July 26, 2004 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE ANNUAL MEETING
MONDAY, JULY 26, 2004

05-001 I. ADMINISTRATION OF OATH OF MEMBERS

Judge Elizabeth Hines, Presiding

Judge Hines administered the oath of office to new and returning trustees, Cahill, Head, Leary, and Surovell.

“I, , DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

05-002 II. CALL TO ORDER

President Cahill called the meeting to order at 6:02 p.m.

05-003 III. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Staff: Nieman, Parker, Soave (Recorder)

05-004 IV. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL

05-005 V. RECONVENE ANNUAL MEETING AT 7:30 P.M.

President Cahill reconvened the regular meeting at 7:31 p.m.

05-006 VI. APPROVAL OF AGENDA

Trustee Surovell, supported by Trustee Head, moved to strike Item E under New Business because the cost estimate for the Oak Valley branch project is not prepared to be brought forward.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

Trustee Kincaid, supported by Trustee Head, moved to approve the Agenda as amended.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-007 VII. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT

Trustee Head, supported by Trustee Leary, moved to nominate Trustee Surovell for Board President. No other nominations were made.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

2. VICE PRESIDENT

Trustee Kincaid, supported by Trustee Leary, moved to nominate Trustee Murphy for Board Vice President. No other nominations were made.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

3. TREASURER

Trustee Murphy, supported by Trustee Head, moved to nominate Trustee Leary for Board Treasurer.

Trustee Kincaid moved to nominate Trustee Cahill for Board Treasurer.

Trustee Cahill declined the nomination.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

4. SECRETARY

Trustee Leary, supported by Trustee Greene moved to nominate Trustee Cahill for Board Secretary. No other nominations were made.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-008 VIII. INSTALLATION OF OFFICERS

Director Parker administered the oath installing Board officers; Trustee Surovell as President, Trustee Murphy as Vice President, Trustee Leary as Treasurer, and Trustee Cahill as Secretary.

05-009 IX. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Cahill said his 26-day presidency had now come to an end. He said he had accomplished the two goals he had set for himself: he had not issued any executive orders, and he had not locked up anyone without a trial.

President Cahill relinquished control to new officers. President Surovell presided over the remainder of the meeting.

05-010 X. SET REGULARLY SCHEDULED MEETINGS

President Surovell introduced the proposed schedule for 2004-2005 meetings to be held the third Monday of the month or the fourth Monday when a holiday falls on the third.

Trustee Head, supported by Secretary Cahill, moved to approve the proposed schedule.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-011 XI. APPROVAL OF MINUTES OF JUNE 21, 2004

Secretary Cahill, supported by Treasurer Leary, moved to approve the minutes of June 21, 2004.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-012 XII. CITIZENS’ COMMENTS

There were no citizens’ comments.

05-013 XIII. FINANCIAL REPORT

Vice President Murphy passed the floor to Associate Director Nieman.

Associate Director Nieman reported that the unrestricted cash balance is higher than it was in May mainly due to the receipt of the check from the sale of Loving.

The Library has received tax receipts totaling $11,969,889, which is104% of the budgeted amount.

The line item Legal will be over budget for the year.

The operating revenue under Library Fines, Fees, and Other is $579, 000 for the month of June. That’s where the check for the sale of Loving for $560,000 was put.

President Surovell asked how far Legal is over budget?

Associate Director Nieman responded that legal is over $9,000.00.

Vice President Murphy asked when the auditors are going to start their review.

Associate Director Nieman responded that they would start their review the week of August 30th.

President Surovell asked what percentage of our taxes we’ve collected so far.

Associate Director Nieman responded that what we haven’t received yet totals less than 2%.

05-014 XIV. DIRECTOR’S REPORT

Director Parker noted that this report includes a particular milestone: the breaking of the two million mark for circulation for this fiscal year. Specifically, circulation increased from 1.9 million in fiscal year 2002-2003 to 2.4 million in fiscal year 2003-2004.

Director Parker led the Board in a round of applause.

Director Parker informed the Board that she is anticipating an article in the Detroit papers regarding the decision of the Detroit Public Library to charge non-residents for borrowing privileges. Director Parker was called for comment.

Director Parker informed the Board that a Library Staff Day would be held on October 11th. The Library will remain closed that day.

Staff survey results are in and were provided to the Board for their review. The surveys are also made available to all staff and on the staff bulletin boards.

Finally, Director Parker informed the Board that the Library has entered into negotiations with an automation vendor, Innovative Interfaces. Associate Director Nieman is taking the lead on the negotiations.

Director Parker acknowledged and thanked the staff involved in the selection process, and in particular those involved in the vendor review committee.

05-015 XV. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Did not meet.

B. PERSONNEL

Did not meet.

C. PUBLIC SERVICES

Did not meet.

D. COMMUNITY RELATIONS

Did not meet.

E. FACILITIES

Secretary Cahill reported that the Facilities Committee did meet. The budget for the Oak Valley Branch Project was discussed. The committee is not ready with cost estimates for the Board, but expects to have those ready for the September meeting.

F. DEVELOPMENT

Did not meet.

G. TECHNOLOGY ADVISORY

Did not meet.

05-016 XVI. OLD BUSINESS

04-207 A. UPDATE ON OAK VALLEY DRIVE PROJECT

Associate Director Nieman took the floor and reported that it is expected that the pre-bid cost approval will be ready for review and approval at the next Board meeting.

He also reported that the first bid pack is scheduled to be ready to send out the first part of September and will include primarily the earthwork and superstructure. The bids will then be brought to the Board for approval of the recommendations in October. Groundbreaking is scheduled for November.

The second bid pack will include the majority of the work and is scheduled to go out the first part of January.

