HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of November 12, 2019

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting at 5:00 p.m., on Tuesday, November 12, 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, J’Nelle Lee, Sara A. North, Tom Prater, Casey Welch, and Lauren Youse. Absent: Roy Hark. Also Present: Hallie Yundt Silver, Library Director.

Kim Ahrens chaired the meeting. She called it to order at 5:05 p.m.

Moved by Annie Dixon and supported by Frank DiTillo to amend the agenda by rearranging it and moving the following items to the end to be considered, time permitting: 10B Strategic Plan, 11D City’s 5-Year Capital Plan Request, and 11G Sunshine Policy. Motion carried.

Moved by J’Nelle Lee and supported by Casey Welch to approve the Minutes of the meeting of October 9, 2019. Motion carried.

Claims for November 2019 in the amount of $71,377.31 were distributed. MasterCard claims in the amount of $2,230.04 were included in the main packet. Hallie Yundt Silver reported on several expenditures, including Caitlin’s and Amber’s travel to the Summer workshop in Paris and Caitlin’s and Sheila’s travel to the MOREnet conference at Lake of the Ozarks. She went on to report that the Library had purchased many library supplies in November, including book jackets, etc., from Demco, printer ink from Golden Ruler, and audio cases from National Audio Company. She indicated that Klingner’s invoice included the monthly fee plus the fee for asbestos testing. She reported NMT Corp’s annual invoicing for server space to house the Library’s local online publications is due in November. She said that invoicing from Springfield Electric was for emergency light bulbs and to recycle old tube lights. The identified Traf-Sys as the vendor for the people counter, from which a replacement part had to be ordered. Moved by Lauren Youse and supported by Tom Prater to approve the total Claims for November 2019 in the amount of $73,607.35. Motion carried.

Hallie Yundt Silver reported that the new Check Request process had been implemented in time for the November meeting. She said it took her and Toni Rose about one and a half hours more to complete the Claims procedures, and that there were forms for Kim Ahrens to sign after the meeting. She said that the forms would be photocopied and the copies delivered to the City, and that the originals would be retained in the Library’s files with the invoices.

Moved by Annie Dixon and supported by J’Nelle Lee to accept the Investment Report for October 2019. Motion carried.

The City Financial Report was included in the packet.

The Transfer Recommendation for November 2019 was distributed. Moved by Frank DiTillo and supported by Casey Welch to approve the Recommendation showing no transfer of funds. Motion carried.

Hallie Yundt Silver reported that the man, who had been banned from the property until November 7th, had returned. She said he seemed willing to abide with the Library’s policies.

Committee Reports followed. The Library Personnel & Services Committee confirmed a meeting on December 9th. Casey Welch provided the report of the Building & Grounds Committee meeting with the architect on October 22nd. He provided the Library with a large printout of the plans. No quorum was attained for the Investment Committee’s meeting with Brad Lukens of AMG on November 12th. Hallie Yundt Silver reported that she, Caitlin Greathouse, Frank DiTillo, and Brad Lukens met. She summarized Brad’s current investment recommendations. The Strategic Planning Committee met on November 5th and finalized the Plan, which was recommended for approval by the Library Board.

The Director’s written report was included in the packet. Hallie Yundt Silver added the following to her written report: 1) She reported that Symantec had been sold, and it was unknown if the product will be available through Tech Soup by its expiration date of November 28th. There was consensus that she should proceed with arrangements and catch up with approvals as necessary. 2) She reported that the check for first and second quarters of A&E had been received in amount of $1,650.77. There was consensus that she should proceed with expenditures on children’s books and catch up the budget amendment later. 3) She reported that the roof leaked again in two spots. One was the usual spot near the skylight. The other was a new spot, the area around the roof hatch.

Hallie Yundt Silver reported that five members of the Library Board accepted Klingner’s proposed schedule of drawings out for bid on November 6th; Pre-bid meeting on November 20th; final questions from contractors on the 26th; and bids due December 6th. She went on to report that 45 days had been allowed to qualify the bids, making the possible date for acceptance at the meeting of January 14, 2020.

There was consensus that Hallie Yundt Silver would print two copies of the Carpet Project specification, one for the Library’s files and one for public inspection. There was further consensus that the set of large plans Casey Welch provided was the only set needed.

Discussion followed on what the architect meant by her statement, “Architect has not been hired to provide Project Management or Coordination. All reference to “Architect” in specifications shall be changed to “Owner’s Representative”.” Questions were raised about approving submittals, dealing with the punchlist, as well as other details. Hallie Yundt Silver was instructed to review the RFP and follow-up with the architect.

Hallie Yundt Silver reported that Klingner had contacted Moore’s Floors of Quincy. She said she had recommended Allen’s Carpet as a contact. Wright’s Furniture was also identified as contractor to contact.

Discussion followed on the possibility of a temporary move and the issues of needing a secure server. Discussion also included the need to remove insulation above the ceiling on the third floor before the carpeting project begins.

Moved by Sara North and supported by Frank DiTillo to authorize Hallie Yundt Silver to apply for and for the Library Board to accept the non-competitive LSTA Collection Development

Support grant for $1,500 for workforce development from IMLS through the Missouri State Library. Motion carried.

Moved by Sara North and supported by Annie Dixon to authorize Hallie Yundt Silver to apply for a grant in support of “More Than a Month,” the proposed celebration of suffrage and voting rights being planned for July through Thanksgiving 2020. Motion carried.

Moved by Lauren Youse and supported by Casey Welch to waive the Library’s Meeting Space Policy and allow the U.S. Census Bureau to book the meeting rooms to recruit employees on December 6th and 20th. Moved further to grant this waiver because and only because an accurate Census is important to the Library and Hannibal. Discussion followed that this waiver was not intended to allow other employers access to the Library’s meeting space to recruit employees. Motion carried.

Moved by Tom Prater and supported by J’Nelle Lee to make no changes in the $80 Non-Resident Fee for households, and to make the usual $1,000 increase in the fee for Ralls County in 2020. Motion carried.

Moved by Lauren Youse and supported by Annie Dixon to adopt the proposed 2020 Calendar of Operations. Motion carried.

Moved by Frank DiTillo and supported by Annie Dixon to adopt the following language vis a vis the City’s 5-Year Capital Plan: “A building expansion project is planned at some point in the future (placeholder at $1 million although we anticipate that expansion will cost considerably more than that amount). The Library’s 2-year Capital Plan was included in the FY2019-2020 Budget Narrative on pages 12 to 16, which was provided to the City Council in July 2019.” Motion carried.

Moved by Casey Welch and supported by Annie Dixon to amend the Library’s Sunshine Policy by adjusting the fees charged and revising the definition of a library record. Motion carried.

Moved by Lauren Youse and supported by Casey Welch to table consideration of the Strategic Plan. Motion carried.

Moved by Frank DiTillo and supported by Lauren Youse to adjourn. Motion carried.

The meeting adjourned at 5:43 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted,

Kim Ahrens, President