JULY 23, 2007 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE ANNUAL MEETING
MONDAY, JULY 23, 2007

08-001 I. CALL TO ORDER

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

08-002 II. ATTENDANCE

Present: Cahill, Greene, Head, Leary, Murphy, Barney Newman, Surovell (arrived 7:00 p.m.)
Absent: None
Staff: Davis, Doll, Nieman, Parker, Wilson (recorder)
Others: Jim Greene, Dykema, Tom Huntzicker, Kapnick Insurance

08-003 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS

08-004 IV. RECONVENE ANNUAL MEETING AT 7:00PM

President Leary reconvened the regular meeting at 7:10 p.m.

08-005 V. APPROVAL OF AGENDA
(Item of action)

Vice President Head, seconded by Trustee Murphy, moved to approve the agenda.

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

Motion passed 7-0.

08-006 VI. ELECT LIBRARY BOARD OFFICERS

1.PRESIDENT
(Item of action)
Roll call vote

Trustee Cahill, supported by Vice-President Head, moved to nominate Margaret Leary for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Treasurer Jan Barney Newman, supported by Trustee Cahill, moved to nominate Rebecca Head for Board Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed: 7-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Murphy, supported by Trustee Cahill, moved to nominate Jan Barney Newman for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed: 7-0.

4. SECRETARY
(Item of action)
Roll call vote

Vice President Head, supported by Treasurer Barney Newman, moved to nominate Edward Surovell for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed: 7-0.

08-007 VII. INSTALLATION OF OFFICERS

Director Parker administered the oath installing Board officers; Trustee Leary as President, Trustee Head as Vice President, Trustee Barney Newman as Treasurer, and Trustee Surovell as Secretary.

“I, , DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS, , TO THE BEST OF MY ABILITY.”

08-008 VIII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

All officers were re-elected with the exception of the office of Secretary.

08-009 IX. APPROVAL OF MINUTES OF JUNE 18, 2007
(Item of action)

Treasurer Barney Newman, seconded by Trustee Cahill, moved to approve the minutes of June 18, 2007.

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

Motion passed 7-0.

08-010 X. CITIZENS’ COMMENTS

Josie Parker introduced Ruth Hastie, President of the Friends of the Ann Arbor District Library.

“Thank you Josie. I am here simply to introduce myself to you and to let you know that the new Board has begun the fiscal year with a lot of vigor. We have a nice mix on our Board. We have some individuals who have long experience and extensive knowledge of the Friends. We have three brand new faces who are bringing us some new perspective. And I am particularly pleased that we have a number of people on the Friends Board who are considerably younger than me, and I consider this actually a sign of a healthy organization. And a sign that this younger generation is able and willing to carry on our tradition of grassroots support for public institutions like the library. So I am very pleased about that. We have been working hard already this summer, have been meeting all summer. We have started off with a couple of key goals. One of them is to insure that we are working responsibly and effectively as an organization. We will be completing some tasks that we settled on last spring including board training and strategic planning. We intend to reinvigorate our role as advocates, strong advocates, I hope, for the library. The Friends have traditionally done that very ably and they would like continue that. And of course we will be working hard to try to maintain our level of financial contribution to the library and eventually I would hope to complete them. This is also a board that is very intent on expanding our communications with our own members, with the public at large and with other groups that are working to support the library. And this is something I think that makes all of our tasks easier. As you know, the library director attends our board meetings. She reports to us some things that are going on in the library. I know from time to time she updates you on our activities and this kind of communication, I think, makes all of our tasks easier. We have an important mutual objective here. I just wanted to assure you that the Friends will be as responsive to that mutual objective as we can be. Thank you.”

08-011 XI. FINANCIAL REPORT

Associate Director Nieman reported the unrestricted cash balance at the end of June stands roughly at $7.3 million. Just short of $14 million in tax revenue has been received as of the end of June, which is slightly over the budgeted amount. Penal fine revenue is being recognized at the monthly budgeted amount. Monies will be received in August from the County. Nearly $280,000 was spent in June on the Northeast Branch project. Expenditures will increase monthly from now to project completion.

Trustee Murphy inquired about the “pre-audit” notation on the financial statements. Associate Director Nieman reported the board will receive audited figures at the October Board meeting.

08-012 XII. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Head, seconded by Trustee Greene, moved to approve the disbursements.

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

Motion passed 6-0-1.

08-013 XIII. DIRECTOR’S REPORT

In addition to the regular report in the Board packet, Director Parker stated that the circulation statistics should be reviewed carefully. Website access has created an increased ease of use of the library. Another thing not so obvious in the report is the fines and fees. We are seeing an increase in revenue due to people paying their fines and fees online.

President Leary congratulated everyone on the five publicity awards that the library has received.