05-017 XVII. NEW BUSINESS

05-018 A. ADOPT RESOLUTION TO THANK OUTGOING BOARD MEMBER: J.D. LINDEBERG

Secretary Cahill, supported by Trustee Head, moved to approve the resolution of thanks to J.D. Lindeberg.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-019 B. ADOPT RESOLUTION TO THANK OUTGOING BOARD MEMBER: CONNIE POWERS

Treasurer Leary, supported by Vice President Murphy, moved to approve the resolution of thanks to Connie Powers.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

Vice President Murphy thanked Connie Powers personally for all of her efforts on the Budget and Finance Committee.

05-020 C. DISCUSSION OF COMMITTEES

Director Parker explained the process by which new Board members will be introduced to the committees, who have served on them, what the time commitments are expected to be, and what each is currently working on.

Board members were asked to provide a list of committees they would like to serve on in order of preference to Executive Assistant Soave.

President Surovell stated that he would take into account preferences, previous committee experience, and also outside experience when appointing committees. Each committee serves an equally important function.

05-021 D. DISCUSSION ON BOARD RETREAT DATE

Director Parker requested the Board provide their August and September availability to Executive Assistant Soave so that we can begin to look at possible dates.

The purpose of the retreat is to have the Board meet in a more informal environment for discussion of the initiatives from the strategic plan and the governance position of the Board, i.e., the role of the Board.

Possible Agenda items can be sent to Executive Assistant Soave.

The retreat in the past has usually taken place over an evening for about four hours.

05-022 F. DISCUSSION OF THE WASHTENAW HOUSING ALLIANCE INITIATIVES

Diane Davidson, Executive Director of the Washtenaw Housing Alliance was introduced by Director Parker.

Ms. Davidson introduced Barbara Penrod, a Housing Alliance Board Member and Carol McCabe, Executive Director of Avalon Housing. She also invited the Board to attend their Conference which will be held at Washtenaw Community College on September 21st.

Ms. Penrod took the floor and gave a brief overview of the Housing Alliance and discussed their strategies and blueprint plan to overcome homelessness countywide.

Phase I: To address homeless families. Alpha House, a facility that provides temporary housing to families in need was opened in 2001.

Phase II: The establishment of the Robert J. Delonis Center, which opened in November 2003. The Center serves 50 homeless adults, both men and women.

Prior to the opening of the Delonis Center, there were numerous locations that individuals needed to visit to have their needs met, often requiring up to three miles of walking within one day.

Phase III: To provide permanent affordable housing.

The alliance is receiving strong support from the county, and both the cities of Ann Arbor and Ypsilanti.

Just recently, in the last year, this alliance of ten organizations has been charged with developing and implementing a blueprint to end homelessness. September 21st from 8:30-4:00 p.m. will be the forum to introduce the community to their blueprint for refinement and endorsement.

Ms. Penrod gave a PowerPoint presentation on the eight strategies the alliance has selected:

1. Keeping individuals housed
2. Stock of permanent affordable housing
3. Secure funding for support services
4. Working on drug and/or alcohol treatment
5. Services for families and youth
6. Education and employment options
7. Quality and improved outcomes
8. Engaging the whole community

Following the presentation, Trustee Head asked what affiliation, if any, this initiative has with the Governor’s taskforce to eradicate homelessness.

Diane Davidson explained that there is a homeless policy academy that’s taking place in Lansing that meets once a month. The Washtenaw Housing Alliance is a member of one of the subgroups. They are definitely looking at how to align their plans with the State’s plans.

Treasurer Leary asked if transportation is a consideration in the plan.

Transportation has been added to the draft plan.

Trustee Kincaid asked what the relationship is between the Alliance and Habitat for Humanity.

There is not a direct relationship, though the executive director of Habitat for Humanity is a former employee of the Interfaith Hospitality Network, a member of the Alliance. The two serve two separate constituencies.

Secretary Cahill asked about the formula used to determine the numbers in the presentation.

Ms. Davidson explained that Martha Bert, a statistician at the Urban Institute, served as their consultant. She has a formula to extrapolate annual numbers based on particular questions raised in a survey.

Secretary Cahill inquired as to whether or not homeless individuals experience a shorter life expectancy.

Ms. Davidson offered to do some research and provide her findings to the Board when they become available.

Ms. McCabe addressed the Board to share her experience with clients passing away due to coming in for medical services when it’s already too late.

Director Parker asked Ms. Penrod to address the goal of the community forum. When is the action plan to be developed?

Ms. Davidson explained that an action plan was drafted in May. The plan will be presented in September, but the primary goal of the September meeting is to get people to make commitments, set groups, and set schedules.

Director Parker added that the invitation to Ms. Davidson to present at the Board meeting came out of a discussion of the indirect costs of serving the homeless in the community, and in our case, the Library’s indirect costs of serving the homeless community. The AADL is committed to maintaining a proactive approach to these and related issues.

Director Parker thanked Ms. Davidson, Ms. Penrod, and Ms. McCabe.

Ms. McCabe added that she hoped that this would be the first of many discussions regarding what will be happen with the “Y” property across the street. Avalon Housing has been involved in the discussions and is looking forward to talking with the Library about how we are affected by what happens there.

05-023 G. VOTE FOR EXECUTIVE SESSION AT THE BEGINNING OF THE NEXT REGULAR SCHEDULED MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL

Trustee Kincaid, supported by Trustee Head, moved to vote for Executive Session at the next Regular Board Meeting for Discussion of Real Estate and Opinion of Counsel.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-024 XVIII. ADJOURNMENT

Secretary Cahill, supported by Trustee Kincaid, moved to adjourn the meeting.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

Meeting adjourned at 8:30 p.m.