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Minutes 07-22-20 MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, JULY 22, 2020, AT 6:00 P.M., VIA ZOOM ONLINE MEETING, IN BOYNTON BEACH, FLORIDA https://us02web.zoom.us/j/87946918035 Present: George Feldman, Chair Craig Clark, Library Director Dr. Hayden-Adeyemo, Vice Chair Jeannie Taylor, Assistant Library Director Elizabeth Sherlock Robyn Boucard Ace Tilton Ratcliff I. Pre-meeting announcement from Craig Clark, Library Director At 6:10 p.m., Craig Clark, Library Director, read a pre-meeting statement how the meeting would proceed and how the public could participate. II. Call to Order— Introduction of New Board Members Elizabeth Sherlock & Ace Ratcliff, Board Members and City George Feldman, Chair, welcomed all to the meeting and explained the last time the Board met was in January. Ace Tilton Ratcliff introduced themself, explaining that they are nonbinary and use they/them pronouns. Ace grew up in Boynton and recently returned to the area with their husband. They are a small business owner and their husband is a veterinarian, performing in-home pet euthanasia. Ace used the Library growing up and was happy to give back to the community. Robin Boucard has lived in the Boynton area since 1981. She started her Library Media Journey in 1985 in Galaxy School as a Media Clerk I and II. She loves books. She was excited to serve on the Library Board and she was honored to be a part of the Board. It was noted there were some technical issues and not all members were able to speak. Craig Clark explained he is the Library Director and Jeannie Taylor announced she is the Assistant Library Director. Dr. Stephanie Hayden Adeyemo, Vice Chair, introduced herself. She is a resident of Boynton Beach for 22 years. She loves reading, the Library and the direction they were moving in. She was not on board with the construction of the new library and advised she was present to extend opportunities to represent those who felt they were not included in the development of the Library. III. Approval of Minutes —July 24, 2019, and January 22, 2020 Mr. Clark noted there was an old set of minutes that should be a part of the packet. The Minutes Specialist explained there was a delay in some of the minutes and there were some board meetings scheduled that did not have a quorum. The July 2019 meeting minutes were available for approval at the January meeting, but Chair Feldman recommended the members take the minutes home to read. Currently, there were two Meeting Minutes Library Board Boynton Beach, FL July 22, 2020 outstanding sets of minutes to approve which were the July 2019 minutes and the January 2020 minutes. Motion Dr. Hayden-Adeyemo moved to approve the July 24, 2019 minutes as written. Ms. Boucard seconded the motion. The motion unanimously passed. Motion Dr. Hayden-Adeyemo moved to approve by January 22, 2020, minutes as written. Mx. Ratcliff seconded the motion. The motion unanimously passed. IV. Correspondence and Communications None V. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) None VI. Chair's Report None VII. Unfinished Business: Staffing Update Mr. Clark explained they hired a new Teen Services Librarian and new Marketing Outreach Manager and they both started about two weeks ago. They bring a lot to the table. Madison (Maddie) Kjosa is the Marketing Manager and the Teen Services Librarian is Bianca Carrasco. They have three open part-time Library Aide positions and one part- time Library Page position which is a shelver, so they will begin interviews soon. They want to get the library up and running and then it will be fully staffed. Dr. Hayden- Adeyemo asked if the Library still had a career path for staff. It was a training pilot program to try to promote from within by encouraging training. It was discussed last year, and Mr. Clark had brought it up at a Library Board meeting. She wanted to know if they are looking at people currently hired to train them to advance them. Mr. Clark advised staff was thinking about developing a career path to promote some librarians to a Librarian II positions. It has not been created yet as it fell to the wayside due to COVID and it will be discussed in the new year's budget. Library Construction Update 2 Meeting Minutes Library Board Boynton Beach, FL July 22, 2020 Mr. Clark explained City Hall opened a few weeks ago and it is a beautiful building. The Adult Library on the second floor and the Youth and Teen Library is on the first floor. The Library will open to the public on July 27 at 9 a.m. Chair Feldman advised he had a sneak preview of the Library and commented it is an unbelievable, 100% first-class, jaw dropping facility. All that was presented to the Board is in progress and he urged all to attend the ribbon cutting. Mr. Clark commented there was no ribbon cutting that morning, but he would let the Board members know when they have formal opening. He will be working with Eleanor Krusell, Public Communications and Marketing Director, to have some sort of celebration, but they have to be careful due to COVID and want it low key. They are opening the Library to the public at 9 a.m. on the 27th. Mr. Clark's concern with opening is to maintain safety