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.

2. MINUTES – May 15, 2024: Chatman moved to accept the minutes as mailed and Ms. Young seconded the motion.  Motion passed.

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

4. REPORTS

1. 1. Circulation: Circulation was discussed. May was a very good month but June was down due to issues with Cloud Library.  (See Attachments)

1. 1. Financial
      1. Current Balance Sheets – May/June: Both months were reviewed. (See attachments)

5. 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 22^nd: 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.

6. 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 10^th 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 2^nd bookmobile is removed from inventory.   (See Attachment)
• Grand Opening: A sample invitation was presented with the plans for the morning function on August 28^th 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 29^th.  (See Attachment)

7. NEXT BOARD MEETING

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

AGENDA

WEDNESDAY, MAY 15, 2024

FERRIDAY LIBRARY

2:00 PM

1. CALL TO ORDER

2. MINUTES – March 27, 2024

3. PUBLIC COMMENT (Comments limited to 5 minutes)

4. REPORTS

1. Circulation
2. March
3. April
4. Financial
   1. Current Balance Sheets – March/April

5. 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

6. 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

7. NEXT BOARD MEETING

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.

2. MINUTES – January 24, 2024: J. Young moved to accept minutes as mailed and Mr. Lee seconded the motion. Motion carried.

3. PUBLIC COMMENT (Comments limited to 5 minutes): No public comments.

4. 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

5. 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)

6. 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 1^st and 2^nd 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 20^th.  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.

7. NEXT BOARD MEETING

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, November 15, 2023 – APPROVED

CLAYTON LIBRARY

2:00 PM

1. CALL TO ORDER: President Jackie Young called the meeting to order at 2:00 PM at the Clayton Library.  Jackie Young, La Jean Corbett, Jill Britt, Kathleen Stevens, Renard Chatman and James Lee were present. Absent was Bobbie Sheppard and Collin Edwards, ex-officio member. A quorum was present.

2. MINUTES – September 20^th & October 18^th: Kathleen Stevens moved to accept both sets of minutes and Jill Britt seconded the motion. Motion carried.

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

4. REPORTS

• Potter/Boyd: President Young asked for an executive session. Renard Chatman made the motion for the Executive Session and Kathleen Stevens seconded the motion. Motion carried. Attorney Russell Potter provided some information about Ferriday Library accident. Renard Chatman moved to return to open meeting and Kathleen Stevens seconded the motion.  Motion carried. The session opened at 2:06 PM and ended at 3:10 PM.
• Circulation: The Library Director stated Circulation had increased for both months.  (See attached Sheets.)
  • September
  • October

• Financial: The Library Director reviewed with the Board the finances for September and October.  (See Attached Sheets).  Also the changes to revised line items to the 2023 Budget were examined. La Jean Corbett made the motion to accept revisions to the 2023 Budget and Jill Britt seconded the motion.  Motion carried. (See Attached Sheet)
  • Current Balance Sheets – September/October
  • 2023 Budget Revision

5. OLD BUSINESS

• Vidalia Kitchen:  The new cabinets are being installed this week and hopefully the new counter can be installed with the new sinks before Thanksgiving.
• Bookmobile: The new flooring color and seats have been chosen as gray and the new book shelves have been selected and their placement in the new vehicle.
• Construction in Progress: Progress continues and several more change orders (ceiling molding in magazine room and hot water tank in staff kitchen) have requested.  These items were not on the architectural plans.
• Clayton Water: The Library Director stated that she had spoken to the Town of Clayton Clerk and she state that she thought the library could install a water well but a document was requested from the mayor’s office giving that permission.
• Ethics/Sexual Harassment: Several Board Members were reminded to take the required tests by law before the end of the year.
• Concert/Programs: The Victory Belle concert was enjoyed by 150 citizens and a deposit of $500 has made to the World War II Museum for another performance in 2026. The December programs were presented.  See Attached Sheet

