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Regular Meeting of the Board of Trustees

Board Meeting held on July 10, 2019

Members Present: Marie Black

Dr. Imogene Mixson
Christina Faulkner
Marian Jenkins

Members Absent: Bill Johnson

Also Present: Karen Speck, Interim Director & Acquisitions Processor

Joni Wood, Reference/Genealogy Librarian

Marie Black called the meeting to order at 9:09 a.m.

Minutes from June 13, 2019 Meeting: Imogene moved to have June 13th minutes approved and
Marian seconded. All were in favor and the motion passed.

Report of Materials: Board reviewed a revised copy from Karen with comments about changes
in the number of discarded materials.

Financial Report: Board reviewed and discussed the Summary Report, Profit/Loss Report, and
the proposed Budget for FY 19/20.

Summary Report: Marie commented on the $2,500 donation from the Rotary Club
which was a $1,500 increase from last year. Clarification provided, at Imogene’s request, that
code 0304 – New Building Fund – amount of $1,302 is donations received in June only. Karen
indicated the recent death of Mr. Danny Tarter resulted in several donations in his memory to the

Profit/Loss Report: Imogene questioned the description of code 106 representing the
annual significant donation by Hugo Marx. It was agreed that Karen would determine the official
name of the Nursing Home Foundation and update the code’s description to reflect the
organization’s name for clarity.

Proposed Budget: After a discussion of the budget, it was agreed the following changes
to the budget are necessary before review at August’s meeting.

 Clarification is necessary for the various abbreviations utilized, such as “Spt”, Y,

YA, Rest., etc. throughout the document. The public must be able to read and
comprehend the budget without any questions.
 The $30,000 donation from the Nursing Home Organization is to be moved to the
Unrestricted Funds category at the top of the page and eliminated from current
position under Library Income. The remaining $16,000 in “Other Donations” is to
be moved to the bottom of the page.
 Imogene questioned the placement of “Bldg Imp (Enhancement)” as an income
and believes it may be better suited as an expense under “Building Occupancy
 Christina commented that as a nonprofit 501(c)(3) it is important that our budget
levels out as it can affect potential donations. As it currently stands, our income is
more than our expenses. A few adjustments will be made to level it out, including
moving the “Bldg Imp (Enhancement)” from income to expenses, adding the
estimated cost for McNab’s hourly fee for tax preparation, and adding any
remaining funds to the program expenses.
 Clarification is necessary between Unrestricted State Aid and Restricted State Aid
descriptions on the budget’s income page.

June 26th, 2019 Special Called Meeting Minutes: Imogene moved for approval of minutes as
written and Marian seconded. All were in favor and the motion passed.

Canon Copiers: The monthly charge for the two new copiers decreased from $325 to $322.50
per month and will be paid on a quarterly basis. The toner supplied is based on the amount of
copies we use.

Development of New Analytics System for Statistics: Marian pointed out how great that
23,000 people saw our Facebook content pop up on their screen. Imogene suggested that
highlights from the Facebook statistics be added to the monthly newsletter to help share our

McNab CPA Services: McNab services began on July 1st. Currently he is looking through our
books dating back several years in lieu of a full audit. If he notices a reason for an audit, he will
let us know. Marian asked if he can provide us a recap of his findings thus far for the August
meeting and Marie will ask him. If an audit becomes necessary, a review of options will be

Jewnita Clark’s Resignation: Jewnita’s various administration duties are being picked up by
Joni, Jeff, and other staff members until a replacement is hired.

Marian motioned to adjourn and Imogene seconded. The meeting adjourned at 10:20am and the
next scheduled meeting will be held on August 14th, 2019 at 9:00 a.m.

Respectfully submitted by ____________________________

Approved by Secretary _______________________________