July 25, 2005 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE ANNUAL MEETING
MONDAY, JULY 25, 2005

06-001 I. CALL TO ORDER

President Surovell called the meeting to order at 6:21 p.m.

06-002 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Nieman, Parker, Soave (Recorder)
Others: Michael Guthrie and Cory Lavigne, Van Tine|Guthrie Studio; Bill Brown, Veazey, Parrott, Durkin & Shoulders

06-003 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF COUNSEL AND LABOR NEGOTIATION PREPARATION

06-004 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Surovell reconvened the regular meeting at 7:02 p.m.

06-005 V. APPROVAL OF AGENDA

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

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

Motion passed: 7-0.

06-006 VI. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT

President Surovell commented that in his nine year tenure as an AADL Trustee, it is typically the case that officers continue in their same office for a second year. Those who are currently serving have agreed, if they are elected again, they will continue to serve.

Trustee Head, supported by Vice President Murphy and Secretary Cahill, moved to nominate Edward Surovell for the office of President.

There were no other nominations for the office of President.

A roll call vote was taken.

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

Motion passed 7-0.

2. VICE PRESIDENT

President Surovell, supported by Treasurer Leary, moved to nominate Barbara Murphy for the office of Vice President.

There were no other nominations for the office of Vice President.

A roll call vote was taken.

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

Motion passed 7-0.

3. TREASURER

Trustee Head, supported by Secretary Cahill, moved to nominate Margaret Leary for the office of Treasurer.

Trustee Greene, supported by Trustee Kincaid, moved to nominate William Kincaid for the office of Treasurer.

A ballot vote was taken.

Margaret Leary received a majority vote for the seat of Treasurer.

Margaret Leary was declared Treasurer.

4. SECRETARY

President Surovell, supported by Trustee Head, moved to nominate David Cahill for the office of Secretary.

Trustee Kincaid, supported by Trustee Greene, moved to nominate Connie Greene for the office of Secretary.

A ballot vote was taken.

David Cahill received a majority vote for the seat of Secretary.

David Cahill was declared Secretary.

06-007 VII. INSTALLATION OF OFFICERS

Officers were sworn in.

06-008 VIII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

06-009 IX. SET REGULARLY SCHEDULED MEETINGS

Trustee Head, supported by Secretary Cahill, moved to set regularly scheduled meetings for 2005-2006.

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

Motion passed: 7-0.

06-010 X. APPROVAL OF MINUTES OF JUNE 20, 2005

Trustee Kincaid, supported by David Cahill, moved to approve the Minutes of June 20, 2005.

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

Motion passed: 7-0.

06-011 XI. APPROVAL OF MINUTES OF JULY 7, 2005

A revised set of Minutes of July 7, 2005 was distributed prior to the meeting.

Secretary Cahill, supported by Treasurer Leary, moved to approve the revised Minutes of July 7, 2005.

Trustee Head asked that her name be stricken from the AYE votes taken for both Items A and B under New Business in the revised Minutes of July 7, 2005. She stated had she been present, she would have voted that way, however, she was not present during the taking of those votes.

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

Motion passed: 7-0.

06-012 XII. CITIZENS’ COMMENTS

There were no citizens’ comments.

06-013 XIII. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

Since it is year end, Associate Director Nieman noted that all pages relating to the Financial Report are labeled “Pre-Audit”. The auditors will be here in September to go over the numbers.

A few receipts and tax collections as well as penal fines and expenses are still trickling in.

Tax receipts through June 30th were approximately $12.5 million, 104% of the budgeted amount.

As previously discussed, there are three items that are going to be over budget for the year.

There is one item of note that is out of the ordinary. In the Actual column for capital outlays for the Pittsfield branch, it is a negative number for the month. That’s because expenses were overestimated for the month of May.

06-014 XIV. DIRECTOR’S REPORT

Director Parker reported the following:

Since the Library launched the new website, approximately 7,000 users have registered. As bugs have come up in the system, they have been responded to very quickly and the blogs are proving to be very powerful and very effective.

Director Parker took the opportunity to publicly acknowledge and thank everyone involved in the migration process. She noted that as anticipated, there have been some glitches, but the process as a whole has been handled very efficiently and very professionally.

There was a round of applause.

Director Parker noted that in the circulation statistical report, the end-of-the-month date was followed through July 3rd, the demise of DRA. Not counting the additional three days, we broke the 3 million mark with regard to circulation. Director Parker pointed out that a little over three years ago, we were circulating around 800,000 items and now we’re circulating over 3 million.

Director Parker is hosting the annual staff picnic on July 30th and extended the invitation for all to attend.

