Library Board of Trustees Nov 14, 2012


Meeting of the Board of Trustees

Wednesday, November 14, 2012

The regular meeting of the Board of Trustees of the Brockway Memorial Library was held at the library on Wednesday, November 14, 2012 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 October 10, 2012 meeting were accepted as presented.

2.         Financial Report

Ms. Esper presented the first financial report for fiscal year 2012-2013. It was noted that the Finance Director is aware of the error in the Telecommunications line item and will rectify same. The financial report was approved.

3.        Old Business  

  1. a.Chamber of Commerce Shopping Night

It was brought to the attention of the board that Brockway Memorial Library continues to be included and listed as a business in the advertisement for “Miami Shores Shopping Nights”. After discussion it was concluded that no changes need be made to library hours for these events. Member Henry Harnage made a request that Ms. Esper provide general information to the board regarding costs that would be incurred and personnel issues that would be impacted by any extension or other altering of normal library hours.

             b. Art Exhibit

                 The library received many compliments on the recently concluded art exhibit

                   of the works of Marguerite Defrance.

             c. Office Renovation

                   Ms. Esper reported that the kitchen area renovation is still in the permitting process.  

                  Items that have been completed include new storage cabinets in Ms. Kelly’s

                   office, refaced book browsers and two new book displays in the children’s room and

                   new catalog computer stations.

4.         New Business


  1. a.Reciprocal Borrowing with Miami-Dade County Public Library

Henry Harnage requested information concerning the reciprocal borrowing policies and practices of libraries within Miami-Dade County. It was noted that Brockway Memorial Library is not a participant in the program. Ms. Esper and President Cheryl Gowing provided information regarding the many requirements mandated by the program. These include but are not limited to: open access for all residents of Miami-Dade County, coordination of all library services, catalog alignment, joint programming, joint planning, monthly reporting requirements, annual state reporting requirements, and staff meeting requirements. President Gowing also provided the board with a comprehensive statistical analysis of the impact participating in the reciprocal borrowing program would have on the library’s staff, books and other media collections, computer equipment, physical plant, and other resources. A copy of the statistical information is attached hereto for reference. Ms. Esper also informed the board that the library does accommodate patrons seeking material not in the library’s catalog via inter-library loan. It was the consensus of the board that participation in the Miami-Dade County reciprocal borrowing program is not feasible and would be detrimental to the mission of the library. A discussion then ensued regarding the advisability of adding a statement to the library’s policies clarifying that the library is not a participant in the reciprocal borrowing program. It was agreed that President Gowing will draft an amendment that will be discussed and voted upon at the next meeting.

b. Time Capsule

                 Ms. Esper briefed the board on the upcoming 2013 Viva Florida 500 Time Capsule

                 Program. Donna Hurtak will assist Ms. Kelly with implementing the project.

             c. Archive Donation/Scanning Project

                Ms. Esper informed the board that the library recently received a donation of

                 photographs and documents from the family of the founder of the Shoreland

                Corporation. A general discussion was then held regarding the project to digitally

                preserve photographs and documents via scanning presently performed by volunteers.

              Various storage options were discussed including CONTENTdm from OCLC.

              Marianne Swan will provide a sample Deed of Gift that will be discussed at the next


          d. Miami Shores Community Alliance

             Marianne Swan attended the November meeting and informed the board of pertinent

            items. The Mayor’s Community Benefit Gala held November 10th was extremely

            successful with over 360 tickets sold.

            e. Circulation Report

October 2012

5,474 items circulated

           332 new items processed    

           226 items withdrawn            

                      20 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.

           Library Garden Club - Nov. 3rd at 9:30 a.m.

          Puppet Theater - Nov. 7th at 3:30 p.m.

           Reading Circle - Nov. 8th at 6:00 p.m.

           Chess for kids & teens - Nov. 9th at 3:30 p.m.

           After School Stories - Nov. 14th at 3:30 p.m.  

           Kids Learn to Knit with Abbey - Nov. 15th at 3:30 p.m.

            Scrabble Saturdays - Nov. 17th at 10:30 a.m.

           American Girls Club – Nov. 21st 3:30 – 5:00 p.m.  

           Memoir Writing Workshop with author Norma Watkins will be held November 26th, 27th,

           and 29th from 6-8 p.m

           Brockway Recipe & Travel Club - Nov. 29th at 6:00 p.m.

The next meeting and annual Christmas Holiday breakfast will be held on Wednesday, December 12, 2012 at 8:30 a.m. at the home of Jennifer Quinton.

The meeting adjourned at 10:50 a.m.

Respectfully submitted,

Marianne Swan, Secretary