CATOOSA COUNTY LIBRARY BOARD OF TRUSTEES Board Meeting Minutes October 16, 2024-3:30 p.m. Members Present: Shirley Smith, Sharon Anderson, Chuck Harris, and Rachel Lamar Others Present: Sarah Holmes, Meghan Herbel I. II. III. Call to Order: Shirley Smith, Board Chair, called the meeting to order at 3:37 p.m. A quorum was Approval of Agenda: Aftera al brief review, Ms. Anderson made a motion to approve the agenda. The motion was: seconded by Mr. Harris and approved with unanimous consent. present. Approval of Minutes: a. The Regular Meeting Minutes for July 17, 2024 were reviewed. Ms. Anderson madea motion to accept the minutes and the motion was seconded by Mr. Harris and approved unanimously. IV. Approval of Director's Report: Ms. Holmes, Library Director, presented the quarterly director's report. Ms. Holmes announced that the Reading Corner is now open and shared plans for a future ribbon cutting once the Genealogy Room is reopened. She also shared a brief update on other ongoing projects including the Library Expansion Project and updated security systems. A brief discussion about the impact of Catoosa County Government's new purchasing rules ensued. Ms. Holmes shared an overview oft the librarysoutreach and community engagement over the past few months which included but was not limited to storytime outreaches, library tours and field trips, visiting local schools, participating in community events such as Catoosa Kids Day, and afterschool programs such as LIFT and Link @ the Y. Ms. Holmes also shared a photo from News Ms. Holmes informed the board that the library has welcomed a newi full-time member who should be starting in the coming months. Ms. Holmes also gave a review oft the special presenters at the October 4 Staff Day. She also shared plans to reach out to the Catoosa Career Academy (CCA) to be added tot the phone tree in the case of lockdowns or other threats to the school. Ms. Smith shared that this was a good idea. Ms. Lamar shared that some schools have a person who calls other schools nearby to notify them they are on lockdown and suggested that CCAI may have a similar policy. Some discussion ensued about mirrored widows. Finally, Ms. Holmes included al brief update about the ongoing audit and reported the amount of Mr. Harris made a motion to accept the director's report. Ms. Lamar seconded the motion and Channel 9 and reported on1 their spotlight segment on the Daily Refresh. funds received for FY2025 Libtech Grant. ther report was approved unanimously. V. Information Items: a. Budget Report: A copy oft the report isi included in the packet and incorporated by reference. Thel library has some funds that are under or overspent. Ms. Holmes discussed fiscal year-end adjustments due to differing fiscal years fori the library and b. Statistics Report: A copy of the report is included in the packet and incorporated by reference. Ms. Holmes drew attention to the steadily increasing circulation. Some discussion about how comparable the numbers are to similar libraries our size and current trends in digital collections spending. Ms. Holmes also shared the steady county. increase ini new card registrations and in-person visits. VI. Discussion Items: a. Review Library Constitution and Bylaws: The Library's constitution and bylaws were briefly reviewed. Ms. Holmes reported a couple of items that needed to be changed, such as Section 41 in Article Il regarding the Treasurerand Human Resources, sO that current bylaws reflect previously approved updates. Ms. Holmes also suggested updates to Article IVt to reflect meeting dates. Ms. Smith asked ift this was necessary. Ms. Anderson suggested adding language to allow for different dates, similar to the location b. Ms Holmes shared that she plans to incorporate previously approved changes into a draft to present at the next Library Board meeting and ensure that bylaws meet the legal standard. She also encouraged Trustees to review bylaws for any changes. a. Approval of Director registration and travel fees for the Winter Directors' Meeting in Savannah, GAI December 10-13, 2024: Ms. Holmes presented this item to the board. Ms. Holmes reported that the per-diem fori food has been increased andi that an Air BnB was booked for this tripi instead ofa a hotel. Mr. Harris made a motion to approve. Ms. Anderson seconded and it was approved with unanimous consent. b. Approval of Saturday Closures around Catoosa County's approved 2025 Holiday Schedule: Ms. Holmes presented this item to the board. Mr. Harris inquired how Saturday closures would affect county employees. After discussion, Ms. Lamar made a motion to approve. Mr. Harris shared his concerns that by closing, we would not be honoring service to citizens. Ms. Smith asked if this had been done previously. Ms. Holmes shared that these are similar to previous years' requests. Ms. Anderson asked how other libraries handled their closures. Ms Holmes shared that she could reach out to other libraries. Ms. Herbel shared last year's requests and statistics about usage. Mr. Harris shared that he prioritized service to the community should come first and that county employees should all receive the same days off. Ms. Smith inquired about how much usage the library would see ifi it remained open during the holiday weekend. Ms. Anderson asked how many! hours were open. Ms. Smith asked what the closures were for this upcoming Thanksgiving. Ms. Lamar asked if there had been any complaints and shared that Saturdays were not higher-used days. Ms. Anderson made a motion to table this request until the next Board meeting. Ms. Lamar seconded the motion and it was approved unanimously. Ms. Smith requested that Ms. Holmes collect feedback about Approval for Library Closure on Friday, February 28, 2025, for staffi in-service day: Ms. Holmes presented this item to the board. Ms. Smith and Ms. Anderson shared that this language. VII. Action Items: the upcoming Thanksgiving closure to share at the next meeting. was vital. Ms. Anderson made a motion to approve. Mr. Harris seconded and it was approved with unanimous consent. Mr. Harris shared that het feels the same way about closing for staff days but understands that iti is necessary to close for training. d. Approval of FY2025 LIBTECH Grant Purchase Plan: Ms. Holmes presented this item to the board. Ms. Lamar asked if patrons would be using this copy machine. Ms. Holmes shared that this would be used by staff, but would be used to assist patrons in many unseen ways. Ms. Smith asked ift this grant only covered specific items. Ms. Holmes shared how each request would be used to benefit patrons. Ms. Holmes shared how this grant is funded. Ms. Lamar made ar motion to approve. Ms. Anderson seconded andi it e. Approval of Chattanooga Business Machines Sales and Service Agreement for new machine to be purchased with FY2025 LIBTECH Grant: Ms. Holmes presented this item to the board and shared how she reviewed the quotes. Some discussion ensued regarding hidden fees and costs. Mr. Harris made a motion to approve. Ms. Lamar was approved with unanimous consent. seconded and it was approved with unanimous consent. VIII. Public Comments: N/A IX. Trustee Comments: N/A X. Next Meeting Date: Regular Meeting on Wednesday, January 15, at 3:30 p.m. int the Library's Meeting Room XI. Adjourn: The meeting was adjourned at 4:48 p.m. after a motion was made by Ms. Anderson and as second by Ms. Lamar. The motion was approved unanimously. Minutes submitted by: Meghan Herbel Approved: MR9A Date: 15-2035