MINUTES OF THE OPEN AND EXECUTIVE SESSIONS
OF THE MEETING OF
April 11, 2017
The Hannibal Free Public Library Board of Trustees met on
Tuesday, April 11, 2017, at 5:00 p.m., in the 3rd Floor Meeting Rooms
at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO
63401. Present: Kim Ahrens, David Clayton, J’Nelle Lee (arrived at 5:16 p.m. and left at
5:54 p.m.), Sara A. North, Tom Prater, Casey Welch, Lauren Youse.
Absent: Amber Baxter, Frank DiTillo.
Also Present: Hallie Yundt
Silver, Library Director, and Sheila Dennehy, IT Manager
Kim Ahrens chaired the meeting.
She called it to order at 5:04 p.m.
Moved by David Clayton and supported by Casey Welch to
approve the Minutes of the executive and open sessions of the meeting of March
14, 2017. Discussion followed that
the minutes of the executive session of December 10, 2016, had already been
approved. Motion carried.
Moved by David Clayton and supported by Lauren Youse to
approve the Claims for the first part of April 2017 in the amount of $48,734.29.
Discussion followed which indicated that Petty Cash listed as $3.70
needed to be deleted from the Claims list because it was too small an amount to
claim, and Willie Strong’s tool allowance of $50 would be expensed from payroll.
Motion carried.
Moved by David Clayton and Tom Prater to approve the Claims
for the second part of April 2017 in the amount of $300.
Motion carried. (Roll call:
David Clayton-yes, Kim Ahrens-yes, Sarah North-yes, Tom Prater-yes, Casey
Welch-abstain, Lauren Youse-yes)
Moved by Casey Welch and supported by David Clayton to
approve the Transfer Recommendation for April 2017 showing no transfer between
accounts. Motion carried.
Kim Ahrens read a note to the Library Board from Hallie
Yundt Silver thanking members of the Board for their donation to the Silver
Family Fund in her mother’s memory.
Tom Prater provided a report on the Library Personnel &
Services Committee working day. No
other committees met.
The Director’s written report was included in the packet.
Hallie Yundt Silver added to her report by sharing candid photos of
Library staff at work on FaceBook in celebration of National Library Workers
Day. J’Nelle Lee arrived at 5:16
p.m. Hallie Yundt Silver continued
her report to notify the Board that Cindy Haun’s retirement party would be
concurrent with the Library Tea. She
reminded the Board that the Library would be closed for Planning Day on April 19th.
She concluded her report with an update on the status of the strategic
planning grant application.
Moved by J’Nelle Lee and supported by Lauren Youse to enter
Executive Session pursuant to RSMO 610.021(3) “Hiring, firing, disciplining or
promoting of particular employees by a public governmental body…”
Motion carried. (Roll call:
(all ayes) Sara North, J’Nelle Lee, Tom Prater, Casey Welch, Lauren
Youse, David Clayton, Kim Ahrens)
The Library Board entered Executive Session at 5:19 p.m.
Moved by Lauren Youse and supported by Casey Welch to
assign Associate 2 level work to Amber Cooley as soon as possible and to pay her
at Step 1 of the Associate 2 rate on July 1, 2017.
Motion carried. (Roll call:
(all ayes) Sara North, J’Nelle Lee, Tom Prater, Casey Welch, Lauren
Youse, David Clayton, Kim Ahrens)
Moved by Tom Prater and supported by J’Nelle Lee to leave
Executive Session and again open the meeting.
Motion carried. (Roll call:
(all ayes) Sara North, J’Nelle Lee, Tom Prater, Casey Welch, Lauren
Youse, David Clayton, Kim Ahrens)
The Library Board meeting re-opened at 5:30 p.m.
Discussion followed on amending Chapter 3 of the Library
Personnel Manual. Hallie Yundt
Silver requested the following additional amendments:
page 33 (first paragraph) amending 42 to 40 to read “…
become excessive (more than 40 hours per week)…”
page 38 (paragraph above Travel Time) amending the
semi-colon to a colon to read “…are not reimbursable:
entertainment,…”
page 42 (second paragraph from bottom) deleting comp time
to read “…required for recuperation, paid vacation days,…”
page 43 (first bulleted paragraph) deleting “Non-exempt…”
page 43 (middle bulleted paragraph) changing both uses of
the word “ten” to “five” and type of employee to read “The Assistant Director
(with MLS) with fewer than five years of employment earn 120 hours of vacation.
After five full years of employment, the Assistant Director (with MLS)
earns 160 hours….”
Page 50 (third paragraph from bottom) striking one repeat
of “…may require…”
Hallie Yundt Silver indicated that a vacation allowance
survey was compiled and emailed to the Library Board.
She added information received from Brentwood Public Library.
Moved by Lauren Youse and supported by Sara North to amend
Chapter 3 of the Library Personnel Manual as proposed and including the
additional amendments just described.
Motion carried.
The Library Board worked as a Committee of the Whole on
preparation of the Budget.
Moved by Tom Prater and supported by David Clayton to waive
the bid/quote requirement and renew the Library’s 3-year agreement with MOREnet.
Motion carried.
J’Nelle Lee left at 5:54 p.m.
Moved by Tom Prater and supported by David Clayton to
approve disposition plans for surplus computer equipment, to include City
auction, if any, Shelter Workshop, and/or commercial recycler.
Motion carried.
Moved by Lauren Youse and supported by Casey Welch to
reorganize the Library by replacing Cindy Haun’s full-time Associate 2 position
with one part-time Library Shelver and two part-time Associate 1 positions.
Motion carried.
Moved by Sara North and supported by Tom Prater to issue
proclamations thanking the following volunteers:
Volunteers: Nancy Caswell,
Melody Christal, Barb Eddy, Jack Gardner, Vivie Harris, Carol Harvey, Mary Lou
Montgomery, Doris Nichols, Marena Niehoff, Hannah Powell, LaVerne See, and Jana
Suchland. Further moved to issue
proclamations acknowledging the contribution of the following organizational
partners: Parents As Teachers, Head
Start, Willow Street Christian Church’s Caring Hands Program, FACT, the City of
Hannibal, the
Hannibal Courier Post
and the Friends of the Hannibal Free Public Library.
Further moved to recognize the following Library staff members:
Amber Cooley on her fifth anniversary, Caitlin Greathouse on attaining
her library degree, and Cindy Haun on her retirement.
Motion carried.
Moved by Tom Prater and supported by David Clayton to
adjourn. Motion carried.
The Library Board adjourned at 6:00 p.m.
Respectfully submitted,
Hallie Yundt Silver, Acting Secretary
Accepted,
Kim Ahrens, President