Otis Library Hybrid Meeting Minutes
Thursday, March 14, 2024
6:00 PM, Meeting Room*, Otis Library
Sue Brofman, Chair called the meeting to order at 6:06 PM. Members present: Jim Adams (Zoom), Sue Brofman, Tom Burke, Diane Dyer, Susan Ebitz, Brad Havill, Gloria Mamohkin, Carol Reife (Zoom), Donna Rich, and Rosy Crittenden Absent: Donna Rich Celeste Watman.
A motion was made by Tom, seconded by Donna, to approve the February Meeting Minutes.
Tom delivered the Treasurer’s Report. He noted that the payroll had “leveled out” from the previous month. He noted that a “donate” button had been added to the library web site. A motion was made by Sue B., seconded by Susan, to approve the treasurer’s report. The motion was unanimously approved.
Director’s Report: March 2024 – submitted by Brad Havill, Director
Attendance:
• 294 patrons in the last 4 weeks.
• Slow increase
Programming:
• 3D Printing:
o New colors of PLA (Polylactic Acid)
Plant based bioplastic.
Biodegradable
o Working on a chess set and creating new other new projects.
Learning a new platform for slicing and printing
o Working on finding new ways to use it for programming/outreach/networking.
• Book Club:
o Resumes next Thursday.
o Book for April is available.
• Cookbook Club:
o Last month was a little smaller group.
o This month we have several new people.
o The idea has been floated about doing an evening cookbook club as well.
• Museum Passes
o We have started renewing museum passes for the year.
o 147 uses since we started tracking (mid-July)
Clark, MoCA, Rockwell, Berkshire Museum most used
Numerous uses this calendar year
Programming Assistant:
• Little interest so far, has been posted on MBLC since Feb.
• Nothing from Simmons.
New:
Library Fair:
o We sent out form last Friday.
o Already have responses from vendors
• Kerry will be back this Saturday. She asked me to extend her thanks to the board.
• Marketing:
o Begin thinking about how we want to brand the new library. For a logo, bookmarks, etc! Tom suggested a logo contest.
A motion was made by Tom, seconded by Donna, to approve the Director’s report. The motion was unanimous.
4. Old/Ongoing Business
Small Population Grant (SPG) – Sue B. reported that Brandi and Brad have been working on the grant application that must be filed by the town by 4:00 PM 0n May 31,2024. Two articles directly impacting the library will be on the warrant for the town meeting. The first question asks voters to approve of the town accepting the grant monies and moving forward with the new library should the town be awarded the Small Populations Grant. The second, asks the voters to certify votes for local approval and appropriations for application and Planning and Design phase of the Small Populations Grant. The $150,000 requested from the town for the Planning and Design Phase of the grant will be returned to the community if the Otis Library is not chosen as one of grant recipients.
Sue also shared that search for other grant possibilities should begin in earnest. Jody Shafirof‘s visit and list was referenced as well as Berkshire Taconic as grant sources. Hopefully, more state and federal grants will be available. We will also be looking into energy grants.
The choice of the second site was discussed. Sue B. and Diane went to visit an 18-acre site in East Otis that the owners are willing to sell to the library for $400,000. They are also willing to wait to sell this property to other buyers pending notification in October 2024 that the Otis Library has been awarded a Small Population Grant from MBLC. A stipulation of the MBLC Small Population Grant is that the reimbursement from the grant covers space for the library, parking, and a pavilion. The reimbursement will not cover a playground or nature trails. Diane and Sue discussed this with Larry Gould who said this might not be a problem with the community as East Otis is a population center, and this might make an excellent site for a new library. The Board agreed to discuss and vote on specific sites at the next board meeting.
Marketing – Sue proposed that we all look at the Shutesbury Website and model our website after theirs. In a reversal of a previous protocol, it was agreed that flyers would be submitted to Brad for approval and then they could be distributed on the website, social media, town
website, the school and around town.
Otis Library Fair – The Library Fair will be held on Saturday, July 6th on the Town Green from 10:00 – 3:00 PM.
Committees: Otis Library Fair: Chairs and Co-Chairs are in parenthesis
Vendors (Lois) – Susan will post the vendor flyer on social media
Publicity (Tom)
Food (Susan B. & Tony) – Tony wants to make Eggplant Rollatini this year.
