Board of Control Minutes (2024)

 JANUARY 22, 2024

The Evangeline Parish Library Board of Control met on Monday, January 22, 2024, at 4:00 p.m. at the Main Library on 916 West Main Street, Ville Platte, Louisiana 70586.

Salazar called the meeting to order.  Joseph led the opening prayer and the Pledge of Allegiance.  Godeaux called roll.  Present were President Sandra Salazar, Vice President Rella Joseph, Board Members Gaynelle Coates , Faye Langley, and Linda Lebsack, Friends of the Library Member Paula Lafleur, Staff Members Emily Fontenot, Ted Lavergne, Suzy Lemoine, Keishia Ford, Heidi Shepherd, Madeleine DeFrancillon, and Lisa Godeaux.  Absent was Police Jury President Bryan Vidrine.

Salazar asked if there were any amendments to the Agenda.  None were made. Lebsack moved to approve the Agenda.  Coates seconded, and the motion carried. Langley moved to approve the minutes from the previous meeting.  Coates seconded, and the motion carried.

Salazar asked if there were any comments on the Agenda items.  None were made. 

Salazar opened discussion of Old Business with the introduction and ratification of new employees, Heidi Shepherd and Madeleine DeFrancillon. Their start date was January 1, 2024.  Lemoine made the introductions.  Coates moved to ratify the hiring.  Langley seconded, and the motion carried.

Salazar opened the discussion of New Business with the election of Board of Control officers.  Langley nominated Salazar for President.  Lebsack seconded.  Coates nominated Joseph for Vice President.  Langley seconded.  Langley moved to keep both officers in their positions for another term.  Coates seconded, and the motion carried.  Lemoine provided the Board members with a copy of the dates for this year’s meetings. Next, Salazar called for a report from the Basile Building Committee.  Langley provided an overview of the meeting for those who had not been present. (See Committee Minutes). The third agenda item was acknowledging of the retirement of Ruth Stanley.  The Board expressed its gratitude for her 20 years of service. The next agenda item was an update on the roof insurance claim at the main library.  Lavergne stated that an A/C technician and an insurance representative had surveyed the roof leaks.  One was from fire sprinklers.  The largest problems were from roof issues. The warranty is in place until 2033, and the roof will be repaired.  Lavergne has already contacted Police Jury Secretary-Treasurer Chester Granger to begin the repair process. The next item was the 2024 training requirements for Board members:  Cyber security, Sexual Harassment Prevention, and Ethics.  Repeating Mandatory Reporter training is not required . Next, Salazar announced that the date for the Spring Book Fest is Saturday, May 4, 2024. The last item of New Business was the discussion of plans to expand the program rooms of the Turkey Creek and Pine Prairie branches in 2024.  The projected cost/budget for both expansion projects is less than $100,000 each. The Library will need to get permission from the Police Jury to talk to local contractors without going through the bidding process.

Next, Fontenot presented the Financial Report and gave copies to all Board members.  Fontenot stated that even with the large rise in the Police Jury administrative fee, expenses came in at only a little over $19,000 more than the previous year.  Fontenot stated that this was achieved largely through making changes and comparative spending.  Fontenot detailed the amount saved and the amounts currently in both the Capital Improvement account and the Ville Platte expansion account.  Mention was made of exploring how to invest in a higher yield savings account. Lavergne gave the Facilities Report.  Each branch is visited on different days with four hours of time allotted for each branch.  Deliveries are made weekly.  Roof repairs for the Ville Platte branch are in the works. (See Attached.)

Keishia Ford gave the Outreach Report and gave details of many of the different programs being held at each library including chair exercising, adult bingo, French, and children’s crafts.  The “Evangeline, the Myth and the Maiden” presentations at schools throughout the parish were completed in December and very well received.  We are still partnering with Save the Children/Headstart as well as bringing books to the nursing homes.   Ford will resume the Bedtime Story program in which she reads a book on Facebook live at 8:00 pm every 2^nd Wednesday of the month. 

Lemoine stated that beginning February 1, 2024, parents will have to come in to re-register the library cards for their children from 0-17 years.  This is to comply with a new state law, Act 436, requiring parents to choose whether they want restrictions on the materials their children can access.

Soileau commented that the Friends of the Library had used some of their funds to pay for the petting zoo during the summer reading program.

Joseph moved to adjourn. Coates seconded, and the meeting adjourned.

The next Library Board of Control Meeting is scheduled for Monday, March 11, 2024, at

4:00 p.m. at the Ville Platte Library.

NEW BASILE BRANCH COMMITTEE MINUTES JANUARY 22, 2024

The Evangeline Parish Library Board of Control met on Monday, January 22, 2024, at 3:00 p.m. at the Main Library on 916 West Main Street, Ville Platte, Louisiana 70586.

Committee Chairman Faye Langley called the meeting to order.  Present were President Sandra Salazar, Board Members Gaynelle Coates and Faye Langley, Basile Library Manager Sherry Bergeron, Basile Library Assistant Manager Becky Leger, Parish Engineer Ronnie Landreneau, Bill Fontenot (Surveyor with Landreneau & Associates), Staff Members Emily Fontenot, Suzy Lemoine, and Lisa Godeaux.

The first item was an update on the possible donation of property owned by the town of Basile near the new building site.  Lemoine stated that parish attorney Jacob Fuselier had not yet given a firm answer but felt that there was a way for the town to donate the property. The property is approximately 60 feet across.  Lemoine also stated that Basile town attorney Dave Johnson also feels that it can be done.

