CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

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. Itis 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.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES –APPROVED

WEDNESDAY, JULY 27, 2022 – CHANGE OF DATE

CLAYTON LIBRARY

2:00 PM

1. CALL TO ORDER: President Jackie Young called the meeting to order with LaJean Corbett, Jill Britt, Kathleen Stevens, Renard Chatman, James Lee, Bobby Sheppard and Jackie Young present.  Ex-officio was absent.  Quorum was present.

2. MINUTES – May 25, 2022

• Construction Progress:  The Director updated the Board on the doors, underground electrical, gutters, garage and new closet.
• Virtual Programming – Virtual programming with Georgiann Potts were presented. (See Attachment)
• Programming – The remaining programs for 2022 that will be inside the library are attached.  (See Attachment)

• Art Grant & Final Report: The Director stated these documents were completed and submitted to the Division of the Arts.
• Conference: The Director attended the LLA Conference in Alexandria and learned about some new Children presenters that may be available for summer 2023.
• Summer Performers 2023: A list of summer performers will be contacted for Summer 2023 and the library will present 2 performers each week if possible. (See Attachment)
• Architect’s Visit: Maureen Arndt was on site to go over wallpaper, paint colors, and cabinets. The Director will go to Dallas in August to select furniture. Also, the program room chairs and the computer chairs will be replaced. This furniture will be given to a church, library or another non-profit organization.
• Justice for All: New legal computer software will be showcased by the Justice for All attorneys on August 18^th in Vidalia. Ferriday will also have this service available.
• Uniti Switch: The library now has internet connection for each branch, so when Ferriday loses connectivity, the branches will remain with services. Also, the speed was increased to 1 GB.
• State Test: The Director serving on the state examination board in Baton Rouge administered the certification test to two directors and both passed.
• Head start: The Director stated that they were using the library for their administrative meetings.
• Summer Stats: The summer statistics for children’s programs are attached.  (See Attachment)
• Student Worker: A student from the Ferriday High School may be hired and the Director stated a new hire of a young man who wants to work for about a year and return to LSU.
• LSU AgCenter: The library is presenting horticulture programs in Vidalia Library and Clayton Library.
• Budget 2023/October 11^th: The Director requested a change of date for the Budget Hearing in October. The new date is Tuesday, October 11, 2022 at 2:00 pm in the Clayton Library.  Also, the Director stated that the 2023 budget would reflect personnel compensation during this time of 9.1% inflation.

• Notes from the Director:
  • Vidalia AC Ductless system for the study rooms will be about $7,000.
  • Vidalia at some point will have to have wallpaper replaced due to the roof that leaked.
  • Little Free Libraries are being placed in Vidalia on the Riverfront.
  • For YA Virtual Services, 2 Oculus were purchased for about $350 each.
  • Insurance choices had been provided by Reed Insurance with a 23% increase Everyone agreed to remain with a $5,000 deductable.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, SEPTEMBER 21, 2022

CLAYTON LIBRARY

2:00 PM

1. CALL TO ORDER: The meeting was called to order at 2:15 pm by Jill Britt. Members present were Jill Britt, Bobbie Sheppard, Renard Chatman, James Lee, Kathleen Stevens, and LaJean Corbett.  Members absent were Jackie Young and ex-officio, Colin Edwards. Quorum was present.
2. MINUTES – July 27, 2022: Chatman moved to accept the minutes as mailed and texted and Mrs. Stevens seconded the motion. Motion passed.
3. PUBLIC COMMENT (Comments limited to 5 minutes): There were no public comments.
4. REPORTS

• • Current Balance Sheets – July/August: The director discussed the monthly finances.  (See Attachment)
  • 2023 Budget: The director explained each line item in order to state increased amounts and amounts that remained the same for operating in 2023. This is the recommended budget to be presented at the Budget Hearing on October 11^th at 2:00pm in the Clayton Library.   (See Attachments). Mrs. Corbett moved to accept the Budget 2023 as presented and Mr. Lee seconded the motion.  Motion passe

6. OLD BUSINESS

• Construction Progress:  The Phase Plan was discussed and the two problems at the current time were stated. . .the location of beam in multi-purpose room and the tile selection for the entrance.  (See Attachment)
• Virtual Programming – Potts: The next 3 virtual programs by Georgiann Potts will be Putin, Restaurants and Chefs of New Orleans and the History of the Christmas carols. (See Attachment)
• Programming – In house: A list of in-house programs was presented for September and October.  (See Attachment)
• Virtual for Young Readers: There was a demonstration by Mr. Stephen Collins to show the Board how to use the Oculus devices that are for young readers.

7. NEW BUSINESS

• Entergy Credit: The library assisted over 100 citizens to fill out the Federal Form to receive the one-time opportunity for a $150 discount on their utility bill.
• Legal Resources: The Justice for All attorneys placed a computer station in the Vidalia Library to assist citizens with legal questions.  (See Attachment)
• Water Purification: The requested survey by the University of New Mexico was completed with low statistics.  The books received are very detailed and academic.  Only two water work systems responded to the offering.
• Concordia Parish Police Jury Northern Concordia Parish Enhanced Flood Reduction through Brushy Bayou Drainage Basin Improvements at Frogwood and Luke Martin Road:  The document is housed at the Ferriday Library fof public review.  It deals with the backwater in the parish and the poor drainage at Cocodrie Bayou and the plan to develop a drainage at Brushy Bayou plantation. (See attachment)
• Justice for All: The attorneys have developed two Zoom meetings in Vidalia Library on Custody and Successions. (See Attachment)
• Head Start Hot spots: Eight new Hot Spots were provided to Head Start families. New administrator stated that the families would be monitored on usage.
• Summer Reading Survey: The summer reading survey was completed and sent to the State Library.
• Discarding: Several thousand pieces of materials have been discarded and about 6,000 pieces are added to the collection each year.
• CE Classes: Fall CE classes are available for staff training. (See Attachment)
• Courthouse: The director spoke of possibly someday the Town of Vidalia taking the Old Courthouse under their administration.  The building has some issues.
• Tests (2): Everyone was reminded of the Ethics test and Sexual Harassment test that must be taken before the end of the year.  The library is happy to help set up test if need be.
• Vidalia Upper – November 1^st: Vidalia Upper is having Literacy night on Nov. 1^st and the library is participating.
• Bookmobile: The Board reviewed the specifications and the director took the specs to Sharpe’s to review since they maintain the current operating unit.  The issue is checking to make sure it will fit in the garage and Architect Fred Bennett has been consulted.  Mr. Sheppard made the motion to purchase the new bookmobile and Mr. Chatman seconded the motion.  Motion passed.

• Art Grant Review: The library’s art grant was being reviewed and the results will be known soon.

8. NEXT BOARD MEETING