Director Parker reported on her two-week visit to Germany. The purpose of the trip was two-fold. She was a delegate in the sister-city exchange with Ann Arbor’s sister-city Tübingen, Germany. It was through the sister-city initiative that Director Parker became connected with Ute Bechdolf, Director of the German-American Institute. The German-American Institutes have some funding from the US State Department and it was Ute Bechdolf’s recommendation that the State Department bring Director Parker to tour Germany to talk to public librarians about outreach services and youth services in America. Director Parker spoke with over 150 librarians and embassy staff in five different cities. The goal of the State Department is to start bridging the gap in communication in communities where there are public libraries; to replace services that have been eliminated in the embassies due to budget cuts in the American federal budget and also due to the lack of access to embassies as a result of terrorism. They fortunately have a public affairs officer in Germany who sees the value of public libraries because of her own experience with public libraries. She identified public libraries as a viable network to bridge this communication gap. Director Parker’s role was to be a public diplomat to public librarians for the American Embassy in Germany.

Director Parker commented that this experience would be a highlight of her career and she’s very proud to be an American public librarian.

Director Parker also commented that the exhibit that Tim Grimes, Community Relations Manager, and his staff shipped over for the DAI was fabulous.

06-015 XV. COMMITTEE REPORTS

There were no committee reports.

06-016 XVI. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Associate Director Nieman took the floor and reported the following:

The schedule has been updated through July 11. The completion date remains as late February 2006.

The earthwork, utilities and more steel work went up in June, as well as in-slab plumbing and electrical.

The budget has not changed, though there is an estimated increase in the contract of approximately $55,000 for the removal of Canadian thistle and for the adding of snowmelt for the sidewalk at the entry.

The contingency is just over 6% of the unbilled contractor/subcontractor amount, which is a good amount to have right now. Last month it was 5.3%.

Once a price comes in for the removal of the Canadian thistle and the adding of the snowmelt, we should be provided a final maximum price.

06-017 XVII. NEW BUSINESS

06-018 A. ARCHITECT PRESENTATION

Michael Guthrie and Cory Lavigne of Van Tine|Guthrie Studio
Bill Brown of Veazey, Parrott, Durkin & Shoulders

Michael Guthrie opened his presentation by thanking the Board and Administration for taking them through the process and leaving them with a tremendous amount of enthusiasm to be part of the Library’s expansion.

Bill Brown and Michael Guthrie proceeded with a presentation on the history of library design and the direction of the future followed by a question and answer period.

At this time Vice President Murphy, supported by Secretary Cahill, moved to amend the Agenda to promote Item E, Discussion on Board Retreat Date to the next item for discussion.

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

Motion passed 7-0.

06-019 B. DISCUSSION ON BOARD RETREAT DATE

It was agreed that the Board would provide Executive Assistant Terry Soave with their availability for a Board Retreat, the date of which will be determined by the Board’s cumulative availability.

06-020 C. RESOLUTION TO ACCEPT THE TERM OF LEASE FOR THE NORTHEAST BRANCH

Director Parker noted that Administration would like to change the term of the lease from beginning in the 36th month to beginning in the 30th month.

Secretary Cahill noted a typographical error in the original that was corrected administratively.

Trustee Head, supported by Secretary Cahill, moved to accept the term of lease for the Northeast branch as revised.

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

Motion passed: 7-0.

06-021 D. RESOLUTION TO AWARD CONTRACT FOR LANDSCAPING SERVICES AT MALLETTS CREEK BRANCH

Secretary Cahill noted a typographical error in the original that was corrected administratively.

Vice President Murphy, supported by Trustee Greene, moved to award the contract for landscaping services at Malletts Creek Branch as revised.

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

Motion passed: 7-0.

06-022 E. RESOLUTION TO AWARD CONTRACT FOR CARPETING THE 2ND FLOOR (WEST SIDE) OF THE DOWNTOWN LIBRARY

Secretary Cahill noted a typographical error in the original that was corrected administratively.

Trustee Kincaid, supported by Treasurer Leary, moved to award the contract for carpeting the 2nd floor (west side) of the Downtown Library as revised.

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

Motion passed: 7-0.

06-023 F. VOTE FOR EXECUTIVE SESSION AT THE NEXT REGULAR SCHEDULED BOARD MEETING FOR OPINION OF COUNSEL AND LABOR NEGOTIATION PREPARATION

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 labor negotiation preparation.

A roll call vote was taken:

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

Motion passed: 7-0.

06-024 XVIII. ADJOURNMENT

President Surovell adjourned the meeting at 8:52 p.m.