The second agenda item was the discussion to determine whether there was an interest in purchasing property owned by Arthur B. Hollingsworth which is in the area of the building site.  The property is 50 feet x 100 feet and has two buildings on it.  Lemoine provided a diagram and an assessment of the property.  Bergeron stated that the Basile City Hall had called the Basile Library and said the owner was interested in selling and had inquired whether the library was interested in buying the property.  Fontenot asked what price the owner was asking and asked Landreneau if it would be advantageous to purchase the property.  It was decided that more information was needed about the property and the asking price.

The next item on the agenda was an update on the architectural design of the new Basile Library.  Landreneau stated that he had spoken Parish Architect Brodie Ardoin understood that the latest floor plan had been accepted and he was now looking at how to best use the property.  The mechanical and electrical plans have not been started.  Bergeron and Langley stated that Ardoin had told them at the previous committee meeting that the new drawings would be ready for this meeting and that we could go to bid by the end of this quarter.  Salazar asked Landreneau whether the plans could be ready by the next Board of Control meeting on March 11.  Landreneau said he would ask Ardoin when he might have something more on paper.  Langley and Lemoine plan to contact Ardoin to schedule a committee meeting as soon as possible. 

Landreneau stated that Bill Fontenot had determined that a constructing a detention pond would be necessary and that it will add to building costs.  Also, finding out whether the library will have use of the town property is necessary before determining the placement of the pond.  Langley asked if it would be possible to get someone other than the general contractor to dig the detention pond on a volunteer basis so as to save money.  Landreneau felt that it would be possible.  Discussing costs, Landreneau said the Library could look at three deductive alternates to try to stay in budget.  He stated that Ardoin’s current estimate was $1.375 – $1.581 million, approximately $300 per square foot.  Lemoine stated that the budget is $1.25 million, and Fontenot stated that we may have to reduce the square footage to stay in budget.  Discussion ensued regarding deductive alternates to stay in budget.  Landreneau will confirm the planned square footage with Ardoin and follow up with attorney Jacob Fuselier about the Basile property donation.

The Committee thanked Landreneau and Bill Fontenot for coming, and the meeting adjourned.

MARCH 11, 2024

Minutes of the Evangeline Parish Library Board of Control Meeting                                                          

The Evangeline Parish Library Board of Control met on Monday, March 11, 2024, at 4:00 p.m. at the Main Library on 916 West Main Street, Ville Platte, Louisiana 70586.

Salazar called the meeting to order.  Coates led the opening prayer and the Pledge of Allegiance.  Godeaux called roll.  Present were President Sandra Salazar, Vice President Rella Joseph, Board Members Gaynelle Coates, Faye Langley, and Linda Lebsack, Friends of the Library Member Paula Lafleur, EAG-LED representatives Alex Abraham and Tony Adams, Staff Members Emily Fontenot, Suzy Lemoine, and Lisa Godeaux.  Absent was Police Jury President Bryan Vidrine.

Salazar asked if there were any amendments to the Agenda.  None were made. Coates moved to approve the Agenda.  Joseph seconded, and the motion carried. Langley moved to approve the minutes from the previous meeting.  Lebsack seconded, and the motion carried. Salazar asked if there were any comments on the Agenda items.  None were made. 

Salazar opened discussion of Old Business with a review of the New Basile Branch Library meeting that was help on February 20, 2024 to review the Architectural Rendering of the new library. (See Attached)  Langley stated that the Committee had met with architect Brodie Ardoin at his office in Opelousas where he presented a printout of the outside of the proposed building. Langley stated that Ardoin had discouraged using a metal frame and suggested that the front and sides be painted brick. Ardoin told the Committee that his work should be ready by the middle of March and the project would be ready to go to bid by the end of March.  Lemoine stated that the brick was not in the original request and that we would like to have two drawings/two estimates, one with brick and the other with hardie board.  Basile Branch Manager Sherry Bergeron felt that the porch was not deep enough and needed to be five feet instead of three feet.  Lemoine presented copies of the updated rendering which Ardoin had sent that morning along with the floor plan and the site plan.  Discussion ensued regarding the pros and cons of a metal roof versus a composition roof.  Landreneau stated that coming up with the materials being requested and staying within budget would be a challenge.  He stated that Ardoin was working to tweak the plans to give the Board options on materials to consider that might help stay in budget.  Landreneau stated that they would meet again to see what was available as far as prices and material.  Lebsack and Langley stated that they felt it was important not to sacrifice space or quality in order to remain in budget.  Lemoine stated that the Committee would meet with Ardoin before the next Board meeting to finalize the floor plans.  Landreneau stated that with the suggested changes/options, the plans may not be ready within the next two weeks.

                                                                                                                                                                         Salazar opened the discussion of New Business and introduced Tony Adams and Alex Abraham who represent EAG-LED Global lighting company.  The presentation detailed a 2025 grant opportunity from CLECO to change all light fixtures to LED units at our main library and perhaps the branches.  Adams and Abraham explained what EAG-LED does, the quality of the lighting products they provide, how the grant would work, and the projected benefits to the Library and its patrons.  EAG-LED would take care of preparing the grant proposal.  The Louisiana Public Service Commission sponsors the grant which is paid by CLECO.  Adams stated that even if the Library does not receive the grant, it may still qualify for rebates from CLECO to change our lighting fixtures.  Lemoine explained how expensive our current lighting is to maintain. Adams and Abraham projected that the Library would save over $8,300 annually if the lighting were changed.  Fontenot asked questions about the grant application process and the rebate in the event that we would not receive the grant. 

