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Agenda 04-25-18 City of Boynton Beach BOYNTON BEACH CITY LIBRARY 208 S. Seacrest Blvd. Boynton Beach, FL 33435 LIBRARY ADVISORY BOARD A G E N D A Date: April 25, 2018 st Location/Time: Library – Conference Room A, 1 Floor, 6:00 P.M. ________________________________________________________________ I. Call to Order II. Approval of Minutes – January 24, 2018 (Tabled), February 28, 2018 (Tabled) & March 28, 2018 III. Correspondence and Communications IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) V. Chair’s Report VI. Unfinished Business: Library Construction/Lease Update Adult Reading Club Update Career Online High School (COHS) Update VII. New Business: VIII. Library Director's Report/Statistics Monthly Report for April 2018 News/Media Coverage IX. Announcements Next Library Board Meeting – May 23, 2018 @ 6 p.m. X. Adjournment NOTICE IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COMMISSION WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING, HE/SHE WILL NEED A RECORD OF THE PROCEEDINGS AND, FOR SUCH PURPOSE, HE/SHE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDING IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. (F.S. 286.0105) THE CITY SHALL FURNISH APPROPRIATE AUXILIARY AIDS AND SERVICES WHERE NECESSARY TO AFFORD AN INDIVIDUAL WITH A DISABILITY AN EQUAL OPPORTUNITY TO PARTICIPATE IN AND ENJOY THE BENEFITS OF A SERVICE, PROGRAM, OR ACTIVITY CONDUCTED BY THE CITY. PLEASE CONTACT THE CITY CLERK'S OFFICE, (561) 742-6060 OR (TTY) 1-800-955-8771, AT LEAST 48 HOURS PRIOR TO THE PROGRAM OR ACTIVITY IN ORDER FOR THE CITY TO REASONABLY ACCOMMODATE YOUR REQUEST. ADDITIONAL AGENDA ITEMS MAY BE ADDED SUBSEQUENT TO THE PUBLICATION OF THE AGENDA ON THE CITY'S WEB SITE. INFORMATION REGARDING ITEMS ADDED TO THE AGENDA AFTER IT IS PUBLISHED ON THE CITY'S WEB SITE CAN BE OBTAINED FROM THE OFFICE OF THE CITY CLERK. MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, JANUARY 24, 2018, AT 6 P.M. AT THE BOYNTON BEACH CITY LIBRARY, CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Deborah Hoban, Chair Craig Clark, Library Director Chris Montague Anne Watts, Assistant Library Director Alice Warren Jeannie Taylor, Division Head Librarian John Welter Robyn Boucard, Alternate Dr. Bethanie Gomy, Alternate ABSENT: Chris Simon Tracy Tebo Dr. Hayden-Adeyemo I. Call to Order—Welcome new Library Board Member Bethanie Gorny(Alternate) Board Elections for Chair, Vice-Chair Deborah Hoban, Chair called the meeting to order at 6:00 p.m. She explained the Board needed to elect a new Chair and Vice Chair. Mr. Welter moved to nominate Chris Montague as Chair. Ms. Warren seconded the motion. There were no other nominations received. Mr. Montague moved to nominated Mr.Welter as Vice Chair. Ms. Boucard seconded the motion. There were no other nominations. Both Messrs. Montague and Welter accepted the nominations and were duly elected. The members thanked Ms. Hoban for her service. II. Approval of Minutes — December 6, 2017 Motion Vice Chair Katz Welter moved to approve the minutes with the following change to page two, item IV, first paragraph, fifth sentence: "Mr. Clark had sent read interesting articles . . ." Dr. Gorny seconded the motion that unanimously passed. Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 Ill.. Correspondence and Communications Mr. Clark announced he was contacted by three members indicating they could not attend the meeting. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) Barbara Grenadin, 2317 N. Congress Avenue, explained she goes to libraries throughout the County. She had borrowed an audio book and while returning different books at the different libraries, she accidentally returned the book to the wrong library and was told it would be shipped to the correct library. She later went to the Library and could not locate the audio book, and asked what she could do. She was told she could pay for the audio book and learned the book was about$75. She asked if she could be put on a payment plan and she was told no. Ms. Grenadin could not pay the entire amount at once. Mr. Clark explained Boynton Beach would allow a payment plan. Ms. Grenadin went back to the Library and wanted to speak with a manager. Ms. Grenadin requested there be a note added to her account she was paying for the book, but the manager would not allow it. She understood about the need for the fees, but it can push people away from using to the library. She was for and against fees as long as there was a way to meet in the middle. Ms. Taylor explained the Boynton Beach Library permits payment plans. The Library will also accept the same equivalent book with same ISBN book looking as a replacement. V. Chair's Report None. VI. Unfinished Business: Amnesty—Continue discussion Chair Montague explained the Board has been discussing Amnesty regarding collection of fees or fines. Some Libraries do not have fines. They were discussing it for the new Library. Dr. Gomy asked why change the model when the Library collects $30,000 and did not know the pros and cons. Mr. Clark explained the funds go to general revenue and Ms. Warren thought it could be changed. Discussion followed the funds are not enough to recoup losses. Mr. Clark noted it becomes a way to encourage people to bring the items back. Vice Chair Welter thought the conversation started off being an amnesty program, but it may not be an amnesty program in the sense you just return books and incur no fees or fines on a particular day, but rather a way to move forward in a more forgiving and less punitive way to borrowers. There should be punishment for non-returned books so how to handle late fees or unreturned items is an issue. He thought there may be room for more forgiveness with the late fee structure. Ms. Warren asked what would $30,000 equate to at the Library 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 and learned it would be a part-time staff member or any number of things to improve the Library. Vice Chair Welter remarked it has a more meaningful impact to a community if they would not be burdened by a late fee. He understood there should be some sort of fine or punitive approach to lost or stolen items. He felt late fee structures tend to make him not want to borrow books. Mr. Clark explained late fees for a book are 15 cents for printed items, one dollar for a DVD, and 50 cents for music CDs a day. The late fees do not exceed the worth of the item. Ms. Hoban explained they talked about amnesty day and people will wait till amnesty day so they will not be fined. The Unique collection program focuses on returning the items. She asked is the goal to finance a collection at the Library or get the material back. Even if amnesty day is one day and patrons wait till then, she questioned if it was better than never getting the materials back. Anne Watts, Assistant Library Director, explained she has several friends who work in libraries with no fines. They learned if they order six new copies without a fine structure, and a reminder to patrons to return the material,they may have to order eight new copies because there is a delay in returning the material and it slows the process down. People are more apt to return timely with the fine, especially with popular materials. Some of the $30,000 would have to go to spending more money on the materials. Mr. Clark advised when he first became Library Director 12 years ago, the City did keep collected funds in a donation account and Mr. Clark was able to use some of the funds to purchase equipment and furniture for the new,Library. When the recession hit, the City had to take that money and the City is still struggling to rebound from the recession. Vice Chair Welter thought, as a concept, if not all the way committed to a no fine or no fee, he thought it was a way to reach out to the community and be stewards of a welcoming system that is not financially punitive. He also asked if they could start to move in a direction that has grace periods of perhaps a week or if library staff could send an electronic email saying the material is overdue. Mr. Clark was unsure the library database could manage that. Ms. Hoban explained if using the no fine model, if are they serving everyone, they are holding materials that cannot circulate and asked if that was good for patrons. Vice Chair Welter asked if they saw any kind of change in circulation habits where it became contentious. She saw the dollars coming in, but not the circulation side. The fines did not go the Library; rather they went to the general fund. Missing material comes to the Library, and students and faculty are still responsible to replace missing items. She observed a lot of money coming into the Library. The fines did not mean anything to the Library;getting the material replaced was more important. She recommended the Board figure out the goals. Dr. Gomy questioned what the incentive was for not being late with a book if there were no fines. Vice Chair Welter explained it was just a pledge to get a library card and become part of a community of borrowers as library users. Cardholders pledge to adhere 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 to the libraries policies. He pointed out it was the same with computers. He would rather borrow from a no fine library than a fining library. Chair Montague thought it was important to look at the entire scenario.There is the reality the Library could lose materials and the Library does not break even. Fines do not come to the Library and instead go straight to the City. It also appeared there would be no change in the funding route. Chair Montague thought the Board should not pay fines instead of depositing the funds in the City budget as it does not help the Library. The goal is to return the materials. He felt there was the potential to market the Library and brand the new Library in a model that is in line with a modern civilization. He questioned if it was more enticing to draw people to the library if they are welcoming or adhering to a policy that does not benefit the Library. He thought it was an obvious decision. Ms. Warren explained there may be instances that a patron holds onto a best seller for a month which deprives the next person on the list from reading the materials for months. Mr. Clark responded that was why there are fines. Mr. Montague did not think the fines mattered as they were menial and it did not entice patrons who could afford to pay the fines, to return the material. Dr. Gorny thought fines are a punishment, but it could be viewed as an incentive. Ms. Warren agreed and pointed out that is life. She had a school library with no fines, but there was a notice that was sent to the students, the book was late and to return it. Vice Chair Welter was not opposed to notes and reminders. Chair