Library Board of Trustees Minutes May 15, 2013


Meeting of the Board of Trustees

Wednesday, May 15, 2013

The regular meeting of the Board of Trustees of the Brockway Memorial Library was held at the library on Wednesday, May 15, 2013 at 9:00 a.m. Present were Library Director, Elizabeth Esper and board members Cheryl Gowing, Donna Hurtak, Marianne Swan, Jennifer Quinton and Henry Harnage.

1.         Minutes

            A motion was made to amend the minutes of the April 17, 2013 meeting as            follows: The last sentence under New Business item d. Patron Request was

           corrected to read, “The motion was adopted to deny the request in compliance

         with existing policy.”   A motion to accept the amended minutes was adopted.

2.         Financial Report

           Ms. Esper presented the financial report noting no unusual items. The financial

           report was approved.                    

3.        Old Business

           a. Bequest

               The board held a general discussion regarding the Library Trust Fund and a

               bequest to same that will be forthcoming in the near future. Plans for using the

               funds in accordance with the provisions of the bequest were then discussed.

               Ms. Esper proposed a plan to expand the children’s room on the north side of

               the building that would add approximately 1,000 sq. ft. President Cheryl

               Gowing suggested that a letter be drafted and sent to the trustee administering

               the bequest. The letter will clarify the nature and purpose of the Library

               Trust Fund as well as outline the proposed plan for implementing the bequest,

               memorializing the donor, and ensuring that the proposed use comports with the

               donor’s wishes. Ms. Gowing offered to draft the letter. It was also suggested

              that the trustee be offered the opportunity to attend the next board meeting to

               address any concerns.


            b. Patron Request

               Cheryl Gowing reported to the board that the patron request that could not be

               accommodated due to library policy was resolved amicably.

          c. E-Books Program

               Ms. Esper announced that the Baker & Taylor E-Book program is up and

               running. Staff is being trained and the library website will be amended for

              optimal use by patrons. A formal announcement will be made in the near

              future when the program is fully implemented.

           d. Deed of Gift Form

               This item was tabled until the June meeting.

4.       New Business


             a. Library Budget 2013-2014

               Ms. Esper presented board members with the FY 2013-2014 proposed

                 operating budget for the library. After review, a motion was made to amend

                 language on the cover page as follows:

                 1) The words “Library Department” will be stricken and replaced with

                     “Brockway Memorial Library”

                 2) In the paragraph entitled Services, Functions and Activities, the third

                     sentence will be amended to read, “The Library promotes community

                     enrichment and individual achievement through reading and cultural


                 3) The sentence after Budget Highlights will be amended to read, “The Library

                      generates $14,500 in revenues to the Village General Fund.”

                 4) A final sentence will be added to read, “The Library Budget is approved and

                     allocated by the Brockway Memorial Library Board of Trustees.”

               A motion was made to approve the budget as amended above. The motion was


           b. Board Meeting Dates

                 Henry Harnage made a request that absent exigent circumstances, board

                 meetings be fixed to the prescribed meeting date of the second Wednesday of

                 the month.

          c. Miami Shores Community Alliance

              Henry Harnage attended the May meeting and informed the board of

              pertinent items.

             d. Annual Report

                 Ms. Esper informed the board that the Brockway Memorial Library Annual

                 Report is nearing completion and will be presented at the June board meeting.

                President Cheryl Gowing will present the report to the Village Council at the

                 June 18, 2013 council meeting.

             e. Memorial Day Donations

                 Ms. Esper reported that Memorial Day book donations are being received from

                 various civic organizations. Cheryl Gowing will attend the ceremony on May

                 27, 2013.

             f. Electronic Reading Devices

               With the implementation of the E-Book program, Cheryl Gowing suggested

               that several devices be acquired so that staff may be familiar with their use and

               operation to better assist patrons. A brief discussion was also held regarding a

               possible loan program for devices as well as fixed base devices for patron use

               in the library. The discussion was tabled for further research. Cheryl Gowing

               will be attending an upcoming seminar addressing this topic and will obtain

               pertinent information.

              g. Libraries and Community Involvement

                   Cheryl Gowing informed the board of ideas for community involvement

                  projects for libraries and presented related literature obtained during her

                   recent attendance at the Florida Library Association conference.

               h. Barry University Library/Archives

                   Cheryl Gowing also informed the board that the librarian/archivist at Barry

                   University has offered to provide a tour of their facilities. Use of their

                   equipment and/or collaboration on projects may also be possible.

               i. Summer Hours/Programs

                   Summer library hours will commence on June 9th. Summer children’s

                   programs will begin on June 11th and end on July 29th. This year’s theme is

                “Florida” and will incorporate the time capsule project.

               j. Circulation Report

                   April 2013                                            

       5,063 items circulated                                

       240 new items processed                          

        269 items withdrawn                                  

           37 items repaired                                        

     5.         Announcements


               Knit/Needle Arts - weekly on Tuesdays at 1:30 p.m.

                 Story Time Fun for Preschoolers - weekly on Tuesdays 11:00-11:45 a.m.

                  Reading with Erma the dog - Saturdays - 10:00 a.m. Pre-registration required

                 Puppet Theater - May 1 at 4:00 p.m.

               After School Stories - May 8 - 3:30 - 4:00 p.m. Age 6 and older

                 Brockway Reading Circle - May 8 at 6:00 p.m.

                American Girls Club - May 15 - 5:00 p.m.

                 Art Exhibit of Patrick Farrell continues until May 17

                 Teen Volunteer Meeting - May 22 & 23 at 4:00 p.m.

                 Brockway Recipe & Travel Club - May 23 at 6:00 p.m.

                 Meet the Author! Sarah Meltzoff: Listening to Sea Lions May 30 at 6:00 p.m.

                  Library Garden Club - on hiatus until September

                 Library Summer Program June 11 to July 26

The next meeting will be Wednesday, June 12, 2013.

The meeting adjourned at 11:20 a.m.

Respectfully submitted,

Marianne Swan, Secretary