November 21, 2005 Minutes of the Regular Meeting

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

06-077 I. CALL TO ORDER

President Surovell called the meeting to order at 6:04 p.m.

06-078 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Modell, Nieman, Parker, Soave (Recorder)
Others: Connie Dimond, JJR
Michael Guthrie, Van Tine|Guthrie
Bob Jacobson, HDC Construction Co.

06-079 III. APPROVAL OF AGENDA

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

Secretary Cahill, supported by Trustee Head moved to amend the Agenda to add the following two items under New Business:

1) Resolution 06-091: Resolution to Authorize the Director to Approve Change Orders for Snow Melt and Material Lockers for the Pittsfield Branch

2) Resolution 06-092: Resolution to Accept the Proposed Revision to Policy 1.10: Privacy Statement

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

Motion to approve the Agenda with amendments passed: 7-0.

The original motion was brought to vote.

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

Motion passed: 7-0.

06-080 IV. APPROVAL OF MINUTES OF OCTOBER 17, 2005

Treasurer Leary, supported by Vice President Murphy, moved to approve the Minutes.

Vice President Murphy, supported by Treasurer Leary, moved to amend the Minutes to add the clarification that in order that all their questions and/or concerns were addressed, the Budget and Finance Committee members met with the auditor Dave Fisher of Rehmann Robson, both with Administrative staff present and also excused. This was added administratively to Item 06-073 D. under New Business.

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

Motion to approve the Minutes with amendments passed: 7-0.

The original motion was brought to vote.

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

Motion passed: 7-0.

06-081 V. CITIZENS’ COMMENTS

AADL staff member Glen Modell took the floor:

“Good evening. My name is Glen Modell, as you know. I’m here to give essentially the same speech I gave one year ago. It’s my belief that the audit for fiscal 2005 contains several inaccuracies regarding the library’s retirement policies for casual employees. These occur in the following places: the two sentences before the last sentence on page 23; the first sentence on page 24; and the second sentence in the first paragraph under “Defined Contribution Plan” on page 25. I should point out that some of these inaccuracies are implicit rather than explicit.

As always, if any Board members are curious about this, please contact me. I should also point out that another objection I have to the statements I’ve mentioned here is that the auditor did not write them. They were carried over from previous audits, which were done by a different auditor.

Thanks for your time.”

06-082 VI. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

Through October we received just under $12 million in tax receipts, 92% of the budgeted amount.

The fund balance is currently just over $6 million.

There were five year-to-date expenditures that were over budget, all with the exception of Legal are expected to fall back into line throughout the year.

The biggest expenditures for the month of October were for the Pittsfield branch. $90,000 was spent for materials for the Pittsfield branch, making approximately $160,000 for the year in materials and about $320,000 for capital outlays in the building.

06-083 VII. DIRECTOR’S REPORT

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

Director Parker introduced Mr. Ishwar Laxminarayan, the new Director of the Jackson District Library who sat in on the evening’s meeting.

Director Parker then acknowledged Sherry Roberts’ attendance at the meeting and reported that Ms. Roberts’ retirement notice had been regretfully accepted and will be officially acknowledged through a resolution later on the Agenda.

Paradigm Quilters has given the Library the gift of two quilts that have been hung in the fiction area of the Downtown location. This gift is valued at $7,000. Librarian, Jackie Sasaki was responsible for facilitating the transaction.

Each year the Friends of the Library funds Staff Day, held November 11th this year. Director Parker thanked Treasurer Leary for acting as tour director for one of the four tours provided as part of the day’s agenda. This year’s tour locations were Zingerman’s Creamery and Bakery, the UM Exhibit Museum of Natural History, the Ann Arbor News press operation, and the UM Law Library. Attendance was a record high at 118.

06-084 VIII. COMMITTEE REPORTS

A. FACILITIES

Trustee Head reported the Committee met to review and discuss the contract with O’Neal Construction for construction of the Northeast branch.

Aside from a few minor format and wording changes, the Facilities committee felt these documents were ready to go to the full board for a vote.

06-085 IX. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Associate Director Nieman took the floor and reported the following:

The schedule has changed. We hope to have the Certificate of Occupancy by February 15th. The changes are a result of a few slow-downs in some areas including a two-week delay because of the lockers and resulting change to the west end of the building.

