CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES –APPROVED

WEDNESDAY, JANUARY 12, 2022

FERRIDAY LIBRARY

2:00 PM

 

1. CALL TO ORDER: Mr. Renard Chatman called the meeting to order at 2:00PM. Members present were Jackie Young, Jill Britt, Kathleen Stevens, James Lee, Renard Chatman, and Bobby Sheppard.  Ms. La Jean Corbett was absent due to Covid in her family and Jury President Collins Edwards was absent due to just being elected president Monday evening.

 

2. Election of Officers – President & Vice President: The new officers are Jackie Young president and Jill Britt vice president. The board unanimously voted for the new officers who will serve a 2-year term.

 

3. MINUTES – November 17, 2021: Mr. Lee made the motion to accept the minutes as mailed and Ms. Britt seconded the motion. Motion carried.

 

4. PUBLIC COMMENT (Comments limited to 5 minutes) No one was present.

 

5. REPORTS

A. Circulation: The director reviewed the reports with the board for November and December. (See Attachment) B. Financial

1. 1. Current Balance Sheets – November/December: The Director explained the revenue and expenses for November and December.  (See Attachment)

 

6. OLD BUSINESS

A. Architect – Ferriday Bids:  The bid sheets were discussed and Ms. Stevens made the motion to accept the low bid of Wilmar Construction Co. of Vidalia.  Mr. Lee seconded the motion. Motion carried.  Ms. Britt made the motion to accept Alternate 1 Roofing & Alternate 2 gutter system and Mr. Sheppard seconded the motion.  Motion carried.  (See Attachment) B. Virtual Programming – Concert/Presentation: The programs are Morgan Freeman and a Classical concert.  (See Attachment) C. Board Member Renewal: Ms. La Jean Corbett was renewed for another 5-year term expiring 2027. D. Weeding…..Large Print: The discarded books were shared with Catahoula Parish, West Carroll Parish and Caldwell Parish Libraries.  

7. NEW BUSINESS

• Update Facebook page: A refresh is being done to the page and trying to add a few video clips.
• Registration cards: A lot of time has been spent on reviewing the Polaris System’s method of recording registration.  The library will be recording 41% of the parish population of 18,917 with 7,755 citizens being reigstered.
• Virtual / In-House: The library is trying to offer both kinds of venues.
• Requesting Masks: There is not a mandate for the masks so we are requesting people to have them on.  Staff is wearing the masks and behind shields and the libraries are still being cleaned properly.
• Genealogy Updated: All 229 books have been cataloged as of the end of December, 2021 and the notebooks are the remaining items.
• Ferriday Streets: The director attended a portion of the Ferriday Town Council meeting.  Most of the alderman and mayor were positive about fixing 3rd Street.
• Bookmobile Schedule: The bookmobile schedule was provided for the 2022/Winter & Spring.  Director continues to work with Moroney on a new unit

Other:

• School Superintendent will work with us for 3 Saturday programs….ACT Prep, Math Certification, usage of databases and downloadables.
• Library working on new on-line registration
• Patsy Renfrow is returning two days a week as a volunteer
• Johnson is working with libraries to increase Broadband

 

8. NEXT BOARD MEETING

March 16, 2022 – Vidalia Library:  President Jackie Young adjourned the meeting.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, MARCH 16, 2022

VIDALIA LIBRARY

2:00 PM

 

1. CALL TO ORDER: President Jackie Young called the meeting to order. Members present were Jill Britt, Kathy Stevens, LaJean Corbett, James Lee, Renard Chatman and J. Young.  A quorum was present.  Absent were Bobby Sheppard and Collins Edwards, ex-officio.

 

2. MINUTES – January 12, 2022: The minutes were approved as mailed by a motion made by Renard Chatman and seconded by Jill Britt. Motion carried.

 

3. PUBLIC COMMENT (Comments limited to 5 minutes) There were no public comments.

 

4. REPORTS The director stated that circulation was increasing.  (See Attached Sheets)

A .Circulation

• • January
  • February

B. Financial

• • Current Balance Sheets – January/February. The monthly financial sheets were read aloud and the director stated that the finances were stable for the year.  Most of the Ad Valorem had been received.

