CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES – APPROVED JULY 19, 2017 TUESDAY, MAY 23, 2017 RIDGECREST TOWN HALL 2:00 P.M. Custodian of Records: Amanda Taylor 1. CALL TO ORDER President Bobby Sheppard called the meeting to order at 2:00 PM at the Ridgecrest Town Hall. Members present were B. Calhoun, J. Young, M. Vogt, B. Bragg, K. Stevens, R. Chatman, and B. Sheppard. A quorum was present. Ex-officio was absent. A guest, Mr. James Lee, a recent appointee to the State Library of Louisiana Board of Commissioners attended the meeting. The Board welcomed him to the meeting and congratulated him on representing Concordia Parish to serve all Public Libraries across the state. 2. MINUTES Mrs. Calhoun made the motion to accept the minutes as mailed. Mrs. Young seconded the motion. Motion carried. 3. REPORTS A. Financial Reports – The Director reviewed the finances for March and April. More money is being kept in the checking account due to the construction project. Also the Walmart Literacy grant was received for $1,000 to purchase children’s books. (See Attachments) B. Circulation – The statistics for the past 2 months were discussed. (See Attachments) 4. OLD BUSINESS A. Clayton Library – The Clayton Library pay schedule was presented; details of the change orders were being handled by the architect; and the sample letter of explanation for building the Clayton facility was presented. (See Attachments) B. Election Cost – The election will cost less than expected due to the reduction in commissioners anticipated by the Clerk of Court’s Office for a low turnout. The bill for the election should arrive in June. The election was won with 78% in favor. (See Attachment) C. Programs – Summer Reading – The Library has 7 performances for children scheduled and two events for adults/families during the month of June and July. (See Attachment) D. Legislative Day/National Legislative Day – The Director attended the state and national meetings to speak to local legislators and Congressmen to continue LSTA funds and state funds for the State Library. 5. NEW BUSINESS A. Update Sheet for Each Board Member – Board Members were asked to fill out the update sheets. (See Attachment) B. Audit – The Audit was successful with no citing. The compilation from Silas Simmons was provided. C. Policies – The Auditor stated a new procedure would be required for next year to have policies approved by the Board for handing budgeting and daily collections, purchasing items, payroll, travel and others. Mr. Chatman moved to accept procedures as presented and Mrs. Young seconded the motion. Motion carried. These will be placed in the policy manual. (See Attachment) D. State Library of Louisiana Board Member – James Lee was approved by the Lt. Governor to serve on the State Library Board of Commissioners. He is the first to ever serve from Concordia Parish. E. Reception – A planned reception to honor Mr. Lee, Citizens for their support, and parish Veterans will be Thursday, July 6th from 4:30 to 6:00 PM at the Ferriday Library. F. Architecture – Dallas – The Director has the final trip to Dallas to finish the furniture for the Clayton Library in June. G. Legal Service – The Legal service program had an attendance of about 20 citizens with many questions about wills and power of attorney. H. Bookmobile Schedule – Bookmobile schedule for the summer was presented. (See Attachment) I. Harvest – Bookmobile will deliver books to the 3 week Harvest Church summer program. J. Service Problems – The Director commented on several behavior issues that had been resolved. K. The board offered a raise to director but was declined. She accepted 5 weeks of vacation a year, an additional week was given. 6. PUBLIC COMMENT No one from the public attended. 7. NEXT BOARD MEETINGS Wednesday, July 19, 2017 at 2 PM at the Concordia Bank in Monterey 8. ADJOURN…President Sheppard adjourned the meeting at 3:10 PM.