Library Board of Trustees Minutes, March 8, 2017

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



Wednesday, Mar. 8, 2017 at 9am

Brockway Memorial Library Conference Room


The meeting of the Board of Trustees of the Brockway Library was called to order at 9:03 am by Chair Donna Hurtak. Present: Michelle Brown, Library Director; Board members Chair Donna Hurtak, Toni Downs, Laura Farley, Cheryl Gowing, and Henry Harnage.




Approval of minutes of the last meeting: Motion to approve the minutes of Feb. 8, 2017 meeting as corrected made by Henry Harnage, seconded by Toni Downs; motion passed.


Financial Report: Michelle Brown presented the financial report. She noted the spending is on target for this point in the fiscal year. Expenditures for professional services is only at 23% for a variety of reasons: the eBook platform with Baker & Taylor was not renewed; the update to the Follett ILS system took place in the previous fiscal year. The Library made $74 at the Unity Day Library raffle of three themed book baskets. Motion to approve the financial report made by Cheryl Gowing, seconded by Toni Downs; motion passed.


Circulation Report: Circulation Report was presented. Circulation figures increased in February and the number of registered patrons continues to increase. Thirty-one new patrons were added in January, including 13 adult residents and 11 child residents, for a total of 8360 patrons. The weeding of the adult non-fiction and youth collection continues in preparation for the Children’s Wing expansion. Statistics on the usage of the new eBook platform, Overdrive, and Mango Languages were included in the Circulation Report. The library staff have received positive feedback on Overdrive as much easier to use. The ESL [English for Speakers of Other Languages] options have gotten a lot of use in Mango Languages, while is heavily used for job help. Ms. Brown will follow-up with the local schools to promote the availability of the service.


Old Business

GOAL Archive: The Board reviewed the draft gift agreement to accept the John F. Winters and GOAL Inc. Archive. Donna Hurtak recused herself from the discussion. The draft was revised and will be forwarded to Jerome Hurtak and the GOAL Board for comment. A Special Meeting of the BML Board will be scheduled for Mar. 14th at 9am to vote on the final draft of the agreement.


Amazon Smile: BML may not be able to participate in the Amazon Smile Program since the Village in not technically a 501.C3 organization as per the register used by Amazon. The Board discussed reconstituting the Friends of the Libraries organization as a possible means of participation; Ms. Brown will contact Mayor Alice Burch to find out if the prior Friends group had obtained 501.C3 status.


Youth Services Position: The Board approved increasing the recruitment budget to $1000 to reach a wider pool of candidates. Motion to approve made by Henry Harnage, seconded by Toni Downs; motion passed. The previous candidate accepted another position; an interview with a new candidate is scheduled for later in the month.


Tangerine Spanish Language Program: A bilingual staff member from the Wholesome Harmonies program will offer a "Baby-Rock" Bi-Lingual Program to replace the Tangerine program.


Music Series: The cost for the folk music lecture series was reduced to a split of the presenter’s fee with the Fine Arts Council, with the Library providing refreshments. The April 6th session has been rescheduled to April 11th.


Other Items

The April Fine Arts Exhibit has been cancelled.


Citizenship Ceremonies: Mayor Alice Burch asked the Board to consider holding citizenship ceremonies in the Library. Given the current requirements for hosting such ceremonies [varying numbers of attendees requiring use of the main reading room, playing music and showing a film], the Board felt the Community Center was currently a better suited space. The Board unanimously approved a motion made by Henry Harnage, seconded by Laura Farley, to convey our regrets to Mayor Burch that while honored to have been considered to host these ceremonies for Miami Shores residents, the program could not be accommodated in the current Library facility, but the Board will be happy to consider hosting the program when the new Children’s Wing is complete.


Program Registration Policy: Ms. Brown presented a Program Registration Policy for consideration that clarified policy and procedures for handling program eligibility, registration process, recurring program ‘no-shows’, cancellations, and refunds. BML’s children’s programming in particular has become extremely popular, requiring advance registration and preference for Miami Shores residents and library cardholders. A key provision in the policy states that patrons who fail to appear for three (3) programs within a six month period will not be eligible for pre-registration for the following six months, but will be placed on program waitlists during that time and notified as program openings occur. A motion to approve the policy as amended by made by Toni Downs, seconded by Cheryl Gowing; motion passed with Henry Harnage abstaining.


Children’s Wing: The sewer project is not yet complete and no timeframe for doing so has been announced. Ms. Brown has met with the design-build team from the Allequez firm and started initial planning and design. The firm is completing the necessary surveys, then the build portion of the project will go out for bid, most likely requiring the build package to be approved by the Village Council. A Bid Selection Team will be chosen. The Village Lobbyist’s contract was extended to have them assist with promoting approval of the Library’s State of Florida Public Library Construction Grant proposal. Ms. Brown will contact John Bolton to suggest May 15 or 12th at 3:30 pm as possible dates for a small naming ceremony for the Bolton Family Theater in advance of the Children’s Wing Expansion.


Library Logo: Discussion and approval of a new BML Library logo was tabled. In the interim Board members will review the proposed logos and individually email Ms. Brown their top two selections. Ms. Brown will compile the choices for discussion at the April Board meeting.


Public Bathrooms: Ms. Brown is obtaining quote for updating the public bathrooms and putting hurricane windows on the front of the building.


Executive Session: The Board went into executive session to discuss a confidential personnel matter.


Community Alliance: Laura Farley briefly reported on the March Community Alliance meeting. The Library Board will host the April 5th Alliance meeting.


Announcements: The Village Budget meeting will be held on March 30th.




Meeting Adjourned at 11:10 am.

Respectfully submitted: Cheryl Gowing, Secretary