Okay, we're gonna call this meeting to order of the Clovis Carver Library Board.

And could we have a roll call, please?

Commissioner Brent here.

Miss Wynne.

Here.

Miss Spokes?

Here.

Mr.

Epithet Epithina.

Here.

Miss Olam.

Miss Tatum.

Miss Gibson.

Here.

Chairman Benda?

Here.

Mr.

Bulldock.

Miss Hubbs.

Here.

You have a quorum.

Thank you.

Also would like to introduce uh Everett Tatum.

He's our new uh student representative from the high school.

And give him a couple of minutes, maybe to introduce himself and tell us what grade he's in and what interest he has in the library.

Yeah, so I'm uh going to the eleventh grade.

My name is Everett Tatum.

I'm Gracie Tatum's brother, so I'm a replacement.

And yeah, um back when it was a while ago, but I the mommy's day out thing, I'm not sure if you all see that, but I used to that a lot and it was really fun.

So it was my sister was a good experience, so I thought I'd try it out.

So yeah.

Good.

Well, great.

We're glad to have you on the board.

Thank you.

Appreciate your interest.

Okay, move down to the approval of the minutes for uh April twenty-seventh.

Are there any corrections to the minutes?

If none, I'll ask for a motion to approve.

I'll make a motion.

Okay.

Any opposed?

Okay.

Motion carries, and the minutes are approved.

Go down to reports and we'll start off with our community reports.

Does anybody have anything that they would like to report on that's going on in the community?

No.

Miss Bur Miss Bruce.

You know me.

I'm a commissioner, Mr.

Chair.

Um Chairman members of the uh of the Clovis Carver Library Board.

We have a public meeting, the City of Clovis this Wednesday at the colonial golf course.

Um at five thirty.

Um on Yano Estacado east of um the roundabout.

Okay, you should that's just this Wednesday?

Yes.

Okay.

So as normal you serve Commissioner O'Brien, you serve as the chair of the Clark Carver Library Board.

And Commissioner Bender served as the vice chair.

So for the nonprofit, it flip flops.

So we need a rec and we need a motion and a second.

So that so that Commissioner Bender becomes the chair of the nonprofit and you become the chair of the non uh the vice chair of the nonprofit.

Okay.

So we need a motion to appoint Commissioner Bender to that position.

Okay.

We have a motion.

Do we have a second?

Second.

Okay.

We have a motion and a second to point Ann.

We we tied each other.

Okay, we have a motion to appoint Commissioner Bender to the nonprofit as the chairman.

All those in favor signify by saying aye.

Aye.

Any opposed?

Congratulations.

So Miss Hitchy, just uh confirm.

We have to redo that every year.

Well, it's in the bylaws of the nonprofit to s to say that these have to be recommended and voted on.

Okay.

It's really just a given, so I think it's just more of a uh protocol.

Courtesy to get it done.

If you don't want to do it again, we won't live.

No, no, no, it's great.

I just I guess you you know one would have to fear that somebody votes them down for something like that, right?

I don't think there's anyone else of your caliber.

Okay, we'll move on to our uh summer reading activities.

Missy.

Okay, so let me tell you this summer has been just a whirlwind of activities.

Our theme, we purchased the theme from a place called the Collaborative Summer Reading Program.

And they have all this swag and they offer all these ideas, they offer t-shirts and bookmarks, and so we buy like a set program.

Um but this year's program was called Uarth a Story.

So we had archaeology things, we had a T Rex visit our library, we had movies on Tuesday, everything from Ice Age to Indiana Jones.

We had a T Rex tea party with 65 little girls going really, but you know.

Um we had they made dinosaur soap last Friday with um paraffin wax and dinosaur fossils.

Um they dug for dinosaurs.

The kids didn't make a volcano.

Um in my 16 years of being here, this is probably the best summer reading program we've ever had.

The adult programming, we've had lunar learner eclipse nights, we've had um someone from our um Blackwater Draw come twice, somebody from Eastern New Mexico come a couple times to talk about their archaeology program.

Um she has shown all the Indiana I'm sorry, Miss Burroughs told me I needed to talk slower.

Um we have shown all the Indiana Jones movies.

Um so our numbers are phenomenal for kids' programs, and this is just through June.

We've had for children's programming, we've had 1,700 children.

