Clovis Public Library Board Meeting Summary - October 27, 2025

The meeting served primarily as an informational update for the Clovis Public Library Board of Trustees, focusing on facility maintenance, staffing changes, financial planning for bond funds, upcoming programming, and the search for new board members. City Clerk Jamie Foster was introduced to the board as the new point of contact for administrative matters.

Consent Calendar

• No items were formally voted on during this meeting; no routine approvals or unanimous actions were recorded in the transcript.

Public Comments & Testimony

• No public comments or testimony were recorded during the session.

Discussion Items

• Facility Maintenance & Repairs:

  • The library's water mitigation and fire panel upgrades are complete. Some wiring and ceiling tile replacements are expected to finish by the end of the week.
  • Staff discussed potential risks of freezing weather impacting skylights after rain.
  • The North Annex building is expected to house the American Rescue Plan (ARP) tax services in February, March, and early April, subject to final scheduling with Miss Claire.
  • Baxter Curran has relocated due to the Senior Services Center moving, and the new location is currently being sought.

• Personnel & Programming:

  • Julia Simmons was promoted from library page to Children's Services coordinator following the departure of Ashley Myestis. She has initiated major collection weeding, passive programming (fall bingo, seasonal decorations), and clubs (anime, Lego, and a new after-school book club).
  • The board was informed of two open positions on the advisory library board (following Lee Wilman's resignation) and one non-voting student member position (ages 15-18).
  • The City Clerk, Jamie Foster, was introduced to the board to assist with communications and board recruitment notifications.

• Financial Planning & Bond Funds (2022 GO Bond):

  • The current balance stands at $60,000, which must be spent by the end of the fiscal year. Upcoming 2024 allocations ($129,000) will also be available soon, with funds overlapping due to four-year suspension cycles.
  • Proposed Purchases: The Library Director expressed interest in purchasing a 3D printer for public use (appointment only) and installing a "safe booth" (a secure structure with a computer, monitor, and telephone hookups) to facilitate telehealth and counseling appointments. She noted she already possesses hardware for the booth and requires IT infrastructure planning and structural support.
  • State Grants: A $10,000 state grant from the Department of Cultural Arts (allocated based on population) is pending Mayor Morris's signature and must be spent within the current calendar year on staff development or hiring.
  • Digital Services: Approximately $15,000 has been allocated for the digital platform (e-books). IT has begun reviewing quotes to update 12 public-use computers.

• Collection Management & Policies:

  • Shelving was added for Manga (Japanese comic books) and Young Adult collections, though demand remains high (e.g., the "Toilet Bound Hakumen" series with 48 volumes). More shelving is needed.
  • Large type fiction books were weeded (receiving 150-200 annually, with some deemed outdated).
  • The Library Director intends to rewrite the Collection Development and Material Selection Policy to be more intuitive and inclusive, addressing the current environment of book challenges. The manual will be shared in December for review in January.

• Statistical Performance (Last 3 Months):

  • Programming: 66 adult programs (633 attendees); 49 children's programs (1,400 attendees).
  • Services: 1,005 cash notary transactions and 263 square (credit card) notary transactions.
  • Facility Usage: The Ingram Room was used for 75 events; 320 new patrons registered.
  • Circulation: 13,000 physical books circulated; 6,000 ebooks circulated.
  • Visit Count: 18,000 total visits.

• Upcoming Events:

  • The Christmas Open House is planned for the day of the Christmas lights parade, featuring Santa, Andy Mason (songs and dancing), and crafts. The event typically draws 150 children.

• Notary Services Clarification:

  • Staff clarified that while the library performs over 1,000 notary services monthly, they issue a stamp noting they "witnessed the signature" only for handwritten documents. They do not validate the legal content of the document, a distinction necessary as patrons may mistakenly believe the document is legally binding upon notarization.

Key Outcomes

• The 2022 GO Bond ($60,000 remaining) will be prioritized for the purchase of a 3D printer and the installation of a secure telehealth booth pending IT infrastructure verification.
• The Library Director will update and submit the Collection Development Policy for board review in January.
• Recruitment efforts for two board seats and one student seat will be coordinated with the City Clerk.
• The next meeting is scheduled for Monday, January 26, 2026.
• The meeting was adjourned with no further action items for the Good of the Order.