HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of March 12, 2019

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting at 5:00 p.m., on Tuesday, March 12, 2019, in the 3^rd Floor Meeting Rooms at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO 63401. Present: Kim Ahrens, Annie Dixon, J’Nelle Lee, Tom Prater, and Lauren Youse. Absent: Frank DiTillo, Roy Hark, Sara A. North, and Casey Welch. Also present: Hallie Yundt Silver.

Library Board President Kim Ahrens chaired the meeting. She called it to order at 5:03 p.m.

Moved by J’Nelle Lee and supported by Annie Dixon to approve the Minutes of the Meeting of February 12, 2019. It was noted that the Executive Session minutes were not included, and they would be brought for approval following the finalization of the carpet consultant contract. Motion carried.

Final Claims for March were distributed in the amount of $49,303.70. An additional Claim was added to pay Peters Heating $650 for annual service from Bldg. Svcs. Contracts, 80.60.347. MasterCard claims in the amount of $2,220.49 were included in the financial packet. Moved by Lauren Youse and supported by Tom Prater to approve total Claims for March in the amount of $52,174.19. Motion carried.

Hallie Yundt Silver reported that a check would be cut later in March in the amount of $95. She said the City was registering as a group to attend the MIRMA conference in April, and her registration would be taken from the Library’s 80.60.270 Professional Development account.

Moved by Annie Dixon and supported by Tom Prater to authorize the Investment Committee to redeem the SaintsAvenue Bank CD on or just after April 17^th, and reinvest it locally for 3 to 5 years at the best rate. Motion carried.

There was consensus to leave the cash in the money market at AMG until a CD matures in July, per Brad Lukens recommendation.

Page 5 of the Investment Report was amended and distributed. Hallie Yundt Silver indicated she placed February’s ICS interest below the total on HomeBank’s ICS section. Discussion followed on how the Report now reflected the balance reported on the ICS statement. Moved by Lauren Youse and supported by Annie Dixon to approve the amended Investment Report for February. Motion carried.

The City Financial Report was included in the packet. Hallie Yundt Silver reported she transferred its information to the Budget spreadsheets, also in Financial Packet, which will would be discussed later in the meeting.

The Transfer Recommendation was distributed. Moved by J’Nelle Lee and supported by Annie Dixon to approve the Transfer Recommendation showing no transfer between the operating account at F&M and the money market at HomeBank. Motion carried.

Correspondence was distributed from Bobbie Rudd concerning the Non-Resident’s Fee. There was consensus that Kim Ahrens should send a letter expressing the reasons behind the Library Board’s decision last fall. No further action was considered.

Minutes of the Investment Committee meeting were included in the packet.

The Director’s written report was included in the packet. The Library Board discussed how the Library would participate in Census 2020 and concluded that participation could be similar to the way the Library participated with VITA this spring. Hallie Yundt Silver reported that the date of next month’s meeting would be April 16^th, per approval sent by email from Annie Dixon, Frank DiTillo, Tom Prater, J’Nelle Lee, Lauren Youse, and Kim Ahrens. Hallie Yundt Silver also reported that the blown transformer near the funeral home had affected a number of Library devices. She said the statewide plan for courier service was currently to stop accepting new ILL requests for a week beginning March 15^th. She asked who planned to attend the Easter egg preparation evening on March 19^th, and she asked if anyone knew of any used camera lights on tripods that the Library can acquire inexpensively or as a donation.

The proposed amendments to the By-Laws were given their first reading. No amendments were proposed.

There was consensus that the current Mission Statement would be acceptable to use in the Strategic Plan, but Hallie Yundt Silver could redraft as time permitted.

Moved by J’Nelle Lee and supported by Lauren Youse to amend the 2019 Calendar of Operations. Motion carried.

Moved by Lauren Youse and supported by Annie Dixon to amend the 2018-2019 Budget amounts for the following accounts:

Discussion followed clarifying amendments proposed for Programs & Materials. Hallie Yundt Silver reported that the increase to $92,524 included several minor shifts between budget lines as well as $1,400 additional in LSTA-Adult Books, 80.60.445, for the Nonfiction grant, $1,524 additional in A&E-Children’s Books, 80.60.439, and $1,350 additional in LSTA-Children’s Books, 80.60.446. Motion carried.

Moved by Tom Prater and supported by Annie Dixon to amend the Chart of Organization, effective April 1^st. Motion carried.

Moved by J’Nelle Lee and supported by Lauren Youse to approve the amended Procurement & Disposition Policy. Motion carried.

Moved by Lauren Youse and supported by J’Nelle Lee to authorize Hallie Yundt Silver to seek quotes on reprinting Hannibal Yesterdays instead of Hannibal, Too. 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(12), "…sealed proposals and related documents or any documents related to a negotiated contract until a contract is executed, or all proposals are rejected…"

Moved by Annie Dixon and supported by J’Nelle Lee to enter into Executive Session. Motion carried. (Roll call (all ayes): Annie Dixon, Tom Prater, Lauren Youse, J’Nelle Lee, Kim Ahrens)

The Library Board entered Executive Session at 5:51 p.m. The Library Board reopened at 5:59 p.m.

Moved by Lauren Youse and supported by Annie Dixon to adjourn. Motion carried.

The Library Board adjourned at 6:01 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted,

Kim Ahrens, President