I'll drink a water.

Okay, I'm cornering to get started.

Well I'm ready.

You ready?

I'm ready.

Let's do it.

I may not be ready, but I'm back to world.

Chris is always on time.

It is fast.

I'm ready.

You ready?

I'm ready.

Let's do it.

I may not be ready, but I might oh it's playing it back.

Okay, I think we're gonna sit fixed.

Yep, we're okay.

Okay, we'll go ahead and call this uh meeting to order of the Clovis Carver Library Board.

And Miss Burroughs, I believe you're gonna call roll, please.

Miss Ann Shookman.

Present.

Map Pro Tem Bryant?

Here.

Kathy Olam.

Shelley Wynne.

Chairman Bender.

Here.

Mel Epithoma.

He's doing virtually.

Mel.

Mel, are you on?

Mel.

Maybe not.

Rhonda Spox.

Present.

Steve Boldock.

Present.

There's just Alexis Hobbes.

Here.

Mel are you there?

And what was the other day to say?

Emily Gibson.

Emily Gibson.

President.

Yes.

Thank you.

You'll have a quorum.

Okay.

Thank you.

Okay, before we move to the approval of minutes, introduce our new board member, which is Alexis Hobbes.

And uh I'll ask her to say a few words and maybe tell us where she comes from and who she's employed by.

Hey everybody, I'm Alexis.

I moved to Clovis about it'll be a year in May.

I'm from St.

Petersburg, Florida, and I work for the city.

Um I started about two months ago.

I am the grant writer.

Great, thank you.

Glad to have you on on the committee.

Move down to the approval of the minutes for for October 27th, 2025.

Are there any questions to the minutes, or do we have a motion to approve?

Make a motion to approve.

Okay, we have a motion.

We have a second.

Okay, and we have a second.

All those in favor, signify by saying aye.

Aye.

Okay.

Motion carries.

Move down to reports.

We have quite a few reports, so we're going to take each one of these separately, just in case there are any questions on any of them.

So our first one will be the update changes, revision to the Clovis Carver Library policy manual.

And I believe uh Margaret, you're gonna be able to do that.

Yes, thank you.

Thank you, Commissioner.

Thank you, Library Board members.

Well, could I so glad you're here?

Can you hear me?

Hold on a minute.

Mel, could you mute your phone, please when you're not speaking?

He just did.

Oh, he did.

Okay.

Yes.

Is your microphone on?

Yes.

It is on.

Maybe I need to be here.

Okay.

There you go.

Okay.

So the library board meeting.

Each January.

We go through the library board, library policy manual, and update the policy manual to reflect current trends and changes.

There are three policy manual changes I'd like to make this evening.

The first one happens to be on pages three and four, and it's the definitions of what constitutes a library board.

And it's a it's been updated to reflect city code.

So those are on pages three, four, and five of your current library policy manual.

And those just really basically update what's in city code.

So I updated to reflect current policy.

What's those page numbers again?

Three.

Okay, three four or five.

In your package, pages 21, 22, and 23.

Got it.

The other changes that I'd like to ask permission to change are updates to our meeting room policy.

We have two meeting rooms, the Ingram room, which is rented out for bridal showers and city events.

Not rented out, city events are free.

Bridal showers, birthday parties, that kind of thing.

We have re-worded it so that the wording is clearer and we rewritten the rules.

That's on pages 38, 39, and 40 of your library packet.

We've also, because we moved the magazines to genealogy, we have create we have created another free meeting room called the Ruth Warrior Room.

And we so we we have we have an application and the rules for that for use of that room.

And those are the only changes I'd like to propose that we adopt tonight that will go in front of City Commission.

Okay.

Are there any questions?

That will come up again under new business for uh motion for an approval from this board.

So we are are there any changes to uh to the policy manual or any corrections?

Okay.

Seeing none, we'll move on.

Move on to the librarian's report.

Well, it's also it's getting it's a new business.

No, we don't have it under new business.

So, Commissioner Bryan, do we need to move that also to new business?

The change to the library board library policy manual?

Yes.

Yes, so yes.

It's under it's actually under new business.

Oh, I see it.

Okay, sorry.

Sorry, I just didn't look close enough.

Um so much has been going on at the library.

Of course, we're the busiest place in town and the best place in town.

Um we held we had a very successful library open house on the night before the cr the afternoon before the Christmas parade.

We had over 200 guests.

