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December 2012 Board Minutes

Oelwein Public Library Board Minutes December 13, 2012


The Oelwein Public Library Board of Trustees held its regular board meeting on Thursday, December 13, 2012 at 5:15 p.m. at the library.

Present: Leo, Kerns, Berryman, Ingersoll, Sherrets, and Macken. Gilson arrives later in the meeting.

Absent: none


Vice President Kerns called the meeting to order.

Berryman moved to approve the agenda. Seconded by Leo. Motion carried.

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

Trustee Training: The board read the sections on “Budgetary Powers” and “City and County Funding” in the Trustee Manual.


Correspondences: none

Friend’s Report:

  • Chocolate Festival will be Friday, February 1 from 6-8 with the Mardi Gras theme and live band
  • Purchased sanitizing wipes for patron use

Director’s Report:

  • Iowa Library Services has purchased the online database “Learning Express” as the legislature directed Iowa Workforce Development to provide $150,000 in funding to Iowa Library Services “for the purpose of licensing an online resource which prepares persons to succeed in the workplace through programs which improve job skills and vocational test-taking abilities.” This resource will be available at Iowa Public Libraries effective January 1.
  • Dan Woods from Larson Construction toured the library this week to view the areas needing repair. A crew is scheduled to begin work immediately.
  • Grand opening for the traveling exhibit “Civil War 150” will be on Thursday, January 3 at 6:00 p.m. Light refreshments will be served and the Ambassadors are invited to attend. At 6:30, Ken Lyftogt, a professor from UNI, will be speaking on “Iowa Stories of the Civil War.”
  • The evening book club will no longer be meeting due to lack of attendance. Many former members have been attending the afternoon book club. Invitations to join the afternoon club were given to former members. The evening club may be rejuvenated in the future.
  • Macken will be attending an ILA Nominating Committee meeting at Grand View College on January 11.
  • Five boxes of paper were ordered through the IEC Paper Buy in cooperation with the school.


Gilson arrived.

The Church Williams book sales have diminished. $2643.50 in sales has been collected. Leo moved to use these funds to purchase books and other materials and include a commemorative bookplate in these items. Seconded by Berryman. Motion carried.


The bills were reviewed. Several bills are for the upcoming Civil War exhibit programs/speakers covered by this grant. Also, a replacement cigarette disposal post was purchased. Kerns moved to approve the bills. Seconded by Berryman. Motion carried.





Quotes for 8 replacement computers were discussed:

  • CDW-G - $4552.00 – Lenovo, 3 year warranty
  • HP Public Sector - $5006.40 – 3 year warranty – bid was for Windows 7 32-bit instead of 64-bit
  • Bytespeed IEC bid - $5192.00 – custom built – 5 year warranty
  • Premier Technology - $5600.00 – custom built – 1 year warranty

Kerns moved to accept the bid from Bytespeed. Seconded by Berryman. Motion carried. Macken will confirm that these computers are Energy Star rated. [Confirmed: all components are Energy Star]


The library board would like Sherrets to inquire why the large pine tree has not been lit for the Holiday Season.

Berryman left the meeting.


The library circulation system now has a collection agency module that can automatically forward unresolved library patron accounts to Unique Management Services, Library Division. The library has the option to evaluate the accounts before they are referred to UMS. The cost of the service is $8.95 per patron submitted which includes letters, calls, skip tracing, address updates, monthly reports, and submission to the individual’s credit report, if needed. Macken received positive responses from Iowa libraries that use UMS. UMS offers a 3 month trial period. If the library is not satisfied with the results and chooses not to continue with the service, no payment is made.

In 2012, the library had 245 unresolved items valued at $3868.59. On average, each problem patron has 3 unresolved items. Leo made a motion to try UMS for a 3 month trial period and add the $8.95 collection fee to the problem patron’s account. Seconded by Kerns. Motion carried.


After consultation with the Chief of Police, the Director wrote a “Library Lock-down” policy for emergency situations that may expose patrons to danger such as an “Active Shooter.” Kerns moved to adopt this new policy. Seconded by Ingersoll. Motion carried.


The next library meeting will be held on Thursday, January 10 at 5:00 p.m. at the library.


Leo moved to adjourn the meeting.


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.