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September 2011 Board Minutes

Oelwein Public Library Board Minutes September 15, 2011


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


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

Absent: Peik


President Gilson called the meeting to order.

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

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



·         Thank you letters were received from Edith Biddinger thanking the Board for their donation to the Foundation in honor of her father, Susie Ricchio for the Board’s commemoration of her 10 years of full-time service, and the Class of 1961 for the library tour. The Class of ’61 donated $50.00 to the library.

·         A citizen from Stanley delivered a copy of the Stanley Bugle newsletter with references to the Library Services contract.

·         An email was received encouraging the library to install a water cooler for the water fountain.

Friend’s Report:

·         The Annual Meeting will be September 20th with a special program on Thailand.

·         The Friends have contributed $8,736.63 to the library this past year either through purchases, programs, or promotions. The Library Board is grateful for the generous support of the Friends of the Library and applauds their efforts.

Director’s Report:

·         The Oelwein Library Foundation will be paying for three of the upcoming special library programs (The ‘50’s, Whitetail Deer, Baseball) offered for adults and families.

·         The library is conducting an inventory of all materials. The Apollo circulation system has a convenient inventory module which allows the inventory to be done using a laptop computer and wireless internet connection.

·         Because of the reorganization of the Library Service Areas, the van delivery system for delivering inter-library loan materials, which eliminates the need to mail the items, was modified. Macken made arrangements with Wings Park School to deliver books to libraries in AEA1 and with Readlyn Community Library to add Oelwein’s books to their van delivery within AEA267. Last week, all libraries in the two service areas were happy to hear that the AEA’s worked out an exchange between the two service areas. Now, Oelwein Library only needs to deliver and receive inter-library loan items through Wings Park School. This cooperative effort is much appreciated.

Library bills were reviewed.

·         A transport chair was purchased from the Bequest Fund to replace the missing wheelchair. The transport chair is stored by the circulation desk.

·         Leo will give the director information on recycling computer ink cartridges as a fundraiser.

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


The HVAC system was rebalanced and changes to the air handling system were implemented.

No work has been done to the roof.


A letter was received from Dean’s Light Box stating, “I do not feel that I want to continue to be involved in a project that I feel still has other issues.” The heat tape has been removed and a full refund of $8,105.66 was received. Landon Burg was concerned that, if the Board would cash the check, Dean’s would be absolved of any liability for the issues with the roof. The Board is waiting for advice from the City Attorney. Also, the funds for the heat tape came out of the Construction Fund which has since been closed. Kerns made a motion that, pending a determination from the city attorney, the Board requests to deposit the refund money for the heat tape into a Building Repair Fund line item until the roof issues have been resolved including the problem of ice dams. Seconded by Leo. Motion carried. Kerns and Macken will meet with the City Administrator to set up the Building Repair Fund.


Council Liaison Ryan arrived. Gilson left the meeting. Kerns resumed the meeting.


The council minutes on the carry over request for salaries were reviewed. The Council voted not to rescind the Council’s decision and allow the Library to carry over funds in the amount of $2,140.50. The library assistants have received a $0.50 raise retroactive to July 1.


The Board discussed the proposal from Iowa Workforce Development to establish an Access Point at the library by either loading their software onto the library’s computers or IWFD will set up two of their computers at the library where citizens could only access the IWFD program. IWFD would maintain their computers and supply signage and a desk guide. Library staff is only expected to turn on the computers.

Macken said that a citizen had come to the library earlier in the week needing to file their weekly unemployment claim. The person had no computer experience but had the proper documents to assist with the process. Library staff informed the person that they are not trained in filing claims but would help the person get to the IWFD website. The person would need to call IWFD if they were unable to find the claim form with minimal assistance. The staff person helped the person find the claim form and complete the process.  Macken felt that people will be coming to the library to file their claims whether we have the simpler Access Point software or not and that the software would ease the burden on staff time.

The Board also discussed their concerns over register sex offenders against minors coming to the library to file claims. These persons are not allowed on the library premises, but would be hard to identify if not required to be a library card holder. The Board would like to know how other libraries are addressing this issue.

Since citizens are currently able to access the IWFD website on the library’s computers to file unemployment claims, the Board decided to table the issue until the sex offender question is answered and the absent board members are present.


The Board reviewed the library annual report. It was noted that the previous year’s statistics for circulation and attendance were larger because of all the special programs and class visits for the Visions of the Universe exhibit. The collection saw changes in the addition of downloadables for ereaders and the deletion of books on cassette tapes. A copy of the annual report was received by the City Council as required.


The Board reviewed the “Conduct in the Library” policy. Leo moved to accept the policy as reviewed. Seconded by Berryman. Motion carried.


The next meeting will be Thursday, October 20 since the director will be at the ILA conference on the 13th. The Board changed their meeting time to 5:30 p.m. due to a board members schedule.

Berryman moved to adjourn the meeting. Seconded by Leo. Motion carried.


Respectfully submitted,

Susan Macken



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