Well just through June.

The zoo came the last week of June, and we had 115 kids.

Um for adults, we've had nearly 400 in attendance, and that's just through June.

Our numbers do start going smaller after July 4th, because I guess parents go on vacation or whatever.

But I have no I can't say enough good things about my library staff and what they've done to create this great summer reading program.

Um does the summer reading program come to an end?

It ends this Friday.

This Friday.

Yes.

Okay.

And my children's librarian who is new, she's only been with me, she was a library page before that.

She shelved all the books.

She's only been in this role for about 10 months.

Hand over fist.

She has risen to the occasion and has done remarkable things.

She has prizes.

She had a uh teenager dress up like a T Rex.

Umger hunts.

She's had all kinds of things that are indicative of unearthing a story.

And I think the the past years, we've had things like reading around the world, which lends itself to multicultural.

We've had things about reading in all colors.

Um, but this one kind of hit the mark, unearth a story, especially in this part of the country, because we have Black Water Draw, we have Clovis Point, we have somebody came from the Tukum Carrie Mesa Lands Museum and gave a talk to our kids.

So it just lends itself to all these fun activities, and our numbers show that we had a very successful program.

The parents and the kids will be given, will be sent out a survey today or sometime this week that they will report back to me and Julia, and they'll be sent to the state library.

A lot of wonderful programs throughout the summer.

It's been great.

I mean crazy, crazy great.

Crazy great.

Okay.

Questions, comments?

Just kudos.

You and your children's librarian.

Um a couple other statistics I wanted to point out.

Um from April, May, and June, we circulated 13,000 books.

We circulated 7,000 digital titles.

Um we had 19,000 visitors to the library in those three months.

Um we did with cash and square notaries, we did nearly $1,700 worth of notaries.

Um notary numbers were a $850.

Um public computers.

We have 12 public computers that can be used by the public um at all times.

We're open for anything from printing a boarding pass to playing a game to checking their social media.

We had 19 um users on our public use computers in the last three months, which is saying our public computers are slowly dying.

We have ordered new ones out of July 1.

So we have been down from 12 computers down to five for the last couple weeks.

So there they have been reordered.

We're getting new computers, but even that number shows that our computers are used all the time.

So you have 19 users in the last three months.

19 is on your notes.

19, 17.

Okay.

Um, what else?

So if all the summer programs come into an end, um, what do we have to look forward to coming up in the fall?

What's going on?

That's a million dollar question.

I'm sure Julia will do movies.

I'm sure she has a Lego club.

She has a STEM club.

She also has reenacted or re-resurfaced an anime manga club.

Um she's going to do a bring your pet animal to sleep over the library.

Um, she's gonna do some teas.

She's going, she has lots of stuff.

She's she will be doing an educated story time in the afternoons once every other week.

We've also had a lot of mothers who say, I can't get my toddler up out of bed to be at the story time at 10 o'clock.

Can you have one in the afternoon?

So we're gonna try that for a little bit.

Um, maybe some evening events.

Sarah Willford doing the adult services, does all kinds of things.

She does movies, she does a book club, she also goes and reads at the retirement homes and does our homebound.

Always something going on.

I'm just, you know, it makes me believe in the sustainability of a public library.

Yeah.

It's always good to say that I think there's something always going on at the library.

Wow, I know.

It's just yeah.

Which is good.

It's just remarkable.

It's great.

Um let's see.

Staff updates.

I have a new reference librarian that joined our staff in May.

She's already got her notary stamp.

She's not looking forward to the number of notaries we do every day, but she'll learn.

Um we're also right in the midst of almost finishing, almost finishing inventory, which I told I told the um board before that what this entails is we are scanning every book into a database, and then we will run reports after which Scott Jones and I will figure out what's missing, what's been filled, but is on the shelf, what's been billed but not on the shelf, all those financial data reports.

We have a hundred and over 140,000 volumes in our collection.

So it's taken a minute.

The last time we did it was during COVID, and we did it for the library's closed and still took us 10 weeks.

Before that, we were closed for uh whole week in 2015, and we got the majority of it done in in a week.

But that's all we did because the library we were closed for a week and we didn't.

So um it's something that a library needs to do every five years to maintain a healthy and growing collection.

It also is a lesson in futility to know that some things just disappear and don't come back.

