You are on page 1of 3


Regular Meeting of the Board of Trustees
September 13, 2017

Members Present: Marie Black
Dr. Imogene Mixson
Marian Jenkins

Also Present: Sandra Holmes, Library Director
Joni Wood, Assistant Director
Chad Brown, J. Michael Lee Associates, Inc.
Joei Wheeless Vogt, J. Michael Lee Associates, Inc.
Chris Wisham, FOL President
Ron Steensland, Consultant

Absent: Beverly Raley

Marie called the meeting to order at 9:00am.

Remarks by Chairman. Marie had no remarks and the meeting began with a presentation by J.
Michael Lee Associates, Inc.

J. Michael Lee Associates, Inc. Presentation. Joei Wheeless & Chad Brown presented on their
firm’s history, projects, and expertise that they can bring to the table as architects and interior
designers for the new Library. Joei is a 2004 Auburn graduate who’s been working at the firm
since 2011 and is a certified interior designer as well. Chad is a 2003 Auburn graduate who also
holds a Bachelor’s degree in Interior Architecture. Both are local to the community- Joei from
Wicksburg and Chad from Dale County. Chad recalls many memories growing up and visiting
the Ozark-Dale County Public Library as a child and brings heartfelt passion and personal
connections to the project. They were contracted for the Dothan Houston County Library System
as well as for the renovation at the Greenville Butler County Public Library. The firm has been a
member of the Ozark Economic and Development Council for many years. They understand
that communication and building relationships are key when working with consultants and public

Minutes. Imogene moved to have the August minutes approved and Marian seconded. All were
in favor and the motion passed.

Circulation/Financial Reports. Per the Director’s reports, circulation is down again, but that’s
the way it is. Books are with us, but emphasis is always on technology. Attendance remains high.
We are driven by the stats required by APLS. We need to add social media counts and redesign
the comparison reports. Joni will be responsible for the statistics of the social media outlets for
future meetings. In reference to finances, October 1st is the beginning of the new fiscal year and
money is short. Sandra believes we will be ok for payroll; however, plan b is to call the City of
Ozark for funds to make our payroll, if necessary.
Old Business.
A. Library Update. We were closed on Monday due to no power; however, everything was
fine and our roof held up during the storm.
B. LSTA 2018 Grant. The grant was unexpected and will be used to purchase computers.
C. Update from Ron Steensland, Consultant.
a. Sandra, Ron, and Mayor Bunting met a few weeks ago to discuss progress of the
new Library. Mayor Bunting is very much a library advocate and suggested two
items that needed to be addressed. First, we have to get people on the Board who
will attend the meetings and we need a letter of resignation. Second, the Board
needs to meet with Mike Brauer, the landowner. Marie thinks we’ll know more in
October; however, the Board agreed to establish a date to visit Mike with as much
of the Board members present as possible. Mayor Bunting also committed to talk
with the Dale County Chairman for a joint bond issue for the building between
City & County. A follow up call with Mayor Bunting regarding the progress of
this joint bond is planned.
b. The deadline for the Wiregrass Foundation was September 1, and we felt it was
important to have a meeting with pertinent staff at the Wiregrass Foundation. The
meeting included the president and vice president of Wiregrass Foundation,
Sandra, Ron, and Charles Waid. We discovered that if we submitted an
application and the Wiregrass Foundation decided not to fund it, we could not
bring it back to Wiregrass Foundation in future years. Additionally, they have met
their 5% mandatory to fund; therefore, they were under no obligation to fund any
more requests this year. As a result, the application has been postponed until the
March 1st deadline, before any funds for the year has been awarded. The current
application will be reviewed, updated, and submitted by the March 1st deadline
with changes as suggested by the president and vice-president of the Wiregrass
Foundation. Their suggestions included the importance of showing emphasis on
community involvement, local government support, community fundraising, and
the sustainability of the project after the initial awarding of the grant. The
Wiregrass Foundation recommended we apply for consultant fees on March 1st
and a second application should focus on the architect and interior contract fees.
Additional deadlines for grants include May 1st, July 1st, and September 1st.
c. On August 30th, Ron, Chris, and Sandra met with Mary Alice Veale who was
chair for the capital campaign for the Dothan Houston County Library System.
Key notes from their discussion include the Board must be involved in
fundraising and a five-member Board is too small for a fundraising campaign. She
(and Ron) suggested to consider the formation of an Advisory Committee of 10
members which would be an active committee system. Neither the Board
Chairman nor the Director would have to lead the Advisory Committee meetings
– the Advisory Committee would be expected to report at the Library Board
meetings. A ratio of 6-4 for County and City appointees of the Advisory
Committee was agreed upon. It’s important to procure a list of individuals we
would like to be appointed and why - what do they bring to the table? Ron pointed
out an undercurrent belief in focus groups is that this is the “Ozark Library” NOT
the “Ozark-Dale” Library. Appointing more from the County should help
alleviate this belief. Also, key are face-to-face meetings with elected officials to
explain our reasoning behind the Advisory Committee and the suggested
appointees. A special called meeting is scheduled for Monday, September 25th at
10am in the Board Room to discuss a list of recommendations for appointees as
well as an outline of duties for the Advisory Committee.
d. Ron reviewed the updated Tasks Required for Foundation Funding.

The meeting adjourned at 12:00pm and the next regularly scheduled meeting will be held
on October 11th at 9:00am. A special called meeting is scheduled for September 25th at 10:00am.

Respectfully submitted by _________________

Approved by Secretary ___________________