October 17, 2005 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 17, 2005

06-058 I. CALL TO ORDER

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

06-059 II. ATTENDANCE

Present: Cahill, Head, Leary, Murphy, Surovell
Absent: Greene, Kincaid
Staff: Nieman, Parker, Soave (Recorder)
Others: Beth Andrews, Garan, Lucow, Miller P.C.
Connie Dimond, JJR
Dave Fisher, Rehmann Robson
Michael Guthrie, Van Tine|Guthrie
Bob Jacobson, HDC Construction Co.
Bill Thacker, Dykema Gossett

06-060 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF COUNSEL AND PENDING LITIGATION

06-061 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Surovell reconvened the Regular Meeting at 7:05 p.m.

06-062 V. APPROVAL OF AGENDA

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

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

Motion passed: 5-0.

06-063 VI. APPROVAL OF MINUTES OF SEPTEMBER 19, 2005

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

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

Motion passed: 5-0.

06-064 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

06-065 VIII. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

Due to the audit process, the July, August, and September financials were all presented at this month’s meeting.

July:

▪ We received just over $1 million in tax receipts, 9% of the budgeted amount.

▪ There were four year-to-date expenditures that were over budget, all of which are expected to come back in line throughout the year.

▪ As construction progresses, the Pittsfield branch shows just over $700,000 in building expenses for the month of July.

August:

▪ We received just over $3.6 million in tax receipts, 28% of the budgeted amount.

▪ There were seven year-to-date expenditures that were over budget. This is nothing out of the ordinary for these categories for this time of year. They are all expected to come back in line throughout the year.

▪ As construction progresses, the Pittsfield branch shows just over $400,000 in building expenses for the month of August.

September:

▪ We received $10.5 million in tax receipts, 82% of the budgeted amount.

▪ There were six year-to-date expenditures that were over budget. Based on the expenses of the first three months of this fiscal year, we expect legal will end up over budget for the year. The remaining expenditures currently over budget are expected to fall back in line throughout the year.

▪ As construction progresses, the Pittsfield branch shows just over $550,000 in building expenses for the month of September.

06-066 IX. DIRECTOR’S REPORT

Director Parker introduced Diane Dahlem. Ms. Dahlem was recently promoted from Circulation Supervisor to Circulation Manager.

Director Parker reported MiLE service is temporarily down due to a breach in security. This is an external problem and expected to be resolved in a relatively short period of time.

Finally, Director Parker reported that the University of Michigan School of Art and Design has donated several works of art including the ceramic pieces located at the reference desks at both Downtown and West. A Gerome Kamrowski mosaic pyramid was also donated and has been placed in storage until an appropriate place is designated to display it.

06-067 X. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Treasurer Leary reported that the Committee met to review and discuss the annual audit report to be presented later in the Agenda under New Business.

B. FACILITIES

Chairperson Head reported that the Committee met to review and discuss the Architect’s Agreement with Van Tine|Guthrie to be presented later in the Agenda under New Business.

6-068 XI. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Progress on the building is going very well. There is one change with regard to the book drop and the 24-hour lockers. We will be increasing the number of lockers. We’re waiting on a quote and a timeline. This change will affect the overall schedule.

Some of the items that have been completed or are currently in progress include: windows on the south side of the building, roofing, mechanical, rough-in plumbing, duct work, and much of the rough electrical. It’s very close to being closed up for winter.

Site concrete, curbs, and the paving of the parking area are scheduled to begin within the week.

The budget remains at $5.7 million, but will change due to the increase in number of lockers.

Other changes that will result in an increase in the Skanska contract, but not in the overall budget are: Snowmelt, the service desk addition.

Director Parker reported that the Washtenaw Road Commission has decided to put a pedestrian island and lighted crosswalk across Oak Valley Drive just south of the Library, connecting to the existing pathways in those neighborhoods. Except for a special assessment for street lighting, Pittsfield Township will cover the cost of the crosswalk.

