Library Board of Trustees Minutes, February 14, 2018


Wednesday, February 14, 2018 AT 9:00 AM

Brockway Memorial Library Conference Room




The meeting of the Board of Trustees of the Brockway Library was called to order at 9:05 am by President Donna Hurtak. Present: Michelle Brown, Library Director; Board members: President Donna Hurtak, Vice President Cheryl Gowing, Toni Downs and Kathy Redmond. Excused: Laura Farley


Approval of minutes of the January meeting. Kathy Redmond moved to approve the minutes. Donna Hurtak seconded the motion. The motion passed.

Community Alliance Report: Village Mayor Mac Glinn went to Tallahassee and did lobby for support for the Library Grant submission. Funding for grant proposals will be sometime in the summer. Michelle Brown will draft a thank you note to Mayor Glinn for his support. A train commuter line using the existing railroad tracks is being considered. The closest station to Miami Shores would be 79th street. This would represent a substantial increase in train traffic through the Shores. On Tuesday, February 13, an information gathering meeting was scheduled for Village input in climate vulnerability by a consulting company hired by the Village. The Miami Shores Theater is now scheduling films every Wednesday night in conjunction with O Cinema. As of now 21 tables have been sold for the Mayor’s Ball. The South Florida People of Color sponsored two programs, one in the Library, one at Barry University. Both were very well attended. A health exposition is scheduled for March 14th. The Board of Trustees recommends that the library have a table at the expo.

Financial Report: Michelle Brown presented the report. She is investigating the transfer of money for the building fund for the sewer project by the Village. Due to the increase in programming with the filling of the Youth librarian position there will be a need to increase the programming budget for children’s programs. The monies can be transferred within the existing budget. Donna Hurtak moved to approve the financial report. Cheryl Gowing seconded the motion. The motion passed.

Circulation Report: Total circulation for the month of January was 4,594 items, an increase from the 3,987 circulated in December. There were 185 items added to the collection by purchase and 31 items by donation. 394 items were removed. There were 34 new patrons added for a total of 8,578 total patrons. Active card users are close to 7,000.

Old Business:

Proctoring: As the existing policy requires a 7 days’ advance notice, the 48 hours proposed change is dropped.


Sewers: The alarm and meter for the sewer has been installed. The date for the actual connection is still not finalized. The Board suggested that Michelle Brown update John Bolton on the progress and proceed with scheduling a ground breaking ceremony with them.


State Aid Inquiry Update: Postponed to March 14 meeting.

PRESENTATION: At this time the Board broke from the agenda to hear the presentation by Jennifer Pratt and Melanie McCartney for the Southeast Florida Library Information Network (SEFLIN). They had been invited by Michelle Brown to inform the Board on the services that SEFLIN could offer to The Brockway Memorial Library. Jennifer Pratt discussed the funding sources and allocations for the Florida Regional Library Networks. Twenty-four libraries from the four county area are currently members of SEFLIN. Not all libraries participate in all SEFLIN programs. These programs include access to 3 different digital collections. Other SEFLIN programs include One Card which allows reciprocal borrowing from member libraries, a possible shared library catalog, a mobile digitization lab, mobile podcasting lab, a mobile teen innovation lab and various options for continuing education including regional conferences, virtual conferences, committee participation and discussion groups. Approval for new members is addressed at the Feb, May, Aug and Nov meetings of the SEFLIN Board. The board thanked Jennifer Pratt and Melanie McCartney for their presentation.

Michelle Brown informed the Board that there will be a discussion of the Miami-Dade Public Library System reciprocal borrowing proposal and the SEFLIN One-Card proposal at the March 14th meeting. The regular agenda was resumed at this time.

Other Items

SEFLIN Breakthrough Digitization Award and FIU dPanther Repository: With full Board approval, the Library Director is applying for this award with the intent to partner with FIU in order to begin the process of digitizing the Brockway Memorial Library Archives. Upon receipt of the grant, the Library will be able to make use of FIU’s dPanther Digital Repository and the Florida Digital Archives in order to create electronic access to its collection. This will require a one-time $1300 hosting fee (on FIU physical server) to FIU (to be covered by grant). FIU will train Library staff on scanning and creating of archival metadata in kind.


Library Meter Project: The parking meters outside the library are in need of refurbishing. Brenda Holsing, Youth Services Librarian, will be organizing a new contest for the submissions of design and painting of the meters in the fall.


Follett and WIFI Upgrade: The Follett ILS upgrade has been completed. The WIFI system has been upgraded allowing for better reception. Digital Magazines (RB Digital): Michelle Brown would like to test these two online products for one year to see if they meet community needs. The subscription to is $1,300 and would come from the library budget, pending approval of F.Y. ‘18- ‘19 budget. Michelle Brown is investigating offering the Zinio Digital Magazine collection through the SEFLIN consortium at a reduced cost, also pending F.Y. ‘18- ‘19 budget approval.


The library will need to purchase a hi-resolution scanner with a maintenance agreement to begin digitizing the Library Archives. Funds from the Johnny Winters Archives Donation would be appropriate for this purchase. Cheryl Gowing moved that the board approve up to $5000 for the purchase and maintenance of the scanner. Donna Hurtak seconded the motion. The motion passed.


Yoga @ the Library – “Poses and Print”: Yoga classes will again be offered at the library in conjunction with book discussions related to weekly health topics. This is a monthly program free to participants.


Donor plaque addition: The Board approved the purchase of a plaque to be placed on the donor board for Elizabeth Esper, Library Director, retired. The money will come from the Library Trust Fund.



Hidden Figures Black History Month Event held on February 8th was very successful with over 150 attendees. A guided tour schedule will be announced soon.

Local History Bus Tour with John Bachay is planned for fall.

Unity Day 2018 will be held on March 3 from 11 am to 4 pm. The Library will have a table at the event. Children’s Theme: The Art of Eric Carle

Due to the popularity of the previous program, a Spring Roots and Shoots session will be held over six weeks throughout March and April.

The Senior Health Expo is scheduled for March 15 in the Community Center. The Library will staff a table at the event.

The Youth Services and Adult Services Librarians have registered to attend the Florida Library Association Conference in May.

There are no Fine Arts exhibits currently scheduled for 2018/19. October plans are pending.


The meeting was adjourned at 10:40 am

The next meeting of the Library Board of Trustees is scheduled for March 14 at 9:00 am in the Brockway Memorial Library Conference Room

Respectfully submitted by:

Antonie B. Downs

Interim Secretary