The next item was a request to change operating hours at the Mamou branch library to allow closing on Friday afternoons due to staffing concerns and historically low attendance.  Coates moved to approve the change in schedule.  Joseph seconded, and the motion carried.

Next, Fontenot explained the renewal of the Polaris Multi-Tenant Hosting Contract by Innovative for $14,600.  Polaris is the computer system the library uses for its basic functions and to generate reports.  Fontenot stated that the contract is for two years instead of five since the Library cannot financially obligate itself past the next tax election.

Lemoine explained that the Library Southwest, Inc. Consortium (LSW) is considering disbanding (We share Overdrive/Libby access through them).  The Calcasieu Parish Library runs Overdrive/Libby which allows patrons to check out digital books online.  If LSW disbands, the  organization would not meet formally anymore but may still meet informally.  Our Library will still have access to and be able to provide Libby to its patrons but will no longer have to pay dues to LSW.  The money now spent on dues could be applied to the $6,500 we now spend to provide access to Overdrive/Libby.

The last item of New Business was an update on the Spring Book Fest which is scheduled for Saturday, May 4, 2024.  Lemoine shared the progress made thus far and asked that the Friends of the Library consider providing a petting zoo for the event.  Lemoine stated that April 15 was the cutoff date for vendors/participants to sign up for a booth.

Next, Fontenot presented the Financial Report and gave copies to all Board members.  She explained the status of each account including the year to date expenses, budgeted expenses, and account balances. (See Attached.)  Fontenot stated that she had the reconciled bank statements and credit card statements available for the Board members to view and explained that Salazar reviewed and signed off on all financial documents each month.

Lemoine gave the Facilities Report.  Each branch is visited on different days with four hours of time allotted for each branch.  Deliveries are made weekly.  Lemoine explained that a log had been created to show how many times the Maintenance/Facilities team had gone to each branch, what was done, and what still needed to be done.   Lemoine stated that getting repairs/maintenance done in a timely manner was a concern and that is would be discussed with the Maintenance/Facilities team at another time. She stated that we are pursuing getting bids on the Turkey Creek addition.   Lemoine encouraged the Board members to share their thoughts about the library branches when they visited them.

Lebsack stated that the Chamber may be contacting the Pine Prairie Library to have a Coffee with the Chamber event there.  Lebsack also shared there is a bill coming up before the legislature to remove the requirement that library directors have a Master’s degree in library science.  Lemoine stated that a number of current directors did not have that degree.

Lemoine shared that in compliance with new state law, we had started re-registering children 0-17 years of age for library cards.  She stated that she had attended an event at James Stephens and encouraged parents not to wait until the Summer Reading Program begins to re-register their children.  Lemoine added that there was some misunderstanding about the new cards.  We can’t restrict books on Libby since we don’t own it.  We can only restrict physical books and dvds if parents choose a restricted card but want to allow access to other electronic materials available through the Library.

Lemoine gave the Outreach Report and gave details of many of the different programs being held at each library including chair exercising, coffee hours, both family and adult bingo, French programs, and children’s crafts. The Main library continues to host authors and artists. The Main Branch is starting a new program called The Evangeline Parish Seed Library that will allow patrons to “check out” two packs of seeds per day to plant.  New library employee, Madeleine DeFrancillon, will run the program.  We are going to have seeds donated to share.  The LSU Ag Center will help provide information and programming on gardening, how to plant, and how to care for/save seeds. We will use Library Card numbers to track the number of patrons who participate in the program. Langley suggested having the Evangeline Soil and Water Conservation personnel come in and speak to the children even before this summer programs.  Lemoine stated that if the seed library is successful, other branches may want to begin the same program at their libraries.   We are still promoting the Clean-Up Kits to check out.  “Love the Boot Week” is April 20-28 and will highlight the Litter Abatement Program.

Langley moved to adjourn. Lebsack seconded, and the meeting adjourned.

The next Library Board of Control Meeting is scheduled for Monday, May 13, 2024, at 4:00 p.m. at the Ville Platte Library.

MAY 13, 2024

MINUTES OF THE LIBRARY BOARD OF CONTROL MEETING

MAY 15, 2024

The Evangeline Parish Library Board of Control met on Wednesday, May 15, 2024, at 4:00 p.m. at the Main Library on 916 West Main Street, Ville Platte, Louisiana 70586.

Salazar called the meeting to order.  Coates led the opening prayer and Joseph led the Pledge of Allegiance.  Godeaux called roll.  Present were President Sandra Salazar, Vice President Rella Joseph, Board Members Gaynelle Coates, Faye Langley, and Linda Lebsack, Friends of the Library Member Paula Lafleur, Staff Members Emily Fontenot, Suzy Lemoine, Madeleine DeFrancillon, and Lisa Godeaux.  Absent was Police Jury President Bryan Vidrine.

Salazar asked if there were any amendments to the Agenda.  None were made. Coates moved to approve the Agenda.  Lebsack seconded, and the motion carried.  Langley moved to approve the minutes from the previous meeting.  Joseph seconded, and the motion carried.  Salazar asked if there were any comments the Agenda items.  None were made. 

