PROCEEDINGS

Vermilion Parish Library
Board of Control
July 23, 2024
 
Board President, Anita Levy, called the Vermilion Parish Library Board of Control Public Hearing to order on Tuesday, July 23, 2024, at the Abbeville Library at 6:00PM.  The following members were present: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, and Shane Meaux.  Board member Yolanda Broussard was absent.
 
Guests were Charlotte Bourg, Library Director, Amy Stelly, Business Manager, Dawn Hebert, Administrative Manager, and Denise A. Landry, Notary.
 
Prayer was led by Meg Hebert
Pledge of Allegiance was led by John LeBlanc
Roll was called by Amy Stelly
 
Anita Levy called for any comments on the proposed millage roll forward.  There were none.
The Public Hearing on the proposed millage was adjourned.
 
The Special Meeting was called to order directly following the Public Hearing.
Board President, Anita Levy asked for comments on any agenda item.  There were no comments.
 
On the motion of John LeBlanc and seconded by Shane Meaux the library board voted to adopt the adjusted millage rate.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
On the motion of Shane Meaux and seconded by Meg Hebert the library board voted to set forth the adjusted millage rate and roll forward the millage rate not to exceed the maximum authorized rate.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
Notary Denise A. Landry notarized the required affidavit for the millage to roll forward.
 
The library board discussed the public comment policy.  There were some changes made to the policy.  On the motion of Bridget Winters and seconded by Shane Meaux the board approved the Public Comment Policy with changes.  Charlotte Bourg, Director, will send out a corrected copy to all board members.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
The board discussed changes and edits to the board by-laws.  On the motion of John LeBlanc and seconded by Bridget Winters the approval of the edited by-laws was tabled until the next regular meeting to be held on August 6, 2024, at 6pm at the Abbeville Library.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
On the motion of Meg Hebert and seconded by Shane Meaux the board voted to approve changes to the meeting room policy and procedure with the edits discussed.  Director, Charlotte Bourg, will send out the revised copies to the board members.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
On the motion of John LeBlanc and seconded by Shane Meaux the board approved the Records Request Policy.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
On the motion of Shane Meaux and seconded by Bridget Winters the board approved the Audio/Video Recording Policy.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
The board discussed the Library Director Performance Evaluation Process and Tools.  On the motion of Shane Meaux and seconded by John LeBlanc the board approved the process and tool with edits.  Bridget Winters will make necessary changes and email the files to Charlotte Bourg for formatting on library letterhead.  The director will include the evaluation information in the Board By-Laws for approval at the next meeting.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Meg Hebert, Melanie Hensgens, Shane Meaux
NAYS: None
ABSTAINED: None
ABSENT: Yolanda Broussard
 
With no other business, on the motion of John LeBlanc and seconded by Shane Meaux the board adjourned until the next regular meeting to be held August 6, 2024.

PROCEEDINGS
Vermilion Parish Library
Board of Control
August 6, 2024
Board President, Anita Levy, called the Vermilion Parish Library Board of Control meeting to order on Tuesday, August 6, 2024, at the Abbeville Library at 6:00PM. The following members were present: Anita Levy, Bridget Winters, Yolanda Broussard, John LeBlanc, Melanie Hensgens, Shane Meaux, and JB Moreno. Meg Hebert was absent. Guests were Charlotte Bourg, Library Director, Amy Stelly, Business Manager, Dawn Hebert, Administrative Manager, and Paul Moresi, Attorney. The prayer was led by Melanie Hensgens. The pledge was led by John LeBlanc. Amy Stelly called the roll.

There were no public comments on any agenda item.

On the motion of John LeBlanc and seconded by Shane Meaux the board approved the meeting minutes from the last meetings.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: Meg Hebert

On the motion of Shane Meaux and seconded by John LeBlanc the board voted to approve the financial report including a budget to actual comparison as presented by Amy Stelly.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: Meg Hebert

On the motion of Shane Meaux and seconded by Bridget Winters the board approved the Director’s Report.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: Meg Hebert

On the motion of Bridget Winters and seconded by John LeBlanc the board agreed to amend the by-laws.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: Meg Hebert

On the motion of John LeBlanc and seconded by Shane Meaux the board accepted the quote for D&O Insurance to be added to our liability insurance policy.
YEAS: Anita Levy, Bridget Winters, JB Moreno, John LeBlanc, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: Meg Hebert

On the motion of John LeBlanc and seconded by Yolanda Broussard the meeting was adjourned.

