AUGUST 20, 2007 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 20, 2007

08-025 I. CALL TO ORDER

President Leary called the meeting to order at 6:03 p.m.

08-026 II. ATTENDANCE

Present: Cahill, Greene, Head, Leary, Murphy, Barney Newman,Surovell
Absent: None
Staff: Davis, Doll, Nieman, Parker, Wilson (recorder)
Others: Jim Greene, Dykema, Tom Huntzicker, Kapnick Insurance

08-027 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS

08-028 IV. RECONVENE REGULAR MEETING AT 7:00PM

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

08-029 V. APPROVAL OF AGENDA
(Item of action)

President Leary proposed to amend the agenda between X and XI to add a Board Organization and Bylaws Committee report.

Trustee Murphy proposed to amend the agenda under New Business, XII to include a motion on additional discussions about governance.

It was the unanimous consent of the board that the agenda be approved as amended.

08-030 VI. APPROVAL OF MINUTES OF JULY 23, 2007
(Item of action)

Trustee Cahill, seconded by Secretary Surovell, moved to approve the minutes of July 23, 2007.

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed 7-0.

08-031 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-032 VIII. FINANCIAL REPORT

Associate Director Nieman reported that there was not a Financial Report in the packet. Financials for the new fiscal year are not generally presented to the Board until after the audit. The auditors will be in the week of September 10th to begin their fieldwork. The audit will be reviewed by the Finance Committee and then presented at the October Board meeting.

08-033 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Surovell, seconded by Vice President Head, moved to approve the disbursements.

AYES: Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None
ABSTAIN: Cahill

Motion passed 6-0-1.

08-034 X. DIRECTOR’S REPORT

The Director’s report stands as presented in the Board Packet. Director Parker invited the Board to visit the Library’s website and read the responses posted on the Director’s blog regarding the transition from plastic to canvas bags.

08-035 XI. COMMITTEE REPORTS

A. BOARD ORGANIZATION & BYLAWS

President Leary reported that the committee met on August 13th and distributed a report of that meeting. A summary follows:
• Bylaws from other similarly sized libraries around the state were reviewed.
• Michigan Statutes were reviewed.
• The Michigan Public Library Trustee Manual was reviewed.
• The Bylaws should protect the Library in a worst case scenario.
• Statutory provisions in the Bylaws should be cited.
• Conflicts of interest should be fully addressed.
• Voting responsibility should be clarified.
• Board committees should be reduced and restructured.
• The issue of record keeping is under consideration.
• A calendar of major activities was reviewed and will be included in the committee’s final report.
• Committee members are continuing to work on assignments and recommendations will be made at the October Board meeting.

Trustee Cahill inquired of the status of the evaluation done previously on the bylaws by Trustee Murphy. Trustee Murphy responded that she noted where corrections were needed in areas out of date and sections that needed revision but did not note change in content.

Trustee Cahill expressed his concern regarding the proposed reduction of Board Committees.

08-036 XII. OLD BUSINESS

06-125 A. UPDATE ON NORTHEAST BRANCH

Associate Director Nieman reported that the precast concrete is in place. The floor structure is done. Pillars are up for the roof. Block is in place for the elevator shaft. Retaining walls are being moved around. The construction trailer has been moved allowing for street parking work on Traverwood to begin. The steel should be arriving in several weeks. The building is currently scheduled for completion in the first part of June 2008. The budget is on target.

07-024 B. UPDATE ON STATUS OF THE FRIENDS OF ANN ARBOR DISTRICT LIBRARY

Director Parker reported that the month-to-month interim agreement is still in place. AADL Board expectations concerning financial
oversight have been discussed with the Friends President and Treasurer.

08-037 XIII. NEW BUSINESS

08-038 A. COMMITTEE APPOINTMENTS APPROVAL

Trustee Cahill, seconded by Secretary Surovell, moved to approve the committee appointments as recommended.

AYES: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed 7-0.

08-039 B. PRESENTATION ON GAMING AT AADL

Director Parker introduced Eli Neiburger, Information Technology Department Manager. She reported that he has a new book published by ALA on gaming. He has been presenting at conferences and libraries around the country.

Manager Neiburger stated that the Ann Arbor District Library was one of the first libraries to bring video gaming into library programming. The Library’s fourth annual tournament season will begin this August. Of the 11,000 comments on the Library’s website, 10,000 have been provided by gamers. Gaming is one of the few services that brings all ages together. He has observed mentoring situations created between kids and teens. This programming provides the library an opportunity to establish a positive impression on kids.

A 10 minute video of the service including patron comments was shown.

Video game programming is a very cost effective way to reach a difficult audience. Blogs are used to promote upcoming events and to get reactions to new services. Gaming scores are also tracked on the Library’s website.

The software used to create the database for player scoring will be made available to other public libraries allowing for synchronized tournaments at the local/regional and national level. Currently 32 library systems around the country had signed up to participate.

Trustee Greene left the meeting at 7:35 p.m.

08-040 C. DOWNTOWN LIBRARY FACILITY DISCUSSION

President Leary briefly recapped the discussion at the August 17th retreat:
• The four facility options were reviewed.
• Doug Kelbaugh provided comments on the options.
• A consensus was reached to proceed, but no decision was made as to whether it would be a remodeling/renovation project versus a new building. It was determined that the Library would not endlessly put money into the Downtown Branch.
• Next steps were outlined:
1. Director Parker to work with organizations identified as partnering entities.
2. To begin to move forward with professional assistance from an architect.

Trustee Cahill stated the Providence report indicates a change in the mission of the Library and expanding functions. He favors working within the Library’s existing building footprint. He also stated a true, unbiased study of the public’s view of support needs to be prepared.

President Leary felt that the mission of the Library was not changing. She stated the Providence report overlooked some of the
functions the Library is currently doing, because they were not in the Strategic Plan. The retreat Facilitator took the Board through
those functions and asked if the Library still planned on providing them. Trying to gauge public support at this time would be difficult as no specific plan has been established.

Vice President Head stated that Director Parker should be authorized to explore the parking lot component.

President Leary stated the parking issue needs to be set aside and was not a goal at this time.

Trustee Murphy noted that Doug Kelbaugh stated that the sketches provided in the Providence Report gave parking a suburban feel and
that the Library location is a city location.

Consensus of the Board was that Director Parker begin contacting organizations who may partner with the Library and that she prepare a proposal for the September meeting for moving forward with professional assistance.

08-041 D. BOARD GOVERNANCE DISCUSSION

Trustee Murphy stated that on further consideration she would like to introduce her motion at a later date.

08-042 E. VOTE FOR EXECUTIVE SESSION AT THE SEPTEMBER 10, 2007 REGULAR BOARD MEETING FOR OPINION OF COUNSEL AND LABOR NEGOTIATION
(Item of action)
Roll call vote

Trustee Cahill, seconded by Vice President Head, moved to hold an Executive Session at the September 10, 2007 regular board meeting
for opinion of council and for labor negotiation preparation.

A roll call vote was taken.

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

Motion passed 6-0.

08-043 XIV. ADJOURNMENT

Trustee Cahill, seconded by Vice President Head, moved to adjourn.

President Leary adjourned the meeting at 8:07 p.m.