November 15, 2004 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 15, 2004

05-065 I. CALL TO ORDER

President Surovell called the meeting to order at 6:05 p.m.

05-066 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Surovell
Absent: Murphy
Staff: Nieman, Parker, Soave (Recorder)
Others: Tony Rosati, Skanska USA
Carl Luckenbach, Luckenbach | Ziegelman

05-067 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF COUNSEL, AND LABOR NEGOTIATIONS PREPARATION

05-068 IV. RECONVENE REGULAR MEETING AT 6:30 P.M.

President Surovell reconvened the regular meeting at 6:30 p.m.

05-069 V. APPROVAL OF AGENDA

Treasurer Leary, supported by Trustee Head, moved to approve the Agenda.

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

Motion passed: 6-0.

05-070 VI. APPROVAL OF MINUTES OF OCTOBER 18, 2004

Secretary Cahill, supported by Treasurer Leary, moved to approve the Minutes of October 18, 2004.

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

Motion passed: 6-0.

05-071 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

05-072 VIII. FINANCIAL REPORT

Associate Director Nieman took the floor.

We’ve received almost $12 million in tax receipts through the end of October, which is 96% of the budgeted amount.

There are six items that are currently over budget year-to-date. All of them are expected to come back into line throughout the year with the exception of the legal line item.

We incurred a little over $100,000 in expenses for the Oak Valley Drive branch project in the month of October. This expense will begin to increase significantly, particularly starting in December.

Everything else is normal.

05-073 IX. DIRECTOR’S REPORT

Director Parker spoke about the Citation of Merit Award the AADL received from the Library of Michigan Foundation. AADL was recognized for outstanding service, community collaboration and programming, and innovation in library design. Director Parker stated that she is very pleased to have been recognized as a leading public library in the state of Michigan and took the opportunity to publicly congratulate the staff.

Director Parker also informed the Board that this year’s choice for the Ann Arbor Reads program is the title, Leo Africanus by Amin Maalouf. This is the first year that a fiction title has been chosen. This selection was the recommendation of a high school student who sits on the selection committee. All AADL copies are currently in circulation and more are on order.

05-074 X. 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 committee met last Thursday and has an Item of Action under New Business on tonight’s Agenda.

F. DEVELOPMENT

Did not meet.

G. TECHNOLOGY ADVISORY

Did not meet.

05-075 XI. OLD BUSINESS

04-207 A. UPDATE ON OAK VALLEY DRIVE PROJECT

Associate Director Nieman reported that if the Board approves the bids brought forward tonight, we could expect to break ground on the new branch by the end of the month.

There will be two or three more bids that are time-critical to the schedule and will require a Special Meeting of the Board for approval.

It was noted that there were no news items on the groundbreaking of the new branch.

05-076 XII. NEW BUSINESS

05-077 A. DISCUSSION ON BOARD RETREAT OUTCOMES

Director Parker read aloud the list of priority issues for the Board to address in the upcoming year.

• To be politically active, advocating for libraries in the public area arena.
• To allow time at each meeting for discussion of emerging issues and trends.
• To ensure that the budget covers goals and objectives set during the planning process.
• To safeguard the public’s First Amendment/Intellectual Freedom rights by protecting freedom of access, while also being open to the public’s comments.
• To be aware of patron privacy protections under State law and ensure through policies that patron information is kept confidential.
• To stay abreast of the financial status of the Library and its funding sources.
• To effectively represent the Library to the community and project a positive external image.

The Board was in agreement that this list captures what they feel are the most important issues for them to address in the upcoming year.

Treasurer Leary made an announcement to the Board that the ACLU has invited Director Parker to speak on the USA Patriot Act at the University of Michigan Law School. Treasurer Leary will be introducing her.

Treasurer Leary also recommended the Board consider inviting Sandy Arlinghaus, former Planning Commission member and current faculty member of the UM School of Architecture and Urban Planning, to give a unique presentation on downtown planning using a three-dimensional modeling system she’s developed.

05-078 B. DISCUSSION ON THE NAMING OF THE BRANCH ON OAK VALLEY DRIVE

Director Parker reported that she heard from six Board members on their top preferences with regard to naming the branch on Oak Valley Drive.

Four members voted their top choice to have Pittsfield in the name. The second top choice was to name it after a natural feature.

President Surovell reviewed the types and variety of names that were received overall.

President Surovell recommended going around the room to hear each Board member’s comments:

Secretary Cahill’s top preference is to have the branch named after a natural feature. His first choice would be to have it called the Wetland Branch with his second choice being Three Fires.

Trustee Head commented that as an environmentalist at heart, she would normally go for an environmental name. However, she’s leaning more toward Pittsfield for the following reasons: because that’s where the branch is located, because she would like to get the township folks recognized and for them to recognize us, and because it provides an opportunity to promote collaboration. Her first and only choice is Pittsfield.

Treasurer Leary is also in favor of the Pittsfield name. She commented that it’s really important for the branch to have a name that helps people find it. In addition, she noted that there are important themes that the Library can recognize beyond environmental. She likes the idea of the Library helping to develop regional thinking. It’s important to acknowledge that Ann Arbor really goes beyond Ann Arbor and that we need to be thinking more broadly.