Salazar opened discussion of Old Business.  Langley gave an update from the New Basile Library Committee Meeting which was held on April 11, 2024. (See Attached Minutes.)  She listed some of the changes included in the final plans and stated that an agreement regarding the use of property near the building site has not yet been reached but is expected to come through.  Langley provided details regarding the Library’s contract with the engineering firm, Ronnie Landreneau & Associates, and the services they had provided and would provide during the building process.  Lemoine stated that the first Bid Advertisement was published in the Ville Platte Gazette on April 26, 2024.  A copy of the ad was provided to Board Members. Lemoine listed the dates that the ad had run thus far and that the last date would be May 16, 2024.  Lemoine stated that all Board Members were welcome to attend the bid opening May 21, 2024 at 11:00 at the Police Jury Meeting Room at the courthouse and stated the address for the new library would be 3222 Stagg Street.

Salazar opened discussion of New Business.  She stated that Ted Lavergne, Facilities Manager, has given his notice.  His last day will be May 31, 2024.  A gathering to celebrate his retirement is planned for Wednesday, May 29, 2024 at 9:00 am during the weekly staff meeting.

Salazar stated that the Library is advertising for a Facilities/Maintenance/Grounds Keeper employee for 32 hrs/week @ $15/hr. Lemoine stated that the position is not a managerial one.  The last day applications will be accepted is May 17, 2024, and interviews are scheduled to begin Tuesday, May 20, 2024.  A copy of the ad and job description was provided to Board Members.

The next agenda item was a request to redefine the current management of the Evangeline Parish Library system giving the current co-managers, Emily Fontenot and Suzy Lemoine, full managerial duties for the library system. The pay classification would change to Library System Manager with the appropriate step increase in pay.

The fourth agenda item was a request for Lakeishia Ford to assume the duties of Main Library Branch Manager with the appropriate step increase in pay.

The fifth agenda item was a request that Lisa Godeaux assume the duties of Cataloging with a change in job classification to Library Associate with the appropriate step increase in pay.  Assistant Director Wesley Saunders is considering retiring in December.  Saunders does part of the cataloging for the Library.  It will be difficult to replace him, so it was requested that Godeaux begin training now.

Coates moved to approve all the listed changes to personnel job classifications, responsibilities, and pay.  Langley seconded, and the motion carried.  Fontenot thanked the Board for their trust and support as she and Lemoine have worked through restructuring the Library’s management system.

Lemoine stated that effective May 1, 2024 she was removed from the Library’s insurance policy, saving the library approximately $8,000 in premiums. She now qualifies for 90% Medicare reimbursement from the Police Jury separately.

Fontenot stated that the 2023 Annual Report Binder is now complete and available for review.  She shared examples of the wide range of information the Report included and stated that this information drives our state funding.  Fontenot gratefully acknowledged the many hours of assistance donated by former Library employee, Tina King, to help her and Amy King, Turkey Creek Branch Manager,  assemble the data and the Annual Report Binder .

The Library Board of Control gratefully acknowledged the generous donation of equipment and supplies from Wood, Inc., an affiliate of Cabot Corporation. Lemoine explained that Wood, Inc. is an international company and was closing its office in this area.  Wood, Inc. wanted to send some of its office equipment and other items to a nonprofit that touches the lives of many in our parish. Wood, Inc. chose our parish library system.  Lemoine and Fontenot gave examples of the different types of donated items, which included a copy machine, computer monitors, and file cabinets, along with copy paper and other paper goods.  They explained how the donations would benefit the patrons of all the parish library branches as well as help the Library keep costs down. The Library was also able to share some of these donations with other non-profits.

Fontenot presented the Financial Report and provided copies to Board Members. The Library is currently operating well under budget and is expecting to receive a portion of funds from property taxes in July.  We have not paid our insurance premiums yet for this year, so some large expenses are coming. One million dollars has been budgeted to come from the Capital Improvements Fund and a percentage will come from the Expansion Fund to cover the cost of the New Basile Library.  The New Basile Library property purchase was paid from last year’s budgeted funds.  Also, a plan is in place to use Capital Improvement Funds to add onto the Pine Prairie and Turkey Creek Libraries.  Fontenot stated that she had the balanced bank account statements and balanced credit card statements available for viewing.

Lebsack moved to accept the Financial Report. Langley seconded, and the motion carried.

Lemoine presented the Facilities Report which included regular pickup and deliveries as well as maintenance at each branch.(See Attached.)  The Maintenance Team also picked up the items donated from Wood, Inc., and distributed them to the designated branches.  Additional calls were made to the company which warrantied the roof for the Ville Platte Library. because the Library still has a roof leak even after the company had come to fix it.  Coates moved to accept the Facilities Report. Langley seconded, and the motion carried.

