March 21, 2005 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 21, 2005

05-138 I. CALL TO ORDER

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

Secretary Cahill, supported by Trustee Head, moved to have included in the Executive Session, Discussion of Director's Evaluation.

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

Motion passed: 4-0.

05-139 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Nieman, Parker, Soave (Recorder)
Others: Jim Greene, Dykema Gossett
Mark Paulus, Skanska USA

05-140 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF COUNSEL, DIRECTOR'S EVALUATION, AND LABOR NEGOTIATIONS PREPARATION

05-141 IV. RECONVENE REGULAR MEETING AT 7:30 P.M.

President Surovell reconvened the regular meeting at 7:37 p.m.

President Surovell publicly acknowledged March 20th as the third year anniversary of Josie Parker's permanent appointment as Ann Arbor District Library Director. On behalf of the Board of Trustees he praised her for the successful achievement of many accomplishments in a short tenure and thanked her with a gift of flowers.

There was a round of applause from the room.

05-142 V. APPROVAL OF AGENDA

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

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

Motion passed: 7-0.

05-143 VI. APPROVAL OF MINUTES OF FEBRUARY 21, 2005

Secretary Cahill, supported by Trustee Head, moved to approve the Minutes.

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

Motion passed: 7-0.

05-144 VII. CITIZENS' COMMENTS

There were no citizens' comments.

05-145 VIII. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

The Library has received just over $12 million or 99% of the budgeted amount of tax receipts through the month of February.

Year-to-date six line items are over budget, most of which are expected to come back into line throughout the rest of the year.

Some notable expenses in this month's report are the payment of $93,000 on the new automation system and the beginning of what is expected to be a six to eight month rise in expenses on the Pittsfield branch.

05-146 IX. DIRECTOR'S REPORT

Director Parker delivered the March 2005 Director's Report:

Karrie Waarala has accepted the position as Youth Services Manager for the system effective April 5, 2005. In her most recent position Karrie served as a Teen Services Librarian at the Capital Area District Library. Prior to that position she worked at the Library of Michigan as a Continuing Education Specialist. Karrie has also served as the Library Director for two libraries, Sturgis Public Library and Mendon Township Library. While serving as Director at the Mendon Township Library, Karrie received the Loleta Fyan Rural Libraries Conference Award of Excellence in Administration.

Current Youth Services Manager Eva Davis will assume her new role as Branch Services Manager on May 1.

Director Parker acknowledged and thanked Eva Davis and Jim Rust, Adult Services Manager, for their joint efforts in managing branch services over the past months.

Director Parker reported the migration over to Innovative, the new automation system, is moving along smoothly. The only area where it's anticipated we may experience some difficulty is with the MiLE service.

Director Parker reported since the Northeast branch purchase has been made public, Administration has not received much feedback, either positive or negative. Administration has met with the City Planning Department to talk about the rezoning issue and will be proceeding with that over the next few weeks.

The Ann Arbor Reads program is winding down through March, with National Library Week the week of April 7. Director Parker passed around a mock-up of this year's promotional poster and program flyer produced by the Community Relations Department. She acknowledged and thanked Tim Grimes, Community Relations Manger, and the programming committee which is made up of staff from around the system for their hard work and successful planning.

Director Parker extended an invitation for all to join her in formally thanking the Friends of the Library. The AADL is hosting an open house event for the Friends on April 21 from 4:30 to 7:30 p.m. at the University of Michigan Conservation Lab in the Buhr facility.

Finally, Director Parker thanked Eli Neiburger, IAS Manager, and Carl Luckenbach, Luckenbach | Ziegelman Architects, for their participation at the Public Library Association Spring Symposium in early March in a presentation on our building process with regard to our branch expansion program. The presentation was very well attended.

05-147 X. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Treasurer Leary reported the committee met to review the annual budget process and to discuss what issues or changes are anticipated for the upcoming budget year.

B. PERSONNEL

Did not meet.

C. PUBLIC SERVICES

Did not meet.

D. COMMUNITY RELATIONS

Did not meet.

E. FACILITIES

Secretary Cahill reported the committee met to discuss issues related to the Pittsfield branch Bid Package 2 as proposed in the Resolutions being offered under New Business on the Agenda.

F. DEVELOPMENT

Did not meet.

G. TECHNOLOGY ADVISORY

Did not meet.

05-148 XI. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Mark Paulus of Skanska USA provided the Board with the following update:

Earthwork continues while foundations are going in. Sheet piling has been installed towards the front and is now being installed towards the back. The pre-cast for the elevated portion of the slab is scheduled to be erected mid-April.

The frost laws have created an inconvenience as far as trucking in materials, but overall the project is progressing on schedule.

05-149 XII. NEW BUSINESS

05-150 A. REQUEST FROM DIRECTOR PARKER TO CHANGE THE JULY BOARD MEETING FROM MONDAY, JULY 18 TO MONDAY, JULY 25.

Director Parker requested the July Board meeting be changed from Monday, July 18 to Monday, July 25. Director Parker has been invited by the German Consul to speak in three locations in Germany on the subject of public libraries in America. This engagement will occur prior to a visit from a delegation from Ann Arbor to Tubingen to mark the 40th year anniversary of the Sister City project.

Trustee Head, supported by Secretary Cahill, moved to accept the request to change the date of the July Board meeting.

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

Motion passed: 7-0.