Public Meeting
A public meeting will be held as follows:
DATE: Tuesday, August 6, 2024
TIME: _6:00 PM______
PLACE OF MEETING: Abbeville Library, 405 East Saint Victor St.; Abbeville, LA 70510

AGENDA:
Call to Order
Prayer
Pledge
Roll Call

• Anita Levy
• Bridget Winters
• JB Moreno
• John LeBlanc
• Meg Hebert
• Melanie Hensgens
• Shane Meaux
• Yolanda Broussard

Public comments on any agenda item will be considered from the audience at this time.

• Approval of minutes from the last regular meeting and special meetings
• Approval of Director’s Report – Charlotte Bourg
• Approval of Financial Report – Amy Stelly
• Amendment of the Board By-Laws
• Accept the quote for Directors and Officers Insurance
• Discuss strategic/future planning for the library system

Adjournment

Charlotte Bourg, Library Director
Vermilion Parish Library
405 East St. Victor St.
Abbeville, LA 70510
337-893-2674

In accordance with the Americans with Disabilities Act, if you need special assistance, please contact Charlotte Bourg at 337-893-2674 describing the assistance that is necessary.

NOTICE OF PUBLIC HEARING/MEETING
DATE: Tuesday, July 23, 2024
TIME: __6:00 pm____
PLACE OF MEETING: Abbeville Library, 405 East Saint Victor St.; Abbeville, LA 70510

Call to Order
Prayer
Pledge
Roll Call

• • Anita Levy
  • Bridget Winters
  • JB Moreno
  • John LeBlanc
  • Meg Hebert
  • Melanie Hensgens
  • Shane Meaux
  • Yolanda Broussard
  • Public comments on the proposed millage will be considered from the audience at this time.
    Agenda Items:
  • The Library Board will hear comments on the proposed millage.

• Notice is hereby given pursuant to Article 7, Section 23(C) of the Louisiana Constitution and R.S. 47:1705 (B) that a public hearing of the Library in Vermilion Parish will be held at its regular meeting place at the Abbeville Branch Library located at 405 E. St. Victor St., Abbeville, LA, 70510, on Tuesday, July 23, 2024 at 6:00pm to consider levying additional or increased millage rates without further voter approval or adopting the adjusted millage rates after reassessment and rolling forward to rates not to exceed the prior year’s maximum.  The estimated amount of tax revenues to be collected in the next year from the increased millage is $1,608,778.96, and the amount of increase in taxes attributable to the millage increase is $94,781.41.
• Close public hearing; ADJOURN.Call to Order of the Meeting

  Public comments on any agenda item will be considered from the audience at this time.

• Adopt the adjusted millage rate(s).
• Set forth the adjusted millage rate(s) and roll forward to millage rate(s) not exceeding the maximum authorized rate(s).
• Approve the Public Comment Policy
• Approve the Board Bylaw Changes
• Approve the Meeting Room Policy and Procedure changes
• Approve the Records Request Policy
• Approve the Audio/Video Recording Policy
• Discussion and approval of the Library Director Performance Evaluation Process
• AdjournmentCharlotte Bourg, Library Director
  Vermilion Parish Library
  405 East St. Victor St.
  Abbeville, LA 70510
  337-893-2674

  In accordance with the Americans with Disabilities Act, if you need special assistance, please contact Charlotte Bourg at 337-893-2674 describing the assistance that is necessary.

PROCEEDINGS
Vermilion Parish Library
Board of Control
June 25, 2024
Director Evaluation Committee Meeting

Library Board Members called the Vermilion Parish Library Board of Control Director’s Evaluation Committee meeting to order on Tuesday, June 25, 2024, at the Abbeville Library at 2:08PM. The following members were present: John LeBlanc and Bridget Winters.  Amy Stelly, Business Manager, was present to audio record and take minutes.

Absent: Melanie Hensgens

Amy Stelly called the roll.