Lemoine presented the Outreach Report. (See Attached.) Lemoine stated that the Library partnered with Village de Memoire and author Debbie Lawson to talk about her book and to inform patrons of all the programs the library offers.  She stated that we have continued all of our outreach programs in Ville Platte, Mamou, and Pine Prairie.  We invite preschools to visit the Library.  The French programs in Basile, Ville Platte, Pine Prairie, and Mamou have consistent attendance.  The Adult Bingo and Chair Exercise programs have grown so much that we have started offering more programs during the week.    Ville Platte Main had a ribbon cutting ceremony for “The Nurturing Nook” sponsored by The Family Tree’s Healthy Start Program.  The Nook provides items for moms and babies for free.  Lemoine listed these and many other programs available at the different libraries. Each branch continues to do an outstanding job promoting its many programs on Facebook as well as on the Library website. Lemoine stated that the Library Fest program was a huge success and that we had 42 vendors and many wonderful authors take part. She thanked the Friends of the Library for sponsoring Henry Farms Petting Zoo which was a huge draw.  We estimate that 300 people attended.

Lemoine asked library employee Madeleine DeFrancillon to share information about our new Seed Library which was launched with a ribbon cutting ceremony on Earth Day.  DeFrancillon explained how the Seed Library works and that the Library had received generous seed donations from a number of companies.  The Seed Library has brought in quite a number of new patrons.   She shared that we have a little garden planted in the courtyard which is doing very well. Both the LSU Ag and Southern Ag Centers will be presenting during our summer reading program. DeFrancillon stated that we hope to launch Seed Libraries at the other branches as well.  Lemoine mentioned that as part of the New Basile Library planning, we have opted out of the architect’s suggested landscaping and hope to bring in people from the community to help decide which plants to use

Lemoine shared information about our upcoming Summer Reading Program and about donations we have received.  Lemoine stated that the Library has sent information about the Summer Reading Program to the parish schools emphasizing that according to new state law, all minor children must be reregistered at the Library by a parent or legal guardian in order to check items out.  Lemoine stated that the new law requires that children under 12 years of age be accompanied by an adult at the library at all times. 

Fontenot added that if Board Members get a complaint about a particular book, the policy for handling that complaint and initiating a review of that book is detailed in the Collection policy that the public can view on the Library website.  Also, forms are available at the circulation desk.  Fontenot gave a brief update on pending legislation affecting libraries.

Salazar reminded Board Members to complete the required online seminars.

Lebsack moved to adjourn.  Joseph seconded, and the motion carried.

The next Board Meeting is scheduled for July 15, 2024 at 4:00 pm at the main branch.

SPECIAL MEETING – NEW BASILE BRANCH LIBRARY

Minutes of the Library Board of Control Special Meeting

June 6, 2024

The Evangeline Parish Library Board of Control met on Thursday, June 6, 2024, at 3:00 p.m. at the Basile Branch Library on 3036 Stagg Avenue, Basile, Louisiana 70515.

Salazar called the meeting to order.  Joseph led the opening prayer and the Pledge of Allegiance.  Godeaux called roll.  Present were President Sandra Salazar, Vice President Rella Joseph, Board Members Faye Langley and Linda Lebsack, Basile Branch Manager Sherry Bergeron, Library Staff Members Emily Fontenot, Suzy Lemoine, and Lisa Godeaux.  Also in attendance were Parish Engineer Ronnie Landreneau, Bill Fontenot (Surveyor with Landreneau & Associates), Friends of the Library Member Paula , Library volunteers Tyler Ardoin and Julie Conde, and author and editor of Basile Weekly, Darrel LeJeune.  Absent were Gaynelle Coates and Police Jury President Bryan Vidrine.

Salazar asked if there were any amendments to the Agenda.  Lemoine stated that item 4 needed to be stricken from the Agenda since this was a special meeting to adopt resolutions. The review of minutes from the last regular meeting will be done at the next regular meeting in July.   Lemoine also stated that since this meeting is not to sign the documents but to vote to award the contract to the lowest bidder, item 2 of New Business needed to be stricken.  These items were replaced with two resolutions: (1) Board approval of the construction contract to the lowest bidder and (2) Board approval of a signer on the building contract and all financial transactions associated with the construction project.  Joseph moved to approve the amendments to the Agenda.  Langley seconded, and the motion carried. 

Salazar asked if there were any comments the Agenda items.  None were made. 

Salazar opened discussion of Old Business and called for a review of the nine construction bids which were submitted.  Board Members viewed a copy of the list of bids.

Landreneau detailed the process involved in requesting and receiving construction bids.  He stated that of the nine bids, four were within budget.  The lowest bidder was Pat Williams Construction with a bid of $1,135,000. 

Landreneau recommended that a motion be made to accept the bid made by Pat Williams Construction, Inc.  and to authorize Salazar to sign all necessary documents allowing construction to proceed.  Conde asked if Pat Williams Construction, Inc.  would have to follow a timeline to complete the building project and if there were penalties for going past the timeline.  Landreneau stated that there would be a required timeline to follow and that “liquidated damages” is the term for the monetary penalty for not completing the project on time and within budget.  He stated that these items are specified in the contract.

Langley moved to award the contract to build the New Basile Branch Library to Pat Williams Construction, Inc. Lebsack seconded, and the motion carried. 

Lebsack moved that the Board grant Salazar full authority to sign all required documents throughout the building project.  Joseph seconded, and the motion carried.

Lemoine asked if there were any comments from the public.  Conde stated that the Basile community loves having Langley representing them and greatly appreciates the hard work she has done to help make the New Basile Library become a reality.

Joseph moved to adjourn.  Langley seconded, and the motion carried.

The next Board Meeting is scheduled for July 15, 2024 at 4:00 pm at the Main Branch.

