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2021-09-08 LB MinutesBoard of Trustees Michelle Brown, Library Director Christine Gay, President John Camp, Vice President Cheryl Gowing, Secretary Laura Farley Nancy Frehling MEETING OF THE BOARD OF TRUSTEES Wednesday, September 8, 2021 at 8:30am Brockway Memorial Library Reference Room Minutes CALL TO ORDER: The meeting was called to order at 8:02 a.m. Present were Michelle Brown, Library Director, Christine Gay, President, Laura Farley, Nancy Frehling, and Cheryl Gowing, Secretary. John Camp, Vice-President, was excused. PUBLIC COMMENT: None PRESENTATION: None GUESTS: None 1. Approval of minutes of the June 9, 2021 Meeting and the July 27, 2021 Special Meeting: Motion to approve the minutes as written by Christine Gay; seconded by Laura Farley. Motion passed. 2. Community Alliance Report: Nancy Frehling reported the MSCA meeting took place in-person at the Community Center with ca. 15-16 member organization representatives present. Each were given an opportunity to present on current and future activities. It was noted that Ms. Frehling will not be able to attend the Nov. 3 MSCA meeting, so will need someone else from the Library Board to attend. 3. Financial Report: Due to the summer hiatus, the financial report covered the months of June-August 2021.  September is the last month of the current FY. Ms. Brown noted that a number of lines remained under/unspent due to the pandemic, including travel, education, postage, and programming, totaling at least $10,000. Since the construction budget is currently over budget. Ms. Brown asked the Finance Director to roll over the unspent library funds to be applied towards the construction overage. This is a matter that must be approved by Village Council at the final budget hearing on Sept. 23rd. Motion to have Ms. Brown request the Village Council transfer the unspent library budget funds towards the library construction budget overage made by Cheryl Gowing; seconded by Christine Gay. Motion passed.  Sales of discarded library & gift books via the Better World Books program earned $134.45 this past year.  The impromptu Scholastic Book Fair held in August had low attendance and did not earn enough to retain the earnings as per the program, however the Library did earn $1075.88 in “Scholastic dollars” good toward future purchases via Scholastic.  Motion to accept the Financial Report by Christine Gay; seconded by Laura Farley. Motion passed. 4. Circulation Report  Over June- August, the Library circulated 11,075 items, with 471 holds placed on materials  110 donations were accepted and added.  114 items were weeded from the Juvenile non-fiction and misc. collections; 239 items were repaired or replaced.  70 new patrons were added (40 adult residents, 12 child residents; 8 adult non-residents, 10 child non- residents). Total patrons are now 6,621.  Digital magazines - There was an increase in usage through the Overdrive platform vs RB Digital  Curbside service - only 3 ; delivery to 2 home-bound patrons  Added Sat. hours - - need to do head counts. This is a long day for staff, so thinking of splitting in 2 shifts.  There were the 58 programs offered over the summer with a total attendance of 3,045. This includes 125 children who registered for summer reading packets, 242 children who attended the weekly story time sessions by Ms. Holsing at the Miami Shores Summer Camp. The virtual Book Club has been very successful with strong attendance. The virtual Page Turner Adventures program offered thru SEFLIN had 2,502 participants despite a more complex access protocol. The Virtual Village Kids Book Club continues to be successful, with 32 children reading in the club over the summer. 5. Old Business  Construction Update: Stobs Construction has started to break through into the existing wall. Due to supply shortages and other construction changes, the expected completion date is October/November. The grand opening event will likely occur in the New Year. The donor board orders have been placed. There has been a great response to ordering commemorative leaves for the donor tree, so this fundraising program will continue as it is easy to add more leaves to the design.  Ms. Brown was able to intervene in several unplanned design changes ensuring that bookshelves would not be replaced by Formica cabinets and the upper opening between the Children’s Room and the Adult stacks would be filled in with drywall. One issue yet to resolve concerns plans to remove the side windows of the Children’s room due to the use of the back door stairwell as a designated ‘area of refuge.’ Further investigation with the architects, Stobs Construction, Building & Zoning, and the Fire Marshall is needed determine if an alternate solution can be found.  Ms. Brown is waiting for Stobs to supply updated construction budget numbers in time for the Sept. 23, Village Council meeting. 6. Other Items  Cheryl Gowing will create/install a display for Constitution Week.  The Library has welcomed several new part-time staff members: Anna Ashley [morning], Brandon DelCarmen, Goran Soto, Lily Stafford [front desk morning]. One opening remains vacant for evenings. The complete turnover of the Library’s five part-time staff over the past two months has required significant time spent training and shadowing full-time staff. The Senior staff are currently rotating working nights and weekends to ensure coverage and provide training for the new staff.  The Artisan Fair and Green Day 2021 were cancelled due to Covid concerns. The Library may reschedule the Artisan Fair for spring 2022.  In-person meetings of the Garden Club, Book Clubs and Children’s programming have resumed. A “STEM” mobile truck will visit once a month to provide supervised science project activities for up to 30 children working outside the truck. 7. Announcements  Please refer to the September 2021 calendar for the mix of in-person and online events.  Next scheduled Board Meeting: October 13, 2021 - 8:30 am  September Budget Hearings: First Hearing – 9-13-21 at 6pm; Final Hearing – 9-23-21 at 6pm. The BML Board is asked to be present, if possible. PUBLIC COMMENT ADJOURNMENT: Motion to adjourn by Cheryl Gowing; seconded by Nancy Frehling. Meeting adjourned at 8:52 a.m.