PROCEEDINGS

Vermilion Parish Library

Board of Control

May 4, 2021

Anita Levy called the Vermilion Parish Library Board of Control meeting to order on Tuesday, May 4, 2021 at the Abbeville Library at 5:00PM.  The following members were present:  Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc.

Absent:  Bridget Winters and Yolanda Broussard

Guests were:  Charlotte Bourg, Library Director, Amy Stelly, Business Manager, Matthew Margaglio and Kristina Sage with Kolder, Slaven & Company, and Denise Ardeneaux.

Prayer was led by Jane Barras

Pledge of Allegiance was led by John LeBlanc

There were no public comments on any agenda item.

On the motion of Betty Girouard seconded by John LeBlanc and carried the board unanimously voted to dispense with the reading of and to unanimously accept the February 2, 2021 regular meeting and the April 5, 2021 Special Meeting minutes.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

On the motion of Jane Barras seconded by John LeBlanc and carried the board unanimously voted to approve the financial report including a budget to actual comparison as presented by Amy Stelly.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

On the motion of Jane Barras and seconded by Paul Bourgeois and carried the board unanimously approved the Director’s Report.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

Charlotte Bourg introduced the new board member John LeBlanc.  All welcomed him to the board.

On the motion of John LeBlanc seconded by Paul Bourgeois and carried the board unanimously voted to adopt the library millage of 4.46 for 2021.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

On the motion of John LeBlanc seconded by Betty Girouard and carried the board unanimously voted to accept the 2020 audit report as presented by Matthew Margaglio.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

On the motion of Jane Barras seconded by Melanie Hensgens and carried the board unanimously voted to ratify the Louisiana Compliance Questionnaire.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

On the motion of Betty Girouard seconded by John LeBlanc and carried the board unanimously voted to approve the Challenged Materials Policy.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

On the motion of Jane Barras seconded by Betty Girouard and carried the board unanimously voted to approve the Interlibrary Loan Policy.

YEAS: Jane Barras, Betty Girouard, Melanie Hensgens, Anita Levy, Paul Bourgeois, and John LeBlanc

NAYS: None

ABSTAINED: None

ABSENT: Bridget Winters and Yolanda Broussard

The Library Director, Charlotte Bourg, gave an update on negotiations with the Iberia Library System regarding the Delcambre Branch.  The Director will keep the board informed of the situation.

On the motion of Jane Barras seconded by John LeBlanc the meeting was adjourned.

PROCEEDINGS

Vermilion Parish Library

Board of Control Special Meeting

April 5, 2021

The Vermilion Parish Library Board had a special meeting at 12 pm on Monday, April 5, 2021 via Zoom to discuss the Delcambre Branch Agreement.  Present were Paul Bourgeois, Jane Barras, and Anita Levy.  Guests included Charlotte Bourg, Director and Amy Stelly, Business Manager.

There were no public comments.

There was not a quorum of the board present, therefore only a discussion of the situation occurred.  The Director, Charlotte Bourg will keep members apprised of the situation.

PROCEEDINGS

Vermilion Parish Library

Board of Control

February 2, 2021

Board President Betty Girouard called the Vermilion Parish Public Library Board of Control meeting to order on Tuesday, February 2, 2021 at the Abbeville Library at 5:05 PM. The following members were present:  Jane Barras on phone, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Brousard, Bridget Winters, and Paul Bourgeois, Jr.  Absent was Jason Connor.  Amy Stelly, Charlotte Bourg, and Grant Domingue were in attendance.

Prayer was led by Bridget Winters and the Pledge of Allegiance was led by Yolanda Broussard.

Amy Stelly called the roll.

Betty Girouard asked if there were any public comments on any agenda item.  There were none.

On the motion of Anita Levy and seconded by Yolanda Broussard the minutes for the last meeting and hearing on November 2, 2020 were accepted as written.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Melanie Hensgens and seconded by Yolanda Broussard the board voted to approve the financial report including a budget to actual comparison as presented by Amy Stelly.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Yolanda Broussard and seconded by Melanie Hensgens the board accepted the director’s report as presented by Charlotte Bourg.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

New Business

Betty Girouard opened the floor for nominations for Board President.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

Jane Barras nominated Bridget Winters for the office of president, Ms. Winters respectfully declined the nomination.  Bridget Winters nominated Anita Levy for the office of president.

On the motion of Bridget Winters and seconded by Yolanda Broussard, Anita Levy was elected Board President by Acclamation.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

The meeting was then turned over to new President Anita Levy.

Anita Levy opened the floor for nominations for Board Vice President.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

Bridget Winters nominated Melanie Hensgens.

