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Minutes 01-22-20 MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON JANUARY 22, 2020, AT 6:00 P.M., AT INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA Present: Dr. Hayden-Adeyemo, Vice Chair Jeannie Taylor, Assistant Library Director Elizabeth Sherlock Robyn Boucard George Feldman 1. Call to Order—Annual Election of Board Officers — Chair, Vice Chair, Secretary Vice Chair Hayden-Adeyemo called the meeting to order at 6:00 p.m. Self-introductions were made. A quorum was present. Vice Chair Hayden-Adeyemo asked if anyone was interested in filling the above positions. Mr. Feldman volunteered to be the Chair. There were no other nominations for Chairman. Mr. Feldman advised he could attend all the meetings. It was mentioned if a member could not attend a meeting, members should contact the Board Secretary or the City Clerk. Motion Ms. Boucard moved to nominate Mr. Feldman as Chair. Ms. Sherlock seconded the nomination. The nomination was unanimously approved. Mr. Feldman moved to nominate Vice Chair Hayden—Adeyemo as Vice Chair Ms. Boucard seconded the motion. The nomination was unanimously approved. Mr. Feldman nominated Ms. Boucard as Secretary. Ms. Boucard declined. Chair Feldman nominated Ms. Sherlock. Ms. Sherlock inquired about the duties of the Secretary and learned the Secretary reads the minutes and recommends changes or amendments. Ms. Sherlock accepted the nomination. Ms. Boucard seconded the nomination. The nomination was unanimously approved. Vice Chair Hayden-Adeyemo passed the gavel to Chair Feldman. Meeting Minutes Library Advisory Board Boynton Beach, Florida January 22, 2020 11. Approval of Minutes — July 24, 2019 (tabled) & September 2019. (No meeting October or December) Chair Feldman requested the members review the minutes at home. Ms. Taylor, Assistant Library Director, advised they combined the November and December meetings, but they did not have a quorum so minutes were not able to be approved. Motion Chair Feldman moved to bring the minutes home to review. Ms. ucarconded the motion. The motion unanimously passed. Chair Feldman explained he had served on two boards previously, and this will be the it Board. His first board was the Sustainability Committee sometime in 2012, where they discussed environmental issues. Prior to that, he served on the Financial Advisory Committee during the recession. This Committee made recommendations to assist the City. He noted the economy improved, and moving forward, the City was looking good. is Chair Hayden-Adeyemo explained this is her third term on the Library Board. Previously, she was on Education and Youth Advisory Board serving as is Chair and Chair. She recently ran for Mayor this past election cycle. She came to Boynton in the 80s. Her mom is a small business owner, having a shop in Casa Costa. She loves the Library and travels to many libraries. She wanted to ensure public access to public amenities and that the Library be beautiful, welcoming, inclusive and nice. Elizabeth Sherlock has been in Boynton nearly four years coming from Naples, Florida. She loves libraries. She volunteered at the Boynton Beach Library and then at the Delray Beach Library. She constantly reads books. She volunteers at the Delray Beach Chamber and CRA, the Arts Warehouse, the Downtown Development Authority, Visitor Center and fashion show, city-wide events and the Historical Society. She wanted to be involved and learn more about the City. She thought everyone with the City has been doing a great job holding activities to bring attention to the City, such as the Pirates Fest and others. Robyn Boucd explained her aunt attended all the City Commission meetings and was a voice int community. Ms. Boucard moved to South Florida in 1982 and began working at Galaxy Elementary School in 1984. She will be retiring from the school district in June 2021. She worked in the Library Media Center for about 16 years. As she aged, she had a lot of responsibility and then saw an opening on the Board, Her motivation to serve is based on her love of books, working in the Library, and knowing how libraries work. She has so many books she cannot read and she continues to go tot book store. She supported the of library by donating three large boxes of books. She is excited about where the City is going. 