HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES OF THE MEETING of June 12, 2018
The Hannibal Free Public Library Board of Trustees held a Public Hearing on its budget immediately followed by its regular monthly meeting. The Public Hearing begins at 5:00 p.m. on Tuesday, June 12, 2018, in the 3rd Floor Meeting Rooms at Hannibal Free Public Library, 200
South Fifth Street, Hannibal, MO 63401. Present: Kim Ahrens, Frank DiTillo, Roy Hark, Tom Prater, and Casey Welch. Absent: Amber Baxter, J’Nelle Lee, Sara A. North, and Lauren Youse. Also Present: Hallie Yundt Silver, Library Director.
Library Board President Kim Ahrens chaired the meeting. She called it to order at 5:09 p.m.
Moved by Frank DiTillo and supported by Roy Hark to approve the Minutes of the meeting of May 8, 2018. Motion carried.
Moved by Tom Prater and supported by Casey Welch to amend the Minutes of the meeting of March 13, 2018, to include the following motion: "Moved by Roy Hark and supported by Casey Welch to authorize the Investment Committee to redeem the CD at Central State Bank, which matures on April 16, 2018, and further to authorize the Investment Committee to re-invest the funds locally for six months at the best rate. Motion carried." Motion carried.
Moved by Tom Prater and supported by Roy Hark to waive the Procurement Policy and for the purchase from Hillyard of Columbia in the amount of $835.83. Motion carried.
Claims for the First Half of June were distributed. The Claim for Master Card was included in the Financial Packet. Moved by Roy Hark and supported by Tom Prater to approve the Claims in the total amount of $113,559.97. Discussion followed that identified MIRMA as a Claim that had already been debited from the account. Also discussed was the Street Department’s Claim for $477.18 for oil used to seal the parking lot, which would be debited from the account for Capital Outlay, 80.60.211. Motion carried.
Frank DiTillo reported on recent investments.
Moved by Casey Welch and supported by Roy Hark to approve the Investment Report for June 2018. Motion carried.
The City Financial Report was included in the Packet.
The Transfer Recommendation was distributed. Moved by Tom Prater and supported by Frank DiTillo to approve the Transfer Recommendation for June 2018, showing no transfer between accounts. Motion carried.
There was no Correspondence.
Meeting plans for various Committees were discussed. Minutes of the Investment Committee meeting were included in the packet. Discussion of the Strategic Planning Ad Hoc Committee was postponed to the Executive Session.
The written Director’s Report was included in the packet. Hallie Yundt Silver added the following to her report:
Kim Ahrens read the following statement, "The tentative agenda of this meeting also includes a vote to close part of this meeting pursuant to RSMO 610.021(3) "Hiring, firing, disciplining or promoting of particular employees by a public governmental body…," and to RSMO 610.021(12) "…sealed proposals and related documents or any documents related to a negotiated contract until a contract is executed, or all proposals are rejected…""
Moved by Tom Prater and supported by Frank DiTillo to enter Executive Session. Motion carried. (Roll call (all ayes): Tom Prater, Frank DiTillo, Kim Ahrens, Casey Welch, Roy Hark)
The Library Board entered closed session at 5:30 p.m.
The Personnel Budget Detail was discussed as it related to a proposed retirement. The Marketing Research Analyst revised proposal was discussed. No action was taken on either agenda item.
Moved by Roy Hark and supported by Frank DiTillo to exit Executive Session. Motion carried. (Roll call (all ayes): Tom Prater, Frank DiTillo, Kim Ahrens, Casey Welch, Roy Hark)
The Library Board meeting re-opened at 5:42 p.m.
Casey Welch gave the second and the final reading of the Nominating Committee’s proposed Slate of Officers, including: Kim Ahrens as Board President, Tom Prater as Vice-President, Frank DiTillo as Treasurer, and Sara North as Secretary. Nominations were invited from the floor.
Moved by Roy Hark and supported by Casey Welch to close nominations and elect by acclamation. Motion carried.
Moved by Roy Hark and supported by Frank DiTillo to authorize Hallie Yundt Silver to oversee the final expenditures of the FY2017-2018 budget, making adjustments to individual accounts but not overspending the bottom line of $810,266. Motion carried.
There was consensus that Hallie Yundt Silver should proceed with some of the smaller equipment purchases, budgeted for the upcoming fiscal year, and get them purchased in time to include on the Second June 2018 Claims.
Moved by Tom Prater and supported by Roy Hark to approve the FY2018-2019 budget, showing Revenues of $918,814, Operating Expenditures of $865,915, and Capital Outlay Expenditures of
$285,550, the difference being made by a transfer from funds reserved and already on hand for Capital Outlay. Motion carried.
Moved by Frank DiTillo and supported by Casey Welch to award the Marketing Research Analyst contract to BOLD Marketing in the amount of $9,935 with a question about the two charges for social media. Motion carried.
Moved by Roy Hark and supported by Frank DiTillo to adjourn. Motion carried. The Library Board adjourned at 5:51 p.m.
Hallie Yundt Silver, Acting Secretary Accepted,
Kim Ahrens, President