On the motion of Bridget Winters and seconded by Yolanda Broussard, Melanie Hensgens was elected Vice President by acclamation.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Betty Girouard and seconded by Bridget Winters the board appointed Charlotte Bourg as Secretary.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Yolanda Broussard and seconded by Bridget Winters the board voted to appoint Amy Stelly as Treasurer.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Bridget Winters and seconded by Betty Girouard the board amended the 2020 budget.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Yolanda Broussard and seconded by Bridget Winters the board approved the new signees for the bank account as Charlotte Bourg, Jane Barras, Anita Levy, and Melanie Hensgens.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Betty Girouard and seconded by Melanie Hensgens the board approved the new Laptop Checkout Policy.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Betty Girouard and seconded by Paul Bourgeois, Jr. the evaluation of the director was tabled.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Jane Barras and seconded by Yolanda Broussard the board asked Charlotte Bourg to update the challenged materials policy and procedures.  Charlotte Bourg will form a committee to handle challenged materials.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Jane Barras and seconded by Betty Girouard the board decided after discussion to have Charlotte Bourg work with Iberia Parish Library to renegotiate the cooperative agreement for the Delcambre Branch Library.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Paul Bourgeois, Jr. and seconded by Betty Girouard the board tasked Charlotte Bourg with the responsibility of appearing before the Vermilion Parish Police Jury to represent the library.

YEAS: Jane Barras, Melanie Hensgens, Anita Levy, Betty Girouard, Yolanda Broussard, Bridget Winters, and Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Jason Connor

On the motion of Bridget Winters and seconded by Betty Girouard the meeting was adjourned.

A public meeting will be held as follows:

DATE: February 2, 2021

TIME: __5:00PM_______

PLACE OF MEETING: __Abbeville Library_______

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

AGENDA:

Call to Order —Betty Girouard

Prayer

Pledge

Roll Call

1. Jane Barras
2. Melanie Hensgens
3. Anita Levy
4. Betty Girouard
5. Jason Connor
6. Yolanda Broussard
7. Bridget Winters
8. Paul Bourgeois, Jr., Police Jury ex-officio member

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

Old Business:

1. Approval of Hearing Minutes and Regular Meeting minutes from last meeting, November 4, 2020
2. Approve Financial Report—Amy Stelly
3. Approve Director’s Report – Charlotte Bourg

New Business:

1. Elect Officers

President

Vice President

Secretary

Treasurer

2. Amend 2020 Budget
3. Approve signees for bank account
4. Approve Laptop Checkout Policy
5. Appointment of committee to develop director evaluation tool
6. Request for reconsideration of materials
7. Discuss progress of Delcambre Co-Operative Agreement

Adjournment

Charlotte Bourg, Library Director

Vermilion Parish Library

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

337-893-8674

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.

In accordance with the Executive Proclamation JBE 2020-30 issued by Governor John Bel Edwards on March 16, 2020, and concurrence by the Attorney General on March 19, 2020, this notice shall serve as certification of the Vermilion Parish Library’s inability to otherwise operate in accordance with the Louisiana Open Meetings Law due to a lack of quorum as a result of the COVID-19 public health emergency. Pursuant to Section 4 of JBE 2020-30 the Vermilion Parish Library will provide for attendance at its essential government meeting on Wednesday, November 4,  2020 via video conference in order to obtain a quorum of its members. Therefore, in accordance with JBE 2020-30, the Vermilion Parish meeting on Wednesday, November 4, 2020 at 5:00 PM will be held via video conference and in a manner that will allow for observation and input by members of the public, as set forth in the notice posted on Friday, October 30, 2020. All other Open Meetings Law requirements have been met.

___________

Charlotte Bourg

Director, Vermilion Parish Library

A public meeting will be held as follows:

DATE: November 4, 2020

TIME: __5:00PM_______

PLACE OF MEETING: Join Zoom Meeting

https://zoom.us/j/2303584597

Meeting ID: 230 358 4597

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

AGENDA:

Call to Order —Chairman—Betty Girouard

Prayer

Pledge

Roll Call

1. Jane Barras
2. Melanie Hensgens
3. Anita Levy
4. Betty Girouard
5. Jason Connor
6. Yolanda Broussard
7. Bridget Winters
8. Paul Bourgeois

New Business:

1. Public discussion of Proposed 2021 Budget

Adjournment

Charlotte Bourg

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.

A public meeting will be held as follows:

DATE: November 4, 2020

TIME: __5:00PM_______

PLACE OF MEETING:         Join Zoom Meeting

https://zoom.us/j/2303584597

Meeting ID: 230 358 4597

AGENDA:

Call to Order —Chairman—Betty Girouard

Prayer

Pledge

Roll Call

1. Jane Barras
2. Melanie Hensgens
3. Anita Levy
4. Betty Girouard
5. Jason Connor
6. Yolanda Broussard
7. Bridget Winters
8. Paul Bourgeois

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

Old Business:

1. Approval of meeting minutes from previous meeting.
2. Approve Financial Report—Amy Stelly
3. Approve Director’s Report – Charlotte Bourg

New Business:

1. Amend 2020 Budget
2. Adopt 2021 Budget
3. Discuss salary increase for library staff
4. Adopt 2021 health insurance rates
5. Approve the IRS mileage rates for 2021
6. Approve 2021 Holidays
7. Approve 2021 Meeting Schedule
8. Approve Staff Day/Christmas (December 11^th)
9. Discuss and approve updated policies
10. Discussion of Delcambre Branch Co-Operative agreement

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

August 4, 2020

Board President, Betty Girouard called the Vermilion Parish Public Library Board of Control meeting to order on Tuesday, August 4, 2020 via Zoom teleconference at 5:05 PM. The following members were present by roll call by Amy Stelly: Jane Barras, Melanie Hensgens, Betty Girouard, Bridget Winters, Yolanda Broussard, and Paul Bourgeois, Jr. ex-officio member.