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 22, 2020 III. Correspondence and Communications None. IV. Public Audience A woman by the name of "Catherine" was present. She lives in Sunny Isles and wanted to observe the Board. V. Chair's Report None. VI. Unfinished Business Library Fine Free Policy (Heard out of order) Ms. Taylor explained the Fine-Free Library Policy was approved at the last City Commission meeting, which was a credit to the Board as the members worked very hard advocating for the change. The Library will no longer charge late fees and patrons will have. the opportunity to have their books automatically renewed if not brought back by due date, as long as no one put a hold on the book. When the automatic renewal time period expires, there is a seven-day grace period, and if the material is still not returned, staff will charge the patron for the material. The Library will still have fines for lost and damaged materials. Staff is also preparing for the new Library, which will feature laptop kiosks to check out laptops in the Library, and put a policy in place for the laptops. The laptops can be used for a three-hour loan period. When returning the laptop, if another laptop is available, it could be checked out on the same day. Staff did not want the laptops to leave the Library, so at the end of the day, if not returned, staff will make a report and charge the patron for the laptop, which is expensive. In order to avoid fraud, the kiosk will take a picture of the borrower. There will be one kiosk in the adult library area and one in children's library for teens to use. Vice Chair Hayden-Adeyemo noted library-accounts with unpaid charges over$25 will be sent for collection. She asked how $25 would be accrued if there are no late charges. Ms. Taylor explained it would be for lost books. The fee was formerly $5, but staff increased it to be commensurate with the value of the book. Vice Chair Hayden- Adeyemo asked if this information would be posted on the website. Ms. Taylor explained the item was approved last night, and staff is setting everything up. It was fairly easy to turn the fines off in the computer system, which was done earlier in the day. Staff is working on getting the automatic renewals set up and all the materials updated. Chair Feldman queried if staff kept the names of the people with the fines and learned it is on the individual borrower's account. 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 22, 2020 Ms. Taylor explained with the new library system installed about six months ago, patrons can set text and email reminders on their personal accounts when items are due. Vice Chair Hayden-Adeyemo visited the Library some time ago and got her printout. She saw the materials she checked out and the messages. Ms. Taylor explained it was a way to aI ert patrons to holiday hours and tell them the value of the materials they borrowed, is can be construed to be the amount the borrower saved by using the library as opposed to purchasing the book. Vice Chair n® asked if staff would promote the opening oft new Library and it there was a way to reward patrons for reading and using the Library. She sought something to build excitement for the opening. Ms. Taylor explained, for the first time, the new Library would have its own library to and branding, is they will use for giveaways at the opening. The to will also be on the front of the Library and the self-check kiosk will have all of the branding. The Library aIso has a marvelous outreach person posting information on social media and a new integrated website and library system. Library Construction ( r r) Ms. Taylor explained the target date toopen is June. She and Mr. Clark have a hardhat waI k through scheduled for the no day, and are excited to see the changes from the last waI k. Windows and ceiling tiles are in installed and the chiller fort entire Town Square project is operating. The purpose oft tour tomorrow is to take the creative arts designer tot building to design the entryways for the children/youth and the main library areas. The art will be consistent with the Town Square theme and be library specific to guide everyone in. Vice Chair n® asked if the designer was the same individual that spoke at the Library. Ms. Taylor explained the Town Square developer has their own designer, but this is specifically a library creative arts designer, who was used when the original library expanded. The Library is reusing the majority of their furniture and had them refinished. The lounge type seating covered in cloth was reupholstered in high quality vinyl. Chair Feldman asked if there was a theme for the art throughout the Library. Ms. Taylor explained there is a theme for the entire Town Square is is the Ocean and the Library will is up on that. is Chair Hayden-Adeyemo recalled a specific meeting at the Library about the interior of the Library. The individual sought input from the Board and the public about the design. Ms. Taylor recalled the architect for the entire Town Square project brought in a Library Architect, who could determine how to fit the new library with all the needs the Library had. She explained that process was already completed. The in from the public was out natural light and comfortable spaces, quiet spaces, pop-up programming spaces, etc. Staff identified where all those items will be. The Friends of the Library will have a book store and there is space for the quilters, who have been with the Library for years. There will also be a caf6/eatery/bistro area on the ground floor between the two stairways and elevators. Career Online High School (Heard out of order) 