Library Board of Trustees Meeting Minutes May 11, 2015


Meeting of the Board of Trustees

Monday, May 11, 2015


The monthly meeting of the Board of Trustees of the Brockway Memorial Library was called to order at 9:05. Present: Michelle Brown (library director), board members Cheryl Gowing (chair), Antonie Downs, and Henry Harnage, and guests Susan Ackley and Victor Bruce from the Fine Arts Commission.

1. Special presentation by the FAC: October Art Exhibit

  1. The FAC would like to co-sponsor with the library a photographic retrospective of Miami Shores, including items from the BML archives, from local historian, Seth Bramson’s collection and to solicit photographs for local residents.

  2. The focus will be on locations, not personal family photographs. The purpose is to present reminiscences for long term village residents and historical education for the newer residents.

  3. The photographs may be in black and white or in color.

  4. Seth Bramson will be the curator and the FAC will be responsible for the funding.

  5. The actual physical mounting of the exhibit is still to be finalized.

  6. There was discussion on the procedure for the request for photographs. In order to maintain control over all photographs, those that are submitted should be identified on the back in pencil as to owner, location and date taken. It was suggested that a form also be submitted asking if the resident would be interested in donating the photographs to the Brockway Memorial Library archives.

  7. One or two ads will be placed in the Egret in July/August with a deadline of submission of photographs on September 1.

  8. The opening reception will be Oct 9th at 6:30 pm in the library. The Library Board approved the plan.


2.  The minutes of the last meeting were not available for approval and will be approved at the next board meeting in June.


3.  The Financial report was approved. The Director requested permission to use $500 from the Target programming grant to fund the Fantasy Theatre Factory on July 23rd. The request was approved.


4.  Board appointments/structure. Toni Downs reported that she had been noticing that due to unavoidable scheduling conflicts the board was not operating as efficiently as it could. She proposed for discussion that the 5th year board member be the president, the 4th year board member be the vice-president, the 3rd year board member be the secretary, the 2nd year board member be the assistant secretary and Alliance representative. The first year board member will have a year to familiarize themselves with the policies of the library and the procedures of the board. These procedures should be given to every candidate applying for a position on the Library Board so they will understand in advance what their responsibilities will entail. The board will also return to the schedule of the board meeting being the 2nd Wednesday of the month. With the above organizational structure the board should be able to meet and conduct business as long as a quorum is present. The proposal will be discussed at the next meeting and, if possible, it or an amended proposal will be approved.


5.  The director reported that the library will be seeking additional program funding in FY 15-16. Megan Weston Grimbert will be giving additional support to this request.


  1. The Annual report will be presented to the Board at the June 10th meeting by Michelle Brown. The Board of Trustees is strongly urged to attend the Council meeting on June 16th when Cheryl Gowing will present the report to the Council. The Board is reminded that the council meetings now start at 6:30 not at 7:00 pm

  2. The fund raising open house will be held on May 15th at 6:30 pm.

  3. The children’s fund-raising BBQ will be held on June 6th from 11 am to 1 pm.

  4. Cheryl Gowing will represent the board at the Memorial Day Event on May 25th at 9 am.

The meeting adjourned at 10:30. The next scheduled meeting is on June 10th at 9:00 am.

Respectively submitted:

Toni Downs