CONCORDIA PARISH LIBRARY BOARD OF CONTROL
MINUTES – APPROVED
WEDNESDAY, May 15, 2019
Ridgecrest Town Hall
2:00 P.M.

1. CALL TO ORDER

Ms. Kathleen Stevens called the meeting to order at 2:00 PM with a quorum present. Members present were Renard Chatman, Bobby Sheppard, Jackie Young, Marjorie Vogt, guest James Lee, ex officio Jimmy Wilkinson and President Stevens. Member absent was Jill Britt.

2. PUBLIC COMMENT

No public comments were made.

3. MINUTES

Mr. Chatman made the motion to accept the minutes as emailed and Mrs. Vogt seconded the motion. Motion carried.

4. REPORTS
   1. Circulation – The library director reviewed the reports for March and April Circulation. (See Attachment)
   2. Financial – The library director discussed the current balance sheets for March and April. (See Attachment)
5. OLD BUSINESS
   1. Clayton Fountain – The fountain continues to have issues and the plumber has been called and Womack.
   2. Rapides Foundation/United Way – The library received $1,000 that was spent on Shreveport Opera Express for the schools.
   3. Ethics – Everyone was reminded to take the test.
   4. Audit – The library’s audit is complete. The auditor stated that our audit was one of the cleanest and to continue our procedures.
   5. Concert – The concert at the bank brought about 200 guests and was enjoyed by all.
   6. Walmart – The library applied but we have not been notified.
6. NEW BUSINESS
   1. Architect – May 21 & 22 – The architect from Dallas will be at the Ferriday Library to go over the plans to renovate.
   2. Legislative Day – May 23 – The director stated that she would attend.
   3. Book Signing – The book signing for Marguerite Martin Gray will be in the Ferriday Library on May 31st at 10:00 AM.
   4. Board Member – Jackie Young moved to nominate LaJean Corbett to fill Ms. Calhoun’s seat. Mr. Sheppard seconded the motion. Motion carried. Mr. Wilkinson stated that the jury usually accepts the nominations.
   5. Maker Trail Project – Central Economic Development has created a website to promote citizens in Northeast LA with craft skills. Two citizens from Concordia are represented.
   6. Kabuki Dancers – The dancers from Lafayette presented a “Stop Bullying“ program for Ferriday Lower and Math and Science school.
   7. Ferriday High School – The Library prepared a power point for Ferriday High to help high school students to make good grades and use the library’s databases.
   8. “Concordian” – The director was chosen by the Chamber of Commerce and this was good publicity for the public library.
   9. Rick Rigsby – Dr. Rigsby is a motivational speaker that the library director has selected to visit the schools in Feb 2020.
   10. AmeriCorps Vista – This group met at the library with a focus to eliminate Poverty. The library does not know its role but told them that we would work with them.
   11. Concerts for 2020 – The Arts Division is helping book concerts for 2020. The list is William Florian with the John Denver Show, Best of Broadway, Country Western band, and the Victory Belles.
   12. Uniforms – New uniform shirts were purchased and monogrammed. The schedule for the new shirts began this week.
   13. Staff Member – Patsy Renfrow has returned to work and all are so pleased.
   14. Summer Reading Program (See Attachment)
       1. Sylvia Davis – Thursday, June 6th, Ferriday Library @ 10:15 AM; Vidalia Library @ 2:00 PM
       2. Elizabeth Vidos – Tuesday, June 11th, Vidalia Library @ 10:15 AM; Ferriday Library @ 2:00 PM
       3. Harvey Rabbit & Friends – Tuesday, June 18th, Vidalia Library @ 10:15 AM; Ferriday Library @ 2:00 PM
       4. Mitch Richard – Thursday, June 27th, Ferriday Library @ 10:15 AM; Vidalia Library @ 2:00 PM
       5. Terry Vandeventer – Thursday, July 11th, Ferriday Library @ 10:15 AM; Vidalia Library @ 2:00 PM
       6. The Kinders – Thursday – Thursday, July 18th, Ferriday Library @ 10:15 AM; Vidalia Library @ 2:00 PM
       7. “Tribute To Patsy Cline” Concert – Thursday, July 25th @ 7:00 PM; Concordia Bank & Trust, Vidalia
       8. “Man on the Moon-Neil Armstrong” discussion with Georgiann Potts, Thursday, August 1st @ 6:00 PM; Vidalia Library
7. NEXT BOARD MEETING
   1. July 17, 2019 at 2:00 PM at the Concordia Bank in Monterey. The next meeting will be in Monterey and the room is reserved.
8. ADJOURN
   1. Ms. Stevens adjourned the meeting.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL
MINUTES – APPROVED
WEDNESDAY, March 20, 2019
Vidalia Branch
2:00 P.M.

1. CALL TO ORDER

Vice-president, Renard Chatman called the meeting to order at 2:00 PM at the Vidalia Library. Members present were Jill Britt, Renard Chatman, Bobby Sheppard, Marjorie Vogt, Jackie Young, Jimmy Wilkinson, ex-officio and James Lee was the special guest. Members absent were Bobbie Calhoun and Kathleen Stevens.

