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Regular Meeting of the Board of Trustees

Board Meeting held on October 9, 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 9:05 a.m.

Remarks by Chairman: Congratulations to Imogene – she has been reappointed for 4 more
years to our Board!

Marie recently visited Mayor Bunting, Mark Blankenship, and Landra in regards to the recent
letters we mailed to the City Council and County Commission that discussed our USDA loan
application. Bunting proposed the idea of the city agreeing to be responsible for one million
dollars and the county agreeing to be responsible for one million dollars as well. Both Bunting
and Blankenship requested more details about the loan agreement, which Landra previously
provided Joni via email. Joni later forwarded the email to both Bunting and Blankenship for their
review. We are currently waiting on the detailed budget of construction costs from the architects
before we can proceed with the application.

Christina suggested going through the county for construction bids; however, the architects are
responsible for advertising for bids.

Marie also requested for an advance on our yearly allocation for this fiscal year from the City.
We received $10,000 of our allocation Friday, October 4th and should receive state aid funding
by the end of this week.

Minutes from September 11, 2019 Meeting: Imogene moved to have the September 11th
minutes approved and Bill seconded. All were in favor and the motion passed.

Circulation and Library Statistics: Although overall daily attendance and circulation statistics
are slightly down, program attendance did see a large increase for the month. Our recent Popcorn
& a Movie, a showing of Detective Pikachu, had 68 people in attendance! The attendance is
expected to continue to climb due to our various upcoming programs sponsored by the Friends as
well as the increased interest in Rosetta Stone.

Bill asked about the Friends of the Library’s booth at Claybank. We raised $67 for the New
Building Fund. The hot weather contributed to the low turnout to Claybank. Bill commented the
FOL are welcome to borrow the canopies as needed for the fundraising events.
Financial Reports: In reference to the Profit & Loss Budget versus Actual Report, Imogene
suggested the removal of the code 014 – Building Improvement Fund and all agreed it was an
unnecessary code for the time being. Imogene also suggested that code 299 – CD UW is spelled
out for clarity as CD United Way and Marian suggested changing code 205 - Cable to code 205 –

Imogene also questioned code 9999 – Uncategorized Income on the second page of the report. It
is possible this references a Vanguard Transfer (coinciding with code 175 Funds Transfer);
however, Cynthia will be consulted and the code will be updated to reflect a more accurate
description. Bill commented we should not have an uncategorized code or a miscellaneous code
since we are accountable for all income and expenses.

Bill mentioned the discrepancy between last month’s document titled “Building Fund
Information” that indicated a balance of $153,000 raised compared to this month’s “Balance
Sheet” reflecting a balance of $93,000. It was clarified that the “Building Fund Information”
document reflected income and expenses as of August 2019 and did not reflect any of the recent
donations. Christina indicated it was necessary to have a document that reflected all income and
expenses for the New Building Fund that matches up to the “Balance Sheet” document – the
“Building Fund Information” will now be updated monthly.

Bill asked if we had a policy in place regarding monetary donations disbursements are at the
discretion of the Board. As a 501(c)(3), we cannot accept donations with any clauses or
restrictions in its use. A brief reminder will be added to the thank you notes and our policy
handbook will be referenced to confirm there is a policy in place.

Amazon: We cannot use a debit card for our Amazon seller account. Oscar confirmed with an
Amazon representative that a credit card is necessary.

Grants: Jeff continues to research grants; however, it is difficult to find any that are for building
grants and/or does not require a matching grant.

Christina offered the concept of applying for grants to fund our various programs and then put
the money saved on the program into our New Building Fund account. Marian contributed local
businesses would be interested in it for not only the tax write off, but also the advertising. Bill
also commented that John Gilland’s family is interested in supporting the library and could be
someone to contact to sponsor some programs.

New Business:
New Building Fund Postcard Campaign: Our recent mailout for the New Building
Fund Postcard Campaign raised $4,970.00 as of this meeting! Our local representatives and
senators will be added to our next mailout list.

Imogene suggested we compile a list of ongoing donors to our building fund so that we can
recognize them at our annual luncheon in January. Joni currently maintains a list of donors,
which is published on the Library’s webpage. Bill suggested we also invite them to our

End-of-Fiscal-Year Summary: Imogene commended Karen on a great job of

conserving expenses to get us through the final month of our fiscal year!

Christina commented on various points of spending over budget, such as code 241 - Juvenile
Books, 253 – DVD/CD UW, 205 – Cable. Cable expense was greater than expected due to an
increase in subscription price. Next year, we should look to budget what we spent this past fiscal
year to avoid being over budget again.

Marian motioned to adjourn and Christina seconded. The meeting adjourned at 10:18 am and the
next scheduled meeting is on November 13, 2019 at 9:00 a.m.

Respectfully submitted by ____________________________

Approved by Secretary _______________________________