And you wonder why that is.

No, it was on Margaret Henshi's Night's Fan.

So I bought the book for myself, and then my purchased another copy for our library.

And that's the kind of reading I do.

Um what else?

I know you love hands for let's see.

Staff updates.

We have a new reference librarian.

The 2024 Go Bond will be um given to us in November.

It'll be 129,000 again.

A couple of things that are already earmarked for that money, and that cycles every two years, but we have about three and a half years to spend it.

There's lots of times when we are not stressing over what to buy, but it's there's so many definitive um parameters as how you can spend the money.

It's got to be for patron use.

So I can't buy me a new, so I can't buy me a new book.

Um it's gotta be used for patron sources, it can't be for any staff members, it can't go to salaries, it can't go to advertisement, it can't go for swag.

I mean, there's so the one thing we spent the 2022 Go Bond, we bought sixteen thousand dollars worth of bookends because our bookends were falling apart.

The chairs in the Ruth Warrior room that are also at the in the commission in the assembly room, those are purchased with the ones here were purchased with Go Bond money.

Um we purchased a computer for the Ruth Warrior room with the last the go bond.

We're going to buy a smart board for that room so that people can do more technology-driven activities.

Uh there's all and you know, of course, we will spend that on library materials.

So $129,000 and come to us in November.

Yeah, yeah.

Okay.

Is there a cutoff time on that that we have to uh spend that money by a certain time?

Yeah, so we get so we'll get it allocated, and then it will use some map math here.

So it will be it has to be expend expended probably probably by April of 2028.

But between that time, we will get a 2026 go bond if the public votes on it.

So that money's always cycling in.

And it's it's not that it's a blessing and a curse, but it is a blessing and a curse.

Because like, okay, um, but that's how we bought Don Clifton's um cabinets for his arrowhead collection.

That's how we have done some you know that's there's so many ways that we can use it, but it's gotta be so specific.

So just has to go towards the patrons.

Yeah, yeah.

And if I'm not mistaken, you it's something every year you've y'all kind of struggle to find proper uses.

We do, which is yeah, so it's kind of a blessing and a curse.

I mean, thankfully the city is the city has taken care of the library financially for the 16 years I've been here.

Um in terms of collection development, which is I have a book vendor that dying to come see me.

She said, just buy one of everything.

I said, that's not how you curate a collection.

So to just say go buy books or go buy digital materials with this money is just a misnomer because I read reviews, I look at other libraries that have circulation of them, I look at what's what's trending, I look at interlibrary loan statistics.

So I just can't go out and buy you know 40,000 worth of books overnight.

It takes a bit, like you said, Mr.

Um Commissioner Bender.

Um and then, you know, in the big library scheme, there's always you gotta take something out in order to add something.

We don't have just unlimited shelving everywhere.

I just got rid of probably 130 cookbooks in May, and then I ordered 142 new cookbooks.

Is that something you'll like I I mean, will can people check those out?

Sure.

Like a normal.

And speaking of books, like in in incurring like late fees, did Margaret Hinchy incur a late fee on that book.

We don't have late fees.

Yeah.

Huh?

We do not have late fees.

What happened to the days of late fees?

Yeah, can you imagine what it's gonna fought with two late fees?

Yeah, just like endless opportunities.

So what happens if Danny Commissioner Binner of Danny comes in and checks out a cookbook because she needs to begin to cook for her husband.

And she has the book checked out for two weeks and calls and says, Miss Henshey, I need to re renew it.

Okay, Danny, it's renewed.

Miss Henshey, I need to renew it.

And then she forgets to renew it.

After 42 days, that bills go that book is going to be charged to her account.

And then she's gonna come and say, Brad, I have a book that Margaret's charging me for.

Let's just let the record show you mentioned she needed the cookbook and not me.

Right.

I need a cook.

If we need to pick get that out, that's okay.

I just I didn't suggest it.

I just want to make that clear.

Fair enough.

So this is before you came aboard the um Club of Carver Library Board, but there's a committee that meets during the even years, and it's called the City Revenue Review Committee.

And at that time we go, the city and representatives of the of the City Commission and some other people go through revenues that are needing to be changed collected by the cities.

I don't think people should be penalized for not finishing a book.

Eventually, if they don't bring it back, they are going to be charged for the book.

