HANNIBAL FREE PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF THE MEETING of October 18, 2022

The Hannibal Free Public Library Board of Trustees held its regular monthly meeting, at 5:00 p.m., on Tuesday, October 18, 2022, in the meeting rooms on the 3^rd Floor at Hannibal Free Public Library, 200 South Fifth Street, Hannibal, MO 63401.

Present were Annie Dixon, Frank DiTillo, Roy Hark, Laura Judlowe, Kevin Knickerbocker (5:05 p.m.), J’Nelle Lee, Raymond Lee, and Sara A. North. Gordon Ipson was absent. Also present were Gina Rodenbaugh and Lucia Hamill (representing Ralls County Library), Architect Paul Westerhoff (5:15 p.m.), and Hallie Yundt Silver.

J’Nelle Lee chaired the Library Board meeting. She called it to order at 5:05 p.m.

Moved by Kevin Knickerbocker and supported by Roy Hark to amend the Agenda by moving New Business A, "Ralls County Library Services," ahead of Item 2 "Approval of Minutes…," and to consider Item 13, "Bid on Roof & Skylight Project," when the architect arrives. Motion carried.

Gina Rodenbaugh and Lucia Hamill, representing the Ralls County Library Board, discussed services to Ralls County residents provided by Hannibal Free Public Library over the years. They expressed satisfaction with these services. They described improvements to services at their library and indicated that the Ralls County Library Board was considering the verbal contract between the two organizations with the idea of discontinuing it in July 2023. Gina Rodenbaugh and Lucia Hamill left the meeting at 5:20 p.m.

J’Nelle Lee read the following statement:

Moved by Kevin Knickerbocker and supported by Frank DiTillo to enter Executive Session admitting the architect and Library Director. Motion carried. (Roll call (all ayes): Sara North, Ray Lee, Frank DiTillo, Annie Dixon, Roy Hark, Laura Judlowe, J’Nelle Lee)

The meeting was closed at 5:20 p.m.

Discussion followed on the economic feasibility of the Roof & Skylight Project, given that the amount bid was significantly higher than Architechnic’s estimate. Paul Westerhoff explained TPO roofing on Alternate Bid B-2 and indicated that he did not recommend it for the Library’s project. He recommended Alternate Bid B-1, 30 Year Roof Warranty as adding value to the project.

Moved by J’Nelle Lee and supported by Kevin Knickerbocker to reject Bleigh’s bid. Motion carried. (Roll call (all ayes): Sara North, Ray Lee, Frank DiTillo, Annie Dixon, Roy Hark, Laura Judlowe, J’Nelle Lee)

Hallie Yundt Silver was instructed to include a discussion of what to do next on the Agenda for the Library Board meeting in November.

Moved by Laura Judlowe and supported by Roy Hark to end the Executive Session. Motion carried. (Roll call (all ayes): Sara North, Ray Lee, Frank DiTillo, Annie Dixon, Roy Hark, Laura Judlowe, J’Nelle Lee)

The meeting re-opened at 6:00 p.m. Paul Westerhoff left the meeting.

Moved by Sara North and supported by Kevin Knickerbocker to approve the Minutes of the meeting of September 20, 2022. Motion carried.

Final Claims for October 2022 were distributed. MasterCard claims in the amount of $1,314.86 were included in the main packet.

Moved by Frank DiTillo and supported by Annie Dixon to waive the Library’s Procurement & Disposition Policy, and to approve payment of the invoices from Tolbert Property Management. Discussion followed with Hallie Yundt Silver indicating that the invoices had arrived shortly after the Library Board meeting in September and she had expedited their payment. Motion carried.

Moved by Kevin Knickerbocker and supported by J’Nelle Lee to approve Claims for October 2022 in the amount of $74,972.57. Discussion followed with Hallie Yundt Silver indicating that the Claims included the following: the annual renewal of COSUGI, which allows the Library to extract data should SirsiDynix ever go out of business, invoicing from March from Cutting Edge, the annual elevator inspection, the annual termite contract, the annual renewal of SirsiDynix contract, and Willie Strong’s quarterly mileage claim for errands around town.

Hallie Yundt Silver reported that AT&T issued a check for the credit of $141.14 on the final bill. She went on to report that AT&T sent an additional final bill that showed under $12 in charges for phone calls made in August. She said she paid it with the credit card, and it would appear on next month’s statement.

Hallie Yundt Silver outlined interest rates for CD’s and on the Library’s money market accounts.

Moved by Kevin Knickerbocker and supported by J’Nelle Lee to authorize the Investment Committee to write a check to move $204,000 from HomeBank to the operating account at F&M, and then to authorize the City to move the money to MOSIP for a term of 6 months. Motion carried.

Moved by Kevin Knickerbocker and supported by Annie Dixon to approve the Investment Report for September 2022. Motion carried.

The City Financial report was included in the financial packet.

There was no Correspondence or Public Comment.

Sara North announced that she would send out Director evaluations for members of the Library Board to complete. She outlined the procedure. Hallie Yundt Silver confirmed that staff self-evaluations were completed and supervisors were working on evaluations. Hallie Yundt Silver went on to report that she would evaluate managers after they completed their evaluations of their staff members. She said that evaluations would be completed in time for the Library Personnel & Services Committee meeting in early December. There were no other Committee reports.

The Director’s written monthly report was included in the main packet. Hallie Yundt Silver went on to report the following:

Moved by Roy Hark and supported by Kevin Knickerbocker to adjourn. Motion carried.

The Meeting adjourned at 6:20 p.m.

Respectfully submitted,

Hallie Yundt Silver, Acting Secretary

Accepted,

J’Nelle Lee, President