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Regular Meeting of the Board of Trustees

Board Meeting held on November 13, 2019

Members Present: Marie Black

Dr. Imogene Mixson
Christina Faulkner
Marian Jenkins

Absent: Bill Johnson

Also Present: Karen Speck, Director

Joni Wood, Administrative Assistant

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

Grants & Loans: The All In Grant, a $100,000 grant split between two to four organizations,
was recently submitted. We applied for the grant last year; however, we did not get it. Although
Karen was unsure, she believed the awarding of the grants would be in December 2019.

The USDA grant and loan is well over halfway done and we are currently waiting on further
information from Chad’s office. After receiving this information, we will take it to the city and
county for their review and possible commitment to help us.

Donation Letters: We mailed a letter requesting monetary donations to the Creek Indians
through Senator Albritton. He replied with the nicest letter indicating he is not affiliated with
them and provided contact information. A letter was also mailed out to Jordan Pile Driving in
Mobile, but no response has been received.

Imogene suggested mailing a letter to the Heersink Foundation. Joni will check the mailing
history to verify if a letter was mailed to them.

Imogene also suggested compiling a list of recurring donors who have consistently donated to
our Library over the years. They are a special group of people we depend upon and deserve to be
recognized somehow.

Minutes from October 9, 2019 Meeting: Christina motioned to have the October 9th minutes
approved and Marian seconded. All were in favor and the motion passed.

Circulation and Library Statistics: Circulation is doing really well. Our Kids’ Halloween
Party had an amazing turnout! There were 180 kids and parents in attendance!

Christina asked about flyers going out to the schools and Karen said that Oscar delivers them for
Financial Reports: We are doing ok financially with help from the City and State Aid. We
should get the county appropriations of $46,000 by the end of the month.

McNab: Imogene inquired if we are happy with the arrangement with McNab’s office. Karen
responded with they are doing a good job of getting stuff to us; however, there are a few delays.
The Form 990, which is due this Friday, November 15th, is still not ready. There appears to have
been miscommunication in regards to who is completing the form; however, Karen will confirm
with McNab’s office today that it will be ready by the submission deadline. They are still
working on transferring our files to their system and having our necessary reports ready in a
timely fashion for our monthly Board meetings. As a backup, Karen said we could start inputting
checks into our Quickbooks to help insure our reports are ready and she will discuss with them
what we can do help them to get our reports done.

IRS: We received a letter yesterday indicating we have a zero balance with the IRS since we
changed our name with them and filed the wrong report.

Fundraising Updates: Imogene, in reference to the USDA loan, commented tangible evidence
of support from the city and county for the building project will help cultivate “a credible project
to feel good about investing” and motivate others to donate to our cause.

Marian suggested asking Rosemarie at the Chamber of Commerce to post the video of the
preliminary plans for the Library to help increase interest.

We have raised approximately $6,000 from the postcard campaigns and donations are coming in
almost daily now.

The recent Friends’ Book Sale raised $392.

We have not sold any tickets for the Brunch with Santa fundraiser and it has been over a week.
Marian suggested the prices, $6 for kids and $12 for adults, is too high and changing it to $5 for
everyone could help sales. Tickets would still cost more at the door.

Christmas Parties: The Kids’ Christmas Party is scheduled for December 14th at 1:30pm. The
Library Christmas Party is scheduled for December 16th at 12pm. FOL members, city council
members, county commissioners, and other dignitaries will be invited to it. Karen is bringing
ham and sweet tea and the Friends are buying chicken fingers.

Southern Star Christmas ad: Christina asked if the Board is taking out an ad for the paper’s
Christmas Special Edition.

Marian motioned to spend up to $45 for an ad in the Christmas Special Edition of the Southern
Star. Marian amends her motion to spend up to $70 for an ad in the Christmas section of the
Southern Star. Imogene seconded. All were in favor and the motion passed.

Holiday Schedule: The Library is closed November 28th-November 30th, December 23rd-
December 26th, and December 30th-January 2nd, 2020 for the upcoming holidays.
Marian motioned to adjourn and Imogene seconded. The meeting adjourned at 10:21 am and the
next scheduled meeting is on January 8th, 2020 at 9:00 a.m.

Respectfully submitted by ____________________________

Approved by Secretary _______________________________

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