HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of September 11, 2018

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting, following the Public Hearing on its Ad Valorem Tax Rate at 5:00 p.m., on Tuesday, August 14, 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, Roy Hark, JíNelle Lee (5:05 p.m.), Sara A. North, Tom Prater, and Lauren Youse. Casey Welch was absent. Also Present: Josh Wilson of HomeBank and Hallie Yundt Silver, Library Director.

Library Board President Kim Ahrens chaired the meeting. She called it to order at 5:06 p.m.

Josh Wilson of HomeBank made a presentation on HomeBankís tiered business money market accounts. Mr. Wilson indicated that ICS, allowed by Missouri in lieu of pledges, would be used to secure funds on deposit over the FDIC limit. He said the minimum balance needed to be $2,500. He indicated that wire transfer into the account would cost $10 and out of the account $25, but he would be willing to waive several wire transfers a year. Other fees described included: $5 for a cashierís check, $21 a box for checks after the first free box with deposit slips provided at no additional expense. A $15 fee per month would be assessed if the account drops below the minimum of $2,500. Six check/withdrawals per month would be permitted with $5 per check charged for additional checks.

Josh Wilson left at 5:15 p.m.

Moved by Frank DiTillo and supported by JíNelle Lee to approve the Minutes of the meeting of August 14, 2018, correcting the motion about the Claims for the first part of August to read as follows: "Moved by Frank DiTillo and supported by Annie Dixon to approve the Claims for the first part of August in the amount of $56,852.46, and the MasterCard claim for July in the amount of $1,768.66. Discussion followed concerning the invoice for the book sale ad in the Hannibal Courier Post, which printed last yearís book sale ad. Hallie Yundt Silver recommend that it be paid despite the error. Motion carried." Motion carried.

Claims for the first part of September were distributed in the amount of $40,085.68. The complete MasterCard statement for August in the amount of $4,055.53 and the credit card spreadsheet were included in the packet. Hallie Yundt Silver noted that 1) One payment of $550.00 to National Audio Company should be made, not two, and 2) Additional Claims included $6,903.68 to the City of Hannibal and $32.40 to Kansas City Life, both from 80.60.105, Hospitalization, and $8,421.84 to University of Missouri for MOREnet services from 80.60.450, Computer Contracts. She commented that $14,600 was debited from 80.60.271, Cost Apportionment to General Fund via journal entry by the City Collector. Moved by Roy Hark and supported by Annie Dixon to approve total Claims for September in the amount of $73,549.13. Motion carried.

Moved by Sara North and supported by Frank DiTillo to authorize the Investment Committee to redeem the CD maturing on October 16, 2018 at SaintsAvenue Bank. Further moved to authorize the investment of the proceeds in a local money market account or local CD for 6 or 7 months, depending on the interest rates. Motion carried.

Moved by Sara North and supported by Roy Hark to accept the Investment Report. Motion carried.

The City Financial Report was distributed.

The Transfer Recommendation was distributed. Moved by Roy Hark and supported by Frank DiTillo to approve the Transfer Recommendation for September 2018, showing a transfer of $5,000 from cash flow to capital outlay in the account at HNB. Motion carried.

Hallie Yundt Silver reported she had sent two emails to the City Attorney. She said that one concerned which body is responsible for setting the Libraryís Ad Valorem tax rate. The other concerned a statement in a City Ordinance that seems to restrict the Library Boardís access to its funds. She reported that she contacted Leslie Vanstrein at the Hannibal Courier Post and heard from her that no progress had been made.

The Investment Committee met on September 4th, and minutes were included in the packet. The Strategic Planning Committee met on August 27th, with minutes in the packet, and had a meeting scheduled on September 19th. No other Committees had met.

The written Directorís Report was included in the packet. Hallie Yundt Silver added that she and Caitlin were in the throes of final report writing for the two LSTA grants. She distributed copies of BOLDís report. She answered several of Frankís questions, including: 1) 628 surveys were returned, almost 43%, or 269, were returned on paper, and the remaining 359, or just over 57%, were completed directly via SurveyMonkey. 2) The Library Board reviews Non-Resident Fees annually, typically in October or November when the Ralls County fee is reviewed. Set in FY13-14, the fee remains at $40 for an individual or $80 for a family. 3) The school districtís and the library districtís boundaries are different. Right now, the library districtís and the Cityís boundaries are the same in both counties. She went on to compliment staff, particularly Caitlin, once again on the handling of the truck accident on August 24th. She thanked Kim, Tom, and Roy for their assistance. She announced that ePeriodicals through OverDrive will begin on October 1st, and shared the list of popular titles. She reported on progress moving MOREnetís kinetic service to Microsoftís email service. She indicated that a wire transfer was the best way to deposit the proceeds from the CD that matured on September 3rd at Commerce Bank, and HNB charged a fee of $25 for this service. She reported that she and Roy concluded the handling of the CDARS investment of $175,000 at F&M the day of the meeting. She asked Frank, Kim, and Roy to sign several bank resolutions after the meeting.

JíNelle Lee left at 5:41 p.m.

Moved by Tom Prater and supported by Lauren Youse to do a proclamation to authorize Frank and Hallie Yundt Silver to close the money market account at HNB and take the proceeds as a cashierís check, and to do a proclamation to authorize Frank DiTillo and Hallie Yundt Silver to open a money market account at HomeBank to include Kim Ahrens and Roy Hark as signatories and to require two signatories, using the HNB cashierís check.

Moved by Roy Hark and supported by Frank DiTillo to set Ad Valorem Property Tax Rate at $0.2951 for FY2018-2018. Motion carried.

Moved by Sara North and supported by Frank DiTillo to establish a designated account called "Mr. & Mrs. E. A. Willmann Memorial" using the check from the Willmann Family Charitable Trust. Recognizing that the donorsí designation of the gift is quite broad, moved to further restrict the fund so it is used at this time to purchase childrenís books with the understanding that should a different need be identified in the future, the Library Board may decide to change the restriction. Further moved to deposit the check in the amount of $1,000 in the account at HNB and do a paper transfer to AMG, exchanging $1,000 from Unrestricted in the Evans Bank CD, maturing June 15, 2023. Motion carried.

Moved by Annie Dixon and supported by Roy Hark to accept the Librarianís Annual Narrative Report. Motion carried.

 

The Library was closed on Saturday, August 25th, while staff and Board members dealt with the aftermath of the truck accident. Moved by Lauren Youse and supported by Roy Hark to approve the closing after the fact and to pay staff already present at work at the time of the closing, a total of 32.5 hours. Motion carried.

Moved by Roy Hark and supported by Frank Ditillo to waive the Procurement Policy to accept Johnson Painting & Decoratingís estimates in the amount of $2,390 to pay for repairs to the exterior caused by the uninsured motoristís accident, to repair the paint/plaster on the ceiling in the 3rd floor workroom, and to patch an area on the handicap surround wall which overlays some rotten wood trim. Motion carried.

Moved by Roy Hark and supported by Annie Dixon to adjourn. Motion carried.

The Library Board adjourned at 6:04 p.m.

Respectfully submitted,

 

Hallie Yundt Silver, Acting Secretary

Accepted,

 

Kim Ahrens, President