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 22, 2020 Ms. Taylor announced the last time the Board met, there were seven graduates and now they have nine graduates. There were not a lot of people currently working in the program: one student finished the prerequisite and there are three in the program. The Library still has scholarships. The State initially funded the program, then they did not and then the Library funded the program for Boynton Beach residents. The State then funded the program another year. Mr. Clark was not at the meeting because he was in Tallahassee advocating for more funding. The students receive a fully-accredited, high school diploma. Four of the program graduates went on to Palm Beach State College. Chair Feldman asked if the Board could help further the program and learned, members could recommend the program to anyone they know. The student has to be over 19 and have a Library card. Students take a self-assessment to determine if the student has the time to commit to the program and then Ms. Taylor assigns them a two-week pre-requisite course. The pre-requisite shows if the student is comfortable with computer-based learning and can keep the schedule. After the student completes the prerequisite, staff interviews them for a scholarship. In addition to the high school diploma, the student receives a career certificate. Chair Feldman inquired how the students learned about the program. Ms. Taylor responded there are a lot of promotional materials and on social media, but it is word of mouth. Graduates are recognized at a City Commission meeting. Ms. Taylor noted she now has the son of a graduate of the program. It is rewarding and helps make a difference. If the State funds the program, anyone in the surrounding area could take the class, but when using Library fund, only Boynton Beach residents could enroll. RFID Tagging (Heard out of order) Ms. Taylor explained the Radio-Frequency Identification (RFID) is the electronic system that keeps security on Library items. It is not new technology, but it is new to staff because it is a much more sophisticated system. If a patron forgets to check something out, the title will populate on a computer screen. It is a great system for inventory. Staff can use an electronic wand, go down the shelf and it will indicate if items are out of order. If a patron has a list of books, staff can enter it in the computer and the wand will identify the book that is wanted. Tagging the books is a lot of work. Staff has to retag the entire collection of 130,000 items and they tagged over 50,000 since mid-December. Staff is on schedule to finish all tagging before the move and had started tagging in the warehouse and will finish in another month. Then they have to tag the temporary library space. VII. New Business Ms. Taylor explained staff hired some Senior Librarians. Joyce Pernicone is the Senior Librarian over the Customer Service Department. She is doing a marvelous job and she is a long-term librarian from the South Florida area, so there was no learning curve. She also helps Ms. Taylor with the RFID project. The Library also hired Kat Green, Senior Librarian, to manage Youth Services. The new Library has an upstairs and downstairs 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 22, 2020 and needed a senior manager with a presence. She will be the Children's Librarian. Staff is currently interviewing for a Teen Librarian and Ms. Green will manage staff in that area, Library staff hired Wesley Alexandre, who is a home-grown patron who grew up in the Library and is now in Palm Beach State College. He was hired as a Shelver a/k/a a Library Page. Ms. Taylor announced it is wonderful to have someone who knows the library, the people and who spent his childhood there. They feel privileged to have these individuals and they have three more that also grew up int Library, started as Shelvers and then moved on tat Customer Service Department. The Library takes a "grow your workers" perspective. Ms. Taylor advised staff was interviewing tomorrow for a Teen Services Librarian. They received many applications and there is a good applicant pool. The Digital/Make Librarian position was put int budget six years ago and each year it was cut, but because of the new library, they got the funding. The Library hoped to it someone before moving into the new building. It is a completely new role for the Library. The Digital/Maker Librarian will handle programming of things like 3-D printer, Cricket Machine, or even coding with the Teen Librarian, or any type of creative learning. The Library has its own Social Media Outreach Marketing person, A lot of small business cannot afford to have commercials made, but they can do a pod cast at the Library. Staff can help them with the digital equipment to make a pod cast in the Library and have it available on social media. The Library will have a Virtual Zone for teens again. Apple computers will be available so teens can make audio and video creations. Staff will