HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of November 13, 2018

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting at 5:00 p.m., on Tuesday, December 11, 2018, in the 3rd Floor Meeting Rooms at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO 63401. Present: Frank DiTillo, Annie Dixon, Roy Hark, J’Nelle Lee, Sara A. North, Tom Prater, and Casey Welch. Absent: Kim Ahrens, Lauren Youse. Also present: Hallie Yundt Silver.

Library Board Vice President Tom Prater chaired the meeting. He called it to order at 5:03 p.m.

There was consensus to modify the Agenda and consider the Transfer Request before Investments.

Moved by Frank DiTillo and supported by Casey Welch to approve the Minutes of the Meetings of October 9 and November 13, 2018. Motion carried.

Final Claims for December were distributed in the amount of $12,481.87. MasterCard claims in the amount of $1,329.20 were included in the financial packet. Hallie Yundt Silver noted that salaries, FICA, and LAGERS were omitted, an additional $75,646.34 as November was a 3-payroll month. Moved by J’Nelle Lee and supported by Annie Dixon to approve total Claims for December in the amount of $89,457.71. Motion carried.

The Transfer Recommendation was distributed. Moved by Annie Dixon and supported by Casey Welch to authorize Frank DiTillo and Hallie Yundt Silver to write a check on the HomeBank money market in the amount of $25,000.00 for deposit in the operating account at F&M. Motion carried.

Moved by Annie Dixon and J’Nelle Lee to reallocate as Capital Outlay $200,000 from Cash Flow and Unrestricted and to leave the amount in the Operating and/or HomeBank Accounts until we know the actual cost of the Carpeting Project. Motion carried.

Hallie Yundt Silver reported that she and Frank DiTillo redeemed the CD from Saints Avenue Bank in the amount of $100,000.00 plus $8.08 in interest. After the CD matures at F&M on December 15th, she recommended that the Investment Committee handle the investments. There was consensus that she and Frank DiTillo should proceed as the Investment Committee in Roy Hark’s absence.

Moved by Frank DiTillo and supported by Sara Northto approve the Investment Report for November 2018. Motion carried.

The City Financial Report was included in the financial packet.

No Correspondence was reported.

Tom Prater provided the report of the Library Personnel & Services Committee. Discussion followed on the Library Director’s evaluation. Tom Prater indicated he would distribute forms which he would collate for discussion at the January meeting. There was consensus to move the distribution of forms to October, with return of forms in November, and consideration of the collated document at the December meeting in 2019. Hallie Yundt Silver was instructed to provide Tom Prater with a list of 2018’s accomplishments and her goals for 2019 by the end of December 2018.

The Building & Grounds Committee was emailed a draft RFQ for the Floor Covering Consultant. There was consensus that the Committee should interview potential consultants. Tom Prater, J’Nelle Lee, and Casey Welch indicated no changes to the RFQ, but provided dates in January 2019 when the Committee could meet to conduct interviews.

It was determined that the Investment Committee would need to meet on or just after December 15th, and the Strategic Planning Committee would meet before January 22, 2019.

The Director’s written report was included in the packet. Hallie Yundt Silver added the following to her report:

  • Mr. Rutherford looked at the roof just after the last snow storm before the snow had melted completely. He needs to look at it again when it is dry.
  • The Audit will be presented at the Council meeting on December 18th.
  • The Holiday Open House will be held on Thursday, December 20th, from 2:30 p.m. to 4 p.m. Invitations will be sent out soon.
  • The Daniel Boone Regional Library in Columbia uses a product manufactured by Zappbug to kill bed bugs. There was consensus that she should ask the electrician to check on the specifications.
  • The Women’s Club’s pot luck went well.
  • A child fell in the parking lot the morning of the Library Board meeting and hit his head. He seemed to be OK when he and his family left. A MIRMA report was filed.
  • The Ralls County County Library Director and her staff plans to meet with Caitlin and Hallie in January to work on large print rotating collections and some of the other ideas we discussed in November.
    •

    Hallie Yundt Silver reported that five Library Board members met with her and Caitlin Greathouse as a focus group on November 27th. She, Caitlin and Sara North met on December 3rd. J’Nelle Lee and Annie Dixon selected January 14, 2019, at 1:30 p.m.

