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February 2013 Board Minutes

Oelwein Public Library Board Minutes February 14, 2013

The Oelwein Public Library Board of Trustees held its regular board meeting on Thursday, February 14, 2013 at 5:15 p.m. at the library.


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

Absent: none


President Gilson called the meeting to order.

Kerns moved to approve the agenda. Seconded by Ingersoll. Motion carried.

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

Trustee Training: The board read the sections on State and Federal funding.


Correspondences: The Oelwein Police Department sent a letter on the City Ordinance pertaining to security system false alarms. The library had 4 false alarms in 2012. Though the library will not be charged for these false alarms at this time, charges would be as follows:

First and Second - no charge

Third - $50.00

Fourth on up - $75.00

The director reviewed with the staff areas to monitor as possible things that can cause a false alarm.


Friend's Report:

  • The Chocolate Fest had a profit of approximately $1000.
  • Friend's donate $3000 to the library to be used as needed.
  • Spring Book Sale will be April 18-20.

Director's Report:

  • Jones Library Sales will be re-gluing the loose wooden Agati "Charles" chairs next week. The chairs have a 10 year warranty.
  • The State Library sent a $2,550.86 check for Open Access.
  • The Iowa Library Association will be consolidating with another office. They are selling their color copy machine for $1600 with a government rate service contract. The board voted not to purchase the copier as its capabilities far exceeds the library's copying needs.

Leo arrives.

Kerns moved to accept the library bills. Seconded by Berryman. Motion carried.


FY12-14 budget was discussed.

  • The board will request a $50,000 appropriation from the Library Bequest Fund.
  • The Council has proposed a library budget of $252,072 which will allow the library to re-gain its Accreditation status. Macken asked  the State Library when the library could re-apply for Accreditation. The State Library will make an exception and allow the library to become re-accredited this year.


The Library Construction Fund has a negative balance of $14,927. Mary Jo Snitker's pledge records indicate 17 individuals still owe $7,285.00 in uncollected pledges. The board discussed that, even though this was clearly a successful Capital Campaign, the negative balance needs to be resolved. On January 17, 2008, the library board received a letter from Mayor Murphy that the Library Construction Fund was closed and "the remaining money ($59,660) has now been returned to the Local Option Sales Tax Fund for Economic Development in accordance with the sales tax referendum criteria."  Leo made a motion to request the Council to use the $59,600 returned to Economic Development from the Construction Fund in January 2008 to pay the remaining amount in uncollected pledges. Seconded by Berryman. Motion carried.


As requested, Macken gave a report on the amount of postage spent on the Inter-library Loan program. To date, 104 items have been received. The library collected $336.50 in ILL postage fees and received $195.00 from the state  ILL Reimbursement program. Actual  postage costs were $119.60 due to the availability of shipping library materials through the Area Education Association's van delivery system to the schools in Northeast Iowa. Therefore, the library will not increase ILL postage fees from $2.00 per item to $3.00 as allowed by the State Library.


One of the Summer Reading Program prizes, a Nook Simple Touch, was not claimed by the winner. Leo moved to purchase $100 worth of new release ebooks for this Nook and allow patrons to check-out the pre-loaded Nook and to use Bequest funds to purchase protective covers and a charger. Seconded by Ingersoll. Motion carried. In 3 months, the board will review the usage and evaluate the needs. Macken will also download free materials available through the public domain and Barnes and Noble "Free Fridays." Staff procedures and patron guidelines will be developed.  Berryman moved to adopt the new eReader Policy. Seconded by Leo. Motion carried.


Macken will be a presenting "Enhancing Public Image" at the Rotary President-elect Training Session in Des Moines on February 28 - March 2.


The board reviewed the Public Access Internet Policy. Berryman made a motion to change the loss of computer privileges to:

1st Offense - 6 months

2nd Offense - 1 year

3rd Offense - permanent suspension

Seconded by Kerns. Motion carried. Macken will post at the computers stations the following section from the policy: "Patrons are urged to respect the sensibilities of others when accessing information that may reasonably be offensive to someone else."


The next meeting will be March 21 at 5:30.


Berryman moved to adjourn.


Respectfully submitted,

Susan Macken


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