 

5. OLD BUSINESS

A. Construction:  The progress on the Ferriday project was discussed and pictures were shown.  There is a lot of jackhammering in order to build storage area and part of the fence has been removed.  Several desks have relocated on the interior. B. Virtual Programming; Virtual programming will continue and Queen Elizabeth II will be the virtual for April and Betty White will be featured in May. C. Programming – In house: First Concert Masters of Soul will be on April 28^th at the Vidalia Convention Center.  It will be co-sponsored by City of Vidalia, Clarion Suites and Concordia Bank and Trust Co.  

6. NEW BUSINESS

• First Amendment Audit: The library needs to create a procedure/policy which is basically the information presented but the document will need our attorney to approve.  The First Amendment Auditors have the right to film but they may not intrude on patron’s privacy.
• Annual Report: The annual report has been completed but was a difficult document to complete due to changes.
• Hosting Delta Bank Training: The Bank held their training in the Vidalia Library for the first time in 2 years.  The trainer stated he enjoyed the Vidalia Library.
• AARP: The library has been trying to host the AARP driving class but Washington DC has cancelled it several times.  The reason being that our status for COVID is too high.  The library is trying to reschedule.
• Storybook Walk: The library is working with LSU Ag to have a book presented downtown Ferriday for families to walk and read.  The book should change every month and a half.
• State Revenue Sharing: $12,572 has been received and 2 more payments should be coming.
• Educational programs: A sheet was created to list all of the forthcoming programs. (See Attachment)
• LSU AgCenter:  There are 6 scheduled gardening programs and the garden clubs are co-sponsoring.  They are scheduled for 5:30 in hopes working people can come.
• May 25^th Board Meeting: The Board was agreeable to move the May meeting to May 25^th.

These are some happenings/events of interest:

• Wedding in Clayton occurred
• Student workers for the summer are possible
• Summer school scheduled for maybe June
• Pastor Kimbrell wants carpet
• Good participation in computer classes
• Stephen continuing to be asked to tutor on Saturdays. The concern is that he has other Saturday tasks and citizens should schedule their child’s tutoring not on Saturday.

 

7. NEXT BOARD MEETING

Clayton Library / Wednesday, May 25^th at 2:00 pm   ___________________________________________                      ____________________________________ President of Library Board                                                                 Custodian of Records

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, JANUARY 12, 2022

FERRIDAY LIBRARY

2:00 PM

   

1. CALL TO ORDER: Mr. Renard Chatman called the meeting to order at 2:00PM.

Members present were Jackie Young, Jill Britt, Kathleen Stevens, James Lee, Renard Chatman, and Bobby Sheppard.  Ms. La Jean Corbett was absent due to Covid in her family and Jury President Collins Edwards was absent due to just being elected president Monday evening.  

2. Election of Officers – President & Vice President: The new officers are Jackie Young president and Jill Britt vice president. The board unanimously voted for the new officers who will serve a 2-year term.

 

3. MINUTES – November 17, 2021: Mr. Lee made the motion to accept the minutes as mailed and Ms. Britt seconded the motion. Motion carried.

 

4. PUBLIC COMMENT (Comments limited to 5 minutes) No one was present.

 

5. REPORTS

• Circulation: The director reviewed the reports with the board for November and December. (See Attachment)
• Financial -Current Balance Sheets – November/December: The Director explained the revenue and expenses for November and December.  (See Attachment)

 

6. OLD BUSINESS

• Architect – Ferriday Bids:  The bid sheets were discussed and Ms. Stevens made the motion to accept the low bid of Wilmar Construction Co. of Vidalia.

