Hannibal Free Public Library

Board of Trustees Meeting

January 29, 2013

 

The Board of Trustees of the Hannibal Free Public Library met at 4:00 p.m., on Tuesday, January 29, 2013, in the meeting rooms on the third floor of the Library.  Present were:  Pam Ginsberg, John Hark, Jeanie Powers, and Pam Warfield.  Cindy Lovell participated on the speaker phone.  Also present was Librarian Hallie Yundt Silver.  

 

The meeting having been properly noticed and there being a quorum present, Library Board President Pam Ginsberg called the meeting to order at 4:05 p.m.

 

Moved by Jeanie Powers and supported by Pam Warfield to approve the Minutes of meeting of December 10, 2012, and the no quorum meetings of January 14 and 23, 2013.  Motion carried.

 

Updated Claims for January 2013 were distributed.  Moved by Pam Warfield and supported by Jeanie Powers to approve the Claims for January 2013 in the amount of $50,967.14.  Motion carried.

 

The Trust Fund Report was included in the packet   Moved by John Hark and supported by Pam Warfield to reinvest funds that have matured, as follows:  Reinvesting $6,752.41 in Restricted Funds plus $4,215, which matured on January 16, 2013 .together in one CD for 36 months; reinvesting $76,444.64 in Unrestricted Funds plus two to mature in March 2013 for 36 months to continue laddering; leaving

$61,009.57 as cash in Capital Outlay until we know how much the Mortar and Stucco project will cost, then transferring into the operating account enough to cover the Mortar and Stucco project and the local cost of the Microfilm Scanner Equipment project.  Motion carried.

 

The City Financial Report was sent in the supplemental packet. 

 

Moved by John Hark and supported by Pam Warfield to make no transfer in January 2013.  Discussion followed concerning the 1% cost to keep cash in the Trust   It was acknowledged that the funds in the Library’s operating account are not available to enlarge expenditures for the current fiscal year since they must cover much of the Library’s expenditures through December 2014.  Motion carried.

 

Hallie Yundt Silver reported that several people who purchased computers at the last Silent Auction had expressed disappointment.  She said that, any dissatisfied purchasers demanding their money back would be handled as anyone needing a refund over $3.  She explained that a refund over $3 is handled as an invoice on the monthly Claims.

 

There was no Public Comment or Committee Reports.

 

The written Director’s Report was included in the packet.  Hallie Yundt Silver requested committee meetings to get started budgeting for the upcoming fiscal year.  She notified the Library Board of her

emergency plans to deal with a flu epidemic. 

 

Moved by Jeanie Powers and supported by Pam Warfield to authorize Hallie Yundt Silver to let bids on the Mortar & Stucco Project with March 4, 2013, the date of the bid opening.  Motion carried.

 

Moved by Jeanie Powers and supported by Pam Warfield to accept minutes of the Microfilm Equipment Bid Opening on January 7, 2013.  Motion carried.

 

Moved by John Hark and supported by Pam Warfield to accept the bid from RMC Imaging for two microfilm scanners and associated equipment for a total of $22,251.50.  Motion carried.

 

Moved by John Hark and supported by Jeanie Powers to accept the Missouri State Library’s Supplemental Agreement on the grant and authorize Hallie Yundt Silver to sign the agreement.  Motion carried.

 

Moved by Jeanie Powers and supported by John Hark to accept RMC Imaging’s service agreement for 2014-2015 at $1,050 maximum.  Motion carried.

 

Moved by John Hark and supported by Pam Warfield to authorize Hallie Yundt Silver to solicit proposals for management of the Library’s trust funds, and set March 4, 2013, as the opening date for proposals.  Motion carried.

 

Moved by John Hark and supported by Pam Warfield to re-issue Toni Rose’s retirement proclamation, to issue a proclamation to Donna Caldwell in celebration of her 25th anniversary at the Library, and to issue proclamations to the following volunteers:  Kayla C. Benson, Barbara & Jim Eddy, Joseph Frye, Harriet & Norman Grubb, Sarah A. Meidl, Doris Nichols, LaVerne See, Jana Suchland, Nathan Walton & his mother, Marsha Walton, Mormon Missionaries, including Elders Samuel K. Bradshaw, Nickolas J. Cutler, Grayson B. Gubler, Colin F. Johnson, Bridger C. Mattson, Jackson J. Steele, and Jess L. Wright, Foster Grandparents, including LaVera Foster, Virginia Hampton, Joan Hays, Doris Mims, and Evelyn Perkins, and the Friends of the Hannibal Free Public Library.  Motion carried.

 

Moved by Jeanie Powers and supported by Pam Warfield to accept the Audit for FY2011-2012.  Motion carried.

 

There was consensus that Hallie Yundt Silver should poll all Library Board members concerning the day and time of meetings. 

 

Moved by Jeanie Powers and supported by John Hark to set Tuesday, November 12, 2013, as the date for the November meeting because of the Veteran’s Day holiday.  Motion carried.

 

There was consensus to recommend the following people to the Mayor for consideration as Library Board members:  Frank DiTillo, Charles Bindemann, Brandi Lionberger, and Tom Prater.

 

Hallie Yundt Silver stated the no decision was needed on the Microsoft Licensing Agreement. 

 

Moved by John Hark and supported by Pam Warfield to authorize the closing of the Library at 2 p.m. on December 20, due to the weather.  Motion carried.

 

Moved by John Hark and supported by Jeanie Powers to declare surplus the old 2x2 light fixtures with bad ballasts.  Motion carried.

 

Moved by John Hark and supported by Pam Warfield to adjourn.  Meeting adjourned at 4:40 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