CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES –APPROVED September 20, 2017 WEDNESDAY, JULY 19, 2017 CONCORDIA BANK MONTEREY 2:00 P.M. 1. CALL TO ORDER President Sheppard called the meeting at 2:03 PM at the Monterey Bank. A quorum was present: Bobbie Calhoun, Betty Jo Bragg, Marjorie Vogt, Kathleen Stevens, Jackie Young, Renard Chatman, Bobby Sheppard and ex-officio Jimmy Wilkinson. A special guest was present, Mr. James Lee, recently appointed to the State Library Board of Commissioners. 2. MINUTES Ms. Calhoun moved to accept the minutes as mailed and Ms. Young seconded the motion. Motion carried. 3. REPORTS A. Financial Reports The Library Director reviewed the financial reports with the Board. It was stated that Womack did not adhere to their projected payment chart, and it was difficult to invest the funds. 1. May report was reviewed. (See Attachment) 2. June report was reviewed. (See Attachment) B. Circulation The Board examined the circulation figures and it was noted that program attendance had increased due to all of the summer programs. 1. May report was reviewed. (See Attachment) 2. June report was reviewed. (See Attachment) 4. OLD BUSINESS A. Clayton Library The progress of the Clayton Library was evaluated and still no completion date. The Director stated that the library should work with Womack in order to finish it correctly. The Board can re-examine dates of contract and make their decision near completion time. 1. Change Orders – The Director requested the Board to give authorization of up to $165,000 for change orders. The amount was derived from10% of project price and the difference of the highest bid and the lowest bid. The change orders do not total this amount at this time. Since the Board does not meet until September, this will allow the project to continue without delay if additional change orders should occur. The Director noted that polling by phone for approval is not lawful. The Director stated this authorization would be best when the library is audited. Ms. Vogt made the motion to allow the paying of change orders up to a certain amount and Ms. Young seconded the motion. There were many questions and thought provoking comments over the change orders. President Sheppard called for a vote. Motion carried to allow the director to keep the project moving and pay the change orders. 2. Bookmobile – The Bookmobile will have a 10” clearance. An information sheet about the purchase of a new bookmobile was enclosed in the packet for future reference. (See Attachment) 3. Furniture – The furniture representative visited the site last week to check outlets for furniture. 4. DOTD – DOTD would not allow the culverts so there will be an open ditch in front of the library. 5. Driveway – The driveway will have to have some adjustments in order for the bookmobile and school bus to enter. C. Election – The library has not received a bill for the Secretary of State’s office nor the Bonding Attorney as of yet. D. Programs – Summer Reading Attendance has been very good all summer. Families have enjoyed the opportunity and Concordia Bank has been generous. E. Reception – The red, white and blue reception was well attended and Mr. Lee was recognized by the State Librarian. 5. NEW BUSINESS A. Policies – Mrs. Calhoun made the motion to accept the policy changes and additions. Ms. Bragg seconded the motion. Motion carried. B. Programs – The Director highlighted the up and coming programs for the public. (See Attachments) 1. LSU AgCenter – “Simple, Basic, Healthy” 2. Elizabeth Vidos – “Lady Chops” 3. Fashion Night – Georgiann Potts 4. Email Class – Stephen Collins 5. Terry Vandeventer – “The Snakeman” 6. Rod Payne, Adam Jones & Lawrence Gibbs – “Music from Movies” C. COE – A new COE worker from Ferriday High School will begin working the first week in August. D. Reading List and Louisiana Young Readers Choice Awards The library will purchase books on school reading list and the Young Readers Choice Award that the State Library encourages. E. Vidalia Library – Porta Cache Wilmar has been asked to examine the sagging material in the porta cache that is from water damage. An estimated price will be provided for repairs. F. Legal Forms and Help Desk – Louisiana Legal forms are available from the new database and the Legal Virtual Help Desk is up and available for citizens to ask legal questions free of charge. G. Trustee Events: TBS–Monroe/Advocacy Training- Alexandria – The Director shared information about up and coming continuing education for Board Members. An information sheet was provided about the millage and generated revenue for 2018 Budget. 6. PUBLIC COMMENT None 7. NEXT BOARD MEETINGS Wednesday, September 20, 2017 at 2 PM at the Ferriday Library. President Sheppard reminded the Board of the September Board meeting in Ferriday. President Sheppard adjourned the meeting. Mrs. Calhoun prepared a cake for the Board to enjoy.