January 24, 2005 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, JANUARY 24, 2005

05-106 I. CALL TO ORDER

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

05-107 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Nieman, Parker, Soave (Recorder)
Others: Jim Greene, Dykema Gossett
Ed Ura, Management Resource Center, Inc.

05-108 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF COUNSEL, AND LABOR NEGOTIATIONS PREPARATION

Trustee Head had a work-related emergency arise and excused herself from the Executive Session at 7:04 p.m.

05-109 IV. RECONVENE REGULAR MEETING AT 7:30 P.M.

President Surovell reconvened the regular meeting at 7:40 p.m.

05-110 V. APPROVAL OF AGENDA

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

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

Motion passed: 6-0.

05-111 VI. APPROVAL OF MINUTES OF DECEMBER 20, 2004

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

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

Motion passed: 6-0.

05-112 VII. CITIZENS' COMMENTS

There were no citizen comments.

05-113 VIII. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

We've received 98% of the budgeted tax revenue through December.

There are five items that are currently over budget. None of these are out of the ordinary and the majority of them will come back into line throughout the year.

Under Expenditures: Software Licenses and Maintenance, there is an expense of just over $55,000 that represents the first payment on the new automation system, Innovative, that should be up and running by July.

The Pittsfield Branch project is rising in expense due to work getting started.

Our undesignated fund balance stands at a little over $9 million, which should go down over the next few months as we recognize the building of the Pittsfield branch.

05-114 IX. DIRECTOR'S REPORT

Director Parker also reported the following in addition to her written report:

We've been approached by a graduate student team from the School of Natural Resources and Environment that put together a brochure advertising themselves. They've been awarded a grant in collaboration with the DEQ to produce a publication that highlights buildings in the state of Michigan that are using innovative technologies, are sustainable, or are unique in some other manner. They will be including information on the Malletts Creek Branch in the publication.

Director Parker commented that in her many dealings with graduate students, this particular group was the most professional and well organized. The publication will be made available free of charge and will ultimately be available online.

Director Parker also reported that we've been approached by Emmy Award winning producer and director Jay Nelson of Nice Work Productions to collaborate on an application for a grant through the Institute of Museum and Library Services (IMLS). The grant is for a partnership for a Nation of Learners that the IMLS and the Corporation for Public Broadcasting are promoting. It will be used to create interstitials (i.e., "commercials") about literacy and libraries, promoting the use of libraries, and promoting learning and literacy. The need and the necessity to read to children 0-3 is the focus.

After checking to be sure the Library would not be in violation of the Children's Internet Protection Act, Director Parker agreed to the Library acting as the fiduciary for the grant. This puts us in a lead position along with Nice Work Productions.

The Board will be asked to formally support the Library's participation and the Director and Board President will be asked to sign a letter of assurance that the Library will handle the money properly.

Vice President Murphy asked for clarification with regard to the status of "waives" under item 2 of the Director's written report. Director Parker explained that there are occasions when the Library may, for a variety of reasons, waive a patron's fine. The value of the waiver is included in the total recovery figure.

05-115 X. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Did not meet.

B. PERSONNEL

Did not meet.

C. PUBLIC SERVICES

President Surovell reported that the Library and CTN (Community Television Network) are working on an agreement with regard to upgrading the technology in the Library Board room. The upgrades would be installed prior to June 30th of this year and would enhance the broadcast feed from the Library for CTN.

The City placed a certain amount of dollars in their budget for CTN to do this.

Director Parker, through the Public Services Committee, will bring a resolution to the Board on the agreement for the City's use of the room and the equipment for City meetings.

Director Parker clarified that this upgrade will not provide the City with entitlement to the space.

President Surovell also reported that due to the increase in the cost of funding public libraries, the inflexibilities of the District Library Establishment Act and the mixed success of the area public libraries to gain voter approval on millage issues, Director Parker has begun to actively work with area library directors to discuss collaboration of services where appropriate.

This is a complicated process that could result in greater and more efficient resource sharing and county-wide activities while also reaching those communities that are currently not being served by a public library in this county.

D. COMMUNITY RELATIONS

Did not meet.

E. FACILITIES

Did not meet.

F. DEVELOPMENT

President Surovell reported the committee did not meet. However, he did provide an update on the Marcy Westerman memorial fund. The fund total reached $26,000 in the month of January. The Development Committee will meet to formalize the guidelines on the fund and bring them to the Board in the form of a resolution.

G. TECHNOLOGY ADVISORY

Did not meet.

05-116 XI. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Associate Director Nieman reported there are machines on site and they are both removing old soil, and bringing in new soil. The steel is scheduled to be delivered to the site in March.

The building is currently scheduled for completion in February 2006.

The rest of the architectural drawings for the next bid pack should be ready by the first week of February and the packets should be out about two weeks after that. We're hoping to have those bids ready for the March Board meeting.

05-117 XII. NEW BUSINESS

05-118 A. DISCUSSION ON CONSOLIDATED ELECTION LAW

Director Parker reported that the new Consolidated Election Law is silent with regard to libraries. What was passed in the legislature was a nine bill package. It is now up to twenty-three (or more) bills because there has been so much dissension about it.

Director Parker spoke with the County Clerk, Lawrence Kestenbaum. Consequent to our not being able to get communications, we missed the deadline that the law imposes on sitting Boards to pass resolution to determine what your election date will be. However, Clerk Kestenbaum told Director Parker that if we pass a resolution making that determination before our February Board meeting, they will support that and recognize it as being done.

Clerk Kestenbaum advised that we approach this as though we were a school district. In order to maintain the least amount of disruption to our Board and our fiscal year, he recommended we go with the May election cycle on an annual basis. This is what the Ann Arbor School District is opting for. This will not be disruptive to our current terms and we would probably get a better turnout than if we went in an odd year November election cycle, the only other option open to us. With a May election cycle, our costs would remain pretty much the same as they have been.

Director Parker outlined the effect an odd-year November election would have on the current Board and explained that interim terms would be dealt with by appointment.

Secretary Cahill expressed his concerns about the omission of libraries from the law and the possibility that any resolution we pass would be a legal nullity.

Treasurer Leary spoke to the possibility of wording the resolution in such a way that it would be subject to changes in the legislature.

Vice President Murphy suggested a poll of the Board be taken prior to any further discussion.

A poll was taken and it was unanimous that Board members prefer an annual May election cycle.

A resolution will be drafted for the February Board meeting.

05-119 B. RESOLUTION TO APPROVE PROPOSAL FOR INTERIOR DESIGN SERVICES FROM LUCKENBACH | ZIEGELMAN ARCHITECTS FOR PITTSFIELD BRANCH

Secretary Cahill, supported by Trustee Kincaid, moved to approve the Proposal for Interior Design Services from Luckenbach | Ziegelman Architects for Pittsfield Branch.

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

Motion passed: 6-0.

05-120 C. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 21, 2005 BOARD MEETING FOR OPINION OF COUNSEL, DISCUSSION OF REAL ESTATE, AND LABOR NEGOTIATION PREPARATION

Secretary Cahill, supported by Vice President Murphy, moved to approve the Vote for Executive Session at the February 21st Board Meeting.

A roll call vote was taken:

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

Motion passed: 6-0.

05-121 XIII. ADJOURNMENT

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

The meeting adjourned at 8:29 p.m.