CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES – APPROVED

WEDNESDAY, MAY 24, 2023

CLAYTON LIBRARY

2:00 PM

  1. CALL TO ORDER President Jackie Young called the meeting to order at 2:00 pm.  The following members were present, Jackie Young, Kathleen Stevens, Jill Britt, Renard Chatman, LaJean Corbett and James Lee.  Members absent were Bobby Sheppard and ex-officio, Collin Edwards.   2. MINUTES – March 15, 2023 Mr. Chatman moved to accept the minutes as mailed. Mrs. Stevens seconded the motion. Motion passed.   3. PUBLIC COMMENT (Comments limited to 5 minutes) No public comments 4. REPORTS

• Circulation: Circulation for March and April was reviewed by the Board (See Attachment)
• Financial Current Balance Sheets – March/April: The current monthly finances for March and April were discussed. (See Attachments)

  5. OLD BUSINESS

• Programming to Come: The mailouts for June and July were reviewed. (See Attachments)
• Bookmobile Schedule: An update on the new bookmobile was given as well as the new bookmobile schedule for the summer. (See Attachment)
• Camera System: The Director reported that 6 to 8 new cameras were installed.
• Communication Services has been paid a portion of his fee and some of it will be E-Rate discounted.
• Accident at Concert: The Director reported on a patron who fell going into the concert.
• Construction in Progress: An update was provided on the progress and possible completion date of Ferriday Renovation, maybe December.

  6. NEW BUSINESS

• Furniture: Samples of fabric and furniture were shown, some new and some reupholstered.
• Moving Collection: The moving of the collection is scheduled for June 5^th and Library Interiors is being hired to move all materials.
• Policies: The Director stated that the Policy Manual was going to be re-organized by new information from the State Library.  Each section will be presented and a vote will be taken to accept as written.
• Programs – Art Grant: Two performances are scheduled and possibly a third one of country western music.  The first is an Elton John concert at the Convention Center and the music from James Bond movies with Jaimee Paul at the Concordia Bank Lobby in Vidalia. (See Attachment)
• Millage Renewal 8.4: Mr. Lee made the motion to send the 8.4 millage rate to the Police Jury for the coming year. Mrs. Britt seconded the motion. Motion carried.
• Personnel: Two new staff members, both from Monterey area, were hired and a young lady from Ferriday High School for the summer.
• E-Rate: E-Rate commitment letters were received in order to get the discount on Internet, Hot-Spots for Bookmobile and Internal wiring.
• Awards: The Director received from the LA State Bar Association the Friend of Pro Bono Award for support of the delivery of legal services for LA’s indigent citizens.  Jackie Young is receiving the Modisette Award for Library Trustee It will be presented in Baton Rouge on Friday, July 7^th at the Hilton Baton Rouge Capitol Center.  (See Attachment)
• New Uniforms: New uniforms were purchased for all staff.
• State Library: Mr. Lee presented an overview of the State Library current operations.  He also was congratulated by the Board on being selected the president of the State Library Board of Commissioners.

  The Library will close Monday, July 3^rd and Tuesday, July 4^th.   7. NEXT BOARD MEETING Wednesday, July 19, 2023 at the Clayton Library at 2:00 pm       President Young adjourned the meeting and cupcakes were served. ______________________________________               ___________________________________ President of Library Board                                 Custodian of Records

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES – APPROVED

FRIDAY, JANUARY 20, 2023

FERRIDAY LIBRARY

10:00 AM

 

1. CALL TO ORDER: President Young called the meeting to order with a quorum being present.  Attending were LaJean Corbett, Jill Britt, Bobby Sheppard Renard Chatman, James Lee, and Jackie Young.  Absent were Kathleen Stevens and ex-officio Collin Edwards.

