October 18, 2004 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 18, 2004

05-043 I. CALL TO ORDER

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

05-044 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Nieman, Parker, Soave (Recorder)
Others: Peter Pollack, Pollack Design

05-045 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL, AND LABOR NEGOTIATIONS PREPARATION

05-046 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Surovell reconvened the regular meeting at 7:06 p.m.

05-047 V. APPROVAL OF AGENDA

Trustee Greene, supported by Trustee Head, moved to approve the Agenda.

Secretary Cahill, supported by Trustee Head, moved to amend the Agenda to add Item 05-062 under New Business, a Resolution to Authorize the Director to Enter into a Purchase Agreement or Option for Real Property.

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

Motion passed: 7-0.

05-048 VI. APPROVAL OF MINUTES OF SEPTEMBER 20, 2004

Trustee Head, supported by Trustee Kincaid, moved to approve the Minutes of September 20, 2004.

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

Motion passed: 7-0.

05-049 VII. CITIZENS’ COMMENTS

At this time Trustee Kincaid commented that a citizen approached him and told him that the Malletts Creek library was the best gift the Library could’ve given the community.

05-050 VIII. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

Through the end of September we’ve received 79% of the budgeted amount of the tax receipts. The fund balance continues to go up and there are currently 7 line items that year-to-date are over budget. All of those are expected to fall back into line throughout the year with the exception of legal.

Under the Branch Expansion the $92,000 should be about it for the Malletts Creek branch. We have $26,000 for the month of September for Oak Valley that we were billed.

There’s nothing out of the ordinary in the balance sheet. Everything is just about where we would expect it to be for this time of the year.

Associate Director Nieman provided clarification as to why there shows an operating budget deficit. There were big expenditures in both the materials and the supplies line items. Supplies and capital outlays go back and forth depending on how much the item is that we buy. If it’s under a thousand dollars it does not go in the capital outlay line, but instead ends up in the supplies line. As the year goes on, those numbers will come back into line.

05-051 IX. DIRECTOR’S REPORT

Director Parker introduced Roy Kenagy, a collection development and maintenance specialist from Iowa. Mr. Kenagy came to the AADL about three years ago to consult with staff about collection development and management. Many of his recommendations were put into place and have resulted in the increase in numbers in circulation and use that we’ve experienced since then. He’s been invited back to meet with different members on staff to see where we might improve even more.

Director Parker also acknowledged Marcella Zorn for her work on the MiLE project.

05-052 X. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Treasurer Leary reported that the annual audit would be addressed later in the Agenda under New Business.

B. PERSONNEL

Did not meet.

C. PUBLIC SERVICES

Did not meet.

D. COMMUNITY RELATIONS

Did not meet.

E. FACILITIES

Did not meet.

F. DEVELOPMENT

Did not meet.

G. TECHNOLOGY ADVISORY

Did not meet.

05-053 XI. OLD BUSINESS

04-207 A. UPDATE ON OAK VALLEY DRIVE PROJECT

Associate Director Nieman reported that the first bid packets are out to the contractors. The bids are due November 4th. A Facilities Committee meeting is scheduled for November 11th to review Skanska’s recommendations. Those recommendations will be brought to the November Board meeting for approval with the actual groundbreaking expected to take place towards the end of November.

05-054 XII. NEW BUSINESS

05-055 A. HURON, FIFTH, AND DIVISION STUDY PROPOSAL TO CITY COUNCIL PRESENTATION

Peter Pollack, Pollack Design Studio

Director Parker introduced Peter Pollack. Mr. Pollack was the landscape architect who led the design project that was commissioned by the DDA and City Council with regard to the study of pedestrian and vehicular traffic in the Huron, Fifth, and Division corridors.

Mr. Pollack provided a comprehensive overview of the report.

05-056 B. REVIEW OF BOARD RETREAT AGENDA

Director Parker reported that the planning committee is still formulating the Agenda and will provide a final version in a packet to be mailed out in advance of the Retreat.

