Otis Library Minutes

January 12, 2023, 6:00 PM

 Zoom

Members present:  Kathy Bort, Sue Brofman, chair, Jim Adams, Tom Burke, Diane Dyer, Susan Ebitz, Lois Hall, Gloria Mamokhin, Carol Reif, Donna Rich, and Celeste Watman,

Sue Brofman called the meeting to order at 6:03 PM.

Approval of Minutes

Diane made a motion that was seconded by Donna to approve the December Minutes. The motion passed unanimously.

Treasurer’s reports: Donna made A motion., seconded by Carol to accept the December’s Treasurer’s Report. The treasurer’s report was unanimously approved.

Interim Director’s Report:

Attendance: Gradually decreasing, 12 – 20 people

Acquisitions:  Addition of 3 books, 14 DVD’s, Kathy ordering more books and media

Reports: Kathy agreed to write the Town Report

Susan E. made a motion that was seconded by Gloria to accept the Director’s Report as written. The motion was unanimously passed.

Old/Ongoing Business:

• StoryWalk: FYI “Snowflakes Falling” – up through First week of February.
• Hiring Subcommittee Report: Susan reiterated the goal that the goal of this sub-committee was to work their way out of a job and hire a new director for the library by the time the library is open for summer hours. She summarized the work of the sub-committee: Researching “Director’s Search Resources,” Clarifying Kathy’s departure and requesting elaboration of her hours, considering current staff candidates, Comparative research of other small libraries and their directors, (See attached). Collaborative conversations with staff, other librarians, and Town Administration, acknowledging receipt of a resume from an interested party. Donna shared the “Major Challenges Facing Our Library” that she compiled from input from the board. (See below). Carol shared the timeline for hiring a new director. (Included below.) Gloria presented the board her findings on the cost of advertising. Tom suggested that we not be scared by the price. Kathy asked that when the job posting was ready to send it to her to submit to CWMARS. Gloria will do more research on the cost of ads.
• Small Library Grant: Sue B. informed the Staff and Board that a new grant category has been established by MBLC to fund library construction projects for communities with populations under 2500. Sue noted that both Shutesbury and our participation in the pilot project established a need for this change. To be considered for this grant cycle, a letter of intent must be submitted later this spring including a town official. Libraries chosen for this grant will receive 70% reimbursement from MLBC. MBLC will hold three information sessions to go over the specifics concerning this grant. These sessions will be held on 2/7 from 10 – noon, 2/9 from  2-4, and 2/15 from 10-12. In addition to the sub-committee members (Sue, Diane, Donna, and Tom) anyone is welcome to attend.
• Friends of the Otis Library: Diane reported that she and Rosy met to discuss setting up the group. They will be asking the Otis Cultural Council for $1000 to cover the set-up of this 501c3 group to support the library.

 

New Business:

• Libraries Transforming Communities: Carol shared her research and actions regarding the LTC grant for $10,000 to $20,000 for small, rural libraries to identify, research and implement library programs that would benefit underserved communities. Carol related that she had reached out to the school and Veterans and was told that there was not much need. She visited the senior center and received a warm welcome. Carol will meet with Diane and Susan E. to discuss the feasibility of pursuing applying for this grant.

 

• Five Year Strategic Plan: Sue B. and Tom will join Celeste and Susan E. on this sub-committee. They will meet prior to the next meeting.
• FYI: Legislative Breakfast on January 27, at Simon’s Rock
• Otis Observer: Sue B. suggested that Board members take turns writing a column for the newsletter until a new director is hired to do so.

 

A motion to adjourn was made by Gloria, seconded by Carol. It passed unanimously and the meeting adjourned at 7:15 PM.

 

Respectfully Submitted,

Susan Ebitz, Recording Secretary

Next Meeting: March 9, 2023

Future Meetings: April 13, May 11, June 8, 2023

 

Research into Library Directors of Western MA Libraries under two thousand populations (Gloria)

Towns	State Aid	Dir. F/PT	#Of Dir. Hours	Dir. Educ. Level	Salary	Benefits	Work Experience	Reports to	BLT
Otis	Y	PT	24 Winter 38 Summer	MA	$21 hr.	Five paid sick,	Years	T	?
Blanford	Y	FT	24 hrs.	MSA/MLS	$24 hr.	Sick/vacation/Health	Years	T	Y
Charlemont/ Hawley	Y	PT	17 hrs.	MLS	$17.75	60 hrs. paid vacation	22 years	T	Y
Chester	Y	Interim/ hired through MLBC	18 hrs.	MLS	NA	NA	Years	T	Y
Egremont	Y	PT	21 hrs.	BA Public Relations	$25,745	Health (pays 25% for this benefit) dental, life Ins. Vacation 4 wks.	10 years	T	Y
Leverett (pop. 1865)	Y	PT	25 hrs.	BA, MLS	$27.81 hr.	Health, retirement, holidays, sick leave, and two weeks	1 year	T	Y
Granville	Y	PT	17 hrs.	MA	$21 hr.	None	None	T	Y
Hancock	Y	PT	13 hrs.	BA- retired Library	$19	None	Years- retired Librarian	T	Y
Becket	Y	PT	40 hrs.	BA	$24 hrs.	Two weeks paid	none	T	Y
Tolland	Y	PT	13 hrs.	BA	$ 26 hr.	None	23 years	T	N
Worthington (Private)	Y	PT	20 hrs.	MA	?	None	19 years	Report to corp.	Y

 

Libraries that designate administrative Director’s hours include Granville (7 hrs.), Egremont (6hrs.), Charlemont/Hawley (4 hrs.)

Challenges/Opportunities for New Library Director
January 12, 2023

Short-term Goals – Within first two years

• Assist in implementation of new five-year plan with both short- and long-term goals and with outreach to solicit feedback.
• Expand community outreach. Examples: sponsor book club, coordinate with other town organizations like COA with delivery of books to the elderly and home bound patrons.
• Increase patrons. Examples: teen programs with tech materials, study space, new moms and under-served populations
• Technology needs. Examples: Support staff and problem-solve the use of tech at the library, for teens with gaming systems, iPad (through Melinda Gates org.) and helping seniors with library technology
• Greater use of library space both inside and outside.
• Ongoing fund raising, grants and increasing revenue resources.
• Work with elected officials to promote solutions with our existing library and pursue funds for a new library. Examples: local Boards, MBLC, local, state offices.

Long-term Goals – With-in Five-Years

• Apply for an SLA grant for a new library.
• Fund raising.
• Address the needs of the under-served.
• Overall library collection expansion.

Action Plan for Director Search

 

Task		Deadline	Completed
1.	Hiring policy reviewed	January	January 12, 2023
2.	Acting director appointed:	ASAP	November 10, 2022
3.	Job description reviewed/re-written:	Feb. 7	January 30, 2023
4.	Funds for selection expenses allocated:	Feb 9
5.	Salary range determined:	Feb 7	January 30, 2023
6.	Job posting written: Job posting approved:	Feb. 7 Feb. 9	January 30, 2023
7.	Application Packet Determined	Feb. 9	Feb. 8
.	Advertising placed:	Feb. 15
8.	Screening process determined:	March 1
9.	Application deadline:	March 15
10.	Screening committee recommendations deadline:	April 13
11.	Finalist selected:	May 1