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Minutes 06-23-21 MINUTES OF THE LIBRARY BOARD MEETING HELD ON WEDNESDAY, JUNE 23, 2021, AT 6:00 P.M. IN COMMISSION CHAMBERS, CITY HALL, 100 EAST OCEAN AVENUE BOYNTON BEACH, FLORIDA Present: Marcia Levine, Chair Craig Clark, Library Director Dr. Stephanie Hayden-Adeyemo, Vice Chair Jeannie Taylor, Assistant Library Director (Arrived at 6.03 p.m.) Kat Green, Senior Librarian Youth Services Lindsay Karten (Arrived at 6:22 p.m.) Quentin Morgan, Assistant City Attorney George Feldman Ace Tilton Ratcliff Victor Gaud-Cabrera Absent: Robyn Boucard Elizabeth Sherlock Sarah Brown, Alternate I. Call to Order— Marcia Levine, Board Chair Chair Levine called the meeting to order at 6:00 P.M. II. Approval of Minutes — Meeting of May 26, 2021 Motion A motion was made by Mr. Gaud-Cabrera to approve the minutes. Mr. Feldman seconded the motion. The motion passed unanimously. III. Correspondence and Communications Mr. Feldman announced he was at the last City Commission meeting and he spoke about the signage. He told the Commission he thought it was important to have interior and exterior signage for people visiting the Library for the first time and so people driving by the building will know where the Library is. Mr. Gaud-Cabrera attended the same meeting via Zoom and echoed Mr. Feldman's comments. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) Meeting Minutes Library Board Boynton Beach, Florida June 23, 2021 V. Chair's Report Chair Levine went to the Summer Reading Kick-Off event and announced it was great. She has been collecting a lot of information. She is Vice Chair of the AAB and the Chair's children attended the event. He advised he was really impressed about the event. VI. Unfinished Business: Staffing Update - Craig Clark The part-time Library Page position was approved to be posted on the City website, hopefully by tomorrow and for a week. It will take a few months to recruit for the position, and once the position is filled, the Library will be fully staffed. Career Online High School/LSTA Grant - Jeannie Taylor Ms. Taylor explained the Library applied for the LSTA grant, which they qualified for, but they are not yet funded as they are waiting to hear if the State would be funded. Fortunately, the State would be funded. That will enable the Library to be eligible to ask for more scholarships than they asked for in their grant. They should allow them to add 10 scholarships or more if they get enough requests. Chair Levine asked how the Library finds participants. Ms. Taylor explained the information is posted on social media and on the Library website. There is a big banner in the library advertising the program, but mostly the information is shared by word of mouth which accounts for half of the participants, or someone saw it in the library and asked. Mr. Clark explained the State funded the $700K which they are excited about. The $700K will be managed by the State Librarian and the Department of State and she will contact him in a month of so and ask how many scholarships they want to start out with which would be 10. Library Budget Request— Updated Mr. Clark announced he submitted an updated budget request, which was adjusted on the Museum side. He included the Library and Museum Budget Request in the meeting materials in the meeting backup and that will go to the City Commission that was recommended by the City Manager for approval in July. Dr. Hayden-Adeyemo asked how the Cultural Center is used in the Library Budget and learned the Cultural Center across the street is managed by Recreation and Parks. Dr. Hayden-Adeyemo recalled in one of their meetings last year, it was mentioned rooms there will be used for the Library. She asked if the Library receives any revenue. Mr. Clark explained the Library does not generate any revenue from their programming. If they need a room, he will work with the person who runs the building and arrange it but at this time, they have no need to use any of the rooms. Dr. Hayden-Adeyemo also recalled there was a discussion about naming rights at the library to generate revenue by naming rooms and meeting places in the library. Mr. Clark explained the naming rights 2 Meeting Minutes Library Board Boynton Beach, Florida June 23, 2021 campaign is currently active and naming opportunities are still available. There is a page with the information possibly on the website, but the campaign is being managed by a consulting firm, so potential donors are introduced to the consultants. Dr. Hayden-Adeyemo recalled the Board had previously spoke about a docent. She asked how the Friends of the Library was involved with the naming campaign and learned they have nothing to do with it. They raise money just for the library although they did pay $165K to name the Florida Room on the second floor. Their store is on the second floor. There is a big sign overhead and they sell used books to raise money for the library. The Friends of the Library location is not enclosed, but it is a definite area with the sign on the ceiling to delineate their space. VII. New Business Summer Reading Club Event Kickoff— Recap & Summer Youth Programs — Kat Green Kat Green, Children's Librarian and Manager of Youth Services, advised the Kick-Off was a fun event. All of the staff, including those who were scheduled to be off, moved their day around to attend the event. There were 12 AmeriCorps volunteers, which is a big number to show up for a weekend event. There were 250 people in attendance and they had 110 children and teens who registered for the Summer Reading Program and since then, another 40 signed up and a few more are registering every day at the desk. Ms. Green explained this was the first time, since COVID, they offer digital registration with a link live with a Google form. Two volunteers assisted with the registration, but even without them, the library is still receiving about five or so registrations at the desk. For programs, she handed out teen and youth programs, which is seeing increasing attendance each week. The first youth program had 6, then 10 participants. The outdoor story time program had 20 participants and today had 50 people. They will continue their weekly program and the man who did the DJ kickoff was there with his kids. They are continuing collaborating with other parts of the City. They will have a Fall into the Arts program at the Cultural Center and they will be there with a craft table, talking about different children illustrators and they will lend things out forthe Fourth of July Celebration. They will use their colorful cushions, purchased with Summer Reading funds they will