Mr. Lee seconded the motion. Motion carried.  Ms. Britt made the motion to accept Alternate 1 Roofing & Alternate 2 gutter system and Mr. Sheppard seconded the motion.  Motion carried.  (See Attachment)

• Virtual Programming – Concert/Presentation: The programs are Morgan Freeman and a Classical concert.  (See Attachment)
• Board Member Renewal: Ms. La Jean Corbett was renewed for another 5-year term expiring 2027.
• Weeding…..Large Print: The discarded books were shared with Catahoula Parish, West Carroll Parish and Caldwell Parish Libraries.

 

7. NEW BUSINESS

 

• Update Facebook page: A refresh is being done to the page and trying to add a few video clips.
• Registration cards: A lot of time has been spent on reviewing the Polaris System’s method of recording registration.  The library will be recording 41% of the parish population of 18,917 with 7,755 citizens being reigstered.
• Virtual / In-House: The library is trying to offer both kinds of venues.
• Requesting Masks: There is not a mandate for the masks so we are requesting people to have them on.  Staff is wearing the masks and behind shields and the libraries are still being cleaned properly.
• Genealogy Updated: All 229 books have been cataloged as of the end of December, 2021 and the notebooks are the remaining items.
• Ferriday Streets: The director attended a portion of the Ferriday Town Council meeting.  Most of the alderman and mayor were positive about fixing 3rd Street.
• Bookmobile Schedule: The bookmobile schedule was provided for the 2022/Winter & Spring.  Director continues to work with Moroney on a new unit

Other:

• School Superintendent will work with us for 3 Saturday programs….ACT Prep, Math Certification, usage of databases and downloadables.
• Library working on new on-line registration
• Patsy Renfrow is returning two days a week as a volunteer
• Johnson is working with libraries to increase Broadband

 

8. NEXT BOARD MEETING

March 16, 2022 – Vidalia Library:  President Jackie Young adjourned the meeting.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES

WEDNESDAY – NOVEMBER 17, 2021

FERRIDAY LIBRARY

2:00 PM

 

1. CALL TO ORDER:

The meeting was called to order by President Chatman at 2:00pm at the Ferriday Library.  Members present were LaJean Corbett, Jackie Young, Jill Britt, Kathleen Stevens, James Lee and Renard Chatman.  Members absent Bobby were Sheppard and ex-officio Joe Parker.  

2. MINUTES – September 15, 2021 & October 13, 2021:

Jackie Young made the motion to accept both sets of minutes and James Lee seconded the motion.  Motion carried.  

3. PUBLIC COMMENT (Comments limited to 5 minutes):

No public comments from any citizens.  

4. REPORTS

• Circulation for September and October: Both months of statistics were Reviewed and more people have been checking out materials. (See Attachments)
• Financial
  • Current Balance Sheets – September/October: The monthly balance sheets were presented and reviewed. (See Attachments)
  • Budget Revision 2021: The Director explained the changes in the 2021 Budget as presented. LaJean Corbett made the motion to accept the Revised Budget and Jill Britt seconded the motion. Motion carried. (See Attachments)
  • 2022 Budget: The Director stated that another copy of the 2022 Budget was inserted in packets so the Board would have an extra copy. (See Attachments)

 

5. OLD BUSINESS

• Vidalia – Roof:  The Vidalia Roof was to be installed by Hewitt for $90,000. The roof had become an emergency situation with multiple leaks. Kathleen Stevens moved to accept the price and Jackie Young seconded the motion.  Motion carried.
• Webpage: Director stated the library is pursuing another company for the Webpage revision.
• Head Start: LEH books were received and given to the Head Start.  Also 10 Hot Spots were delivered to the Harrisonburg headquarters to issue to certain families who needed Internet.
• Genealogy: It was reported that 162 books have been cataloged and only about 35 left to finish.  None of the personal notebooks have been reviewed or cataloged.  This will remain not cataloged until a later date.
• Art Money and concerts:  The Director reported the Library received over $6,000 for the new community concert series.  (See Attachments)
• Bookmobile:  The availability of a Freightliner chasse is in question. Moroney Body Works is trying to see if it can be obtained. This is the desired truck if possible.  The new Bookmobile schedule was issued. (See Attachments)
• Ethics/Sexual Harassment: The Director reminded each person they must take these tests before the end of the year.

