HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of November 13, 2018

Members of the Hannibal Free Public Library Board and the Ralls County Library Board attended a physical and virtual tour of Hannibal Free Public Library at 4:00 p.m., on Tuesday, November 13, 2018. No business was conducted before the Library Board convened for its regular monthly meeting. Present at the tour were: Kim Ahrens, Frank DiTillo, Annie Dixon, JíNelle Lee, Sara A. North, Casey Welch, Library Director Hallie Yundt Silver, Assistant Director Caitlin Greathouse, and the Ralls County delegation: Library Director Kay Amos, Lucia Hamill, Pat Malia, and Gina Rodenbaugh. The tour concluded at 5:25 p.m.

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting at 5:00 p.m., on Tuesday, November 13, 2018, in the 3rd Floor Meeting Rooms at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO 63401. Present: Kim Ahrens, Frank DiTillo, Annie Dixon, JíNelle Lee (left at 5:45 p.m.), Sara A. North, and Casey Welch. Absent: Roy Hark, Tom Prater, and Lauren Youse. Also Present: Library Director Hallie Yundt Silver and Assistant Director Caitlin Greathouse

Library Board President Kim Ahrens chaired the meeting. She called it to order at 5:38 p.m.

There was consensus to table approval of the Minutes of the meeting of October 10, 2018.

Final Claims for November were distributed in the amount of $44,579.58. Hallie Yundt Silver commented that Health Insurance in the amount of $5,060.40 was omitted. It was further noted that the MasterCard statement for October in the amount of $3,752.00 and the credit card spreadsheet were included in the packet. Moved by Annie Dixon and supported by Sara North to approve total Claims for September in the amount of $65,121.93. Motion carried.

Hallie Yundt Silver reminded the Library Board that claim in the amount of $10,469.40 to SirsiDynix for its annual payment was approved for payment via email after Octoberís Library Board meeting.

Hallie Yundt Silver announced that the money market at HNB was closed and one opened at HomeBank.

The following CD maturities were discussed: December 5, 2018, at Saints Avenue Bank, and December 15, 2018, at F&M Bank. Moved by Casey Welch and supported by Frank DiTillo to authorize the Investment Committee to redeem both CDs, and to rurther authorize the Investment Committee to add $26,571.98 in Cash Flow to the principal of the F&M CD and to reinvest the principal of both CDís at the best local interest rates to mature in 2020 and/or 2021, if possible in September or October.

There was consensus that Hallie Yundt Silver should include a funds transfer from cash flow or undesignated into capital outlay on Decemberís Transfer Request.

Moved by JíNelle Lee and supported by Annie Dixon to approve the Investment Report for October 2018. Motion carried.

 

The City Financial Report was included in the financial packet.

The Transfer Recommendation was distributed. Moved by Annie Dixon and supported by Frank DiTillo to approve the Transfer Recommendation for November 2018, showing a transfer of $100,000 from the operating account at F&M to the money market account at HomeBank. Motion carried.

No Correspondence was reported. Scheduling Committee meeting was discussed with consensus that Hallie Yundt Silver should email. Casey Welch indicated that the Building & Grounds Committee should read and respond to the Carpet Consultant RFP via email instead of meeting.

JíNelle Lee left at 5:45 p.m.

The written Directorís Report was included in the packet. Hallie Yundt Silver added the following to her report:

The check for the 1st and 2nd quarters of A&E was received in the amount of 1,524.36. To be used for childrenís books, budget amendments would be requested in December.

CSLP items must be ordered by December 1st. Notification of the marketing grant seemed to be delayed by the Federal budget issues. If funded, approval of this grant would be sought at the same time as the main Summer grant, probably in February.

Caitlin had the Summer 19 grant nearly finished, requesting $5,817 in Federal funds with $1,150 as a local match.

The Public Library Survey, aka State Statistical Report, was finished and submitted.

Johnson Painting & Decorating was almost finished with the repairs.

The December programming calendar was distributed.

Hallie Yundt Silver announced that it was difficult to find a good date for the Library Boardís focus group for the strategic plan. She recommended that a group should meet on Tuesday, November 27th, at 5 p.m. There was consensus that she should notice this meeting and meet individually with those who cannot attend.

Moved by Annie Dixon and supported by Casey Welch to adopt the following language for this yearís Capital Outlay statement to the City: "A building expansion project is planned at some point in the future (placeholder at $1 million although we anticipate that expansion will cost considerably more than that amount). The Libraryís 2-year Capital Plan was included in the FY2018-2019 Budget Narrative on pages 10 to 14, which was provided to the City Council in July 2018." Motion carried.

Moved by Sara North and supported by Casey Welch to approve the Calendar of Operations for 2019. Motion carried.

Annie Dixon thanked the Library Board for books placed in the collection in memory of her brother.

Moved by Frank DiTillo and supported by Casey Welch to adjourn. Motion carried.

The Library Board adjourned at 5:57 p.m.

Respectfully submitted,

 

Hallie Yundt Silver, Acting Secretary

Accepted,

 

Kim Ahrens, President