HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING OF July 12, 2016

 

The Hannibal Free Public Library Board of Trustees met on Tuesday, July 12, 2016, at 5:00 p.m., 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, J’Nelle Lee, Sara A. North, Tom Prater (at 5:08 p.m.), and Casey Welch.  Absent were: Amber Baxter and Lauren Youse.  Also present was Librarian Hallie Yundt Silver.

 

Board President Kim Ahrens chaired the meeting.  She called it to order at 5:04 p.m.

 

It was determined that Installation of Officers for FY2016-2017 was not needed since all officers were returning this year. 

 

Moved by David Clayton and supported by Frank Ditillo to approve the Minutes of the Meeting of June 14, 2016, and the Bid Opening Minutes of July 5, 2016.  Motion carried.

 

Claims for July 2016 were distributed.  An invoice from Riback in the amount of $35.08 was added to the printed list to be debited from Repairs.  It was noted that personnel expenses had not been included in July’s Claims.  Moved by David Clayton and supported by Casey Welch to approve the Claims in the amount of $6,472.82.

 

The Investment Report for June 2016 was provided verbally.  Hallie Yundt Silver reported that the Investment Committee made one of the investments authorized by the Library Board in June, the one at Macon Atlanta Bank in Monroe City for $105,000 for 55 months (January 21, 2021 maturity) at 2.00% APY interest.  She reported further that the Finance Committee decided on July 5^th to invest up to $100,000 with AMG/Prospera after a conference call with Brad Lukens.  Frank DiTillo explained above and below par purchases of CDs on the secondary market. 

 

Moved by Tom Prater and supported by David Clayton to authorize the Investment Committee to handle investments needed later in July.  Motion carried.

 

The Transfer Recommendation was distributed, showing a balance in the operating account of $97,230.16 after July’s Claims are paid.  Moved by David Clayton and supported by Frank DiTillo to approve the Transfer Recommendation with no transfer of funds between Cash Flow and the Operating Account.  Motion carried. 

 

There was no Correspondence to report to the Library Board. 

 

Minutes of the Finance Committee meeting were included in the packet.  No other committees met.  Kim Ahrens made committee assignments for FY2015-2016, including:

 

• Finance – Amber Baxter (chair), Frank DiTillo, Kim Ahrens, Lauren Youse
• Personnel & Svcs – Tom Prater (chair), Sara North, J’Nelle Lee, David Clayton
• Nominating –Sara North (chair), Lauren Youse, Casey Welch
• Building & Grounds  – Kim Ahrens (chair), J’Nelle Lee, Tom Prater, Casey Welch
• By-Laws – David Clayton, (chair), Amber Baxter
• Investment – Frank DiTillo, Hallie Yundt Silver

 

The Director’s written report was included in the packet.  Also included was the calendar of actions the Library Board needs to address in FY2015-2016.  Hallie Yundt Silver provided additional information.  She said that although Programming Statistics were included in the packet, Circulation Statistics were not completed in time for the meeting.  She provided additional information about the recent power outage and subsequent computer problems, and said that a replacement switch had been ordered from ETC Computerland.  There was consensus that she should add the dead switch to the list of surplus and dispose of it.  She stated that the Library needed to purchase that some kind of cell phone for the Custodian to carry while he is at work in the morning and evening by himself.  She concluded her report by updating the Library Board about the bed bug situation.

 

Discussion followed about the bed bug situation.

 

Moved by David Clayton and supported by Casey Welch to accept Johnson Painting & Decorating’s bid for the Interior Painting 2016 Project in the amount of $19,548, and to authorize Hallie Yundt Silver to complete the paperwork.  Motion carried.

 

Moved by David Clayton and supported by J’Nelle Lee to waive the Library’s Procurement Policy and accept the quote from American Glass in the amount of $2,520 to replace clips holding on the storm windows and to replace/repair the three storm/screen windows in the Board Room. 

Motion carried with six ayes and Casey Welch abstaining.

 

Moved by Tom Prater and supported by J’Nelle Lee to authorize the completion of the state aid application and the submission of the three forms and their accompanying paperwork.  Motion carried.