Hannibal Free Public Library
Board of Trustees Meeting
December 10, 2012
The Board of Trustees of the Hannibal Free Public Library met at 4:00 p.m., on Monday, December 10, 2012, in the meeting rooms on the third floor of the Library. Present were: Pam Ginsberg, Gordon Ipson, Cindy Lovell, Jeanie Powers, and Pam Warfield. Also present was Librarian Hallie Yundt Silver.
There being a quorum present, Library Board President Pam Ginsberg called the meeting to order at 4:10 p.m.
Moved by Jeanie Powers and supported by Pam Warfield to approve the Minutes of October 8, 2012, and no quorum Minutes of November 19, 2012. Motion carried.
Moved by Gordon Ipson and supported by Pam Warfield to approve the Claims for November 2012 in the amount of $50,777.09, and December 2012 in the amount of $43,638.98. The November list was included in the December packet. The final December list was distributed at the meeting. Motion carried.
The Trust Fund Report was distributed.
The City Financial Report for November was included in the December packet. The December report has not been released yet.
Moved by Cindy Lovell and supported by Jeanie Powers to approve the Transfer Recommendation for November 2012 in the amount of $45,294.06, moving from the Trust’s Cash Flow account to the Library’s Operating account at the City, and the Transfer Recommendation for December 2012 in the amount of $32,971.05, moving from the Trust’s Unrestricted Funds account to the Library’s Operating account at the City. Motion carried.
Correspondence was discussed, including a letter to Cartez Marion, a phone call concerning
whether there would be repercussions if Library employees said “Merry Christmas,” and Facebook comments about the Library’s not having a full-size Christmas tree.
There were no Public Comments or Committee Reports.
The Director’s written reports for November and December were included in the packets. Hallie Yundt Silver announced that the Holiday Party was noticed as a Social Event.
Moved by Gordon Ipson and supported by Pam Warfield to issue a Board Member Certificate and a Proclamation honoring Annie Dixon and her contribution to library services in Hannibal. Motion carried.
Moved by Cindy Lovell and supported by Gordon Ipson to adopt the following language concerning the Library’s E-Rate Participation: “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 IT Manager to proceed and file E-Rate applications without specific prior approval from the Board.” Motion carried.
No action was taken on the Non-Resident Fee for 2013 as it will remain at remain at $35 for an individual and $70 for a family.
Moved by Gordon Ipson and supported by Cindy Lovell to adopt the 2013 Calendar of Operations with the addition of closing at 1 p.m. on Thursday, September 26, 2013, for the evening Mini-Golf event. Motion carried.
Moved by Cindy Lovell and
supported by Jeanie Powers to
set
$21,000 as the fee for services to Ralls County residents for the calendar year
2013, and that Ralls County Library increase its support by $1,000 to $2,000
every year from 2014 until a realistic cap of $40,000 is reached.
Thereafter, this cap should increase by the COLA used by the City of
Hannibal for other similar increases.
Motion carried.
A
spreadsheet was distributed that showed disposition of surplus via the Silent
Auction of December 8, 2012. Moved
by Jeanie Powers and supported by Gordon Ipson to approve the list of Surplus
Equipment, dated November 15, 2012.
Motion carried.
A draft of the bid specification for the microfilm scanners was included in the
December packet. Moved by Jeanie
Powers and supported by Gordon Ipson to authorize Hallie Yundt Silver to let
bids for the microfilm scanners, with the opening on Monday afternoon, January
7, and acceptance at the Library Board meeting of January 14, 2013.
Motion carried.
Moved by Cindy Lovell and supported by Pam Warfield to amend paragraph 4 of the
Competitive Bidding Procedures of the Library Board’s Procurement & Disposition
Policy to read, “The Library Board will determine the date of the bid opening. It
may be at a regularly
scheduled or called meeting of the full Board or one of its committees, or the
Board may decide to delegate the responsibility to the Director and a designated
Board member as a witness, or to the Director and a Library staff member as a
witness. The bid opening is an open
meeting and so
noticed.” Motion carried.
Moved by Jeanie Powers and supported by Cindy Lovell to provide the following
information for the 2013 City’s Capital Projects Plan:
“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 Library’s Technology Plan will be provided to City Councilmen after
the Library Board adopts it in February 2013, the State Library’s due date.”
Motion carried.
Moved by Gordon Ipson and supported by Pam Warfield to adjust the base of the pay scale to $7.35 for the position of Library Shelver, effective January 1, 2013, due to Missouri’s minimum wage increase. Motion carried.
Moved by Cindy Lovell and supported by Jeanie to enter into Executive Session, admitting Hallie Yundt Silver, pursuant to RSMO 601.021(3) “Hiring, firing, disciplining or promoting of particular employees by a public governmental body…” Motion carried. (Roll call, all yes—Pam Warfield, Cindy Lovell, Jeanie Powers, Gordon Ipson, Pam Ginsberg)
Moved by Gordon Ipson and supported by Pam Warfield to re-enter open session. Motion carried. (Roll call, all yes—Jeanie Powers, Cindy Lovell, Pam Warfield, Gordon Ipson, Pam Ginsberg)
Moved by Cindy Lovell and supported by Pam Warfield to adjourn. Meeting adjourned at 4:55 p.m.
Respectfully submitted,
Hallie Yundt Silver, Director (Acting as Board Secretary)
Hannibal Free Public Library
Accepted,
Pamela Ginsberg, President
Hannibal Free Public Library Board of Trustees