Otis Library Minutes
September 14, 2023, 6:00 PM
Otis Library
Members present: Jim Adams, (Zoom) Sue Brofman, Tom Burke, Susan Ebitz, Lois Hall, Brad Havill, Gloria Mamokhin , Carol Reife, Donna Rich and Celeste Watman. Absent: Diane Dyer
Susan Brofman called the meeting to order at 6:10 PM.
Approval of Minutes: A motion was made to approve the July 13, Minutes was made and unanimously approved. A motion to approve and accept the August minutes was made and approved by a unanimous vote.
Treasurer’s reports: The Treasurer’s Report was given. Tom reported that the money from the warrant had been given to the library. The group agreed to investigate donations. Susan E. made a motion seconded by Gloria to accept the treasure’s report as given. The Motion unanimously passed.
Directors Report: September 2023
• Attendance: The summer crowds have begun to go home.
• FY 24 numbers are: 1,907 visitors (1,711 adults, 155 children, 41 teens) as of last week. Other uses of the library total 588 (259 computer, 217 phone calls, 112 reference questions.)
• We are continuing to attract new patrons to the library. 10 to 15 this week.
• Delivery/ILL: Numbers are still high. Yesterday we had 4 bins come in, we seem to be averaging 2-3 on Wednesday and 1-2 on Fridays. We send out 2-3 bins regularly. Four went out on Wednesday.
* Training:
1. Brief MARC Records training with CWMARS
2. State Aid meeting with MBLC
3. Upcoming Matabase reports training (CWMARS, 9/21)
4. Scheduling a meeting with Anna Popp – our MLS representative – this is a part of new director training.
• Kyle created a new museum tracking system so we will have accurate data for next year.
• Planning a trip to the Erving Public Library.
• Ed the Wizard will be doing a modified Pirate Program on October 4.
• Winter hours begin on October 11
• The ARIS report was completed ahead of time. I am currently working on the financial report, which is due October 6.
Old/Ongoing Business:
• Small Population Grant: Sue B. has conferred with Andrea from MBLC who Lauren’s replacement will be. Andrea reported that it is not unusual for communities to take time to arrive at a consensus. Larry Gould has rejoined the Building Sub-committee. Apart from the Erbe Property. Larry Southard has assured the building subcommittee that all sites that are town owned would be considered so that two site options can be included in the grant application due May 31st. Sue, Brad and the building committee were thanked for their efforts during the last two selectboard meetings and ongoing work on this committee.
• Sub-committee Report: Strategic Plan – Susan presented the proposed FY 24 Action Plan that has been edited by the sub-committee and Strategic Plan. Minor corrections and additions were suggested before Carol made a motion that was seconded by Donna to approve the Otis Library Strategic Plan. The motion passed unanimously, and the sub-committee, Brad, Celeste, Tom and Susan were thanked for their work. These documents are “due” October 1 and are a are required to apply for the Small Population Grant. The Otis Library Strategic Plan will be in effect until FY 2028.
• Special Collection Policy: Brad presented the Otis Library, INC. Collection Development Policy that he developed with Celeste, Carol, and Jim. The document states the mission, philosophy and general objectives as well as the collection responsibilities, criteria for acquisition, selections made by clientele served, collection maintenance, and outlined the protocol for materials patrons might deem inappropriate. There was considerable discussion related to this point before the document was corrected. Carol made a motion that was seconded by Gloria to accept the Otis Library, INC. Collection Development Policy. The motion passed unanimously. The board was very appreciative of the work by this sub-committee.
• StoryWalk – “Different, A Great Place to Be” by Heather Avis, up through September 27th.
• Book Club: The September Book Club was facilitated by Gloria. The book discussed was The Beekeeper of Alleppo. The participants enjoyed this book. The next book is The Wind Knows My Name by Isabelle Allende. The group will meet on Tuesday, October 3rd at the library at 4:00.
Next Meeting: October 12, 2023
Future Meetings: November 9, 2023, December 14, 2023, January 11, 2024, February
8, March 14, April 11, May 9, June 13, 2024
A motion to adjourn was made by Gloria, seconded by Susan E. It passed unanimously and the meeting adjourned at 7:55 PM.
Respectfully Submitted,
Susan Ebitz, Secretary