 

2. OPENING OF BOOKMOBILE BIDS: There were only 2 bids and only one had the Bid number on the outside envelope as advertisement stated. The two companies were Matthews Specialty Vehicles from North Carolina and Moroney Bookmobiles from Massachusetts. (See Attachment)

 

3. BOARD APPROVAL OF VENDOR: Mr. Renard Chatman made the motion to accept Moroney Bookmobiles bid. Mr. Bobby Sheppard seconded the motion.  Motion carried. (See Attachment) A discussion followed the acceptance of the bid of what would be the best way to get rid of the old bookmobile. Several suggestions were to offer to another library in the state and another was to advertise locally. The issue of the amount to be redeemed was discussed.  The majority of the Board did not want to take the unit to an auction house at this time. When the new bookmobile is delivered the final decision will be made.

 

4. ADJOURN: Ms. Young adjourned the meeting at 10:30.

  ___________________________              ___________________________ Board President                                                           Custodian of Records

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES – APPROVED

WEDNESDAY, JANUARY 18, 2023

CLAYTON LIBRARY

2:00 PM

 

1. CALL TO ORDER: President Jackie Young called the meeting to order. A quorum was present with all 7 board members present and the ex-officio absent. Present: Jill Britt, Bobby Sheppard, Renard Chatman, Kathleen Stevens, James Lee, LaJean Corbett and Jackie Young. Ms. Young will complete her second term as president and 2024 Ms. Britt will become president with Ms. Corbett as vice president. Ms. Britt was renewed for another 5 years by the Police Jury.The attendance compilation for 2022 was presented. Mr. Sheppard was excused due to illness in his family and a family death. The policy states no more than 3 absences.

 

2. MINUTES – November 21, 2022: Mr. Chatman made the motion to accept the minutes as mailed and Ms. Corbett seconded the motion. Motion carried.

 

3. PUBLIC COMMENT (Comments limited to 5 minutes): No one present from the community.

 

4. REPORTS

• Circulation: Both months were very close in the totals of circulation from a year ago to the present. (See Attachments)
  • November
  • December
• Financial
  • Current Balance Sheets – November/December: Both months were examined.  (See Attachments)
  • 2022 Final Budget: The Library Director noted the Ad Valorem shortage and money left over in Electronic Services and Major repairs.  Also, it was noted that the amount for 2023 Comp. Retirement System had increased from $37,605 to $42,939.80. (See Attachment)
  • Ad Valorem: The Library Director noted that the Ad Valorem came in very slowly in comparison to other years. The large payment was received 1/12/23 and not in December.

 

5. OLD BUSINESS

Construction Progress:  The beams have arrived and a crane is being rented to put them in place.  The contractor stated as soon as the beams are placed the work pace will begin again. Programming:  The Library Director asked the Board to look over the programming and to note the Leo Honeycutt program and the Empire Trio concert. (See Attachment) Tests (2): A new link is being created for the Sexual Harassment. Bookmobile: There are only 2 vendors who have responded….Matthews and Moroney.  The Board will open the Bids at 10 am on Friday, January 20^th.  A Monolite roof is important for the inside lighting. Schedule of 2023 Board Meeting: A bookmark with dates was presented. (See Attachment).  

6. NEW BUSINESS

 

• Incident Report: The Library Director stated that a patron had fallen at the library and a patron with improper behavior by Library Policy standards cannot return.
• Room Usage: Room usage is increasing and the Sheriff is using the rooms for neighborhood watch meetings.
• Staff Workshops: There are 12 workshops that staff will attend in the next 5 months.
• Camera System: The Library Director stated some cameras are going to need  to be replaced in Ferriday.
• Sick Leave: The Board unanimously decided to pay sick leave to all three staff with cancer.
• Firewall: The Library Director noted that there are sites blocked that are based in foreign countries.  The Library will accommodate patrons with special requests.