There were no public comments on any agenda item.
On the motion of John LeBlanc and seconded by Bridget Winters the committee board approved the meeting minutes from the last meetings.
YEAS: Bridget Winters and John LeBlanc
NAYS: None
ABSTAINED: None
ABSENT: Melanie Hensgens

The committee discussed the director’s evaluation process along with the tools and metrics that will be used for the evaluation. The committee recommended that the board president meet with the Library Legal Counsel to review the evaluation and tools for accuracy before the next scheduled board meeting on July 23, 2024.

With no other business, on the motion of John LeBlanc and seconded by Bridget Winters the board adjourned.

NOTICE OF PUBLIC MEETING

Library Board of Control

Director Evaluation Committee

A public meeting will be held as follows:
DATE: Tuesday, June 25, 2024
TIME: 2:00PM

PLACE OF MEETING: 405 E. St. Victor St., Abbeville, LA  70510

AGENDA:

Roll Call

• Bridget Winters
• John LeBlanc
• Melanie Hensgens

Public comments on any agenda item will be considered from the audience at this time.

1. Approval of the minutes from the previous meeting.
2. Discussion of evaluation process
3. Discussion of tools and metrics to use in evaluation

Adjournment

Charlotte Bourg, Library Director
Vermilion Parish Library
405 East St. Victor St.; Abbeville, LA 70510
337-893-2674

In accordance with the Americans with Disabilities Act, if you need special assistance, please contact Charlotte Bourg at 337-893-2674 describing the assistance that is necessary.

Notice is hereby given pursuant to Article 7, Section 23(C) of the Louisiana Constitution and R.S. 47:1705 (B) that a public hearing of the Library in Vermilion Parish will be held at its regular meeting place at the Abbeville Branch Library located at 405 E. St. Victor St., Abbeville, LA, 70510, on Tuesday, July 23, 2024 at 6:00pm to consider levying additional or increased millage rates without further voter approval or adopting the adjusted millage rates after reassessment and rolling forward to rates not to exceed the prior year’s maximum. The estimated amount of tax revenues to be collected in the next year from the increased millage is $1,608,778.96, and the amount of increase in taxes attributable to the millage increase is $94,781.41.

GENERAL OPERATING FUND

REVENUE:

EXPENDITURES:

CAPITAL IMPROVEMENT FUND

PROCEEDINGS
Vermilion Parish Library
Board of Control
June 6, 2024
Director Evaluation Committee Meeting

Library Board Members called the Vermilion Parish Library Board of Control Director’s Evaluation Committee meeting to order on Thursday, June 6, 2024, at the Abbeville Library at 2PM. The following members were present: John LeBlanc, Melanie Hensgens, and Bridget Winters.  Amy Stelly, Business Manager, was present to audio record and take minutes.

Amy Stelly called the roll.

There were no public comments on any agenda item.

The board discussed evaluating the director using various tools.  Members of the committee will look over the materials discussed for the next meeting.  The next meeting will be held in Abbeville, on Tuesday, June 25, 2024.  Amy Stelly will book the meeting room for the committee.

With no other business, on the motion of John LeBlanc and seconded by Melanie Hensgens the board adjourned until the next committee meeting.

NOTICE OF PUBLIC MEETING
Library Board of Control
Director Evaluation Committee

A public meeting will be held as follows:

DATE: Thursday, June 6, 2024
TIME: __2:00PM_______

PLACE OF MEETING: 405 E. St. Victor St., Abbeville, LA 70510

AGENDA:
Roll Call
1. Bridget Winters
2. John LeBlanc
3. Meg Hebert

Public comments on any agenda item will be considered from the audience at this time.

This committee will discuss the following topics:
• Library Director Evaluation: Development of Process, Procedure and Instrument

Adjournment

Charlotte Bourg, Library Director
Vermilion Parish Library
405 East St. Victor St.; Abbeville, LA 70510
337-893-2674

In accordance with the Americans with Disabilities Act, if you need special assistance, please contact Charlotte Bourg at 337-893-2674 describing the assistance that is necessary.

PROCEEDINGS
Vermilion Parish Library
Board of Control
May 20, 2024
Special Meeting

Library Board President, Anita Levy, called the Vermilion Parish Library Board of Control special meeting to order on Monday, May 20, 2024, at the Abbeville Library at 6:02PM. The following members were present: Anita Levy, JB Moreno, Yolanda Broussard, John LeBlanc, Melanie Hensgens, Meg Hebert, and Bridget Winters.  Absent was Shane Meaux.  Guests were Charlotte Bourg, Library Director, Amy Stelly, Business Manager, Dawn Hebert, Assistant Manager, and Paul Moresi, Attorney.  A member of the public was present.

