Meeting of the Board of Trustees

Wednesday, June 12, 2013

The regular meeting of the Board of Trustees of the Brockway Memorial Library was held at the library on Wednesday, June 12, 2013 at 9:00 a.m. Present were Library Director Elizabeth Esper, Adult Services Librarian Michelle Brown and board members Cheryl Gowing, Donna Hurtak, Marianne Swan and Jennifer Quinton. Board member Henry Harnage was absent. Jerome Hurtak was also present as guest.

1.         Minutes

            The minutes of the May 15, 2013 meeting were accepted as presented.

2.         Financial Report


           Ms. Esper presented the financial report noting no unusual items. The financial

           report was approved.

3.        Old Business

           a. Bequest

               The discussion of a bequest to the library held during the last meeting

                 continued with clarification of the terms and conditions of the bequest

                 provided by Jerome Hurtak. The discussion focused on the proposed use of

                 the bequest to construct an addition to the existing children’s room area on the

                 north side of the library. Items of concern for the building project

                 discussed included establishment of a special revenue fund, a written

                 agreement between the board and the bequest trustee describing the

                 responsibilities of the parties, conceptual drawings, construction time frames,

                 fund raising, and memorialization of donors. It was suggested that the board

                 offer to hold a special meeting with the trustee during summer hiatus to present

                 a preliminary plan and clarify any questions or concerns about the project.

                 The board also discussed allocating $5,000 for commencement of plans to

                 implement the project.


            b. E-Books Program

               Ms. Esper reported that the E-Books program has officially been launched.

               Posters and flyers will alert patrons of the availability of this new program.

            c. Deed of Gift Form

               Cheryl Gowing provided board members with a final version of the form.

               After review and discussion, several minor changes were made to the form. A

               motion was made to accept the form as revised. The motion was adopted.

4.       New Business


             a. Annual Report 2012-2013

                Ms. Esper provided copies of the report to the board members. After review, a

                 motion was made to approve the Annual Report. The motion was adopted.

                 The board complimented Ms. Esper on the professional quality of the report.

                 President Cheryl Gowing will present the report to the Village Council at the

                 June 18th meeting. Board members are encouraged to attend.

           b. Donors Brochure

                 Ms. Esper provided board members with a copy of a new brochure she has

                 prepared entitled Ways of Giving to Brockway Library – Gifts, Memorials,

               Tributes & Bequests. The brochure provides information on the various ways

               those wishing to enhance the library may do so via donations. After review,

               discussion and minor revisions, a motion was made to accept the brochure as

               revised. The motion was adopted.

             c. Fine Arts Commission Art Exhibits Practices & Procedures

                 Ms. Esper provided for the board’s information, the Art Exhibit Practices and

                 Procedures recently approved by the Fine Arts Commission (FAC)

             d. Brockway Birthday Celebration

                 Adult Services Librarian Michelle Brown presented the board with

                 preliminary plans for a celebration to commemorate the 150th birthday of the

                 library’s namesake, George Brockway. A proposed schedule of events was

                 distributed with a tentative date of October 17, 2013. A discussion was held

                 concerning the different types of events that may be included, culminating

                 with the conclusion of the time capsule project.

            e. Miami Shores Community Alliance

               Henry Harnage attended the June meeting. His report to the board of pertinent

               items will be given at the September meeting.

             f. Circulation Report

               May 2013                                            


   5,239 items circulated                                

     193 new items processed                          

     205 items withdrawn                                  

       22 items repaired                                        


5.         Announcements

                 June Adult Programs

               Knit/Needle Arts - weekly on Tuesdays at 1:30 p.m.

                 Brockway Reading Circle - June 13 at 6:00 p.m.

                 Brockway Recipe & Travel Club - June 27 at 6:00 p.m.

                 Savvy Social Security Planning - June 18 & 25 at 6:00 p.m.

                 June Children’s Programs


                 Library Summer Program June 11 to July 26

                 June 11 - Magician James Changefield

                 June 14 - Special Flag Day presentation – wear red, white and blue.

                 June 18 - Puppet Show: Welcome to Florida starring Sneaky the Alligator

                 June 21 - Puppet Show: Good Old Florida – The Fisherman and His Wife

                 June 25 - Local Color -The History of Miami Shores and Brockway Library

                 June 28 - Special Guest Star Matthew Sabatella performs The Real Florida


The next meeting will be Wednesday, September 11, 2013.

The meeting adjourned at 11:05 a.m.

Respectfully submitted,

Marianne Swan, Secretary