MINUTES
Otis Library and Museum Inc. Board of Trustees Meeting
Date: 5/06/10
Time Called to Order: 7:03pm
Time Adjourned 9:02 pm
Chair Anita Weinstein
Recorder: Anne Cooper
Location: Roosevelt Room
Members Present: Chair: Anita Weinstein, Treasurer: Nancy Levin, Anne Cooper, Diane Dyer, Joel Morris; Steve Graves, Wendy Scott
Topics and Discussions and Actions:
I. PREVIOUS MINUTES OF APRIL 8, 2010
After review, motion was made by S. Graves and seconded by J. Morris to accept the minutes. Motion carried.
II. LIBRARIAN'S REPORT
Cultural Council donated 3 passes for the Sandisfield Art Center. Pass to Chesterwood needs renewal. The Mount was renewed and we received the passes. The Trustees of Reservations checking into the renewal again this year of 6 passes. It was gratis last year.
Architect coming on May 11th to look over the Libraries in Otis, Becket & Blandford for a free consultation and then will make suggestions.
Inter-Library Loan will initiate new procedures for borrowing books from them because of cutback. Joel Morris and Lois Hall will attend a conference on new procedures. They will report their findings.
Bicentennial schedule from Donna Thomas. Discussion of having the Library will be open all 3 days on expanded hours. Motion made N. Levin & seconded by S. Graves to extend the hours for the week-end. Motion passed unanimously. Friday Also the following schedule will be in effect for the Bicentennial weekend
Friday - 11- 7:00 Kathy Bort & Lois Hall
Saturday - 9-3 Sandy Balayan& Kathy Bort
Sunday - 11-3 Kathy Bort
II. LIBRARIAN'S REPORT (cont')
Shelving and desk quotes put out for bid to 3 vendors. Need for new equipment vital as the desk is literally falling apart and the shelving is unsafe. K. Bort gave us a quote from one vendor. Other bids will be coming in shortly. A. Weinstein made a motion and it was seconded by A. Cooper that the Library move forward to spend the money necessary to make this happen. Motion passed - with one opposing vote.
The poster of all the new books purchased in the month of May, which is quite extensive, is available to the public to review.
Summer hours will begin June 1st and will be the same as last year. Open 6 days a week including Saturdays.
The Recreation Committee requested the use of the Roosevelt Room in the Library for a class on Monday mornings from 10am - 12:00 during the summer because Town Hall is being renovated. A. Weinstein made a motion to grant the request and seconded by S. Graves. Motion passed unanimously.
III. TREASURER'S REPORT
N. Levin gave financial reports.
Town Meeting on the budget will be held on May 18th. Important to come out to vote and urge the Towns people as well. The Library's Budget will be included in the Town Budget this year again.
N. Levin going to the accountant. After filing the Library's 990EZ, PC Form & Annual Report for FY 2009, the Commonwealth has requested 3 years of back returns for FY 2006, 2007, and FY 2008. After the research the information will be submitted to accountant, Genne LeVasseur in Lenox, for preparation.
IV. CWMARS
Discussion held once again on the importance of joining CWMARS this year and starting to prepare for automation of the Library system. Motion made by D. Dyer and seconded by W. Scott that we should go ahead and join the organization with the proviso that our budget passes on the 18th of May. The motion passed with one opposed.
V. BICENTENNIAL
Bicentennial Meeting on the preparation of the Floats will be held on May 14th at Tannery Road and headed by Bill Taylor. Representatives from the Library will be W. Scott, A. Weinstein, J. Morris, and A. Cooper.
D. Dyer to measure the wagon which B. Dyer is permitting us to use - so we know how much is needed to decorate it.
The Library will host and head up the "Tug of War" game at Town Hall after the Parade.
VI. SUMMER CRAFTS FAIR
The annual Summer Crafts Fair to be held on Saturday, July 10th from 10:00 to 3:30 continued to be a topic of discussion: parking, advertising, vendors, food, plus notifying the Police, Fire, EMS Departments plus St. Mary's, The First Congregational Church and St Mary's are just some of the topics we went over.
VII. NEXT MEETING
The next meeting will be held on June 3, 2010 at 7:00pm.
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