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March 2011 Board Minutes

The Oelwein Public Library Board of Trustees held its regular board meeting on Thursday, March 10, 2011 at 5:00 p.m. at the library.


Present: Peik, Gilson, Leo, Kerns, Ryan, and Macken. Also Callie Berryman and Jim Novak.

Absent: none


Gilson called the meeting to order.

The agenda was approved.

Kerns moved to accept the minutes as written. Seconded by Peik. Motion carried.


Novak gave updates on the ice dam issues.

·         Dean’s Light Box will cover the cost of replacing the ballasts in the women’s restroom since it was attributed to the improperly installed heat tape.

·         The heat tape will be fixed in May. Novak would like to supervise the work.

·         Upon examination, no deterioration was noted on the roofing substrate.

·         The flashing on the stone caps will be examined this spring.

·         Larson’s redistributed insulation in the atrium area.

Macken also informed Novak that Young’s Plumbing and Heating had to replace a circuit board for the heating system to the meeting room. Macken had the technician check, again, the system that heats the staff side of the main library which seems to be continually blowing cold air. The technician found that the compressor had, again, tripped on high pressure fault due to the motor overheating which allowed a continuous flow of outside air into the building as the damper is left in the “open” position unless reset. This occurs when Heat Pump 2 is off but Heat Pump 1 is running. The technician could not give a reason why this would occur until someone reads the Cubic Feet per Minute air flow on the vents and compares the readings to the original test and balance. The motors may be wearing out and may be undersized. Until the problem is solved, both Heat Pump fans need to be continuously running to maintain low amperage. It was noted that many repairs such as burned up motors, circuit boards, and fan contactor wires have had to be made to the system since July. Novak will call the engineer of the system.

Novak left the meeting.


No correspondences.

The Trustee training video on Open Meetings Law was viewed.

The Friend’s book sale will be coming up in April.

Director’s Report:

·         Macken brought to the attention of the board that the patron restroom center pull towels are expensive and the restrooms have the hand dryers. The board would like to have the choice of a towel but change to a more economical towel. Macken will investigate options.

·         The City Council approved the carry over request of $2,270 to go towards utilities.

·         Upcoming programs include author Mike Sielman on March 16, Civil War songs on March 31(in honor of the Sesquicentennial of the Civil War in April), and a joint event with the OWLS and Rotary on Polio Awareness on April 27th. The library discussed the possibility of attendees wanting to make a donation for polio eradication. As this would be handled through Rotary, donations would have to be made to their treasurer, not the library.

·         The Library’s 100th Anniversary will be in May. All board members will bring ideas on how to celebrate at the next meeting. The mayor will be notified of the upcoming anniversary.

·         As Macken will use vacation time in April, the next board meeting will be Tuesday, April 5 at 5:15 p.m.

·         The board reassigned officers: President – Gilson, Vice-President – Peik, Secretary – Kerns.

·         The board will send copies of all bills incurred because of ice dam issues to city hall for investigation as to if the costs can be reimbursed by the responsible parties.

Kerns moved to approve the bills. Seconded by Leo. Motion carried.


Macken announced the library will not be able to obtain accreditation (Tier 3 status) as their materials budget (6.6%) does not meet the minimum requirement of 10% of the library’s operating budget. Leo moved to complete the application process in order to receive a Tier 1 status thus receiving at least some state funding. Seconded by Kerns. Motion carried.


Peik Moved to adopt the written goals and objectives. Seconded by Leo. Motion carried.     


Leo moved to charge the library patrons the maximum allowed inter-library loan fee of $2.00 per item to offset postage costs. Seconded by Kerns. Motion carried.


The library budget for FY 2011-12 is $212,500. To balance the budget, the board will reduce the office supplies line since patrons will be charged ILL postage fees; replacement of computers will be determined dependent on grants and other funding sources;  increase building maintenance line from $3000; materials line will come from gifts and donations; and communications line will be partially funded by erate. The board will not be able to meet their goal of raising the starting librarian wage to $9.00 per hour, but all staff will receive a 2% raise. Peik moved to accept the adjusted budget of $212,500. Seconded by Leo. Motion carried.


Hazleton city council proposed contracting with the library for library services at a rate of $2.00 per capita. Leo moved to send them the contract proposal from 2007 of a starting rate of $5.00 per capital increasing at a rate of $1.00 per year thereafter until the rate per capita is equal to 75% of the average cost per capita of Oelwein Public Library. Seconded by Peik. Motion carried.


Kerns moved to adjourn the meeting. Seconded by Leo.


Respectfully submitted,

Susan Macken


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