Or and some of those people check out a book and never come back and never never never darken our doors again.

So that's just due to attrition, we just lose a book.

But that's how we started charging for notaries.

That's how that happened.

You know, since you just brought that up.

Um you're talking about the revenue review committee, which is coming up in August with the city.

Are you bringing up any increases or anything?

No.

No.

For that.

No.

No.

I think Scott Jones and I talked about it at length about processing fees and over and overdue billing processes, and we agree that everything's okay.

Good.

Okay.

Yeah.

Ms.

Burroughs?

Yes.

Um I was wondering, Miss Hinchy, um you were you you struggle sometimes to spend that j go bone money.

How could uh how could we change that uh legislation so it could be you could widen the use of it?

I Miss Burroughs, I have no idea because it cannot be used for capital outlay.

It can't, I mean, it can't it's gotta be used for something that enhances patrons use of the library.

So for example, eight years ago when I changed to change for the fluorescent to LED lights, I only did the library.

Um there was talk about doing this portion of the the library building.

But because it's not the library, it doesn't serve the patrons in a library fashion.

This part was not that's very specific.

I mean, I'm always looking for ways to do it.

And and is that set by the legislature then?

Yes, and by the state library.

And Department of Cultural Affairs.

So if you were to ask, you'd have to go to the state to see if you could widen the use.

To give that changed.

I mean, I can give you the I can give you the recital that shows the parameters under which you can spend it.

And I wonder if uh, Mr.

Chairman, members of the library board, Ms.

Hinchy, I wondered if they um if they ever review that.

I don't know.

It's been that way in my 16 years of being here.

It's been like that for 28 years.

Every or four million years, yeah.

The other the other money that we get is the state grants and aid, and that's based on population.

And we usually get between 10 and 12,000.

Is that right, Megan?

Um it's allocated to us in November and it's gonna be spent by the end of the fiscal year.

That money can't be spent on like if I was to hire a part-time student circulation person, or if one of my staff members needs a new desk.

That that money is a little bit more loosely uh um allocated so it can't be spent.

And sometimes we have used it on collections.

Miss Hinchy, I and I can't recall uh when we had to when you were working on moving that monument uh for the veterans and everything.

Uh-huh.

Were we able to use the geobond for that?

No, because it that would be a capital outlet and Alexis has and I have worked on a grant to move that.

And we won't know anything until that one is because it's through Lowe's, we won't know unless they give it to us, and because it's been so long, I would think that we probably do need to start looking for more options.

But it is on the capital outlay ICIP for this year, too.

Okay.

So um we have multiple routes that we could go with it now, now that it's on ICIP.

And we have the we're still waiting on the grant for the master plan for the library, which we should hear from about that in September.

Thank you.

In all fairness, you see Claire's will spinning right now, and so like she's thinking of ways to get go bond funds.

Commissioner Bennett with the library board and Ms.

Burroughs, we will go into the things that are spinning in Mrs.

Burroughs.

I was I would Mr.

Chairman um members of the library board.

I'd I it might be worthwhile just to have that conversation.

If it's been the same way for so many years, and I've heard this with you know other library d directors over the years too, they're sort of frustrated with how to spend those funds, if it would be worth reaching out to to us the question.

I mean it wouldn't hurt to ask the question if anybody would be open to discussing if they could widen the usage of those GoPro.

Do you I mean if you like it?

All they can come back with and say is say no.

Right.

You know.

So the conference this year, the New Mexico Library Association Co Association Conference will be the last week in October.

And there's always a library director's forum where we can go and ask questions.

That's always brought up, but I will bring it up in a different manner this time to see if there's any kind of new ideas about changing how that money could can be spent or the parameters under which it could be spent.

Where's that hill that's year it's being held in Las Cruces?

Okay.

Usually it's being usually it's held in Albuquerque.

Um but this year they're going south.

And I'll be so hot.

So comments?

Mr.

Chairman, members of the library board, if you'd like, we could you know craft a letter and ask the Department of Cultural Affairs, whoever you know we need to to ask if they might consider it.

I mean, if and if there's a like so the New Mexico Municipal League and um has a librarian library group uh group, maybe that would be worth talking to the library group to see if there's some uh interest on their part to change the law because if all the libraries are saying we would like to widen the use of the geobones funding, why wouldn't the state listen and and address it?

