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2020-10-21 MinutesMeeting of the Board of Trustees Wednesday, October 21, 2020 Brockway Memorial Library Reference Room The meeting called to order at 8:35 a.m. Present were Michelle Brown, Library Director, President, Kathleen Redmond, Vice President, Christine Gay, Cheryl Gowing, Laura Farley, and John Camp, Secretary. Public Comment: None Presentation: Library Director Brown presented the 2019-20 annual report. Ms. Gay moved to accept the report as presented, Ms. Gowing seconded, and the motion passed. Guests: None 1. Approval of the Minutes of the March meeting: Ms. Redmond moved to approve the minutes; Ms. Gay seconded. The motion passed. 2. Community Alliance Report: Ms. Redmond attended the Community Alliance Meeting and presented the report. 3. Annual Report: The Library Director presented the 2019-2020 Annual Report, which incorporates statistical information from June 1, 2019 through May 31, 2020. Ms. Gay moved to accept the report as presented. Ms. Gowing seconded the motion, and the motion passed. 4. Financial Report: The Library had unexpected expenses in the spring and summer as a result of the coronavirus pandemic – hand sanitizer, the installation of plexiglass dividers and other retrofits to ensure patron and employee safety. Additionally, the Library incurred expenses necessitated by the tenting of the building for termites. Nonetheless, the Library came in at 93% of expenses for the year. The Library closed out the year with 41% of expected revenue. It realized $400 for Memorial Day donations and $117.60 on used books sold through Better World Books. Additionally, the Library received a $2,500 SEFLIN award for digitizing the Library’s archive collection and a Miami Shores Alliance grant in the amount of $2500 for summer programming, which the Library used for virtual summer programming and will continue to use for children’s programs throughout this fiscal year. Ms. Redmond moved to accept the Financial Report and Ms. Gowing seconded the motion. The motion passed. 5. Circulation Report: Between March and September 30th, the Library circulated 15,151 items and 2,000 holds were placed. Circulation is approximately half of the previous year, although holds are three times the prior year. The Library added 515 adult items, 314 children’s items, and 147 media items. Approximately 2,000 outdated books were weeded from the collection, mostly adult non-fiction, and DVDs (movies not checked out for five years or more (excepting “classics”). Staff repaired 1,494 items. The Library has not archived any items digitally during this period because the archivist could not enter the library because of COVID restrictions. The Library added 35 patrons during the Library closure between March and October 2020. Total patron count is currently 6,461. 6. Old Business: None 7. Other Items a. Virtual Summer Program Report: Brockway partnered with SEFLIN and Page Turner Adventures, a live and virtual storytelling and theater team. The Library presented 57 programs over 10 weeks, and over 3500 patrons watched the programs. 2 b. Pandemic Response Report: The Library was officially closed on March 23rd as part of the Village’s COVID quarantine. The Library remained completely closed between March and May. The Book Drop was re-opened on May 18th, and on May 26th, the Library began offering curbside pick-up four days a week. Safety measures have been implemented as follows: All employees wear masks and gloves when handling books. All returned books are quarantined for three days, then re-shelved by staff. There is a separate cart for each day of the week, and books are spaced apart on the cart consistent with best practices of other libraries. High demand items are not quarantined but are sanitized before being put back into circulation. During the period between March and September, the Library suspended all late fees. Of the nearly 2,000 titles that were outstanding at the beginning of the quarantine, fewer than 100 have not been returned. c. Proposed Library Re-Opening – A plan for re-opening the Library is being developed with the Village Manager, the Village Attorney and the Chief of Police. The Library plans to follow the re-opening procedures and protocols used by the Miami-Dade County Public Library System. 1. There is currently no date set for re-opening. The Village Manager and mayor are monitoring the Centers for Disease Control COVID numbers and trends and the re-opening decision will be based on those numbers and trends. 2. Social Media Announcement – The Library plans to announce the re-opening via existing social media platforms. 3. Protocol – Admission to the Library will be limited to residents and cardholders. The Library has prepared a sample patron notice setting forth the public safety measures in place in connection with Library visitation, and Library Director Brown circulated a sample patron notice for review. 4. The Library is planning a phased re-opening – Open to patrons three days a week, curbside pick-up three days a week. d. Construction Update: Construction is currently on hold as the Library and the Village deal with the requirement from the County Fire Marshall for an additional ADA-compliant handicapped ramp. The Library staff and the Village considered a number of alternatives and settled on the existing entrance to the building through the Reference Room on the south end of the building as the most logical location for this second ramp. e. The next meeting of the Library Board was set for November 18th, and it was decided that, because of the pandemic, there will be no holiday breakfast this year. 8. Announcements: 1. Virtual Community Book Discussion: Caste by Isabel Wilkerson – November 14, 1:00 pm (registration required) 2. Virtual Village Kids’ Book Club: The Sign of the Beaver by Elizabeth Speare -- November 18, 3:30pm (registration required) 3. The Library will be hosting a Tween Book Discussion of the young readers’ edition of The Radium Girls by Kate Moore 9. Public Comment: None 10. Adjournment: Motion to adjourn made by Ms. Gay; seconded by Ms. Gowing. Meeting was adjourned at 9:45.