Andy Mason came, we sung and danced, we had snacks, we did craft.

It's a wonderful event every year.

Um a lot of these Commissioner Bryant, I can answer one at a time.

Like the next thing would be the Go Bond and Grant.

Okay.

Um the balance of the 2022 Go Bond is stands at 4900.

This this grant has to be completely expended by April 1.

Some of the things that we that I looked at today was um new chairs for our public computers.

Have wheels on them.

Um I'm working on a digital title list.

We're ordering audiobooks to add to the collection so that money will be easily spent.

Our 2026 state grant and aid balance is sixty-five hundred dollars.

We have ordered a bunch of Legos.

The summer the theme for the summer reading program this summer is something to do with dinosaurs.

Maybe maybe I can't remember the exact title.

We were at Dinosaur Kids, we ordered STEM projects, we ordered STEM kits for our students.

We have also ordered what else we ordered.

Um, we also ordered another uh about 50 more audiobooks and movies to go along with summer reading, like Ice Age, Land Before Time, Jurassic Park, all those things that are that are appropriate for our summer reading program.

Um major projects in the building.

Well, we have no leaks, and that's the biggest major project in the of all time.

Um the mail room door, the door that faces south on the corner of 7th and pile has been completely redone.

uh about fifty more audiobooks and movies to go along with summer reading like ice age land before time jurassic park all those things that are that are appropriate for our summer reading program um major projects in the building where we have no leaks and that's the biggest major project in the of all time um the mailroom door the door that faces south on the corner seventh and pile has been completely redone it we had to shimmy the lock to get to lock every day so I had I had a new door installed with a new lock I'm still waiting on it to be badged with our badge access um but that's a project that's nearly finished um I said the magazine genealogy room um staff updates I recently hired a young woman who's our new library page and she'll be responsible for shelving books and she seems to be fitting in fine she worked at the child care development center at Eastern and was so glad to get out of child care and be with adults although she said sometimes our children's hours get kind of crazy.

Let's see the next thing would be the pillar booth so libraries across the state across the nation are buying these small one person booths to allow for telemed appointments or counseling appointments or um job interviews it's called a pillar booth it comes encompassed with its own little set of it's all soundproof we have a computer that'll go in it it'll it's being shipped so we should get it this week.

Great.

Then of course we will have a policy for it maybe not really a policy but just procedures.

It's gonna be at the end of the study rooms at the end of study room five so there's an empty place.

It will be locked it'll be secured um people are at so the library in Fort Sumner just got one and I think I'll run I want to see Melanie Radliffe in the next couple days to see how they're using it over there.

And so that's kind of an exciting library trend.

So when they finished the roof we were notified that we also need a replacement PIV valve which is a post indicator valve that is a I'm gonna read this word by word because I really don't know what it is is a crucial component in fire protection systems and acts like an above ground operator for underground water supply valves to hydrants and sprinklers providing a clear visual open or shut indicator and quick access for firefighters to control water flow during emergencies.

I don't either and you know I didn't even know we had one of those so I went out you know in my daily walk and I was like oh this is a fire hydrant and the guy from Interwork says no this is your post indicator valve.

I'm like I'm so glad to know that and it's out on the South Lawn.

Did you know what it was Ms.

Burroughs well of course you did Miss Burrows has everything.

The red thing yeah um you see what else so under reports are there any questions or comments okay you want to go on to the anticipated projects for 2026?

Sure.

So we in 2020 when we were closed for COVID the library staff did a complete physical inventory of the collection it's important that we do it every five years to make sure our collection is up to date that everything's shelved properly that um and I mean it's just typical maintenance work that a public library does.

So my biggest project for 2026 is to do a complete inventory there's lots of ways to do this to account for every book the first the first section of this is we're going to shelf read everything so I have created cards for my staff that's a fiction A through C and they'll read the shelves and make sure everything's in order.

Then after that's completely done and the collection is about 1400 volumes so it's gonna take a minute.

How many 1400 so the next part of that process is there's two ways of doing an inventory you can scan every barcode into a computer that'll track it and then we can run report that shows barcodes that have not been um counted barcodes that show up as lost or billed or maybe checked out or out of order we'll probably do part of that too my idea though is to make sure in November I I did the same thing to our Southwest collection and I found things that are have the wrong barcode with the wrong title that had the wrong spine label.

In November, I I did the same thing to our Southwest collection.

