JANUARY 26, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JANUARY 26, 2009

09-121 I. CALL TO ORDER

President Head called the meeting to order 7:00 p.m.

09-122 II. ATTENDANCE

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

09-123 III. APPROVAL OF AGENDA
(Item of action)

Vice President Barney Newman requested the following addition under Committee Reports: D. Friends Liaison Committee.

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

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

Motion passed 6-0.

09-124 IV. APPROVAL OF MINUTES OF NOVEMBER 17, 2008 AND NOVEMBER 24, 2008
(Item of action)

Treasurer Rosenthal noted an error in the minutes of November 24th where Vice President Barney Newman was incorrectly identified as Treasurer.

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to approve the minutes of November 17, 2008 and the corrected minutes of November 24, 2008.

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

Motion passed 6-0.

09-125 V. CITIZENS’ COMMENTS

Glenn Modell

Good evening. My name is Glen Modell, and I am a 33 year employee at the Ann Arbor District Library. This is my annual criticism of the Library’s audit with regard to Library retirement benefits. Nothing has changed. The critical passages this year are on pages 22, 23 and 24. Thank you.

Helen Vick

My name is Helen Vick, I am not an Ann Arbor resident, I am actually a resident of Ypsilanti, but I’ve sat on the Ypsilanti District Library Board for twelve years which is where I met Josie, one of my favorite librarians, who I tried to lure away to a new job but she was loyal to you all. I came today because of your vote on TLN. TLN stands for The Library Network it is the cooperative. All libraries in Michigan receive some services, all belong to a cooperative. The cooperative that Ann Arbor belongs to is TLN. We represent 2.8 million people, we have 65 communities, we are the largest cooperative in Michigan. And my understanding, Josie was kind enough to give me a call and tell me there was a vote today for the Ann Arbor District Library to withdraw from TLN. I did not come to really influence your vote, but she called me last week and my Board does not really know that I am here because that board meeting was Thursday, that meeting was adjourned a week and I already had tickets to visit my grandchildren in California. But I thought about this on the plane and I thought somebody, I really felt like I needed to come. I am an attorney by day, and so people call attorneys all the time and say “we’re going to sue you, we’re going to put your client in jail” and the stock response to that is “you know what, you have to do what you have to do”. And that’s what I feel about the Ann Arbor Library’s vote, you should do what you have to do. It will really not affect TLN and I’m not going to stay for your vote because I don’t want anyone to feel like I’m intimidating you. But there are two things I wanted to talk to you about. In one, and it may be my perception, it’s this idea somehow it’s us against them. It’s the library against the cooperative. The whole term of the cooperative is to make library services easier for libraries and that’s what we try to do. Ann Arbor is very fortunate, you are very well funded, you are very well supported. I think Josie told me that you get no services at all from TLN. But for most of the libraries, the small libraries in particular, we are their life line. They cannot afford technology, they cannot afford cataloging, they cannot afford a multitude of things so as the cooperative we provide those services for them. So I don’t exactly know what happened. I represent Class 6 libraries, you are a Class 6 library so I feel badly if this somehow, if this us against them mentality prevailed over here and I was not aware of it because you don’t need a lot of services from us but if there are things we can do it seems odd to me in this time of dwindling resources even for Ann Arbor with Pfizer going out and SEV’s dropping libraries need one another. I just couldn’t help thinking that I needed to go and say to them there are things we can do for you, you just need to call me and we would be happy to do them. The other thing I wanted to mention is that I know there is some feeling and I feel directly responsibly for them. We are looking for a new director. We have been two years without a director and one of the things the small libraries have said to us is that we need a director. We are just sort of in a holding pattern right now. And this is the third directorship. I think I’ve been on this board about six years and the first director we hired our assistant director who just moved up and paid her $85,000. A year later she took a job in New Jersey, of course, for more money. We disbanded that second search for her two years ago because our funding was so unclear and the state librarian, so we could not in good conscience we hire somebody. The funding has stabilized as much as anything in Michigan can stabilize and when we went to advertise this position I said to the other board members the state librarian has made it very clear that library services as they are delivered today in Michigan are going to change. TLN is the largest cooperative in Michigan. As I said, we represent 2.8 million people, we represent one third of all the circulation that happens every year in Michigan. If library services are going to change, I want a director who will have vision who can take us through that change. None of us have to sit at a board meeting every month and be on a cooperative board. If there is some other way to provide library services it’s the cooperatives who should be leading the way. You are not going to get that unless you offer a decent salary so I convinced them to advertise at $110,000. Last Friday we met, Thursday, I’m sorry, before I left for California, we got some decent applicants, because before when we advertised for $85,000 one of our applicants was a girl with a college degree, no MLS. The directors in this community are all earning over $100,000 and we need somebody who those directors are going to look up to and be willing to follow the lead. So as I said I’m not going to stay for your vote. I do hope you will consider, I don’t know what has prevailed to make Ann Arbor think that they need to withdraw from the cooperative. If there is something I can do please feel free to call me. But as I said I think you should do what you have to do, it’s not going to financially affect TLN, it strikes me as odd in a time of dwindling resources we start thinking we should stand alone as opposed as together. Thank you for the opportunity to address you.