2. PUBLIC COMMENT

There were no public comments. The board agreed to move public comments to the top following the call to order.

3. MINUTES

Marjorie Vogt moved to accept the minutes as mailed. Jackie Young seconded the motion. Motion carried.

4. REPORTS
   1. Circulation reports for January and February were reviewed. (See Attachment)
   2. Financial reports for January and February were reviewed. (See Attachment)
5. OLD BUSINESS
   1. Clayton – the director stated that there were still a few repairs to be made at the Clayton Library.
   2. Annual Report – the director stated that the annual report for the State Library Statistics has been submitted.
   3. Ethics – the director reminded the board to take the Ethics test before the year is out.
6. NEW BUSINESS
   1. Flowerbeds and Building – the director stated that the library has spent money on planting the flower beds and washing down the buildings and parking lots in Ferriday, Vidalia and Clayton.
   2. Entergy Grant – the director stated that the library was appreciative of receiving the Entergy grant of $1,000 for VOX books for young readers.
   3. Walmart – the director stated that the library has submitted the Walmart Grant.
   4. Rapides Foundation – the director stated that the library has submitted a grant to the Rapides Foundation to host the Shreveport Opera Express to two public schools.
   5. Preservation Grant – the director stated that the Concordia Parish Police Jury is working on applying for the preservation grant for possible renovations to the old courthouse.
   6. Paid Leave – the board agreed to pay Patsy Renfrow the total of Vacation/Sick Leave for the year due to illness – 2 broken arms.
   7. Facebook – the director stated that work is in progress on updating the library’s Facebook page. The director stated that the library is open to suggestions and comments sent to the admin email.
   8. Census 2020 – the director stated that library is open for training and meetings for census employees.
   9. New Test – the director stated that the staff is required to take the ethics, child services test and sexual harassment test each year.
   10. Room Usage – the director discussed how the library’s meeting rooms were being utilized. (See Attachment).
   11. Audit – the director stated that the audit is nearly finished everything looks correct so far.
   12. Vital Records – the director stated that she loaded all the important library records to storage boxes and delivered to Copiah Lincoln Community College. She is thinking about renting a storage unit it Natchez to store them permanently.
   13. Conference – the director reported the LLA Conference was educational and shared with the staff some ideas for the Summer Reading Program from NASA’s website.
   14. Programs – the director shared upcoming events with the board. (See Attachments)
       1. Jason Farnham Concert – Thursday, March 28th, Arcade Theater, Ferriday – 7:00 PM
       2. iPad Class – Saturday, March 30th, Ferriday Library, 9:30 – 11:00 AM
       3. Shreveport Opera Express – Friday, April 5th, 2 Public Schools
       4. O Solo Trio – Thursday, April 25th, Concordia Bank, Vidalia, 7:00 PM
       5. Basic Computers – Saturday, April 27th, Ferriday Library
       6. QuickBooks – Monday-May 20th & Tuesday-May 21st, Vidalia Library – 5:30
   15. Jill Britt made a motion to discuss the status of a board member, Renard Chatman seconded the motion. Motion carried unanimously.
   16. The board discussed moving board member Bobbie Calhoun to Emeritus Status.
   17. Marjorie Vogt made the motion, Bobby Sheppard seconded the motion. Motion carried unanimously.
   18. Jill Britt made a motion to discuss the director’s financial package. Bobby Sheppard second the motion. Motion carried unanimously.
   19. The board discussed increasing the director’s financial package since no raise taken in 6 years.
   20. Bobby Sheppard made a motion to increase the director’s financial package by 10%. Jill Britt seconded the motion. Motion carried unanimously.
7. PUBLIC COMMENT: There were no verbal or written comments.
8. NEXT BOARD MEETING
   1. May 15th, 2019 at 2:00 PM at the Ridgecrest Town Hall
9. ADJOURN
   1. Vice-president, Renard Chatman adjourned the meeting.

Mrs. Jackie Young prepared a cheese cake for the board to enjoy.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL
MINUTES – APPROVED
WEDNESDAY, January 23, 2019
Ferriday Branch
2:00 P.M.

1. CALL TO ORDER

Board President Kathleen Stevens called the meeting to order with the following members present: Kathleen Stevens, Marjorie Vogt, Jill Britt, Renard Chatman, Bobby Sheppard and guest James Lee. Members absent were Bobbie Calhoun, Jackie Young and ex-officio Jimmy Wilkinson. A quorum was present.

2. MINUTES

Mr. Renard Chatman made the motion to accept the minutes of the last board meeting as mailed. Mr. Bobby Sheppard seconded the motion. The motion carried.

