April 27, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MALLETTS CREEK BRANCH LIBRARY
3090 EAST EISENHOWER PARKWAY, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 27, 2009

09-176 I. CALL TO ORDER

President Head called the meeting to order 6:01 p.m.

09-177 II. ATTENDANCE

Present: Head, Leary, Barney Newman, Rosenthal, Stearns, Surovell
Absent: Murphy
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

09-178 III. VOTE FOR EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to hold an Executive Session discussion of real estate, director’s evaluation and opinion of counsel.

A roll call vote was taken.

AYES: Head, Leary, Barney Newman, Rosenthal, Stearns, Surovell
NAYS: None

Motion passed 6-0.

09-179 IV. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL

09-180 V. RECONVENE REGULAR MEETING AT 7:00PM

President Head reconvened the regular meeting at 7:05 p.m.

09-181 VI. APPROVAL OF AGENDA
(Item of action)

Trustee Surovell, supported by Trustee Stearns, moved to approve the agenda.

The agenda was approved by the unanimous consent of the Board.

09-182 VII. APPROVAL OF MINUTES OF MARCH 16, 2009
(Item of action)

Treasurer Rosenthal, supported by Vice President Barney Newman, moved to approve the minutes of March 16, 2009.

The minutes were approved by the unanimous consent of the Board.

09-183 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-184 IX. FINANCIAL REPORT

Associate Director Nieman reported March showed unrestricted cash balance of $9.4 million. March tax receipts reflect 96% of the budgeted amount. Five line items currently over budget should come back into line within the next three months. One half of state aid monies totaling $21,000 were received in March for the LBPD. State Aid monies of $50,000 were received by the Library in April.

Responding to Board inquiry, Associate Director Nieman reported that most LBPD expenses were labor related. Some software/hardware and furniture expenditures are being considered.

09-185 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Secretary Leary, moved to approve the March disbursements.

AYES: Head, Leary, Barney Newman, Rosenthal, Stearns, Surovell
NAYS: None

Motion passed 6-0.

09-186 XI. COMMITTEE REPORTS

09-187 A. BUDGET & FINANCE COMMITTEE

Treasurer Rosenthal reported the Budget and Finance Committee met with Administration on several occasions to work on the 2009-2010 budget. The Committee concurs with the recommendation by Administration to levy 1.55 mills. A 2% merit increase is also being recommended. Property tax is anticipated as being flat. Given economic times, the Committee and Administration, are pleased to present this conservative budget. The public budget hearing will be held prior to the May 18th Board Meeting. The Budget and Finance Committee consists of Treasurer Rosenthal, Trustee Murphy and Trustee Surovell.

09-188 B. DIRECTOR’S EVALUATION COMMITTEE

President Head reported the Director’s Evaluation Committee met. Per Director Parker’s request the Board will perform her evaluation during the closed session in May. Recommendations will be made during the May Board meeting. The Director’s Evaluation Committee consists of President Head, Secretary Leary and Trustee Stearns.

09-189 C. POLICY COMMITTEE

Vice President Barney Newman reported on the Policy Committee meeting. The Committee discussed changes to the FMLA policy and is recommending action later in the agenda. The Committee also reviewed the Credit Card policy. The Policy Committee consists of Vice President Barney Newman, Trustee Murphy and Trustee Stearns.

09-190 D. SPECIAL FRIENDS LIASON COMMITTEE

Secretary Leary reported the Committee met with representatives of the Friends to discuss the proposed new space use agreement. One additional modification arose as a result of that meeting. That modification will be discussed with the Friends, and the Committee plans on bringing the agreement to the Board in May. The Friends Committee consists of Secretary Leary, Vice President Barney Newman and Treasurer Rosenthal.

09-191 XII. DIRECTOR’S REPORT

Director Parker added the following to her written report. Over 120 staff attended an all staff meeting this morning for review of the proposed budget. We received a Ginsberg Institute Award for a monthly film series co-sponsored with the Community Scholars Program and Michigan Television. Documents explaining the parking garage and Library Lane were distributed to the Board and reviewed. We received a 10 years Partners for Excellence Program plaque from the Ann Arbor Public Schools.

