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Minutes 03-24-21 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, MARCH 24, 2021, AT 6:00 P.M. VIA ZOOM ONLINE MEETING, IN BOYNTON BEACH, FLORIDA Present: Marcia Levine, Chair Craig Clark, Library Director Dr. Stephanie Hayden-Adeyemo, Vice Chair(Arrived 6:20 PM) Jeannie Taylor, Assistant George Feldman (Arrived at 6:30 PM) Library Director Ace Tilton Ratcliff Elizabeth Sherlock Victor Gaud Cabrera, Alternate Sarah Brown, Alternate Absent: Robyn Boucard Lindsay Karten I. Pre-meeting announcement from Craig Clark, Library Director At 6:01 p.m., Craig Clark, Library Director, read a statement explaining how the online meeting would proceed and how the public could participate. II. Call to Order— Marcia Levine, Board Chair Chair Levine called the meeting to order at 6:02 p.m. Roll call was taken. Self- introductions were made. A quorum was present. III. Approval of Minutes — Meeting of February 24, 2021 Motion Mr. Gaud moved to approve the minutes. Ms. Sherlock seconded the motion. The motion passed unanimously. IV. Correspondence and Communications Chair Levine explained at the last meeting, there was discussion that under this section of the agenda the members could speak about anything they learned or did pertaining to libraries. It would be a running conversation and items discussed may end up as New Business items. Chair Levine was still finding her way and learning about the Library and what was going on in Boynton. She visits the library and looks and sees who comes to the Library. She goes to other libraries and she likes to see how the Boynton Library measures up. She was reading a lot about libraries and is amazed how much there is on Meeting Minutes Library Advisory Board Boynton Beach, Florida March 24, 2021 the web about libraries, the International Library Association, how many library associations there are and she reviews their trends. A lot of it deals with technology and social justice. Mx. Ratcliff goes to the Library each week and thought the Library was incredible. Ms. Sherlock thought the Kinetic event was great and the guard at the door named Jay, was a salesman for the Library. Chair Levine agreed. Mr. Clark noted there was a lot of questions and concerns about why the word Library is not on the building and he informed the members a sign was coming and the City administration was working on it. Staff is trying to determine placement of the sign and when they have a schematic, he will review it with the Board. Mr. Clark did not know if the City would make a presentation. V. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) None. VI. Chair's Report Chair Levine referenced her earlier comments. VII. Unfinished Business: Staffing Update - Craig Clark Mr. Clark explained they are looking through applications and anticipated interviewing for the remaining part-time Library Aide position over the next few weeks. The Library was getting busier each day due to COVID vaccination roll-outs and he would keep the Board apprised. People 50 and older can now get their shots and Mr. Clark pointed out the City's website can allow people to sign up for the vaccine at the Hester Center, which is on the City's home page. AmeriCorps Program — Jeannie Taylor Jeannie Taylor, Assistant Library Director, announced AmeriCorps Volunteers were off last week for spring break and returned this week and are fully booked. She noted Youth Services has a summer reading program and an extensive one was planned this year. They want a kick off day that will use the indoors, outdoors and the green space. The events they have planned included AmeriCorps as the volunteers can do service projects, which are community non-profit activities, for additional hours. It was anticipated an additional 40 AmeriCorps volunteers will participate in the event that will be held on Saturday, June 5th from 10 a.m. to 1 p.m. Those enrolled in the Summer Reading program agree to read so many materials and then receive a prize on completion. Usually the Library has a program for the youth and the teens as well, in addition to school reading lists. 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 24, 2021 Career Online High School - Jeannie Taylor Ms. Taylor announced they have three students in the program: two have completed 68% of the course. If they are diligent, they can complete the course in the next couple of months. No one is in the prerequisite program right now. She gets a few emails each week from people that have taken the self-assessment, but right now they can only offer scholarships to those working or living in Boynton Beach. They are applying for a grant, and if awarded, they can open it up to people in the surrounding areas. Mr. Clark noted the members received emails about advocacy, which included information on the Career Online High School and there is a House Bill advocating for$500K in funding, statewide for the program and there is Senate support. Mr. Clark commented they did not support the measure last year, but they did the year before, but the Governor vetoed it. They are pushing the program and the Florida's Library Association has caught onto chatter about the program in Tallahassee. He hoped all would continue to send emails. He had two meetings with two senators and one with a representative and he advised the letters do help. Chair Levine requested Mr. Clark put it on the agenda as a reminder. Mr. Clark thought it would be too late next month. He was unsure when session ends, but they are currently in session and they have a deadline to submit their budget