JULY 15, 2024

MINUTES OF THE LIBRARY BOARD OF CONTROL MEETING

July 15, 2024

The Evangeline Parish Library Board of Control met on Wednesday, July 15, 2024, at 4:00 p.m. at the Main Library on 916 West Main Street, Ville Platte, Louisiana 70586.

Salazar called the meeting to order.  Coates led the opening prayer and the Pledge of Allegiance.  Godeaux called roll.  Present were President Sandra Salazar, Vice President Rella Joseph, Board Members Gaynelle Coates, and Linda Lebsack, Bill Fontenot (Surveyor with Ronnie Landreneau & Associates), Staff Members Emily Fontenot, Suzy Lemoine, Lakeishia Ford, Chris Hogue, and Lisa Godeaux.  Absent were Board Member Faye Langley and Police Jury President Bryan Vidrine.

Salazar asked if there were any amendments to the Agenda.  Lemoine asked to amend the agenda to include Bill Fontenot addressing agenda item 10, the ground breaking event at the site of the new Basile Branch Library, and to include this in Old Business as part of the update on the new Basile Library project.

 Lebsack moved to approve the minutes from the previous meeting.  Joseph seconded, and the motion carried.  Salazar asked if there were any comments on the Agenda items.  None were made. 

Salazar opened discussion of Old Business.  Lemoine summarized the minutes from the Special Meeting on the new Basile Library Project held on June 6, 2024. (See Attached.) Bill Fontenot stated that the contracts had been signed and that Ronnie Landreneau & Associates was ready to set up the groundbreaking event.  Responding to questions regarding who signed the contract with Pat Williams Construction, Fontenot verified that as the Library’s fiscal agent, the Evangeline Parish Police Jury president, Bryan Vidrine, signed the contract.  Salazar will sign for payments made to the contractor and for any other required expenses throughout the construction period. Fontenot stated that on July 29, 2024, Ronnie Landreneau & Associates would issue to Pat Williams Construction a “notice to proceed.” He requested that the Board give several possible dates to set up the ground breaking event.  The board suggested July 29-31, 2024 as possible dates. Fontenot will coordinate with those involved, confirm the date and time, and report back to the Board.  Lemoine will contact the Basile Town Council and other community members.  The Board thanked Fontenot for his efforts.

Salazar opened discussion of New Business.  She introduced new grounds facilities employee, Chris Hogue, who replaces the retired facilities employee, Ted Lavergne.  Coates moved to ratify the new hire.  Joseph seconded, and the motion carried.

The second agenda item was a review of LA HB 974 which amends laws relative to the library boards hiring library directors. (See Attached.)  Emily Fontenot explained that the Library’s amended policy (see attached) was simply changed to match the new law.   The old law required that a Library Director be certified by the State Board of Examiners.  The new law removes that requirement.  Lebsack moved to accept the proposed policy changes.  Coates seconded, and the motion carried.

The third agenda item, a Review of insurance quotes for the library BOP (Business Owners Property) insurance policy, was tabled because the requested quotes had not yet been submitted.

The fourth agenda item, a review of quotes from Acadiana Security Systems and Information Solutions Systems (ISS) to replace the analog security camera DVR and cameras, was also tabled since a second quote from ISS (Information Systems Solutions) was not yet available.

The next agenda item was a new policy for the Meeting Room in the Main library.  Lemoine stated that office space that was previously used as an office for a director, had been converted into a private Meeting Room in response to a number of patron requests for a meeting room. The new policy requires that persons requesting the space for a group or organization must have a valid full-service library card from the Evangeline Parish Library.  The room has a maximum capacity of 12 persons.   Lemoine further explained the particulars of the proposed policy for reserving and using the Meeting Room and provided a copy for the Board’s review. (See Attached.) Coates moved to approve the Meeting Room Policy and Guidelines. Joseph seconded, and the motion carried.

The sixth agenda item was a request to amend the part-time employee holiday policy to allow them to be paid for holidays. Fontenot stated that it is often difficult for part-time employees to make up hours, particularly during the Christmas and New Year’s holidays.  Joseph proposed that each part-time employee who works at least 20 hours (inn lieu f 25 hrs)  receive four hours (in lieu of 6 hrs)  of holiday pay if a holiday falls on a day when they are normally scheduled to work.  This policy change would go into effect upon hiring with no specified length of employment required.  Lebsack seconded, and the motion carried.

Coates requested that items 7 and 8 be combined and voted on as one.   Item 7 was a request to increase the cost of black and white copies from $.15 to $0.25.  Item 8 was a request for permission to sell card stock for $1 per page and envelopes for $.25 each. (There have been a number of patron requests for card stock and envelopes.)  Coates moved to approve to increase the cost of black and white copies from $.15 to $0.25 and to grant permission to sell card stock for $1 per page and envelopes for $.25 each.  Lebsack seconded, and the motion carried.

Agenda item 9 was a request to transfer funds out of the General Fund into the Capital Improvements Fund to allow funds to be readily available to cover the costs of the new Basile Library. Moving the funds had been previously approved, but a specified amount was needed. Fontenot provided documents showing amounts in the Library’s different accounts as well as the current budget. (See Attached.)  She stated that Police Jury accounting personnel had stated that $500,000 was a conservative amount to move into the Capital Improvements Fund to cover expenses for the new Basile Library.   After discussion Lebsack moved to transfer $500,000 from the General Fund to the Capital Improvements Fund.  Coates seconded, and the motion carried.

