Library Board of Trustees Minutes, October 12, 2016



Wednesday October 12, 2016 at 9am

Brockway Memorial Library Conference Room



The regular meeting of the Board of Trustees of the Brockway Library was called to order at 9:04 by Chair Donna Hurtak. Present: Michelle Brown, Library Director; Board members Chair Donna Hurtak, Toni Downs, Laura Farley, Cheryl Gowing, and Henry Harnage.




PRESENTATIONS: John Bachay – Local History Tour Proposal

John Bachay, a long-time Miami Shores resident, addressed the Board with a proposal requesting sponsorship of a Miami Shores historic walking and/or bus tour. Mr. Bachay, a former member of the Miami Shores Historic Preservation Board, has served as a volunteer tour guide for the Miami Beach Design Preservation League and conducted MIMO [Miami Modern] tours of the Upper Eastside and Belle Meade areas. The tour would be held in the Spring and last approximately 90 minutes, beginning at MTC [Miami Theater Center] on 2nd Ave., routing through various historic points and Shores founders’ homes, ending at the Brockway Library. A motion to approve the Library sponsoring the tour using programming funds was made by Cheryl Gowing and seconded by Toni Downs. Michelle Brown will investigate the cost of using a bus from the Recreation Center and contact the Fine Arts Board to see if they would be interested in co-sponsoring the tour.


              1. Approval of minutes of the last meeting: Motion to approve the minutes of Sept. 14, 2016 meeting made by Henry Harnage, seconded by Toni Downs; motion passed. Motion to approve the minutes of the special meeting of Sept. 30, 2016 made by Toni Downs, seconded by Donna Hurtak; motion passed.

      2. Financial Report: Michelle Brown presented the financial report for the end of the fiscal year. She noted the Library came in under budget and made more this year in fines, resulting in higher revenues. Parking Meter collection totals will be provided at the next Board meeting, as Public Works was unable to collect the meter revenue in time for the financial report. Ms. Brown was requested to include the Children’s Wing accounting in all financial reports, even when there has been no activity during the preceding month. Motion to approve the financial report made by Henry Harnage, seconded by Toni Downs; motion passed.


      3. Circulation Report: Circulation Report was presented. Circulation figures were slightly lower than the previous month due to holiday closures and Hurricane Matthew. Thirty-nine patrons were added, including ten added during the Artisan Fair.


      4. Old Business

      • OverDrive: The new e-book/e-audio/e-video platform is now available to library patrons and advertising of the new service has begun. A special mention will be included in the November Miami Shores Newsletter. Catie Farrington and Anne Robertson of the Library staff will conduct informal drop-in workshops for residents to assist them in setting up and using the new platform. OverDrive workshops will be held on Monday, Nov. 14th from 6-8 pm, Friday, Nov. 18th from 10am-noon, and Saturday, Nov. 19th from 10am-noon.
      • Bolton Recognition Event: Cheryl Gowing has not yet contacted Mr. Bolton to arrange for his mother to come to the Library to formerly recognize the Bolton Family donation to the Children’s Wing Project.
      • Arbor Day Project: Children from the Presbyterian Church School, Miami Country Day School, and community leadership will plant a tree at the Library at 12:30 pm on Wed., Nov. 16th as part of an Arbor Day Project. The tree will be provided by Miami Shores Public Works and paid for by the schools.
      • Hurricane Matthew: It was noted that extensive preparations are needed in the event of a closure due to an imminent hurricane, such as covering equipment, disconnecting fire alarms, etc., making it a challenge for staff to complete such preparations if normal hours are maintained immediately before the closure. A motion to authorize the Library to close by 5 pm at a minimum in the event of a hurricane threat to allow sufficient time for emergency preparations of the building was made by Cheryl Gowing, seconded by Henry Harnage; motion passed. Ms. Brown will review the preparation list with Scott Davis, Public Works Director.


      • Archival Storage: Staff are in the process of reboxing some of the Library’s archival materials into preservation quality enclosures.


        5.  Other Items

                • Program Proposal - Writing group for Women: Dr. Carol Hoffman-Guzman would like to host a writing group for women at the Library. She has been doing similar programs in other locations. The Board expressed concern about restricting membership of the writing group to women and asked for further details.
                • Program Proposal – Support Group for New Moms: Shelly Orlowsky, a local clinical psychologist has asked to locate a support group for new mothers at the Library. The program, focused on mothers of children 0-6 months and 6 months up, is currently based in North Miami and has outgrown its current location due to increased attendance. The Board referred Ms. Orlowsky to the Recreation Center and local churches, as the program was viewed as more of a social service program and does not meet the Library’ programming guidelines.
                • Artisan Fair Feedback: The Artisan Fair attracted a steady stream of over 200 visitors. Comments received indicated that both vendors and attendees enjoyed the venue, the warm welcome provided by library staff, the music, and the variety of vendor offerings. There were 28 vendors, earning the Library $980 from the table fees, resulting in a profit of $730 for the Library Trust after the musicians’ fees were paid.
                • Friends of the Library: The Board briefly discussed reconstituting a "Friends of the Library" group that could potentially provide a pool of volunteers who could help with events such as the Artisan Fair. There would have to be clear delineation of expectations via a formal bylaws to outline what such a Friends Group would be responsible for and what services or programs would be provided for them. It was determined that if the Library was interested in identifying potential volunteers to assist with various programs, other options should be explored, such as approaching local schools like Doctors Charter and Miami Country Day or local boy/girl scout troops for teens needing community service hours.
                • Youth Services Librarian: The position to fill the vacancy resulting from Anne Kelly’s retirement has been advertised via free channels, however only one viable candidate has been found to date. A motion to authorize the spending of up to $200 from the Library Trust to advertise the position was made by Henry Harnage, seconded by Laura Farley; motion passed. It was suggested that placement services by YALSA [Young Adult Library Services Association] be investigated as a likely venue for marketing the position.
                • Community Alliance: Cheryl Gowing reported on the Alliance members’ positive reaction to the Artisan Fair and their dismay at learning of Anne Kelly’s retirement. Her long service to the community was noted and deeply appreciated.












                6. Announcements

                      • Youth Services Librarian, Ms. Anne Kelly, to retire on October 28th. Open House October 26th-28th 2PM-5PM to say farewell.
                      • Fine Arts Reception rescheduled for October 14th 6:30pm
                      • Unity360 Race Dialogues: October 15th and 22nd 9-11:30am
                      • Green Day – October 22nd from 4-7pm. Brockway Library will have a table on the corner by the Police Station. Cheryl Gowing will provide "READ" bookmarks designed for a coloring activity.


                      PUBLIC COMMENT: None

                      Meeting adjourned at 10:15am.

                      Respectfully submitted: Cheryl Gowing, Secretary