Hannibal Free Public Library Board of Trustees met immediately following its
Public Hearing on its Ad Valorem Tax Rate at 4:00 p.m. on Monday, September 8,
2014, in the 3rd Floor Meeting Rooms at Hannibal Free Public Library,
200 South Fifth Street, Hannibal, MO
63401. Present were:
Kim Ahrens, Amber Baxter (left at 5:12 p.m.), David Clayton (arrived at
4:10 p.m.), Frank DiTillo, Brandi Lionberger (left at 4:53 p.m.), Sara North,
and
Vice President Kim Ahrens
chaired the meeting. She called the
meeting to order at 4:03 p.m. There
was consensus to take the Trust Fund Report first.
John Statsvold of F&M Bank and
Trust Company distributed F&M’s Trust Report.
He addressed the investment strategy of the Garth Trust, CD rates, and
F&M’s timeline on making decisions.
John Statsvold left the Library Board meeting
at 4:40 p.m.
Karen Sutor and Larry Shepherd
of First Bankers Trust Services provided information about investment services
their firm offers. They left the
meeting at 4:50 p.m.
Discussion followed on the four
CDs that had maturing or would mature soon.
Brandi Lionberger left the
Library Board meeting at 4:53 p.m.
Moved by David Clayton and
supported by Amber Baxter to approve the minutes of meeting of August 11, 2014.
Motion carried.
Claims for the second
check run in August 2014 were included in the packet.
Final Claims for September 2014 were distributed.
Moved by Tom Prater and supported by David Clayton to approve the
Claims for late August 2014 in the amount of
$18,432.31, changing payee to Visa Corporate Payment Solution, and to approve
the Claims for September 2014 in the amount of $65,583.64 plus $1,504.81 to F&M
payable from Trust Fees, $117.00 to Barcode Depot payable from Library Supplies,
$131.00 to Peters Heating payable from Repairs, and $10.15 to The Library Store
payable from Library Supplies.
Motion carried.
City Financial Reports for
June, July and August were distributed.
The Transfer Recommendation for September 2014 was
distributed. Moved by Amber
Baxter and supported by Frank DiTillo to approve the
Transfer Recommendation, showing no transfer
of funds between Cash Flow and the Operating Account. Motion
carried.
Hallie Yundt Silver announced that the Ad Hoc Library
Automation Committee, made up of Frank and herself, was comparing calendars to
arrive at times for conference calls to start negotiating with library
automation vendors. Otherwise, no
Committees met.
She announced further that her vacation and other
leave requests must be approved, and approved in advance whenever possible, per
the City Auditor. There was
consensus that she should include her leave requests in the items requiring
signatures after each Board meeting.
Then, whoever chairs the meeting would be responsible for signing.
She announced that another of the City Auditor’s
findings concerns the Visa statement.
She said that she had talked to Amber Baxter that morning.
As Board Treasurer and Chair of the Finance Committee, she planned to
review each statement and the accompanying invoices, and approve them.
If the statement is ready, she will do so immediately before each Board
meeting. If not, different
arrangements will be made when the statement arrives.
The written
Director’s Report was included in the packet.
Hallie Yundt Silver added the following information to her report at the
meeting:
Amber Baxter left at 5:12
p.m.
Moved by Tom Prater and
supported by David Clayton to accept the Director’s
Annual Narrative Report. Motion
carried.
Moved by David Clayton and supported by Frank DiTillo
to set the Ad Valorem Property Tax Rate for FY14-15 at $0.2798.
Motion carried.
Discussion followed on who
would represent the interests of the Library Board at the City Council meeting
of September 16, 2014, when the City will finalize
its Ad Valorem Property Tax Rate for FY14-15.
Hallie Yundt Silver cannot attend the Council meeting because of a
previously scheduled library program.
It was decided that Sara North would attend the City Council meeting.
There was consensus to
table to the following meeting the Non-Resident Fee and the Ralls County Fee for
following year.
Moved by David Clayton and
supported by Sara North to approve the Library’s application for Federal LSTA
Grants for Summer 2015 and Technology.
Motion carried.
An updated list of materials and
equipment proposed as surplus was distributed.
Moved by Tom Prater and supported by Frank DiTillo to designate the
materials equipment on the list as surplus.
Motion carried.
No motion was made to enter
Executive Session.
Discussion followed on the Trust.
A spreadsheet showing the value and fund generation of the Garth Trust
was requested. Also requested was a
list of the pros and cons of staying and leaving F&M Bank and Trust Company.
Moved by David Clayton and
supported by Frank DiTillo to allow the two CDs in Restricted Fund to mature on
October 6, 2014, to remain as $85,000 in cash in the fund, and to review their
reinvestment in no later than ninety days.
Also moved by allow the CD in Unrestricted by mature on September 15,
2014, to remain as $40,000 in cash in the fund, and to review its reinvestment
in no later than ninety days.
Further moved by transfer $111,000 from the Trust’s Capital Outlay Fund to the
Library’s operating account at the City, the investment of which is revisited
monthly. Motion carried.
Moved by David Clayton and
supported by Sara North to adjourn.
The meeting adjourned at 5:46 p.m.
Respectfully submitted,
Hallie Yundt Silver, Acting Secretary
Accepted,
Pamela Ginsberg, President