Library Board of Trustees Minutes, December 14, 2016

Board of Trustees: Michelle Brown, Library Director ;Donna Hurtak, Chair ;Henry Harnage, Vice Chair ; Cheryl Gowing, Secretary ; Antonie Downs, Laura Farley


Wednesday, Dec. 14, 2016 at 9am

Brockway Memorial Library Conference Room


The meeting of the Board of Trustees of the Brockway Library was called to order at 9:40 am by Chair Donna Hurtak. Present: Michelle Brown, Library Director; Board members Chair Donna Hurtak, Toni Downs, Laura Farley, Cheryl Gowing, and Henry Harnage.


    1. Approval of minutes of the last meeting: Motion to approve the minutes of Nov. 9, 2016 meeting as corrected made by Henry Harnage, seconded by Toni Downs; motion passed.
    2. Financial Report: Michelle Brown presented the financial report for the new fiscal year. Reflective of the first month of the new fiscal year, there was nothing to report. Motion to approve the financial report made by Donna Hurtak, seconded by Cheryl Gowing; motion passed.
    3. Circulation Report: Circulation Report was presented. Circulation figures continue to be lower than in previous years. It was noted that there is less children’s programming this fall due to the Youth Services Librarian vacancy, which may be a factor. Ms. Brown clarified that Circulation Report has not historically included the use of e-books/e-resources. She reported that in the first month of the new Overdrive ebook platform there were 50 circulations of ebooks, a significant improvement over the Axis 360 platform usage. A motion to not renew the Axis360 subscription was made by Cheryl Gowing, seconded by Toni Downs; motion passed.

It was suggested the Library consider obtaining a wireless counter to install over the entrance/exit doorway to begin to capture numbers of patron within the Library. On the positive side, the Library continues to add new patron accounts each month, both resident and non-resident.

4. Old Business

  • Grant Update: Ms. Brown reported that there has been a dramatic increase in the number of applications to the State of Florida Public Library Construction grant program, 15 in this year’s award cycle, in contrast to 4 the previous year, with Brockway Library’s application listed as number 13 out of 15 in the priority ranking provided by the State Library. State Librarian Amy Johnson informed Ms. Brown that the grants would not start until July 2017; the amount of the grant awards will depend on the allocations decided by the State Legislature in Spring 2017. She advised that the grant application could be adjusted to allow for an automatic application for the 2018 grant cycle should Brockway’s applications be unsuccessful in 2017. Ms. Brown, with approval by the Board, has decided to leave the Brockway grant application as is.
  • Children’s Wing Construction Update: Two firms submitted responses to the Construction Project RFQ. The firm of Alleguez Architecture Inc., the company that handled the Library’s 2001 expansion, was recommended by the review committee, pending the approval of Village Council. Alleguez is aware of the delays in the completion of the Miami Shores sewer project, affecting the start date for the Children’s Wing project. The final price for the project is still in negotiation. Tom Benton has reported that the sewer project is now expected to be completed by February. He informed Ms. Brown that each step in the Children’s Wing project will require council approval, therefore the Council schedule will need to be factored into the project’s timeline. The Board reviewed a draft project update for the Bolton Family, extending an invitation to the family to identify a space within the Children’s Wing to be dedicated to Mrs. Bolton or the Bolton Family.
  • Miami Shores History Tour: The Fine Arts Commission has offered to provide $100 toward the rental of a bus to facilitate the History Tour. Upon reflection, the Library Board decided to begin with a simple walking tour and instructed Ms. Brown to thank Fine Arts for considering partnering on the program, but decline their offer for this initial tour. Saturday, March 25, 2017 will be proposed to John Bachay. The tour will conclude at the Library to view the Archives and have refreshments. Based on interest and feedback from this first tour, the program may be expanded in the future to cover a wider area and utilize a bus for transport. There will a celebration of the 85th anniversary of the founding of the Miami Shores Village on Thursday, Jan. 12th at 6 pm in Brockway Library. John Bachay will speak at the event and will announce the Miami Shores History Walking Tour.
  • Youth Services Librarian: Ms. Brown plans to make an offer shortly to a recent MLS graduate.
  • Girafly Spanish Language children’s programming: It was decided not to pursue this program, based on the trial session performed in November.
  • Fine Arts Music Lecture Series: Susan Ackley, Chair of the Fine Arts Commission, has requested dates for the folk music lecture series to be conducted by Michel Stock in the Spring. March 2nd and 13th and April 6th and 20th will be suggested. The lectures will be presented from 6:30-7:30 pm.
  • Fine Arts Exhibits: Susan Ackley sent apologies from the Fine Arts Commission for neglecting to confer with the Library Board on the selection of the artist for the Jan. 20th exhibit, Mary Larsen. The artist and date for the April exhibit is TBD.

5. Other Items


  • Community Alliance: Laura Farley reported the Library has been awarded $1500 from the Alliance in support of the Library’s summer programming.
  • Children program update: Fantasy Theater Factory will return on Jan. 26th to do a live show in the early evening.
  • Adult program updates: Local actor/historian Robert Dawson will present a Charles Dicken program this Saturday, Dec. 16th at 11 am.

6. Announcements: Unity Day will be March 4, 2017.


Meeting Adjourned at 10:45 am.

Respectfully submitted: Cheryl Gowing, Secretary