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May 2011 Board Minutes

Oelwein Public Library Board Minutes May 12, 2011

The Oelwein Public Library board of Trustees held its regular board meeting on Thursday, May 12, 2011 at 5:15 p.m. at the library.

Present: Gilson, Berryman, Peik, Leo and Macken
Absent: Kerns and Ryan

President Gilson called the meeting to order.
The Trustee Training video on Privacy and Confidentiality was viewed. Leo arrived.
Leo moved to approve the agenda. Seconded by Berryman. Motion carried.
Leo moved to approve the minutes as written. Seconded by Peik. Motion carried.

Correspondences and Communications: Macken reported that one of the book clubs was unhappy about the change in procedure for ordering books using inter-library loan. With the revised procedure, club members will be responsible for submitting their own inter-library loan request form to a librarian and paying the two dollar mailing fee. The board felt this was a reasonable procedure and allowed club members to choose if they needed to order and pay the mailing fees for a book or use other options such as purchasing the item or downloading varying formats such as audio or ebooks. Also, the club member can control when they would receive the book as some prefer more time to read the selection and some prefer to read the selection closer to the meeting date.

Friend’s Report:
•    The Friend’s purchased a microphone stand and prizes for the Summer Reading Program.
•    Additional key chains were ordered to distribute to new library patrons.
•    The Friend’s received a $250 appreciation recognition from the Oelwein Community Bank.
•    The Friend’s conducted another successful book sale and earned $1326.80 for the library.
Director’s Report:
•    Both library pages will be resigning this summer as they are graduating from high school. Another page will be hired. Also, Shirley Barker who participates in the Experience Works program, will be working at the library.
•    The library’s appropriation from Fayette County for next fiscal year will be $21,796.75, an increase of the requested $700.
•    Approximately 130 persons attended the library’s 100th Anniversary celebration.
•    One of the staff members wanted to know if it were permissible to wear apparel that would reveal the tattoos on her lower legs. Since tattoos are common and the designs are not controversial, the board felt this would not be a problem.
•    Macken will ask for more information on a meeting room request. If the room will be used to recruit employees, the meeting will not be allowed as the person would be conducting a business. An employee training or information meeting would be allowed as that would be educational.
•    Macken will take a half day vacation to attend her daughter’s university commencement.
May bills were reviewed.
•    Amanda received a scholarship for attending the Kid’s First Conference. All expenses will be reimbursed.
•    The planter of the Ziegler grave has been ordered.
•    The board would like further explanation before approving the deduction to the library budget for repairs to the van since it is a city vehicle shared by multiple departments and city council persons.
•    The Friend’s paid for the carpet cleaning of the meeting room.
•    The two bills from Young’s for the repair of the HVAC controller and contactor at a cost of $1557.72 will be amended into the budget.
Peik approved the bills with the exception of the van repair. Seconded by Berryman. Motion carried.

Two quotes for testing and rebalancing the HVAC system were reviewed as recommended by West Plains Engineering to determine the cause of the motor over amperage.
•    Precision Test and Balance - $1385.00 which includes profiles on each heat pump providing total air delivery, RPMs, fan speed, amperage, power consumption, and static pressure readings. Included is one day of service for on site modifications and adjustments to the motor variable pitch pulleys and mileage.
•    Systems Management and Balancing - $1000.00 which includes HVAC airflow readings. Not included are any parts or labor for changes in pulleys and/or belts or corrections to dampers for air balance or testing of cock/ports on the water system.
Leo moved to contract Precision Test and Balance for $1385.00. Seconded by Peik. Motion carried.

Modification to the roof was reviewed. Larson Construction will remove the stone caps by the valleys on the North and South side of the building. Roofing materials will be extended over the top of a false cap and a cricket will allow the correct slope to the gutter and downspout.
Macken noted the repairs to the heat tape were to be done in May.

The City Council considered the request from the Board on recommended changes for sanding and plowing the library parking lot. The council decided to sand the library parking lot whenever the City Hall lot is done if the library lot has been plowed. Plowing priorities were not revised.

Peik moved to adjourn the meeting. Seconded by Leo.

Next meeting will be Thursday, June 9 at 5:15 p.m. at the library.

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