09-126 VI. FINANCIAL REPORT

Associate Director Nieman reported November and December 2008 financial reports were enclosed in the packet.

November showed nothing out of the ordinary. Grant revenue reflects a $40,000 contribution from the Friends.

December showed the unrestricted cash balance was $12.5 million. Tax receipts of 95% of the budgeted amount were received by the end of the month. Five line items are currently over budget but will come back into line later in the fiscal year. Roughly $5,000 was spent on Traverwood, which included the final payment for signage. Just over $71,000 was spent on the Downtown project. A final billing from Skanska closing out the project will be forthcoming.

09-127 VII. COMMITTEE REPORTS

09-128 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported that the Budget and Finance Committee consisting of herself, Trustee Murphy and Trustee Surovell met recently with Administration. Work has begun on the 2009-2010 budget. The goal, taking into account the anticipated drop in tax revenue, is to produce a budget with no layoffs, no reductions in hours or no reduction in the materials line. A draft budget will be brought to the Board in April and a Public Hearing of the budget will be held in May.

09-129 B. POLICY COMMITTEE

Vice President Barney Newman reported the Policy Committee met with Administration and reviewed two policies. The Committee agreed to deviate from procedure and recommend voting on the addition to the Circulation Policy this meeting in order to accommodate WLBPD patrons.

The Exhibition Policy was updated. Procedural language was removed. It is on the agenda for discussion tonight and vote at the next Board meeting. Legal counsel was sought regarding the inclusion of an appeals process. Counsel recommended rewording the policy for a firmer legal standing but does not recommend including an appeals process.

Director Parker reported the Exhibits Committee consists of six staff members who are artists or have an art history background.

09-130 C. ADHOC COMMUNICATIONS COMMITTEE

Trustee Stearns reported the committee met once on concerns regarding the Downtown Library building project. Those concerns were presented to the Board at the November 24th special Board meeting.

09-131 D. SPECIAL FRIENDS LIAISON COMMITTEE

Treasurer Rosenthal reported the committee consisting of herself, Secretary Leary and Vice President Barney Newman met with Friends Board members Pat McDonald, Rae Ann Weymouth and Liz Ong. The discussion was productive and centered on the book shop space in the Downtown Library. The Committee recommends that legal counsel draft an annual use agreement to be signed by both parties.

09-132 VIII. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to approve the November and December disbursements.

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

Motion passed 6-0.

09-133 IX. DIRECTOR’S REPORT

Director Parker acknowledged the retirement of Madelaine Krolik after seventeen years with the Library.

Eli Neiburger, Ken Nieman, Celeste Choate and facilities staff were commended on their work with the Friends during the WLBPD transition.

The recent author event featuring Greg Mortenson held at Huron High School was a huge success. Unfortunately, the newspaper did not acknowledge that it was a Library sponsored event. Community Relations and IT staff handled every aspect of the program and are to be commended on a great job.

Inventory figures show the loss rate of audio-visual materials no longer justifies the use of security devices. Inventory will continue to be monitored as the security devices are removed.