Salazar reminded Board members that yearly ethics training, cyber security, and sexual harassment prevention training must be completed before December 31, 2024.

Fontenot presented the Financial Report and provided copies to Board Members. (See Attached.)  Fontenot went into more detail about each of the accounts; including interest earned thus far this year on each account, and explained new items which had been added to the budget.   Fontenot stated that the Library is currently in good shape financially.

Hogue presented the Facilities Report which included regular pickup and deliveries and grass-cutting at each branch. (See Attached.)  Hogue stated that he had spoken with each branch manager and written a list of what was needed /requested, and he gave examples of some of the work that had been done at each branch. 

Ford presented the Outreach Report. (See Attached.)  Ford stated that she and co-worker Madeleine DeFrancillon had started a Tummy Time program for the little ones that includes story time, a song, and a craft.  The Adult Bingo and Chair Exercise programs have grown more than any other programs.   The main library recently collaborated with the Ville Platte animal shelter to host pet adoptions on two Saturdays this month.  Ford stated that she and DeFrancillon have also gone out to each branch to introduce the Seed Library Program and talk to the children about growing your own food.   The French programs continue to grow.  Lemoine commented about these and many other programs available at the different libraries.  Summer Reading is going very well and wraps up in the last week of July.  Lemoine stated that the Making Groceries Cart is going to be at the Library on Wednesday, July 18^th, and that   the Library will host a student financial aid workshop on July 29th.  Lemoine also stated that the Friends of the Library had graciously paid for the Henry Petting Zoo to go to each of the Library branches during the last full week of July.

Lebsack moved to adjourn.  Joseph seconded, and the motion carried.

The next Board Meeting is scheduled for Sept. 16, 2024 at 4:00 pm at the main branch.

Save: shared drive: Board Meetings: 2024: Minutes: Board Meeting Agenda: July 15, 2024

SEPTEMBER 16, 2024

 MINUTES OF THE EVANGELINE PARISH LIBRARY BOARD OF CONTROL MEETING

September 16, 2024

The Evangeline Parish Library Board of Control met on Monday, September 16, 2024 at 4:00 p.m. at the Main Library on 916 West Main Street, Ville Platte, Louisiana 70586. This was the first meeting live-streamed via our new YouTube channel:

www.youtube.com@evangelineparishlibraryboard

Salazar called the meeting to order.  Joseph led the opening prayer and the Pledge of Allegiance.  Godeaux called roll.  Present were President Sandra Salazar, Vice President Rella Joseph, Board Members Faye Langley and Linda Lebsack, Police Jury President Bryan Vidrine, Friends of the Library Member Paula Lafleur, Parish Engineer Ronnie Landreneau, Staff Members Emily Fontenot, Suzy Lemoine, LaKeishia Ford, Chris Hogue, and Lisa Godeaux.  Absent was Board Member Gaynelle Coates.

Salazar asked if there were any amendments to the Agenda.  Lemoine stated that an amendment was needed to table item 5 in New Business.   Item 5 was a review of the Expansion Construction quotes for the Turkey Creek and Pine Prairie Branches.  Not all necessary information had been received yet.  Langley moved to table item 5 and to approve the amended Agenda.  Lebsack seconded, and the motion carried.                                      Joseph moved to approve the minutes from the previous meeting.  Lebsack seconded, and the motion carried.  Salazar asked if there were any comments on the Agenda items.  None were made. 

Salazar opened discussion of Old Business and asked Landreneau for an update on the progress of the new Basile Library project.  Landreneau stated that the forms were being set up for the concrete pour and that once that happened, we should see a lot of work start.

Lemoine announced that the date for the Library Fall Fest would be Saturday, October 19, 2024, from 9 am to 1 pm.  Lemoine provided Library Fall Fest flyers and expressed thanks to the Friends of the Library for funding a petting zoo for the event.  She also stated that she would be on KVPI the next day sharing information about the Fall Fest and about a bubble artist the Library has been engaged to perform that day.

Salazar opened discussion of New Business.  Item 1 was the approval of the new Basile Library Change Order to close in the patio and use it as a smaller meeting room.  Landreneau explained some of the work that would need to be done, including adding an exit door.  He gave options in case adding heating and cooling ducts would not be possible.  Landreneau stated that once complete, the change order would have to go before the Fire Marshal for approval.  Landreneau will inform the Board once he has the price of the changes and the change order is ready. Lemoine suggested a special meeting to approve the change order before sending for the Fire Marshall’s approval.  Landreneau agreed.  Langley moved for the approval of the new Basile Branch Library Change Order to close in the patio and use it as a smaller meeting room.  Vidrine seconded, and the motion carried.

Landreneau suggested that the Board consider creating a change order for the landscaping and plaque.  Landreneau said he had spoken to parish architect, Brodie Ardoin, about minimizing the landscaping and had told the contractor not to do anything involving landscaping.  Once the Board has identified what it wants regarding landscaping, it can try to get a cost reduction or credit and use that money to do landscaping, possibly utilizing volunteer work.  Landreneau also stated that the plaque was at a price established in the bid.  The plaque could be removed, reduced, or postponed to also get a cost credit or reduction. He stated that these two were among the last items of construction and could be included in a another change order later. Lemoine shared a copy of the proposed verbiage for the plaque.

