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August 2014 Board Minutes

Oelwein Public Library Board Minutes August 19, 2014

The Oelwein Public Library Board of Trustees held its regular board meeting on Tuesday, August 19, 2014 at 5:30 p.m. at the library.


Present: Gilson, Kerns, Leo, Ingersoll, Berryman, Sherrets, and Macken


President Kerns called the meeting to order.

Gilson moved to approve the agenda. Seconded by Leo, Motion carried.

Gilson moved to approve the minutes as written. Seconded by Ingersoll. Motion carried.

No correspondences.


The board reviewed "The Board's Relationship with Library Staff" in the Trustee Training Manual.


Friend's Report:

  • Annual Meeting will be September 16 at 6:00 p.m. New board members will be elected to fill expired terms.
  • Appreciation Tea is September 19 at 2:00 p.m. Marybeth Jaggard will give a presentation on gardening.

Director's Report:

  • The City Council's salary resolution for all city employees was distributed.
  • Marisa Mendez resigned her position as a Library Page on August 14 as she will be attending college. The library is in the process of hiring a replacement.
  • Macken and Ohrt will be attending the Library Town Meeting in Waterloo on September 4. The topic is "Public Libraries: A Community Investment."
  • Retrofit Companies will install the remainder of the replacement lights the week of August 25.
  • Iowa Library Services negotiated a 50% discount for Tumblebooks for grades K-6. The library purchased the premium edition which includes ebooks, graphic novels, and National Geographic film clips for an annual $400 subscription. Usage will be evaluated throughout the year to determine if this service will be renewed.

Sherrets and Berryman arrive at 5:45.

  • Cemetery Walk at Oakdale Cemetery will be September 12 from 6-8 p.m. The middle school students will be attending this program during the school day.
  • Terry Fisk, author of the book, "Iowa Haunted Places" will give a presentation on October 1 at 6:30 p.m.
  • A painting class led by artists from Vino VanGogh will be October 9 at 6:30 p.m. At the August 11 City Council meeting, the City Council approved serving alcoholic beverages in the Library Community Room on October 9.


Bills were reviewed. Sherrets questioned why the retirement gift for Ricchio from the city was taken from the library budget since the library board gave her a gift. Sherrets will inquire. Berryman moved to approve the bills. Seconded by Gilson. Motion carried.


Building issues were discussed. Lee Systems 7 re-caulked the North and South side of the library. After a heavy rainstorm, an employee of Larson's came to check on the situation and saw water reflecting off his flashlight where the drywall has been cut away. Also, some work was to be done on the roof. Kerns stated that some shingles on the North side of the library have lifted up.


The Reading Garden Anamosa cream colored limestone benches and tables should be ready to install the week of August 25. The bench seats are 18" deep and the tables are 24" in diameter and 16" tall. Total cost is $5550.50. Stewartscapes will install the benches and tables. In time, the board will determine if a waste receptacle is needed or ornamentation or statues.


The fountain pump was not running because the water level was too low. Stewart added a line from the irrigation system to feed into the retaining pool. He will monitor if further problem would indicate a leaking pool liner. Also, Stewart was able to replace the fountain pump with a pump covered under a lifetime warranty.


Leo stated that a paver edge would enhance the landscaping on the south side of the library building. Macken will ask Stewartscapes for ideas. Macken will inquire if there are some members from the Friends of the Library who would be willing to volunteer their time to weed the landscaped areas.


The Alliant Energy Audit Report recommendations were reviewed.

  • Complete Lighting Replacement Project - this should be finished by the end of August.
  • Install Placard to Reduce Incandescent Lighting Usage - a switch guard was placed over the dimmer switch in the meeting room.
  • Control Outside Air Dampers Using Thermostats - consider
  • Adjust Manual Outside Air Dampers - further study required
  • Set Back Thermostats during  Unoccupied Winter Hours - consider
  • Set Up Thermostats during Unoccupied Summer Hours - consider
  • Adjust Pump Controls to Reduce Minimum Speed - consider
  • Move Control Valves to Completely Open Position - consider

The board would like to evaluate energy usage after the lights have been replaced. Also, Precision Test and Balance evaluated the HVAC system in 2011.


Kerns shared new library logo ideas which incorporate the library's front entryway. He will make a few adjustments recommended by the board.


Sherrets left the meeting at 6:30.


The end year budget for 2013-14 was reviewed. The remaining amount of $3,402.34 that was designated to be used to purchase replacement computers will be returned to the city general fund since it was not needed because the library was awarded a grant for this purpose. Consequently, the library budget end balance was $83.90. The library board requests the director to prepare a Carry Over Request.

Deposits were reviewed. The board noted patron use of credit/debit cards for payments.


The Iowa Library Association annual conference will be in Cedar Rapids October 22-24. Macken and Harris will be attending the full conference. Gilson made a motion to close the library on October 23 so that all library staff can attend the conference on that Thursday. Seconded by Leo. Motion carried.


The Director requested permission to carry over seven days of accumulated vacation time from September 18 to be used by the end of October 2014. Leo moved to grant the request. Seconded by Berryman. Motion carried. Macken will confirm with the City Administrator.


The board reviewed the Library Ordinance. It was observed that in 2012, the city council passed Ord. No. 1120 changing Section 3-137 Library Account. Two sentences were removed:

  • All money appropriated by the council from the general fund for the operation and maintenance of the library shall be set aside in an account for the library.
  •  The warrant writing officer is the board secretary or librarian.

The new section reads: Expenditures shall be paid for only on orders of the board, signed by its president and secretary.


Leo moved to adjourn.

The next meeting will be September 18.


Respectfully submitted,

Susan Macken


This resource is supported by the Institute of Museum and Library Services under the provisions of the Library Services and Technology Act as administered by State Library of Iowa.