to the Governor. Advocacy is year-round and he would add it to the agenda. Adult Reading Club—Jeannie Taylor Ms. Taylor explained the adult reading club is held in January and February. Since it is slow, they extended it to March. Last month, 94 people signed up for the program and the current tally is 99 people. The prize is a tote bag and half of the participants claimed their prize. VIII. New Business Library Visitation Recap— Kinetic Art Symposium Mr. Clark advised the Youth Library was open for four hours the Sunday of the Kinetic Art event and 281 people came through the Library. He was glad they could see the winners of the pinwheel kits made by the youth. New Library cards were issued and some items were checked out. They were happy to be open and participate. Chair Levine was excited how many people turned out for the event and noted there were thousands patiently waiting at the Cultural Art Center to get into the indoor exhibit. It was truly amazing. The weather was great except for Saturday about 4 p.m. Sunday was gorgeous. The band and food trucks were great. Chair Levine explained the Board has the ability to do closed captioning on Zoom. They would only have to enable it. BBCL Small Business Resources Brochure Mr. Clark included a draft brochure in the meeting materials. This item and the next Item are listed as Small Business Resources. Mr. Clark explained he has a seat at the 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 24, 2021 economic development table and it is an important place to be right now. The brochure has a list of many of the City's free resources for anyone looking to start a small business, including two new databases, one of which is the Gale Business Plan Builder. It creates a step-by-step plan that walks through five areas of exploration to develop a business plan focused on long-term success. The A to Z Databases is a job search, reference and mailing list with 30M executive profiles and business and 220M references that can be used for sales leads, mailing lists, market research and more. They have listed online resources, print materials, ebooks and overdrive on cloud library and some local, county, state and federal resources as a one-stop shopping guide to start a small business. The CRA and City will distribute them as well as the Economic Development Department. Mr. Clark noted the Makers Space was coming on line this year as well. New Databases Coming —A to Z and Gale Business Plan Builder David Scott is the Director of Economic Development and Strategy and he was a key resource that Mr. Clark consulted. He researched relationships and sat down and talked about what they have at the Library and was impressed with the Library's resources. Vice Chair Hayden-Adeyemo praised Mr. Clark for his patience. She asked if Library staff was moving forward with a progression plan for Library employees. Ms. Taylor noted it was a career path and resources and tools for employees. The Library and City are always interested in developing its employees. Vice Chair Hayden-Adeyemo went to the Library in person and thought if there is square footage the Library does not have, it has to be made up somehow. She was glad they have a chair at the economic development table and thought the Library should aim for the entire table. If the Library and City Hall complex is the beacon, they want to also be influential in the decisions that are made in the City. Mx. Ratcliff was excited about the Makers Space, thought is was a cool part of the community and offered to be involved in it. Mr. Clark thought there may be opportunities to volunteer in the program and he will let his staff know. Mr. Gaud wanted to volunteer for new programs regarding the small business activities. Vice Chair Hayden-Adeyemo was also interested in volunteering in the same programs. Mr. Clark commented staff was waiting for the contracts to be signed for the new databases and then the brochure will be valid. IX. Library Director's Report/Statistics February 2021 Monthly Report Mr. Clark noted circulation increased 23% overall since last year. Adult circulation increased 1%, young adults increased 5%, and juvenile circulation increased 37%. E- book circulation increased 115% due to COVID and E-audio circulation increased 47%. The statistics are very good. The Library has a lot more digital and virtual programming and staff was pleased with the increase. Chair Levine asked if patrons come in and give 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 24, 2021 suggestions and ask questions. Mr. Clark responded they consistently get new ideas, requests for materials and questions why the word Library was not on the building. The public is very vocal about their needs. Nearly all of the items requested are ordered by the Library. Vice Chair Hayden-Adeyemo saw the Library for the first time and used the restrooms. She commented she did not feel safe in the restrooms on the second floor. It did not have an open doorway and it seems like it was not intended for general public use. Mr. Clark explained there is a camera in the hallway outside the restrooms. Vice Chair Hayden-Adeyemo advised if she is physically challenged, the disabled bathroom was locked or difficult to open. The community area had a male and female bathroom, and she did not feel safe. She advised when you go to a public venue, it seems like the bathroom was for staff usage. Mr. Clark explained it originally was for staff usage. He commented he will ask if they could have the door removed. Mx. Ratcliff did not feel the restrooms were unsafe, but to the point of disabled