7. NEXT BOARD MEETING

Wednesday, March 15, 2023 at the Clayton Library at 2:00 pm. The meeting was adjourned and refreshments were served.   _________________________________                       ____________________________________ President of Library Board                                                                      Custodian of Records

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

FRIDAY, JANUARY 20, 2023

FERRIDAY LIBRARY

10:00 AM

 

1. CALL TO ORDER: President Young called the meeting to order with a quorum being present.  Attending were LaJean Corbett, Jill Britt, Bobby Sheppard, Renard Chatman, James Lee, and Jackie Young.  Absent were Kathleen Stevens and ex-officio Collin Edwards.
2. OPENING OF BOOKMOBILE BIDS: There were only 2 bids and only one had the Bid number on the outside envelope as advertisement stated. The two companies were Matthews Specialty Vehicles from North Carolina and Moroney Bookmobiles from Massachusetts. (See Attachment)
3. BOARD APPROVAL OF VENDOR: Mr. Renard Chatman made the motion to accept Moroney Bookmobiles bid. Mr. Bobby Sheppard seconded the motion.  Motion carried. (See Attachment) A discussion followed the acceptance of the bid of what would be the best way to get rid of the old bookmobile. Several suggestions were to offer to another library in the state and another was to advertise locally. The issue of the amount to be redeemed was discussed.  The majority of the Board did not want to take the unit to an auction house at this time. When the new bookmobile is delivered the final decision will be made.
4. ADJOURN:  Ms. Young adjourned the meeting at 10:30.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, JANUARY 18, 2023

CLAYTON LIBRARY

2:00 PM

 

1. CALL TO ORDER:  President Jackie Young called the meeting to order. A quorum was present with all 7 board members present and the ex-officio absent. Present: Jill Britt, Bobby Sheppard, Renard Chatman, Kathleen Stevens, James Lee, LaJean Corbett and Jackie Young. Ms. Young will complete her second term as president and 2024 Ms. Britt will become president with Ms. Corbett as vice president. Ms. Britt was renewed for another 5 years by the Police Jury. The attendance compilation for 2022 was presented. Mr. Sheppard was excused due to illness in his family and a family death. The policy states no more than 3 absences.
2. MINUTES November 21, 2022: Mr. Chatman made the motion to accept the minutes as mailed and Ms. Corbett seconded the motion. Motion carried.
3. PUBLIC COMMENT (Comments limited to 5 minutes): No one present from the community.
4. REPORTS

• Circulation: Both months were very close in the totals of circulation from a year ago to the present. (See Attachments)
  • November
  • December
• Financial
  • Current Balance Sheets – November/December: Both months were examined.  (See Attachments)
  • 2022 Final Budget: The Library Director noted the Ad Valorem shortage and money left over in Electronic Services and Major repairs.  Also, it was noted that the amount for 2023 Comp. Retirement System had increased from $37,605 to $42,939.80. (See Attachment)
  • Ad Valorem: The Library Director noted that the Ad Valorem came in very slowly in comparison to other years. The large payment was received 1/12/23 and not in December.

  5.OLD BUSINESS

• Construction Progress:  The beams have arrived and a crane is being rented to put them in place.  The contractor stated as soon as the beams are placed the work pace will begin again.
• Programming:  The Library Director asked the Board to look over the programming and to note the Leo Honeycutt program and the Empire Trio concert. (See Attachment)
• Tests (2): A new link is being created for the Sexual Harassment.
• Bookmobile: There are only 2 vendors who have responded….Matthews and Moroney.  The Board will open the Bids at 10 am on Friday, January 20^th.  A Monolite roof is important for the inside lighting.
• Schedule of 2023 Board Meeting: A bookmark with dates was presented. (See Attachment).

  6. NEW BUSINESS

• Incident Report: The Library Director stated that a patron had fallen at the library and a patron with improper behavior by Library Policy standards cannot return.
• Room Usage: Room usage is increasing and the Sheriff is using the rooms for neighborhood watch meetings.
• Staff Workshops: There are 12 workshops that staff will attend in the next 5 months.
• Camera System: The Library Director stated some cameras are going to need to be replaced in Ferriday.
• Sick Leave: The Board unanimously decided to pay sick leave to all three staff with cancer.
• Firewall: The Library Director noted that there are sites blocked that are based in foreign countries.  The Library will accommodate patrons with special requests.

  7. NEXT BOARD MEETING

• Wednesday, March 15, 2023 at the Clayton Library at 2:00 pm. The meeting was adjourned and refreshments were served.

