Otis Library Minutes
May 11, 2023, 6:00 PM
Otis Library/Zoom
Members present: Sue Brofman, chair, Jim Adams, Tom Burke, Diane Dyer, Susan Ebitz, Lois Hall, Brad Havill, Gloria Mamokhin , Carol Reife, Donna Rich and Celeste Watman.
Sue Brofman called the meeting to order at 6:08 PM.
Approval of Minutes: A motion was made to approve the April Minutes was made by Celeste, seconded by Gloria and unanimously approved.
Treasurer’s reports: Susan E. made a motion, seconded by Donna, to accept March’s Treasurer’s Report. The treasurer’s report was unanimously approved.
Interim Director’s Report: * See below. Tom made a motion seconded by Carol to accept the Interim Director’s Report as written and it was unanimously approved.
Old/Ongoing Business:
- Small Library Grant: The sub-committee (Diane, Donna, Sue & Tom) and Sue B. reported that Selectboard Member Terry Gould will attend the next MBLC Webinar for the Small Library Pilot Project on May 23rd. The subcommittee will be meeting with Sen. Paul Mark on May 22nd to discuss other possible funding sources for this project.
- Friends of the Otis Library: Sue B. reported that the group had a Tax ID # and had filed to become a separate 501c3. Once that designation is conferred the group will be able to open a bank account, receive donations, and manage earnings separate from the library account. The next meeting of the Friends of the Otis Library is May 31st at 6:30 in the Roosevelt Room of the Otis Library.
- Strategic Plan: Susan E. reported that the sub-committee has contacted Kristi Chadwick from MBLC to assist the library with hosting a public forum. The subcommittee summarized the work completed and presented the Board with an update of the Otis Library Mission Statement. Tom made a motion, seconded by Carol, to adopt the revision of the Mission statement. It was unanimously approved. (See below).
- Donna and Susan reported that the FRRSD held a wonderful literacy night that was attended by 200 people. Applications for library cards, museum pass information, flyers for summer offerings, Children’s surveys and free books were distributed.
- StoryWalk – “Mama, Do You Love Me” by Barbara M. Joosse, illustrated by Barbara Lavallee, up through June 5th.
- Library Fair – FYI Otis Library Fair: July 8th, 10:00 – 3:00, on calendar
- Subcommittee Reports
- Vendors – Lois reported 16, she has sent another email.
- Publicity – Gloria will place in the Otis Observer; Diane will create a flyer that can be distributed. 2 Banners, Tom/Kerry on library platforms, Susan E. social media.
- Food – Sue B., and Diane shared that Tony would be serving Italian food billed under the name Antonio, and that hot dogs would also be served
- Raffle – Tom will coordinate. Individual Trustees will be soliciting donations and reporting at the June meeting. In addition, staff and Trustees have committed to the following baskets:
- Sue B. – Sports
- Susan – Trader’s Joe’s
- Gloria- Harry & David
- Tom – Children’s Books
- Donna – Wellness
- Lois – Automotive
- Family & Children’s Activities (Donna & Susan) Free Children’s entertainment including performers and artists from BTC Entertainment; “Captain Kraw” performing a Magic Show from 12:30 – 1:30. From 1:30 till 2:30 “Captain Kraw” will be on hand to sculp balloon figures, Kids will also be able to get Glitter tattoos from 11:30 – 1:30 PM. The Pittsfield Police Copsicle truck will be on hand to pass out free popsicles to the kids.
- Set -up/ Clean up. Everyone participates.
- Bake Table – Trustees bake
New Business:
- Library Sign on Rt. 8. -Brad proposed that the library request a road sign on Rt. 8 to signal the location of the library. Susan made a motion seconded by Donna for Brad to pursue this. The motion was unanimously passed.
Other:
- Celeste passed out a proposed copy of the Library Collection Development Policy. Jim made a motion to “table” discussion and decision-making on this policy until the Board had a chance to read it. The motion was seconded and unanimously approved. Brad made the suggestion to look at the policy at the Berkshire Atheneum. The subcommittee members are Celeste, Jim, Carol and Brad.
- Sue B. gave an update on the kitchen renovation reporting that eventually the town will be taking over the work. The town wishes to meet and discuss with Brad. For now, the project is on “hold.”
- Sue B. shared that she and Diane met with Jodi Shafrioff , of the Becket library about possible grant funding sources. Celeste suggested “Grant Watch” which caters to “Not for Profits.” Brad, Celeste, and Gloria will research potential grant opportunities.
- Gloria reported that Margie Kline approached her about starting a book club.
A motion to adjourn was made by Gloria, seconded by Sue E. It passed unanimously and the meeting adjourned at 7:30 PM.
Respectfully Submitted,
Susan Ebitz, Secretary
Next Meeting: June 8, 2023,
Future Meetings: June 22, 2023, Library Fair, July 8th, 10:00 AM – 3:00 PM (8:00 AM – 4:00 PM)
*Interim Director Report – May 11, 2023
- Summer patrons are returning.
- 3 to 4 bins a week of ILL.
- 18 > people a day coming in.
- I ordered 48 books and 26 DVDs, and they are beginning to come in.
- We need to talk about hiring another person to help in the summer.
- I am waiting for a few more passes for the summer.
- We have 16 vendors for the fair so far. Last week I sent out a second Vendor Request letter to the people I had already sent to, plus another list of past vendors I found.
- Otis Library Incorporated
- Strategic Plan 2024 – 2029
Mission Statement for the Otis Library (revised 5/11/23)
The mission of the Otis Library is to provide a welcoming atmosphere, as well as a wide range of print, virtual, and nonprint collections. Local and state-wide materials are available to patrons to enrich their personal and professional lives.
The Library Trustees and Staff promote the idea that a well-informed citizenry is essential to our town. Our library serves as a resource center and community hub providing space for the exchange of information and ideas for all residents and visitors to the community.