Otis Library Hybrid Annual Meeting Minutes
Thursday, November 9, 2023
6:00 PM, Meeting Room*, Otis Library
Sue Brofman, Chair called the meeting to order at 6:05 PM. Members present: Jim Adams (Zoom), Sue Brofman, Tom Burke, Diane Dyer, Susan Ebitz, Brad Havill, Carol Reife, Donna Rich, and Celeste Watman. A guest joined Zoom for the first part of the meeting.
A motion was made by Tom, seconded by Celeste, to approve the October Meeting Minutes. The motion was unanimously approved.
Tom delivered the Treasurer’s Report. He noted that payroll for October 2023 was 15% higher than payroll for October of A motion was made by Susan, seconded by Carol, to approve the treasurer’s report. The motion was unanimously approved.
Director’s Report: submitted by Director Brad Havill
Attendance:
• Down from the summer but holding steady. In October we are averaging about seventy people per week.
• ILL also reflects the decrease, but we are still getting an average of three bins per week and sending out about the same amount.
Programming:
• Book club: seem to be well attended, we have another on the 14th.
• Cookbook Club: first meeting tomorrow!! We are excited and will have more food than we can eat.
• Lego club: last meeting we was well attended (9 total).
• We submitted several letters of support for programs next year.
• Sunday NY Times. Crossword
• Looking for more programming ideas!!
New:
• Visit to the Erving Public Library – it was a particularly valuable experience. There were numerous things that were discussed about how things were done originally which have since changed, also things to think about as we look forward to building.
• Sue E. and I are hosting a forum for parents of children and teens to discuss how the library can be more of a service to that community. I have sent a message to the president of the PTA and asked if she could read it this evening at their meeting. The event will take place on Nov. 30 @ five in the library.
• I have a few meetings coming up later this month and early next month, including:
o CWMARS users’ council
o MBLC revising display and programming policies.
o CWMARS Cataloging Roundtable
• Legislative Breakfast January 26 @ 8am at the Milne Library (Williamstown)
A motion was made by Tom, seconded by Carol, to approve the Director’s report. The motion was unanimously approved.
4. Old/Ongoing Business
Small Population Grant – There was discussion and clarification concerning the certification deadline of June 16, 2024. The town, at either the annual meeting or during a special town meeting, must certify that it would be willing to pay $150,000 towards the initial planning for a new library. The town would pay this $150,000 ONLY if selected as a recipient of the Small Population Grant. Sue B. has been in conversation with Larry Southard as to the best way to approach the town with this request.
Strategic Plan – Susan shared a proposed Action Plan for FY 2025. The action plan is due December 1, and is part of the current Strategic Plan. A motion was made by Susan and seconded by Diane to accept the proposed Action Plan and any other additions if they were submitted by November 16. The motion passed unanimously.
StoryWalk – “Bear Says Thanks” by Karma Wilson and Jane Chapman through November 3O. Lyn O’Brien and Susan have had a conversation about making the Farmington River Trail more accessible. Brad, Donna, and Susan will continue to work on this as part of the FY 24 and FY 25 Action Plan.
Book Club – Nine Parts of Desire by Geraldine Brooks, Hybrid, Otis Library and on Zoom on Tuesday, November 12th from 4:00 – 5:30 PM, facilitated by Carol Reife. December’s offering is The Covenant of Water by Abraham Verghese. The library will not be able to get copies of this book because it is so current. Participants are urged to buy and “share.”
Donna and Susan reported that the Library Trunk or Treat entry of “Carve Out a Good Time for a Book” was very well-received. Robert Rich was acknowledged for his help with the display. The library and Susan donated books for distribution, and Gloria, Rosy, Sue B., Susan, and Tom donated candy.
5.New Business:
Annual Election of Library Officers: Before the vote, Sue B. highlighted the extensive list of the accomplishments of the preceding year and praised both the Board and Staff for making it happen. Sue B. was acknowledged by all for her leadership during the past year. Diane nominated Sue B. for Chair, seconded by Susan and the motion passed unanimously. Sue nominated Tom for Treasurer, Carol and Tom seconded the motion and was unanimously chosen to be Treasurer for the coming year. Carol nominated Susan for Secretary, the motion was seconded by Celeste, and the motion passed unanimously.
Library Director Evaluation: Carol, Donna, Gloria, and Susan met to review and adapt the MBLC materials to construct an evaluation to be used to assess the Director of the Library. The subcommittee suggested that all Board members independently complete this evaluation. This evaluation will be distributed at the April 11th monthly meeting. An evaluation subcommittee could then meet to collate the results. Tom made a motion to accept this recommendation, Diane seconded it, and it was unanimously passed. The evaluation subcommittee will include Carol, Sue B., Susan E., and Tom.
Brad shared a proposed draft job description for a part-time program & outreach assistant. He knows someone who has experience in this area and would like to approach this individual. There was significant discussion as to the hourly wage ($18 – $20 range) and number of hours (6 -10 hrs. weekly) with no consensus or motion at this time. Brad will describe and ask this individual if they are interested in this work and get back to the board.
Publicity/Advertising Protocol: Brad will take over creating and distributing flyers to promote events at the library except for StoryWalk Flyers. He will distribute Fliers to Otis Library Website and Library Facebook page, Otis Town News, Otis Observer, Farmington River Regional School Newsletter, and make four copies of each flyer to be posted in the front and back of Town Hall, and two laminated copies to be posted at the town transfer station.
Appreciation: The Board and Staff agreed that during this season of Thanksgiving that a card and gift card be sent to Kathy Bort for her transformative contributions to the Otis Library. Kathy is now living in eastern Massachusetts and an “in-person” retirement party is not feasible.
Holiday Get-Together: Sue B. graciously offered her house for a celebration of the holidays and work accomplished by the Board and Staff. After some discussion It was decided to support the Grouse House, a local business that has supported the library. This gathering will be the December 14th sole agenda item.
Other:
1. Celeste offered to share her extensive Barbie Collection for a future display. There was discussion about an appropriate display case.
2. Diane suggested a way to bring in teens was to feature a display of their original art.
Both ideas were warmly received.
At 7:50, Tom made a motion to adjourn the meeting, seconded by Susan. The Board unanimously approved.
Respectfully Submitted,
Susan Ebitz, Secretary
Next Meeting: December 14, 2023
Future Meetings: January 11, 2024, February 8, March 14, April 11, May 9, June 13, 2024