6. NEW BUSINESS

• Policies: The Censorship Policies pertaining to ACT 436…..3-301 thru 3-313 were discussed. James Lee moved to accept policies as presented and Renard Chatman seconded the motion.  Motion passed.  (See Attached Sheets).  The Digital/Electronic Access Policy was presented and Jill Britt made the motion to accept and La Jean Corbett seconded the motion. Motion carried.  (See Attached Sheets).
• Schedule of 2024 Board Meeting: The new Board meeting schedule was provided. (See Attached Sheet).
• Holidays: Holiday closure dates were listed. (See Attached Sheet).
• Renewal of Board Members – Renard Chatman, Jackie Young, Bobby Sheppard: La Jean Corbett made the motion to request the Police Jury to please renew Jackie Young, Renard Chatman and Bobby Sheppard for their continued Library service to the Concordia citizens. James Lee seconded the motion: Motion carried.
•  Compensation: La Jean Corbett moved to pay staff increases beginning with the first payroll in December and Kathleen Stevens seconded the motion. Motion carried.  La Jean Corbett moved to give the Director an increase and Renard Chatman seconded the motion carried. Motion carried.

7. NEXT BOARD MEETING: President Young reminded Board of the next meeting in Clayton Library in 2024. Also, she adjourned the meeting.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES

WEDNESDAY, November 15, 2023

CLAYTON LIBRARY

2:00 PM

1. CALL TO ORDER: President Jackie Young called the meeting to order at 2:00 PM at the Clayton Library.  Jackie Young, La Jean Corbett, Jill Britt, Kathleen Stevens, Renard Chatman and James Lee were present. Absent was Bobbie Sheppard and Collin Edwards, ex-officio member. A quorum was present.

2. MINUTES – September 20^th & October 18^th: Kathleen Stevens moved to accept both sets of minutes and Jill Britt seconded the motion. Motion carried.

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

4. REPORTS

• Potter/Boyd: President Young asked for an executive session. Renard Chatman made the motion for the Executive Session and Kathleen Stevens seconded the motion. Motion carried. Attorney Russell Potter provided some information about Ferriday Library accident. Renard Chatman moved to return to open meeting and Kathleen Stevens seconded the motion.  Motion carried. The session opened at 2:06 PM and ended at 3:10 PM.

• Circulation: The Library Director stated Circulation had increased for both months.  (See attached Sheets.)

1. 1. September
   2. October

• Financial: The Library Director reviewed with the Board the finances for September and October.  (See Attached Sheets).  Also the changes to revised line items to the 2023 Budget were examined. La Jean Corbett made the motion to accept revisions to the 2023 Budget and Jill Britt seconded the motion.  Motion carried. (See Attached Sheet)

1. 1. Current Balance Sheets – September/October
   2. 2023 Budget Revision

5. OLD BUSINESS

• Vidalia Kitchen:  The new cabinets are being installed this week and hopefully the new counter can be installed with the new sinks before Thanksgiving.
• Bookmobile: The new flooring color and seats have been chosen as gray and the new book shelves have been selected and their placement in the new vehicle.
• Construction in Progress: Progress continues and several more change orders (ceiling molding in magazine room and hot water tank in staff kitchen) have requested.  These items were not on the architectural plans.
• Clayton Water: The Library Director stated that she had spoken to the Town of Clayton Clerk and she state that she thought the library could install a water well but a document was requested from the mayor’s office giving that permission.
• Ethics/Sexual Harassment: Several Board Members were reminded to take the required tests by law before the end of the year.
• Concert/Programs: The Victory Belle concert was enjoyed by 150 citizens and a deposit of $500 has made to the World War II Museum for another performance in 2026. The December programs were presented.  See Attached Sheet

6. NEW BUSINESS

• Policies: The Censorship Policies pertaining to ACT 436…..3-301 thru 3-313 were discussed. James Lee moved to accept policies as presented and Renard
• Chatman seconded the motion.  Motion passed.  (See Attached Sheets).  The Digital/Electronic Access Policy was presented and Jill Britt made the motion
• to accept and La Jean Corbett seconded the motion. Motion carried.  (See Attached Sheets).
• Schedule of 2024 Board Meeting: The new Board meeting schedule was provided. (See Attached Sheet).
• Holidays: Holiday closure dates were listed. (See Attached Sheet).
• Renewal of Board Members – Renard Chatman, Jackie Young, Bobby Sheppard: La Jean Corbett made the motion to request the Police Jury to please renew Jackie Young, Renard Chatman and Bobby Sheppard for their continued Library service to the Concordia citizens. James Lee seconded the motion: Motion carried.
• Compensation: La Jean Corbett moved to pay staff increases beginning with the first payroll in December and Kathleen Stevens seconded the motion. Motion carried.  La Jean Corbett moved to give the Director an increase and Renard Chatman seconded the motion carried. Motion carried.

