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2022-01-12 LB MinutesBoard of Trustees Michelle Brown, Library Director Christine Gay, President Kathy Redmond, Vice President Cheryl Gowing, Secretary Laura Farley Nancy Frehling MEETING OF THE BOARD OF TRUSTEES Wednesday, January 12, 2022 at 8:30am Brockway Memorial Library Reference Room 10021 NE Second Avenue Miami Shores, Florida 33138 Minutes The meeting was called to order at 8:30 a.m. Present were Michelle Brown, Library Director; Christine Gay, President; Kathy Redmond, Vice-President; Nancy Frehling, and Cheryl Gowing, Secretary. Excused: Laura Farley, PUBLIC COMMENT: None PRESENTATION: None GUESTS: None 1. Approval of the minutes of the November 10, 2021, meeting: Motion to approved by Nancy Frehling; seconded by Christine Gay. Motion Passed. Approval of the minutest of the December 8, 2021, meeting: Motion to approve as revised by Kathy Redmond; seconded by Nancy Frehling. Motion passed. 2. Community Alliance Report – Nancy Frehling attended the Alliance meeting via zoom, reporting that most events are being cancelled or postponed. The Plaza event on Dec. 11th was a success and could serve as a model for future events. The Community Alliance Grant season is in question due to the limited ability to fundraise. For the time being, there will be no hosting of Alliance breakfasts at the meetings. 3. Financial Report: Ms. Brown reviewed the financial report through Dec. 31, 2021. The Library is at 29% for expenses, an appropriate level for the first quarter. The library received $47.50 from the December yoga program. Motion to approve the financial report by Kathy Redmond; seconded by Cheryl Gowing. Motion passed. FY23 Capital Plan & Facilities updates:  Ms. Brown was asked to start working on the FY23 Capital Plan, including a 4-year projection.  Ms. Brown met with the new Public Works Assistant Director Frank Ruiz to review capital projects. He mentioned there may be funds that could be targeted towards proposed capital projects now. These include:  Front doors – It’s been about 15-20 years since they were refinished. They are worn at the bottom and need varnishing.  When the construction handicap ramp is removed there may be some damage to the front porch. Broken tiled may be fixed by Stobs Construction, but we may want to retile the porch and steps, trying to save the original coral.  FY23-27 Capital plan  Update the windows facing 2nd Ave to impact windows with matching blinds.  The roof is over 20 years old. The flat areas are repairable, but the barrel tile for the main portion has had leaks in Children’s area and needs to be redone.  Women’s & men’s restroom update  Send any other ideas for theFY23-27 Capital Plan to Ms. Brown.  The Village identified the need for a library generator after the last major hurricane and is investigating a purchase/installation.  The Main AC system, replaced seven years ago, is out of warranty and continues to malfunction and need repair. The Village wants to replace the system; estimated cost of approximately $20k.  Once the new carpet is laid and the new Children’s wing completed, the rest of the library interiors will need to be repainted. The Library will repaint this year if there are sufficient funds remaining at the end of the fiscal year.  The Library will consider a furniture refresh for the pieces in front of the fireplace to match the new carpet.  Village painters were hired to do exterior painting. They will pressure clean the roof and trim work and repainted sometime in the next couple of weeks.  Motion to approve the preliminary list of items on the FY23-27 Capital Plan by Nancy Frehling; seconded by Cheryl Gowing. Motion passed. 4. Circulation Report: There were 2151 circulations of library materials in December and 67 holds. Copies added: 97 adult titles, 63 youth, and 16 media. Fifteen donations were accepted and 20 titles weeded. Seventeen new patrons were added in December: 4 Adult residents, 5 child residents, 2 adult non- resident, and 6 child non-resident. There are currently 6703 registered library patrons.  Volunteer Ms. Hynes spent 15 hours doing research for archival requests and completed a copyright course. She has completed the volunteers hours require for the SEFLIN digitization grant.  Social media counts for December are not available as the Village’s Social Media/Communications Specialist resigned. Ms. Brown is closely monitoring social media activity to ensure library programs are posted on the Village sites. The Board indicated they would like to continue to receive statistics on library social media activity when available.  Digital collections: 258 checkouts on Overdrive; 44 digital magazine checkouts; no searches on Ancestry; 12 searches on Mango Languages. A Patron has requested the library subscribe to Newspapers.com. Ms. Brown is investigating the subscription cost for next FY, as well as costs for online access to Ancestry.com.  In-person service: 1668 patrons 5. Old Business  Construction Update – NTP Issued for South Ramp o The Village has issued a formal notice to proceed with the South Ramp. Mr. Stobs noted he is not receiving emails – an issue the Village is addressing. The Village is waiting for cost estimates from Stobs before starting architectural drawings and permitting for the ramp. Construction is otherwise going well. The dry wall, ceilings, and coral façade are all in place. The furnishings are expected to arrive on time. The Village is checking if the project can leave temporary front ramp in place in order to obtain a temporary Certificate of Occupancy before the south ramp is completed. o As per request to Senator Frederica Wilson on behalf of the Biscayne Chapter of the National Society of Daughters of the American Revolution, Cheryl Gowing received a flag flown over the US Capitol to be donated for the opening of the Children’s Wing.  Ms. Brown is looking for a large photo of donor Johnny Winters to put in the exhibit case honoring his life and many contributions to the community.  The Library received a wood and glass display case donated by MTC. Janet Perez’s husband re- varnished and waxed it prior to placing it in the Archives Room. Library staff are reorganizing the layout of the Archives Room to better showcase the collection highlights. 6. Other Items  Departmental Strategic Plans: as part of the Village’s Master Strategic Plan, each Village department has been asked to develop plans for their unit. Ms. Brown shared a library overview and draft goals and future initiatives, including: o A brief history of the library, staffing; mission statement; recent accomplishments; fun facts o Overarching goals as noted in the Brockway Library Policies o Future initiatives, such as expanding awareness and access to Library programs and services; introduce intergenerational programming; continue the digitization and cataloging of the Village Archives; identifying educational/enrichment needs in the community for future programming, utilizing local experts where possible; update the library website to improve access to services and use of the library catalog; refurbish aging areas of the main library as budget allows. o Other potential initiatives: Ms. Gowing proposed an ILS [integrate library system/catalog] migration, should be considered in the future once the Libraries physical plan needs have been addressed.  Ms. Brown and Ms. C. Gay are preparing a letter to the Village Council regarding the Library’s extended Saturday hours pilot and a recommendation to formalize Saturday hours from 9am – 3 pm, noting the highest use of the library continues to be from 9am-1pm. President Gay will present the letter at the next Village Council meeting.  Library Carpet: The new wing will use a leaf pattern combined w/ laminate wood flooring. Ms. Brown is considering whether to use the same carpet pattern or a complimentary design, and whether laminate flooring might be introduced in selected areas in the main building, such as in the entry/main desk area, the hallway to the restrooms, area in front of the fireplace, etc. The Board decided to have a quick special meeting on Jan. 20th to finalize the selection of carpet design and where to place wood laminate flooring. 7. Announcements and Special Events  Author Event January 20 at 6:30pm – Dirty Gold by Jay Weaver >>>> TBD postponed  Virtual Composting Workshop – Bound by Beauty January 22 at 10:30am  Storytime with MSVPD – Officer Buckle and Gloria January 26 at 3:30pm  Next scheduled Board Meeting: February 9, 2022 at 8:30am. PUBLIC COMMENT: None ADJOURNMENT: Motion to adjourn by Nancy Frehling; seconded by Kathy Redmond. Meeting adjourned at 9:39 a.m.