Yeah, yeah.

So I always have to New Mexico Municipal League as well.

Yeah, let's tell us them.

I don't see any reason we shouldn't at least approach it.

You know, and talk talk to them and tell them what we're wanting to do.

And it seems like what happens, and it's not anyone's fault.

But we know that that of money is sitting there.

So I mean, I don't think it's inappropriate to say this, Megan, but I think Megan and I were like, okay, so we have sixty thousand dollars and we have four months to spend it.

Is making something here?

So we you know it's like we can always drop it into collections.

That's n that's great.

But then it's like, okay, let's order a book ends.

Let's look at new tables, let's do this.

Um it's not a struggle, but it's always like, okay, there are deadline sneaking up on it, so we have to spit we have to get that money allocated and spent so the state can pay us back as soon as possible.

Okay.

So committee members are is everybody agreeable to maybe uh putting a letter together and you know, trying to accomplish this.

Sure.

Sure, that'd be great.

Perfect.

I will I will be out of the country through the August 14th.

But then when I come back, I will do that.

Okay.

Sounds good.

Thank you.

Okay.

We'll move on to the review of the 2026-2029 strategic plan.

The state library requires all public libraries to document three things.

One is a strategic plan, one is a collection development and analysis policy, and another is a community assessment.

Um really edited it a lot this year, and I had a meeting with Claire and Alexis and Steve Baldock looked at it um while he was away, and we all agreed that these changes I made were reflective of what needs to be happening at a library.

And strategic plan needs to be like almost an umbrella of what we want to do and how we're gonna do it and how we're going to do it well.

So it's there for you to look at.

I've I've already submitted it to the state library, but it can be modified if you look at it and you decide that anything needs to be changed.

You said there were quite a few changes made.

It were the wording the the way it was presented was yeah.

And I can I can continue the old one as well if you would like.

And then the last thing on the list is every year at this time the li the state library requires an annual report to be done, which is statistical data from everything from finances to how we spent the Go Bond to how we spend city money to what our collection consists of to circulation statistics.

So it's attached there for you to read too.

And thankfully Megan keeps wonderful records so we were able to get that done quickly.

Okay.

Any questions on the strategic plan or the uh New Mexico State Library annual report.

Okay.

Seeing that we'll move on for the good of the order.

See if I have anything else that needs to be discussed.

Um yes.

So last meeting Pull the microphone down just a little bit.

Last meeting, Miss Uh Grayson Tatum, she um talked to y'all about any volunteer opportunities for NHS at the high school.

And I've taken over as president, so I would just like to put that out there that anything that she wanted, we can also do through me.

Emily, I know your student council or student government president, right?

Or team council.

You know, if you have if you have um friends or classmates that need to do community service to get kind of and you two ever to get kind of community service hours, have them call me.

We can put them to work.

So yeah.

It'd be nice to have uh young adults in here.

I think that is our poorest served community.

And it for you know, for lots of reasons, they're too busy, they do sports, they're too you know, whatever.

Um so yeah, send me some names and I'll be glad to reach out to them and give them a volunteer opportunities.

Yeah, and you too, Everett.

For sure.

Um Mr.

Chairman, members of the library board.

Um we uh do have opportunities with the city of Clovis.

We have Trek for Trash coming up on Saturday, September the 26th at uh 7 a.m.

if uh if you guys are interested in participating in that.

Um and there are some other groups.

Uh we just had an intern, a summer intern program through uh Kerry County, and they have put a group of students together to discuss how teens can get more involved.

We're looking at maybe doing something.

I don't know if you're involved with that at all, but they're uh looking at the youth recreation building commissioner Bryant to potentially use that in the future for recreation.

And I know Mayor Morris and others have been meeting to discuss youth challenges in the community and how to assist.

So there's there are lots of opportunities there, and I'd be happy to discuss that with you offline.

Yeah, I think there's plenty of volunteer uh activities throughout the throughout the city and the county that uh you can definitely participate in.

So uh yeah, if you've got people that are interested in serving, let us know.

You know, we'll we'll put them we can put them to work.

Okay, anything else?

Okay, the next meeting date and time is 5 30, Monday, October 26th.

And with that, we are adjourned.

And then we do have a organization board meeting happens.

And I have the agenda and the nonprofit.