HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of March 10, 2020

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting at 5:00 p.m., on Tuesday, March 10, 2020, 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, Tom Prater, and Lauren Youse. Absent: Roy Hark, Sara A. North, and Casey Welch. Also Present: Assistant Director Caitlin Greathouse and Library Director Hallie Yundt Silver.

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

Moved by Lauren Youse and supported by Annie Dixon to amend the Agenda so the Change Order Policy in 11D can be considered before Bleigh’s proposed deduct change order is considered in 10A. Motion carried.

Moved by Annie Dixon and supported by Tom Prater to approve the Minutes of the Meeting of January 14, 2020, no quorum minutes of February 11, 2020, Pre-Bid meeting of November 20, 2019, and Bid Opening of December 12, 2019. Motion carried.

Final Claims for February 2020 in the amount of $58,057.89 were included in the March packet. MasterCard claims in the amount of $2,609.27 were included in the February packet. Claims included: Harold K. Bush for presentation for Twain SHALL Meet Grant, Patriot Painting for work on the traditional entrance doors, membership in ProLiteracy, Traf-Sys for replacement part for vandalized People Counter. Moved by J’Nelle Lee and supported by Annie Dixon to approve total Claims for February in the amount of $60,667.16. Motion carried.

Final Claims for March 2020 in the amount of $45.465.78 were distributed. MasterCard claims in the amount of $2,084.12 were included in the main packet. Claims include an overnight for Harold K. Bush. Health Insurance in the amount of $4,585.60 was added to the Claims for March. Moved by Lauren Youse and supported by Annie Dixon to approve total Claims for March in the amount of $52,435.50. Motion carried.

The Library Board discussed its investments and the Investment Report. Moved by Frank DiTillo and supported by Tom Prater to leave cash where in the money markets and look at the situation again in April. Motion carried.

The City Financial Reports for January and February were included in the packets.

The Transfer Recommendation for March 2020 was distributed. Moved by Frank DiTillo and supported by Lauren Youse to approve the Recommendation showing no transfer of funds. Motion carried.

There were no Committee Reports.

The Director’s written report was included in the packet. Carpet Project brochures and “It Will Be Beautiful” t-shirts were distributed. Hallie Yundt Silver reported additionally on the following:

· For the record, five members of the Library Board accepted the Summer 20 grant award in the amount of $6,097 via email: Lauren, Frank, Kim, Casey, J’Nelle

· A Chamber ribbon cutting had been booked for Friday, June 5, 4 p.m.

· Three Library staff members had more Carryover Vacation than policy allows. The use-it or lose-it date is April 30th. Hallie Yundt Silver reported that it would be relatively easy to get vacation hours scheduled and taken for other staff. She said she had over two weeks to take and outlined her plan. She said she might need an extension.

Discussion followed on the Corona virus discussion topics included: closing if schools close, paying staff when under quarantine, protecting staff from virus transmitted via returned books, accepting cash for payments of fines, sanitizing building. There was consensus to close the building

Hallie Yundt Silver mentioned three contractual matters, which she said were mentioned because of the Library’s Procurement Policy. There was consensus that she should go ahead with the following: 1. Agreeing to an annual contract with AT&T to get better rates instead of trying to move to VOIP right now. 2. Signing an annual contract with the newspaper for $99 a month to have an ad placed in a monthly mailing to newcomers in our area.

Hallie Yundt Silver also reported that she had accepted Kemner’s proposal to paint the east wall of the 3rd floor for $1,230 because Kemner was one of Bleigh’s sub-contractors for the carpet project, and therefore the painting project could coordinate easily. She stated that the painting needed to be completed by March 23rd. There was consensus to waive the Procurement Policy, which requires three quotes.

Moved by Annie Dixon and supported by Frank DiTillo to adopt the Change Order policy. Motion carried.

Moved by Tom Prater and supported by Lauren Youse to accept Bleigh’s Change Order # 1, a deduct in the amount of ($13,215.02) due to the floors in the meeting rooms. Motion carried.

Summer LSTA grants were covered in the Director’s Report, above.

Moved by Annie Dixon and supported by Tom Prater to approve the following closures:

o January 17, closed all day due to the weather

o January 23, closed at 5:30 p.m., due to the weather

o February 5, closed at 12:30 p.m., due to the weather.

o March 9, closed at 3:10 p.m., due to weather-related power outage from 2:30-4:40 p.m.

Further moved to pay staff whose work schedules were affected. Motion carried.

Moved by Frank DiTillo and supported by Annie Dixon to set the date of the Public Hearing on the Library’s FY2020-2021 Budget for Tuesday, June 9th, at 5 p.m., with the regular Library Board meeting to follow. Further moved by authorize Hallie Yundt Silver to place the legal ad. Motion carried.

Budget and Capital Outlay detail spreadsheets were distributed. Capital projects FY19-20 and FY20-21 were discussed as were Amended Budget proposals for FY19-20.

Hallie Yundt Silver reported nothing to add to the Surplus list.

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 Lauren Youse and supported by Frank DiTillo to enter Closed Session admitting Hallie Yundt Silver and Caitlin Greathouse. Motion carried. (Roll call (all ayes): Lauren Youse, J’Nelle Lee, Frank DiTillo, Annie Dixon, Kim Ahrens, and Tom Prater)

The meeting was closed at 6:05 p.m.

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

The meeting re-opened at 6:19 p.m.

Moved by Frank DiTillo and supported by Annie Dixon to adjourn.

The meeting adjourned at 6:20 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted,

Kim Ahrens, President