Library Board of Trustees Minutes, November 9, 2016

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


Wednesday, November 9, 2016 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, Cheryl Gowing, and Henry Harnage. Excused: Laura Farley.


  • Approval of minutes of the last meeting: Motion to approve the minutes of Oct. 2, 2016 meeting as corrected made by Toni Downs, seconded by Donna Hurtak; motion passed. Motion to approve the minutes of the Nov. 1, 2016 special meeting made by Toni Downs, seconded by Donna Hurtak; motion passed.
  • Financial Report: Michelle Brown presented the financial report for the new fiscal year. She noted the negative percentage used for subaccount 54, Books, Publication, Subscriptions, and Memberships, was due to the Dade County Library Association membership dues check issued in May 2016 had not be cashed and was reissued. Motion to approve the financial report made by Donna Hurtak, seconded by Toni Downs; motion passed.
  • Circulation Report: Circulation Report was presented. Circulation figures were slightly lower than the previous month. It was noted that the non-fiction collection is being weeded this year, including the updating of the travel section. Thirty-five patrons were added, including five non-resident adults and seven child non-residents.
  • Old Business
  • Grant Update: A revised State of Florida Public Library Construction grant application will be submitted to increase the amount of the grant funds to the maximum allowable of $500,000 as requested by Marian Deeney, State Library Liaison. A new Village Council resolution is required to increase the grant request. Chair Donna Hurtak will attend the Nov. 15, 2016 Council meeting to present the Board request. It will be noted that if the grant is awarded, the Board does not expect to need to utilize the full Village funds approved for the project in July 2016. A list of the ranked applications will be posted by the State Library in December, with a total of five grant awards possible. The announcement of the grant awards will not be made until July 2017 or sooner depending upon the Florida Legislature, however the construction project can proceed with grant funds being used to pay for a project already in progress.
  • Children’s Wing Construction Update: The Project RFQ is due in November. Village Manager Tom Benton, Village Public Works Director Scott Davis, and Library Director Michelle Brown will review the applications and select a firm. Tom Benton reported at the recent Miami Shores Property Owners meetings that the sewer project is now expected to be completed by Thanksgiving. Active construction cannot begin on the Library project until the sewers are completed and the Library’s septic tank is deactivated.
  • Miami Shores History Tour: The Fine Arts Commission will consider whether to participate in the Miami Shores Historical bus tour approved by the Library Board in the October 2016 meeting.
  • Other Items
  • Children’s programs: A proposal for the "Girafly: Spanish for Kids" program was received. The program teaches Spanish to pre-school children. The cost per session is substantially lower than the current Spanish language program, Tangerine. The Girafly representatives will be asked to do a sample program before determining whether or not to engage them. They offer four levels of programs: Mommy & Me, Level 1 [ages 1-5 years]; Level 2 [ages 6-10], and a Reading & Conversation Club. The Board is specifically interested in the Mommy & Me and Reading & Conversation Club programs. Ms. Brown will ask for references for the Girafly programs.
  • Adult program updates: Attendance has been unexpectedly light for the Film Series. Ms. Brown will contact O Cinema to enquire if they would be interested in partnering to advertise the series via their email list. Social Media marketing for the series will be increased. The Unity 360 Community Race Dialogues sessions have been well attended; the last session will be in December. The Oriental Medicine & Meditation Series will be held throughout November by Dr. Gaston. Library staff will begin conducting workshops on the new Overdrive e-book/e-audio/e-video platform. Local author Suzanne Sir will present her new mystery, Murder in the Shores: We Clean Up!, on Nov. 17th. A workshop on Elder Law and Medicaid will be held in December.
  • Announcements
  • Cheryl Gowing reported on the Community Alliance meeting. The Village Winterfest will be held on Friday, Dec. 2, 2016. As usual, Alliance members are asked to help support the program by donating juice and cookies. Members are also asked to bring unwrapped gifts for children to the December Alliance meeting for the DCS Holiday Toy Drive. The gifts will be wrapped by DCS students and distributed to needy children in the area.
  • The Miami Shores Village Volunteer Reception will be held at 6:00pm, Dec. 14th, at the Miami Shores Country Club.
  • The Board meeting and Library Staff Thank You Breakfast will be held on Dec. 14th at 8:30am, with Board members supplying breakfast items. The Board is asked to indicate via email what item they will bring to the meeting.


Meeting Adjourned at 10:00 am.

Respectfully submitted: Cheryl Gowing, Secretary