Concordia Parish Library

PUBLIC BUDGET MEETING MINUTES – APPROVED WEDNESDAY, OCTOBER 16, 2024 FERRIDAY LIBRARY – PROGRAM ROOM 2:00 P.M.

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PUBLIC BUDGET MEETING MINUTES – APPROVED

WEDNESDAY, OCTOBER 16, 2024

FERRIDAY LIBRARY – PROGRAM ROOM

2:00 P.M.

    1. Call to Order: President Jill Britt opened the meeting at 2:05pm in the Ferriday Library.  All Board Members were present: LaJean Corbett, Kathleen Stevens, Jackie Young, Renard Chapman, Bobbie Sheppard, James Lee, and Jill Britt.  The ex-officio, Colin Edwards was absent. Quorum in place. 2. Presentation of 2025 Budget: The Budget was presented with some changes from the budget that was mailed to all Board members.  After studying over the September expenditures, the Budget with 10 red dots on certain line items was adjusted. Explanations were given. 3. Public Comment:  The Agenda and Budget had been available to all citizens as required.  No one from public attended. 4. Adoption of the 2025 Budget: Mr. Renard Chatman moved to accept the 2025 Budget as presented. Ms. LaJean Corbett seconded the motion. Motion carried with all in favor. (See Attachment) 5. Next Board Meeting a. Official Board Meeting – Wednesday, November 20th at 2:00 p.m. at the Clayton Library   The next Board meeting was announced by the President to be in Clayton.   Before Adjourning, the Director stated that an additional requirement would need to be in the policy manual on room usage.  All presenters will need to bring a tripod if their teaching/instructions require a writing board.  Sticker sheets applied to the wallpaper for wall writing will not be permitted due to cost of building repairs and maintenance.   6. Adjourn: President Britt adjourned the meeting.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL AGENDA WEDNESDAY, November 20, 2024 CLAYTON LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

AGENDA

WEDNESDAY, November 20, 2024

CLAYTON LIBRARY

2:00 PM

 
  1. CALL TO ORDER
  2. MINUTES – September 18th & October 16th
  3. PUBLIC COMMENT (Comments limited to 5 minutes)
  1. REPORTS
 
  • Circulation
  • September
  • October
  • Financial
    • Current Balance Sheets – September/October
    • 2024 Budget Revision
 
  1. OLD BUSINESS
  • A. Inventory Tax
  • Concert
  • Admin Conference
  • Trail Blazer – 2025 – October 10, 2025
  • Book Festival
  • Ethics/Sexual Harassment/Cyber Security
 
  1. NEW BUSINESS
 
  • Vidalia Program Room
  • Policy – Meeting Room
  • Schedule of 2025 Board Meeting
  • Holiday Closing
  • Upcoming Events
  • Renewal of Board Member: James Lee
 
  1. NEXT BOARD MEETING
Wednesday, January 15, 2025 at the Clayton Library at 2:00 pm.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL AGENDA WEDNESDAY, SEPTEMBER 18, 2024 FERRIDAY LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

AGENDA

WEDNESDAY, SEPTEMBER 18, 2024

FERRIDAY LIBRARY

2:00 PM

   
  1. CALL TO ORDER
 
  1. MINUTES – July 17, 2024
 
  1. PUBLIC COMMENT (Comments limited to 5 minutes)
 
  1. REPORTS
 
  1. Circulation
  2. July
  3. August
  4. Financial
    1. Current Balance Sheets – July/August
    2. 2025 Budget
    3. Budget Hearing – October 16th
    4. Retirement Contribution
 
  1. OLD BUSINESS
 
  1. A. Re-Opening Reception
  2. Bookmobile -Battery/Discards
  3. Last details of Construction
  4. Trail Blazer – September 27th – Caldwell Parish
  5. Trail Blazer – 2025 – October 10, 2025
  6. Art Grant
  7. Old Courthouse/EPA
  8. E-Rate
  9.  Attorney Potter
  10. Ethics/Sexual Harassment/Cybercrime Test
 