3. REPORTS
   1. Circulation figures were presented for November and December. (See attachments)
   2. Financial – Current Balance Sheets were presented for November and December. (See attachments)
   3. Investment – Due to Tensas State Bank closing in Ferriday, the 5 percent will be moved to Delta Bank, therefore changing the policy. Mr. Renard Chatman made the motion to accept the change to the policy and Mr. Bobby Sheppard seconded the motion. The motion carried. (See attachments)
4. OLD BUSINESS
   1. Clayton – the director discussed repairs to the back door and the timer. The closet door in the program room still needs to attention.
   2. Workman’s Comp – The library has changed companies for workman’s comp from Parish Government Risk Management Agency to Louisiana Workman’s Compensation Company.
   3. Young’s Renewal – Mrs. Jackie Young’s renewal was approved by the Concordia Parish Police Jury and she has taken the oath of office.
   4. AARP – director reported that about 80 people called in to participate to get an insurance discount.
5. NEW BUSINESS
   1. Policies – the director mentioned revision to the Guidelines for Audit that states that the director initials the bank reconciliation and that all staff members are bonded. Mrs. Jill Britt made the motion to accept the changes and Mrs. Marjorie Vogt seconded the motion. The motion carried. (See attachment)
   2. Entergy Grant – the director stated that the library received an Entergy Grant of $1,000. The board gathered at the library with Mrs. Cindy Gordon for a picture that will be in the Concordia Sentinel.
   3. Programs –upcoming programs were presented.
      1. ACT Test Prep – January 26th & February 2nd @ 9:30 AM – Ferriday Library. (See attachments)
      2. Mandy Harvey – February 7th @ 7:00 PM – Vidalia Convention Center. (See attachments)
      3. LSU AgCenter “Healthy New You” – February 12th @ 5:30 PM – Vidalia Library. (See attachments)
      4. Social Media – February 21st @ 5:30 PM – Vidalia Library. (See attachments)
      5. Google Docs – February 23rd @ 9:30 AM – Ferriday Library. (See attachments)
      6. Royal Love Story: Movie Star to Royalty – February 28th @ 6:00 PM – Vidalia Library. (See attachments)
   4. Convention Center – the City of Vidalia is allowing us to use the Convention Center for a February Concert with no fees except for security and bus driver.
   5. Webpage – the director stated that the webmaster is getting our webpage corrected.
   6. Annual Report – the director stated that the annual newsletter has been sent to the printer and will be mailed soon. (See attachment)
   7. Board Attendance – the Board Attendance for 2018 was presented. (See attachment)
   8. Agreement CPA – the library has signed the agreement for the audit with Silas Simmons.
   9. Ethics – the director reminded the board members that they must take the Ethics test again before the end of the year.
6. PUBLIC COMMENT: There were no verbal or written comments.
7. NEXT BOARD MEETING
   1. March 20, 2019 at 2:00 PM at the Vidalia Library
8. ADJOURN
   1. The meeting was adjourned.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL
MINUTES – APPROVED
WEDNESDAY, November 14, 2018
Ferriday Branch
2:00 P.M.

1. CALL TO ORDER

President Kathleen Stevens called the meeting to order at 2:00 PM at the Ferriday Library. Members present were Kathleen Stevens, Jackie Young, Jill Britt, Bobby Sheppard, Marjorie Vogt, Renard Chatman. Members absent were Bobbie Calhoun and ex-officio Jimmy Wilkinson. A quorum was present. James Lee was a visiting guest.

2. MINUTES

Mrs. Jackie Young moved to accept the September 19th and the October 17th minutes as mailed. Mr. Bobby Sheppard seconded the motion. The motion carried.

3. REPORTS
   1. Circulation sheets for September and October were presented. (See Attachment)
   2. Financial
      1. Current Balance Sheets for September and October were presented. (See Attachment)
      2. Revenue Sharing – the library director give an explanation for the two payments.
      3. 2018 Budget Revision – Mr. Renard Chatman moved to accept the 2018 Budget Revision as presented. Mrs. Jill Britt second the motion. Motion carried. (See Attachment)
4. OLD BUSINESS
   1. Clayton – Gutter & Urinal – director discussed several problems still with the Clayton Library and mentioned the difficulty in setting the digital timers for all outside lights.
   2. Insurance – director stated that she is seeking another quote for insurance.
   3. Program Attendance – a sheet was presented that disclosed recent program attendance. (See Attachment)
   4. Northeast Louisiana Trustee Meeting – director reported that she attended the Northeast Louisiana Trustee Meeting at the Richland Parish Library.
5. NEW BUSINESS
   1. Engineer Report – the librarian presented the engineer’s report on the utility for Vidalia with recommendations. (See Attachment)
   2. Personnel – librarian stated that a new employee, Logan Gervais was hired.
   3. Vidalia Partner – librarian stated that she hopes that the Vidalia Conference and Convention Center will partner with the library for the Mandy Harvey concert.
   4. Clayton Water – librarian stated that the legislative auditor said that if the Clayton water was approved in the Town of Clayton Meeting minutes than it was possible that it would stand as stated.
   5. Board Renewal – Mr. Renard Chatman moved to ask for the renewal of board member Jackie Young for another 5 year term. Mr. Bobby Sheppard seconded the motion. Motion carried.
   6. Holiday Closings – a list of Thanksgiving hours was presented. (See Attachment)
   7. Meeting dates – a bookmark of 2019 Board Meeting dates was presented. (See Attachment)
6. PUBLIC COMMENT: There were no public, verbal or non-verbal comments made.
7. NEXT BOARD MEETING
   1. January 23, 2019 at 2:00 PM at the Ferriday Library
8. ADJOURN