Hannibal Free Public Library
Board of Trustees Meeting
April 8, 2013
The Board of Trustees of the Hannibal Free Public Library met at 4:00 p.m., on Monday, April 8, 2013, in the meeting rooms on the third floor of the Library. Present were: Amber Baxter, Frank DiTillo, John M. Hark, Gordon Ipson, Brandi Lionberger, and Jeanie Powers. Absent were: Pam Ginsberg, Mike Scholes, and Pam Warfield. Also present was Librarian Hallie Yundt Silver.
The meeting having been properly noticed and there being a quorum present, Library Board Vice-President Jeanie Powers called the meeting to order at 4:00 p.m.
Moved by Frank DiTillo and supported by Gordon Ipson to approve the
Minutes of the meeting and executive session of March 11, 2013.
Motion carried.
Moved by Gordon Ipson and supported by John M. Hark to approve the Claims for
April 2013 in the amount of $51,677.22, plus Claims added after the March
meeting for AT&T at $92.14 and Movie Licensing USA at $505.00.
Motion carried.
The Trust Fund Report was distributed.
Hallie Yundt Silver reported that the April report will show the transfer
from Unrestricted to Cash Flow approved by the Library Board in March.
She indicated that the rest of unrestricted cash should be left in the
money market account as cash until the cost of the Masonry project is known.
There was consensus that she should invite Karen Sutor visit with the
Library Board in May.
The City Financial Report was distributed.
Hallie Yundt Silver reported that she had received it that morning, and
there had been no time to look it over.
The Transfer Recommendation was distributed, showing a balance of $448,273.22 in
the Library’s operating account at the City.
Moved by John M. Hark and supported by Frank DiTillo not to transfer any
money into the Trust at this time.
Motion carried.
There was no Correspondence, Public Comment or Committee Reports.
The written Director’s Report was included in the packet. Hallie Yundt Silver distributed Circulation statistics at the meeting. She added the following information to her written report:
She announced that the microfilm scanning equipment started to be delivered that
day and that Quincy Public Library has accepted the donation of the used Minolta
reader/printers and associated tables.
She stated that the Masonry project needed to be rebid.
She thanked John M. Hark for expressing his concern about the bid process
and indicated she awaited information from the City Attorney on procedures to
use when extending the date of a bid opening.
She reported that Bob Yapp indicated he had talked to two of the local
contractors. She said she had
received email from a contractor in Kansas City.
They all said they needed more time to pull a bid together.
When the project is re-let, she said she wants to add clean-up and
disposal of waste to the specification to make the contractor responsible.
She said at least one more draw (partial payment) needs to be scheduled
into the project to provide better supervision as well.
Moved by Gordon Ipson and supported John M. Hark to set the date of the bid opening for the Mortar, Stucco & Roof project on Wednesday, May 29, 2013, at 5 p.m., and to authorize Hallie Yundt Silver to advertise the project. Motion carried.
Moved by Gordon Ipson and
supported Amber Baxter to fund up to $800 of Hallie Yundt Silver’s expenses to
attend the
Federated Genealogical Societies Conference in Fort Wayne, Indiana, in August
2013. Motion carried.
Discussion followed on funding at the Missouri State Library. There was consensus that Hallie Yundt Silver should continue following the situation and draft a letter for the Board to review when appropriate.
Moved by John M. Hark and supported by Gordon Ipson to enter Executive Session, admitting Hallie Yundt Silver, pursuant to RSMO 610.021(12) “Sealed bids and related documents, until the bids are opened; and sealed proposals and related documents or any documents related to a negotiated contract until a contract is executed, or all proposals are rejected.” Motion carried. (Roll call, all ayes: Brandi Lionberger, Amber Baxter, Frank DiTillo, Gordon Ipson, John M. Hark, Jeanie Powers) The session was closed at 4:35 p.m.
Moved by John M. Hark and supported by Gordon Ipson to open the meeting. Motion carried. (Roll call, all ayes: Brandi Lionberger, Amber Baxter, Frank DiTillo, Gordon Ipson, John M. Hark, Jeanie Powers) The meeting re-opened at 4:54 p.m.
Moved by John M. Hark and supported by Gordon Ipson 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