  1. NEW BUSINESS
 
  1. Inventory Tax
  2. Storm Closure
  3. Concert – October 10
  4. Meeting Rooms
  5. Sustainability Meeting
  6. Admin Conference – October 4th
  7. Book Festival – November 2nd
 
  1. NEXT BOARD MEETING
Wednesday, October 16, 2024 Budget Hearing – Clayton Library at 2:00 pm Wednesday, November 20, 2024 Regular Meeting – Ferriday Library at 2:00 pm

CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES WEDNESDAY, JULY 17, 2024 CLAYTON LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, JULY  17, 2024

CLAYTON LIBRARY

2:00 PM

 
  1. CALL TO ORDER: President Britt called the meeting to order at 2:00 pm in Clayton Library. Members present were Kathleen Stevens, Jackie Young, Jill Britt, Renard Chatman, and James Lee. Members absent were LaJean Corbett, Bobby Sheppard and ex-officio-Collin Edwards.
 
  1. MINUTES – May 15, 2024: Chatman moved to accept the minutes as mailed and Ms. Young seconded the motion.  Motion passed.
 
  1. PUBLIC COMMENT (Comments limited to 5 minutes): There were no public comments.
 
  1. REPORTS
 
    1. Circulation: Circulation was discussed. May was a very good month but June was down due to issues with Cloud Library.  (See Attachments)
 
    1. Financial
      1. Current Balance Sheets – May/June: Both months were reviewed. (See attachments)
 
  1. OLD BUSINESS
 
  • Bookmobile: Ms. Young moved to donate the Bookmobile to Madison Parish and  Mr. Lee seconded the motion. Motion carried.  As soon as title is transferred then the insurance will be removed. Permission to donate was discussed with Silas Simmons
  • Construction in Progress: Most all payments have been paid and only one light is not working.
  • Ethics/Sexual Harassment/Cybercrime Test: A reminder that all test need to be taken before the end of the year.
  • Beautification – May 22nd: The yard was completed with pink roses.
  • Tech Fest: A new software is being purchased PI for showing activities of the library in each branch.
  • Art Grant: The Art Grant was submitted and the library should know their decision in September.
  • Old Courthouse: There was a long discussion of the Library assisting the Police Jury to locate funding for the old courthouse.
  • EPA: The Library completed the form and it was certified in the mail.
  • Sunshine:  The Library is not serving the center due to being partially closed.
  • Attorney Potter:  See the letter attached and the case is basically closed.
  • Summer Reading: Close to 1500 children attended summer reading and the summer school and Ms. Bachus worked closely with the Library.
 
  1. NEW BUSINESS
 
  • Millage: Ms. Stevens moved to accept the rollback at 8.2 and Mr. Chatman seconded the motion.  Motion carried.
  • Student Workers: A new student worker was hired from Ferriday High School.
  • Bookmobile Routes: (See the attached new Route Schedule)
  • Concert: August 15 will be country western concert at Concordia Bank in Vidalia; October 10th at Concordia Bank in Vidalia will be the Tribute to Simon and Garfunkel.
  • Cloud Library: This digital service has had some problems but details are being worked out.
  • Insurance: The Board reviewed the insurance prices. Mr. Lee moved to accept Travelers for the coming year…….$52,587.60. Ms. Britt seconded the motion.  Motion passed.   The price will go down some when the 2nd bookmobile is removed from inventory.   (See Attachment)
  • Grand Opening: A sample invitation was presented with the plans for the morning function on August 28th at 10:00 am to 11:30 am. Music, flowers, light refreshments with favors will be part of the morning festivities. (See Attachment)
  • Back-To-School Invite: The Library is preparing a Back to School information card for the School’s meeting on July 29th.  (See Attachment)
   
  1. NEXT BOARD MEETING
Wednesday, September 18, 2024 at the Ferriday Library at 2:00 pm       _______________________________________________           ____________________________________ President of Library Board                                        Custodian of Records

