Library Board of Trustees Minutes Sept 12, 2012


Meeting of the Board of Trustees

Wednesday, September 12, 2012

The regular meeting of the Board of Trustees of the Brockway Memorial Library was held at the library on Wednesday, September 12, 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. Councilman Jesse Walters also attended the meeting.

1.         Minutes

            The minutes for the June 6, 2012 meeting were accepted as presented.

2.         Financial Report

Ms. Esper presented the financial report noting that the negative balance appearing in one of the Telecom sub object codes is an accounting adjustment only. All items are on track and the capital outlay for books, publications and other media is expected to be fully utilized. Any other remaining balance at the close of the fiscal year will be transferred to the Village General Fund. The financial report was approved.

3.        Old Business  

         a. Art Exhibits

             The next art exhibit featuring the oil on canvas Florida scenes by artist Marguerite

             Defrance will commence with the artist reception on Friday, October 5, 2012 at 6:30

             p.m. Board members are encouraged to attend.

             The January 2013 exhibit is scheduled for the photographic works of H. Allen Berkowitz

             with the reception date to be announced.        

             Ms. Esper announced that the Fine Arts Commission (FAC) has proposed the

             photographic works of Patrick Farrell for the April exhibit. A number of the works were

             taken in Haiti and would complement the upcoming observance of Haitian Heritage

             Month. The board was provided with samples of the works. A motion was made to

             accept the works for the April exhibit. The motion was adopted. Ms. Esper will

             coordinate with the FAC to establish a date certain for the exhibit.

         b. Fiscal Year 2013 Budget

               Ms. Esper informed the board that the FY 2013 budget was approved by the Village

              Council on the first reading.

           c. Refurbishment Update    

               The new staff desks are in place. The re-facing of the book browsers in the Children’s    

               Room is scheduled for the end of September. Additional quotes are being sought for

               the storage units as well as the kitchen refurbishment. Negotiations for replacing the

               public use copy machine are progressing and should be finalized by October. Ms.

               Esper explained that work on these projects had to be delayed due to the computer

               server issue that needed immediate attention.

4.         New Business              

          a. New Board Member

               Ms. Esper and the sitting board members welcomed new member, Henry Harnage, to  

               the board. Councilman Jesse Walters was also welcomed to the meeting as guest.

               President Cheryl Gowing will email a contact list to all board members to update

               information as needed.

           b. Miami Shores Village Website

                The newly inaugurated website for the Village (including the Brockway Library site)  

                 was displayed for board members to see on the large screen monitor. The new site

                 was very well received and the board complimented and thanked Ms. Esper for her

                 hard work in bringing this project to fruition.

           c. Library Server

                 Ms. Esper informed the board that the library server “crashed” unexpectedly causing

               some operational issues, but staff kept patron inconvenience to a minimum while the

               problem was rectified.

           d. Library Management Software Upgrade

                 Ms. Esper announced that the upgrade to “Follett Destiny” has been completed earlier    

                 than scheduled due to the unexpected loss of the library’s server. The new system is

                 now operational and includes many new features for both staff and patrons. Patrons

                 can create user accounts that simplify interaction with the library. As both staff and

                 patrons become familiar with the new system, additional features and enhancements

                 will be made operational. The board complimented Ms. Esper and her staff for their

                 hard work and dedication in bringing the new system online under difficult


           e. Youth Summer Program

                 Ms. Esper reported that the Summer Youth Program was a great success with

                 approximately 800 children taking part. The 15 programs included 4 special guests

                 whose appearance was made possible by the grant from the Community Alliance.

                This year’s collaboration between the library and the recreation department was very

                 successful in enhancing both programs.

         f. Miami Shores Community Alliance

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

               items. The annual Mayor’s Community Benefit Gala is set for November 10, 2012.    

               The Alliance is in the process of building a website that will feature member

               organizations by including links to member’s websites. The board discussed this year’s

               silent auction donation to the gala. A gift certificate from a local business will be

               obtained from the donations of the board members. Marianne Swan will coordinate

               delivery of same to the chairman of the silent auction.

         g. Circulation Report

                 June 2012                             July 2012                              August 2012

                6,246 items circulated          6,091 items circulated          5,871 items circulated

                   219 new items processed      224 new items processed      140 new items processed

                      93 items withdrawn            46 items withdrawn              331 items withdrawn

                      13 items repaired                 14 items repaired                   21 items repaired

5.         Announcements


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

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

           Kids Learn to Knit with Abbey – Sept. 13th at 3:30 p.m.

           Scrabble Saturdays – Sept. 15th & 29th at 10:30 a.m.

           American Girls Club – Sept. 19th - 3:30 – 5:00 p.m.

           Brockway Recipe & Travel Club – Sept. 27th at 6:00 p.m.

           Art Exhibit & Reception – Oct. 5th – 6:30 – 8:00 p.m.

          Reading Circle – Oct. 11th at 6:00 p.m.    

The next meeting will be held on Wednesday, October 10, 2012 at 9:00 a.m.

The meeting adjourned at 10:17 a.m.

Respectfully submitted,

Marianne Swan, Secretary