HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of December 10, 2019

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting at 5:00 p.m., on Tuesday, December 10, 2019, in the 3rd Floor Meeting Rooms at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO 63401. Present: Kim Ahrens, Frank DiTillo, Annie Dixon, Roy Hark, J’Nelle Lee, Sara A. North, Tom Prater, Casey Welch, and Lauren Youse. Absent: None. Also Present: Hallie Yundt Silver, Library Director.

Kim Ahrens chaired the meeting. She called it to order at 5:00 p.m.

Moved by J’Nelle Lee and supported by Frank DiTillo to approve the Minutes of the meeting of November 12, 2019. Motion carried.

Claims for December 2019 in the amount of $56,051.94 were distributed. MasterCard claims in the amount of $3,432.42 were included in the main packet. Hallie Yundt Silver reported on several expenditures, including several payments to other libraries for lost ILL books. She also reported that Bleigh Construction replaced the concrete at the top of the steps to the main entrance. She said the original quote was for $895 to patch the area, but when they opened it up, the project got bigger and Bleigh had to replace the concrete. She went on to report that P&D Electric replaced bulbs in three of the parking lot lights. She indicated that Peters annual service agreement in the amount of $650 needed to be added to the Claims list. Moved by Casey Welch and supported by Roy Hark to approve the total Claims for November 2019 in the amount of $60,134.36. Motion carried.

The Library Board reviewed the different accounts. Hallie Yundt Silver noted that next year’s operating expenditures budget was estimated at $937,409. While we exceed the State Standards for operational reserves, she said that $436,282.39 is designated as Unrestricted and $677,444.50 is designated as Cash Flow. She also said that Unrestricted reserves have grown from $388,924.24 in December 2016 to today’s $436,282.39, as just stated. She recommended leaving Unrestricted funds as designated until we learn the estimated costs of the Carpet Project.

Moved by Frank Ditillo and supported by Roy Hark to accept the Investment Report for November 2019, and to authorize transfer of $5,000 from Operating to Cash Flow as budgeted. Motion carried.

The City Financial Report was included in the packet.

The Transfer Recommendation for December 2019 was distributed. Moved by Lauren Youse and supported by Annie Dixon to approve the Recommendation showing no transfer of funds. Motion carried.

Hallie Yundt Silver reported no additional Correspondence.

Committee Reports followed. Tom Prater provided the Library Personnel & Services Committee’s report, which met on December 9th. Hallie Yundt Silver reported on an email exchange with the Building & Grounds Committee just before the last addendum for the Carpet Project was released. There was consensus that the Investment Committee needed to meet just after the Library Board meeting in January and that the Strategic Planning Committee would review progress in late January or early February.

The Director’s written report was included in the packet. Hallie Yundt Silver reviewed plans to recommend to the Library Board in January that the staff be expanded to include another 20-hour Associate 1, to be effective February 1st. She also discussed the Library Shelver positions and said she would recommend hiring a replacement early for one of the Shelvers leaving for college in August.

Moved by Roy Hark and supported by Frank DiTillo to delegate acceptance of the Floor Covering bid to the Building & Grounds Committee, not to exceed $192,500. Motion carried.

Moved by Casey Welch and supported by Roy Hark to designate the asbestos abatement part of the Floor Covering Project as Construction. Motion carried.

Moved by Casey Welch and supported by Roy Hark to accept Klingner’s proposed asbestos abatement services at $2,400, and to accept Klingner’s proposed asbestos air sampling during the abatement at $850. Further moved to authorize Hallie Yundt Silver to sign the agreement. Motion carried.

There was consensus that Hallie Yundt Silver should proceed with the purchase of two t-shirts for each staff member bearing the slogan ““It Will be Beautiful! Library Carpet Project 2020.”

Hallie Yundt Silver indicated that the Library Board needed to decide how it wanted to handle change orders for the Floor Covering Project. She indicated she would do some research to see how other libraries handle change orders and present information for the Library Board to consider in January.

Moved by Tom Prater and supported by Lauren Youse to adopt the Strategic Plan, 2019-2022. Motion carried.

Moved by Annie Dixon and supported by Tom Prater to adopt the following statement: “

“It is the intent of the Board to continue participation in E-Rate funding for as long as the funds remain available. Because of this intention, and because of overlapping fiscal years and the number of filing deadlines, the Board recognizes the difficulties an administrator has on occasion in seeking authorization prior to each filing. The Board regards these filings as an administrative responsibility and does not see the need for the Director to seek prior approval before each filing. Therefore, the Board authorizes its Library Director, Assistant Director, and/or the Library’s IT Manager to proceed and file E-Rate applications without specific prior approval from the Board.” Motion carried.

J’Nelle Lee left at 5:30 p.m.

A revised proposed Pay Scale was distributed. Moved by Roy Hark and supported by Sara North to adjust the Pay Scale as follows: $.85 lift to the base for Shelver and Associate 1, and 1.0% COLA adjustment to the base for other positions. Motion carried.

Moved by Lauren Youse and supported by Annie Dixon to approve salary increases for most staff, effective January 1, 2020, based on the Pay Scale just adopted. It was noted that the two Associates still completing their one-year probationary periods would be considered later for any increases and that the Director would not receive a salary increase this year. Motion carried.

Moved by Tom Prater and supported by Frank DiTillo to adopt the State’s new mileage rate of $0.45 per mile, effective January 1, 2020. Motion carried.

Kim Ahrens 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 Tom Prater and supported by Roy Hark to enter Closed Session. Motion carried. (Roll call (all ayes): Roy Hark, Annie Dixon, Frank DiTillo, Lauren Youse, Sara North, Tom Prater, Casey Welch, Kim Ahrens)

The meeting was closed at 5:39 p.m.

Hallie Yundt Silver distributed her Self-Evaluation and left the meeting at 5:41 p.m.

Sara North took minutes and reported that the Director’s evaluation was discussed.

Moved by Roy Hark and supported by Casey Welch to exit Closed Session. Motion carried. (Roll call (all ayes): Roy Hark, Annie Dixon, Frank DiTillo, Lauren Youse, Sara North, Tom Prater, Casey Welch, Kim Ahrens)

The meeting re-opened at 6:15 p.m., and Hallie Yundt Silver rejoined the group.

Moved by Frank DiTillo and supported by Roy Hark to adjourn.

The meeting adjourned at 6:15 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted,

Kim Ahrens, President