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Minutes 04-24-19 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, APRIL 24, 2019, AT 6:00 P.M. AT THE INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: John Welter, Vice Chair Jeannie Taylor, Assistant Library Director Tracy Tebo Dr. Stephanie yen- yo Deborah on Dr. Bethanie Gorny Robyn Boucard ABSENT: Chris Simon I. Call to Order— or Elections John Welter, Vice Chair, call the meeting to order at 6:02 p.m. There was a brief discussion about attendance. Ms. Taylor noted the February meeting did not occur due to violent weather, and the March meeting was cancelled. Ms. Taylor explained there are two open positions, which were the Chair and Vice Chair. Elections are normally held in January, but the Board wanted to wait until attendance was better. Vice Chair Welter opened the floor for nominations. Dr. Gorney nominated John Welter as Chair. Dr. Hayden-Adeyemo seconded the nomination. There were no other nominations received for the position of Chair. The members voted and all were in favor of Mr. Welter's nomination. Mr. Welter expressed he would like to see the library succeed and become an important part of the community. Nominations for the position of Vice Chair took place. Dr. Hayden-Adeyemo nominated herself. No other nominations received. There was consensus Dr. Hayden-Adeyemo would serve as Vice Chair. It was noted there was a regular position open and Ms. Boucard was an alternate. Ms. Robyn Boucard commented she serves as Chair of other boards, but thought serving as a regular member could work. If appointed she would be a full voting member at each meeting. Ms. Boucard advised she would like to serve as a regular member. Meeting Minutes Library Advisory Board Boynton each, Florida April 24, 2019 If. Approval of Minutes — October 24, 2018 (Tabled), January 23, 2019 Motion Ms. Hoban moved to approve the October 2018 and January 2019 minutes. Dr. Gorney seconded the motion that unanimously passed. Ill. Correspondence and Communications Ms. Taylor advised Chris Simon indicated he could not attend and announced Mr. Clark was sick. IV. Public Audience (individual Speakers Will Be Limited to 3 Minute Presentations) None V. Chair's Report Chair Welter commented he appreciated the nomination. It will be valuable for him as part of the community and he wants to see the Library flourish and have a substantial influence in the neighborhood. He liked the temporary location and thought staff was doing a great job with it. It was a nice place to read a book and borrow DVDs. I. Unfinished Business: Library Construction Update Ms. Taylor advised she had no update to make, but was aware the foundation for the Library was laid and construction was on schedule. Chair Welter asked if staff had viewed updated architectural drawings. Dr. Hayden-Adeyemo noted at a prior meeting, drawings were reviewed and the square footage was considerably smaller than what they had originally been told. Ms. Taylor explained the members had to consider the amount of shared and meeting spaces. The Library would have use of the Commission Chambers and Program Rooms. Dr. Hayden-Adeyemo commented the Library was smaller than what was originally presented. It was understood there would be shared meeting spaces, but she felt the Library was not the prominent building. The prominent structure was City Hall. Chair Welter queried the members what they liked about the Library. Ms. Taylor explained the Board spoke a lot about natural light, and the new building has windows with a lot of natural light. The City worked with architects about what they needed and the space. Staff did not feel there was any missing space, but it would be different from what they had. The Library will have portability and laptop carts for teens. Chair Welter queried if the designated shared space was why it seemed smaller. He asked how the shared spaces would work and learned there will be a reservation system. City staff will handle reservations for the various areas and meeting spaces as well as for 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida April 2 , 2019 the programming the Library will offer. The Library was also promised space in the Cultural Center. Dr. Hayden-Adeyemo asked for the record, because there are laptop carts, if there was less space and that was why there were no rooms committed to the Library. Ms. Taylor did not agree for the record. They will use Commission Chambers for children's programming. Ms. Hoban was glad the teens were not in the garage. Ms. Taylor agreed and explained they are still with the Youth Library. Staff was working to brand themselves and come up with specific Library branding. They will carry their new identity on social media and even small things like new Library cards different from the current Library cards will be issued when the new Library opens. Library cards for youth will be different from library cards for adults. Chair Welter asked how the branding was going and what ideas were behind it. Ms. Taylor explained it was still in the gathering stages. Staff will bring more to the Board as they move forward. Chair Welter was pleased staff was cognizant of rebranding the Library to something new and exciting. The timetable is still the original 18 months and completion was planned for summer 2020. Dr. Gorny thought it was a plus they will be affiliated with City Hall so other people and officials will provide more support for the Library. It would be to the Library's benefit to share. Chair Welter noted parts of the Mandell Library in West Palm Beach work very well. They have shared program spaces and shared spaces for government offices within the Library itself as well as different activities