CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES WEDNESDAY – SEPTEMBER 15, 2021 VIDALIA LIBRARY 2:00 PM

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY – SEPTEMBER 15, 2021

VIDALIA LIBRARY

2:00 PM

 

1. CALL TO ORDER: Mr. Renard Chatman called the meeting to order at 2 pm and a quorum was present with Kathleen Stevens, Jill Britt, Jackie Young, LaJean Corbett, Bobby Shepard, and James Lee. Joe Parker, ex-officio, was absent.

 

2. MINUTES: May 19, 2021: Mrs. Young moved to accept the minutes as mailed and Mr. Lee seconded the motion. Motion passed.

 

3. PUBLIC COMMENT (Comments limited to 5 minutes): No one present to comment.

 

4. REPORTS: Library Director presented statistics for July and August. Patrons were slowly returning to their routines of coming and still receiving request for Bookmobile service.

  Circulation (See Attachment)

• • •  July
    • August

  Financial: July and August monthly figures were examined.

• • • Current Balance Sheets – July/August (See Attachment)
    • Budget 2022: The 2022 Budget was discussed especially the items that were increased. (See Attachment)
    • Budget Hearing Oct. 13^th: Librarian stated that the budget would be voted on for approval at this meeting. If there were any changes, the new budget would be mailed earlier than meeting date.
    • Millage: The roll back and reassessment decision would have to be made by March 2022 after speaking with the Assessor. Mrs. Britt made the motion and Mrs. Stevens seconded the motion to keep the millage as is and not take the roll forward. Motion carried.  Librarian is to notify the Assessor and Jury Office. (See Attachment)

 

5. OLD BUSINESS

 

• Vidalia – Steps/Roof: The Front Steps have been completed and citizens have been pleased.  The Roof needs repairing and Dixie Roofing is to come soon for repairs. The Board agreed if Dixie Roofing cannot do the task then Hewitt roofing needed to be contacted for a price.  The roof continues to leak in several places causing wall paper damage and soaked carpet.
• Donation – Una Paul: Approximately 615 children’s books have been purchased with the $5,000 memorial gift from Blue Cross/Blue Shield. About half of them have been processed.  The Board agreed to invite Dr. Paul and Blue Cross/Blue Shield to the meeting on Oct. 13^th public hearing.
• Webpage: Librarian discussed that the library has talked to several IT companies and now working with the third.  Nothing has been received as of yet to see their work.
• Head Start: The death of Beverly Harris was mentioned due to her great relationship with the library and the Head Start children for many years. She will be missed. A new representative will be selected according to Ms. Dorothy Oliver.
• Genealogy: The 179 books and 50 notebooks were picked up on August 5, 2021 in Baton Rouge and placed in the Vidalia Library. The Doris Falkenheiner collection is currently being processed one by one to create a new genealogy section.  There may be some funds given to the library to assist with processing at a later time. (See Attachment)

  6. NEW BUSINESS  

• Art Meeting – Concerts: Three concerts were applied for in the grant.  Depending on COVID will determine the concert series.
• Audit: An audit letter from Silas Simmons was provided to see no citations. (See Attachment)
• Policy – Hotspots: Mr. Bobby Sheppard made the motion to approve the policy and Mrs. Young seconded the motion. Motion passed. (See Attachment)
• Insurance: The Reed Insurance document was reviewed with the type of insurance and the cost for each one. (See Attachment)
• Lectures – Potts/Closed Captions: A patron had requested closed caption and the issue was resolved. The monthly virtual programs are well done by Stephen Collins and Georgiann Potts.  They are uploaded the first of each month by IT Amer. (See Attachment)
• Bookmobile repairs: It was reported that the Bookmobile is 16 years old and the parts and the skill to repair the unit is getting more difficult. It was off the road 3 weeks and now back servicing citizens. An informational sheet was provided to review for possibly purchasing a new one. The Board agreed for the Librarian to gather more information and create a specification document for them to review and make a final decision. (See Attachments)
• Ferriday Library – Bid: Mrs. Corbett made the motion to move forward on the Ferriday renovation to place public bids on November 1^st, open the bids December 1^st and hopefully start construction January 2^nd. Lee seconded the motion.  Motion passed.
• Staff/Retirement/Compensation: Patsy Renfrow is retiring after 32 years of service. No public event will be held due to COVID but the staff will have a farewell at the library on September 29^th. The board directed the director to work on salaries and put in place before the end of the year due to inflation.
• Ethics/Sexual Harassment: The Board was reminded that these 2 tests have to be taken each year.  This must be completed before December 31^st.
• Final Notes: The librarian stated that a $500 memorial for Mary Helen Staggs had been given by Allen Petroleum and other Natchez residents to honor Ms. Stagg and her work at the Belwood Country Club.  Also, it was noted that at times the librarian would call several board members to gather their opinions since the library has many projects in motion.  All final decisions are made at the formal board meeting/public meeting.

 

7. NEXT BOARD MEETING: With no other questions or comments Mr. Chatman adjourned the meeting at 3:10 pm. He reminded the Board of the Oct. 13^th meeting.

Budget Hearing – Wednesday, October 13, 2021 – Ferriday Library – 2:00 PM Regular Meeting – November 17, 2021 – Ferriday Library – 2:00 PM     ___________________________________                    ____________________________________ President of Library Board                                                                                 Custodian of Records