Loading...
Minutes 09-25-19 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, SEPTEMBER 25, 2019, AT 6:00 P.M. AT THE INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: John Welter, it Craig Clark, Library Director Dr. Hayden-Adeye mo, is Chair Jeannie Taylor, Assistant Library Director George Feldman Robin Boucard ABSENT: Tracy Tebo 1. Call to Order Chair Welter called the meeting to order at 6:05 p.m. Ill. Approval of Minutes —June 26, 2019 &July 24, 2019 There was a clarification to the June 26, 2019 minutes. On Page 2, second paragraph, second line add: "Ms. Tebo participated in Food for Forgiveness . . ." Also int same paragraph, line 6, add: "Some students do not graduate from high school because of outstanding library obligations . . Motion Ms. Boucard moved to approve the June minutes as amended. The motion was duly seconded and unanimously passed The July minutes were tabled. Ill. Correspondence and Communications Chair Welter apologized for his absence at the last meeting. He had to travel for work unexpectedly. He noted Dr. or resigned from the Board and she had prompted him to bring literature to the meetings supporting no fine libraries. He was saddened to see her go. IV. Public Audience (individual Speakers Will Be Limited to 3 Minute Presentations) None. Meeting Minutes Library Boynton Beach, Florida September 25, 2019 V. Chair's Report Chair Welter stated how wonderful he and his family's experiences have been at the temporary Library during the past months. They had been patronizing the Library far more frequently and his son is devouring some collections. He noted many children his son's age have fun learning in the study center. He preferred more books to be available as he enjoys reading physical books, but pointed out Library staff has been very good about getting books from storage. He looks forward to the new Library with lots more space, and hoped that physical books would remain. Mr. Clark advised when they move, the Library circulation will increase and there will be new books. Dr. Hayden-Adeyemo also conveyed when the Library did not have material she wanted, staff was able to borrow or purchase the materials for her. Unfinished Business: Library Construction Update Mr. Clark reviewed the August Library construction update. He noted there is a Topping Off event, to put the roof on the building, scheduled for October 2nd from 11:30 a.m. to 1 p.m. The public is welcome and there will be boxed lunches. He advised the Library members should receive invitations. Mr. Clark and Ms. Jeanne Taylor, Assistant Library Director, will attend. Career Online High School (COHS) Update Ms. Taylor announced Career Online High School graduate numbers five, six and seven were recognized by the City Commission about a month ago. There are four more students in school who are nearing completion of the course. Three students completed 80% of the course and the other completed 70% of the course. There are a few students taking the prerequisite to the course. Staff was very happy for each individual who receives their high school diploma, because the Library was making a difference in the student's life and in the community. Mr. Clark advised there is no State funding for the program this fiscal year. Staff was able to find some funds to offer three more scholarships to Boynton residents and clarified when State funds are used for the course, anyone can take it, but when the Library pays for the scholarship, only Boynton residents are eligible. The Florida Library Association Legislative Priorities supported allocating funds for it in the State Library budget for the next fiscal year (20/21). He noted the State's fiscal year starts in July. Mr. Clark planned to help educate individuals on the state level about the program's importance as some will lobby their Legislators, particularly those on the Tourism and Transportation Committees who make these decisions. Mr. Clark planned to advocate by email and has contact information for every library director in Florida. He also agreed to copy the Board on his emails to the legislators. Board Members could send emails as well. He agreed to send the Board the names and numbers of the legislators to contact online and will provide an outline of what the members can say in their own words within the next few weeks. He noted Legislators often have forms to fill out on their Meeting Minutes Library Board Boynton Beach, Florida September 25, 2019 webpages. He emphasized they are advocating for an increase in State Aid to Public Libraries funding and fart Career Online High School. LSTA Innovation Grant— Internet Hotspots— Launching 9/22/19 Mr. Clark announced the Library launched 14 Hotspots on the 24th and it was just a matter of getting the word out. The Hotspots are available at the Customer Service Desk and he anticipates they will be very popular. The Library Marketing Manager will issue a press release out the Innovation Grant the Library received and will post the release on Facebook, Twitter and Instagram. Borrowers must be 18 and can check out the Hotspots; for three weeks. The Hotspots can be renewed unless someone else wanted one. Chair Welter suggested displaying a large informational banner and learned staff displayed information in the IT and Customer Service Desk areas. Koha — Launching 9/22/19 Koha, a new integrated library system was launched on Monday. There is information posted about the system on the Library's site. He not the site has a different look and is not 100% complete, but users