Montague explained by the time he reconciles his late fees, he gets a notice, which means the City wasted 50 cents to send the letter. There are two sides. He noted one member indicated they had more materials returned and the Library, by loaning people books, the Library loses money and materials. He questioned if the fine system really works, other than new books and best sellers. Ms. Hoban advised she works at FAU, which is an academic library. Vice Chair Welter explained the question is does the Board want libraries to be a disciplinary function. Jeanne Taylor, Division Head Librarian, explained Library staff is not hard line. They tell the borrower that they want the material back. When it is returned, if the borrower cannot pay the fine, staff will reduce it by half. Chair Montague explained the Library is not for profit. The one patron that was present earlier had damaged a book. If fines could be negotiated lower it is a waste of time. Ms. Hoban understood some people pay the fine, while other fines are cut in half. Mr. Clark clarified it is usually the first time around. Ms. Taylor explained there is a grace period because they want the patron to keep coming and borrowing. Chair Montague explained the issue is they cannot use the account, but staff does not want to push patrons away. Ms. Taylor explained most people are bad about DVDs which are $1 a day fine. The Patron will get to $20 and realize they have fines and will return with the DVD. When the fine accrues to over $5, the patron cannot check anything else out. These occurrences are usually enough to get the patron to pay attention. 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 Chair Montague asked about the protocol for an overdue book. Mr. Clark explained they do a courtesy email two days before the item is due with an active email. It is a courtesy. .A letter is sent when material is 30 days overdue. After 60 days, the account is sent to the collection agency and they send letters and start making phone calls. Chair Montague asked about how collections are handled at FAU and learned they send out many emails, but they do need to pay their fine, if not, students do not graduate. That is a policy. Ms. Hoban explained the same used to be for fines, but they later abolished the policy. When Ms. Boucard worked for Galaxy Elementary School, the same was instituted in the school's media program. She did not understand the issue until a student who left them as an elementary student returned with a form from the school before he could graduate. Currently, she has a student with a book called Turtles. When the student returned, she knew exactly the book. The student lost the book which is still the case. The school library wants the material back and the student was only charged if they lost the material. A policy of responsibility is needed. Library staff may not bring the funds but they still need for the student to bring or pay for the materials. Chair Montague asked why the Library does not pursue just lost materials. He thought there were two ways to educate patrons: one is break the rule you get a fine. He noted the library has a great deal of children. The second other option is to alert patrons that library staff trusts them. They get a card because they are a city resident and they trust them to return the materials. He thought there was nothing to gain by doing it any other way. Ms. Watts explained the library does not charge kids fines. Chair Montague contended there was no data to support if staff does not charge late fees, the books stay out longer. Ms. Watts explained the Library does not fine youth. They never have, but at a date certain,the card stops functioning. When a patron returns in 31 days with the item in hand,and the patron did not get reminders they come because there are no fines and they return on day 31 with a stack of DVD's to check out and they are told they cannot until the prior items are released. The fee structure is a reminder. Alachua County does not charge fines. There are patrons with popular items and there is usually a conflict of patrons returning the items or failing to do so until day 31 and the patron lost their ability to use a Library. Chair Montague explained patrons can keep a book for 30 days by auto renewing the book, unless it is on hold for someone else. Chair Montague reiterated is there a realistic benefit to charging late fees and fines or is the benefit better to when we have a new library, would there be a better benefit through the marketing benefit when inform patrons staff is trying something new and creative rather than the same way it has been done. ,Chair Montague explained the policy does not affect everyone the same way. Anyone willing to pay the late fee can keep the material out as long as.they want. 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 Ms. Warren explained it is a different perspective for a library employee than for a patron. In a library setting, she believes in the fines. Chair Montague advised, as a person who has been fined many times, it did nothing to change his behavior. Vice Chair Welter advised he also accrues fines. The Boynton Beach Library was the first library he paid a $28 late fee to for four books because he travelled. He was new to the Library and the neighborhood and he thought the fine was unbelievable. He never had a customer service say to him we will negotiate the fine. He found the$28 fine hard to stomach, but he does rack up library fines from other libraries, but it has not changed his behavior. Mr. Clark suggested taking a consensus who is for the fines being charged and who is not. After that, if it is not for fines, he recommended the Chair write a letter on behalf of the Library Board to consider charging fines at some time in the future, or when they open the new Library. Chair Montague suggested before voting everyone make final closing comments about their thoughts. Chair Montague saw it both ways. There was one person who attended the meeting; not for an overdue book, but rather for a financial issue that was resolved. He thought all understood punishment and fines and he viewed the new library as an opportunity to use a new model and to consider doing what some other libraries have done. One librarian on the board has a library with no fines and he thought the policy had some merit. Even though it was an academic library, it removes a situation with a patron and it avoid fines and punishing them. There is no financial incentive to fines as the Library does not get the money. Better to offer something new and test it out to see if it would yield the results he thinks it would. The fees and fines are inconsequential other than a slap on the wrist. The Board can try a different type of discipline, which is no fees or fines unless a book is lost, in which case,.if it has not been returned, then the account is closed until the borrower returns it or pays for it. A collection agency could be used for items that are lost. Ms. Warren explained there was an end to the University policy, which was the student did not graduate unless it was addressed. If the item remained lost,the University would charge. Ms. Hoban felt an academic environment was different than a public environment as there are a finite number of patrons and staff has control. The University also allows students to borrow materials for the entire semester. Library staff never collected the fines so it did not hurt the Library and the materials were returned. Ms. Hoban would favor an Amnesty Day and was aware patrons already bring in food for funds at the City Library in November. Ms. Watts had indicated amnesty day results om books being returned. She suggested starting small and holding Amnesty Day twice a year instead of just once to see what they collect and also thought it should be done before the new 6 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 Library was constructed. Staff can indicated it has to do with the move. She was not ready to eliminate the fine. She did not view it as punitive, rather a means to get the material back so another patron can use it Dr. Gorny did not view the fine as punishment, it was an incentive. The Library is a small community and in every community most people follow the rules. A small percentage do not, and maybe they need an incentive to follow the Library rules so the Library works for everyone and all can have access to materials. If there is a financial issue, come to the Library and discuss it. She was sure the staff would be receptive. Mr. Clark responded Library staff is and they work with patrons. She liked the amnesty and thought the fine could be reduced. Ms. Warren and Dr. Gorny thought$1 was a lot Ms. Boucard agreed with Ms. Hoban. She supports a need for a fine with a tweaking. She favored the idea with more amnesty days. Vice Chair Welter thought an Amnesty Day before the move was great and he hoped it would be a successful way to reclaim lost or missing material. He views fines as disciplinary and was unsure the Library should be the place to learn his lessons in discipline. As a father of three children, he disciplines his kids and he did not want the Library to be the place to feel there is a financial burden tied to discipline. He favored a no fine structure. He recognized there must be some system in place to restrict access to borrowing for non-returned materials after a period of time and for how long patrons could borrow materials. He thought it would be great for the community to borrow materials and not be burdened with a punitive financial obligation if they were several days late returning materials. He would be receptive to any step to see a more generous and kinder face in terms of returning materials past the due date. Vote Chair Montague requested a vote on the fees. The vote was 4-2 (Chair Montague and Vice Chair Welter dissenting.) There was agreement fees would remain. • Career Online High School (COHS) Update Jeannie Taylor, Division Head Librarian, explained the third Career Online High School Graduate was the first graduate celebrating her diploma publicly at a City Commission meeting. The event got very favorable press and their articles jogged interest in the program.There are now three people in the pre-requisite class fora potential scholarship. It was noted there are five scholarships available. There were two individuals who received scholarships last year. One student was 70% finished with the course and the other was 77% completed. Since the Library funded the 7 Meeting Minutes • Library Advisory Board Boynton Beach, Florida January 24, 2018 scholarships, the scholarships are only available to City residents with a library card and who are over 19 years old. Chair Montague explained there is a communication issue as no one knows about