CONCORDIA PARISH LIBRARY BOARD OF CONTROL AGENDA WEDNESDAY, JULY 17, 2024 CLAYTON LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

AGENDA

WEDNESDAY, JULY  17, 2024

CLAYTON LIBRARY

2:00 PM

 
  1. CALL TO ORDER
 
  1. MINUTES – May 15, 2024
 
  1. PUBLIC COMMENT (Comments limited to 5 minutes)
 
  1. REPORTS
  • Circulation
    • May
    • June
  • Financial
    • Current Balance Sheets – May/June
 
  1. OLD BUSINESS
  • Bookmobile
  • Construction in Progress
  • Ethics/Sexual Harassment/Cybercrime Test
  • Beautification – May 22nd
  • Tech Fest
  • Art Grant
  • Old Courthouse
  • EPA
  • Sunshine
  • Attorney Potter
  • Summer Reading
 
  1. NEW BUSINESS
  • Millage
  • Student Workers
  • Bookmobile Routes
  • Concert
  • Cloud Library
  • Insurance
  • Grand Opening
  • Back-To-School Invite
  1. NEXT BOARD MEETING
Wednesday, September 18, 2024 at the Clayton Library at 2:00 pm

CONCORDIA PARISH LIBRARY BOARD OF CONTROL AGENDA WEDNESDAY, MAY 15, 2024 FERRIDAY LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

AGENDA

WEDNESDAY, MAY 15, 2024

FERRIDAY LIBRARY

2:00 PM

 
  1. CALL TO ORDER
 
  1. MINUTES – March 27, 2024
 
  1. PUBLIC COMMENT (Comments limited to 5 minutes)
 
  1. REPORTS
 
  1. Circulation
  2. March
  3. April
  4. Financial
    1. Current Balance Sheets – March/April
 
  1. OLD BUSINESS
 
  1. A. Bookmobile – Arrival/Schedule
  2. Construction in Progress
  3. Ethics/Sexual Harassment/Cybercrime Test
  4. 720 Design
  5. Beautification
  6. Reading
  7. Old Courthouse
  8. Grand Opening
 
  1. NEW BUSINESS
 
  1. Legislation
  2. Parish Profile
  3. TechFest
  4. SNAP
  5. Keep LA Beautiful
  6. Arts Grant
  7. EPA Grant
  8. LEH Grant
  9. Sunshine
  10. Law Talks
  11. Summer Reading Program
  12. Policy for Meeting Room Use
  13. Attorney Potter
 
  1. NEXT BOARD MEETING
Wednesday, July 17, 2024 at the Clayton Library at 2:00 pm

CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES WEDNESDAY, MARCH 27, 2024 CLAYTON LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, MARCH 27, 2024

CLAYTON LIBRARY

2:00 PM

 
  1. CALL TO ORDER: President Jill Britt called the meeting to order at 2 PM at the Clayton Library. All members were present: K. Stevens, L. Corbett, J. Young, R. Chatman, J. Lee, B. Sheppard, and J. Britt.  Ex-officio member Collin Edwards was absent.
 
  1. MINUTES – January 24, 2024: J. Young moved to accept minutes as mailed and Mr. Lee seconded the motion. Motion carried.
 
  1. PUBLIC COMMENT (Comments limited to 5 minutes): No public comments.
 
  1. REPORTS
 
  • Circulation: January and February statistics were reviewed and discussed. (See Attachments)
    • January
    • February
 
  • Financial: The monthly figures were examined. (See Attachments)
    • Current Balance Sheets – January/February
 
  1. OLD BUSINESS
 
  • Vidalia Kitchen: The Kitchen is almost complete. The locks on the cabinets need to be installed and the trash can tops need to be repaired.
  • Bookmobile:  The colors have been chosen, teal, copper, and gray.  The Logo will be READING WITH FRIENDS…BOOKS ARE MAGICAL!
  • Construction in Progress:  The punch list is attached and there are still a few items being added.  The Staff and I are trying to check closely for details.  (See Attachment)
  • Ethics/Sexual Harassment/Cybercrime Test:  There are 3 tests to be taken. They must be completed by December.
  • Potter/Boyd:  Attorney Potter sent an update and no final decision as of yet.  (See Attachment)
 
