Loading...
Minutes 06-26-19 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, JUNE 26, 2019, AT 6:00 P.M. AT THE INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: John Welter, Chair Dr. Stephanie Hayden-Adeyemo Craig Clark, Library Director George Feldman Jeannie Taylor, Assistant Library Director Tracy Tebo ABSENT: Deb Hoban Dr. Bethany Gorney Robyn Boucard I. Call to Order Chair Welter called the meeting to order at 6:19 a.m. II. Approval of Minutes — May 22, 2019 - Tabled III. Correspondence and Communications Craig had been notified of the three absences IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) V. Chair's Report Chair Welter researched an important trend in urban public libraries, which was to become fine free. He wanted to reintroduce his thoughts on the matter noting the Board had previously discussed the issue. He understood the City Commission has the final say, but he wanted to present the concept. Mr. Clark noted budget hearings are coming up in July. He thought Chair Welter could make his request known and share it with the City Manager and the City Commission at that time. He asked if he should speak to his commissioner and commented he would also contact Mayor Grant. Dr. Hayden-Adeyemo asked if the area where the Library would be situated was urban. Chair Welter noted density in the tri-county area was increasing and it has an urban feel, especially with the City Library and the goal of the Library Board Boynton Beach, Florida June 26, 2019 Town Square. There are trends in library associations, and one is the Urban Libraries Council that are heading this way and thought it could support the trend. The Board had discussed how fines are punitive, and initiatives and young children may not have to pay fines. The children can read off their fines or bring in food for fines in November. Chair Welter felt the Board could be open to no fines. Reading off of fines gives some accountability. Reading off of the fines in some communities in more economically challenged community has a word gap of 100,000 words. There are studies being done about that now. If the desire is not to have a fine, it could be implemented. There are other restrictions about borrowing, and if you don't return the book at all, you will have to pay for a replacement. Ms. Tebo favored library fines for youth taking about books as it teaches them responsibility. Dr. Hayden-Adeyemo agreed with Ms. Tebo. She has participated in the Food for Forgiveness program twice to alleviate her fines and she spoke about fines levied incorrectly. She was unsure about collections methodologies used for loss of library materials, but thought it was a fine line, as it pertained to not holding youth account for lost materials. Some students do not graduate because of outstanding library obligations, which the parent is ultimately responsible for if the youth is underage. Chair Welter explained Library users do not pay for the books. Residents pay for the books with taxes. He had a map showing fine free libraries in the United States. Miami Dade County Public Library System just went fine free. Denver was one of the first libraries to become fine free January 1St and they had previously collected over$1 million a year in fines. The Boynton Beach Library has a much smaller contribution to the City's budget. The fines are collected and go to the General Fund. Mr. Clark advised the fines collected for the last few years was in the low $20,000 per year. He administers the distribution of the funds in his budget and provides a budget, which does not include collections, as the amount of future collections are unknown. Mr. Feldman supported eliminating the fines, as they were not substantial. Mr. Clark recommended all read the literature on the pros and cons of fine free libraries. Further discussion ensued about the pros and cons of going fine free. Boynton Beach is dissimilar to the larger areas. The Library is community based and the Board could decide how they want to entice people to read books and open the Library up. They do not want to place a fee or burden on a child who brings back a book late. Mr. Clark spoke with other library directors and determined the reason to eliminate the fine is to remove the roadblock to access. Mr. Feldman thought if a book is late and a child goes to check out a desk and learns they cannot, the staff person should speak with the child. Mr. Clark advised staff sends a letter to the parent. The City wants to a more customer based community style with the new Library and the librarians will be out helping patrons and taking a more proactive customer service. Chair Welter thought they could discuss why materials are returned on time or how or why staff sets time limits. Staff does not want to prevent access for youth. Mr. Feldman inquired about homeless library youth and learned youth and high school students go homeless all the time. Ms. Tebo asked about adults and teenagers who do not return items because 2 Library Board Boynton Beach, Florida June 26, 2019 they do not want too and learned collection would ensue. Several nearby municipal libraries operate the same way. Chair Welter noted the City is building anew Library and staff has been coming up with great ideas to provide a sense of newness. No fines would be a way to attract people. It is a new view of access. Patrons could use the iPads and sit on the common lawn or come and use the books. They have maker spaces they never had before, which is a solid new Library trend. Chair Welter brought information with him and would bring the information to the next meeting for those who are not in attendance. He liked the conversation, but thought he should start a conversation with his Commissioner. Chair Welter asked if Mr. Clark was supportive of going fine free and learned he was, but the decision was up to the Board. Motion Chair Welter made a motion to put that it is the Board's desire to have a fine free Library system under New Business. Mr. Feldman seconded the motion. The motion failed 2-2 (Ms. Tebo and Dr. Hayden Adeyemo dissenting.) Mr. Clark will add the item to the next meeting agenda. VI. Unfinished Business: Library Construction Update Mr. Clark explained the Library walls were erected and he was informed construction was on schedule. Mr. Clark received some small furniture designs and the department heads are going to a furniture warehouse next week. The Library flooring will likely be carpeting. Mr. Feldman noted there were new products out with no VOC or odors. He thought something with an underlayment and then a hard overlay could be beneficial. Carpeting is usually used, but other products have the same type of acoustic ability and are easier to maintain. They are very easy to clean and maintain. The noise level is the same or better and there is no odor. Chair Welter agreed. Mr. Clark