the program. The thought it was ironic the Library has five scholarships that are not being use, while the Library charges patrons 15 cents a day in fines. Mr. Clark noted there may be three people interested in the scholarships. They have to pass the prerequisite course to qualify before being interviewed for the scholarship. There is movement with the program. Chair Montague hoped the program would be full at all times. Chair Montague wondered if residents hear about the program and learned it is on the website, through social media on the Library Facebook page and Twitter account. Additionally, the press learned of the program and publicized it. Ms. Taylor reported she is contacted by at least three to four people a week outside of Palm Beach County asking about the program. They apply here, and they are turned down. Ms. Boucard requested a synopsis of the program works and learned the student can do the work at home. It is a very audio-visual program that is a self-paced class environment. They start out with a questionnaire asking if the student could devote 8 to 10 hours a week, if they have the resources to take the class or if they would come the Library, and what is their goal. Ms. Taylor reviews the answers and emails the student back and if eligible, sends the link to start the two-week class. When the two-week class is finished, the student receives a career certificate. There are eight different career categories and a general one. The class provides the student with a feel for what the class will be like and it counts towards if they continue on and receive the scholarship. If the student had prior credits, the credits can be transferred, so they may not have to take the entire program. If not, the program is 18 classes and it is completed in 18 months. The class graduate recognized at the City Commission meeting had no prior credits and she did the entire program in 12 months and achieved a 4.0 average. Ms. Boucard had two individuals in mind. She queried how the program relates to a General Equivalency Program and learned the student receives a fully accredited diploma. The scholarship pays for the student's enrollment in the program. There are no books or other fees. The only potential fee is if the student is from another country they may have to pay the company to secure their transcripts. In the U.S. a transcript request is submitted which is done free of charge. Ms. Boucard asked if students could take the course if there were no more scholarships, and learned they would have to pay Smart Horizons about $1,295. Smart Horizons provides the program. If done alone, maybe $1,600. Ms. Boucard explained she could have a conversation with students. Ms. Taylor explained she has the discussion a lot with teens, many of whom finished the 12th grade but did not pass a class. 8 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 AmeriCorps Program Update Ms. Watts explained AmericCorps are called members and advised the numbers were for the entire year since October 115 received homework help. They had a total of 792 classes and 503 hours of instruction. AmeriCorp operates at the Library when school is in session. Eleven teens participated with AmeriCorp assistance and had 130 sessions. Most of the teens received assistance in math. Elementary school students were evenly divided between reading and math assistance totaling 198 hours. Mr. Clark explained there are two monthly reports: one for November and December which will say Teen AmeriCorp and Homework Help AmeriCorp. It will indicate no report, which is what Ms. Watts just provided because the Library does not have two full-time AmeriCorp volunteers in those positions: only part-time AmeriCorp members. The Library did have a full-time volunteer, but she ended up resigning. The third AmeriCorp member assists adults and with ESL. Her monthly report is printed on the monthly report. Ms. Watson announced there are new people entering the program. Seven individuals got jobs over the holidays and four or five got.jobs at FAU in the custodial department. Ms. Boucard asked what programs were available for seniors and learned there are computer classes, speakers that come in, craft classes and quilters. There are many activities that are unstructured as far as academic activities and there are volunteer options in the Friends Book store. There are occasional book discussions. Tutoring is handled through AmeriCorp and sometimes there is one-on-one instruction. Other patrons are taking citizenship classes or GED. Library Construction Update Mr. Clark explained the Library is still looking at new temporary homes and the Finance has to be approve by the City Commission before anything proceeds and he was informed the financing was slated to be addressed during the second City Commission meeting in February. If the financing is approved,things will move fast. Phase I, includes the Library being demolished and a new City Hall and Library constructed. The projected date for closure of the Library may be April. Mr. Clark explained he was looking at the building next to the post office, which has 4,000 feet of space which could serve as the youth Library. The adult services may move to the other side of 1-95 on the other side Gateway Boulevard. He will know more next month. Vice Chair Welter asked what transportation concepts were contemplated. Mr. Clark responded the City has not yet gotten that far. There would probably be a bus stop as there is a bus on Quantum and Gateway that is walkable. Finding a location is the biggest issue. Anything else that comes with it will be what it will be because there are not many space options. The building process for the demolition and reconstruction is anticipated to be 14 months. Closing the library completely is not an option. 9 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 Mr. Welter asked about the Library circulation materials and learned some will be in storage. Staff will retrieve materials requested by patrons. Ms. Watts thought much of the non-fiction and older fiction will be in storage. Mr. Clark anticipated 50% would be available in the temporary location, but it depends on the location selected. Ms. Watts anticipated stacks of books would separate areas in the building and further noted youth need materials for assignments the next day and staff is seeking to try to have as much material available as possible. She commented more important than that is the technology. Staff was taking surveys and observing how much the computers are used. There was brief discussion about the status of space next to the post office and in the Home Depot Shopping plaza, but Mr. Clark had no definitive information. Assistant City Manager Colin Groff interacts with the Library staff about what they need. Dr. Gorily asked if the business community knows the City is looking for leasing space. She thought people may be interested in assisting. VII. New Business: Agreement with the School District of Palm Beach County-Forest Park Elementary Mr. Clark announced he was introduced to an idea from another public library in Jacksonville, Florida. The Jacksonville Library made an agreement with Duval County Public School District to develop a program for school children. They set up a student card through a formal agreement with the school district who sends pieces of student information to create a library card record for each student. It is a separate record. If the student has a regular library card,then the student has two accounts. The school account has no fees or fines and students can check out three printed materials only. If the student does not return the items, they are done. If the student returns the three items, they can continue to borrow books. Mr. Clark advised the program takes away the roadblock for the kids. Mr. Clark explained he got the agreement signed between Forest Park Elementary School and the Library and noted it is a pilot program. It took him nine months to get this done. He left the agreement and his card at the school to sign it so they can promote the program. Mr. Clark explained they will try it out and see how it works and if successful, maybe spread it to the other elementary schools and then the high school. Vice Chair Welter thought it was great. Mr. Clark advised the Library will collect statistics on the program. Ms. Watts explained the program was very beneficial as many parents cannot get their children library cards. The student does not need the parent's permission. Vice Chair Welter was aware many youth from Forest Park come to the Library. Mr. Clark advised the program has to proceed slowly as it will impact the Library's budget, and they will try the program with one school for a year. He noted it may impact materials through unretumed materials. Adult Reading Club 10 Meeting Minutes Library Advisory Board Boynton Beach, Florida January 24, 2018 Ms. Taylor announced every January/February they encourage adult readers to sign up for the Adult Reading Club. Participants read 10 items of their choice and are rewarded with a bag. She encouraged the members to sign up on the way out. VIII. Library Director's Report/Statistics Monthly Report for November& December 2017 News/Media Coverage Chair Montague thanked all for his nomination to the Chair and expressed his satisfaction that the Board was full. He announced he would try to come up with new changes and solutions. IX. Announcements Next Library Board Meeting — February 28, 2018 @ 6 p.m. X. Adjournment There being no further business to discuss, there consensus to adjourn. The meeting was adjourned at 7:33 p.m. Catherine Cherry Minutes Specialist 11 MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, FEBRUARY 28, 2018, AT 6 P.M. AT THE BOYNTON BEACH CITY LIBRARY, CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Chris Montague, Chair Craig Clark, Library Director John Welter, Vice Chair Jeannie Taylor, Division Head Librarian Deborah Hoban Chris Simon Alice Warren Dr. Hayden-Adeyemo Robyn Boucard, Alternate ABSENT: • Dr. Bethanie Gomy, Alternate Tracy Tebo I. Call to Order—Chris Montague Chair Montague called the meeting to order at 6:03 p.m. IL Approval of Minutes—January 24, 2018 The minutes were tabled to the next meeting. III. Correspondence and Communications Mr. Clark announced Board Member Bethanie Gorny contacted him indicating she could not attend the meeting. Tracey Tebo was also out. