March 27, 2006 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 27, 2006

06-141 I. CALL TO ORDER

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

06-142 II. ATTENDANCE

Present: Cahill, Head, Kincaid, Leary, Surovell
Absent: Greene, Murphy
Staff: Nieman, Parker, Soave (Recorder)
Others: Bill Thacker, Dykema
Roger Smith, Garan, Lucow, Miller P.C.

06-143 III. RECESS TO EXECUTIVE SESSION FOR DIRECTOR’S EVALUATION, OPINION OF COUNSEL AND PENDING LITIGATION

06-144 IV. RECONVENE REGULAR MEETING AT 7:30 P.M.

President Surovell reconvened the regular meeting at 7:32 p.m.

06-145 V. APPROVAL OF AGENDA

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

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

Motion passed: 5-0.

06-146 VI. APPROVAL OF MINUTES OF FEBRUARY 20, 2006

Trustee Head, supported by Trustee Kincaid, moved to approve the Minutes.

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

Motion passed: 5-0.

06-147 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

06-148 VIII. FINANCIAL REPORT

Associate Director Nieman reported the following:

We’ve received 97% of the budgeted tax receipts through February 28th.

We currently have a positive fund balance of just over $4.7 million.

In the operating budget there are currently six items over budget. All of them, except for Legal are expected to come back into line by the end of the year.

Under revenue grants and memorials, we received $60,000 from the Friends in the month of February.

We spent just over $.5 million on Pittsfield during the month of February.

06-149 IX. DIRECTOR’S REPORT

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

Director Parker spoke to the successful opening of the Pittsfield branch giving special acknowledgment and thanks to the staff involved. There was a round of applause.

Director Parker also acknowledged and thanked Glen Modell, IAS Systems Specialist, for compiling the following opening week statistics on Pittsfield:

In the first week, the total circulation (checkouts and renewals not including online renewals) was 15,000. This number came very close to matching Downtown which had a comparable circulation of 17,000.

59% (or 222) of the new library cards issued that week were issued at Pittsfield.

Director Parker also reported that there were nearly 100 people total that attended the three public meetings on the new Northeast Branch project.

In closing, she thanked all staff and the Board members involved in the hosting of the visiting German librarians.

06-150 X. COMMITTEE REPORTS

A. PERSONNEL

Trustee Kincaid reported the Personnel Committee met to discuss the Director’s evaluation. They expect to have the final evaluation prepared for Board review and discussion at the April Board meeting.

B. BUDGET & FINANCE

Treasurer Leary reported the Budget & Finance Committee met to review the status of the current budget. They will review the proposed budget for 2006-2007 at their next meeting scheduled for April 7th.

C. FACILITIES

Treasurer Head reported the Facilities Committee met to review the status of the site plan process and to receive an update on the Northeast public meetings.

06-151 XI. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

The architects came up with a punch-list of items inside the building while staff compiled a separate punch-list of items for Skanska. There is nothing major on either list and the items are expected to be completed within a couple of weeks.

The outside still needs landscaping and the top course of asphalt still needs to be put on. Both of these items are expected to be completed by the end of May.

Signage should be delivered in 4-6 weeks.

We do not have a definitive date on the installation of the exterior lockers though it is expected they will be installed within six months.

06-125 B. UPDATE ON NORTHEAST BRANCH

Director Parker reported that we are in site planning review with the City of Ann Arbor.

One of the issues raised by the City is the requirement that all sidewalks now be built with no more than a 5% grade. This will need to be reviewed. We can comply, but it will affect parking as well as access. More research needs to be done and it will change the current site plan.

In addition, the City is going to charge us with a new assessment related to water and sewer. In addition to the tap fee for water and sewer, we will be required to pay into an escrow the difference in the cost of putting in new sewers and what the cost was when it was originally put in.

The natural features process has been straightforward.

At a minimum, it will be May 2006 before we can be through the planning process.

06-152 XII. NEW BUSINESS

06-153 A. VOTE FOR EXECUTIVE SESSION AT THE NEXT REGULAR SCHEDULED BOARD MEETING FOR DIRECTOR’S EVALUATION, OPINION OF COUNSEL AND PENDING LITIGATION

Secretary Cahill, supported by Trustee Head, moved for an Executive Session at the next regularly scheduled Board meeting for Director’s evaluation, opinion of counsel and pending litigation.

A roll call vote was taken:

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

Motion passed 5-0.

06-154 XIII. ADJOURNMENT

President Surovell adjourned the meeting at 7:50 p.m.