  1. NEW BUSINESS
 
  • Future Millage: The Library Tax renewal will be in 2027 and the enclosed Secretary of State calendar shows perhaps April would be a good month to hold the election.  If the millage is rolled back due to increased property value during this reassessment year, K. Stevens made the motion to accept the roll back and B. Sheppard seconded the motion.  Motion carried. The Police Jury could possibly set the millage before the Board meets again in May.
  • Fire Alarm: Wood Fire Alarm was not chosen to monitor, because their rates were hirer and the Director never signed a contract to agree to use them. There were some difficulties in order to select Brown Securities, but Attorney Boyd assisted the Library. The Fire Marshal checked the system and the Library received a green tag meaning the Library met all requirements.
  • Deliveries: Two furniture shipments have been made and only a few pieces are still to arrive.
  • 720 Design: The Dallas Architect will make one more site visit with Architect Bennett. She will be checking the building the furniture
  • Plaque: Wilmar Construction is assisting in getting the plaque made.  The cost will be between $1500 and $2000.  A proof will be sent before it is actually made.
  • Easter Holiday: The Library will close early on Thursday and closed all day Friday and Saturday.
  • Silas Simmons: Silas Simmons has undergone some changes.  Since the Board has been satisfied with their work and all 2023 financial records have been sent, the Library will remain as is.
  • Reading: The Director suggested that on Wednesdays a Reading Teacher be hired to tutor 1st and 2nd graders that need assistance.  J. Britt felt that the younger children would benefit the greatest. J. Lee offered to check on the best product to teach reading skills and who would be qualified to teach.  One application was presented.   This service will be free and open as all other Library programs.  L. Corbett made the motion to consider this summer a Pilot Program and begin with children from Ferriday Lower to see the response and R. Chatman seconded the motion. Motion carried. The Director is to speak with the administration at FLE to learn of which children who may need some tutoring.
  • Beautification – Deadline May 20, 2024:  The Grant must be completed by May 20th.  Hazel Goodwin who mows some of the Library properties has agreed to do the Ferriday Landscaping.
  • State Library Board of Examiners: The Vidalia Library hosted the Board of Examiners to give the Certification test to three Librarians. J. Lee made a statement that Bill# 168 was not a good idea to lower the standards by hiring directors without a Masters of Library and Information Science. All of the Board agreed that it is necessary to have a professional Librarians to hold the Director’s position.
  • Old Courthouse: The Director stated the refurbishing of the Old Courthouse is of interest to the Police Jury and the Library is helping seek some funds for the renovation.
  • Grand Opening: The Director suggested hosting an opening event on Wednesday, May 29th.   This will be when all materials have been received and installed.
   
  1. NEXT BOARD MEETING
Wednesday, May 15, 2024 at the Ferriday Library at 2:00 pm will be the next meeting. President Britt adjourned the meeting.   President_________________________________   Secretary_________________________________

CONCORDIA PARISH LIBRARY BOARD OF CONTROL AGENDA WEDNESDAY, MARCH 27, 2024 CLAYTON LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

AGENDA

WEDNESDAY, MARCH 27, 2024

CLAYTON LIBRARY

2:00 PM

 
  1. CALL TO ORDER
 
  1. MINUTES – January 24, 2024
 
  1. PUBLIC COMMENT (Comments limited to 5 minutes)
 
  1. REPORTS
 
  • Circulation
  • January
  • February
  • Financial
    • Current Balance Sheets – January/February
 
  1. OLD BUSINESS
 
  • A. Vidalia Kitchen
  • Bookmobile
  • Construction in Progress
  • Ethics/Sexual Harassment/Cybercrime Test
  • Potter/Boyd
 
