HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING OF May 9, 2016

The Hannibal Free Public Library Board of Trustees met on Monday, May 9, 2016, at 4:00 p.m., in the 3^rd Floor Meeting Rooms at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO  63401.  Present were:  Kim Ahrens, David Clayton, Frank DiTillo, J’Nelle Lee, Sara North, Casey Welch, and Lauren Youse.  Amber Baxter was absent.  Also present was Librarian Hallie Yundt Silver

Library Board President Kim Ahrens chaired the meeting and called it to order at 4:04 p.m.

Moved by Sara North and supported by David Clayton to approve the Minutes of the Meeting of April 11, 2016.  Motion carried.

Final Claims for May 2016 were distributed and discussed.  Moved by Frank DiTillo and supported by David Clayton to approve the Claims for May 2016 in the amount of $49,111.76.  Motion carried. 

The Investment Report for April 2016 was emailed separately than the packet.  Hallie Yundt Silver reported that she had completed and faxed AMG paperwork.  Moved by David Clayton and supported by Tom Prater to approve the Investment Report.  Motion carried. 

The City Financial Report was distributed.  Hallie Yundt Silver commented that it had been received the day of the meeting, and there was no time to review it.

The Transfer Recommendation for May 2016 was distributed.  Moved by Lauren Youse and supported by Frank DiTillo to approve the Recommendation, showing the transfer $52,000 from Cash Flow at HNB into the Operating Account, and to authorize Kim Ahrens and Hallie Yundt Silver to sign the check.  Motion carried. 

Correspondence sent to the Library Board was discussed, including an exchange of emails with a teen from California and two letters imposing consequences for inappropriate behavior.  Hallie Yundt Silver requested that she be permitted to handle the matter should a member of the Library Board receive a complaint about her objection to a patron’s use of pejoratives and impatience.

Committee activities were discussed, as follows:

• The Finance Committee meeting to approve the Second Claims for June 2016 will be scheduled after dates are reviewed via email.
• The Investment Committee to meet later in May.
• The Nominating Committee met.  Sara North gave the Committee report.  She said the Committee recommended current officers be re-elected and reappointments be recommended for those Trustees whose terms expire.
• Kim Ahrens summarized the survey.  She indicated she needed to email again before committee assignments are finalized.  Discussion followed on moving the meeting day and time. 

Moved by Sara North and supported by David Clayton to move the day and time of the regular monthly meeting of the Hannibal Free Public Library Board of Trustees to the second Tuesday of the month at 5:00 p.m.  Motion carried.

The written Director’s Report was included in the packet.  There was consensus that the Library Board would consider again the State Library’s request for metadata after a review by the City Attorney.  Hallie Yundt Silver reported that the Hannibal Police Department was patrolling the Library several times daily.  She reported on several repairs that had been completed or were underway.

Sara North provided the Nominating Committee’s first reading of the proposed slate of officers for fiscal year 2016-2017.  Included were Kim Ahrens as President, Tom Prater as Vice-President, Sara North as Secretary, and Amber Baxter as Treasurer. 

Kim Ahrens called for nominations from the floor.  No nominations were made.

Moved by Frank DiTillo and supported by Casey Welch to recommend to the Mayor the reappointment of Kim Ahrens, Tom Prater, and Lauren Youse for full 3-year terms to expire June 30, 2019.  Motion carried.

Moved by Tom Prater and supported by Frank DiTillo to amend the budget, as follows:

·         Increase in various materials budget accounts from total of $85,000 to $95,435. 

·         Increase in Assessment & County Collector Fees, 80.60.206, from $22,468 to $23,942.

·         Increase in Library Supplies, 80.60.248, from $9,118 to $9,890

·         Increase in Grants (non-LSTA), 80.60.529, to $2,892.  This account was used to purchase t-shirts provided by the Riedel Foundation Grant for Summer 15.

·         Increase in Refunds & Misc, 80.60.530, to $300.  This account was overlooked when budgeting in June 2015.

·         Increase in Building Supplies, 80.60.722, from 2,506 to $3,000. 

The increases to be offset by lower expenditures in other accounts, so the expenditure’s budget bottom line remains at or below $863,432.  Motion carried.

Moved by Frank DiTillo and supported by J’Nelle Lee to authorize Hallie Yundt Silver to make budget adjustments for the end of fiscal year 2015-2016 by moving money as necessary between accounts but not overspending the bottom line of $863,432.  Motion carried.

Moved by David Clayton and supported by Casey Welch to authorize the Finance Committee to approve the final June Claims, or if no quorum can be attained, authorize Hallie Yundt Silver to submit final June Claims and seek approval at the July meeting.  Motion carried.

Moved by Frank DiTillo and supported by David Clayton to adjourn.  The meeting adjourned at 4:53 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted,

Kim Ahrens, President