Library Meeting Minutes 10/14/2021

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Otis Library September Meeting Minutes

Thursday, October 14, 2021

6:00 PM – In person, Zoom

Members in attendance: Diane Dyer, Chair, Jim Adams (Zoom) Kathy Bort, Susan Brofman, Susan Ebitz, Lois Hall, Gloria Mamokhin (Zoom), Donna Rich, Celeste Watman

Diane Dyer called the meeting to order at 6:04 PM.

A motion to accept October’s meeting minutes was made by Donna and seconded by Celeste and unanimously approved. The Treasurer’s Report was tabled.

Director’s Report – Kathy explained that to make room for new books, the Library Collection had been culled. Books removed will be housed on the back porch with an invitation to all in the community to take as many of these books as they were interested in throughout the month of November. Susan will package up the Children’s and Young Adult offerings on the back porch and store for distribution at the Community Book Box up at Town Hall. The back porch (unheated) will be closed for the winter. Kathy also recommended that the annual appeal letter be sent this fall.  Sue B. made a motion seconded by Susan motion to conduct the Annual Appeal as soon as possible. This motion was unanimously approved.

Old Business:

  • Small Library Pilot Project: Kathy had asked that Trustees review the content of the application and ask questions. The final editing will be done in a couple of weeks. Lauren from MLBC has praised the work thus far and made suggestions in writing. Summary of Needs
  • No More Space
  • Collection cannot grow
  • No sightlines
  • Children’s space is too small (4 children with no social distancing)
  • No space for large group presentations
  • Water not potable, no drinking water
  • No small private study rooms
  • No staff rooms, no office, no workroom
  • No room for young adult, currently housed in the hallway
  • Safety: Only a single entrance
  • Second floor is not handicap accessible
  • Dreams/Visions/Hopes/Insights:

Feedback post it notes, focus group discussions, questionnaires, the wishes on the wish tree and the spaces board express the following:

  • A library community resource room that can be used for multiple events. This room could be used for after library hours.
  • A maker space that can be used by all ages for many activities. Excitement abounds as people think of all the creative, innovative, and exciting activities that can be held in this area.  People have listed gardening classes, machine shop woodworking, invention conventions, plumbing and electrical training, arts & crafting.
  • A larger, children’s area where many activities can be held.
  • Addition of a Young Adult Teen Collection
  • Space where the collection can grow.
  • Creation of an outside space for activities, summer reading and other classes.


Hal Kobrin suggested a “field trip” to the Innovation Center to see examples of Maker Space Examples. Susan made a motion that was seconded by Gloria to accept the content of Small Library Grant application. The motion unanimously passed.


Sue B. has spoken with Brandi about the specific language of the warrant that will be voted on at the Special Town Meeting on November 16, 2021. A “yes” vote would approve of the library submitting this application to MBLC. The wording on the warrant is as follows:

ARTICLE 3: Small Library Pilot Grant

To see if the Town will vote to allow the Otis Library, governed by the Otis Library Board of Trustees, to apply for, accept and expend State funds for a new library construction project as described in the building plan and to name the “Erbe site” as the proposed site for a new Otis Library in the application to the Massachusetts Public Library Construction Program Small Library Pilot Project; or take any other action thereon.

Sue also made a motion, which was seconded, by Celeste to use library funds to pay for any site analysis required by the Small Library Pilot Project. The Board unanimously approved.

Sue also reported that the name of the library had been legally changed to Otis Library.


  • StoryWalk, Susan E. will apply to the Cultural Council for funds towards a laminator that can better preserve books chosen for the StoryWalk. Even though Donna and Susan are not meeting in person with children, the book “Skeletons for Dinner” will be displayed on the Farmington River Trail throughout October.
  • “Diversity Otis” ALA grant: Kathy is still filling staff orders as she receives them. Susan shared photos and comments from the school-wide luncheon held in honor of Hispanic Heritage. The Final report was completed by Susan. Sue B. reported that Diverse Otis had chosen a book for the Community Read, entitled “An American Marriage” by Tayari Jones. The Book Club will meet beginning on January 20, 2022. Kathy will order the books that will be distributed to the participants who register at the library. Funds to cover this expense are provided by the ALA Diversity Otis Grant.

New Business: Annual Appeal

  • Kathy suggested that Celeste update the Annual Appeal Letter. Susan made a motion seconded by Sue B. The motion passed unanimously.


The meeting was adjourned at 7:15 PM


Respectfully Submitted,

Susan Ebitz, Recording Secretary

Next Meeting: Thursday, November 4, 6:00 PM, In-Person, Zoom available