JANUARY 28, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, JANUARY 28, 2008

08-112 I. CALL TO ORDER

President Leary called the meeting to order at 1:05 p.m.

08-113 II. ATTENDANCE

Present: Cahill, Head (arr. 1:09 p.m.), Leary, Murphy, Barney Newman, Rosenthal, Surovell (arr. 1:14 p.m.)
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

08-114 III. NEW BUSINESS

08-115 A. PRESENTATION: MEYER SCHERER & ROCKCASTLE, LTD

Director Parker introduced the team from Meyer Scherer & Rockcastle, Ltd. The Board was informed that their presentation would also be available via the Internet. Presentation length was 85 minutes.

08-116 B. PRESENTATION: FRYE GILLAN MOLINARO ARCHITECTS

Director Parker introduced the team from Frye Gillan Molinaro Architects. Presentation length was 90 minutes.

A 10 minute recess was called. President Leary reconvened the meeting at 4:10 p.m. Trustee Surovell was absent.

08-117 IV. APPROVAL OF AGENDA
(Item of action)

Trustee Cahill, supported by Vice President Head, moved to approve the agenda.

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

Motion passed 6-0.

08-118 V. APPROVAL OF MINUTES OF DECEMBER 13, 2007
(Item of action)

Vice President Head, supported by Treasurer Barney Newman, moved to approve the minutes of December 13, 2007.

Trustee Rosenthal corrected the minutes by stating that she was not present at the December 13, 2007 Board meeting and references to her presence were to be stricken.

The corrected minutes were voted on.

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

Motion passed 6-0.

08-119 VI. APPROVAL OF MINUTES OF DECEMBER 17, 2007
(Item of action)

Trustee Murphy, supported by Vice President Head, moved to approve the minutes of December 17, 2007.

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

Motion passed 6-0.

08-120 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-121 VIII. FINANCIAL REPORT

Associate Director Nieman reported the following for December 2007: the unrestricted cash balance at the end of December was just over $14 million; the fund balance sits at $6.6 million; four line items are currently over budget; grants reflect a $35,000 check received from the Friends; $200,000 was spent on the Traverwood project.

08-122 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Head, supported by Trustee Murphy, moved to approve the December disbursements.

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

Motion passed 5-1.

08-123 X. COMMITTEE REPORTS

A. POLICY

Trustee Cahill reported that the Policy Committee met for the first time. The Policy manual was divided into three sections with each Board committee member assigned a section. Meetings will be held quarterly. An email received regarding firearms in the Library was addressed and action will be taken further in the agenda.

Secretary Surovell returned to the meeting at 4:17 p.m.

08-124 XI. DIRECTOR’S REPORT

Director Parker reported that at a recent all staff meeting 120 employees attended and were informed of changes to the Organizational Chart. Staff posed numerous questions regarding the Downtown building project. The remainder of her report stands as written.

Trustee Murphy was pleased with the DDA recommendation to the City Council regarding an underground parking garage next to the Library and thanked Director Parker for her participation in the process.

Trustee Cahill also stated he was very pleased with the process of the parking issue.

08-125 XII. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the following on the Traverwood Branch: concrete steps have been poured; piping work for the in-floor heating is being done; there have been three pours of concrete flooring; work is being done on the electrical/HVAC in the basement; the exterior skin is on the building; curtain walls have been delivered and glass is going in; framing has begun for the floors, walls and ceiling. The project is on schedule.

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

Director Parker reported she attended the Friends meeting last month. The Friends received their Financial Audit which showed nothing unexpected. Diane Clark has retired. Ruth Hastie is working hard at maintaining the Book Shop.

Ruth Hastie, who was present, was acknowledged by the Library Board for her dedication.

08-126 XIII. NEW BUSINESS (continued)

08-127 C. RESOLUTION TO ADOPT REVISION TO POLICY 5.1 BEHAVIOR IN THE PUBLIC SECTORS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

Trustee Cahill, supported by Vice President Head, moved to adopt the revision to Policy 5.1 Behavior in the Public Sectors of the Ann Arbor District Library as presented.

Vice President Head thanked Trustee Cahill for the additional language he provided to the policy.

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

Motion passed 7-0.

08-128 D. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 18, 2008 REGULAR BOARD MEETING FOR DISCUSSION OF LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Cahill, supported by Vice President Head, moved to hold an Executive Session at the February 18, 2008 board meeting for discussion of labor negotiations.

A roll call vote was taken.

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

Motion passed 7-0.

08-129 E. RECESS FOR DINNER AND EXECUTIVE SESSION OF THE BOARD FOR DISCUSSION OF LABOR NEGOTIATIONS

Trustee Murphy, supported by Vice President Head, moved to recess the meeting for dinner and an Executive Session.

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

Motion passed 7-0.

The meeting was recessed at 4:35 p.m.

08-130 F. RECONVENE REGULAR MEETING AT 6:30PM

President Leary reconvened the meeting at 6:30 p.m. All Board members were present.

08-131 G. PRESENTATION: ENGBERG ANDERSON, INC. IN ASSOCIATION WITH MITCHELL & MOUAT ARCHITECTS

Director Parker introduced the team from Engberg Anderson, Inc. and Mitchell & Mouat Architects. Presentation length was 85 minutes.

08-132 H. PRESENTATION: INFORM STUDIO

Director Parker introduced the team from InForm Studio. Presentation
length was 85 minutes.

08-133 XIV. ADJOURNMENT

President Leary adjourned the meeting at 9:30 p.m.