Hannibal Free Public Library

Board of Trustees Meeting

July 9, 2012

The Board of Trustees of the Hannibal Free Public Library met at 4:00 p.m., on Monday, July 9, 2012, in the meeting rooms on the third floor of the Library.  Present were:  Annie Dixon, Pam Ginsberg, John M. Hark (excused at 5:00 p.m.), Cindy Lovell, Jeanie Powers, and Mike Scholes.  Also present was Librarian Hallie Yundt Silver.  

Library Board President Pam Ginsberg called the meeting to order at 4:00 p.m.

Cindy Lovell was welcomed and installed as a new Library Trustee.  John M. Hark was installed

as Secretary.

Moved by Jeanie Powers and supported by Annie Dixon to approve the Minutes, correcting John M. Hark’s name.  Motion carried.

A spreadsheet about Petty Cash, dated 7-9-12, was distributed and explained.  Moved by Annie Dixon and supported by John M. Hark to approve the recommendation.  Motion carried.

An updated Claims list was distributed.  The amount listed for CDW-G was corrected to $1,844.80.  The Assessor’s monthly fee of $55.64, and petty cash at $50 were added.  Moved by John M. Hark and supported by Annie Dixon to approve the Claims for July 2012 in the amount of $48,721.84.  Motion carried.

The Trust Fund Report was included in the packet.

The City Financial Report was included in the packet.  A spreadsheet with the most recent amended budget was distributed.

A spreadsheet showing transfers made in FY11-12 between the Trust and the Operating accounts was distributed and discussed. 

The Transfer Recommendatino for July 2012 was distributed.  Moved by Jeanie Powers and supported by Cindy Lovel to approve the Transfer Recommendation for July 2012 in the amount of $53,268.41, moving from the Trust’s Cash Flow account into the Library’s operating account at the City.  Motion carried. 

There was no Correspondence or Public Comment.

Pam Ginsberg appointed Library Board members to committees, as follows:  Finance Committee-Amber Baxter (chair), Annie Dixon, Pam Ginsberg; Library Personnel & Services Committee-Jeanie Powers (chair), John M. Hark, Gordon Ipson; Building & Grounds Committee-Mike Scholes (chair), Cindy Lovell, Pam Warfield; Nominating Committee-Pam Warfield (chair), John M. Hark, Cindy Lovell; By-Laws Committee-Jeanie Powers (chair), Annie Dixon, Pam Ginsberg.

Jeanie Powers provided an overview of its meeting of June 28, 2012, and made corrections to the Minutes.

The Director’s written report was included in the packet.  Discussion followed on the book entitled Fifty Shades of Gray by E. L. James. 

Moved by Annie Dixon and supported by Jeanie Powers to enter into Executive Session, admitting Hallie Yundt Silver, pursuant to RSMO 601.021(3) “Hiring, firing, disciplining or promoting of particular employees by a public governmental body…”  Motion carried (Roll call, all yes-Mike Scholes, Jeanie Powers, John M. Hark, Annie Dixon, Pam Ginsberg, Cindy Lovell)

Moved by Annie Dixon and supported by Cindy Lovell to re-enter Open Session. Motion carried (Roll call, all yes-Mike Scholes, Jeanie Powers, John M. Hark, Annie Dixon, Pam Ginsberg, Cindy Lovell)  Open Session resumed at 4:55 p.m.

Moved by Jeanie Powers and supported by Annie Dixon to waive the Library Board’s established competitive bid threshold, per the Procurement & Disposition Policy, for the purchase of back issues of area newspapers on microfilm from the Missouri State Historical Society, the sole proprietor.  Motion carried.

Moved by Annie Dixon and supported by Jeanie to participate in the City’s audit.  Discussion followed about the City’s plans to let bids in October for the upcoming 3 or more years.  Motion carried.

Moved by Jeanie Powers and supported by Cindy Lovell to accepted the recommended amendment to the Library Personnel Manual, Ch V, “Work Environment,” to read:

Smoke-Free and Tobacco-Free Workplace

To comply with legal standards and to provide healthy air quality for our employees, smoking of cigarettes, pipes, or cigars in the Library building is prohibited.  Consumption of tobacco products in other forms is also prohibited in the Library building.  The public and staff entrances to the Library building are also smoke-free zones.  Staff members who smoke may do so outside on Library property while utilizing the cigarette urn.  Staff may also smoke in their personal vehicles.            Motion carried.

Moved by Annie Dixon and supported by Cindy Lovell to hold a Public Hearing on the Ad Valorem Tax Rate at 4:00 p.m. on Monday, September 10, 2012, and to authorize Hallie Yundt Silver to so advertize.  Motion carried. 

Moved by Cindy Lovell and supported by Annie Dixon to authorize Hallie Yundt Silver to sign the contract with Charter in the amount of $1,359.00 for provision of public wi-fi through June 30, 2013, and to include public wi-fi in the e-Rate application for 2012-2013, which begins in October 2012.  Motion carried.

Moved by Annie Dixon and supported by Jeanie Powers to adjourn.  Meeting adjourned at 5:10 p.m.

Respectfully submitted,

Hallie Yundt Silver, Director (Acting as Board Secretary)

Hannibal Free Public Library

Accepted,

Pamela Ginsberg, President

Hannibal Free Public Library Board of Trustees