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2022-05-11 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, May 11, 2022 Minutes The meeting was called to order at 8:44 a.m. Present were Michelle Brown, Library Director; Christine Gay, President; Kathy Redmond, Vice-President; Laura Farley [via phone], and Cheryl Gowing, Secretary. Nancy Frehling, excused. PUBLIC COMMENT: None PRESENTATION: The presentation by Büro Miami, a co-working firm was cancelled. 1. Motion to approve the April 13, 2022 minutes as revised by Kathy Redmond, seconded by Christine Gay. Motion passed. 2. Community Alliance Report: Laura Farley reported on the May 4th Community Alliance meeting sponsored by the South Florida People of Color. Mayor Harris reported that the Village hoped to have more funds allocated for infrastructure improvements based on the Florida Legislature’s recent budget approvals. She mentioned library events and how well they are attended. Sarah Johnston is the new Village attorney. The Mayor’s Brunch raised approximately $70,000, with a balance of $60,628.17 remaining after expenses. Community Alliance grants will be awarded on May 27th. The Friendly Villagers group have a Memorial Day check to contribute to the Library. 3. Financial Report: Director Brown noted there have been no unforeseen expenses. It was noted the Library received funding in support of the Edwidge Danticat event from Representative Dottie Joseph and Councilwoman Katia St. Fleur, but it’s not clear how that will be recorded in the budget. Line 31 for Professional Services is at 73% due to additional employment screenings. Line 55 for Training is also at 76% in support of FLA attendance for Librarians Frances Walsh and Brenda Holsing. It was noted that $1000 is being held in reserve in line 48000/Promotional Activities for the Grand Opening of the new wing. Revenue from yoga classes in March was $47.50; $67.50 in April. Motion to approve the financial report by Cheryl Gowing, seconded by Kathy Redmond. Motion approved. 4. Circulation Report: See Attached. Director Brown noted that volunteer archivist, Kimberly Hynes , was very helpful in supporting the Library’s Green Day efforts. Ms. Brown has asked that a part-time archivist position be included in the new budget cycle to keep digitizing documents and conducting research at ca. 15 hours per week. She has also requested the Village conduct a salary review for the library assistants who have not had raises for several years. 5. Old Business a. Construction Update: The new ramp has passed the first level of County approvals and is now in review by the city. No further work has been done on the wing despite assurances by Stobs that the interior work would be completed. A call box will be installed at the front desk on Sunday, May 15. This will put a doorbell at the back door, but it will ring in the front desk. As part of this work, wires behind the front desk will be trenched under the ground in anticipation of new carpet and to prevent further tripping hazards. Christine Gay recommended the Board solicit sponsors for the Grand Opening and it was noted there are now a number of new businesses on NE 2nd Ave. that were not part of the original fund- raising efforts. A special meeting will be set up to plan for that event, which will be considered as part of the Village’s 90th Anniversary celebrations. b. Historic Designation for Library: Discussion tabled until the full Board is present. c. Room Rental Policy for new wing. The Board began the revision of the Room Rental Policy to accommodate the North Event Room in the new Children’s Wing. Director Brown will find out if the Rec Center uses a standard waiver of liability for their room rentals. We will want to add a liability waiver to the request form. The new Village attorney will also need to review the document. 6. Other Items a. Policy Review: The Board will hold special meetings to complete the review of the Board Bylaws and policies to ensure compliance with current ordinances. Director Brown will send a meeting invite for a special meeting for 8:30am Friday, May 20th. b. Annual Report: Director Brown is preparing the annual report to be presented at the June 21, 2022 Village Council meeting by Board President, Christine Gay. The Board will review the report at the June 8th meeting. 7. Announcements a. MidCentury Modern Architecture Tours: May 14th and 21st at 2:30pm b. Celebration of Haitian Flag Day: May 18th 11am history talk/exhibit and 4pm storytime c. HistoryMiami’s Paul George: MSV Homes, May 21st 10am with coffee and refreshments d. Next scheduled Board Meeting: June 8, 2022 at 8:30am. e. Library Board presentation of Annual Report to Council/Board Appointments: Tuesday, June 21, 2022 at 6:30pm PUBLIC COMMENT: None ADJOURNMENT: Motion to adjourn by Christine Gay, seconded by Cheryl Gowing. Meeting adjourned at 9:56 am.