 

6. NEW BUSINESS

• Sick Leave: Jackie Young made the motion to grant a part time employee sick leave. The employee has worked for the library over 15 years and is ill.  LaJean Corbett seconded the motion. Motion carried.
• Ferriday Renovations: The Bidding process for the Ferriday facility renovation will appear in the Concordia Sentinel November 17 and bids will be opened December 16^th. (See Attachment)
• Trail Blazer: The Trail Blazer System is re-organizing and on December 10^th a Trustee from each parish will vote on the 2022 Budget for the system. (See Attachments)
• Tiktok: A new social media type is being considered for promoting the library teen programs. (See Attachments)
• Broadband/Johnson: Johnson was notified that the library works hard to help citizens with their computer needs.  Johnson stated that he wants public libraries involved.  (See Attachments)
• Virtual – Lectures/ Piatigorsky Foundation: The virtual December programs were discussed that will be available to the public…Christmas Around the World and a Classical concert. (See Attachments)
• LSU AgCenter: The library is purchasing frames to create a storybook walk in Ferriday, Clayton, and Vidalia. LSU Ag is working with the library to make this a new reading event. The pages from books will be inserted into these frames. Children’s books will be used so families can walk around and read. The Ferriday Fire Station will help store these frames when not in use.
• Reviewing Materials Form: The forms were presented to the Board Members that allow patrons to express their wishes and their concerns. A discussion followed that the library tries to serve all citizens with different needs and requests.  (See Attachments)
• 2022 Board Meeting Schedule: The 2022 Board Meeting schedule was provided.   (See Attachments)
• The Board gave the director an increase in pay. The Board unanimously voted yes.

 

7. NEXT BOARD MEETING

          January 12, 2022 – Ferriday, Library 2:00 PM

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES – APPROVED

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

PUBLIC BUDGET MEETING MINUTES

WEDNESDAY, OCTOBER 13, 2021

FERRIDAY LIBRARY – PROGRAM ROOM

2:00 P.M.

 

1. Call to Order: Renard Chatman called the meeting to order at 2 pm and a quorum was present with Kathleen Stevens, Jackie Young, Jill Britt, LaJean Corbett, Bobby Sheppard, James Lee and Renard Chatman. Ex-officio member, Joe Parker was absent.  Special guest was Rebecca Hamilton, State Librarian.
2. Presentation of 2022 Budget: The Library Director presented the 2022 Budget with the additional expenditure of a new bookmobile and the replacement of the Vidalia roof and additional $40,000 from Ad Valorem.
3. Public Comment: There were no public comments.
4. Adoption of the 2022 Budget: Kathleen Stevens made the motion to approve the Budget and James Lee seconded the motion. Motion passed.
5. Reminder- Ethics/Sexual Harassment Test: Library Director reminded all Board members to complete their 2 tests before the end of December.  Call the library for any assistance.
6. Vidalia Roof: The Board examined Hewitt Roofing’s quote for a new roof on the Vidalia Library. Jackie Young made the motion to place a new roof on the library and La Jean Corbett seconded the motion.  Motion carried.
7. Una Stutson Paul Memorial: Gwile Freeman, mother of Mrs. Una Stutson Paul was present to receive recognition and appreciate for allowing Concordia Parish Library to receive the memorial gift of $5,000 for children’s books from Blue Cross and Blue Shield of Louisiana Foundation.
8. Next Board Meeting:  Official Board Meeting – Tuesday, November 17^th at 2:00 p.m. at the Ferriday Library:  Renard Chatman reminded Board of next meeting in November.
9. Adjourn: Renard Chatman adjourned the meeting at 2:15 pm.

Immediately following a reception and thank you to Dr. Gwile Freeman was made and State Librarian Rebecca Hamilton was present to offer appreciation as well.     ________________________________                  ______________________________ President of Library Board                                                           Custodian of Records