September 20, 2004 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 20, 2004

05-025 I. CALL TO ORDER

President Surovell called the meeting to order at 6:00 p.m.

05-026 II. ATTENDANCE

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

Secretary Cahill, supported by Trustee Kincaid, moved to amend Agenda Item III to “Recess to Executive Session for Discussion of Real Estate, Opinion of Counsel, and Labor Negotiations Preparation.”

A roll-call vote was taken:

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

Motion passed 7-0.

05-027 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL, AND LABOR NEGOTIATIONS PREPARATION

05-028 IV. RECONVENE REGULAR MEETING AT 7:30 P.M.

President Surovell reconvened the regular meeting at 7:34 p.m.

05-029 V. APPROVAL OF AGENDA

Vice President Murphy, supported by Trustee Head, moved to approve the Agenda.

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

Motion passed: 7-0.

05-030 VI. APPROVAL OF MINUTES OF JULY 26, 2004

Secretary Cahill, supported by Trustee Head, moved to approve the Minutes of July 26, 2004.

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

Motion passed: 7-0.

05-031 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

05-032 VIII. FINANCIAL REPORTS

Treasurer Leary passed the floor to Associate Director Nieman.

Associate Director Nieman reported that this month’s Board Packets include reports for both July and August.

The July cash balance was 8.5 million dollars. Through July 31st, we’ve received a little over 1 million dollars in tax revenues, which is 9% of the budgeted amount.

Due to several large payments that were made in July, there are a number of items that are over budget year-to-date. All of those are expected to come back into line later in the year with the exception of the line item legal expense, which will be over budget for the year. As we progress through the year we may need a budget amendment for that line item.

The consolidated and operating revenue and expenses show nothing out of the ordinary that hasn’t already been mentioned.

We recognize tax collection, state aid, and penal fine revenue as the budgeted amount until later in the year when we start reconciling it to the actual receipts.

Branch expansion statement of revenue and expenses does not show a lot of activity during the month of July. There were about $65,000 worth of expenses, which are all attributed to the Oak Valley Project.

The balance sheet shows nothing out of the ordinary.

The most significant item of note about August is that we received almost 8 million dollars in tax revenue or 64% of the budget amount. That translated into our large cash balance of a little over 14 million dollars at the end of August.

There are still line items over budget, but as stated for July, with the exception of the legal, they are all expected to come back into line.

Expansion expenses were greater in August due to final billing on the Malletts Creek branch. Between August and September we should have it all billed out and taken care of.

There were a little over $24,000 of expenses in the month of August for the Oak Valley Branch Project.

On the balance sheet under fund balance, deferred value property tax, for the month of August and September that should grow, and then as we recognize revenue throughout the year it will decline. We receive the bulk of our tax revenues in August and September.

The auditors finished their fieldwork the last week in August and are expected to have their formal results together the end of this month. The Budget and Finance Committee will meet and following that, the report will be brought to the Board at the October Board meeting.

05-033 IX. DIRECTOR’S REPORT

Director Parker reported that in addition to her written report she received a letter from the Music Library Association, a national association, appointing AADL librarian, Richard LeSueur to a Music Resource for Libraries Task Force. This is a national task force chaired by the music librarian from Princeton. Richard has been asked to serve on a task force that revises the basic music library guidelines for libraries across the country. In most cases, Richard is the only public librarian on these committees.

President Surovell recognized Richard LeSueur as a remarkable human being, pointing out that he’s one of the major music programmers for concert singers in the world. Richard programs most concerts of major international soloists that are heard here.

Director Parker also added that we have put a form on-line to solicit names for the new branch. A few suggestions have been received so far and many more are expected.

05-034 X. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Did not meet.

B. PERSONNEL

Did not meet.

C. PUBLIC SERVICES

President Surovell reported the following:

The Public Services Committee discussed the automation system contract negotiation process. Ken Nieman is in charge of the contract for the AADL. A resolution authorizing administration to sign the contract with Innovative Interfaces will come to the October Board meeting.

Eli Neiburger, IAS Manager and Jim Rust, Adult Services Manager presented to the committee, revisions for Procedure 2.7: Rules for the Use of the Computers in the Library. The revisions have been placed in effect.

Jim Rust, Adult Services Manager, discussed with the committee, the upcoming service changes at the Downtown Library including opening the former computer center as a free and reservable meeting space, and the addition of casual seating and vending on the second floor. Both projects will launch by the New Year.

The committee reviewed the Rules of Behavior Policy revision and has brought it forward this evening for adoption.

The committee also discussed the upcoming Board retreat which is on this evening’s agenda.

D. COMMUNITY RELATIONS

Did not meet.