  _________________________________                       ____________________________________ President of Library Board                                 Custodian of Records

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES – APPROVED

NOVEMBER 16^TH MEETING – POSTPONED

MONDAY, NOVEMBER 21, 2022 – POSTPONED

LIBRARY DIRECTOR HAD THE FLU

WEDNESDAY, DECEMBER 7, 2022

CLAYTON LIBRARY

2:00 PM

   

1. CALL TO ORDER President Jackie Young called the meeting to order at 2:03 pm. Members present were Jill Britt, James Lee, Renard Chapman, La Jean Corbett, Kathleen Stevens, and Jackie Young.  Members absent were Bobby Sheppard and ex-officio Collin Edwards.
2. MINUTES – September 21^st & October 11^th: Jill Britt moved to accept the minutes as mailed for both months and Kathleen Stevens seconded the motion. Motion carried.
3. PUBLIC COMMENT (Comments limited to 5 minutes): There were no guests and no public comments.
4. REPORTS

• Circulation: Library Director stated the statistics were a small decrease each month. (See Attachment)
  • September
  • October
• Financial
  • Current Balance Sheets – September/October: The finances for September and October were reviewed.  (See Attachment)
  • 2022 Budget Revision: James Lee moved to accept the budget revision as presented and Renard Chapman seconded the motion. Motion carried.  (See Attachment)

  5. OLD BUSINESS

• Construction Progress:  It was reported that the beams should be coming soon because they were ordered and there will be a phase change due to the delay of beams.  Also, before the new roof in Vidalia installed last November, there was a lot of water damage.  There is some mill work to be replaced and repairs to ceiling tiles, windows and wallpaper.
• Programming: There was a prepared sheet of the summer reading guests. (See Attachment)
• Entergy Credit: The Town of Vidalia provided a credit of $4,900.
• Courthouse: The Library Director stated that she had spoken to several people about the deuteriation of the old courthouse and how it could be preserved. It is the old town square and on the Historic register. Thought is being given to the building and the amount of millage that is set aside for maintenance by the Police Jury.
• Tests (2): The Library Director reminded the Board the 2 tests have to be completed by the end of the month.
• Vidalia Upper – November 1^st: The Literacy Night at Vidalia Upper was a real success.  About 200 children and parents participated.  The children all received a free book.
• Bookmobile: The specifications are being worked on by Moroney. The bookmobile staff has spent time thinking about details on the interior.

  6. NEW BUSINESS

• LSU Ag – Monthly Programs: The programs on cooking are successful and LSU Ag provides excellent information to share with the public.
• Summer Reading Artists: A list of artists have been hired and contracts signed for summer 2023.
• Art Council – Alexandria: The Library Director stated that she attended a concert in Alexandria to review a possible artist.  However, the Andy Meadows concert had been a real success with lots of compliments from our citizens.
• School Board Letter: The Library Director stated that letters were sent to all school board members with Library Cards and information sheets on the library’s services to the children of the parish and the schools.
• Schedule of 2023 Board Meetings: A schedule was created for the Board on the 2023 dates of meetings.
• Clayton Water/Drive: The JCP water was contacted by the library to see if something could be done with the water quality.  The company did come to flush the lines.  A new driveway will need to be poured for the new bookmobile.  The cost will be about $19,000.
• Holidays: The holidays are listed for Christmas and New Year’s. (See Attachment)
• Lawyers and Divorce: An attorney will be available through a Zoom session and citizens can ask questions.  (See Attachment)
• Thief: Two I Pads and a laptop were stolen from an employee’s vehicle.  A police report will be filed.  The Library Director reported this to the Auditor.  The iPads were both over $1,000 each and the laptop was $2399.
• Renew of Board Member – Jill Britt’s renewal for 5 years will be on the Jury’s agenda December 12,2022.
• Two other issues were discussed as well.
• Censorship is a growing concern across the state.
• The Library Director requested to pay a part time employee some sick leave who has cancer at MD Anderson. All board were in favor.

  7. NEXT BOARD MEETING

• Wednesday, January 18, 2023 at the Clayton Library at 2:00 pm

  ___________________________________________                 __________________________________ Library Board President                                              Custodian of Records