented the Library has a new archivist and she is extremely technologically savvy. She is scanning a lot of the Library's photographs and they will be uploaded in to a system at Florida International University. The Library just signed a five-year contract to host the Library's photograph collections. It will be accessible online. Staff planned to launch all the newspapers online into their system. They are historical Boynton Beach photographs and the system will provide information about the photo. There will be a link on the Library site and it should be accessible from the Digital Public Library of America, ( LA). The photographs were deeded to the Library and are photos from 1910, 1920 Ocean Avenue and Main Street. The contract permits uploading up to 1,000 items. Right now, the archivist is choosing the top 50. Mr. Clark explained it takes a lot of work to create the metadata for each photographs. Mr. Clark thought it was great they can launch what they have in their storeroom online and it would be searchable. Chair Welter asked if what is uploaded would be items the Library would display. He thought they could display historic information in some of the Library spaces. They could have reproductions. Mr. Clark explained he would not have any displays until they are in the new Library. All the newspapers digitized available in the Library will be on the Libraries website and can be accessed from home. The Boynton Beach Star, the Lake Worth Herald and other newspapers up to today will be digitized and searchable from home. News/Media Coverage Mr. Clark noted there was a nice article on Cozi in the paper. Cozi is a sweet dog that comes to the Library weekly. The Director of Parks and Recreation has a dog in training 6 Meeting Minutes Library Advisory Board Boynton Beach, Florida May 22, 2019 and perhaps they can bring him too. He is a Labradoodle who is great with kids. Cozi"s owner offered also to bring a second dog. IX Announcements Next Library Board Meeting —June 26, 2019 at Intracoastal Park Ms. Hoban may be out of town. Chair Welter hoped the research about the bylaws would be completed because people often have conflicts during the summer. There is discussion about ideas and agenda items. X. Adjournment There being no further business before the Board, Chair Welter properly adjourned the meeting at 7:23 p.m. Ike) Catherine Cherry Minutes Specialist 7