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) Shanta Spence from FAU was present. V. Chair's Report Chair Montague commented a woman he met who loves the Library told him she wished the Library was open. The Board had several discussions about the Library and he noted the Library is not about the newest best seller and making sure the book is available to patrons. The Library provides services to everyone and to the most vulnerable people in society. He was concerned about the school shootings and what local youth would do if the Library was not available. The Board had also had issues arise, but he was excited ,Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 about having a new full Board and wanted to ensure the time spent would result in getting things accomplished. VI. Unfinished Business: Adult Reading Club Jeannie Taylor, Division Head Librarian, explained there are 150 people enrolled in the Adult Reading Club and staff will extend the program to the end of March. The requirement is to read 10 books. Dr. Hayden-Adeyemo asked if there could be a more interactive component to the Club to include dialogue or exchanges about a book. It was noted the program was running concurrently with the Palm Beach County Read Together program that includes a discussion group. Dialogue was not a requirement with the Adult Reading Club. Dr. Hayden-Adeyemo thought the program could be more and suggested encouraging conversations about the book with different people similar to a book club. Ms. Warren noted book clubs purchase several copies of a book and members discuss it. Mr. Clark explained Great Decisions is a Library group that reads over a several month period. It is a nation-wide program with different topics and books. Dr. Hayden-Adeyemo thought the Library was the epicenter of the community. Moving forward, the new Library should be more interactive and it segues into the Online High School. Ms. Taylor agreed noting staff tries to ensure all Library components are reflected on social media. Mr. Clark advised they will have expanded programs and the Library has Wifi, but there are programming and staffing issues that will need to be discussed. He agreed it was important to have different ways to reach people and social media and email blasts could be used to alert the public to existing and new Library programs. Mr. Clark noted the City hired a new marketing manager, Laura Lansburgh to handle the City's marketing and website. Mr.Wexler asked if there was a person in charge of social media. Mr. Clark explained staff sends email blasts; uses social media, Twitter and Facebook. They may add Instagram in the future. Career Online High School (COHS) Update Chair Montague noted Ms. Taylor was on Facebook Live. Jeannie Taylor, Division Head Librarian, explained the Library awarded a scholarship to the online high school to a student last week and another scholarship interview will be held February 29"'. Three scholarships will remain. The program currently has six students enrolled and four of the six completed over 50% of the program. Funding for 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 next year, pending the Legislature, has$750,000 for the Online High School. If they fund the full amount as they did last year, it would go to the Governor; however, he vetoed the initiative last year. The Library is a member of SEFLIN, and they will write a LSTA Grant for some of the Libraries that are a part of the program. Staff hoped next year there would be funding. The program results in a student receiving a fully-accredited high school diploma with a Career Certificate. A short video to promote the program was viewed. Ms. Taylor announced the program is available to individuals at last 19 years old. Information about the program is on the Library Website or via email at cohs@Boyntonlibrary.org. AmeriCorps Program Update Mr. Clark advised the Library lost seven students from the AmeriCorps program, English as a Second Language (ESOL), as they learned enough English to obtain a job. Library Construction Update Mr. Clark explained the Library is still looking at new temporary homes and financing and the new Library still has to be approved by the City Commission before anything proceeds. He understood financing was slated to be addressed at the Library at a special meeting on March 13th. The tentative plan includes leasing space next to the post office for the teen and children's services. It will be much smaller than the current location and there are size restrictions, but staff felt strongly it was important to keep things moving for youth and staff will be available to assist them. The remainder of services for adults and most of the collections will likely be in a warehouse on High Ridge Road, south and on the opposite side of the street from Fire Station No. 5. The temporary Library will not have study/meeting rooms and will have a lower level of service. The space attached to the post office for the youth and teen services only includes the top level. Phase I, includes the Library being deconstructed and a new City Hall and Library constructed. The projected date for closure of the Library may be April. The exact dates were still uncertain as the City has not yet gotten that far and staff was still working on proposals for moving services. Mr. Clark advised he would know more next month. Mr. Clark advised employees would not lose their jobs and there should be enough staff to cover both areas. Additionally, rental rates for a temporary facility would not be taken from the Library budget. Mr. Simon thought with reduced foot traffic, the Library would lose 60% to 70% of revenues. Ms. Taylor commented staff will have to review the hours of operation, but expressed the Library will close a little earlier than 8:30 p.m. and it may be possible the Library would be open everyday. Mr. Clark explained the City is prepping the building next door. Mr. Simon asked if the Library would get another staff member and if there had been an analysis of how the new 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 redevelopment would offset City construction costs. He also asked if any of the funds were earmarked for the Library's budget. Ms. Warren asked if most libraries were open six or seven days. Mr. Clark advised they are all different. The Delray Library is open on Sundays during the school year and during the summer is closed on Sundays. The County Library is open half days on Sunday. Mr. Clark was apprised in the future the City Library may expand its hours. Mr. Clark explained at one time, he worked for the St. Louis Library, which was the fourth busiest branch. The Library was open four hours on Sunday and it was the busiest four hours he ever worked. He was hoping to see that occur in Boynton and he apprised the members Library hours has been under discussion. Chair Montague asked if there was a relationship between the Library and the Schoolhouse Children's Museum and its use in the community. He noted the Museum and the Old High School are the only two buildings that are being preserved. Discussion turned to High Ridge Road and whether the Library could use the Old High School when it is finished for programming and the School House Children's Museum. Mr. Clark explained the Museum is operated by the Boynton Cultural Center, which is a 501(c)(3). The City allows the non-profit to operate the Museum and has City Management on the Board. The Women's Club was off limits as were other City buildings that could be a temporary location for the Library. Chair Montague queried how the space would be selected and learned it was being handled by the construction team. Mr. Clark advised he liked the space. The proposed location used to be a chocolate factory. Chair Montague noted there are various aspects to the project and he was considering requesting Mr. Groff to come to a meeting to advise what criteria they are using to find a suitable space. Dr. Hayden-Adeyemo understood Library staff was still seeking to have youth services locally to cause less of a disruption and the adult section will be at High Ridge Road in a warehouse. Chair Montague stated he did not know the building was for lease; however, Mr. Clark stated the leasing was beyond the Board's purview. Chair Montague liked the building on Seacrest and High Ridge Road and was trying to understand the process. Ms. Boucard asked how the information benefitted the Board if there is nothing they can do. Chair Montague explained the Board can understand who is making the decision and as a Board, they are solution makers. If a member has an idea and knows who is making a decision, there may be able to have input and it was an opportunity to participate. 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 There has been several months of conversations about the new Library and now the Library is about to move. The Board keeps circling the same community of questions. She understood the purpose of the Board and expressed when they receive information they can be influential. Chair Montague explained the Board could review almost any decision that is made. Mr. Clark clarified the Board is advisory to the Commission. Ms. Boucard felt the Board could provide input what the members would like in the facility, but they are spinning wheels when it comes to input about when construction would start, the budget for it and the lease. It is not within the Board's realm to produce feedback until pertinent information is obtained. Chair Montague noted he has been asking for months about the constraints and what is occurring and now the Board is talking about moving in a month. He reiterated the Board could request Mr. Groff attend a meeting or could attend a City Commission meeting and ask as a Board member what is occurring. Mr. Clark advised he reports to the Assistant City Manager for Administrative Services who was the former Finance Director, Tim Howard. VII. New Business: New Borrowing Policy Recommendation Mr. Clark announced a new borrowing policy was recommended for the Library based on the Board's prior discussions to be more patron friendly. Dr. Hayden-Adeyemo noted the County also changed their Library policy. The Boynton Library currently allows patrons to borrow five new books for two weeks. The new policy will offer patrons a longer loan period. Patrons can now borrow Blue-Rays and DVDs for seven days, instead of the former five-day loan period, and up to 30 library items may be borrowed at one time provided the item does not have a hold on it. Loan periods, renewals and overdue fines varied by item and an unlimited number of holds can be placed on current library materials and materials on order. This can be managed weekly based on the number of holds on each item and staff can increase purchasing items if needed. The policy will assist staff in determining patron levels of interest. Children with overdue materials can read off their fines and the new loan periods pertain to youth materials as well. Overdue fines are charged for each borrowed item for each overdue day including Sundays and holidays since other customers have been denied access to these materials. Items returned in the bookdrop, after business hours, are processed as returned the next business day. (Dr. Hayden-Ademeyo left the meeting at 7:08 p.m.) It was noted having longer loan periods may result in less fines accrued. The Board discussed how robust the library email system was in terms of apprising patrons that books they are interested in have been returned, letting patrons know when the book is overdue and searches, and when new books are in. Mr. Wexler shared an experience where his wife received a collection notice. Mr. Clark stated they pay the collection agency $8.95 and the Library charges the patron $10.00. Mr. Wexler thought the policy was a step in the right direction. 5. Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 Ms. Taylor explained before the notices are sent, staff conducts a search of the items in the Library and sometimes it takes multiple searches as books are not put back in the right place or they are behind other books. Ms. Hoban explained the point Mr. Wexler made was well taken as the book was searched for and the time when he got the collection notice, he was told the book was never found and there was no communication. Ms. Taylor explained usually in this situation, they would renew the book so it would not be overdue. If a patron advises they returned a book, staff usually extends the return date for a few weeks while staff looks for the book. Mr. Clark thought there may have been a miscommunication in Mr. Wexler's situation and it was further noted in Mr. Wexler's situation, no collection fee was assessed. He also noted sometimes if a borrowed item is returned without an identification tag, they will call the patron. Mr. Simon asked if there was software on the administrative side that ties the book identification number when checked out that could automatically send an email notification of the due date and if a book was still out. He thought it would be beneficial. He learned once the due date passes, a staff member will email a notice. Mr. Clark explained the system does this, but they are currently looking at different software systems. Mr. Simon asked if the patrons account is noted when situations occur and learned the account is noted. He commented businesses use the same marketing tactic because it is successful. Ms. Taylor commented staff was reviewing an RFID inventory tool. In the future, it would fix the problem. There would be an automated book return. Mr. Wexler stated that the Wendell Library has a great system. It has a grace period, and it notifies the patron when the material is late. Motion Ms. Boucard moved to accept the revised borrowing policy. Ms. Warren seconded the motion that unanimously passed. VIII. Library Director's Report/Statistics Monthly Report for January 2018 News/Media Coverage The members reviewed the report/statistics. Ms. Boucard asked for clarification on some of the monthly reports and noted there was a decrease in usage. Mr. Clark explained when the economy is good, libraries typically have less usage during those times. When a recession hits, usage increases. He noted the members had previously discussed this and further commented the Library's buying power was diminished because of the cost of new items and other reasons. The Library did receive an additional $10,000 this year in its book budget and was using it to pay off database costs. The Library must be careful how many books they take to the new location because staff needs to ensure the books 6 Meeting Minutes Library Advisory Board Boynton Beach, Florida February 28, 2018 fit on the shelves. Books need to be replaced, but not with two books as the Library uses an in and out system. When moving into a smaller space it is important not to grow the Library's collection. Right now staff is weeding out books to reduce the collection size and books could be donated to The Friends of the Library. It was important staff knows its user preferences and the circulation. Ms. Warren also noted the figures were from after Christmas, so youth were not running to the Library. Mr. Clark mentioned there was confusion about the election of Advisory Board Officers. Mr. Clark explained a new Chair and Vice Chair are elected every January and it was the responsibility of the Board members to read the by-laws, which specify when elections are to be held. If there are enough people to hold a meeting, there are enough to hold a vote. Mr. Clark advised the Board elections could not be delayed because a Board member could not be present for the meeting. IX. Announcements Next Library Board Meeting- March 28, 2018 @ 6 p.m. Chair Montague announced the date of the next meeting. X. Adjournment There being no further business to discuss, there consensus to adjourn. The meeting was adjourned at 7:39 p.m. Catherine Cherry Minutes Specialist 7 MINUTES OF THE LIBRARY ADVISORY BOARD MEETING HELD ON WEDNESDAY, MARCH 28, 2018, AT 6 P.M. AT THE BOYNTON BEACH CITY LIBRARY CONFERENCE ROOM A 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Chris Montague, Chair Craig Clark, Library Director John Welter, Vice Chair Jeannie Taylor, Division Head Librarian Chris Simon Tracy Tebo Deborah Hoban Dr. Stephanie Hayden-Adeyemo Robyn Boucard, Alternate ABSENT; Alice Warren Bethanie Gorny. Alternate I. Call to Order Chair Montague called the meeting to order at 6:03 p.m. II. Approval of Minutes —January 24, 2018 (Tabled) & February 28, 2018 Chair Montague requested tabling the minutes as they were not available Dr. Hayden- A-deyemo noted other boards usually get them before the meeting. There were no objections. Ill. Correspondence and Communications Craig Clark, Library Director, announced Dr. Bethanie Gornie advised she could not attend the meeting. Another member also contacted him, but he could not recall whom. IV. Public Audience (Individual Speakers Will Be Limited to 3 Minute Presentations) Georgia Brown, 505 SW 20th Street, was a part-time resident from Cold Spring Harbor, New York. She commented there they had book clubs and the members would get together and discuss the book. She inquired about book clubsat the Library. Jeannie Taylor, Division Head Librarian, explained the Library has Great Books, which picks books to read and discuss. Every year Palm Beach County also has a read together book that always has a discussion; but it was not very successful. Ms. Brown asked if a book club would be explored further. Ms. Taylor explained staff is receptive to the idea if the public wants one. All that was needed was public interest and advertising the club. If there was a group interested, staff could lease however many copies of the book that are needed. • Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 Ms. Taylor explained Great Books reads non-fiction. Dr. Hayden-Adeyemo had also asked about book clubs because she reads a lot. She commented if there was not enough interest in forming a club, Ms. Brown could establish a meet up group and create her own community. Vice Chair Welter explained to Ms. Brown a new Library was forthcoming which will be technologically advanced and have iPads that can be used in the outdoor common areas. The Norton Museum was making similar improvements soon. V. Chair Report Chair Montague had requested all the members read the by-laws, which had been distributed to the members. He read Article V to the members. (Chris Simon arrived at 6:07 p.m.) ARTICLE V. Library Director The Library Director shall be considered the executive officer of the Board and shall have sole charge of the administration of the Library under the direction and review of the Board and under the supervision and control of the City Manager and City Commission. The Library Director shall be held responsible for the care of the buildings and equipment, for the employment and care of the building and equipment, for the employment and direction of staff, for the setting of the Library's Rules and Regulations for the efficiency of the Library's service to the public, and for the operation of the Library under the financial conditions set forth in the annual budget. The Library Director shall attend all Board meetings. Chair Montague did not want to impart anything negative, but apprised the members the Board can ask any questions and receive answers. They can help direct the Library and it is their job to report to the Commissioners and the Director. Anything that happens in the Library is under the purview of the Board. It is within the member's discretion to ask any question and they can review hiring at the Library. Mr. Clark pointed out the Board cannot hire and fire, but can review anything that is a public record. He wanted to review positive changes. Chair Montague emphasized it was important the members know they can ask any question they want. Dr. Hayden-Adeyemo noted different members have different backgrounds and it improves the process. There are checks and balances and the Board is reflective of the community. It is important the Board make good choices and suggestions to bring back to staff. Chair Montague noted if he was pushing a topic that was taking over the meeting, the Board could establish a special committee and he pointed out the Board had previously had a special meeting. Dr. Hayden-Adeyemo expressed she would have wanted a special committee to review the decision to combine the Library with City Hall. V. Unfinished Business: 2 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 • • Library Construction Update — Skype Meeting with Colin Groff, Asst. City Manager Collin Groff, Assistant City Manager, Public Services, joined the meeting via Skype at 6:26 p.m. Mr. Clark explained the City Commission approved financing about $120 million for the Town Square project and he requested Mr. Groff review the High Ridge Road and youth services Library sites. He advised staff is currently working on the contracts, most of which were signed, but not all. Mr. Groff explained the schedule calls for demolition to occur on July 27th on the south part of the site and all departments would be moved out of the building by July 1st. Staff found two locations for the Library. One site was at 2045 High Ridge Road, having about 30,000 square feet. There would be some City-made improvements to the building, but the space was adequate. The City has a space planner that once the lease is signed, will work with Library staff to determine what changes need to be made to the building. The City will issue a bid for a specialty move for library services, and.will probably begin the move in June. The second location was the green building next to the Library at 209 Seacrest Boulevard. The downstairs has about 5,000 square feet and there are two rooms in the front of the building. One room would be used for young children and the other would be used for teens. Teen services would work at the location as it is downtown and close to