try to buy equipment for virtual reality. All of these types of programs will be handled by the Digital Librarian. New Databases Ms. Taylor announced the Library obtained Knowledge City and it is available. Patrons can use their library card and go online and there are tons of videos. Some are actual films, some are independent films and there are great courses. There is a limit of seven checkouts. Knowledge City is a database accessed through the Library. Patrons can go to the Library's website, but it could be accessed at home on a big screen if the user has a Smart TV. The Library has Learning Express for job training. Novelist was also purchased. Ms. Taylor explained it is a system that helps users find something to read as it is a reader's advisory. It will work on the database, int catalogue and on the self- checkout kiosk. She reported it is an exciting system that staff is currently setting up. Bibliotiheca is a cloud library and is an eResource. The Library has eBooks on Overdrive and are in a consortium with the Southeast Florida Library Network(SEFLIN). The Library has a collection, but eBooks are very expense, and they do not have a large collection. The iCloud group is a state-wide consortium and when the Library joins them, they will have an even larger collection of eBooks. The reason why the Library went with Bibliotheca is because it is the vendor of the Library's self-checkouts, so if a user also wanted to check out something electronic it will also check it out. It will increase the library's electronic offerings at the Library. 6 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 22, 2020 VIII. Library Director's Report/Statistics Monthly Report for September, October, November and December Chair Feldman noted the statistics. Ms. Taylor explained the members could take their time and read the statistics. There was not much that changed. Staff was aware of a reduction due to the move to the temporary space. Now that they are in season, the Library is very busy. Ms. Taylor explained the Library had three AmeriCorp positions: Afterschool Homework Help, Teen Afterschool Homework Help/College Prep, and adult English as a Second Language (ESL). The Library had all three positions filled. The Library allows AmeriCorp Volunteers working at school to come after school and volunteer at the Library too, because they need more hours than they could get at the school. The volunteer doing the Afterschool Homework Help left the program and the person who did the teen help left. The ESL Volunteer, Tyler, who is multi-talented and very enthusiastic, is organizing the other people who volunteer at other schools to come and help as he is also doing it two days a week as well. The Library is getting the afterschool homework help covered. The Library is having an art design contest for Library cards, which was issued this week The Library will give prizes, but may use some other designs that did not make the top prizes. There was also the sneak peek at the library logo contained in the meeting materials. The Library went with the design because it emphasized the building is a Library and the color scheme goes with the rest of the Town Square, ocean colored schemes. There is a Wifi symbol included which sends a message the Library connects them to the world. Staff liked the simplicity of it and that it showed a connection. IX. Announcements Ms. Boucard asked if Library staff will be uniformed as it could assist individuals needing help finding items. Ms. Taylor explained staff has name tags they used in the old library which will be updated with the new logo and used in the new Library. They may get shirts with the new logo. Vice Chair Hayden thought even a general tee shirt on a Friday that says something like "It's a great day to read"'would be helpful. Ms. Taylor noted the new Library will be open on Fridays, where previously it was not, and they can do the same promotions as City Hall every Friday. Each Friday, they promote different causes each month. For example, if it is Mental Health Month, staff can wear green shirts and jeans. Vice Chair Hayden-Adeyemo commented the world is changing and the way people utilize space is different. She thought Brunch and Library Board or Fun Fridays, Let's Read and Chat activities could take place. She noted former Board Chair Welter had a passion for no fines. She thought if continuing as a Board, each member has something to offer. What the Board and Library has now moving forward, is Boynton should be inclusive and not exclusive and they want the City to keep expanding and not keep doing things the same old way. The water is always moving and so is Boynton. 7 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 22, 2020 Next Library Board Meeting is February 26, 2020. X. Adjournment Motion Chair Feldman moved to adjourn the meeting. Vice Chair Hayden-Adeyemo seconded the motion. The motion unanimously passed. The meeting was adjourned at 6:53 p.m. L;11' I Catherine Cherry r Minutes Specialist 8