Terry Soave was recently recognized by the Internal Revenue Service for programming services.

09-134 X. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported briefly that there were no issues with the building.

Director Parker stated that complaints are numerous regarding parking on Traverwood Drive. Patrons are informed that street parking is City property and the Library has no control over snow plowing, etc. The Library does maintain the sidewalks and the parking lot.

09-088 B. UPDATE ON WASHTENAW LIBRARY FOR THE BLIND AND PHYSICALLY DISABLED @ AADL
Celeste Choate, Eli Neiburger

Associate Director Choate reported 500 patrons have been registered for service at the WLPBD. Statistics show that up to 5,000 people in Washtenaw County may be eligible for the service. Area schools and health service providers are being contacted and informed of the services now provided at AADL.

Associate Director Neiburger reported on technical enhancements in place to provide services for WLBPD patrons.

09-135 XI. NEW BUSINESS

09-136 A. RESOLUTION OF THANKS TO MADELAINE KROLIK UPON HER RETIREMENT
(Item of action)

Treasurer Rosenthal, supported by Trustee Surovell, moved that the Board resolves that it would like to officially thank Madelaine Krolik for her service as an employee January 28, 1992 to January 30, 2009 of the Ann Arbor District Library. That all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

09-137 B. RESOLUTION TO AWARD CONTRACT TO REPLACE THE TWO AIR HANDLERS AT THE DOWNTOWN LIBRARY
(Item of action)

Associate Director Nieman presented background information on the necessity of replacing two air handlers at the Downtown Library.

Trustee Murphy, supported by Vice President Barney Newman, moved that the Board resolves to suspend Purchasing Policy 7.9 section 9 “…solicitation of bids and quotations…” and award the contract for replacement of two air handlers at the Downtown Library Branch to Pace Mechanical Services for the amount of $235,000. That all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

09-138 C. RESOLUTION TO EXTEND THE CONTRACT FOR HVAC EQUIPMENT MAINTENANCE AND REPAIR FOR THE LIBRARY
(Item of action)

Associate Director Nieman presented background information on the recommendation to extend the HVAC maintenance and repair contract.

Trustee Murphy, supported by Trustee Surovell, moved that the Board resolves that the contract for HVAC equipment and maintenance with Pace Mechanical Services be extended for one year until 6/30/2010 for the amount of $89,700. That all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

09-139 D. RESOLUTION TO WITHDRAW MEMBERSHIP FROM THE LIBRARY NETWORK
(Item of action)
Roll call vote

Director Parker presented background information regarding cooperative funding and services received from TLN. Concerns were expressed regarding recent Cooperative decisions possibly exposing member libraries to financial risks, including the lack of planning in the event state aid funding ceases.

Vice President Barney Newman, supported by Treasurer Rosenthal, moved that the Board resolves to withdraw Ann Arbor District Library membership in The Library Network effective January 30, 2009 and to authorize the Director to complete the withdrawal process. That any and all obligation to The Library Network is concluded by January 30, 2009 and that all resolutions that conflict with the provisions of this resolution are rescinded.

A roll call vote was taken.

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

Motion passed 6-0.

09-140 E. RESOLUTION TO ADOPT REVISION TO CIRCULATION POLICY 3.1 NON-RESIDENT LIBRARY CARD
(Item of action)

Vice President Barney Newman, supported by Trustee Surovell, moved to adopt the revision to Circulation Policy 3.1 Non-Resident Library Card as presented.

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

Motion passed 6-0.

09-141 F. DISCUSSION ON RECOMMENDED REVISION TO POLICY 4.4 EXHIBITIONS AT THE ANN ARBOR DISTRICT LIBRARY

Board members were asked to review the recommendations and be prepared to vote at the next meeting. There were no questions.

09-142G. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 16, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Trustee Murphy, supported by Trustee Stearns, moved to hold an Executive Session at the February 16, 2009 regular Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

09-143 XII. ADJOURNMENT

Treasurer Rosenthal, supported by Vice President Barney Newman moved to adjourn the meeting.

President Head adjourned the meeting at 8:21 p.m.