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March 2016 Board Minutes

Oelwein Public Library Board Minutes March 15, 2016

The Oelwein Public Library Board of Trustees held its regular board meeting on Tuesday, March 15, 2016 at 5:30 p.m. at the library.

Present: Mars, Kerns, Ingersoll, Macken

Absent: Gilson, Berryman, Christensen


Bill Clark from Karr Tuckpointing met with board members at 5:00 to tour the outside of the building and answer any questions relating to repairing the brick and cast stone.


President Kerns called the meeting to order.

Ingersoll made a motion to approve the agenda. Seconded by Mars. Motion carried.

Mars made a motion to approve the minutes as written. Seconded by Ingersoll. Motion carried.

No correspondences.

The board reviewed the Trustee Training on the Library Standards for staffing, part 2. Oelwein has 5.88 FTE which places us between "Enhanced" and "Outstanding" category for our city population size.


Friend's Report:

  • The Book and Bake Sale is scheduled for April 7-9.
  • Jody Solsma is a new Board member.


Director's Report:

  • Margaret Smolik, author of a book on her family's time in Croatia during WWII, will speak on March 10 at 6:30 p.m.
  • The City purchased the credit card component (PSN) which is compatible with their new software system. They hope to implement this option this spring at city hall with the possibility for the Library, Police, and Wellness Center to be included at a later date. Patrons would pay a convenience fee, so there would be no fees paid by the library.
  • The library was awarded an RC&D grant for $120 to purchase a composting bin to go with the raised bed garden and seed exchange library.
  • The Iowa Genealogical Society will lead a Genealogy Class on Saturday, April 2 at 1:30 followed by an Ancestry database class on Tuesday, April 12 at 10:00 a.m. These programs are sponsored by the Oelwein Public Library Foundation.
  • The City of Stanley did not renew their library services contract with the Buchanan County Library Association. Citizens of Stanley will be denied library services until a contract is agreed upon.
  • County funding was increased by $2,750 with a plan of giving each of the 11 Fayette County libraries an equal distribution of $250. This distribution is not according to the contract formula. The City Attorney will notify the Supervisors of this discrepancy.
  • The Retrofit Companies are able to get 4 LED light bulbs replaced under warranty.
  • The 2013 Oelwein Daily Register has been microfilmed and digitized.
  • Darin Christensen has been assigned as the new liaison.


The bills were reviewed. Ken's Electric replaced some of the "can" light ballasts. Ingersoll made a motion to approve the bills. Seconded by Ingersoll. Motion carried.



The building repairs and the budget were discussed simultaneously. 


For building repairs:

Nothing was included in the budget to use towards major building repairs or maintenance.


  • It is imperative to repair the cracked masonry to prevent water from permeating the brick and causing further damage. Ingersoll made a motion to have Karr Tuckpointing make the needed repairs for $14,172 to be paid for out of the Bequest Fund. Seconded by Mars. Motion carried. The work has a two year warranty. The brick work will be re-assessed before the end of the two year warranty.
  • As a part of the brick maintenance, the gutters need to be re-caulked and checked for proper slope. This will help keep water and ice from building up on the brick which has caused some of the brick to check and crack. Also, a flashing "backsplash" would be helpful in the gutters by the valleys to direct the water into the gutter instead of over-shooting the gutter. Macken will contact a couple of gutter companies to provide estimates. Mars made a motion to cover this repair out of the Bequest Fund. Seconded by Ingersoll. Motion carried.
  • An estimate was received from Miller Construction for $12,400 to add insulation to reach the recommended R49 and seal the ductwork insulation. Alliant Energy has a rebate program for buildings that are at least 10 years old which would pay for 70% of the cost as determined by their assessment. The library would need to wait until January 2017 to apply for this rebate. Since the rebate could cover 70% of the assessed costs, this project will be postponed until January 2017.
  • Macken spoke with Tom Stewart about the storm sewer in the library parking lot. The fill by the basin has washed away causing the cement to break and collapse into the hole. Stewart said that it is possible for the Street Department to repair the storm sewer or a local contractor. A local contractor gave a rough estimate of $2,000-$6,500 dependent upon if the basin could be repaired or replaced. The library board determined that the city will need to decide whether or not they will repair the storm sewer. Currently, the Street Department has placed an orange cone in the hole.


For balancing the budget:

The library received $18,000 less than requested.

Enrich Iowa and Open Access funds are received from the State of Iowa to be used for enhancing library services. Unless these funds are reduced by the Iowa Legislature, we can estimate that the library may receive approximately $5,700.


  • Carpet cleaning : use $2,300 from Open Access funds
  • Saur Lot maintenance : $1,000 appropriated in budget. Discussed options if maintenance costs exceed this line item (Parks Dept. mow/snow removal, discontinue mowing/snow removal until new fiscal year, or go over budget). The board chose to go over budget.
  • Unique Management Collections fees : Discussed return on investment. Cumulatively, we have collected $3,088 in cash and $2,092 in returned materials for a payment of $2,573 to Unique Management.   Use Open Access funds.
  • Did not receive FCCF grant ($4,620) or city funding for year 2 in computer replacement schedule. Therefore, we will not replace the next set of 6 public computers.
  • Apollo Library Circulation System annual fee : This software system runs the library checkouts, reports, patron database, and online catalog. If this fee is not renewed, the library would need to go back to the old card based system of card catalog and filing due date cards because it would be cost prohibitive to purchase a different software circulation system. In order to pay for the annual Apollo renewal fee, the library will not contract IT hours with Premier Technology for tech services ($1,500) and use $900 from Enrich Iowa funds.
  • Books, periodicals, and AV : $25,000 appropriated from LOST for Economic Development did not fully fund the required $32,000 to meet the State Accreditation Standard. To meet the standard, use the remaining Enrich Iowa and Open Access funds and gift and memorial donations.


A Disaster Preparedness Plan was written and reviewed by the library board. Ingersoll made a motion to approve the Plan. Seconded by Mars. Motion carried.


The Library Lockdown policy was discussed. The following was added to the policy: "If an "Active Shooter" enters the library building, evacuate out the safest exit." Mars made a motion to accept the revised policy. Seconded by Ingersoll. Motion carried.


The next meeting will be Thursday, April 7 at 5:30 p.m.


Meeting adjourned,

Susan Macken

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