The prayer was led by Meg Hebert.

The pledge was led by John LeBlanc.

Amy Stelly called the roll.

There were no public comments on any agenda item.

The board engaged in a discussion of how meetings should be run.  Currently the board, according to the bylaws, uses Robert’s Rules of Order.  It was discussed that possibly the board should use Martin’s Rules of Order.  Some members suggested that the board should elect a parliamentarian to make sure the meetings follow the proper procedure. In this discussion, Paul Moresi was identified as the attorney for the library.   Paul Moresi suggested the board investigate Officers/Director’s Insurance.  The Open Meeting Laws were referenced several times.

The board discussed evaluating the director.  The president of the board presented documents obtained from the state librarian with instructions on how to conduct the process.  On the motion of John LeBlanc, seconded by Bridget Winters, the board voted and agreed unanimously to amend the agenda to allow the formation of a committee to develop a tool for the evaluation.

YEAS: Anita Levy, JB Moreno, Yolanda Broussard, John LeBlanc, Melanie Hensgens, Meg Hebert, and Bridget Winters
NAYS: None
ABSTAINED: None
ABSENT: None

Members of the committee are Bridget Winters, John LeBlanc, and Melanie Hensgens.  The director will send the committee members the director’s job description and a copy of the evaluation used on employees.

In lieu of a closed-door executive session, director Charlotte Bourg asked for an open discussion on the effectiveness of the library director.  The board had a discussion led by Bridget Winters on the following points:

1. Implements and monitors library policies and procedures.
2. Demonstrates a strong professional ethics and interacts positively when dealing with community groups, patrons of the library, community group memberships and board trustees.
3. Acts independently and assumes responsibility for actions and/or decisions.
4. Demonstrates truthfulness when addressing matters with board members.

Charlotte Bourg, Director, discussed each point in relation to a recent incident and other points of reference.  Board members questioned the director on several points of policy and procedure.  Several policies will need to be amended at the next meeting.  The Director will work on these policies and present them at the next meeting.

On the motion of John LeBlanc and seconded by Yolanda Broussard the meeting was adjourned.

Notice Posted: ____________               _________                   _________

(Date)                             (Time)                         (Staff initials)

NOTICE OF PUBLIC MEETING

A public meeting will be held as follows:

DATE: Monday, May 20, 2024

TIME: __6:00PM_______

PLACE OF MEETING: Abbeville Branch Library, 405 E. St. Victor St., Abbeville, LA  70510

AGENDA:

Prayer

Pledge

Roll Call

1. Anita Levy
2. Bridget Winters
3. JB Moreno
4. John LeBlanc
5. Meg Hebert
6. Melanie Hensgens
7. Shane Meaux
8. Yolanda Broussard

Public comments on any agenda item will be considered from the audience at this time.

1. Training in conducting board meetings; following proper procedures.
2. Does the board have an attorney who is responsible for guidance and information during board meetings?
3. Creating an evaluative tool for the library director.

Move to executive session for the following purpose:  To discuss the effectiveness of the library director in relation to the following:

1. Implements and monitors library policies and procedures.
2. Demonstrates a strong professional ethics and interacts positively when dealing with community groups, patrons of the library, community group memberships and board trustees.
3. Acts independently and assumes responsibility for actions and/or decisions.
4. Demonstrates truthfulness when addressing matters with board members.

Adjournment

Charlotte Bourg, Library Director

Vermilion Parish Library

405 East St. Victor St.; Abbeville, LA 70510

337-893-2674

In accordance with the Americans with Disabilities Act, if you need special assistance, please contact Charlotte Bourg at 337-893-2674 describing the assistance that is necessary.