with City Hall. There is a plaza that separates the larger City Hall staff and employees, but it is a larger City with a larger staff. Dr. Hayden-Adeyemo asked about the new Library hours, staffing and when it will be open. Ms. Taylor explained the intent is to return to closing at 8:30 p. . The plan is to be open on Fridays, but it has not been funded yet. Chair Welter would love to see the Library open more. If there is an opportunity to keep bringing Library hours up at Commission or public meetings during public audience, the members should feel free to do so. The goal is to have longer Library hours and if the members supported it, it would send a strong unified message. Ms. Boucard queried in order to have something to take to a Commission meeting, if it was possible to survey the residents. Ms. Taylor explained the City conducted a community survey that was presented at the last City Commission meeting and the Library did very well. The Library was rated three in importance and two in satisfaction. People value the library. Mr. Welter attended a neighborhood meeting, and the City was now surveying and reaching out to its constituents to participate so they can voice their desires. The Board is advisory and their role was to advise the Commission what the public in interested in. Members can do so in any way they like, such as attending meetings, email or use social media. Career Online High School (C ) Update Ms. Taylor announced she has three students that are 99%, 94% and 93% completed. She was hoping they would finish at the same time to have a group ceremony at a City Commission meeting to be recognized. Some students have gone and it has been great. She hoped it would be a group celebration. She has two people in the prerequisite class 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida April 24, 2019 that have two weeks to complete the work. When finished, the students will interview for a scholarship. Ms. Taylor commented she could only interview through the end of May because the funding ends in June and they have a 30-day probation with the scholarship. She hoped to get a few more students in before the term ends. One year the program was not funded because the Governor vetoed the measure and the Library provided monies to keep the program going. The Library's fiscal year starts in June and staff can consider partially funding the program again if funds are not received from the State. Currently Recruiting — Library Page PT, Librarian (Cataloging/Reference), Customer Services, Youth Services Ms. Taylor explained the Library needs a part-time Library page to shelve books. Applicants have to pass a Dewey Decimal test and staff will look for someone with prior library experience. They posted that job; interviewed, selected an applicant and the applicant took another position. Part-time hours are 20 hours a week and the schedule may vary each week. If there are extra hours for a specific project, the Page gets the hours. Ms. Taylor pointed out some employees are students, so staff will accommodate their school schedule. Chair Welter inquired if applicants had to have library experience. Ms. Taylor explained they receive so many applications, that applicants without experience would probably be weeded out. Staff interviewed and selected a Librarian and extended a conditional offer. The final offer will be extended after the background and reference checks, and the physical and other tests are done. The selected individual was Ms. Hoban's daughter, who is the Broward County Librarian. Ms. Taylor explained they need a Teen Librarian and Supervisor for Customer Service. The Librarian positions are currently being processed through the Human Resource Department. They do not have a Teen Librarian. Ms. Taylor was hoping those positions would be posted in the next few weeks. Chair Welter queried if the positions were for the new Library and learned they were not and staff was trying to fill all the open positions now. They are moving from a passive customer service model to a pro-active customer service model. They need a supervisor that proficient in the proactive customer service model that will be able to coach and lead a team. Dr. Hayden-Adeyemo asked if management was trying to promote from within and learned it was part of rewriting their job descriptions. This would give staff a career path. Supervisor positions do not have a lot of mobility. All librarians involved are in collection development. VII. New Business: New Staff — Georgen Charnes, Archivist/Librarian & Allison Killip as the Marketing & Outreach Manager 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida April 24, 2019 Ms. Taylor announced the Library hired Georgen Charnes as the new Archivist and Allison Killip is the Marketing and Outreach Manager. Ms. Killip is working on branding. She had previously worked for the City and has a lot of social media experience. Ms. Taylor explained the Boynton Page is doing much better and utilizes a great deal of social media. Chair Welter agreed. Ms. Tebo commented Ms. Killip has many good ideas to reach out to the public. There are meeting rooms and they can program and reach out to different audiences. That was why she has included outreach. The Library previously had someone handling the task, but the person retired. Staff reworked the position because that is what was needed. An Outreach Manager could seek out new sources of revenue and Ms. Killip is part of the management team. LSTA Innovation Grant— Internet Hotspots Ms. Taylor advised the Innovation Grant was received for Internet Hotspots. Patrons check out the devices, take them home, and receive internet access. Ms. Taylor explained the Library received a quote from a