And I found things that are have the wrong barcode with the wrong title that had the wrong spine label.

There's a million problems that can exist.

So I'm in going to endeavor to do that kind of thorough inventory where we look at every book and make sure the barcode matches the title, matches the spine label after that.

So it'll be it's not gonna take a month.

It's not gonna take two months.

And doing that inventory, just accounting for everything, it's just the tip of the iceberg.

Because then Scott Jones and I have to run reports as to what's still missing, what shows checked in, but it's not on the shelf.

Things that are currently checked out but are really on the shelf, things that have been billed, things that have been fined.

So it creates a whole like down the road other problems.

But it's important that we do that to make sure that our collection is intact and is and is well read and people can find things.

So that's our biggest problem.

And we'll probably start that probably in March.

We'll probably start with children's first because June 1 starts summer reading, and our collection gets willy-nilly and up and down, and you know, we have thousands upon thousands of children's books checked out monthly, so we'll probably start with children's first.

Um the HR department for the city is pushing out a lot of training.

They're going to do HR um first aid training, they're gonna do active shooter training.

The they just put they just pushed out um conflict revolution resolution, um dealing with difficult patrons or customers, so all the staff will be doing those as well, and that'll be we have a deadline February 28th to get all those done.

So all the 16 members of the staff will be doing those.

Um you think I think that covers that.

I do have a couple of statistics I'd like to share with you from since our meeting in October.

So these statistics are based uh October through December.

We have checked out 11,215 books.

We checked out 5400 digital titles.

We had 16,351 patrons who visited the library.

We registered 294 patrons.

We had 3,640 visits to our website.

Yeah, and I can give this to you, Claire.

Um we cash notaries totaled 1,454 dollars, and square notaries totaled $56.

Um.

So I think that speaks positively for the library.

Are there any questions about any of my reports?

Any questions?

Uh Ms.

Henchy, have y'all ever been over uh is this new the training, the first aid uh CPR and active shooter training?

Is that new?

Y'all have done that before in the past?

It's not totally new, but it is being revisited.

Um like I think anyone who drives for the city now has done defensive driving.

Anyone anyone who works in a public area is gonna do first aid.

The others that HR has assigned, I think are citywide.

Right, Alexis?

Yes, ma'am.

So there's conflict resolution, there's deal dealing with disgruntled patrons or customers, um, harassment versus bullying, all kinds of customer service things.

And with a new HR director, this is just her new incentive to get us all trained and focus on what we do best.

Okay.

No, fair fair enough.

Thank you.

Thank you.

Any other questions?

Okay.

Move on to new business.

Our first one is request for approval to appoint Emily Gibson, which I believe is here with us tonight to the vacant student position of the Clovis Carver Library Board.

And so I uh just realized she was even here.

So I want to give her the opportunity to maybe say a few words until it's a little bit about itself and what brings her to the library board.

Okay.

Can you all hear me?

Yes, we can.

Okay.

So um I I noticed my application is on in here.

I was like, oh my gosh.

But um I actually volunteer at the library um on Saturdays with Miss Julia, and so um my mom sent me the thing where it was like the library board application was open.

And so I was like, well, that's perfect.

I already volunteer at the library, I could be on the library board.

Um, but I I also um for my post-secondary education, would like to major in English, and so I thought that this would be perfect as well.

Um great.

Thank you for your interest and look forward to you being on the board as a student representative.

Thank you.

Thank you.

Okay, it we need a requ uh motion to approve Emily Gibson to the uh position for the library board.

Okay.

Sorry.

Second.

We have a motion and a second.

All those in favor signify by saying I.

Hi.

Same with those opposed.

Okay, congratulations.

Thank you.

We'll take that to the city commission uh this next this Thursday.

Um I don't know.

Who made the motion?

Who made the motion?

Oh, Rhonda.

And who seconded it?

Anne.

Okay.

Okay, the other one is the request for approval of the recommendation changes to the Clovis Carver Public Library Board Policy Manual.

So we need a motion to approve that and send that also to the City Commission.

So move.

Okay.

We have a motion.

Second.

We have a second.

All those in favor signify by saying aye.

Aye.

Aye.

Any opposed?

Mill, was that uh was that an aye?

Yes it was.

Okay.

Okay.

Thank you.

That has been approved, and we will take that to the city commission as well.

For the good of the order.

Does anybody have anything they would like to report on?

Oh, I I if you don't mind.

