AUGUST 28, 2008 Minutes of the Board Retreat

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE BOARD RETREAT
THURSDAY, AUGUST 28, 2008
PITTSFIELD BRANCH LIBRARY
2359 OAK VALLEY DR., ANN ARBOR, MI 48103

09-044 I. CALL TO ORDER

President Head called the meeting to order at 3:40 p.m.

09-045 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Sandra Greenstone, Facilitator; Carl Luckenbach & Dan Mooney, Luckenbach|Ziegelman

09-046 III. WELCOME AND OVERVIEW

Director Parker reviewed the 2004-2010 Strategic Plan goal statement to renovate or replace the Downtown Library.

President Head stated the purpose of this meeting is to provide the Board with sufficient information to arrive at consensus regarding the building/renovation project. No vote is scheduled for this meeting.

Sandra Greenstone briefly reviewed the agenda for the Board and reiterated this meeting is to ensure the Board possessed all the same information.

09-047 IV. PRESENTATION BY LUCKENBACH|ZIEGELMAN ARCHITECTS, PLLC & SKANSKA USA BUILDING INC.
Carl Luckenbach & Dan Mooney, Luckenbach|Ziegelman

Mr. Luckenbach outlined the process for today’s presentation:

I. Goals for Today
• Select approach
• Determine next steps

II. Methodology
• Brief review of concepts
• Qualitative aspects
• Relative costs
• Evaluate pros & cons

Graphics were presented on two design scheme options. One scheme reflects partial demolition and renovation of the current building. The second scheme reflects total demolition and new construction.

Josie Parker introduced the following Skanska staff: Andrea Atherton, Mark Paulus, Cullen Coponen, Jim Shankin

Andrea Atherton reviewed how costs were arrived at via local and national benchmarking studies. The purpose of these studies is to lend credibility to the construction numbers presented. She explained the difference between construction costs and total project costs.

Jim Shankin presented estimated costs for the project related to renovation, new construction, other services and fees including temporary offsite relocation.

The Board discussed the differences in proposed design and estimated cost between renovation and new construction.

09-048 V. RECESS FOR DINNER BREAK AT 5:00PM

The meeting recessed for a dinner break at 5:00 p.m.

09-049 VI. EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL AT 5:30PM

09-050 VII. RECONVENE REGULAR MEETING AT 7:00PM

President Head reconvened the meeting at 7:18 p.m.

09-051 VIII. BOARD DISCUSSION

The Board continued discussion regarding addition/renovation versus new construction and which option would provide for future needs and functions of the institution.

Sustainability elements were also discussed. The Board requested more information on sustainable practice for demolishing the building if new construction was decided upon.

The following timeline was established:
• September Board Meeting—Sustainable practice for demolition; authorization for continuation of work by Luckenbach|Ziegelman; vote on course of action
• October Board Meeting—Luckenbach|Ziegelman will continue working on only one schematic design option through December; discussion regarding financing process; time frame
• December Board Meeting—Completed schematic design, approval by the Board

09-052 IX. OTHER

On another topic of discussion, Director Parker brought to the attention of the Board, the request of Washtenaw County to move services from the Washtenaw County Library for the Blind and Physically Disabled to the Ann Arbor District Library due to fiscal constraints of the County. Director Parker stated that only Washtenaw County residents will be served. Service for Jackson and Livingston county residents will be transferred to the Library of Michigan. It was the consensus of the Board that Director Parker be authorized to pursue this request with the County.

09-053 X. ADJOURNMENT

Vice President Barney Newman, supported by Secretary Leary, moved to adjourn the meeting.

President Head adjourned the meeting at 8:06 p.m.