09-192 XIII. OLD BUSINESS

09-088 A. UPDATE ON WASHTENAW LIBRARY FOR THE BLIND AND PHYSICALLY DISABLED @ AADL

Associate Director Choate reported that records have been converted to the CUL database located at the Library of Michigan. All 470 patrons have been contacted. A physical inventory of over 20,000 items has been completed by circulation staff. In May staff will begin to verify magazine subscriptions. ONS staff visited all libraries in Washtenaw county to familiarize them with the service AADL is now providing. The IT Department has ordered a Braille embosser which will allow patrons to bring in materials to be translated into Braille. ONS and Youth Services staff has contacted school principals’ informing them of the WLBPD services. The WISD has been contacted for feedback on our services.

Trustee Stearns inquired about closed captioning software.

09-193 XIV. NEW BUSINESS

09-194 A. DISCUSSION OF 2009-2010 BUDGET

Associate Director Nieman reviewed the proposed 2009-2010 budget with the Board. Tax revenue reflects a decreased millage rate of 1.55 mills. Loss of the Pfizer property on the tax rolls has been budgeted in at $240,000. The expense side reflects a merit pool of 2% and a 10% increase for health insurance rates. An balance of $474,000 is anticipated for 2008-2009 which will bring the fund balance to about $6.6 million, 52% of our operating budget. A breakdown of expenses by branches and departments was also presented.

Associate Director Nieman answered questions posed by the Board:

• If tax revenue declines instead of remaining flat in 2010-2011, the millage rate for that budget year may need to be increased to keep services at the current level. Issues are being addressed on a year by year basis.
• Any necessary major repairs to the Downtown building would require budget adjustments and moving monies from the fund balance to pay for them.
• Pfizer has taken their property tax issue to the courts which may result in a decrease in their property taxes. When the University of Michigan owns the property it will be exempt from property taxes.
• Currently the county will continue to cover uncollected taxes owed to taxing authorities.

09-195 B. DISCUSSION AND RESOLUTION TO ADOPT FAMILY AND MEDICAL LEAVE OF ABSENCE POLICY 8.6.1 REVISIONS
(Item of action)

Vice President Barney Newman reported the change to the FMLA policy results in compliance with current law.

Vice President Barney Newman, supported by Treasurer Rosenthal, moved the Board resolves that Policy 8.6.1 Family and Medical Leave of Absence be revised as proposed and that all resolutions that conflict with the provisions of this resolution are rescinded.

AYES: Head, Leary, Barney Newman, Rosenthal, Stearns, Surovell
NAYS: None

Motion passed 6-0.

09-196 C. RESOLUTION TO AUTHORIZE PUBLIC ACCESS EASEMENT TO THE CITY OF ANN ARBOR FOR PEDESTRIAN ACCESS AT 3000 HURON PARKWAY
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns, moved that the Ann Arbor District Library Board of Trustees hereby authorizes the execution and delivery of the above referenced public access easement and to take all such further actions as may be contemplated in connection with the granting of the foregoing easement. That all resolutions that conflict with the provision of this resolution are rescinded.

AYES: Head, Leary, Barney Newman, Rosenthal, Stearns, Surovell
NAYS: None

Motion passed 6-0.

09-197 D. VOTE FOR EXECUTIVE SESSION AT THE MAY 18, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Trustee Surovell, moved to hold an Executive Session at the May 18, 2009 regular Board meeting for discussion of real estate, director’s evaluation and opinion of counsel.

A roll call vote was taken.

AYES: Head, Leary, Barney Newman, Rosenthal, Stearns, Surovell
NAYS: None

Motion passed 6-0.

09-198 XV. ADJOURNMENT

Trustee Surovell, supported by Trustee Stearns, moved to adjourn the meeting.

President Head adjourned the meeting at 7:43 p.m.