Friends of the Berkshire Athenaeum Executive Committee October 13, 2016 Minutes of the Meeting Attendees: Vickie Donahue Art and Sharon Larsen Marilyn Manning James Arpante Amy Chin Florian Ptak Nancy McNabb Ross Shuart Bob Bresnahan Jeanne Bresnehan President Amy opened the meeting at 4 p.m. The Minutes from the Annual Meeting and Executive Committee Meeting on September 8th were approved. Bob Bresnahan, treasurer, reported that we have a total of $60,380.49 in the checking account. Committee Reports: President: Amy thanked Florian for his great job on compiling the data for a graph outlining the results of our survey of where patrons heard about the book sale in 2012 and 2016. There was a discussion about the results. The top contenders were: banner on the building , The Eagle, and “word of mouth.” Amy would like to place one square reader at each cashier station at the book sale. It was decided not to use walkie-talkies.

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$2,500 was authorized for a down payment to Michael Rousseau for a portrait of Ron Latham. The trustees have offered to contribute to this endeavor. Membership: $285. in memberships was realized this month. Programs: Marilyn reported that programs have been scheduled through April and May. Music stands are being used. She wished to thank Alex for working with Wintergreen on the sound system and also to Amy for the email blasts. Book Sale: Nancy requested more precise information on the new volunteers. There was a discussion on the eight slots for parking that voters received during the last election. Would we be eligible for that privilege for the upcoming book sale? The new cart has arrived. Custodians will not be cleaning the floor the Monday after the book sale because the election is taking place the next day Consequently, we will be sorting that Monday There was a discussion on how to streamline the patron traffic on Thursday nights. There should be no boxes brought into the small book room. Nancy would like to rearrange the category of books in the large room for greater visibility and to free up room. The police officer will work from 4 to 7 p.m. Newsletter: According to Ross, the Newsletter has gone to print with 1,000 copies ordered. He will go back one year and eliminate expired memberships, but retain names. Publicity: James Arpante. It was decided to go with The Eagle and The Gazette. James agreed to get prices on the Albany Times Union for March. Library Store: Jeanne reported that we have a large inventory of book bags and note cards. According to library staff, kids’ short-sleeves shirts were a requested summer item, and will be ordered before then. Amy will look into graphics for the magnets that go with the library note cards.

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Director’s Report: Alex will be away from the library for the rest of October. Mary Wheeler will be managing meeting room calendars and the lobby sale deposits in his absence. Leave a message at [email protected] or 413-499-9480, Ext. 7. The new Supervisor of Administrative Services is Luciano Silva. He will join the library on November 22nd. His email is [email protected] Alex requested $500 for hosting staff at lunch and/or coffee out of the building. This was approved. Up to $500 for the Festival of Trees was approved per Alex’s request. Alex authored an updated report on the wish list. Much of it has been implemented. He wished to convey his thanks to the Friends for being so supportive. $500 was approved for a retirement gift for Ann Marie Leone. Nancy McNabb will present the gift. Old Business: Florian will be substitute treasurer while Bob Bresnahan is in Florida. It was suggested that people involved with the book sale form a committee to plan how the Thursday night traffic problem can be resolved. The bill for the projection project has been received. The amount is $3,830.44 and will be reviewed. Landscaping, Plaque, Record Retention, Print/Email of Newletter subjects were tabled. A scholarship fund was not approved. The meeting adjourned at 4:30. The next meeting is Wednesday, November 9th, at 3 p.m.

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Respectfully submitted, Jeanne Bresnehan

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