Trustee Greene stated that another way of thinking about it is with regard to water usage and how we do or do not preserve marshlands or wetlands. From an educational standpoint, she thinks it would be very helpful for that to have a focus.

Trustee Kincaid prefers Pittsfield because it reaches out to that particular area. Three Fires would require educating people as to what it means. He strongly encouraged the Board to consider Treasurer Leary’s comments regarding promoting regionalism.

President Surovell reiterated Treasurer Leary’s comments and added that this is not so much an environmental project as it is a library. In this particular case it is highly symbolic because it is the first time that a school or library has been built outside the city. He’s in support of naming it the Pittsfield Branch of the Ann Arbor District Library.

A motion was brought forward.

05-079 C. RESOLUTION TO NAME THE NEW BRANCH ON OAK VALLEY DRIVE

Treasurer Leary, supported by Trustee Head, moved that the Board name the new branch on Oak Valley Drive, the Ann Arbor District Library, Pittsfield Branch.

AYES: Greene, Head, Kincaid, Leary, Surovell
NAYES: Cahill

Motion passed: 5-1.

05-080 D. RESOLUTION TO NAME THE READING ROOM AT THE NEW PITTSFIELD BRANCH THE HOMER CHANCE READING ROOM

Trustee Kincaid, supported by Secretary Cahill, moved to name the reading room at the new Pittsfield Branch the Homer Chance Reading Room.

President Surovell led the discussion. Many of the suggestions that came up regarding the naming of the new branch were to name it after an individual, and in particular Homer Chance, former Director of the AADL.

Director Parker provided background on Homer Chance and his numerous contributions to the Library.

The motion was brought to vote.

AYES: Cahill, Greene, Head, Kincaid, Leary, Surovell
NAYES: None

Motion passed: 6-0.

05-081 E. RESOLUTION OF THANKS TO SHUTTA CRUM UPON HER RETIREMENT

Trustee Head, supported by Secretary Cahill, moved to approve the Resolution of Thanks to Shutta Crum Upon Her Retirement.

AYES: Cahill, Greene, Head, Kincaid, Leary, Surovell

By unanimous acclimation, the motion was passed.

Motion passed: 6-0.

05-082 F. RESOLUTION OF THANKS TO BETTE THOMPSON UPON HER RETIREMENT

Trustee Kincaid, supported by Trustee Greene, moved to approve the Resolution of Thanks to Bette Thompson Upon Her Retirement.

AYES: Cahill, Greene, Head, Kincaid, Leary, Surovell

By unanimous acclimation, the motion was passed.

Motion passed: 6-0.

Director Parker spoke about both of these Librarians:

Shutta Crum is a children’s librarian and was manager of both the Northeast Branch and the Youth Department for several years. Lately, Shutta moved to a part-time status as selector of youth materials for the system because she is waiting on the publication of her 10th book for children. She’s published eight picture books and one novel, all within the last three years. Shutta is also a recognized poet. She is retiring from the Library, but is moving into a new career as a children’s author.

Bette Thompson has been with the Library since 1970. Bette has been the selector and manager of the black history collection. It is a unique and stellar collection that we are very proud of. Bette has also been actively involved in the Mississippi Project.

Director Parker thanked them both for their service.

05-083 G. RESOLUTION TO ACCEPT RECOMMENDATIONS FROM SKANSKA USA TO AWARD THE CONTRACTS TO PERFORM EARTHWORK/SITE UTILITIES AND CONCRETE FOUNDATIONS, CONCRETE FLATWORK, PRE-CAST CONCRETE, MASONRY, FIRE PROTECTION, AND ELECTRICAL AT THE LIBRARY BRANCH ON OAK VALLEY DRIVE

Secretary Cahill, supported by Trustee Head, moved to approve the Resolution to Accept Recommendations From Skanska USA to Award the Contracts to Perform Earthwork/Site Utilities and Concrete Foundations, Concrete Flatwork, Pre-Cast Concrete, Masonry, Fire Protection, and Electrical at the Library Branch on Oak Valley Drive.

Associate Director Nieman introduced Tony Rosati of Skanska USA and Carl Luckenbach of Luckenbach | Ziegelman.

Secretary Cahill reviewed the bidding process and the recommendations as provided in the Board packet. He reminded the Board that they are not bound to take the lowest bid, however, the Facilities Committee is indeed recommending the lowest bids in this particular case.

There is a delay in this packet with regard to the steel bids. The Facilities Committee will meet the week following the Thanksgiving holiday to review those bids along with the two or three other areas they were not able to provide recommendations for. A Special Meeting of the Board will be scheduled following that meeting for approval of those recommendations.

Associate Director Nieman along with Tony Rosati explained the contractor interviewing process as well as the scope of criteria required of bidders by Skanska.

The motion was brought to vote.

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

Motion passed: 6-0.

05-084 H. VOTE FOR EXECUTIVE SESSION AT THE DECEMBER 20, 2004 BOARD MEETING FOR OPINION OF COUNSEL, DISCUSSION OF REAL ESTATE, AND LABOR NEGOTIATION PREPARATION

Trustee Head, supported by Treasurer Leary, moved to approve the Vote for Executive Session at the December 20th Board Meeting.

A roll call vote was taken:

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

Motion passed: 6-0.

05-085 XIII. ADJOURNMENT

The meeting adjourned at 7:24 p.m.