where students are dropped-off from school. Chair Montague queried who pays the leases for.the temporary space and learned the City will pay for the leases and,the funding was included in the overall project cost. , _ The construction schedule is a 30-month schedule with an extra six months in case something happened. City Hall/Library construction was anticipated to last 18 months. All the private development will be finished within a 36-month timeframe. The cost of the move is included in the budget. Chair Montague asked what process the City used to find temporary locations as the building next to the Post Office was not listed for lease on Loopnet and it was occupied. Mr. Groff responded the City has a commercial broker, Addison Young, that searched for sites. The building next to the post office, owned by Michael Weiner, is including the entire corner in the Town Square redevelopment project. When the City is finished using the building, it would be demolished along with the Post Office and then redeveloped. He emphasized that would occur after the Town Square was finished and that was how the City learned of the space. Mr. Groff commented there is very little space available anywhere in the City. Chair Montague asked what the monthly leasing price for the space was and learned the total lease for two years was $94,200. He was unsure if it was for 5,000 square feet or theentire building as he just got a copy of the lease, and he advised the City is using the entire building, but the Library is getting the downstairs and upstairs for the project. The cost is about $30 a square foot for 5,000 square feet and as offices require a larger area, the price is about $20 per square foot. Warehouse space is about$7 to $9 a square foot. 3 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 Chair Montague commented keeping the Library east of 1-95 was great for the children. The current firm using the space was purchased by another company and they will move out of the location. They were trying to relocate their corporate headquarters in Boynton Beach, which could result in more jobs. Mr. Groff explained the City has a policy how to lease space, which is what they followed. The High Ridge Road location was also a sub-lease and the company there was relocating to Orlando. The problem was getting a two-year lease as most landlords usually want five years. The temporary location for City Hall was not a sublease, but it was vacant for some time and the company who bought it is updating it. The location was available because it will be torn down in two years anyway. Mr. Simon asked about the time schedule for construction to begin on the old Winn Dixie site on the southeast corner of Woolbright Road and US 1 and learned they have their permits. The City was told construction would.be starting in the next month or two. Chair Montague asked if the rental fees for the temporary building would interact with the Library budget and was informed they would not. It was a totally separate line item. Other funds in budget for the current library building would carry over to the temporary location so the budget will be flat. Dr. Hayden-Adeyemo asked if the landlord would make improvements to the High Ridge Road building and learned improvements would be paid out of project funds as the City budgeted $3.4 million for leasing space, moving and moving back into the new building and all the work in between. Mr. Groff noted; however, that by moving, the City will receive an increase in ad valorem revenues sooner. Mr. Groff explained a five-year project is more painful for citizens than a two-year project. Chair Montague requested learning the square footage of the temporary youth library building and if they would be using the top or the bottom floors. Mr. Groff offered to set up a time for the Board members to walk through the temporary location. The City would have to remove a wall, but would not do too much work. The City may offer other services for adults, or put a cashier in there to take payments and provide services downtown. Construction of the high school was expedited and should be finished by November or December 2018. Vice Chair Welter asked if there would be a seamless transition between when the Library closed and the opening of the other two locations on July lSt Mr. Clark thought the Library would likely be closed for a month. Mr. Groff would like to open the temporary library across the street before closing the actual Library. It will take a minimum of two weeks and probably three to four weeks to move the Library. Mr. Clark and Mr. Groff would develop a schedule. There may be components of the Library that open at different times, but overall, the City will move a lot in four weeks. Vice Chair Welter asked if the budget included new furnishings and fixtures for the new Library and learned there would be in a limited amount. The temporary Library space will use the existing Library furnishings. If there is something that does not fit or work, there is a small amount of money to assist. Vice Chair Welter hoped there would be 4 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 some new books, furniture and technology that patrons could access in the new Library. Mr. Groff agreed and commented the City planned to install a wireless mesh Internet service for the entire Town Square. The Library planned to have iPads available to Library patrons and would add the Radio Frequency Identification (RFID) tag readers for auto check-ins. As the project proceeds, when they find savings, they will include more for technology. He advised the Library has a good technology budget. It was expected the area will have a higher density when the project was complete and staff believes patronage will triple so the budget will increase. It will be a seven-day a week operation. Mr. Simon asked if Library hours would be reduced during construction. Mr. Clark responded hours were still being reviewed. He advised he would request a used vehicle and would increase the mileage budget in case staff had to use their personal vehicles to travel between locations, which the City Commission will have to approve. Decisions about hours of operation will be reviewed with Assistant City Manager Tim Howard, Administrative Services, Mr. Groff; and Alan Karajalein and ITS staff. They will make a plan the City Manager will need to review and approve, which was anticipated to occur after the leases are finalized next month. Mr. Clark advised he would share the decision with the Board when it is made. Vice Chair Welter requested it be sent to the members to review. Mr. Simon noted demolition of the south portion of the project would begin in July, which he assumed was the lesser used area. He asked if the area was part of the Library and if demolition of the entire Town Square site would occur prior to constructing foundations and infrastructure for the new Library/City Hall. Mr. Groff explained July 27th is when the contractor will start demolition. They will remove asbestos from the Library for a few weeks and while its removal was ongoing, demolition would occur on some of the smaller buildings. Demolition of everything south of Ocean Avenue will start July 27th. Demolition north of Ocean Avenue would occur by the end of September or early October and go through the same process. The Library will be demolished by mid-August and once the southerly portion is cleared, they will build the foundation for the City Hall/Library and parking garage. In January, the developer will start construction and foundation work for all the apartments on the south end. In 16 months from this date, the Library and City Hall would be complete by the year 2019 and the entire project has a three-year turn around. The high school will be finished and useable prior to City Hall and the Library being completed. Mr. Simon asked when the Old High School could be used and when they could begin using the new City Hall and Library while the other construction was ongoing. He also asked if the privately constructed condominiums and hotels slated as part of the project would affect the accessibility of the Library and City Hall. Mr. Groff explained the new City Hall/Library should be finished by November 2019 and the Old High School would be ready by November 2018. Although the new City Hall/Library should be completed, the garage would not yet be constructed and there is 5 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 very little space to park, but the building could be used for something during 2019, for perhaps a few classes that meet a few times a week. (Vice Chair Welter left the meeting at 6:57 p.m.) Mr. Groff explained the south parking lot will be finished three months prior to the Library being completed as they have to move workers off the site while they are working on the other buildings. When the garage is finished, there will be 300 to 400 spaces available for City Hall and the Library. The garage for City Hall will be easily accessed although there would still be ongoing construction. The goal is to get City Hall/Library open with the garage and all else coming on line as it is finished. He explained some programs will be diminished, but not completely shut down. There will also be open video of construction streaming inside and outside of the building. Dr. Hayden-Ameyemo was unaware the Post Office would close. Mr. Groff explained the landlord wants to redevelop the corner. The Post Office has a new advanced operating model and they are trying to make Boynton Beach the first place to build it. Any redevelopment of that corner is still two years out. The Post Office will remain downtown, but it will be updated. Mr. Groff noted the Post Office has a long-term lease and they are still working with the federal government. The Old High school is the new Cultural Center. Chair Montague again inquired about the square footage of both buildings the Library will move into and implored Mr. Groff, when negotiating the new leases, to get the best possible deal. Mr. Groff thought the space was good, but not perfect. The City was still negotiating some leases. There are some advantages, and it is different than what patrons were used to, but it would work. Dr. Hayden-Adeyemo asked how traffic would be handled at the Youth Library location and learned staff already spoke to the Police Department and learned they will either have an officer or crossing guard for after school hours to ensure youth are crossing safely at the crosswalk. If a significant number of people use the Library, the City may be able to add a shuttle between the youth and adult Library locations. Staff will see how things unfold. Mr. Simon asked if the City would make the option known on day one and commented if adults go to the teen center and learn it is a teen center