Trustee Murphy inquired as to what the library is supplying/providing in regards to participating in the Shared Network Access Point (SNAP). Director Parker responded that the library agreed to dedicate a station downtown to software for this program. Staff will also participate in a “train the trainer session” on the forms and process. Trained staff will then train the rest of library staff. This program is available system-wide wherever there is an internet computer; it is not limited to the dedicated station. Dedicating the station is part of the responsibility of participating in this program. This is a County program.

08-014 XIV. OLD BUSINESS

06-125 A. UPDATE ON NORTHEAST BRANCH

Associate Director Neiman reported that the work site is very busy. Some block walls have been completed, some retaining walls are still going up. Several light poles on Huron Parkway have moved back so that a curb cut can be done to accommodate on-street parking. The pre-cast concrete plank will be arriving tomorrow which is the first part of the floor of the main building.

Trustee Cahill inquired when the building will be enclosed. Associate Director Nieman responded that it will be enclosed before winter, allowing for the completion of the interior of the building.

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

Director Parker reported that she is delighted with the relationship being developed with the Friends.

07-146 C. UPDATE OF THE SPACE NEEDS STUDY OF THE DOWNTOWN LIBRARY

Director Parker stated the Board would be receiving the study tonight, the first of a three step process. Providence was asked to look at what we have, and based on the type of services we provide, what is possible. More information can be gathered for the Board if it is needed. If the Board desires to go further, the second step is the creation of a program statement based on services the library provides and those the library would like to provide. The third step, if the library Board determines that a building project is in the future, would be creation of an RFP for an architect selection process.

Trustee Cahill inquired as to what was happening at the retreat. Director Parker responded that the retreat will focus on this report.

Director Parker introduced Laura Isenstein from Providence Associates, LLC.

Ms. Isenstein expressed her pleasure of working with a remarkable team. She also noted the cooperation of the staff, Board and Friends of the Library. The ideas and options presented in the report are primarily from the comments of the people who live in the community, use the library and love the library and want it to remain viable and important in their lives. She introduced their team consisting of Holzheimer Bolek Architects from Chagrin Falls, Ohio, Peter Bolek and David Holzheimer; Rich Henes from Cornerstone Design and Joe O’Neal from O’Neal Construction. This team was assembled to determine the feasibility of the downtown library to serve the needs of the District’s residents for the next twenty years.

It was determined that the charge and scope of the feasibility study should address the following questions:

• Can the current Downtown Ann Arbor Library building be cost effectively redesigned to provide for a cohesive arrangement of space that is easily accessible and whose flow is transparent and intuitive to customers of all ages and physical abilities?

• Can the existing building be transformed into a dynamic, inviting, comfortable, and appealing “destination place” for everyone in the District?

• Can a renovation of the building address the issues of safety and security, provide for expanded technological infrastructure, create appropriate spaces needed to deliver the expanded services and programs identified by the public and staff focus groups?

Ms. Isenstein reviewed the process used to formulate the answers for the above questions and summarized the report findings.

Peter Bolek, of Holzheimer Boleck Architects, presented four facility options:

1. Renovation and addition to the existing building.

2. Demolition of original library building, construction of a new library addition and renovations to the existing library addition.

3. Demolition of existing library building and construction of a new building on the adjacent city lot.

4. Demolition of existing library building and construction of a new library building on the current site.

Cost estimates were also provided. Overall the report determined that a flexible downtown library building of at least 120,000 gross square feet is required, including on-site parking for approximately 400 customer vehicles.

Trustee Greene left the meeting at 8:54 p.m.

08-015 XV. NEW BUSINESS

08-016 A. RESOLUTION TO APPOINT BOARD GOVERNANCE AND ORGANIZATION COMMITTEE
(Item of action)

Trustee Cahill, seconded by Secretary Surovell, moved to approve the appointment of a Board Governance and Organization Committee composed of President Leary and Vice President Head who will make recommendations to the Board in October.

There was discussion about the merits of supporting a three person committee. Trustee Cahill stated that Trustee Murphy did a study several years ago of problems with the current bylaws that may be of interest to the committee members. Secretary Surovell stated he has no objection to the two person committee. Trustee Murphy stated that the board might be better served by discussing the issue of governance with the whole board and then using the committee format.

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

Motion passed 5-1.

08-017 B. VOTE FOR EXECUTIVE SESSION AT THE AUGUST 20, 2007 REGULAR BOARD MEETING FOR DISCUSSION OF LABOR NEGOTIATIONS
Item of action)
Roll call vote

Trustee Cahill, seconded by Vice President Head, moved to hold an Executive Session at the August 20, 2007 regular board meeting for discussion of labor negotiations.

A roll call vote was taken.

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

Motion passed 6-0.

08-018 XVI. ADJOURNMENT

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

President Leary adjourned the meeting at 9:17 p.m.