Library Board of Trustees Minutes February 13, 2013


Meeting of the Board of Trustees

Wednesday, February 13, 2013

The regular meeting of the Board of Trustees of the Brockway Memorial Library was held at the library on Wednesday, February 13, 2013 at 9:00 a.m. Present were Library Director, Elizabeth Esper and board members Cheryl Gowing, Donna Hurtak, Jennifer Quinton, Marianne Swan and Henry Harnage.

1.         Minutes

            The minutes for the January 9, 2013 meeting were accepted as presented.

2.         Financial Report

            Ms. Esper presented the financial report noting all items on target. The financial

           report was approved.                    

3.        Old Business

            a. Policy on Art Exhibits

             The board held a general discussion of the Library’s Policy on Sponsored Art

               Exhibits. To further clarify the responsibilities of all parties, a motion was

               made to amend the policy as follows: The last two sentences in Paragraph I.

               Approvals will be integrated into Paragraph II. Placement.   The last

               sentence of Paragraph II. will be stricken and replaced with “The Library is not

                responsible for hanging the artwork or making the artwork display ready.” The

               motion was adopted.

           b. Policy on Minor Children

                Ms. Esper requested the Board consider amending the language in the section

                 titled Parents/Guardians Responsibility For Minor Children as follows: In

                 the Policy section, second sentence, the word “younger” shall be stricken and

                 replaced with “older” and third sentence, the number “7” shall be stricken and

                 replaced with “10”. In the Procedures section first sentence, the number “7”

              shall be stricken and replaced with “10”. The board discussed the proposed

                 changes and a motion was made to amend the policy as described above. The

                 motion was adopted.

           c. Policy on Proctoring Service

                 Ms. Esper asked the board to consider changing the present fee structure for

               proctoring by library staff. After discussion, a motion was made to amend the

               current hourly fee to a flat fee of $10.00 per proctoring session.   The motion

              was adopted.

d. Office Renovation

               Ms. Esper reported that the cabinets have been installed in both the kitchen and

               front desk areas. The granite countertops and sinks are expected within a week.

               Plans are being finalized for the framing of the mirror behind the front desk as

               well as fresh paint for the entrance area. Ms. Esper is looking into the

           possibility of adding electrical outlets in the biography room for the use of

               patrons with laptops.

4.           New Business


             a. Special Reading Program for Children

                Miami Shores resident April Taylor addressed the board with a proposal

                 to implement a children’s reading program at the library entitled R.E.A.D. –

               Reading Education Assistance Dogs.   Ms. Taylor gave a detailed explanation

                 of the program which is currently being used successfully in other local

               libraries and schools to encourage children to read aloud. The program

                 uses a registered therapy dog in a one-on-one quiet setting to bolster the

                 reading skills of children. The program would be at no cost to the library and

                 includes insurance. Ms. Taylor would be volunteering her time and expertise

                 as well as her registered therapy dog, Erma. She has already formulated a

                 program model and presented the board with a complete portfolio of plans and

                 information. The board thanked Ms. Taylor for her time and presentation.

                 After the presentation the board discussed the program and its suitability to

                 the overall mission of the children’s program at the library. A motion was

                 made to approve the implementation of Ms. Taylor’s R.E.A.D. program on a

                 trial basis. The motion was adopted.

                 b. E-Books Program

           Ms. Esper provided the board with an update regarding the feasibility of

           adding an e-book program to the library’s catalog. After considerable

           research, Ms. Esper has concluded that the Baker & Taylor Axis 360

           Digital Media Library is best suited for Brockway.   The board viewed a

           detailed video presentation of the Axis 360 system. After discussion a

           motion was made to approve the expenditure of up to $5,000 from the trust

           fund to launch a pilot e-book program. The motion was adopted. Ms.

           Esper will give a progress report at the next meeting.

       c. Miami Shores Community Alliance

                  Marianne Swan attended the February meeting and informed the board of                                pertinent items. This year’s grants are expected to be awarded at the

                       March meeting.

         d. Circulation Report

             December 2012                                            January 2013

             4,884 items circulated                                 5,396 items circulated

                 146 new items processed                          169 new items processed

                120 items withdrawn                                   79 items withdrawn

                   35 items repaired                                        37 items repaired

     5.         Announcements


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

                 Story Time Fun for Preschoolers - weekly on Tuesdays 11:00-11:45 a.m.

               After School Stories – Feb. 13th at 3:30 p.m. Age 6 and older.

                Chess for kids, teens, and families - Feb. 15th at 3:30 p.m.

                 American Girls Club – Feb. 20th - 3:30 – 5:00 p.m.

                 Brockway Reading Circle – Feb. 21st at 6:00 p.m.

                 Teens “Favorite Hero” poetry session – Feb 21st 6:00-7:00 p.m.

                Scrabble Saturday – Feb. 23rd at 10:30 a.m.

                 Brockway Recipe & Travel Club – Feb. 28th at 6:00 p.m.

                  Library Garden Club – Mar. 2nd at 9:30 am video landscapes of Miami Shores

The next meeting will be Wednesday, March 13, 2013.

The meeting adjourned at 10:48 a.m.

Respectfully submitted,

Marianne Swan, Secretary