Hannibal Free Public Library

Board of Trustees Meeting

January 11, 2010

The Board of Trustees of the Hannibal Free Public Library will meet at 4:00 p.m., on Monday, January 11, 2010, in the Trustees Room of the Library.  Present were Todd Ahrens, Amber Baxter, Marjorie Coleman, Pam Ginsberg, Gordon Ipson, Jeanie Powers, Mike Scholes, and Becky Steffa.  Also present were Librarian Hallie Yundt Silver and Tamara Reed of F&M Bank and Trust.  

The meeting was called to order by Board President Becky Steffa at 4:00 p.m. 

Moved by Mike and supported by Jeanie to approve the Minutes of the meeting of December 14, 2009.  Motion carried.

Moved by Gordon and supported by Mike to approve the Claims for January 2010 in the amount of $60,134.25.  Motion carried.

Tamara provided the Treasurer’s Report.  Hallie reported that $25.00 had been deposited in the Trust in the Porter-O’Neill-Stone fund.

The City Financial Report was distributed at the meeting.  Hallie reported that it was received on Friday afternoon.

Moved by Gordon and supported by Mike to approve the Transfer Recommendation for January 2009 in the amount of $301,222.96 from the City account into the Cash Flow account.  Motion carried.

There was no Correspondence or Public Comment.

Todd provided the Finance Committee report. 

Moved by Todd and supported by Gordon at accept the audit.  Motion carried.

The Building Committee and the Library Personnel & Services Committee set the date of their meeting for January 27.  The Building Committee will meet at 4 p.m., followed by the Library Personnel & Services Committee at 4:05 p.m.  There has been no Nominating Committee meeting or report.

Hallie’s written report was included in the packet.  Hallie commented that patrons seem to be equally upset about the lack of Missouri tax forms and the change in hours.  She said that several staff members do not agree with the hour change either.  She reported the bright side of the hours change:  the capability of having all-staff meetings to develop the group dynamic and  improve morale.  Hallie went on to report on Sharon’s retirement party.  She indicated that she wants re-hire Sharon for the 15-hour position, beginning mid-February.  And, Hallie reported that the electric bill was high this month and will no doubt be high next month because of problems with the HVAC system.

Moved by Todd and supported by Jeanie to adopt the 2010 Calendar of Operations as presented.  Motion carried.

Moved by Gordon and supported by Pam G. to include in the City’s 5 Year Capital Plan

$1 million as a placeholder for the building expansion project, and $12,000 as placeholders for the microfilm-reader printers.  Motion carried.

Moved by Jeanie and supported by Pam G. to re-adopt the following wording concerning E-rate.  Motion carried.

It is the intent of the Board to continue participation in E-Rate funding for as long as the funds remain available.  Because of this intention, and because of overlapping fiscal years and the number of filing deadlines, the Board recognizes the difficulties an administrator has on occasion in seeking authorization prior to each filing.  The Board regards these filings as an administrative responsibility and does not see the need for the Director to seek prior approval before each filing.  Therefore, the Board authorizes its Library Director, Assistant Director, and/or the Library’s System Analyst to proceed and file E-Rate applications without specific prior approval from the Board. 

Moved by Todd and supported by Gordon to adopt a new resolution for the safety deposit box at F&M Bank authorizing access to the box with the signatures of two of the following people:  Hallie Yundt Silver, Sheila Dennehy, Todd Aherns, Becky Steffa.  Motion carried.

Hallie distributed the January and February Library events calendar.  She also distributed information about WebJunction.

Moved by Todd and supported by Pam G. to remove Peggy’s name from the Visa card and add Hallie’s name to it.  Motion carried.

Moved by Gordon and supported by Pam G. to remove Peggy’s name from the Walmart credit card, retain Hallie’s name on the card, and add Willie’s name to it.  Motion carried.

The next Library Board meeting will be on February 8, 2010.

Moved by Mike and supported by Marjorie to adjourn.  Meeting adjourned at 4:45 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted by the Board,

Becky Steffa, Board President