advised he would bring it up when the time comes for discussion and ask what the options are. Mr. Feldman agreed to provide samples. Dr. Hayden thought the City was moving towards sustainability. It was noted the designers are still refining. Mr. Clark has not received new drawings with the furniture in, but he provided a list of furniture he needed. He was not given a budget, so he could make suggestions. Some areas will have new furnishing. Career Online High School (CONS) Update Jeannie Taylor, Assistant Library Director, explained there are two more graduates and another student very close to completing the course. The Library hopes to celebrate three graduates at the August City Commission meeting, bringing the total to seven. The money from the State did not come. The City purchased five scholarships last year so the Library could continue the program. Dr. Hayden-Adeyemo noted the City has collection bins for used clothing and asked if some of the money from the sale of the clothing could 3 Library Board Boynton Beach, Florida June 26, 2019 be used for these scholarships. Mr. Clark commented those funds are approved in the City's budget annually. Dr. Hayden-Adeyemo thought the funds had to be used for community projects. Mr. Clark agreed to review the matter. With five remaining scholarships, the program was fine for now, but the only restriction for the scholarships purchased by the Library is the recipient must be a city resident. When State monies are used, it could be for anyone. Dr. Hayden-Adeyemo suggested marketing the Library and programs. Currently Recruiting— Library Page PT, Customer Services, Youth Services Mr. Clark explained they are still recruiting and the positions are currently vacant. The Customer and Youth Services positions would be posted in the next month or so. Dr. Hayden-Adeyemo noted Palm Beach State College has a job board. Mr. Clark commented they would not go outside for part-time position. They posted the position on the City's website and received many responses. LSTA Innovation Grant— Internet Hotspots Mr. Clark advised the Library would purchase 14 and not 20 Internet Hotspots. The Library Services and Technology Act (LSTA) funds have to be expended by the end of this month, and the Library will supplement the amount needed with City funds. Sprint will be the provider. The Hotspots will have unlimited access and will be available in mid- July. Library patrons can keep the Hotspots for three weeks and can renew if they are not on hold for someone else. Broward County lends their Hotspots to veterans only and the use is very high. Chair Welter was anxious to see how the community responds. LSTA Grant— Upgrade to RFID Mr. Clark was still waiting for the Secretary of State to sign off on the approval of the grant. The Library Council approved the award for just under $84K that will be used to purchase three self-checks, two sets of security gates, 170K Radio Frequency Identification (RFID) tags and seven administrative terminals. The final approval letter would be signed any day and staff will start retagging the collections in October. VII. New Business: Review of Board By-laws Mr. Clark had reviewed the Library By-laws to see if the Board can meet every other month as Chair Welter had previously suggested meeting every other month or lessening the number of meetings. The number of meetings could be reduced. If the Board reduced the meetings from 12 to eight, the members would have robust discussions focusing on items and not so much day-to-day activities, and attendance would be stronger. Mr. Feldman disagreed and felt a month to plan to get to a meeting was plenty of time and he schedules his activities around the meetings. Dr. Hayden-Adeyemo agreed. Chair Welter explained they are cancelling a meeting in the summer due to vacations and it is important 4 Library Board Boynton Beach, Florida June 26, 2019 there are scheduled meetings prior to the budget hearings. Mr. Feldman favored meeting 10 times a year. Mr. Clark explained, last year they met in August, but in the prior years, the Board cancelled the August meetings due to vacations and merged the November and December meetings to the first Wednesday in December due to the holidays in late November and December. Mr. Clark suggested tabling the August meeting and possible meeting mergers to the next month. Mr. Feldman suggested putting the specific dates on the next agenda. August Meeting and possible merger of November/December meeting to December 4t" (tabled) Chair Welter requested a vote on cancelling the August meeting and merging the November and December meeting to December 4t". There was unanimous agreement. Summer Reading Club Ms. Taylor announced there are 89 children enrolled in the program and 17 children have completed the Club. Eighty teens also signed up and the program is going well. The volunteers are getting their time in by administering the program for staff. The younger program participants receive teddy bears as a reward; the older ones get a backpack, and the teens receive a phone charger and headphones. VIII. Library Director's Report/Statistics Monthly Report for May 2019 News/Media Coverage Chair Welter explained the members review this information at home; however, Mr. Clark can review highlights as appropriate. Mr. Clark noted a correction. The Customer Service and Circulation statistics indicates Current One Card Users 9,539 should be 95, and the Previous Last Year should be 144. Mr. Clark will review the latter statistic. Mr. Clark explained Ms. Taylor, Mr. Naughton and Ms. Killip from the Library visited the Orlando Public Library's Melrose Center, which is a building dedicated to Maker activities. It was a good trip as Boynton is trying to include maker activities in its Library. Mr. Clark needed to determine space for them and submitted a budget request for a Digital Services Maker Librarian. Mr. Feldman queried when Mr. Clark would discuss funding for Library activities and events. He noted the Friends of the Library are a 501(C)3 Corporation and they could benefit from charity/fundraising events. Mr. Clark suggested a discussion of activities occur after the new Library opens. There will be naming rights, dedications and other activities that will be handled by the City Manager's office. Mr. Clark noted the Library lost half of its business since moving into the temporary site, which was expected. He anticipated it would rebound when moving into the new Library, perhaps exceeding the prior level. IX. Announcements 5 Library Board Boynton Beach, Florida June 26, 2019 Next Library Board Meeting — July 24, 2019 at Intracoastal Park There was a nice article on AmeriCorps about the Library and Cozy the dog is doing well. X. Adjournment There being no further business to discuss, the meeting was adjourned at 7:46 p.m. Catherine Cherry Minutes Specialist 6