patrons, the door was hard to maneuver for wheelchair bound individuals because there was no auto door opener. Mr. Clark advised he would bring that up to the City Administration's attention tomorrow and see what could be done. There is no other bathroom on the second floor, but there are public restrooms on the first floor. Vice Chair Hayden-Adeyemo asked about the Library entrance sign and learned it was forthcoming. She noted the City was planning for the Library since 2018 and questioned why the sign was just coming now. Mr. Gaud asked, regarding the social media statistics, if there was a social media and marketing plan in place they could read. Mr. Clark explained they do not have a written plan yet, but the marketing manager will work on one. Vice Chair Hayden-Adeyemo noted the marketing manager made a presentation. She asked if there was a marketing plan developed when hired or after the fact. Mr. Clark restated there was not yet a plan developed. Vice Chair Hayden-Adeyemo commented the Board had discussed a youth situation and she went into the Youth Library. She indicated based on what they discussed, the Youth Library would be away from the main Library, but she did not see a space for youth. She spoke about the lights, but she did not see what the members saw on the blueprints or the charettes. Mr. Clark could not answer questions how the building was designed. Vice Chair Hayden-Adeyemo responded she was not talking about how the building was designed. She was speaking about the comments they made at the time and at the charettes and thought the current building was nothing like they discussed. Mr. Clark was aware of the charette at the Library. Vice Chair Hayden-Adeyemo agreed, the Board talked by themselves and then the Library designer came in and spoke to them and then others came in. As the past week was the first time she went to the Library, she reiterated the design does not match up and she was very disappointed they are waiting for a sign that says Library to be placed and the restroom on the second floor was an after fact thought. She wanted it on record she was disappointed and it is unacceptable. It was the 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 24, 2021 first time she physically entered the library. She got her (vaccine) shot and went to the kinetic event and was there early. She had driven and went by the Library, but did not go in because it was a trauma for her. She has processed her trauma and entered the Library. Chair Levine noted the item was not on the agenda. She requested Vice Chair Hayden-Adeyemo frame the issue and they can put it on the next agenda . Mr. Clark agreed to do so for the next meeting. Vice Chair Hayden-Adeyemo thought there was no need to put on the agenda. For the next agenda, Vice Chair Hayden-Adeyemo wanted to discuss what was discussed in several meetings for the Library. The end result of the Library discussion was the product did not look like what was discussed. Mr. Clark asked what she wanted him to do about it, because there was nothing he could do about it. Mr. Feldman suggested framing the issue by saying public access complaints discussed at meeting on a certain date, second floor bathroom not according to Code? and Library signage. Mr. Feldman did not think they have the right to question the construction of the building. He thought they should give direction what they would like to see for the public to make it better. Mr. Gaud thought all could be summarized in the layout of the Library and the current organization of the Library. Vice Chair Hayden-Adeyemo thought the issue was the comments intended/written organization, versus the product that was received. Chair Levine summarized at the next meeting they will discuss the bathroom door,.the placement of the bathroom facilities, access to the door and the sign. Vice Chair Hayden- Adeyemo advised she wanted to discuss Code Compliance according to federal statutes for the restroom, if it is not an intended bathroom it must be up to federal standards. She wanted to discuss the location and access for the main point of the entrance at the Library that says Library, and the resources, such as the technology, computers that were supposed to be purchased. Mr. Clark reiterated he will discuss the matter of the bathroom door and handicapped access with the City administration the next day. He repeated twice the word Library will be added to the outside of the building. The City is working on it. As for the resources, computers and technology that he said he would purchase, he advised he worked for months on end to acquire everything he said he would and purchased every piece of it. Vice Chair Hayden-Adeyemo noted the bathroom was an afterthought and was not in compliance. Chair Levine explained they need verbiage for the New Business. She did not see where the new business was in the matter and thought the matter was outside the purview of the Board. Vice Chair Hayden-Adeyemo noted they were the Library Board. Vice Chair Hayden-Adeyemo commented they need the plan they discussed a year ago when the new marketing person was hired on what they would do to upsell the Library. Mr. Clark responded he had addressed that matter. Chair Levine thanked all for their patience. 6 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 24, 2021 X. Announcements Next Library Board Meeting —April 28, 2021 —Via Zoom Meeting XI. Adjournment Motion Mx. Ratcliff move to adjourn. Ms. Sherlock seconded the motion. The motion passed unanimously. The meeting was adjourned at 6:59 p.m. Catherine Cherry Minutes Specialist 7