Library Board of Trustees Minutes, June 14, 2017

Board of Trustees: Michelle Brown, Library Director ; Donna Hurtak, President ; Cheryl Gowing, Secretary ; Antonie Downs, Laura Farley, Kathleen Redmond


Wednesday, June 14, 2017 at 9am

Brockway Memorial Library Conference Room


The meeting of the Board of Trustees of the Brockway Library was called to order at 9:04 am by Chair Donna Hurtak. Present: Michelle Brown, Library Director; Board members Chair Donna Hurtak, Laura Farley, Cheryl Gowing, and Kathy Redmond. Toni Downs, excused.


  • Approval of minutes of the last meeting: Motion to approve the minutes of May 10, 2017 meeting as corrected made by Cheryl Gowing, seconded by Donna Hurtak; motion passed.
  • Community Alliance Report: Laura Farley reported there was no Community Alliance meeting for May.
  • Financial Report: Michelle Brown presented the financial report. She noted there had been two recent non-budgeted expenditures: a rain leak in the main room and a tile that had fallen through into the Children’s Room. She believes the subsequent roofing work will be covered by Public Works. A motion to authorize the replacement of the current, outdated fire panel as a capital expense was made by Kathy Redmond, seconded by Laura Farley; motion passed.
  • Circulation Report: Circulation Report was presented. The Library continues to add new patrons of all types. Patrons who have not been active within the past five years will be removed from the system. The new electronic book platform, OverDrive, has proven more successful than the previous system. The subscription will not be renewed next fiscal year, due to low usage. Ms. Brown will investigate obtaining statistics on the BML Facebook account.
  • Old Business
  • Expansion Update: Due to Miami-Dade County issues, the Miami Shores sewer system is not yet active, continuing to delay the library construction project. Ms. Brown met with the architect to fine tune the Children’s Wing floor plan. A separate meeting of the Building Committee will be called to review two floor plan options involving library frontage, ramps, internal traffic flow. The architects have provided a new cost estimate, closer to our targeted spending. A meeting with the Fire Marshall will be scheduled to finalize the status of fire sprinklers in the library.
  • Checks: The Village has created a way for the Library to continue to receive checks made out to the Library. The Library has been given its own deposit books; such checks will go to a "pooled cash" account, earmarked for the Library.
  • Saturday Hours: Expansion of Saturday hours is not possible under the current budget. An expansion would require cutting hours during the week, however an active programming and library club schedule precludes such cuts. Staff scheduling will be examined to see if a 9am-3pm Saturday schedule might be possible.
  • Budget: This past year was the first time the Library has paid for recurring programming, due to the Children’s Librarian vacancy. The "Wholesome Harmonies" program will continue this summer, but next year the Library plans to only run the program from Sept.-June. The Village has asked the Library to consider charging for such programming.
  • GOAL Archives: Jerome Hurtak sent the formal gift agreement to Village Manager Tom Benton and Village Attorney Richard Sarafan who are reviewing it prior to accepting the associated donation. As part of the agreement the Library agrees to review and consider items for disposal with a GOAL Board member present. A motion to approve spending up to $3000 for purchase a display case for GOAL Archive items was made by Cheryl Gowing, seconded by Donna Hurtak; motion passed.
  • Other Items
  • Program Request: The Board agreed Ms. Brown should pursue applying for an exhibits/program grant from the Florida Humanities Council.
  • Heidi Hewes: The local chapter of the Heidi Hewes Women’s Cancer Association has requested to conduct a Grape Therapy program in the Library on Sept. 28th. This is an evening lecture by a UM physician, with wine provided to the attendees. The program would be occur from 6-8 pm and be open to all adults. A motion to approve the program, provided it was clear this was a non-recurring library program and will not include fundraising, was made by Cheryl Gowing, seconded by Donna Hurtak; motion approved.
  • Announcements
  • New Youth Services Librarian: Ms. Brenda Holsing started as the Youth Services Librarians on June 6th. She is a former educator with a background in art and teaching, most recently employed at Miami Country Day and the Cushman School.
  • Annual Summer Reading Program for Kids: The Summer program will run from June 16-August 4th. The program has been outsourced, with the $1500 program fee paid from the Community Alliance grant. A motion to approved spending up to $300 to cover any potential additional summer program costs was made by Cheryl Gowing, seconded by Donna Hurtak; motion approved.
  • Calling now for artisans for Oct. 7th Fair: 17 artists have signed up for the Fair to date. The Library is hoping to attract at least 25 artists. The Fair will be advertised in the June and July Village newsletters.
  • Budget Workshop July 11 at 6:30 pm. Ms. Brown will present the Library’s project budget to Village Council and answer any resulting questions. Proposed budget changes included a reduction in the DVD purchase allocation and to fund FLA [Florida Library Association] 2018 annual conference attendance by Adult Services Librarian Frances Walsh and Youth Services Librarian Brenda Holsing.
  1. PUBLIC COMMENT: None     

ADJOURNMENT: The Board meeting adjourned at 10:22 am.

Respectfully submitted: Cheryl Gowing