and not becoming overcrowded on day one. VIII. New Business: Library Opening Plan Mr. Clark announced the Library opening plan is to open at 9 a.m. on. Monday the 27th The hours are Monday to Thursday 9 to 7, Friday and Saturday from 9 to 5 and closed on Sunday. Masks are required under Palm Beach County Executive Order, unless the child is under two years old or the patron has a reason for an exemption. He noted the hours are reduced hours. The Library will operate at 25% capacity so only 50 people will be allowed at any time on the second floor and 25 people on the first floor. Staff will be tracking the number of people on each floor at all times. Mr. Clark announced they were lucky to be open as many public libraries are not open. The West Palm Beach and Boca Raton Libraries are not open. The County and Delray Beach Library is open. The City developed a good plan. Staff will clean high-touch point areas regularly, and city staff will clean consistently and wipe down the furniture. Staff is encouraging each person to stay no more than 30 minutes, and was offering the public computer appointments at one-hour intervals. No meeting or study rooms will be available for use as the Library is open at a reduced level of service. The Research Desk, Customer Relations Desk and Youth Services will be open. There will be hand sanitizing stations. Lysol wipes are available and the self-check screens will be cleaned. He thought there were plenty of opportunities for people to stay safe as safety is the Library's primary goal. Mr. Clark announced they will plan something for the opening. Dr. Hayden-Adeyemo asked if the Library considered temperature checks and learned it was discussed but a decision was made not to offer testing to city and library staff. There are testing sites in Boynton for anyone to test at, but none specifically for employees. Dr. Hayden-Adeyemo did not want the Library to close down because staff may be infected. There was discussion there was no city requirement to test staff, but masks are required in City facilities and sanitizing will be done in accordance with the guideline. Ms. Taylor explained employees are supposed to self-check before reporting to work. Chair Feldman asked if the Library will be posting guidelines and instructions when entering the premises. Mr. Clark explained there are security guards at City hall doors and only the north door is open. The security guards will ensure the mask requirements are adhered 3 Meeting Minutes Library Board Boynton Beach, FL July 22, 2020 with. Masks are required by Palm Beach County so no one could enter without one. Coming up the stairs, staff will welcome the public into the Library and patrons will be requested to browse for 30 minutes. All will be social distanced. Dr. Hayden-Adeyemo asked will there be any record announcements in the Library reminding people to social distance and about safety? Mr. Clark explained the do not plan to use the public address system at this point, but if they need to they will. Staff does not want patrons to feel unwelcome and staff will ask people to put masks back on. All will be expected to follow that rule. Ms. Taylor explained they have a positive message banner and six-feet distancing floor markers. Seating will be blocked. When COVID is over, the meeting rooms will open up and self-checkout will be promoted. Staff will encourage patrons to use the self-check outs and has giveaways for self-check-out. Users will be trained how to use the system. Mr. Clark announced the Library received two laptop kiosks which will help with social distancing. When the laptops are returned, they will be wiped clean and placed back inside the machine. The Library also received three new self-check outs that are state-of- the-art and he looked forward to showing the members how to use it. The security gates will be installed tomorrow, which was the last hurrah for new technology and on Friday, staff will make final preparations for Monday morning's opening. The Library is beautiful and a great community place. Ms. Sherlock thought the designer of the library did an out of the world job. Mr. Clark explained the security guards are super friendly and staff will welcome the public into the Library as well. It was noted, the Library suspended volunteer activities due to COVID. Mr. Clark explained there is opportunity for people who do not want to use self-check, to use fast pass, which is a downloadable app and check out their own items They take a photo of each item and take it to the fast pass pad, press a button on their app and it checks the items out for them. Staff will show people how to use it as well. Virtual Summer Reading Club Ms. Taylor advised the Summer Reading Club was held online. Eighty children register for the program. The Library produced their own story time videos and had several interactive activities online such as Escape Rooms, sometimes using links to other libraries that had really good activities. There was a lot of participation and youth were active virtually. When they return with their log, they will get a prize for their participation. The theme of summer reading was Imagine a Story. Chair Feldman noted online participation online increased dramatically. Ms. Taylor explained social media activities participation climbed. The librarian in charge of the maker and digital activities is creating her own app videos. If signed up for the Facebook page, they are posted on Facebook and Twitter. Mr. Clark announced there will be no in person programs held and they will continue their online and DIY craft videos. Ms. Sherlock noted there is successful online art craft program at Delray which she suggested staff review. Mr. Clark agreed to contact the Delray Library director. 