PROCEEDINGS
Vermilion Parish Library
Board of Control
May 7, 2024

Board President, Anita Levy, called the Vermilion Parish Library Board of Control meeting to order on Tuesday, May 7, 2024, at the Abbeville Library at 6:00PM.  The following members were present:  Anita Levy, Bridget Winters, Yolanda Broussard, Meg Hebert, Melanie Hensgens, Shane Meaux, and JB Moreno.  John LeBlanc was absent.  Guests were Charlotte Bourg, Library Director, Amy Stelly, Business Manager, Dawn Hebert, Administrative Manager, Paul Moresi, Attorney, and Kristina Sage, Auditor.  The prayer was led by Bridget Winters.  The pledge was led by a member of the public attending Elbert Dawson.  Amy Stelly called the roll.

The public comment section of the agenda was moved until after the audit report by Kristina Sage.

The 2023 Audit Report was presented by Kristina Sage of Kolder, Slaven & Company.  The audit for the year had no findings, this is the highest level that can be achieved.  On the motion of Shane Meaux, seconded by Meg Hebert, the board accepted the audit report.

YEAS: Anita Levy, Bridget Winters, JB Moreno, Meg Hebert, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: John LeBlanc

The board asked for public comment on any agenda item.  It was asked for those on the agenda please wait until their item came up on the agenda.  There were no comments from other audience members.

The board had a discussion on the restriction of patrons using the meeting rooms.  Bridget Winters had made note of policies that had been broken and provided suggestions on changes to the policy.  Several board members made suggestions to revise the policy to increase the ease understanding of the policy and use of the facility for the public and the staff.  The board deferred this matter until the August 6, 2024, regular board meeting.  At that time Director Charlotte Bourg will submit a revised Meeting Room Policy for approval.  A new procedure for using the meeting room will also be established and presented to the board.

The changes to the meeting room policy item on the agenda were addressed in the previous agenda item.  The changes were deferred until the next meeting.

Linda Cockrell, President of the Vermilion Parish NAACP #6276 addressed the board at this time.  She addressed some of the misunderstandings between the director and the organization.

Elaine Provost of All Streets All People (ASAP) addressed the board regarding use of the meeting room.  She made suggestions based on how the Shreve Memorial Library System conducted their meeting room use.

Angela Eaglin of Village 337 addressed the board regarding the work of her organization to protect the civil rights of minorities in the area.

On the motion of Shane Meaux and seconded by Yolanda Broussard the board approved the meeting minutes from the last meetings.
YEAS: Anita Levy, Bridget Winters, JB Moreno, Meg Hebert, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: John LeBlanc

On the motion of Shane Meaux and seconded by Bridget Winters the board voted to approve the financial report including a budget to actual comparison as presented by Amy Stelly.
YEAS: Anita Levy, Bridget Winters, JB Moreno, Meg Hebert, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: John LeBlanc

On the motion of Shane Meaux and seconded by Bridget Winters the board approved the Director’s Report.
YEAS: Anita Levy, Bridget Winters, JB Moreno, Meg Hebert, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: John LeBlanc

The board discussed the system repairs and maintenance needed.  It was discussed that at the August 6, 2024, meeting Charlotte Bourg would present a prioritized list of repairs needed with safety concerns at the top.  Charlotte Bourg and Amy Stelly will go over the budget to see where line items can be moved to amend the budget to make the most urgent repairs.

Information was presented by Charlotte Bourg on AED devices.  Cost and training information was provided.  The board deferred any decision on the AED devices until the next meeting pending the budget and prioritized repairs.

On the motion of Shane Meaux and seconded by Melanie Hensgens the board approved changes to the 3D Printer Policy.
YEAS: Anita Levy, Bridget Winters, JB Moreno, Meg Hebert, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: John LeBlanc

On the motion of Yolanda Broussard and seconded by Shane Meaux the board approved the closing of the library for Staff Training Day on December 13, 2024.
YEAS: Anita Levy, Bridget Winters, JB Moreno, Meg Hebert, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: John LeBlanc

The board briefly revisited the Director’s Report to approve on the motion of Shane Meaux and seconded by Melanie Hensgens to allow Charlotte Bourg to attend the Association of Rural and Small Libraries in September.
YEAS: Anita Levy, Bridget Winters, JB Moreno, Meg Hebert, Melanie Hensgens, Shane Meaux, Yolanda Broussard
NAYS: None
ABSTAINED: None
ABSENT: John LeBlanc

On the motion of Shane Meaux and seconded by Meg Hebert the meeting was adjourned.