and learn about the other location, they may decide to come back in three years or find transportation to a different Library. Mr. Groff thought it was a good idea. Staff can take a patron survey and determine if there is enough ridership to offer a shuttle. He did not want to load up the building waiting for a bus at certain times a day. Mr. Groff commented they are amenable to ideas that are successful and they want to build excitement for the new building. Mr. Simon asked what was occurring with the interior of the Library and layout concepts. Mr. Groff responded the final design will occur after the contract is signed and there would be more workshops and meetings. Mr. Clark will have some items to 6 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 review and Mr. Groff anticipated this would occur five to six weeks from now. He assured the Board staff will bring back something on which they can make comments and changes as he wants the Board's input. Mr. Clark will email specifications from the company he hoped would install the new security gates. They will provide him with the specifications for the electricity that will be on top of the concrete floor and under the carpeting so it could be included in the drawings. The members thanked Mr. Groff for attending the meeting. Mr. Groff signed off at 7:10 p.m. Adult Reading Club Update Ms. Taylor announced the Adult Reading Club was extended to April. Staff still had Library bags left over and people were still signing up. One hundred and fifty people completed the challenge ,which started in January and was planned to end in February. She pointed out there,are reading programs for children with different prizes that was separate from the adult program. • Career Online High School (COHS) Update Ms. Taylor explained the fourth graduate from the Career Online High School will be present at the City Commission meeting on April 3"d. There are also three people taking the prerequisite classes looking for scholarships and Mr. Clark purchased five additional scholarships, which will sustain the program for the remainder of the year. Mr. Clark explained the really good news is the governor did not veto the funding this year, so the program will be funded again next year for $750,000 for the State. Mr. Clark was excited about the program as the students are ecstatic when they finish and move on to college. (Dr. Hayden Adeyemo left the meeting at 7:11 p.m.) • New Borrowing Policy Update Mr. Clark advised staff received a lot of great comments from the public about the new borrowing policy. When he attended a Public Library Association Conference in Philadelphia, he was contacted by a woman from Philadelphia who praised the City for the expanded borrowing policies as they were great for the community. Ms. Taylor had also received a lot of great feedback at the customer service desk. The policy does not treat new books and DVDs any differently than other books. Books can be checked out for three weeks and DVD'scan be rented for two weeks. Chair Montague commented all would be excited that the new Library would be known as the Library having no late fees and fines, and iPads for everyone. Mr. Simon asked why the Library was closed on Sundays since it is a busy day. Mr. Clark explained it was a monetary issue. Mr. Clark explained Saturday is a slower day: 7 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 Most libraries pay overtime for Sunday, but most staff do not take advantage of it. The Library could be open Sunday through Thursday. When the recession hit, the Library closed on Fridays as it was the least busy day, but people thought the Library would be closed on Monday which was actually the busiest day. Mr. Clark had to lay off three full-time employees. To restore the Friday, he would need more staff because there are two shifts of people working Monday through Thursday. It is tricky and now the Library will be split between two locations. Mr. Clark would really have to talk about who will be where, at what time and at which location. It is easier to cover an absence when all employees work at the same location. Mr. Clark explained the Friends of the Library are volunteers, but they do not do any staff work. Ms. Tebo asked if the Sailfish Café will move over to the new location and learned they would not. There will be a new café in the new City Hall/Library that will be managed by the City. VI. New Business: None. VII. Library Director's Report/Statistics Dr. Hayden-Adeyemo, before she left the meeting, had questioned why there was zero adult/teen or children attendance at outreach programs. Mr. Clark explained none were planned. Ms. Taylor explained some statistics were omitted. She had visited with Leisureville and spoke with them, noting there were 50 people that participated in the adult outreach. Staff experienced a lot of illness and employees were getting sick twice for one and two weeks at a time. It is also difficult to conduct outreach when the Library is short-staffed; however, the classes are going very well. Ms. Tebo explained the Library had a very short brown bag series, but it was very nice. Additionally, most of those participants thought the Library would be closed by April which curtailed scheduling. Mr. Clark explained he could not plan a lot until they knew what was going to occur with the move. Chair Montague requested including information on the leases on the next agenda if they are signed. Mr. Clark commented he would request a copy. Chair Montague expressed concern the Board was overseeing the operation of something and they do not know the prices per square foot. Mr. Clark explained the price per square foot is out of his realm as he does not deal with it and he has no control over it. His energy is spent on planning the facility. He requested Chair Montague remember that the questions the Chair would ask Mr. Groff may not be the same questions he would ask and that was why he requested Mr. Groff be present. Chair Montague differed and expressed the cost of the lease was important as it was money spent on a project that could be spent somewhere else. Mr. Clark requested Chair Montague understand he has no control over the lease. Members can read the lease once it is put on the agenda. The lease has to be approved by the City Commission before it is released to anyone. Ms. Boucard noted the Board may or may not have the lease at the next meeting. It may be April before it is available. Mr. Clark explained he will share what 8 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 he knows, but it may be different than what the Board may want to know. Chair Montague felt the City will fight for every penny, they would want the best possible deal. Ms. Boucard asked about the RFID in books and learned it was something the Library will start after the move. Mr. Clark already received preliminary quotes and it will cost about $25,000 to start, including the tags and overlays for the audio collection. Staff will rent a couple of machines as implementing the new system involves more than sticking a tag on a book. There is a process to follow. With the RFID system, they can buy a wand that can read stacks of books for inventory at once, but the tags have to be placed a certain way. It will take a few months to implement, but staff will be implementing it in-house and at High Ridge. If staff at High Ridge is not busy with patrons, they will be training and implementing the system. Staff will purchase at least three new self-check systems and the gates that go with them for the new Library; one on the first floor and one on the second. If a patron exits the gate with an item that was not checked out, the information will be displayed on a computer, the gates will sound and the title will be displayed on the screen. Patrons can check out multiple books at the same time with one scan. Ms. Boucard queried if the feature would be included when ordering new books and learned new materials will be tagged as it arrives and then staff will determine if they will have the vendor tag them. * Monthly Report for February 2018 • News/Media Coverage Mr. Clark commented there has been a lot of mention about the financing of the Town Square project. It has been on the news and on Facebook. Ms. Boucard obtained information from the City speaking about the new website and how it will save the City $30,000. When scrolling on the website, it speaks about the new Library. VIII. Announcements Next Library Board Meeting —April 25, 2018 @ 6 p.m. IX. Adjournment Motion Chair Montague moved to adjourn. Ms. Boucard seconded the motion that unanimously passed. The meeting was adjourned at 7:34 p.m. °42AJII Catherine Cherry Minutes Specialist 9 Meeting Minutes Library Advisory Board Boynton Beach, Florida March 28, 2018 10 • BOYNTON BEACH CITY LIBRARY MONTHLY REPORT MARCH 2018 Administrative Services/Public Relations Library Director conducted the COHS Scholarship Interview and attended CIP, Bridges, Special Workshop for Town Square, Strategic Plan Status Review, Love of Literacy luncheon, SEFLIN Overdrive, Schoolhouse Children's Museum Board, Library Website,_Library Advisory Board, Friends Board of Directors and annual meeting and the monthly meetings. Attended the Public Library Association meeting in Philadelphia. Library is collecting notes written to soldiers. Friends volunteered 418 hours during the month of March. Library hosted the following meetings/programs: Town Square Special Workshop, Library Advisory Board, Schoolhouse Children's Museum Board, Friends Board and annual meeting, Schoolhouse Children's Museum Board, Sister Cities, Mental Health Initiative, four Toastmasters and AmeriCorps. Customer Services Statistics Current Same Month Percentage Month Previous Year Change Customer Visits 21449 24608 -12.8% Circulation* (total) 14495 18058 -19.7% Adult 9570 11419 -16% Young Adult 545 851 -36% Juvenile 3219 4383 -26.6% Circ (from ILS System) 13334 16653 -20% E-Books* —Overdrive 593 644** (incl.w/total) Eaudio Circulation 60 ** Freegal Downloads* 371 547 -32% Gale Legal 8 31 -74% Zinio Downloads* 129 183 -29.5% Audiovisual 3933 5571 -29.4% (incl.w/Adult #) Selfcheck 166 298 -44% Onecard Cards 4 9 - Current Users 14931*** 11495 +30% New Users Created 208 269 -22.7% *Includes ILS, eBooks, eaudio, Freegal, Gale LegalForms and Zinio checkouts. All count as adult. ** Last year, ebook and audiobook circulations were combined Sunshine and Onecard Cards: 152 issued in previous years, 9 this year = 161 Public Computer Usage Statistics Adult Computer use = 2564 Average time per session = 56 Teen Computer use = 661 Average time per session = 98 Youth Computer use = 1143 Average time per session = 45 Wi-Fi Connections: 6143 Virtual Zone = Users: 59 Hours: 118 Computer Usage total = 4368 uses for the month of March One year ago = 5238 = 20% decrease in computer usage. Collection Management Discarded Items = 1942 Items Added to Collection = 1425 Public Computer Training Classes Google Docs 4 Computer Desktop 1 Google Forms 3 Email: Send, Receive &Organize 3 Smartphone Apps 4 Word: Write Letters 2 iPads 5 Library Statistics/Databases Current Same Month Percentage Month Previous Year Change Freegal Music Streaming 1,535 2,531 -39% Patrons 33 39 -15% ALLDATA (Car Repairs) 67 145 -54% Articles Boyntonlibrary.org Sessions 4,286 5,450 -21% Users 1,737 2,053 -15% Page Views 11,260 14,688 -23% Social Media Esequels logins 11 Facebook"followers" (likes) 200 Facebook new followers (likes) +1 -2 Facebook page engaged users 13 Freegal Songs Streamed 1535 Learning Express Sessions 17 Learning Express Job Career sessions 10 Transp language users 9 Transp language sessions 23 Twitter Followers Twitter New Followers Twitter Impressions AllData (stats gathered in OCT) Boyntonlibrary.org sessions 4286 Boyntonlibrary.org pageviews 11260 Adult Services Number of adult programs: 14 Attendance at adult programs: 239 Adult Outreach: Programs: 0 Attendance: 0 Youth/Teen Services Number of Teen programs: 1, Attendance at Teen programs: 16 Teen Outreach Programs: 0 Attendance: 0 Number of Children's programs: 16 Attendance at Children's programs: 219 Children's Outreach Programs: 0 Attendance: 0 Virtual Zone: Attendance: 59 Hours: 118 Archives Activities • Continued working with intern Kayleigh Howald to process the Boynton High School collection. • Received SEFLIN Breakthrough Award for the Lake Worth Herald Digitization Project (1912-1970), requesting partial funding for one of the servers that is not covered by the LSTA funding. • Attended Sunshine State Digital Network Outreach Committee meeting in Tampa (travel covered by grant). • Attended two webinars: one about LC Subject Headings and one about social media. • Conducted inventory of archives for the move. • Finished sorting all the photographs included in the 2016 Boynton Beach Historical Society Deed of Gift, including marking each image with accession number and filing all the existing paperwork with the Deed of Gift (accession #2016.022). • Accepted new gift of photographs from man from South Carolina (accession #2018.022). • Created paperwork for two more transfers from the Schoolhouse Children's Museum. • Had two researchers in the archives, one request for digital images. • Attended Friends of the Library board meeting and their annual meeting where I reported on the progress of the LSTA grant. • Moved small, valuable items to the vault at Firehouse 5. AmeriCorps Report: ADULTS ESOL Classes: Beginner Class The Beginner ESOL class was held from 9:OOam-10:15am from Monday thru Thursday. 12 total classes were held throughout this month. 189 seats were occupied throughout the 12 classes. The average amount of students in class was 16. The largest class size this month was 22 students. 29 individual students signed up for this class, and all 29 actually attended classes at least once: -3 students (10%) attended only one class -3 students (10%) attended two or three classes -8 students (28%) attended four to six classes -8 students (28%) attended seven to ten classes -7 students (24%) attended eleven or more students This month none of the students had perfect attendance. 6 students (21%) attended both this class and the Advanced Beginner ESOL class at least once. This month we focused more in-depth on singular and plural word formats. We practiced these formats using clothes. In the singular and plural formats the students paid attention to the sound of's', 'z' and 'iz' as they pronounced the words. We touched on adjectives using colors and also targeted these/those/this/that using in the idea of shopping for clothes. We, then, proceed to simple present tense. We role-played as we interviewed each other acquiring about nationality and language spoken. We also interviewed each other on everyday activities. We used the Side by Side Textbook 1 and the accompanying workbook, as well as the Word by Word Basic textbook. We are also using the Oxford Picture Dictionaries as an accessory. Overall, this was a mysterious month for our Beginner's ESOL class. It was unclear if the students were giving up or they all just happen to at the same time, have many problems that required their attention. There were some students that seem to have a bland expression as if they were not understanding, but it all so happened to be a misunderstanding of how they are enjoying the class a whole lot more. Advanced Beginner The-Advanced Beginner-ESOL class was held from 10:30am-11:45am from Monday thru Thursday. 12 total classes were held throughout this month. 71 seats were occupied throughout the 12 classes. The average class size was 7, although we did have as many as 8 students in class all at once. 15 individual students signed up for this class, and all 15 attended classes at least once: -6 students (40%) attended only one class -2 students (13%) attended two to three classes -2 students (13%) attended four to six classes -2 students (13%) attended seven to nine classes -3 students (20%) attended ten or more classes This month none of the students had perfect attendance. 6 students (40%) attended both this class and the Beginners ESOL class at least once. This month we learned about the imperative in giving directions accurately as well as following them. We focused on describing people's actions, plans and intentions using adverbs, agent nouns and comparative of adverbs. We also covered the consequences of actions using the 'if' clause. We spent a great amount of time having a conversation and comprehending the usage of the word'mind'. We have been using the Side by Side 2 textbook and its accompanying workbook. Practice Makes Perfect: English Conversation is the other book that we are using to construct spontaneous conversational skills. We are also using the Oxford Picture Dictionaries as an accessory. • This class enjoys their conversation time. Sometimes it gets heated in the classroom, as every student has an opinion about whatever the topic may be. It is quite refreshing to see because they try their best to explain their point of view to each other. I rarely have to assist them with words or correction. The attendance in the class had dropped this month. I am not sure why. Private Tutoring 10 students signed up for private tutoring and they all received one on one tutoring this month. Eight (80%) students received help in grammar and pronunciation. Two (20%) of the students continue to received help in phonics to learn how to read effectively. They are doing so much better with their literacy and comprehension. I believe these two students will meet their reading goal in less than a month. Overview Overall, 44 individual students signed up for ESOL and all of them attended classes for the month of March. The class sizes descended this month. Many of the students had not been attending for whatsoever the reason. We had fewer classes this month as well due to spring break. There were no walk-ins this month. The students are now feeling the pressure as they are aware that classes will end in about three months. They have been talking nonstop about how they wish there was more time with me. They are excited about speaking English well, as the same time they sad about classes ending and allowing it to affect them emotional. I am working with them and advising them to remain focus for the next three months, in order to get the best out of the class. HOMEWORK HELP: # of scheduled sessions: 243 TEEN HOMEWORK HELP: Sessions: 65 Hours: 69.5 Cumulative Recovery: Boynton Beach City Library November 2011 through March 2018 Accounts Submitted: 2,270 Dollars Submitted: $183,120.01 Cash Recovery: $20,466.80 Material Recovery: $40,139.13 Waives: $11,480.05 Total Recovery: $72,085.98 Total Invoice Amount: $20,334.40 Total ROI: 4:1 Asset ROI: 3:1 Please note,for the purposes of these reports,the term'Asset'will refer to the recovery of Materials and Cash. F1 UNIQUE Monthly Recovery Statistics: Boynton Beach City Library 4/2017 Through 3/2018 Month Cash Material Waives Total Assets Only Invoice Amount March-18 $295.45 $617.03 $263.05 $1,175.53 $912.48 $98.45 February-18 $191.00 $343.89 $136.00 $670.89 $534.89 $187.95 January-18 $244.64 $269.98 $272.00 $786.62 $514.62 $259.55 December-17 $151.80 $323.44 $99.25 $574.49 $475.24 $232.70 November-17 $151.85 $571.53 $270.69 $994.07 $723.38 $250.60 October-17 $111.95 $441.60 $405.95 $959.50 $553.55 $179.00 September-17 $162.77 $345.80 $105.93 $614.50 $508.57 $107.40 August-17 $181.28 $381.71 $144.50 $707.49 $562.99 $196.90 July-17 $127.50 $572.37 $118.70 $818.57 $699.87 $152.15 June-17 $396.14 $1,211.63 $48.00 $1,655.77 $1,607.77 $214.80 May-17 $167.08 $188.85 $305.15 $661.08 $355.93 $179.00 April-17 $207.92 $678.40 $226.90 $1,113.22 $886.32 $205.85 Total $2,389.38 $5,946.23 $2,396.12 $10,731.73 $8,335.61 $2,264.35 Average $199.12 $495.52 $199.68 $894.31 $694.63 $188.70 Total ROI:$5:1 IAverage Monthly Recovery and Cost $800.00 - - ---- - -- $694.63 $700.00 $600.00 ' - - ",,'• L �. G`:$495.52 °*-t $500.00 - i"1r. 4, $40000 - - -- ''s.` - --- fix;,� " ------ 4 $300.00 - - - - r is 2 - - - 0.0k: , �'h'' --- -------------- Y.„', --------- 4,3,3,, $199.12 r $199.68 $188.70 $200.00 •-- -_'r - -- m A g - - --- rild:14 t,,S;%. % c.:),..1 $100.00 -__ ___.__...._-,4 4N 6' '41! $000 • iLj :: I" , t !-------, Cash Material Waives Asset Only Invoice Amount Unique Management Services,Inc. P : f` • ;fit,- -, Newborro ing policy�at • Boynton Beach City Library ,-,,, ..-..., ,vi,-;itt ; tl[ii 0 Ic., q yyB- fr41 4, §�•p''' ',!' ' '"--'. -:"01''k II. =it 1.1.g,. ;eii.,,, ,..1 ' ,-,'. i.1.6. hya ' ,b ' '°1C,) ?F,,,C,ri, t:!T°y atom •� g fir, w; A' a:•. xo-a, X '.i-- - FILE PHOTO; .a i : 'Boynton Beach City Library patronswill-soon be allowed_"• 'toborrow more items and keep,them•for a longer period of time,thanks toa new borrowing policy that went into:effect '`' ;,on.March l9. i-:.Amajor change to the borrowingpolicy allows'-foryunlim- ited holds.of all materials(up from just Overdue:fines` !will:remain the same:Other.key:changes include:' • . . '' • Loan period for books and,magazines increased-from 14 idays to,.-21 days: •:'Loaperiod.formiiscCDs,and DVDs doubled from., seven days to 14'days:_ , '` I Patronscancheck out up to 30 music CDs and maga-`., zines(up from five): • ® Seven DVDs can'lie checked out at a time(up from five). ' "WI:The total numberof items_allowed per..patron is 30 items _ ;(this includes either all books or,a combination'of:materi als including liooks'audiobooks;:music.CDs;DVDs and, : magazines): - ,,.. For more•information on the new borrowing policy;-call.'. ''1 • ; the:City.Library-4 561=.742-6390 or visit,th_em online at; ' l bo^ tonlibr or w' .<;:a °I