    There was consensus to table consideration of the By-Laws.

    Moved by Frank DiTillo and supported by J’Nelle Lee to authorize Hallie Yundt Silver to develop a specification and other necessary documents to replace heat pump 1, to place the legal ad, to solicit bids, to conduct the bid opening at 1 p.m. on January 4, 2019, to qualify bidders, and to present a recommendation to the Library Board at its meeting in January 2019. Motion carried. Motion carried.

    Moved by Sara North and supported by Annie Dixon to amend the budget to add $1,524.36 to 80.1098, "State Aid-A&E" revenue account, and to 80.60.439, "Children’s A&E" expenditure account. Motion carried.

    There was consensus that Hallie Yundt Silver should draft policy language concerning paying part-time staff when there is an emergency closing.

    Moved by J’Nelle Lee and supported by Annie Dixon to authorize two emergency closings for weather on November 9th at 4:30 p.m., and all day on November 26, 2018. Further moved to authorize payment of staff wages and salaries of full-time employees on both days as well as wages of part-time employees scheduled and present at the time of the closing on November 9th. Motion carried.

    Moved by J’Nelle Lee and supported by Annie Dixon to waive the Library’s Procurement Policy to allow the purchase of Amaray® II Benefit Denial DVD Cases with sleeves, the Red Locking Caps, and Detachers. Moved further to authorize the expenditure up to $10,000 from Capital Outlay in FY2018-2019 on the project. Motion carried.

    Tom Prater read the following statement: "The tentative agenda of this meeting also includes a vote to close part of this meeting pursuant to RSMO 610.021(3) "Hiring, firing, disciplining or promoting of particular employees by a public governmental body…""

    Moved by Frank DiTillo and supported by Casey Welch to enter into Executive Session. Motion carried. (Roll call (all ayes): Frank DiTillo, Casey Welch, Annie Dixon, J’Nelle Lee, Sara North, Tom Prater)

    The Library Board entered Executive Session at 6:26 p.m. Hallie Yundt Silver distributed the Pay Scale and Personnel Budget Detail. It was decided the Sara North would take notes. Hallie Yundt Silver left at 6:37 p.m. She was invited to return at 7:03 p.m.

    Tom Prater reported the following motion made in Executive Session: "Moved by Frank DiTillo and supported by Annie Dixon to pay Hallie Yundt Silver the same as other staff." Tom Prater reported that the roll call had been all "ayes" and that the motion carried.

    Moved by Frank DiTillo and supported by Annie Dixon at approve the following pay increases for staff beginning on January 1, 2019: 1) An adjustment to the base of the pay scale for Shelvers using the 2019 State minimum wage at the private business rate. 2) A 2.5% adjustment to base of scale for other positions to be equitable with City's proposed 1.5% COLA adjustment and 2% step increase. 3) A $.10 lift to the base for the Associate 1 position with driving duties added to the job description. Further moved to grant Gabriella DaMotte only the COLA increase as she is still completing her Introductory Period, and to grant a step increase to the other staff. Motion carried. (Roll call (all ayes): Frank DiTillo, Casey Welch, Annie Dixon, J’Nelle Lee, Sara North, Tom Prater)

    Moved by Casey Welch and supported by Annie Dixon to exit Executive Session. Motion carried. (Roll call (all ayes): Frank DiTillo, Casey Welch, Annie Dixon, J’Nelle Lee, Sara North, Tom Prater)

    The Library Board reopened at 7:04 p.m.

    Moved by J’Nelle Lee and supported by Frank DiTillo to adjourn. Motion carried.

    The Library Board adjourned at 7:05 p.m.

    Respectfully submitted,

     

    Hallie Yundt Silver, Acting Secretary

    Accepted,

     

    Kim Ahrens, President