Library Meeting Minutes 11/07/2018

Otis Library Museum Meeting

Thursday, November 7, 2018


Members in attendance: (All present): Jim Adams, Kathleen Bort, Diane Dyer, Susan Ebitz, Walter Engels, James Feldman, Lois Hall, Eve Kummel, and Celeste Watman


The meeting was called to order by Diane Dyer, Chair at 6:30. Eve made a motion that was seconded by Jane to approve the October minutes as amended. In his treasurer’s report, Walter shared that he received the tax returns that had been filed for the library however, he questioned there were no dollar amounts listed for vendor and postage. Walter is required to sign and return. It was suggested that he clear up the discrepancy between financial line and various aspects of the annual report that he’s required to submit. Jane made a motion that was seconded by Eve to investigate CD options by shopping around for better interest rates. Celeste made the motion that was seconded by Susan to accept the results of the annual report as read. The motion passed unanimously.


Kathleen Bort, Library Director submitted the following report:

  • She attended the CWMARS Annual meeting on November 7, 2018, in Agawam, MA
  • Evergreen update and review of what is new
  • Information on what is being developed
  • Review of articulation with the BPL, and other regional centers
  • Discussion of policies and practices


  • Massachusetts Library System Library Services Workshop was held Wednesday, November 14 at the Lenox Library
  • Circulation: Still receiving and processing 4-5 bins weekly, with Average attendance 20-30, patrons are still busy using our computers as well as faxes and scans.
  • Acquisition
  • Added 48 new books, 8 audiobooks, and 18 DVD’s
  • Lois has cataloged all that can go out as of today.
  • Weeding the collection: Everything but the adult nonfiction and children’s fiction has been weeded
  • Criteria: Outdated, Poor Condition, Director’s recommendation & Assistant review, Circulation including books not circulated in the past 3 year, Audiobooks not circulated in the past three years, DVD’s not circulated more than 3 times in the last 3 years
  • Coming events:
  • Farmington River Regional School Art and talent display November & December
  • Reception December 20th 4:30 to 6:30   Art under the direction of Laura Catullo, Music under the direction of Michael Flowers & the Library will provide refreshments
  • November 21st early closing for Thanksgiving, closed November 22, & reopen November 23


Several members asked questions and/or made comments on this report. Jane asked specifically about BPL (Boston Public Library) resources and the group agreed that sponsoring a training would be greatly appreciated by our patrons. Diane thanked Kathy for her report.

Under old business, the formal slate of officers for the 2018-2019 was voted on. All officers received unanimous support for the following positions:

Diane Dyer, Chair of the Otis Library and Museum

Walter Engels, Treasurer of the Otis Library and Museum

Susan Ebitz, Recording Secretary of the Otis Library and Museum


The new business item consistent solely of a discussion of fundraising. Susan suggested that that the board consider how many events that the library would sponsor and have a coherent discussion noting that that the annual appeal raised a good amount of money for the fair. Jane had suggested that the Knox Trail Inn might be a good site to utilize for a fundraising event but reported on her observations of other groups using the Knox Trail Inn with the suggestion that the site and policies of the site wouldn’t be conducive to raising money for the library. Celeste is interested in us pursuing a book sale. Again, Eve raised the question of the viability of the fair.  Celeste, Diane, and Jane will meet as a subcommittee to explore fundraising options and the subject of fundraising would be the focus of the December meeting.


Diane shared that the Rec Department requested that the library be used for movie night, but Kathy reminded everyone that the due to licensing restrictions that this wasn’t possible.

Jane brought up the recent planning board meeting concerning the use of Harmony Hall. Five members of the board attended this meeting (Celeste, Diane, Eve, Jane and Susan) and after discussion the board unanimously agreed that they were opposed to moving the contents of the Otis Museum to Harmony Hall. Jane and Jim will be meeting to begin to evaluate and prioritize the holdings upstairs in the museum. Susan asked to be included to explore the possibility of using these artifacts with students at the FRRSD.


In other new business, Susan offered to explore funding options from The Massachusetts Board of Library Commissioners (MBLC) website. Members received a Trustees Handbook.  Celeste reported that she was still working on policy. She shared policies from the Tyngsborough Public Library Policy Manual   for our consideration. Kathy explained how these policies were being addressed at the Otis Library through CWMARS. Discussion of privacy and requests for patron information ensued. The board also acted and added the amendment to the town policy regarding social media.


Under old business, the board admired and thanked Lois, Jane and Jimmy Crandall for their efforts to secure the art hanging system. All agreed that it made the artwork more accessible to our patrons.


Diane made, and Walter seconded a motion to adjourn the meeting at 8:10.


Respectfully Submitted,

Susan Ebitz, Recording Secretary


Next Meeting: December 13, 2018


Future Meetings: Please don’t schedule speakers on our regularly meeting nights

January 10, 2019

February 14, 2019

March 14, 2019

April 11, 2019

May 9, 2019

June 13, 2019