06-055 B. UPDATE ON STRATEGIC PLAN

At the September Regular Board Meeting, Director Parker recommended to the Board that she be allowed to drop the language about free parking from the Strategic Plan. There was discussion, however, due to the absence of two Trustees at the September meeting, it was suggested by Trustee Head with the agreement of the Board, to table the discussion until the next regularly scheduled meeting.

The discussion continued resulting in the following motion being offered:

Treasurer Leary, supported by Trustee Head, moved to empower the Director to modify the Strategic Plan so as to delete the goal of providing free parking.

AYES: Head, Leary, Murphy, Surovell
NAYS: Cahill

Motion passed: 4-1.

06-069 XII. NEW BUSINESS

06-070 A. UPDATE ON YMCA SITE

Bob Jacobson of HDC Construction Co. and Connie Dimond of JJR provided a preliminary verbal overview of the plans for development of the YMCA site across the street from the Library.

The plans currently include 100 units of affordable housing with onsite social services. This portion of the development is expected to eventually be owned and operated by the nonprofit organization Hope Network.

In addition, approximately 24,000 sq ft. of the first level is planned for the AATA.

The remainder of the site is planned as mixed-use including one level of underground parking, first level retail, approximately 110,000 square feet of office space, and condominium and workforce housing.

The height of the building is yet to be determined, but is being proposed at 9-11 stories. There are no plans at this time to ask for a PUD.

Mr. Jacobson and Ms. Dimond were thanked for providing this information and for recognizing the Library as a community stakeholder. They were also invited to return to provide future updates.

06-071 B. UDATE ON NORTHEAST BRANCH DESIGN PROJECT

Michael Guthrie of Van Tine|Guthrie provided an update on the Northeast branch design project that included the results of the firm’s research as well as their recommendation regarding the allocation of square footage.

Following the presentation was a discussion of the proposed allocation of 15,000 square feet for the new Northeast branch.

06-072 C. RESOLUTION TO ACCEPT THE ARCHITECT’S SERVICES AGREEMENT BETWEEN ANN ARBOR DISTRICT LIBRARY AND VAN TINE|GUTHRIE STUDIO OF ARCHITECTURE, P.C.

Trustee Head, supported by Treasurer Leary, moved to accept the Architect’s Services Agreement between Ann Arbor District Library and Van Tine|Guthrie Studio of Architecture, P.C.

Trustee Head reported the Facilities Committee met the previous week to review the Agreement. Changes to the Agreement were made, per the Committee’s recommendation, and new copies of the Agreement were provided to the Board prior to the meeting. Trustee Head reviewed the changes.

The Facilities Committee recommended the Board accept the Agreement as amended.

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

Motion passed: 5-0.

At this time the Board took a 10 minute break and reconvened at 8:55 p.m.

06-073 D. 2004-2005 AUDIT PRESENTATION

Treasurer Leary reported the Budget and Finance Committee met the previous week at which time they received a very thorough review of the audit report by Dave Fisher of Rehmann Robson. The committee met both with Administration staff present and then alone with Mr. Fisher. After having all of their questions answered, the Committee was satisfied with what was presented and recommended the Board accept the Audit.

Dave Fisher of Rehmann Robson was introduced and provided a review of the highlights of the audit report including an explanation of pages 1 and 2, the Independent Auditor’s Report. In this report, is a clean opinion on the Library’s financial statements. It indicates that the financial statements have been prepared in accordance with generally accepted accounting principles, and that generally accepted auditing practices were followed.

06-074 E. RESOLUTION TO ACCEPT THE 2004-2005 FINANCIAL AUDIT

Treasurer Leary, supported by Secretary Cahill, moved to accept the 2004-2005 Financial Audit.

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

Motion passed: 5-0.

Vice President Murphy publicly acknowledged and thanked Associate Director Nieman, Director Parker and all staff involved, for their part in making the audit a consistently clean process for the past several years.

06-075 F. 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, Head, Leary, Murphy, Surovell
NAYS: None

Motion passed: 5-0.

06-076 XIII. ADJOURNMENT

President Surovell adjourned the meeting at 9:08 p.m.