Library Board of Trustees Minutes, May 8, 2019

Meeting of the Board of Trustees

Wednesday, May 8, 2019 at 9:00 AM

Brockway Memorial Library Conference Room




The Meeting of the Board of Trustees of Brockway Memorial Library was called to order at 9:10 AM by the President.  Present were:  Michelle Brown, Library Director; Cheryl Gowing, Board President; Laura Farley, Board Vice-President; Kathleen Redmond, Secretary, and Donna Hurtak.  Christine Gay was excused.


Public Comment:  None

Presentation:  None

Guests:  None

Minutes:  April 2019 minutes were reviewed.  Donna Hurtak moved to approve the minutes without amendment; Laura Farley seconded.  Motion passed.

Community Alliance Report:  This month’s sponsor was Miami Shores People of Color who gave an overview of their organizational function and purpose, and provided breakfast for meeting attendees.  The Treasurer reported a net balance on hand of $44,764.26 with $3,500 pending collection from the Mayor’s Gala.  The $17,500 remains in a separate escrow, earmarked for Community Center expansion.  The grant process has been delayed and applications were accepted through May 7th.  The grant applications will be reviewed by the Grants Committee on Wednesday, May 15 at 6:30 PM at the Community Center and recommendations will be made to the Board following the meeting.  The next meeting is June 5th, when the new Alliance Board will be announced by Mayor Wagar.

Financial Report:  Michelle Brown clarified a few line items as follows:  Line 42 postage is at 1% due to purchase of postage at the end of FY19. Also, staff are mainly using phone and email to contact patrons for Overdues, rather than mailing; Line 31 includes various annual dues and subscriptions which are now coming up for renewal; Line 40 will have expenses from our delegates to Florida Library Association annual meeting in May.  It was noted that our fiscal year ends on September 30th - Michelle Brown is working on the FY20 budget now.  Income from raffle sales = $45 and tiles on the donor tree amounted to $350 for the month.  Laura Farley moved to approve the budget report; Donna Hurtak seconded.  Motion passed.

Circulation Report:  There were 4,735 total circulations for April + 245 checkouts on Overdrive eBooks and eAudio.  Checkouts for Mango Languages and RB Digital Magazines were low - We will budget for these subscriptions in FY20, however we will measure usage versus cost before renewal.  In April, 134 adult and 40 youth copies were added to inventory; 55 were removed consisting mainly of expired Manga from the Teen Collection.  There were 14 new AR+ 2 CR + 3 CNR patrons added this month for a total of 6,935 patrons.  Note that the Patron Inventory Project is on letter “s” and is nearing completion.

Facebook shows a decline in page views for April from 60 to 31, but an increase in post reach from 548 to 810.  The Director will double check this information for an explanation on the variances of less page views yielding a greater post reach.

Old Business:  The “Little Free Library” to be maintained by Girl Scout Troop 800 is being installed at the tot lot with a capacity of about 15 books.  Salary Review for our Adult Librarian was favorably received by the Village Manager so we should have a decision on the proposed increase soon.  A letter has been sent to the Fine Arts Commission with our revised Exhibits Policy which will include the opportunity for review of art exhibit options prior to selection for exhibition at Brockway Memorial Library. 

Other Business:  Library expansion construction will most likely be completed by late summer 2020 so we will need to include an estimated $2,500 in the coming budget for Grand Opening events.  The Donor Tree will consist of a bronze trunk and acrylic leaves with leaf colors to be reviewed.

The Annual Summer Reading Program will begin on June 13th and will run once/week.  The Adult Summer Program will focus on health and feature Yoga on Saturdays.  Archives volunteer, Marianne Swan, is moving to Naples.  Kimberly Logan-Hynes has been identified as a replacement starting May 9th. A new Village Integrated Pest Management Policy has resulted in a change from Terminix to a monthly organic service to be provided by Natural Resources Pest Control at an additional cost of $12 per month.

The annual budget is due May 10th and the Annual Report for the Library is due May 30th.  A preview of the Annual Report will be sent to board members for individual reply to the director.  Cheryl Gowing will present the report to the Village Council on June 18th; a new Board Member will also be selected at that meeting. 

The Board requests that presentations be made by Susan Ackley in collaboration with the Fine Arts Commission, Brockway Memorial Library and South Florida People of Color RE:  Jazz images, Jazz Musicians & Heritage with Leonor Anthony during Black History Month, and on the proposal submitted by Francie Peake for Black History Month 2020.


May 9th:  One Book One State, a collaboration with OLLI at FIU featuring speaker, Craig Skilling, from Johnson & Wales

May 11:  Introduction to Ancestry Library Edition with Debra Tomkinson

May 15 - 17:  FLA Conference in Orlando

May 18:  Author Event: The Skunk Who Lost His Stink

May 23:  Financial Literacy for Teens

May 27:  Memorial Day Event at Memorial Park at 9am

May 30:  Treece Financial presents Women and Investing


There bring no further business Kathy Redmond moved to adjourn the meeting; Laura Farley seconded.  The meeting was adjourned at 10:34 AM


Respectfully submitted,

Kathleen Redmond