Vidrine moved to approve payment #1 to Pat Williams Construction, LLC in the amount of $73,210.99 and Engineering Invoice in the amount of $1,158.00 for the new Basile Branch Library construction project that began on July 31, 2024.   Lebsack seconded, and the motion carried.

Agenda item 3 pertained to the Police Jury approval of the new tax rolls which rolled back the Library’s previous millage from 5.3 to 4.76 mil.  Fontenot stated that 2024 was a tax reassessment year.  Vidrine stated that the reduction of the Library’s portion of the millage may not necessarily mean less money for the Library since there was an increase in assessed values.  He stated there will be some significant increases in tax revenues.

Fontenot made a request to establish two new Savings Accounts: (1) expansion of the Turkey Creek Branch and (2) the expansion of the Pine Prairie Branch in the amount of $100-150,000 each.  Joseph moved to establish the two new savings accounts.  Lebsack seconded, and the motion carried. Vidrine asked about the Mamou branch.  Fontenot stated that it had adequate space but that there were issues with door repairs that needed to be addressed

The next agenda item was the quote from Acadiana Security to provide monitored fire alarms at main and all branches and entry alarms at Mamou, Pine Prairie & Turkey Creek.  Fontenot stated that there are no monitored fire alarms at any of the branches although all branches have smoke alarms and adequate fire extinguishers.  Lemoine stated that the issue of monitored fire alarms came up when she and Fontenot looked into insurance rates.  Ville Platte and Chataignier have door alarms, but none of the other branches do. The cost to install the necessary equipment at each branch would be different because some branches needed more new or added equipment than others.  The costs would be as follows:(1) Ville Platte- $1,400, (2) Turkey Creek – $1,000, (3) Pine Prairie – $2,500,  (4)Mamou – $2,700, (5) Chataignier – $890.  Lebsack asked if the costs were annual or one-time installation costs.   Fontenot stated that these were one-time costs and that we pay $35 dollars a month for our current equipment and security services.  The cost would go up by $15 a month.  The quote from Acadian Security was $8,600 and included the amount for the equipment for both door alarms and fire alarms.  Lemoine stated that the Basile Library was not included since we were so close to having a whole new building.  Fontenot stated that having the alarms would lower our insurance costs.  Langley moved to approve the quote from Acadian Security.  Lebsack seconded, and the motion carried.

Next was the review of Records Retention Schedule. (See attached.)  Fontenot explained that the Schedule is required by the state and specifies which records we are required to keep and how long to keep each type.  Our Schedule meets state guidelines.  Joseph moved to approve the Records Retention Schedule.  Langley seconded, and the motion carried.

Joseph moved to reappoint Board Member Faye Langley whose term expired on 7/2024.The reappointment would expire on 8/2028.  Lebsack seconded, and the motion carried.

Lemoine distributed the new Orientation Manual for Library Directors and Trustees recently released by the Louisiana State Library.  (See Attached.)

Salazar announced that the Evangeline Parish Library is participating in a pilot program linking libraries and parks. It will begin in October. (See the attached flyer) Lemoine share that tourism is continuing to partner with libraries.  This new program allows families to use a library card to check out a pass for free admission to a state park or historic point.  It also allows families to check out a backpack with maps, binoculars, and other items they may need or want to use during their trip to the park or historic points.

Salazar issued a reminder that yearly ethics training, cyber security, and sexual harassment prevention training must be completed before December 31, 2024.

Fontenot gave the Financial Report. She provided information packets to the Board detailing the income and expenses for the three accounts.  Fontenot stated that the money being set aside for the Pine Prairie and Turkey Creek expansions will come out of Account 104. She further stated that the Library is on track to close out the year in budget and that the general ledger and reconciled bank statements were available for review.  Joseph moved to accept the financial report.  Langley seconded, and the motion carried.

Hogue gave the Facilities Report.  He stated that he was able to fix the problem with the roof leak in Ville Platte and that the branches were in good shape.  Lemoine stated that the branches had been power-washed and were all looking good.  She stated that maintenance and repairs were being done on a timely basis and expressed that it was much appreciated.

Ford gave the Outreach Report.  She presented statistics from the Summer Reading Program.  Ford stated that the main library and each branch updates its Facebook page to post about their unique programs.  Ford shared about the new Tummy Time program which is scheduled once a month in Ville Platte.  It is for 0-5 year-olds and includes a craft and story time.  The Adult Bingo and Chair exercises have grown and are now offered at most branches.  In response to a number of requests, Ville Platte now offers chair exercise three times a week, sometimes twice a day.  Advanced Chair exercise and Line Dance sessions are offered twice a month and continue to grow in popularity. Ford stated that school children have been coming for library tours.  Basile has resumed their French Coffee Table, and they continue to go out to Daycare twice a month for crafts and activities.  Chataignier does crafts with kids on arrival and has a coffee and puzzle club.   Mamou continues their puzzle club and Bingo monthly.  Pine Prairie offers coffee and puzzle making as well as traveling to daycare once a month for story time and crafts.  Turkey Creek hosts a monthly program for kids on each holiday.  Both Ville Platte and Mamou feature an artist of the month program in which they display the work of talented local artists.  Langley shared that Basile has a lively French Table, and that people even come from out of state to attend.

Joseph moved to adjourn.   Lebsack seconded, and the motion carried.

The next Board Meeting is scheduled for December 2, 2024 at 4:00 pm at the main branch.