DECEMBER 13, 2007 Minutes of Special Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE SPECIAL MEETING
THURSDAY, DECEMBER 13, 2007

08-088 I. CALL TO ORDER

President Leary called the meeting to order at 6:07 p.m.

08-089 II. ATTENDANCE

Present: Cahill, Head, Leary, Murphy, Barney Newman, Surovell
Absent: None
Staff: Nieman, Parker, Wilson (recorder)

08-090 III. APPROVAL OF AGENDA
(Item of action)

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

08-091 IV. NEW BUSINESS

A. REVIEW OF RFQ’S FOR ARCHITECTURAL SERVICES FOR THE DOWNTOWN LIBRARY RENOVATION/BUILDING PROJECT

President Leary reviewed the RFQ process. The RFQ document was approved by the Board and was sent to architectural firms in October. Fifteen responses were received by the deadline.

Director Parker reiterated the Board’s authorization of a feasibility study of the Downtown Library this spring and the discussion of the outcome of that study at the August Board Retreat. The RFQ was written without any decision being made regarding the option of rebuilding or replacing the current Downtown Library. Public sentiment was clear that the location at Fifth and William streets was desirable. The Library is ready to take the urban development lead. The DDA is looking at the parking lot next to the Library for a possible structure. Meetings with the DDA have been positive.

Summary sheets were collected from Board members and tabulated. Five firms received zero votes with three firms receiving only one vote. The remainder of the firms received two or more votes.

Trustee Cahill, supported by Treasurer Barney Newman, moved to limit the number of interviews to those firms that received two or more votes.

The Board discussed this process at length.

Trustee Cahill withdrew his motion. Treasurer Barney Newman withdrew her support. The motion was withdrawn.

Trustee Murphy, supported by Vice President Head, moved to focus discussion on the five firms that had two votes each and to re-rate those firms.

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

Motion passed 6-0.

The Board reviewed proposals from the following five firms: Engberg Anderson, Inc., Frye Gillan Molinaro Architects, Gwathmey Siegel & Associates Architects, Penchansky Whisler Architects, PSA Dewberry, Inc. Another vote and ranking was compiled.

Vice President Head, supported by Trustee Cahill, moved to consider four firms for presentation: Luckenbach|Ziegelman Architects, Meyer Scherer & Rockcastle, LTD, PSA Dewberry, Inc. and Engberg Anderson, Inc.

The Board discussed the motion at length. Secretary Surovell stated that the Board was not interviewing enough firms. Trustee Murphy stated that site visits were previously made before a decision was finalized. Treasurer Barney Newman would like to see more firms interviewed. Trustee Cahill was not happy with the process and would like to hear from all. It was general consensus of the Board to have presentations from all fifteen firms.

Vice President Head withdrew her motion. Trustee Cahill withdrew his support. The motion was withdrawn.

President Leary, supported by Trustee Cahill, moved to ask all fifteen firms to make presentations to the Library Board.

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

Motion passed 6-0.

08-092 V. ADJOURNMENT

Motion by Trustee Cahill, supported by Secretary Surovell, to adjourn.

President Leary adjourned the meeting at 7:15 p.m.