4 Meeting Minutes Library Board Boynton Beach, FL July 22, 2020 FY2020-2021 Library Budget Mr. Clark announced the library budget request was included in the meeting materials. The approved budget and recommended budget by the City Manager was awarded and there were budget hearings a few weeks ago and he advised when the first and second readings of the budget will take place. He advised the City Manager worked hard to write a balanced budget and due to State Revenue Sharing, which decreased due to COVID, all departments had cuts. There were some minor cuts, but they will move forward. Sunday hours at the Library will occur at another time. Mr. Clark advised they have 14 Wi-Fi devices in service and they are looking to get more, but there is a cost. Dr. Hayden-Adeyemo asked if they could create a quick survey when checking out, about three things they would like to see. Mr. Clark responded they had thought about it and they do have Like to Know Cards patrons complete. She thought the budget was tight and efficiency was important. Mr. Clark explained a year ago the City surveyed residents and businesses and the Library scored highly in both categories. He thought self-check could be a good learning opportunity for patrons. She suggested surveying what patrons feel comfortable using and they could streamline the services the Library have and it would use the patrons to drive what staff does. They have to partner with the community and those that visit the library from out of the area. Using the data, they can think about programming. Chair Feldman suggested Dr. Hayden-Adeyemo write her thoughts down about the way she thinks it should be done and sending it to Mr. Clark so they discuss it at the next meeting. Dr. Hayden-Adeyemo was concerned about the Sunshine Law and thought it should be discussed as a group. She thought the exit interview was a good idea. She sought to ensure the Library was the highlight of Boynton Beach. IX. Library Director's Report/Statistics January-May 2020 Mr. Clark provided the monthly report from January through May, but did not yet have June. The marketing manager resigned and handled the statistics and then COVID hit. They were closed for quite some time and their online presence exploded. The Canopy movie downloads increased 93%, learning express sessions increased. Job career sessions are up and many were using their online products. Dr. Hayden-Adeyemo thought the statistics speaks for itself. She recalled the focus groups for the library design and the online presence. She inquired about Facebook and asked how the Facebook Likes compared from before till the present and if this was something they would like the new marketing manager to work on. Mr. Clark had another person work on it temporarily and she did a wonderful job managing Facebook, Twitter and Instagram pages, and as of last week, they received between 800 and 900, so they gained some following on social media. The new marketing manager for social media worked one day and then had to work from home due to COVID. She will be back on Monday and will take over the social media platform. One task she will be assigned is to go into their online databases so she 5 Meeting Minutes Library Board Boynton Beach, FLEym July 22, 2020 ONEWOMMOMMM could effectively market them to the public. Chair Feldman thought an update on marketing should be on the next agenda. X. Announcements Next Library Board Meeting —August 26, 2020 —Via Zoom Meeting Mr. Clark announced the next meeting at 6 p.m., most likely on Zoom. He explained the Library will follow the City's lead and will hold meetings online as long as the Governor allows them to do so. He noted each time the deadline for online meetings approaches, the Governor has extended them. Chair Feldman noted there were large areas for meetings. He asked if Zoom meetings were more preferable for the members and learned they were. Chair Feldman noted the meeting rooms were incredible. Chair Feldman was very proud of Mr. Clark and what he has accomplished. Discussion followed Mr. Clark should create a list that the members could volunteer to help support Mr. Clark, the library and the programs. All praised Mr. Clark on his efforts and Mr. Clark advised he could not do it without the help of his staff. Dr. Hayden-Adeyemo appreciated the partnership of former and current board members and was excited to have virtual tours. She thought continued partnerships would propel the library into the future. XI. Adjournment Motion Ms. Boucard moved to adjourn. Dr. Hayden-Adeyemo seconded the motion. The motion unanimously passed. The meeting was adjourned at 7:15 p.m. (i,dukl Catherine Cherry �( Minutes Specialist 6