MINUTES
Otis Library and Museum Inc. Board of Trustees Meeting
Date: 11/05/09
Time Called to Order: 6:31pm
Time Adjourned 9:05 pm
Chair Anita Weinstein
Recorder: Anne Cooper
Location: Roosevelt Room
Members Present: Chair: Anita Weinstein, Treasurer: Nancy Levin, Anne Cooper, Diane Dyer, Steve Graves, Joel Morris
Wendy Scott
Guests: Bob Rocke
Topics and Discussions and Actions:
I. Previous Minutes of October 1, 2009
After review, motion was made by D. Dyer and seconded by S. Graves to approve the minutes. Motion carried.
II. Librarian’s Report
Health concerns. K. Bort suggested we get Purell or Hand Sanitizing pumps to keep in strategic locations for entry and exiting Library. Motion made by N. Levin to have dispensers. Seconded by D. Dyer and motion carried.
Discussion about purchasing a digital camera came up again because the camera donated earlier by Steve and Linda Graves is broken. Motion made by A. Cooper and seconded by S. Graves to purchase a digital camera up to $100. The motion was carried.
Closing days discussed for both holidays and inclement weather. A decision is to be made if school closes, roads are very icy or weather seems to be threatening. S. Graves is to be called to make final decision with K. Bort. Also decided Library shall remain open on Veteran’s Day if it falls on a day when Library would normally be open. Motion made and passed.
Newsletters are finished and will be distributed at Pancake Breakfast, through Farmington River and through the Library. Lynne Fay donated a TV for the Children’s Program. The plan is to have the children read a book, and then at a later date, watch the movie.
III. Treasurer’s Report
N. Levin gave financial reports.
Meeting took place with N. Levin, A. Weinstein and Genne Levasseur, the CPA from Lenox to go over the Library’s financial records for filing a 990 tax return. Mrs. LeVasseur will have it all done by November 15th filing date.
Discussion of having an independent audit was raised by J. Morris because application for the grants ask for this to be submitted as part of the application package. At the meeting with the accountant, the idea was brought up and the accountant said she thought this would be too expensive for a small library to pay for because the grants are usually small. Mrs. LeVasseur also said she thought in most cases, the grantor would waive this submission and accept the 990 tax return instead.
N. Levin spoke with Jonathan Charow once more about the computers before he placed the order. An explanation was given to J. Charow that the Board, under advice from the Town at the All-Boards Meeting, suggested the Library speak with Bob Rocke, the chair of the Technology Committee before placing any order. N. Levin asked J. Charow to submit a new proposal based on 5 new computers rather than the Library purchasing 5 refurbished computers. J. Charow declined and backed out of the project.
A. Weinstein and N. Levin had met with Bob Rocke earlier in the week. A. Weinstein invited B. Rocke to make a presentation and proposal to the Board.
IV. Guest Speaker, Bob Rocke: Presentation to Board Concerning New Computers
Bob Rocke presented several options to the Board for the 5 new computers. He explained in detail what his recommendations were for both the office and for the public space computers.
After Bob left, the Board discussed all the options and a motion was made by D. Dyer and seconded by S. Graves to purchase 5 new computers with new monitors and with memory of 2GB. The motion was carried unanimously. The computers are to be purchased through Tiger Direct and A. Weinstein is to set up a corporate account with the company so the Board can proceed.
V. Energy Audit
A. Weinstein and N. Levin met with a representative from WMECO who explained all of the energy saving lighting options the Library could do, utilizing a Commonwealth Grant. He will get back to us shortly with his proposal.
A. Weinstein and S. Graves met with Eileen Routhier, also a WMECO representative. E. Routhier explained other energy saving options available and she recommended contacting Caroline Lavoie at Public Power as to further reducing our electric bill charges. The Board voted to have A. Weinstein make the appropriate change from WMECO to Public Power to save money.
VI. Veterans Day Pancake Breakfast~
Review was made of all assignments for the Breakfast. Joe’s Diner donated all the pancake batter for the event. Kathi Casey, the author and an Otis resident, asked if she could sell her book, “Get Off the Couch, Potato!” at the Breakfast. She will donate a portion of each sale to the Library. A motion was made by W. Scott and seconded by D. Dyer. It was passed unanimously.
VII. Barrel Planting
Donna Horrigan will plant an old barrel for the Library next Spring if we provide the materials. A. Cooper will donate the barrel. A motion was made to spend up to thirty dollars ($30) for the materials. A. Cooper made the motion and D. Dyer seconded it. It was passed unanimously.
VIII. Donor Plaques
The donor list of names for the plaques was brought to GB and will be ready in two weeks.
IX. Next Meeting:
To be held on December 3rd @ 6:30pm
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