Otis Library Hybrid Meeting Minutes
Thursday, July 11, 2024
6:00 PM, Meeting Room, Otis Library
Sue Brofman, Chair, called the meeting to order at 6:10 PM. Members present: Jim Adams (Zoom), Sue Brofman, Tom Burke, Diane Dyer, Susan Ebitz (Zoom), Brad Havill, Carol Reife, (Zoom), Celeste Watman and Rosy Crittenden. Absent: Gloria Mamohkin, Donna Rich
A motion was made by Celeste seconded by Carol, to approve the June Meeting Minutes as amended. The motion passed unanimously. Diane made a motion, seconded by Celeste, to pass the July 8th Special Meeting minutes. It was unanimously approved.
Tom delivered the Treasurer’s Report. He noted that the payroll was down 10% from last June. He Reported that our CD has been renewed at 5%. A motion was made by Susan E., seconded by Carol, to approve the treasurer’s report. The motion was unanimously approved.
Director’s Report: July 2024 submitted by Brad Havill
Attendance:
• 567 patrons in that last 4 weeks
• 5181 for FY’24
Programming:
• 3D Printing: Not printing currently – gifted new computer but it’s being worked on
• Book Club: July 25
• Cookbook Club: July 19
• Story Hour has been growing
• Lara Tupper 7/18
• Ed the Wizard 7/23
• Steve Otfinoski 8/17
• Dr. Ruth Brandwein 8/28
Marketing:
• 47.6 open rate (547 opens)
• 1212 emails went out
New:
• Copy machine is acting up. Repair person coming from Berkshire Graphics this week or next
*I am including the hours worked for FY’22 and FY’24 files for you to look over. In the charts contained within this file, you will be able to see how many hours were worked between the two years by all staff including a breakdown by individual employees. (See below)
4. Old/Ongoing Business
Small Population Grant (SPG) – Next steps include a site visit from MBLC. The preferred site is the Crandall property on Rt. 23.
Technology: Carol Lombardo has donated a faster printer. Sue B. will talk to Brandi about ongoing issues with technology at the library.
Otis Library Fair: The group agreed it was tremendously successful despite the weather challenges. The Board of Trustees is very grateful for the staff and volunteer help.
Six vendors didn’t show most likely due to the weather.
Publicity – Tom suggested one flyer to represent the fair citing that two was confusing. He noted that the sandwich boards are falling apart and difficult to manage. He was disappointed the event wasn’t advertised in the Berkshire Eagle.
Food: Tony’s eggplant rollatini and grinders were a huge crowd favorite with many repeat customers. The hot dogs were a hit as well. Leftover food was purchased by individuals or donated to the food pantry.
Raffles: The Item Raffle raised $1,619 and the 50/50 raffle raised $730 for the library. Total raffle revenue was $$2,349. Celeste and Susan E. were very grateful for all the donations.
Family & Children’s Activities: The entertainment provided by BTG Productions including a husband-and-wife team providing pirate and magic show were excellent. The Copsicle truck to provided free ice cream to the kids, and grownups alike. (Content of the donation jar went to The Pittsfield Police.) Karen Karlberg read her book Cooper the Dancing Llama and donated a signed copy to the library. There were many takers for the “happy sticks” and the bookmarks.
Bake Sale (Diane & Gloria) – Despite fewer donations, Diane and Gloria reported that the bake sale was very successful. Arlene was a huge help. The bake sale made $358.
Book Sale (Friends of the Library) Rosy reported that all despite the early morning rain, books of all genres were available for viewing. The book sale made $580. Rosy is looking into having unused books picked up. She is grateful to Friends and volunteers that made the event successful.
Set -up went well. Sue B. was very appreciative of Eric Kriess’s help. Carol was terrific greeting and showing the vendors to their places.
Parking: The traffic pattern was very successful flowing in a circle with “head in” handicap parking immediately across from the fair.
Fair Revenue: After expenses, $3,110 plus $1,260 from vendors
5. New Business:
Tom and Celeste have signed for the community table a at the Farmer’s Market. Sue B. asked others to sign up. The table will be used until Columbus Day.
August Agenda:
Fair
Possible report from MBLC
Hiring Subcommittee
Recording secretary for the library
Other: The Board thanked Susan for her two-decades of service as a library trustee. Susan cited the work of past trustees and thanked the current Board for their current
At 7:10, Tom made a motion to adjourn the meeting, seconded by Susan E. The Board unanimously approved.
Respectfully Submitted,
Susan Ebitz, Secretary
Next Meeting: August 8, 2024
Future Meetings: September 12, October 10, November 14, December 12, 2024