Library Board of Trustees Minutes, January 9, 2019

Meeting of the Board of Trustees

Wednesday, January 9, 2019 at 9 AM

Brockway Memorial Library Conference Room


The meeting of the Board of Trustees of Brockway Memorial Library was called to order at 9:05 AM by President, Cheryl Gowing.  Present:  Michelle Brown, Library Director; Board Members:  Cheryl Gowing, President; Laura Farley, Vice President; Kathleen Redmond, Secretary; Donna Hurtak, Christine Gay.

Public Comment:  None

Presentation:  A Community Art Project to be placed on the library construction fences once construction has begun was proposed by the Plaza 98 organizers and the Chamber of Commerce. No one presented at this time.

Guests:  None

  1. Minutes - It was noted that since no meeting was held in December, updates and reports for both November and December would be provided at this meeting.  Minutes from the November Meeting were reviewed.  Donna Hurtak moved to approve; Christine Gay seconded.  Motion passed.

  2. Community Alliance Report:  Donna Hurtak reported that there were four (4) checks received since September and that the Treasurer noted $17,500 remains in reserve for Community Center and $7,770.20 is earmarked for the Mayor’s Gala.  There was no Mayor’s Report as he was not present; no Village Council report since the Village Manager was not present.  The Community Alliance Chair reported that the 2019 Gala will offer two prices:  regular admission is $150 per ticket and a VIP ticket at $200 each will include a pre-gala reception.  Also the Chair reported that Grant Applications will be available in advance of the March Meeting.  No update was provided to the plan to offer a Marketing Training for non-profits. Doctors Charter announced a 5K run/walk scheduled for February 2 is a fund raiser for their athletics department.  Fine Arts announced 3 upcoming concerts on Jan 11, Feb 08 and Mar 10 in Miami Shores.  Heide Hewes Chapter announced their “Grape Therapy” on Jan 25 at 6 PM and “Silver Angel Brunch” featuring music by Joe Donato on Feb 10 at the Country Club for a $75 per person donation.  Free shuttle at 6, 7, and 8 AM with return at 6 PM between the Community Center and the Brightline Station in downtown Miami begins Jan 14th and is grant funded. Next meeting is February 6.

  3. Financial Report through November 30 was reviewed with no clarifications or changes needed.  Laura Farley moved to approve; Donna Hurtak seconded.  Motion passed.  Michelle also reported that $116 worth of books were sold and the tip jar received $151 in donations from the Harry Potter event. Financial Report though December 31 was reviewed.  Michelle clarified that item 54 appears “high” because memberships are annual and payable all at once.  Also, item 55 includes Frances Walsh’s last tuition reimbursement for her MLS in Library Science.  Michelle also reported that $202.22 was collected from the parking meters and $157.88 was collected from the copier.  Donna Hurtak moved to approve the December report; Christine Gay seconded.  Motion passed.

  4. Circulation Report Total circulations for November were 3,969 + 236 digital; holds placed totaled 125 for the month.  Patrons added totaled 23, however total patrons declined to 7,945 due to the patron update project which is ongoing. Total circulations for December were 3,865 + 213 digital; holds placed totaled 82.  There were 26 patrons added, however total patrons again declined to 7,907 due to the ongoing patron inventory project.

  5. Old Business:  The Lizama art piece was reviewed and a decision was made not to make any decision for the time being.  Jason Pizzo, our new State Representative, has already met with the Village Manager and staff to be briefed on projects and priorities.  Thus, there is no need for a separate meeting with the Library Board; Construction update was provided by Michelle.  Final submissions by Stobs Brothers and State Engineering will be submitted by Friday, Jan 11th and then will be presented to the Village Council during the first meeting in February.  Ground-breaking event will be scheduled and finalized during the February Library Board Meeting; The Parking Meter project has received 1 entry from St Rose of Lima and 20 entries from Miami Shores Elementary.  It was suggested that the project be opened to the public for Grades 5 (or younger) and up.  The entry packet could be put in pdf form on the web site with a possible deadline for entries so the winning designs can be announced during National Library Week in April.

  6. Other items:  The Computer Use Policy was reviewed and the following addition was agreed: “Library staff will not assist patrons with computer use.”  All other information remains unchanged; Donation Policy was reviewed and two changes were agreed.  In the line beginning “Gifts become the property…”, the next sentence will be amended as follows: “Materials may be added or discarded, sold or auctioned without consulting the original donor.”  Under “Appraisal” heading, delete the second sentence.  Under “Receipts” heading, delete the first two words: “Upon request”; Michelle suggested a change in the Movie Policy to permit 5 movies to be taken out for a week long period (in place of 3 days).  This change was agreed by all in attendance.

  7. Announcements:  The grant-funded program, “The Art of Ezra Jack Keats”, designed for 12 kids, ages 7 - 12 years, will run for 6 weeks starting in March; An Author Event featuring Thomas Sanger on his book, “Without Warning:  The Forgotten Story of WWII” is being offered on Sat, Jan 19 at 10 AM in conjunction with Osher Lifelong Learning Institute/FIU; South Florida People of Color will kick off February Black History Month with an event Feb 9th; Unity Day will be the First Saturday in March and Brockway will host a booth.

There being no further business, Kathy Redmond moved to adjourn; Laura Farley seconded.  The meeting adjourned at 10:12 AM.

Respectfully submitted,

Kathleen Redmond