Otis Library Hybrid Meeting Minutes
Thursday, May 9, 2024
6:00 PM, Meeting Room*, Otis Library
Sue Brofman, Chair called the meeting to order at 6:10 PM. Members present: Jim Adams and Patty Strauch, (Zoom), Tom Burke, Diane Dyer, Susan Ebitz, Brad Havill, Gloria Mamohkin, , Donna Rich, and Rosy Crittenden Absent: Carol Reife, Celeste Watman.
A motion was made by Sue, seconded by Gloria, to approve the April Meeting Minutes. The motion was unanimously approved.
Tom noted that $18,000 from the warrant and $6,650 from the Erbe Property site work had been deposited in the library treasury. A motion was made by Gloria, seconded by Diane, to approve the treasurer’s report. The motion was unanimously approved.
Director’s Report: May 2024 – submitted by Brad Havill, Director
Attendance:
• Has been steady. 296 in the past 4 weeks (4,349 fytd)
Programming:
• Literacy Night (Sue E. and Molly)
• Book Club: May 16th
• Cookbook Club: May 17th
• Story Hour: w/Sue E and Margie Klein – Wednesday Mornings
• StoryWalk
• Museum Passes
• Barry Moser: May 29th (Closing early)
• Bruce Mandel: June 15th (Saturday)
Craft Fair:
• 11 vendors so far
Friends Book Sale:
• Successful: raised over $1,500 for the Friends. We continue to get donations (lots of puzzles).
Marketing:
• Constant Contact:
o 791 sent
o 57% open rate (431 opened)
o 34 bounced.
o 8 unsubscribed
Summer Hours:
• Begin May 28th
4. Old/Ongoing Business
Small Population Grant (SPG) –
o Sue B. reminded everyone that that the grant application must be filed by the town by 4:00 PM 0n May 31,2024. The town will vote on two articles directly impacting the library at the annual town meeting on Tuesday, May 21, 2024. 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.
o Susan E. made a recommendation that the board reconsider naming the preferred site of the library be the present site with a Harmony Hall torn down. She cited the fact that many people enjoyed the town building and had fond memories of visiting and using the library. There was agreement on this point but not enough interest to support a motion. Gloria, made the following motion, seconded by Tom; “I move that the preferred choice of a new public library, should Otis be awarded a Small Population Grant be at the Crandall Property off Rote 23. Should this site not be available the secondary site be at 100 Acre Park on West Center Road be used. Diane, Donna, Gloria, Sue, Susan and Tom voted in favor of this motion. Jim voted no citing safety concerns. The motion passed 6 to 1.
Book Sale Report (Friends of the Library)- Rosy reported the event was a huge success! $1,530 in sales from books and puzzles, $30 for the canteen, $200 for the 50/50 raffle. She thanked the Ridge and all the volunteers. This will become an annual event.
Otis Library Fair – The Library Fair will be held on Saturday, July 6th on the Town Green from 10:00 – 3:00 PM. Chairs and Co-Chairs are in parenthesis
Otis Library Fair – Committee Updates
Vendors (Lois) – 11 vendors, Susan will repost signup sheet on multiple community boards on Facebook social media.
Publicity – Susan reported that the Library Fair and Lara Tupper Writing event were sent to the Berkshire Eagle Summer Preview by April 22. Tom said flyers will be posted after June 1st. Sue B. said fliers would be posted in other towns.
Food Sue B. will request donations from Price Chopper and Big Y.
Raffle: The board voted to have two different raffles; a 50/50 raffle that will sell tickets at $10 each with the goal of selling 200 tickets and an item raffle with individuals choosing individual items. The “Item” raffle will offer 3 tickets for $5, 6 for $10, and 12 for $20. If trustees and staff are able, members are asked to prepare a basket or solicit a raffle donation and notify Celeste and Susan or during the June meeting.
Family & Children’s Activities – Entertainment is set, Copsicle Truck coming
Bake Sale – Gloria will send ad to OO, Diane will solicit bakers, Use tents so food won’t melt
Book Sale (Friends of the Library) – Greg Dyer will get a flat bed truck so that books can be moved
Set -up – On Friday, 7/5, Tom and Jay will help Sue set the lines for vendors
Clean up (Everyone) Do we have supplies
Parking (Jim & Robert) – nothing to report
5.New Business:
Director’s Evaluation – Sue B. summarized that 8 out of 9 evaluations were submitted. Brad was acknowledged and applauded for his first year of leadership at the library. The evaluation scale went from 1 (lowest) to 5 (highest). Brad received only 3 3’s, 45 4’s, 7 4/5’s and over 300 5’s. Strengths included outreach and advocacy for the library within the community, program development, and additional opportunities for patrons. The Board of trustees recognizes the difficulty of working part time, with a part time staff and fully supports paying for Zoom staff meetings as Brad deems necessary. Moving forward, the board would like to see more involvement with the budget.
Literacy Night at FRRSD – Rosy and Molly “tabled” at the event. Rosy suggested the library should bring a sign identifying the library. Susan E. reported that the StoryWalk of Henry’s Big Kaboom was well-received. She pointed out that this is a wonderful opportunity for the library to interface with members of the community.
Items for June Agenda
Other – Rosy Crittenton has been chosen to lead the Friends of the Otis Library Group.
At 7:35, Diane made a motion to adjourn the meeting, seconded by Donna. The Board unanimously approved.
Respectfully Submitted,
Susan Ebitz, Secretary
Next Meeting: June 13, 2024
Future Meetings: Library Fair, July 6th, 10 – 3, July 11, August 8, September 12, October 10, November 14, December 12, 2024