Most notable about the status of the building are the following: the roof is close to finished, much of the glass has been installed, the building is enclosed, there’s temporary heat, the drywall is being installed and focus is being turned onto the interior. The curbs and parking lot are going in over the next week.

The contingency is still at 6.2%.

06-070 B. UPDATE ON YMCA SITE

Connie Dimond, JJR
Bob Jacobson, HDC Construction Co.

Connie Dimond of JJR and Bob Jacobson of HDC Construction Co. provided an overview of the schematic plans for development of the YMCA site located across the street from the Library.

A question and answer period followed the presentation.

06-086 X. NEW BUSINESS

06-087 A. RESOLUTION TO RECOGNIZE SHERRY ROBERTS UPON HER RETIREMENT

Trustee Kincaid, supported by Treasurer Leary, moved to recognize Sherry Roberts upon her retirement.

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

Motion passed: 7-0.

06-088 B. PRESENTATION OF SCHEMATIC DESIGN WORK ON THE NORTHEAST BRANCH LIBRARY LOCATED ON TRAVERWOOD DRIVE

Michael Guthrie, Van Tine|Guthrie Studio of Architecture

Michael Guthrie of Van Tine|Guthrie presented the schematic designs proposed for the Northeast branch project.

A question and answer period followed the presentation.

While the Board was positively impressed with the schematics, it was noted the parking situation, i.e., the need for on-street parking in addition to on-site parking, is an issue of great importance to providing adequate access to the building.

06-089 C. RESOLUTION TO AUTHORIZE SCHEMATIC DESIGN WORK ON THE NORTHEAST BRANCH LIBRARY LOCATED ON TRAVERWOOD DRIVE

Secretary Cahill, supported by Vice President Murphy, moved to authorize schematic design work on the Northeast branch library located on Traverwood Drive.

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

Motion passed: 7-0.

06-090 D. RESOLUTION TO ACCEPT THE CONSTRUCTION MANAGEMENT AGREEMENT BETWEEN ANN ARBOR DISTRICT LIBRARY AND O’NEAL CONSTRUCTION FOR THE NORTHEAST BRANCH LIBRARY LOCATED ON TRAVERWOOD DRIVE

Vice President Murphy, supported by Trustee Head, moved to accept the construction management agreement between Ann Arbor District Library and O’Neal Construction for the Northeast branch library located on Traverwood Drive.

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

Motion passed: 7-0.

06-091 E. RESOLUTION TO AUTHORIZE THE DIRECTOR TO APPROVE CHANGE ORDERS FOR SNOW MELT AND MATERIAL LOCKERS FOR THE PITTSFIELD BRANCH

Trustee Head, supported by Secretary Cahill, moved to authorize the Director to approve change orders for snow melt and material lockers for the Pittsfield branch.

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

Motion passed: 7-0.

Director Parker noted this Resolution was brought up as an issue as a result of prior construction agreements that limited Administration’s ability to manage change orders over the amount of $10,000. In terms of a change order, $10,000 is not a significant amount.

Director Parker, with the support of the Facilities committee, suggested the Board change the amount from $10,000 to $25,000.

Vice President Murphy, supported by Trustee Head moved to amend Page 9, Section 7.1.4 of the approved construction contract with O’Neal Construction to allow Administration to approve change orders up to the amount of $25,000 from the original amount of $10,000.

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

Motion passed: 7-0.

06-092 F. RESOLUTION TO ACCEPT THE PROPOSED REVISION TO POLICY 1.10: PRIVACY STATEMENT

Trustee Greene, supported by Trustee Kincaid, moved to accept the proposed revision to Policy 1.10: Privacy Statement.

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

Motion passed: 7-0.

06-093 G. VOTE FOR EXECUTIVE SESSION AT THE NEXT REGULAR SCHEDULED BOARD MEETING FOR OPINION OF COUNSEL AND PENDING LITIGATION

Trustee Head, supported by Secretary Cahill, 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, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

06-094 XI. ADJOURNMENT

President Surovell adjourned the meeting at 7:42 p.m.