At this time, the Board agreed to move the audit presentation and the accompanying resolution up on the Agenda.

05-060 F. 2003-2004 AUDIT PRESENTATION

Dave Fisher of Rehmann Robson took the floor. Mr. Fisher reported that the audit engagement team was led by Gary Fields out of their Saginaw office.

Mr. Fisher reviewed the Statement of Revenue, Expenditures and Changes in Fund Balances and Statement of Activities Governmental Funds For the Year Ended June 30, 2004. He also reviewed the change due to GASB 34.

Treasurer Leary reported to the Board that the Budget and Finance committee met with Mr. Fisher last week and that the committee was in agreement that the new reporting system seemed easier to understand.

Mr. Fisher then went on to review reporting standards. Even though the annual reports look very different, the monthly reports will continue to look the same.

Treasurer Leary reported that during the most recent Budget and Finance Committee meeting Mr. Fisher complimented the AADL for our excellent record-keeping practices. We have the staff required to keep the kinds of records we need to keep. The Library has very good controls. The auditor was able to come in and do a pure audit as opposed to having to come in and clean things up.

Trustee Kincaid complimented Director Parker for creating a climate within the Library where things that may at first appear to be questionable are addressed immediately and clarified.

05-061 G. RESOLUTION TO ACCEPT THE AUDIT REPORT FOR YEAR ENDED JUNE 30, 2004

Treasurer Leary, supported by Trustee Kincaid, moved to accept the Audit Report for Year Ended June 30, 2004.

It was noted that the Resolution showed the incorrect year. The correction will be made administratively.

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

Motion passed: 7-0.

05-057 C. DISCUSSION ON THE NEW AUTOMATION SYSTEM

Director Parker reported that opinion of counsel was heard during the Closed Session.

Secretary Cahill asked what the reasoning was behind the selection of Innovative over the other providers.

Director Parker responded that it was not an easy decision, but that web access, flexibility for staff, technical services, acquisition, and circulation options were all determining factors. No one thing necessarily stood out above others and price was not a factor.

There was a staff committee recommendation to Director Parker.

05-058 D. RESOLUTION TO APPROVE CONTRACT WITH INNOVATIVE INTERFACES, INC. FOR THE NEW AUTOMATION SYSTEM

Trustee Head, supported by Treasurer Leary, moved to approve the contract with Innovative Interfaces, Inc. for the new automation system.

Secretary Cahill commented that he’s very pleased with the contract.

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

Motion passed: 7-0.

05-059 E. REVIEW OF STATEWIDE INITIATIVES

Director Parker introduced Eva Davis, Youth Services Manager. Ms. Davis reported on the recommendation given to Director Parker with regard to a couple of major statewide initiatives.

Recommendations for both MEL initiatives were to wait and see how they work out. MeLCat is not currently on-line, but will be presented at MLA next week. IAS’s recommendation was that the Library wait on this initiative as well.

05-062 H. RESOLUTION TO AUTHORIZE THE DIRECTOR TO ENTER INTO A PURCHASE AGREEMENT OR OPTION FOR REAL PROPERTY

Secretary Cahill, supported by Trustee Kincaid, moved to accept the Resolution to Authorize the Director to Enter into a Purchase Agreement or Option for Real Property.

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

Motion passed: 7-0.

05-063 I. VOTE FOR EXECUTIVE SESSION AT THE NOVEMBER 15, 2004 BOARD MEETING FOR OPINION OF COUNSEL, DISCUSSION OF REAL ESTATE, AND LABOR NEGOTIATION PREPARATION

Trustee Head, supported by Secretary Cahill, moved to approve the Vote for Executive Session at the November 15th Board Meeting.

A roll call vote was taken:

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

Motion passed: 7-0.

05-064 XIII. ADJOURNMENT

The meeting adjourned at 8:36 p.m.