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Regular Meeting of the Board of Trustees

Board Meeting held on September 11, 2019

Members Present: Marie Black

Dr. Imogene Mixson
Christina Faulkner
Marian Jenkins
Bill Johnson

Also Present: Karen Speck, Interim Director & Acquisitions Processor

Joni Wood, Reference/Genealogy Librarian

Marie Black called the meeting to order at 9:10 a.m.

Minutes from August 14, 2019 Meeting: Imogene moved to have the August 14th minutes
approved and Marian seconded. All were in favor and the motion passed.

Circulation & Statistics Report: Christina asked for the removal of the cassette books category
on the Report of Materials. All agreed it is not a necessary line item considering we no longer
have them in our collection. Bill questioned the video cassette terminology and Karen clarified
that these refer to VHS tapes Both categories will be updated for next month’s meeting.

Financial Report & New Building Fund: The current balance of our New Building Fund
account is $89,057.62, which includes the recent donation from the United States Health &
Housing Foundation. However, the fundraising thermometers around town and on our webpage
reflect a $600,000 figure. This number reflects a $500,000 grant we have from the Wiregrass
Foundation pending the Library first raises 1.5 million dollars by 2022. Christina questioned
whether the 1.5 million dollars needed to be the total balance in the account by the deadline or if
it can include prior expenses from donated funds. The answer was unknown and will be
researched. The Board also reviewed a breakdown of all expenses since June 30, 2011 in regards
to the new building project.

The thermometers have been taken down and will be updated with the correct information at a
future date.

Imogene discussed the importance of identifying local community givers and reaching out to
them to get on their radar. Marian suggested we take a simple approach and write them letters of
introduction to consider us for any future donations on a quarterly basis. Suggestions of givers
included the Jimmy Rane Foundation, Coleman Worldwide Moving, Center Stage Bingo, Poarch
Creek Indians, and the Heersink Family. Several members reiterated the importance of remaining
vigilant and persistent in applying for grants and seeking donations from the community.

Bill suggested we also send an invitation of our programs to prominent city and county
community members in an effort to raise awareness.
Imogene asked about our financial stability as we are nearing the end of our current fiscal year.
According to the projection report, barring any unforeseen expenses, we are financially sound
through the end of September.

Bill was in contact with a geologist from Auburn University who agreed to provide assistance in
the appraisal of the recently donated jade pieces. The geologist also recommended other experts
to contact.

Old Business
McNab CPA Services: We are still in an adjustment period and trying to work out the
various kinks; however, we are making it work.

E-books: Jeff recently purchased several e-books to use up the remaining balance of our
allotted $3,000 for being a part of the consortium. We automatically receive $3,000 in credit
each fiscal year. Bill suggested looking into purchasing school textbooks to help teachers who
are having to purchase textbooks for tutoring. Jeff and Andrew will look into digital textbooks
that are compatible with our Camellia Net.

Oscar and the Children’s Library: He’s doing a great job and loving it! Lou and Kate,
a volunteer, lead Story Time in the mornings while he’s at school and will help in the afternoons
if he’s unable to lead it himself.

New Business:
USDA Grant & Loan Program: Landra, our contact for the USDA, will inform us how
much of a loan we are qualified for after receiving our final application. Jeff is diligently
working on obtaining the appropriate documents from the architects. Marie commented we are
writing letters for the city council and county commission members to review at their respective
meetings to consider and agree to pass a resolution of financial support in obtaining this loan.

Rosetta Stone: We are currently in a trial period and staff have all been trained on the
use of it. It will be available for public access effective October 1st.

Marie read a letter from the Mayor exclaiming his appreciation for not only the library and its
many programs that we provide our community, but also for the staff who work so hard!
Imogene echoed receiving similar sentiments from patrons who appreciate the staff’s hard work
and willingness to go above and beyond to help them.

Bill motioned to adjourn and Christina seconded. The meeting adjourned at 10:04 am and the
next scheduled meeting will be held on October 9th, 2019 at 9:00 a.m.

Respectfully submitted by ____________________________

Approved by Secretary _______________________________