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Regular Meeting of the Board of Trustees

Board Meeting held on August 14, 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 9:15 a.m.

Minutes from July 10, 2019 Meeting: Christina moved to have the July 10th minutes approved
and Marian seconded. All were in favor and the motion passed.

Circulation Report: After perusal, Christina questioned the 1,992 total print/nonprint materials
discarded. Joni agreed there was an error and will fix it.

Financial Report: Karen confirmed for Marie that we will receive money from APLS in
October. Marie is confident we will be financially ok through October. Imogene, hypothetically,
asked how we would handle being short $3,000-$4,000 due to extra expenses this fiscal year. As
explained by Karen, the money would be transferred from the book account, which is funded by
our Amazon book sales, to the General Fund account, which is used to pay bills. Currently the
book account has a balance of $7,000.

Christina asked if the transfer from the Vanguard account to the General Fund to cover expenses
through the end of the fiscal year was recorded on the Profit & Loss Budget Report or Balance
Summary. After review, it was noticed there was no record of it; though, it was possibly coded
wrong and deposited as Code 034 in the New Building Fund account according to the Profit &
Loss Budget Report. It was agreed the appropriate changes, the proper coding and recording of
the funds transfer from the Vanguard account to the General Fund account, will be addressed
with McNab’s office. An amended Profit & Loss Budget Report, Custom Summary Report, and
Balance Summary will be made available at September’s meeting.

All agreed a sit down between McNab’s office and Jeff and Karen to review codes and proper
use is necessary to prevent future mistakes on the reports.

FY 2019-2020 Budget: Amendments from previous meeting were reviewed by all members
with positive comments made regarding the changes. A discussion on the State Aid Restricted
and Unrestricted categories ensued. It was questioned about the notation of Salary in parenthesis
with the Unrestricted income in which it makes it appear to be restricted income. Karen clarified
that half of the State Aid allocation is restricted to books and supplies and the other half is
unrestricted that may be used for salaries or other purposes. It was noted as Salaries since that
half is typically spent on salaries. Marie suggested we amend the wording to omit “(Salaries)”
and add a footnote indicating Karen’s clarification of State Aid usage policy. All agreed with her

Christina further opened for discussion the organization and titling of the budget categories. She
suggested the below format and agreed to discuss further with Karen at a later date.

Unrestricted Funds
Restricted Funds

Marian moved to approve the 2019-2020 estimated budget in the amount of $218,880 with the
amendment of the titling of how the money is designated and Christina seconded. All were in
favor and the motion passed.

McNab: McNab’s office is still working on transferring our files in QuickBooks to their
program. They are doing a great job in communicating with Jeff and Karen.

Children’s Librarian-Cheryl: The Board reviewed the bittersweet resignation letter from
Cheryl whose last day was July 31st.

Grant Writing and Research: Jeff is devoting 6 hours per week on Fridays to researching and
applying for potential grants for the library.

Funding Possibilities: Karen and Marie discussed funding possibilities last week with Ron
Steensland, library consultant, and his brother, John, a retired judge. We recently received
$2,066 from a grant by Steve Clouse – we need to thank him for this supplementary funding.
Marian suggested writing letters to our local legislators to remember us when discretionary funds
become available. Imogene also suggested inviting our local legislators to a program to help
raise awareness and public visibility – we want to be at the forefront of the public’s eye.
Christina suggested contacting the Democratic Senator from Alabama, Doug Jones, to also help
generate interest in our project.

Rosetta Stone: Jeff is diligently working on getting us Rosetta Stone at a very good price for our
patrons. Rosetta offers 30 different languages and would be beneficial to them.

Staff Meetings: Minutes from the previous two staff meetings are included in the packet of
materials. Marie asked everyone to review them at home and Imogene commented it was a nice
addition to the meeting.
Christina motioned to adjourn and Marian seconded. The meeting adjourned at 10:30 am and the
next scheduled meeting will be held on September 11th, 2019 at 9:00 a.m.

Respectfully submitted by ____________________________

Approved by Secretary _______________________________