Absent:  Anita Levy, Jason Connor

Guests were: Charlotte Bourg, Director; Amy Stelly, Business Manager; Matthew Margaglio, Auditor; Sue Trahan; Dawn Hebert; and Grant Domingue, Tech Support.

Prayer: Jane Barras

Pledge:  Yolanda Broussard

The floor was opened up for any agenda item from the audience.   There were no public comments.

Old Business

On the motion of Yolanda Broussard and seconded by Paul Bourgeois, Jr. the minutes for the last meeting were approved.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

On the motion of Jane Barras and seconded by Paul Bougeois, Jr. the Director’s Report was accepted.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

The Financial Report was given by Amy Stelly, Business Manager.  On the motion of Bridget Winters and seconded by Jane Barras the board voted to approve the financial report including a budget to actual comparison as presented by Amy Stelly.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

New Business

The auditor was present to answer questions regarding the audit report for 2019.  Matthew Margaglio stated the audit was good, with no findings.  On the motion of Yolanda Broussard, seconded by Melanie Hensgens the audit report was accepted.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

On the motion of Yolanda Broussard, seconded by Bridget Winters the board accepted the letter of engagement for Kolder, Slaven and Company.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

Repairs and costs for the repairs at the Maurice location were discussed.  On the motion of Jane Barras, seconded by Yolanda Broussard the board decided to go forward with repairing the flooring in the location.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

Repairs and costs for the repairs at the Abbeville location were discussed.  On the motion of Bridget Winters, seconded by Melanie Hensgens the board decided to go ahead with all repairs.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

On the motion of Melanie Hensgens, seconded by Yolanda Broussard the board decided to allow disposal of excess computer equipment.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

On the motion of Yolanda Broussard, seconded by Bridget Winters, Tuesday, November 3, 2020 was declared a holiday to allow for participation in national and local elections.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

On the motion of Yolanda Broussard, seconded by Jane Barras the next board meeting was moved to Wednesday, November 4, 2020.

YEAS: Jane Barras, Melanie Hensgens, Betty Girouard, Yolanda Broussard, Bridget Winters, Paul Bourgeois, Jr.

NAYS: None

ABSTAINED: None

ABSENT: Anita Levy, Jason Connor

There being no further business and upon motion of Yolanda Broussard and seconded by Jane Barras the meeting was adjourned.

APPROVED:

_________________________________

Betty D. Girouard, Board President

ATTEST:

_________________________

Charlotte Bourg, Secretary

In accordance with the Executive Proclamation JBE 2020-30 issued by Governor John Bel Edwards on March 16, 2020, and concurrence by the Attorney General on March 19, 2020, this notice shall serve as certification of the Vermilion Parish Library’s inability to otherwise operate in accordance with the Louisiana Open Meetings Law due to a lack of quorum as a result of the COVID-19 public health emergency. Pursuant to Section 4 of JBE 2020-30 the Vermilion Parish Library will provide for attendance at its essential government meeting on Tuesday, August 4,  2020 via video conference in order to obtain a quorum of its members. Therefore, in accordance with JBE 2020-30, the Vermilion Parish meeting on Tuesday, August 4, 2020 at 5:00 PM will be held via video conference and in a manner that will allow for observation and input by members of the public, as set forth in the notice posted on Friday, July31, 2020. All other Open Meetings Law requirements have been met.

___________

Charlotte Bourg

Director, Vermilion Parish Library

NOTICE OF PUBLIC MEETING

A public meeting will be held as follows:

DATE:   Tuesday, August 4, 2020

TIME:    5:00 PM

PLACE OF MEETING:  Join Zoom Meeting  https://zoom.us/j/2303584597

Meeting ID: 230 358 4597

AGENDA:

Call to Order

Prayer

Pledge

Roll Call

1. Jane Barras
2. Melanie Hensgens
3. Anita Levy
4. Betty Girouard
5. Jason Connor
6. Yolanda Broussard
7. Bridget Winters
8. Paul Bourgeois, Vermilion Parish Police Jury Ex-Officio

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

Old Business

1. Reading of last meeting minutes
2. Discuss and approve the Director’s Report – Charlotte Bourg
3. Discuss and approve the Financial Report – Amy Stelly

New Business:

1. Accept the Audit Report
2. Approve the letter of engagement for Kolder, Slaven, and Company.
3. Discuss repairs at the Maurice Branch and Abbeville Branch
4. Approve disposal of excess computer equipment
5. Approve election day Holiday, November 3, 2020
6. Move next board meeting to Wednesday, November 4, 2020
7. Discuss diversity and inclusion of library staff

Adjournment

Charlotte Bourg, Director
Vermilion Parish Library
405 East Saint Victor Street, 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.