7. NEXT BOARD MEETING: President Young reminded Board of the next meeting in Clayton Library in 2024. Also, she adjourned the meeting.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES – APPROVED

WEDNESDAY, September 20, 2023

CLAYTON LIBRARY

2:00 PM

1. CALL TO ORDER: President Jackie Young called the meeting to order at 2:00 pm. with all 7 board members present.  Absent was ex-officio Collin Edwards.  Quorum was present.

2. MINUTES – July 19, 2023: Mrs. Corbett moved to accept minutes as mailed and Mr. Lee seconded the motion. Motion carried.

3. PUBLIC COMMENT (Comments limited to 5 minutes): There were no public comments and no one from the community.

4. REPORTS

• Circulation: The Director went through July and August statistics and some figures had increased. (See attachments)

• Financial
  • Current Balance Sheets – July/August: The director discussed the finances for July and August. (See attachments)
  • 2024 Budget: The director went through each line item to give some explanations about the increases in that category. An increase in wages was discussed and Ms. Corbett asked if it was already incorporated in the budget and the answer was yes. Lee moved to accept the budget as presented and Mr. Chatman seconded the motion. Motion carried.  The director brought to the Board’s attention the Public Budget Meeting was set for Wednesday, October 18^th at 2:30 pm in the Clayton Library. (See Attachment)

5. OLD BUSINESS

• Vidalia Kitchen: The Vidalia Kitchen is still not completed due to the laminate not being shipped.
• Summer Reading: A sheet was presented with statistics, and it was stated the School Superintendent helped so much in bussing the children to the library.  Hiring two performers a week was very successful. (See attachment)
• Construction in Progress/Furniture: The books will begin being moved Monday, September 25 and a person from Library Interiors would be assisting in setting up the shelving.
• Policies – Old: the old policies were reviewed Sections 201 thru 215. The director stated a change in the amounts that have to bid in Section 201 and Mrs. Stevens noted a change in Section 202 on Clayton Library’s building status. Mrs. Britt moved to accept and Mrs. Corbett seconded the motion. Motion carried with noted changes. (See attachment)
• Book Drop: Sharp’s Body Shop repaired and repainted the drop and Mr. Weeks is to install back in Monterey at the side of the school before Oct. 1^st. School dignitaries were consulted for the wanted location.
• Concert: There were 280 in attendance and it was noted that it was an excellent event.  All suggested hiring Josh Madden’s band again in the next Community Concert series. (See attachment)

6. NEW BUSINESS

• Policies – Section 301 thru 308/ Censorship/ Act 436: This section was discussed with 301, 302, 303, 304, 306,307, and 308 leaving as stated with a motion from Mr. Lee and seconded by Mr. Sheppard. Motion carried.  The additional/new policies 305 and 306A and 306B were revisions to this section due to Act 436. Mrs. Corbett moved to accept and Mrs. Britt seconded the motion.  Motion carried. The director stated that policy manuals are never finished because revisions have to be made at intervals to keep up with the policy needs. (See attachments)
• Censorship Forms: These forms were reviewed and approved. (See attachment)
• Ethics / Sexual Harassment: A reminder to take the test was made before December 31, 2023.
• Virtual / In-house programs: A sheet was presented with the virtual topics for 2024 and programs would be continued with LSU Ag. (See attachments
• Bookmobile: Pictures of the new bookmobile in Massachusetts were presented. (See attachment)
• Clayton water: The water situation was mentioned and possibly a well may be needed.  The director is checking on general prices. (See attachment)
• October Programs: The October activities were enclosed in the packets. (See attachment)
• Comments by Director: The Trail Blazer meeting is Oct. 29, the neighbor’s dogs, and the coming election. Also, there will be a mailout on more information on Act 436.

7. NEXT BOARD MEETING

PUBLIC BUDGET MEETING MINUTES – APPROVED

WEDNESDAY, OCTOBER 18, 2023

CLAYTON LIBRARY – PROGRAM ROOM

2:30 P.M.