Um the city graciously allowed a ARP tax aid to use this room to do income tax this year.

And it is working so well.

Good.

The the people coming in are happy.

The workers are happy.

I'm sorry to the library staff because I know they're getting a lot of extra traffic, but maybe they'll check out books too.

Maybe.

Our biggest traffic happy is so where's the North Annex?

Oh, no, the biggest comp the biggest claim complaint is Margaret, we're here, can we let us in?

Not really I have to unlock the doors so they can give in.

But yeah, it's working real well.

It's a good space for us.

That's what the tables over there.

Okay, so what days and hours is that available?

We work Monday through Thursday unless there's a meeting.

Right.

Um from 8 30 to 11 30.

Okay.

Yeah, we do appointments only over here.

Okay, and what's the turn what's the turnout been like so far?

Um we have been full every day.

Great.

Yeah, I've got a half of it.

I've got three people working for me.

And uh we are busy from the time we walk in until we leave.

So great.

It's a good turnout.

People are very appreciative.

Yes.

And that's a great service to the community.

Thank you.

In light of the in light of the taxes, we don't have our tax form for the public yet.

Oh that's me.

No, they are we have a tracking now where they should be here tomorrow, Wednesday.

We'll put them out probably next Tuesday.

Okay.

We are we currently tell people, you know, if we don't have the forms, you are welcome to come in and we can print them for you at a dime a page.

Or you can get our computers and download them.

But they want those hand-on forms.

So uh Margaret, Mr.

Chair, I've got a one question for you.

Sitting uh thinking about this.

Um we haven't brought this up in a little while, but do we have any dress uh is there are there any dilemmas still with the memorial?

Um the veteran statue.

Well uh funny you should ask.

I had a dream about the memorial from last night.

Walking over that Ms.

Burns not gonna put that in the man.

No, um I know that Raymond Mondragon has some monies that he might be able to use, so I need to touch base with him.

The the idea is to move the war memorial from its current place on our South Lawn to Memorial Park at 7th and yeah.

Um I just need to get that ball roll rolling again.

But thank you for asking.

Thank you for the reminder.

All right, appreciate it.

Mr.

Chairman, uh members of the library board.

We are we are trying to find funding for it.

I think you're yeah, there you go.

You're trying to find funding that you said.

We could also go on administrator if she would fund some funding.

I will look into that.

Thank you.

She just she wrote a note.

I was gonna do pictures tomorrow.

Okay, perfect.

Yes, thank you.

Um, Mr.

Chairman, members of the board.

Um who do you call if you would like to uh make an appointment to uh do your tax return?

There's a phone number on all the posters.

Yes.

And what is that phone number?

Yeah.

Sorry, I was not prepared.

Uh Shelley, how's it turn out been at Roy Walker?

We're full every day.

We work Monday through Thursday from 9 to 1130, because they don't open the building.

And we average, I've got seven preparers.

So we re-average between 25 and 30 a day.

Great.

Wow.

I was wondering if you were doing both places.

Thank you.

Oh, yes.

I'm glad you brought that up.

Yeah, we work both.

This is working out for her so good this year compared to where we were last year.

Last year was such a temporary thing.

So they can either come to Roy Walker or come to the North Annex.

They don't have to make an appointment to go to Roy Walker.

No, we're walking zoning.

Okay.

Do you have to be a certain age?

And what is the age?

There's no age limit, there's no income limit.

There's a few things we can't do, such as um a business with employees.

If they're self-employed, like DoorDash or any of those, we do those.

We do brokerage statements, retirement.

Okay.

Cool.

And our Eastern site down at Eastern is opening uh tomorrow.

Okay.

They have 75742 8473.

Thank you.

Okay, great.

That number where they call for appointments is just a message.

We don't ever answer that phone.

It's just a message.

Oh, okay.

Technically it's just messages.

Okay.

And then I think it's to call them all back.

Okay.

How much if I call I mean today?

How quick can I get an appointment?

Second week of March.

Second week in March.

Okay.

Go ahead and sign him up.

No, I don't think we could do it.

Darn.

I'll try.

Okay, does anybody have anything else under for the good of the order?

Okay.

Our next meeting will be at 5 30 Monday, April 27th.

And it will be right here in the North Annex.

And with that, we are adjourned.

Thank you.

Thanks, everybody, for being here.

Nice to meet you.

I hope thank you so well for doing.

Oh, thank you.