  1. NEW BUSINESS
 
  • Future Millage
  • Fire Alarm
  • Deliveries
  • 720 Design
  • Plaque
  • Easter Holiday
  • Silas Simmons
  • Reading
  • Beautification – May 20, 2024
  • State Library Board of Examiners
  • Old Courthouse
  • Grand Opening
 
  1. NEXT BOARD MEETING
Wednesday, May 15, 2024 at the Clayton Library at 2:00 pm

CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES RESCHEDULED – WEDNESDAY, JANUARY 24, 2024 CLAYTON LIBRARY 2:00 PM

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CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

RESCHEDULED – WEDNESDAY, JANUARY 24, 2024

CLAYTON LIBRARY

2:00 PM

 
  1. CALL TO ORDER: Jackie Young called the meeting to order at 2:00 pm with a quorum of five. Members present were Jill Britt, James Lee, Renard Chatman, Kathleen Stevens and Jacki Young. Members absent were LaJean Corbett, Bobby Sheppard, and ex-officio Collin Edwards.
 
  1. MINUTES – November 15, 2023: Mr. Renard Chatman moved to accept the minutes as mailed and Mrs. Kathleen Stevens seconded the motion. Motion carried.
 
  1. Election of Officers: The Director presented the slate of officers: President Jill Britt and Vice President LaJean Corbett. Mr. James Lee made the motion to accept as presented and Mr. Renard Chatman seconded the motion.  Motion carried.
 
  1. PUBLIC COMMENT (Comments limited to 5 minutes): There were no comments.
 
  1. REPORTS:
 
  • Circulation – The Director reviewed the statistics with the Board members highlighting the increases in circulation for November and December. (Ses Attachments).
  • Financial: The finances for November and December were discussed.
  • Current Balance Sheets – November/December (See Attachments).
    • 2023 Final Budget: It was discussed the two-line items that went over budget but both were not by the 5% law. (See Attachments).
    • 2024 Budget: Another copy of 2024 Budget was presented for the Board’s files. (See Attachments).
 
  1. OLD BUSINESS
 
  • Vidalia Kitchen: The new cabinets were installed and a new counter top with back splash was also installed. Completion should be very soon.
  • Bookmobile: Moroney Body works has most of the shelving placed, the flooring is down and the chairs for driver and passenger are being installed.  There are still details to work on and the signage is going to be designed.
  • Construction in Progress:  There is still flooring to be installed, the glass for computer room to be placed and electrical work including light fixtures to be hung.
  • Ethics/Sexual harassment: A reminder that all staff and Board have to take the two tests for 2024.
  • Renewal of Board Members – Renard Chatman, Jackie Young, Bobby Sheppard:  The Police Jury at the December meeting renewed their positions  for another 5 – year term. (See Attachment).
  • Concerts/Programs . . . Attendance: Great programming for February has been planned and hope Board members will try to attend.  (See Attachment).
  1. NEW BUSINESS
 
  • Policies: The Director distributed in the packet the SERVICE POLICIES for them to look over and at the March meeting the Board may or may not accept them as policy. (See Attachment).
  • CE Classes: All staff have signed up for CE classes sponsored by the State Library.  Continuing Education is very important in a small library to know new laws and activities being used. (See Attachment).
  • Public Library Usage: The Library Usage as stated in the Sentinel is a great way to start the year with an increase in the different services.  Also, the overview of state statistics is very good state wide. (See Attachment).
  • Potter/Boyd: Attorney Potter is seeking depositions. (See Attachment).
  • Chairs: The new program room chairs have arrived and some of the chairs for the study rooms.  Also, the tables for the lab have come.
  • Deliveries: Deliveries for furniture will continue until the first week in March.
  • Schedule of 2024 Board Meetings: The 2024 meeting dates have been scheduled. (See Attachment).
 
  1. NEXT BOARD MEETING
Wednesday, March 27, 2024 at the Clayton Library at 2:00 pm as President Britt requested.   ————— Discussions that Followed:
  • Old Courthouse leak and building needs repairs,
  • Ad Valorem received,
  • Re-assessment Year & Millage study.