Hannibal Free Public Library

Board of Trustees Meeting

August 11, 2014

The Hannibal Free Public Library Board of Trustees met at 4:00 p.m. on Monday, August 11, 2014, in the 3^rd Floor Meeting Rooms at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO 63401. Present were: Kim Ahrens, David Clayton, Frank DiTillo, Brandi Lionberger, and Sara North. Absent were: Amber Baxter, Pam Ginsberg, Tom Prater, and Pam Warfield. Also present was Librarian Hallie Yundt Silver.

Vice President Kim Ahrens called the meeting to order at 4:00 p.m.

Sara North and David Clayton were welcomed and installed as newly appointed Trustees. Kim Ahrens was installed as Vice-President and Brandi Lionberger as Secretary of the Hannibal Free Public Library Board for FY2014-2015.

Moved by Frank DiTillo and supported by David Clayton to approve the Minutes of the budget hearing of June 9, the meeting of June 23, and the no quorum meeting of July 14, 2014. Several corrections were noted: Frank DiTillo’s name needed to be corrected on the Minutes of the Public Hearing; Kim Ahren’s name needed to be added to the “aye” vote to enter and exit Executive Session in the Minutes of the meeting of June 23, 2014. Motion carried.

Moved by David Clayton and supported by Sara North to approve he Claims for July and August 2014. Hallie Yundt Silver notified the Library Board that she planned to pay the AT&T bill for August and CDW-G bills for the Computers 2014 grant, over $18,000, with Visa. Motion carried.

The Trust Fund Report for July 2014 was distributed. Hallie Yundt Silver was instructed to invite Karen Sutor to an upcoming Library Board meeting to discuss the Garth Trust and CD rates.

The City Financial Report for July 2014 was not available yet.

The Transfer Recommendation for August 2014 was distributed. Moved by Frank DiTillo and supported by Brandi Lionberger to approve the Transfer Recommendation, showing no transfer of funds between Cash Flow and the Operating Account. Motion carried.

There was no Correspondence.

The updated list of Hannibal Free Public Library Board Members was distributed. Board President’s Pam Ginsberg’s appointments to committees were announced, including: Finance – Amber Baxter (chair), Pam Ginsberg, Frank DiTillo, Kim Ahrens; Personnel & Svcs – Tom Prater (chair), Brandi Lionberger, Sara North; Nominating – Pam Warfield (chair), Brandi Lionberger, Sara North; Building & Grounds – Kim Ahrens (chair), David Clayton, Frank DiTillo, Pam Warfield; By-Laws – David Clayton, (chair), Pam Ginsberg, Tom Prater.

No Committees met recently and there were no Committee reports. Discussion followed concerning the Library Director’s personnel file. It was decided that Kim Ahrens as Vice President would retain the file.

The written Director’s report was included in the packet. Hallie Yundt Silver added the following information to her written report:

The City Audit process to begin on August 18, 2014.
Bob Yapp to look over leaky and provide advice on how to proceed.
Reform Cannabis Town Hall meeting approached a political rally and therefore went beyond the Library’s limited public forum. Policy language was not strong enough to have stop the meeting when the last speaker moved from providing information and started rallying for votes. Sronger language will be included in a proposed amended Meeting Room policy for consideration this fall.
Upcoming Events

ü Book Sale, August 28, 29, 30

ü Trivia Night, September 12

ü Making Every Leaf Count, September 16

ü City Auction, September 27

ü Mini-Golf, September 27

ü Planning Day, October 2

ü Chess Tournament, October 11

ü Library Auction (Computers), TBA, probably in November

Three budgetary issues were discussed:

Hallie Yundt Silver indicated that spending the Reidl Foundation grant caused creation another expenditure line: Grants (Non LSTA), 80.60.529. She said she would seek approval of it when the Budget is next amended.
Moved by David Clayton and supported by Frank DiTillo to accept the City’s recent proposal for fee-based services. Motion carried.
Hallie Yundt Silver’s solution to deal with the Governor’s withholds was discussed. The first line was changed from “Board Travel” to MOREnet Conference, IT Manager.” There was consensus to follow this plan.

Moved by Sara North and supported by David Clayton to set 4 p.m. on September 8, 2014, as the date of the Library’s Public Hearing for the Ad Valorem Tax Rate. Motion carried.

Moved by Frank DiTillo and supported by Brandi Lionberger to update the Resolution for Safety Deposit Box requiring two signatures from any of the following people to access the safety deposit box: Sheila, Claire, Hallie, Amber Baxter, Pam Gingberg. Motion carried. Hallie Yundt Silver reported that the key to the Safety Deposit Box was in one of the key cabinets in her office.

There was consensus to table the Librarian’s Annual Narrative Report to the September meeting.

Moved by Brandi Lioinberger and supported by Frank DiTillo to enter Executive Session admitting Hallie Yundt Silver pursuant to RSMO 610.021(12) “Sealed bids and related documents, until the bids are opened; and sealed proposals and related documents or any documents related to a negotiated contract until a contract is executed, or all proposals are rejected.” Motion carried. (Roll call (all ayes): Brandi Lionberger, Sara North, Frank DiTillo, David Clayton, Kim Ahrens.)

The meeting was closed at 5:45 p.m.

Moved by Frank DiTillo and supported by Brandi Lioinberger to enter Open Session. Motion carried. (Roll call (all ayes): Brandi Lionberger, Sara North, Frank DiTillo, David Clayton, Kim Ahrens.)

The meeting re-opened at 5:35 p.m.

Moved by Brandi Lioinberger and supported by Frank DiTillo to adjourn. Motion carried.

The meeting adjourned at 5:35 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted,

Pamela Ginsberg, President