E. FACILITIES

Secretary Cahill reported that the Facilities Committee met on September 2, 2004. The majority of what they discussed will be presented here tonight under Item 04-207 Old Business: Update on Oak Valley Drive Project and Item 05-038 New Business: Resolution to Approve Cost Design Estimates for the Oak Valley Project as Submitted by Etkin-Skanska.

F. DEVELOPMENT

Did not meet.

President Surovell reported that since Marcy Westerman passed away in July of this year, the AADL has received $9,010 in memorial contributions which brings the Marcy Westerman Ann Arbor District Library Youth Program Fund total to $19,960. Director Parker will be meeting with Scott Westerman to discuss the fund’s dispersal and management.

G. TECHNOLOGY ADVISORY

Did not meet.

05-035 XI. OLD BUSINESS

04-207 A. UPDATE ON OAK VALLEY DRIVE PROJECT

Associate Director Nieman reported that the drawings for the first bid pack are being finished and are due to be sent out the first full week of October. When those get returned, Skanska will interview the contractors. Most likely, there will be a Special Board meeting called for Skanska to present their recommendations to the Board in order for groundbreaking to take place by mid-November.

05-036 XII. NEW BUSINESS

05-037 A. RESOLUTION TO ACCEPT PROPOSED REVISIONS TO AADL POLICY 5.1: BEHAVIOR IN THE PUBLIC SECTORS OF THE ANN ARBOR DISTRICT LIBRARY

Trustee Head, supported by Secretary Cahill, moved to accept the proposed revisions to Policy 5.1: Behavior in the Public Sectors of the Ann Arbor District Library.

Director Parker reviewed the policy changes. The verbiage was recommended by counsel and reviewed by the Public Services Committee. This is an explicit, in-writing documentation of our up to now, implicit due process in terms of those who have been banned from the Library for a period of time over thirty days. This will be added to the Rules of Behavior document.

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

Motion passed: 7-0.

05-038 B. RESOLUTION TO APPROVE COST DESIGN ESTIMATES FOR THE OAK VALLEY PROJECT AS SUBMITTED BY ETKIN-SKANSKA

Dan Mooney of Luckenbach | Ziegelman gave a PowerPoint presentation and brief overview of the Oak Valley Project to the Board.

Associate Director Nieman passed out and reviewed the cost estimate:

Associate Director Nieman first pointed out, that as the drawings have gotten more specific, the cost estimate has changed. The cost summary from Skanska for the building itself is $5,705,716. Adding professional services, furnishings, and the collection, brings the cost estimate to $7,750,000. Adding the cost of the land, which was purchased in 1999, brings the total cost estimate to $8,074,000.

Secretary Cahill, supported by Trustee Kincaid, moved to approve the cost design estimate for the Oak Valley Project as submitted by Skanska, USA.

There was discussion on the soil conditions of the site and the fact that dealing with the issues that are arising from those conditions, costs are subject to change.

Secretary Cahill reported that the Facilities Committee recommends the passage of this resolution and reminded the Board that we came in almost exactly on budget for Malletts Creek.

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

Motion passed: 7-0.

05-039 C. DISCUSSION ON AGENDA FOR THE BOARD RETREAT SCHEDULED FOR OCTOBER 29, 2004

Director Parker reported that the Board Retreat would take place at the Gladwin Center on Liberty Road just west of Wagner Road on October 29th, from 2:00-8:00 p.m. Sandra Greenstone of Enliven Consulting will facilitate the retreat.

President Surovell asked Vice President Murphy and Treasurer Leary to assist Director Parker in the planning process. They both accepted.

Director Parker would like the Board to address the strategic plan, facilities, and in particular, board development issues.

Vice President Murphy, Treasurer Leary, and Director Parker will bring a Retreat Agenda to the Board in October for review.

Suggestions from the Board included:

Murphy:
▪ To have a small number of readings assigned ahead of time.
▪ To review the political environment in the state of Michigan with regard to libraries.

Cahill:
▪ To address long-term financial plans and problems, in particular the Headlee Amendment and the staffing of new branch(es).
▪ To review the OCLC environmental study.

Head:
▪ To discuss the evolution of libraries, where are we going? That combined with the discussion on finances.

05-040 D. RESOLUTION OF THANKS TO SANDY LICKERT UPON HER RETIREMENT

Trustee Head, supported by Trustee Greene, moved to approve the Resolution of Thanks to Sandy Lickert Upon Her Retirement.

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

Motion passed: 7-0.

05-041 E. VOTE FOR EXECUTIVE SESSION AT THE OCTOBER 18, 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 October 18, 2004 Board Meeting.

A roll-call vote was taken:

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

Motion passed: 7-0.

05-042 XIII. ADJOURNMENT

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

The meeting adjourned at 8:51 p.m.