December 19, 2005 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 19, 2005

06-095 I. CALL TO ORDER

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

06-096 II. ATTENDANCE

Present: Cahill, Greene, Head, Leary, Murphy, Surovell
Absent: Kincaid
Staff: Grimes, Nieman, Parker
Others: Beth Andrews, Garan, Lucow, Miller P.C.
Christine Gerdes, Dykema, PLLC

06-097 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF COUNSEL AND PENDING LITIGATION

06-098 IV. RECONVENE REGULAR MEETING AT 6:30 P.M.

President Surovell reconvened the regular meeting at 6:31 p.m.

06-099 V. APPROVAL OF AGENDA

Secretary Cahill, supported by Vice President Murphy, moved to approve the Agenda.

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

Motion passed: 6-0.

06-100 VI. APPROVAL OF MINUTES OF NOVEMBER 21, 2005

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

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

Motion passed: 6-0.

06-101 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

06-102 VIII. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

We’ve received 93% or just over $12 million of the budgeted amount of tax receipts through November.

The fund balance at the close of November was $5.7 million.

There are five items currently over budget. All of them, except Legal, are expected to come back into line by year’s end.

During the month of November we had $540,000 in expenditures for Pittsfield and $54,000 for Northeast.

06-103 IX. DIRECTOR’S REPORT

Director Parker had nothing to add to her written report except to note that she included in her written report comments from the public that were identified, i.e., the patron’s name was provided.

06-104 X. COMMITTEE REPORTS

A. PUBLIC SERVICES & PLANNING

Trustee Greene reported the Public Services & Planning Committee met to review a proposed resolution for the purchase of a delivery vehicle to replace the current Bookmobile. This vehicle is intended for use for both delivery and outreach purposes. The resolution was presented under New Business.

B. PERSONNEL

Vice President Murphy reported the Personnel Committee did meet and was provided with a review of the new Employee Recognition Program by Staffing Coordinator Jennifer Brown. They also received an update on the self-funded prescription plan by Human Resources Manager DeAnn Doll; reviewed staffing changes for the new Pittsfield branch; and received legal recommendations from Christine Gerdes of Dykema regarding a new Social Security Number Privacy Policy. A resolution pertaining to this new policy was presented under New Business.

Director Parker reviewed the specifics of staffing changes related to outreach services and the opening of the Pittsfield branch.

Director Parker also reported on staffing enhancement grant applications. AADL applied directly for one grant from the Public Library Association. If granted, it will allow us to help with tuition for staff that are currently enrolled in library school.

Also, as an institution that has a ten year history of working with students in graduate school, we have supplied a support letter to the Library of Michigan for a grant they’re writing with Wayne State and the University of Michigan that will do exactly the same thing.

C. FACILITIES

Did not meet.

D. COMMUNITY RELATIONS

The Community Relations Committee did not meet. However, Director Parker invited Community Relations Manager Tim Grimes to speak to the Board about the upcoming Community Read collaboration.

Mr. Grimes reported involvement in the Community Read program has grown to include the University of Michigan, Eastern Michigan University, Washtenaw Community College, Ann Arbor Public Schools, Ypsilanti District Library, area bookstores, and this year for the first time, Pfizer is also involved.

This year’s topic is: “Revolutions in science: the peoples, theories, explanations, and discoveries that challenged our thinking and changed our world.” Through a committee process, a single book is chosen for the Read. This year’s title is Pulitzer Prize winner The Beak of the Finch, by Jonathan Weiner. An event will be held Friday, January 27th at Washtenaw Community College, with Mr. Weiner as the guest of honor.

In keeping with the theme of revolutions in science, this year our programming is focused on different aspects of science, including discussions on stem-cell research and nanotechnology. In addition, we will host the world’s only Life Science orchestra.

06-105 XI. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Associate Director Nieman provided the following update on the Pittsfield branch building project:

Drywall is still being installed in most of the building. Interior painting has begun and windows are being installed. The area of the building where shelving is to be installed is expected to be ready by February 1st.

06-106 XII. NEW BUSINESS

06-107 A. RESOLUTION AUTHORIZING THE DIRECTOR TO PURCHASE A DELIVERY VEHICLE NOT TO EXCEED THE COST OF $40,000

Trustee Greene, supported by Secretary Cahill, moved to authorize the Director to purchase a delivery vehicle not to exceed the cost of $40,000.

Director Parker provided an explanation of the processes involved in reaching the conclusion that the best option for the most successful and efficient delivery of materials and outreach services is the purchase of a single vehicle to perform both. The processes involved were both the Van Tine|Guthrie research for the new Northeast branch and research Branch Services Manager Eva Davis performed with regard to outreach services.

The research findings resulted in the recommendation that the Library purchase a box van in order to carry our own material for delivery on carts. Materials will be both loaded and unloaded onto the truck on these carts, which will make for greater efficiency in the movement of materials while also providing a savings in handling costs.

The goal is to use the box van to deliver materials to nursing homes and senior centers when it’s not being used for the delivery of materials between branches. Again, materials will be moved by means of carts allowing for patrons to browse and check out materials indoors instead of having to board the vehicle itself. Offsite patrons will also be provided the service of selecting specific materials for check out to their personal accounts.

Director Parker signed a six-month contract with TLN, which will run through March instead of the usual twelve-month contract. TLN is aware of the potential change in our delivery services.

Secretary Cahill called the question.

President Surovell brought the motion to a vote.

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

Motion passed: 6-0.

06-108 B. RESOLUTION ADOPTING POLICY 8.21: SOCIAL SECURITY NUMBER PRIVACY POLICY

Trustee Head, supported by Vice President Murphy, moved to adopt Policy 8.21: Social Security Number Privacy Policy.

The current law requiring a social security number privacy policy went into effect in March of 2005 saying that by January 1, 2006 all covered entities are required to adopt a policy that has certain elements which have been incorporated into the proposed new AADL Policy 8:21.

Questions were answered by Christine Gerdes from Dykema.

It was noted that this policy will not require a change to our current procedures, since our current procedures are already in compliance.

Treasurer Leary, supported by Trustee Head moved to amend the proposed policy by deleting from II. B. the words “…or other sensitive information.” since “other sensitive information” is not defined.

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

Motion passed: 6-0.

The original motion was brought to a vote:

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

Motion passed: 6-0.

06-109 C. VOTE FOR EXECUTIVE SESSION AT THE NEXT REGULAR SCHEDULED BOARD MEETING FOR OPINION OF COUNSEL AND PENDING LITIGATION

Secretary Cahill, supported by Trustee Head, moved to approve the vote for executive session at the next regularly scheduled board meeting for opinion of counsel and pending litigation.

A roll-call vote was taken.

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

Motion passed: 6-0.

06-110 XIII. ADJOURNMENT

President Surovell adjourned the meeting at 7:33 p.m.