CONCORDIA PARISH LIBRARY BOARD OF CONTROL MINUTES WEDNESDAY, SEPTEMBER 20, 2017 FERRIDAY LIBRARY 2:00 P.M. 1. CALL TO ORDER: Vice president Kathleen Stevens called the meeting to order at 2:00 PM. Members present were Marjorie Vogt, Jackie Young, Betty Jo Bragg, Bobby Calhoun, Renard Chatman, and Kathleen Stevens. Absent were Bobby Sheppard for medical reasons and ex-officio. Quorum was present. Mr. James Lee was a guest. 2. MINUTES: Ms. Vogt moved to accept the minutes as mailed and Ms. Calhoun seconded the motion. Motion carried. 3. REPORTS A. Financial Reports: The Library Director reviewed the financial reports for two months. 1. July – (See Attachments) 2. August – (See Attachments) 3. Budget – 2018¬: The new budget was presented with explanation of some areas being larger than normal due to construction. An explanation of each code number in the budget was provided. Mr. Chatman recommended the budget be presented to the public for the hearing on Oct. 18 and Ms. Young seconded the motion. Motion carried. Library Director asked for this date to be put on their calendars. (See Attachments) 4. State Revenue Sharing: The verification of the Revenue Sharing to be continued after the renewal of the millage was provided by Treasury Department. (See Attachments) B. Circulation: Circulation was examined for July and August. 1. July – (See Attachments) 2. August – (See Attachments) 4. OLD BUSINESS A. Clayton Library 1. Furniture: Furniture has been ordered totaling about $200,000 from three different vendors. 2. Roof: The metal roofing should arrive in about 6 weeks to cover the sheath lining. The lining is only guaranteed for 90 days, therefore metal roof needs to arrive. 3. Fountain: Several designs had been discussed and the railroad crossing design was chosen by the architect. (See Attachment) Pictures were shown of the progress of the facility. B. Programs 1. “Unsung Heroes . . .” Georgiann Potts, Thursdays – Sept. 21 & 28 – Vidalia Library – 6:00 PM (See Attachments) 2. “Poverty Point” Archaeology with Diana Greenlee, Thursday – October 12 – Vidalia Library – 6:30 PM (See Attachments) 3. Lawyers in Libraries – Tuesday, October 24 at 12:00 PM – Ferriday Library (See Attachments) 4. Alton Carter – Rotary, FHS & FJHS – Thursday, October 26 5. “Those Were the Days” Concert with William Florian – Thursday, November 9 at 7:00 PM at the Concordia Bank Lobby in Vidalia (See Attachments) C. Retention Policy: Ms. Young moved to accept the Retention Policy modification and to send it to the Secretary of State office for approval. Ms. Vogt seconded the motion. Motion carried. (See Attachments) D. Vidalia Library 1. Porte-cochere: Wilmar Construction completed the repair work on the Vidalia Library porte-cochere. 2. Leaks: The leaks were caused by the water pressure of the boiler system through rusted pipes. ServPro was hired to remove the mold and moisture from the walls. Sheetrock, floor tiles, ceiling tiles, and carpet tiles remain torn out until the library is notified by the jury of the solution. The boiler system at this time is shut off. E. Trustee Event: TBS-Monroe: The library director will attend with several members. 5. NEW BUSINESS A. Estate –Donation: This estate was discussed with the recommendation that the library director examine the volume of materials housed in Baton Rouge. (See Attachment) B. Fiber Optic: Clayton Library will be able to host the fiber optic lines and the library system’s internet speed should increase. C. C.E. Webinars and Workshops: Staff is participating in CE classes online and in workshops at different locations. D. Moving Clayton – December/January: The library director stated that the Clayton Library will be closed for a month in order to move to the new facility. Utilities will be cut off as quickly as possible at old Library. E. Policy – Service Dogs: Ms. Vogt moved to accept the service dog policy and Ms. Young seconded the motion. Motion carried. (See Attachments) F. Ferriday Cameras: Additional cameras will be purchased at the Ferriday Library for surveillance of the parking area in the front and on the side. G. Bookmobile Schedule: The Fall bookmobile schedule was presented. (See Attachments) H. Uniform Shirts: New uniform shirts will be purchased and monogramed by December. I. Ethics: The Director reminded everyone to take the Ethics test as soon as possible. It has to be completed before the end of the year. The library director did present statistics on summer activities and the library was successful in receiving the Decentralized Art Grant. 6. PUBLIC COMMENT There were no public comments. 7. NEXT BOARD MEETINGS Budget Hearing – Wednesday, October 18, 2017 at 2 PM at the Ferriday Library. Regular Meeting – Wednesday – November 15, 2017 at 2 PM at the Ferriday Library. 8. Adjourn Mrs. Bobbie Calhoun adjourned the meeting.