Library Board of Trustees Minutes June 2015


Meeting of the Board of Trustees

Monday, June 10, 2015


The regular meeting of the board of Trustees of the Brockway Library was called to order at 9:05 am. Present: Michelle Brown (library director) and board members Cheryl Gowing (chair), Michael Clay, Antonie Downs, Henry Harnage, Jennifer Quinton.


  1. Minutes. The minutes of April 8th were approved as amended. The minutes of May 11th were approved.

  2. Financial Report. The Expense Budget Performance Report as of 04/30/15 was approved. Michelle Brown will work with the village manager and the building department on initiating the library addition project as soon as all monies have been properly deposited and transferred into the building fund. Action taken at the last council meeting resulted in the scheduling of a public meeting on July 9th for presentation of all departmental budget requests. The library will be requesting additional items:

  1. A new library management system. First year implementation is estimated at $75,000 with an operating budget of $20,000 for the next five years.

  2. E-book collection. This could be a straight addition to the collection budget to purchase additional e-book titles or joining Southeast Florida Municipal Library group of SEFLIN (Southeast Florida Library Network) and for a membership fee have access to all other members’ e-book titles.

  3. Increase in the programming budget. The Village has already allocated funding for the remainder of this FY for two programs: Wholesome Harmonies and Tangerine Bi-lingual. Mad Science and a theater program will begin in October.

  4. Michelle Brown also indicated that with the new air conditioning funding will be needed to connect the fire alarm to the system to meet current code standards.

  1. Collection Report: In order to better describe the contents of this report the title has been changed from Circulation Report to Collection Report. The report was approved. It was noted that the use of electronic media will have to be regularly reviewed as new technologies are introduced (i.e. use of DVD’s versus streaming media).

  2. Old Business: Library Board of Trustees member responsibilities. At the first meeting in September the Board will elect a President and Vice-President and such other officers as they deem necessary. If no member accepts a nomination to a specific office Toni Downs proposed the following procedure: The senior (5th year) member will be president, the 4th year member will be vice-president, the 3rd year member will be secretary, the 2nd year member will be assistant secretary / Community Alliance representative. The proposal was approved by the Board.

  3. New Business:

  1. Annual report. The annual report was approved. Clarifications included that residents’ library cards are renewed every 2 years, non-resident cards are renewed every year. In the dollars & cents section the grant was the Target Grant for programs while the grants listed in the Children’s Wing Expansion were from Unite Miami Shores and the Community Alliance.

  2. Proposal for new library software. Discussed under 2.a. Financial Report.

  3. Several Miami Shores residents have suggested that the library re-institute a Friends of the Library group. Michelle Brown will research structure and goals the library will want for such an organization.

    The meeting adjourned at 10:50. The next scheduled meeting is on September 9th at 9:00 am

    Respectively submitted: Toni Downs, Secretary