can search for and put items on hold. The information was transferred from one system to the new system and went pretty well. Ellen Mancuso, who is in charge of Reference and Technical Services, and Systems Librarian worked very hard and had very few issues with the transfer. Vill. New Business: Library Fines Discussion (Tabled) Motion Ms. Boucard moved to remove from the table. Mr. Feldman seconded the motion. The motion unanimously passed. Mr. Clark not this issue came up at the last City Commission meeting and Commissioner Rous was in favor of eliminating the late fines. She would like to see the issue return to the City Commission. Chair Welter commented he did not have a formaI conversation with her, but he brought it up. Mr. Clark of her it was being discussed by the Board. Chair Welter asked if it of be airight if he expressed Mr. Clark's support and was told it was, as it was in the minutes. Mr. Clark explained to her other libraries already implemented the policy and he advised it removes barriers to access. She wanted to see it brought back tote City Commission. Once the Board makes a final decision on eliminating the fines, Chair Welter could send her an email. Chair Welter had discussed the fines with the members at a meeting and had provided literature on the subject. Other libraries around the county want to eliminate overdue fines. The Library would still collect for lost or damaged materials, but the punitive notion 3 Meeting Minutes Library Boynton Beach, Florida September 25, 2019 of being late with a book was restrictive in terms of how they want the community to access library materials. At that time, they had a vote on June 26th to discuss the matter. Mr. Feldman noted the members were in agreement to eliminate the overdue fines and thought language should be drafted. Chair Welter agreed to draft language the members would vote on and forward to the City Commission. Dr. Hayden-Adeyemo thought the City Commission would have to determine if it was financially feasible. Her hesitation with the policy was based on library cards being a privilege that comes with responsibility and that taxpayers pay to purchase Library materials. Mr. Clark pointed out wireless units also have late fines. Laptops will have stiff late fines. If a patron does not return a laptop within two or three hours, the Board would have to decide what late fine to assess. He noted some libraries charge $5 an hour in late fees. Mr. Clark thought print materials, audio books, DVDs and Blue Rays and music CDs could be fine free. Fines would be imposed for the wireless units. Hotspots could be assessed a $2 a day fine. Chair Welter would work with Mr. Clark to draft language to bring to the next Board meeting on October 23rd Mr. Clark recommended taking a vote to see who is willing to move forward with notifying the City Commission that the Board agrees a fine free policy is what they should enact. Chair Welter should write an informational piece and email it to the City Commission and Mayor Grant. Mr. Clark could look over the message. Motion Chair Welter passed the gavel to Dr. Hayden-Adeyemo and made a motion in favor of the Library going fine free on selected items. Mr. Feldman seconded the motion. Discussion followed that the Library would be fine free except for future laptops and Hotspots. The motion passed 4-0. Dr. Hayden-Adeyemo noted she had reservations. Mr. Clark reminded the members if items are not returned, they still go to a collection agency. Dr. Hayden-Adeyemo asked if there was any way for the Library to have their own collection and management department for fines and learned the Library does, but it is a library specific agency. The City would not save money handling Library fine collections in-house. The Library makes $1.05 for each item with the current collections agency. Since November 2011, the Library submitted almost $200K in materials that were not returned. Anything over $25 is sent to collections on the 46th day it is overdue. If the item is returned prior to 45 days, the borrower is charged a $10 administrative fee and they are not charged for the item or late fees. The collection agency is very successful. The letter to the City Commission will make a recommendation for them to consider. The new policy could commence January 1 st III. Library Director'sReport/Statistics Presentation to Library Advisory Board — new services/technology Meeting Minutes Library Board Boynton Beach, Florida September 25, 2019 Mr. Clark commented every year, each Department has to make a presentation to the City Commission. It was the Library's turn this month and the presentation was very well received. Mr. Clark reviewed the presentation given at the City Commission meeting and advised $238K in Library equipment was approved. He noted a City Survey by residents and businesses was taken and the Library ranked second on both surveys, having a high satisfaction rate. A copy of the presentation is attached to the minutes. Two short videos giving a demonstration about the self-check equipment and the Automated Materials Handling System were viewed. Dr. n- eye left the meeting at 7:12 p.m. Monthly Report for July & August 2019 News/Media Coverage IX. Announcements Next Library Board Meeting — October 23, 2019 at Intracoastal Park X. Adjournment There being no further business to discuss, Ms. Boucard moved to adjourn. Mr. Feldman seconded the motion. The motion unanimously passed. The meeting was adjourned at 7:17p.m. (41tiv J.,M-041VIJ Catherine Cherry Minutes Specialist 5