05-151 B. RESOLUTION TO ACCEPT RECOMMENDATIONS FROM SKANSKA USA TO AWARD CONTRACTS TO PERFORM WORK AT PITTSFIELD BRANCH

Secretary Cahill, supported by Trustee Head, moved to approve the Resolution to Accept Recommendations from Skanska USA to Award Contracts to Perform Work at Pittsfield Branch.

Mark Paulus of Skanska USA provided the Board with a summary and review of Skanska's recommendations.

Secretary Cahill reported the Facilities Committee discussed the bids at length and unanimously supports Skanska's recommendations.

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

Motion passed: 7-0.

05-152 C. RESOLUTION TO AUTHORIZE DIRECTOR TO AWARD GLASS & GLAZING WORK FOR PITTSFIELD BRANCH

Secretary Cahill, supported by Treasurer Leary, moved to approve the Resolution to Authorize Director to Award Glass & Glazing Work for Pittsfield Branch.

Mark Paulus of Skanska USA explained they received only two bids for this category. It is their opinion that the two bids are not comparable because one of them is based on an alternate window system. Carl Luckenbach and Dan Mooney of Luckenbach | Ziegelman reviewed this alternate window system and found it to be acceptable in meeting the intent of the design. It is Skanska's recommendation to put this category out to bid again to generate more competitive bids.

Secretary Cahill explained that because this item is on the critical path and therefore time is of the essence, the Facilities Committee recommends authorizing Director Parker to award this particular contract so long as it does not exceed the amount of $555,000. This would eliminate the need to reconvene the Board before the next regularly scheduled Board meeting.

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

Motion passed: 7-0.

05-153 D. DISCUSSION ON REQUEST FOR QUALIFICATIONS FOR ARCHITECT AND CONSTRUCTION MANAGER FOR THE NEW NORTHEAST BRANCH

President Surovell clarified that the question at hand is the process for selecting architectural and construction management firms to handle the Northeast building project.

When construction was originally started at Malletts Creek, the Board felt that each branch should have a different architect and a different construction management team. The principle was in part to spread the work around but also, and as a matter of public policy, to allow for different approaches.

When it came to the Pittsfield branch, it was the unanimous decision of the Board at that time to continue with the team that we had. This decision was based on the superb quality of the work produced on Malletts Creek.

We now find ourselves in the same situation again with the land recently secured for a new Northeast branch.

President Surovell expressed his opinion, that as a matter of public policy it's appropriate for a public body of this nature to strive for a variety of approaches. He stated that we already have two buildings done by the same team; we should leave it at that and move on. He also stated that it is an issue worthy of discussion and ultimately should be agreed upon by the entire Board.

Secretary Cahill expressed his personal view that while he agrees with President Surovell that we want a completely different approach, it is his feeling, that one firm is capable of providing a wide variety of designs as has been demonstrated by the differences between the Malletts Creek and Pittsfield branches. He stated he wants to be fair to Luckenbach | Ziegelman and Skanska USA, and also wants to be fair to others. He suggested adding a couple of provisions to the Requests for Proposals including 1) stipulating the design be substantially different from that of the other branches and 2) that the architect must have the ability and desire to work cooperatively and without conflict with both the owner and the construction manager. It is his opinion that Luckenbch | Ziegelman as well as Skanska USA once again be included in the bidding process.

Director Parker clarified that in the past when we asked for qualifications and throughout the interview process, no designs for a building were ever submitted. Instead, firms submitted how they planned to go about performing the work, who their team members would be and what their qualifications were, how they would familiarize themselves with the site, and how they planned to approach the project; but, there was never anything about what the building would look like.

Treasurer Leary agreed with President Surovell that it's important to spread the work around the community and it's important to try to have different styles of buildings. She stated that in her eye the two buildings that we're going to have in Malletts Creek and Pittsfield look very much alike and she would like to see us consider other architects and construction managers.

Trustee Greene asked if sustainability is a consideration in this building project?

Director Parker clarified that adhering to "green" standards is part of the Request for Qualifications document. We determined sustainability in the past based on the site itself and what was affordable.

Vice President Murphy stated that it was her opinion that we should invite everyone on our predetermined list, including Luckenbach | Ziegelman and Skanska USA to submit a bid, and review the proposals as if we were looking at them for the first time.

Trustee Head expressed that she is on the fence. It is her opinion that the Board needs to be definitive about the process. If individuals on the Board feel like they absolutely cannot accept a certain situation, then that should be addressed.

President Surovell stated that he feels he's made his points clearly and having done so, he's comfortable going along with whatever the Board as a whole feels is the best approach.

President Surovell asked Trustee Kincaid for his opinion.

Trustee Kincaid stated that he would be comfortable with a group decision on the issue.

It was then unanimously agreed upon that we will proceed by the same method as was used in the past and open up the process to include Luckenbach | Ziegelman and Skanska USA.

05-154 E. VOTE FOR EXECUTIVE SESSION AT THE APRIL 18, 2005 BOARD MEETING FOR OPINION OF COUNSEL, DISCUSSION OF REAL ESTATE, DIRECTOR'S EVALUATION, AND LABOR NEGOTIATION PREPARATION

Secretary Cahill, supported by Trustee Head, moved to approve the Vote for Executive Session at the April 18th Board Meeting.

A roll call vote was taken:

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

Motion passed: 7-0.

05-155 XIII. ADJOURNMENT

Vice President Murphy, supported by Secretary Cahill, moved to adjourn the meeting.

President Surovell adjourned the meeting at 8:34 p.m.