company that would provide 20 devices; however, the contract indicated if there are legal disputes, the venue is in Palm Beach County and the company is from a northern state and refused. Staff has to find another of company and may only get five devices. It is a pilot program, and five devices would not meet current demand. If the device is not returned, a fee would be imposed. The grant helps with the initial purchase. The Library pays so much for the device and the service is similar to how people pay for data. Library staff could also turn off the service to the device if not returned. Dr. Hayden-Adeyemo likened the program to a million phones. They gave out phones to students without internet and Wi-Fi because they have broadband. The devices can be checked out for three weeks. Ms. Hoban inquired if the devices could be automatically renewed. Ms. Taylor explained the rule with books is if there is a hold on a book, the book could not be renewed. It would be the same way as books and other devices are handled such as the Nooks. Chair Welter stated the devices would expand the Library outside to the common areas. Ms. Taylor thought the program would be a success once the technicalities are worked out. LSTA Grant— Upgrade to RFID Ms. Taylor announced the RFID is part of the new system. The Library is changing its security and identification tags for all of the collections. Staff applied to the LSTA to be reimbursed. The application was just submitted and the State has not announced the winners. Sometimes the State gets more grant applications than funds resulting in less funds being awarded. Library Budget Request for FY2019-2020 Ms. Tebo noted as of last week, she could not log into Ancestry and Fold3 and learned the database has to be unlocked. Charles Stevens, ITS, was aware of the problem. She 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida April 24, 2019 did not know about the Heritage program. Someone from IT has to enter the Library code before patrons can access the programs through the Library. Chair Welter asked about the Library's hours of operation, as he did not see a significant change in the budget to accommodate more hours. Ms. Taylor explained this budget would end in September 2020, just after the Library moves in to its new location. The additional funds would be budgeted to begin October 2020. Chair Welter was satisfied with the current hours at the temporary location. The budget for the new Library would have to be bigger. She noted previously that there were budget cuts when they closed on Friday (Dr. Hayden-Adeyemo left at 6:30 p.m.) Friday was the least attended day, but the Library should have more hours Chair Welter commented the Board could always bring it up to the City Commission. Ms. Taylor recalled it is a discussion the City Commission has every year when the budget is reviewed. The City Commission has budget workshops, which 3as another opportunity to speak. Ms. Taylor agreed to apprise the Board when the workshops are scheduled. New hours at the new location would be reflected in the Library budget. Chair Welter thought opening the new Library could be a new branding opportunity and he puts what he needs in his budget. It makes a statement of what they want because this is how the library could move forward. Ms. Hoban noted there was a big jump in library supplies. Ms. Taylor explained staff would have to buy a lot more tags for the I . If they will move next summer, staff will want to start the RFIP program sooner and in October, there will be a new computer system program, which will be in effect October 1 St. When that is done, staff will begin the RFID project and hoped it would be completed in four months. They hoped to finish the project by February. She noted it is staff intensive, but must be complete before they move. Vill. Library Director's Repo rt/Statisti cs Ms. Tebo asked about Library attendance. Ms. Taylor explained it was contained in the meeting materials. They are at about half of what they had. They had snowbirds and some days that had higher than normal attendance, but the numbers show it was down about half. Chair Welter suggested reading the reports on their own time as it makes for a more efficient meeting. Ms. Boucard asked about the Adult Reading Club. Ms. Taylor explained patrons were not able to sign up for it in March, but staff was still giving out prizes to those who signed up and did not collect their umbrella. Monthly Report for January, February & March 2019 News/Media Coverage 6 Meeting Minutes Library Advisory Board Boynton each, Florida April 24, 2019 X Announcements Next Library Board Meeting — May 22, 2019 at Intracoastal Park Ms. Hoban asked if there was any news or media coverage about the Library. Ms. Taylor explained there was a nice article about Cozi the dog. He is a therapy dog to help the children read. A volunteer who had the dog approached Ms. Taylor about bringing the dog to the Library on Thursdays. The dog had not worked with children before, but the children love him. He comes in and the children read to the dog. She noted it is a good program for reluctant readers. Chair Welter saw the program elsewhere and thought it was a great program. Chair Welter commented aside from the Library being open seven days a week, he would like to see the budget for books increase. He advised as an avid reader, he sees more people returning to books. Chair Welter thought he might have an opportunity at the budget workshops to suggest it. X. Adjournment Motion There being no further business to discuss, Ms. Boucard moved to adjourn. Dr. Gorney seconded the motion that unanimously passed. The meeting was adjourned at 7:02 p.m. dA'i I vLt-g, - Catherine Cherry Minutes Specialist 7