Raffle (Celeste & Susan) – Susan shared the suggestions for the raffle (See Below) ** In the ensuing discussion trustees felt that the $20 was too much for an individual raffle ticket. It was also brought up that people might want to buy tickets for individual items. Donna received confirmation that Ken Packie would be donating a carving. Jim will check with Jacob’s Pillow to see if they will donate a gift certificate. Trustees and staff who wish to may contribute a basket for the raffle. Celeste and Susan will consolidate this feedback and come back to the board for a vote at our next meeting.
Family & Children’s Activities (Donna & Susan E.) – Entertainment provided by BTG Productions including a husband-and-wife team providing pirate and magic show, balloon twisting and face painting from 11:30 – 2:30. The cost is $680. Sgt. W. of the Otis Police force has managed to secure the Copsicle truck to provide free ice cream to the kids.
Bake Sale (Diane & Gloria) – Gloria will advertise in the Otis Observer. Rosy’s tents will be used to keep the sun off the baked goods.
Book Sale (Friends of the Library) Rosy is coordinating the sale set to take place on Saturday, April 20th. Any books not sold will be categorized and stored for the library fair. Donations of books, games, puzzles, and crafts are being accepted.
Set -up/ Clean up (All)
Parking (Jim E. Robert R, & Dimitri M.)
Other – Diane brought up Larry Southard as an entertainer, but no decision was made.
5.New Business:
Tech at the library – Jim would like to see the return of computer classes.
FYI: Director’s Evaluation – pick up at the library after 3/21, return by 4/11
Shared table at the Farmer’s Market – All agreed this was a promising idea. Susan will let Stephanie know.
Children’s Activities (Susan) – Susan and Donna will reinstate the StoryWalk using books that have been featured previously. We are Water Protectors will be featured in April. Susan and Margie Kline would like to cofacilitate a story hour for children from birth to age 4 and will discuss with Brad.
Items for April Agenda
Other
At 8:04, Susan E. made a motion to adjourn the meeting, seconded by Tom. The Board unanimously approved.
Respectfully Submitted,
Susan Ebitz, Secretary
Next Meeting: March 14, 2024
Future Meetings: April 11, 2024, May 9, 2024, June 13, 2024
Future Meetings: March 14, April 11, May 9, June 13, July 11, August 8, September 12, October 10, November 14, December 12, 2024
**Otis Library Raffle Subcommittee Report – submitted by Celeste and Susan, 3/11/24
GOAL: We have the following goals for this year’s raffle at the fair
1. To build on the success of last year’s raffle and make more money this year
2. Create excitement about the library as a community event.
3. Make sure our tickets are affordable to all members of the community
4. Consider the ticket holder when making decisions
We propose that we set a target of selling two hundred raffle tickets at $20 each. The grand prize would be a 50/50 cash split between the library and the winner. If we sell two hundred tickets, we will earn $4000. The grand winner would receive a check for $2000 to do as they please. The more tickets we sell, the more money a fair participant and the library earn! Who does not like cash? Last year, our raffle made $1266.
GENERAL INFORMATION:
$20 per ticket
Raffle ticket is good for all items – 50/50 cash split and donated prizes.
Pick the ticket for the first prize items FIRST
Ticket sales end at 2:00 PM on the day of the fair.
Raffle items from most expensive to least expensive
Tickets can be sold at the library, by individuals and at the Otis Farmer’s Market
PUBLICITY:
Request raffle items and/or photos of the raffle items be submitted to the library between May 29th and June 1st
Distribute and exhibit flyers displaying raffle items at the library, 2 town hall, 2 at transfer station, Katie’s, Papa’s, Garden Center, Grouse House, Paige’s, Bruce’s, Knox Trail, Otis Poultry Farm, on our library webpage and Facebook page, Otis/East Otis, Connect Sandisfield, Becket and Blanford Community FB groups.
Ask Sandy Balayan to author article for the June Otis Observer (May 15th deadline) about the fair, and raffle.
Ask WSBS radio to cover the fair?
RAFFLE PRIZES: (proposed suggested order for the raffle
Grand Prize: 50% of Raffle Ticket sales
• Ken P. sculpture
• Berkshire Theatre Group tickets
• Jacob’s Pillow tickets
• Case of wine from Domaney’s
• Fishing Lures (Brad)
• Firestick (Paul Gage)
• Gift certificate Grouse House
• Gift certificate Katie’s
• Gift certificate Papa’s
• Gift certificate Knox Trail
• Gift certificate Otis Poultry Farm
• Gift certificate Paige’s
Staff/Trustee Baskets:
• Celeste: Dog basket, and household cleaners/products basket
• Susan: Trader Joe’s Basket
Other: any other raffle donations?