MINUTES
Otis Library and Museum Inc. Board of Trustees Meeting
Date: 1/07/10
Time Called to Order: 6:43pm
Time Adjourned 9:05 pm
Chair Anita Weinstein
Recorder: Nancy Levin
Location: Roosevelt Room
Members Present: Chair: Anita Weinstein, Treasurer: Nancy Levin,Diane Dyer, Steve Graves, Joel Morris, Wendy Scott
Members Absent; Anne Cooper
Topics and Discussions and Actions:
I. Previous Minutes of December 3rd, 2009
After review, motion was made by D. Dyer and seconded by S. Graves to approve the minutes. Motion carried.
II. Librarian’s Report
K. Bort gave report on informal survey regarding circulation, busiest times:
1. Computer usage very high and increased.
2. DVDs circulation strong
3. Book Sales Down
4. Wednesday busiest day
5. Saturdays gaining popularity
Second PJ night all set for Thursday, January 21st at 4:30
First Craft Program continuing in January 22 and 27th at 3:30
Wooden carousel is now empty, books moved into main room. Carousel to be temporarily donated to Museum and put upstairs for usage.
K. Bort to investigate shelving prices and will speak with Don Chaffee to find out what the Town uses.
All books in Roosevelt Room now catalogued. Just need to be sorted. Additional weeding may be necessary. Rotation of weeded videos move first to Book Sale Room for 6 months, then moved to either front or back porch areas where they are offered at “no cost” and then finally put in box at Transfer Station for final distribution.
II. Librarian’s Report (cont’)
Discussion ensued concerning whereabouts of the original Incorporation documentation. D. Dyer discovered it was hanging on the wall just above everyone’s heads. We removed it and the necessary papers were sent to the Commonwealth for filing with our Tax records.
K. Bort reviewed the website and sent necessary edits, changes and updates to Lisa at the Selectmen’s Office.
III. Treasurer’s Report
N. Levin gave financial reports.
Photographs of the Library were incorporated into note cards and used at test market to see if there is any interest in selling them in the future as a small fundraiser.
Plaques are in and ready to be hung. Art lights would be helpful so names more easily read. S. Graves to hang them.
IV. Energy Audit
A. Weinstein spoke with Kevin Harrington of Paquette Electric. He sent photos of several ceiling fixtures for us to choose from for installation. S. Graves to coordinate work schedule.
V. Computer Update
The newly purchased Virus software has been installed by B. Rocke and all computers are up and running. The color printer, which wasn’t working, is now up and running.
VI. Budget & Grants
J. Morris is working on and has submitted several of the applications and additional paperwork to Legacy Banks, Price Chopper, Big Y, Feigenbaum Brothers, High Meadow Grants, etc. He is including all publicity articles about the Library within the applications. He also explained on the applications that the Library does not have enough funding to supply an independent audit, which often is required. He explained that we are a small rural Library and the cost of such an audit is not justified.
The Budget for FY 2011 will be handed in by N. Levin to the Town by February 5th.
VII. CWMARS
Several Trustees met with Joan Kuklinski, Executive Director of CWMARS, headquartered in Worchester, to discuss joining the sharing network. K. Bort had set up the meeting to discuss costs and programs associated with becoming automated.
It was decided that becoming an “On-Line Affiliate” is best suited for our Library, at this time. Provided in this will be Resource sharing, Public on-line catalog, Internet access and access to reference databases. This will limit us to 2 CWMARS connections, but we may have 2 additional ‘Internet Only” ports, if desired. If we make a commitment to become a full member within 5 years, we may exceed the 4 port limit.
Question asked “Can we share costs with another Town.” We were going to check this out.
WMRLS is consolidating their 3 offices into one and that location will probably not be close to the Western Sector as it is now. There is a risk of losing our Inter Library Loan System, which provides many of the books, DVDs etc requested by our patrons. How this will impact our access is uncertain at this time.
Discussion followed listing the Pros and Cons of joining CWMARS and what was involved in starting to do the preliminary work necessary for this move. A motion was made by S. Graves and seconded by N. Levin to “table” joining CWMARS until the May Meeting.
VIII. NEXT MEETING
The next meeting will be held on April 8th, 2010. The time is now at 7:00 pm due to the change in DST.
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