continue using for a long time. This morning someone from the Cultural Center saw staff holding Story Time outside and asked if they could collaborate with them either at the Library, or helping the Cultural Center promote programming and they can get special guests to come and add something special to the story time events. They would be happy to see those partnerships continue to expand with a lot of that due to Madison Kjosa and the great marketing she is doing. Dr. Hayden-Adeyemo asked if the Library was providing drones and learned they do and they have a fleet. Chair Levine asked about the Build a Mars Rover. Ms. Green explained Youth Services has a big purple table where they do most of the materials intensive program, if too big, it will overflow the lobby or take it outside. She noted the students 3 Meeting Minutes Library Board Boynton Beach, Florida June 23, 2021 have really enjoyed being outside under the big tree. Mr. Clark and Ms. Taylor went outside for parts of the children program. The kids had a blast. He thanked Ms. Green for a phenomenal job and he spoke with the parents and they were excited. It is one of the best programs at the Library, and they will do it again next year. People are coming to check it out. Chair Levine asked how she would promote, Take a Boynton Snapshot. She thought the Art Advisory Board could be involved and would bring it up at the next meeting. Ms. Green has been seeing an increase in the teens who come. The 13-year-olds have the highest enrollment. Older students are coming for the Virtual Zone, and they already have five users oriented and some musicians. The sound booth (the Whisper Room), which is state of the art and mostly sound proof, is up and running. The younger students using it socialize with the high schoolers. Ms. Kjosa has a lot with that age group. Dr. Hayden-Adeyemo asked what are they doing for groups that are 18 to 23. Mr. Clark explained they are considered adults. Mr. Clark explained for adults in June, they had a few Pride events. One was a virtual tour of the LGBTQ History Exhibition at the Stonewall National Museum and Archive in Ft. Lauderdale. The Marketing Manager conducted a tour and the Executive Director of the museum talked about a couple of things regarding the museum. The Library has a Makers Space, Grab and Go Craft Kits, Hurricane Preparedness with the National Weather Service, and Back to the Data Basics Canopy Training. There are quite a few things going on for adults. Dr. Hayden-Adeyemo thought they should create a niche for every age group. She felt when developing things and programming staff should consider the entire City and use forward thinking about what the library looks like for someone who grows up with a library. She thought be forward thinking about planning ahead aside from books. Ms. Green explained Subbora Jackson, a Library volunteer, did a Chess Club for teens. She made great use of the Makers Space and will make chess board they will circulate. She works with the group and has access to adult materials and create interest. The Makers Space fits that need for both. They want to check teen specific materials and ensure the 18 to 23-year-olds are served first. Dr. Hayden-Adeyemo recalled something about Library Leadership. Mr. Clark recalled they had a teen advisory board in the summer and further added, they offer a variety of good programs for all ages, but they are always open to suggestions. Ms. Karten asked how strict is the library on the ages because her daughter will go crazy with the Makers Space. Ms. Green explained they are loose as they are building up the teens. If everyone that is coming is 16 to 18, they would be steered away, but they have been having a lot of 12-year-olds in the teen program and they make their decision based on who they know is coming. 4 Meeting Minutes Library Board Boynton Beach, Florida June 23, 2021 Dr. Hayden-Adeyemo commented Mr. Clark had indicated they have built in surveys in the library software. When someone checks out a book, they get a message suggesting other books the patron may like. She asked if there is a way to push surveys through the library card system. She asked, when pulling reports, if there was some way to track what is being circulated and what has the highest interest topics or ideas. She conveyed the reason why the library purchased some software is to do quick surveys. Ms. Green explained material check outs are instrumental and staff uses it with programming attendance. She used age when signing up for a reading club. Dr. Hayden-Adeyemo asked when using self-check if they can have a question as a tab or matrix. Mr. Clark advised he would research the issue to see if it was an option for self-check. Dr. Hayden- Adeyemo thought there should be an option and it would be a better use of the software which can help drive programming. Chair Levine suggested moving this item to another meeting. Dr. Hayden-Adeyemo believed they should try to get everything they can out of the software purchased and she feels it can be used to push out surveys and to get better reports. See if there is a way to use the self-check software to push ideas or topics to patrons to see if there is interest. Mr. Clark explained the software does a lot of things and the self-checks do too as well, but the software does not have a mechanism to ask questions. If they need a survey, Ms. Green handles them. She had conducted a survey about programming and topics of interest which is used before rolling out new programming. They cover a broad range of topics and skill sets. When they did the mental health program, they brought in people from the outside who had experience and professional background to work with youth in this area. In this instance, attendance was driven with a connection with a teacher who was an AmeriCorps tutor and personal connections help. VIII. Library Director's Report/Statistics May 2021 Monthly Report Mr. Clark noted several increases transparent language sessions have more people learning foreign languages. Dr. Hayden-Adeyemo asked when reviewing the statistics, what the red parenthesis mean. Mr. Clark explained that was the budget, not the monthly report. IX. Announcements Next Library Board Meeting — July 28, 2021 Craig announced the next meeting. There was no information about when the Library sign will be put up, but Mr. Clark will keep the Board apprised. 5 Meeting Minutes Library Board Boynton Beach, Florida June 23, 2021 X. Adjournment Motion Ms. Karten moved to adjourn. Mr. Feldman seconded the motion. The motion passed unanimously. The meeting was adjourned at 6:35 p.m. Catherine Cherry Minutes Specialist 6