1. Call to Order: LaJean Corbett called the meeting to order at 2:30 pm in the Clayton Library. Members present were James Lee, Renard Chatman, Bobby Sheppard, Kathleen Stevens and LaJean Corbett. Members absent were Jill Britt, Jackie Young and Colin Edwards, ex-officio. A quorum was present.
2. Presentation of 2024 Budget: The Director presented the 2024 Budget explaining the highlighted line items. Some were increased from the last meeting discussion.
3. Public Comment: There was no public attendance.
4. Adoption of the 2024 Budget: Mr. Renard moved to accept the budget and Mr. Sheppard seconded the motion. All were in favor.
5. Next Board Meeting
6. Official Board Meeting – Wednesday, November 15^th at 2:00 p.m. at the Clayton Library. The Revision of the 2023 Budget will be reviewed and voted on for the closure of the year.
7. Adjourn: LaJean Corbett adjourned the meeting.

CONCORDIA PARISH LIBRARY BOARD OF CONTROL

MINUTES – APPROVED

WEDNESDAY, JULY 19, 2023

CLAYTON LIBRARY

2:00 PM

1. CALL TO ORDER: Jackie Young called the meeting to order at 2 pm in Clayton Library. All members were present accept the ex-officio C. Edwards.

2. MINUTES – May 24, 2023: The minutes were approved by a motion from Renard Chapman with one correction that LaJean Corbett was present at the May 24^th  Mr. Lee seconded the motion. All were in favor.

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

4. REPORTS

• • Circulation: The Board examined the May and June statistics. (See Attachment).
  • Financial: The finances were reviewed for May and June. (See Attachment).

5. OLD BUSINESS

• Programming to Come: The Director reminded that live alligators would be at the library tomorrow on Thursday with 2 shows in Ferriday and Vidalia. Also, Disaster Preparedness was available for this evening in Vidalia Library and tomorrow evening in Clayton Library there would be a program on Herbs. The August postcard was discussed of coming events for the public.  (See Attachment)
• Camera System – More cameras will be installed in Ferriday inside and out.
• Construction in Progress: The Director reviewed some of the issues…..the following were discussed:  Restroom, Fabrics, Climate Control Storage, and move of offices to Clayton Library.
• Moving cost: The Director explained the process of moving the collection, placing back and lowering the shelves.
• Policies: The following Policies were approved by the Board. LaJean Corbett made the motion to accept and Kathleen Stevens seconded the motion.  All were in favor.
  •      Board Organization
  •      Purpose of Manual
  •      Financial Structure
  •      History Library/Community
  •      Objectives
  •      By-Laws

• Book Drop: The Book Drop is to be finished at the end of July and placed back at the Monterey School.
• Awards: Ms. Jackie Young was given the Trustee 2023 Award by the Louisiana Library Association for an outstanding Board Member.  All of the Board congratulated her.
• The Library also received the Blue Cross/ Blue Shield Telehealth Grant for over $5,000 to purchase 5 laptops, headsets with tracking devices to be circulated to the public. (See Attachment)
• New Uniforms: New uniforms will be ready for staff to begin wearing in August.
• Furniture: Furniture has been selected from Library Interiors who are on the state contract, but no final price has been received.

6. NEW BUSINESS

• Vidalia Kitchen: The Vidalia Library Kitchen had a leak in the back of the wall. The cabinets have been removed and will be replaced.  The electrical closet in adjacent has mildew and will need to replace with sheetrock.  (See Attachment)
• Vacation – Phone:  The Director reported that she will be on vacation August 20 – August 31. The Board agreed to pay the phone international charges in order to communicate with construction company as Ferriday library project continues.
• Mr. Sheppard moves to allow and Mrs. Britt seconded the motion, motion carried.
• Ethics / Sexual Harassment: The Board was reminded that two tests need to be taken for 2023…. Ethics and Sexual Harassment.  (See Attachment).
• Public Items: There are pieces of demolition and used furniture that are being given to non-profit organizations. This is allowed in the Board’s policy manual. Children’s furniture
  • Carpet – Church; Chairs – church/library
  • Light Fixtures – church
  •  Study carrells

• Summer Reading: The summer statistics were presented up to this point for Circulation & Attendance.   (See Attachment).

• Virtual Technology: As virtual programming continues each month there is a need to purchase a new editing laptop. It should arrive before the next filming.
• Technology – PR/Webpage: The library has contacted the State Library for guidance on improving the webpage and some recommendations on new software for Power Point.
• Censorship – State Library – SB 7/ACT 436: More information will be provided by the State Library on the new law.  It is required to have policies on the   following:
• • Freedom to Read/First Amendment/Collection Development
  • Citizens request for reconsideration/complaint form

7. NEXT BOARD MEETING