May 18, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 18, 2009

09-199 I. CALL TO ORDER

President Head called the meeting to order 6:05 p.m.

09-200 II. ATTENDANCE

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

09-201 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL

09-202 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2009-2010 AT 7:00PM

President Head reconvened to the Public Hearing on the budget at 7:06 p.m.

09-203 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

President Head called for public comment on the 2009-2010 budget.

There was no public comment.

The Public Hearing on the budget was closed by the unanimous consent of the Board.

09-204 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING

President Head reconvened the regular meeting at 7:08 p.m.

09-205 VII. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve the agenda with following additions:

Secretary Leary moved to amend the agenda under New Business adding “D.” Resolution to Adopt the Space Use Agreement with the Friends of the Ann Arbor District Library.

President Head moved to amend the agenda under New Business adding Director’s Evaluation to the Vote for Executive Session at the June 15, 2009 Board Meeting.

President Head moved to amend the agenda under New Business adding “E.” Board Letter to AADL Director Josie Parker on her Evaluation.

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

Motion passed 6-0.

09-206 VIII. APPROVAL OF MINUTES OF APRIL 27, 2009
(Item of action)

Vice President Barney Newman, supported by Trustee Surovell, moved to approve the minutes of April 27, 2009.

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

Motion passed 6-0.

09-207 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-208 X. FINANCIAL REPORT

Associate Director Nieman reported April showed unrestricted cash balance of $8.7 million. April tax receipts reflect 97% of the budgeted amount. Three line items currently over budget (Communications, Equipment Rental, and Postage) may need adjustment in June or July. The Fund Balance reflects just over $6.2 million.

09-209 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, supported by Treasurer Rosenthal, moved to approve the April disbursements.

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

Motion passed 6-0.

09-210 XII. COMMITTEE REPORTS

09-211 A. DIRECTOR’S EVALUATION COMMITTEE

Secretary Leary reported the Board has met with Josie. A letter summarizing her evaluation has been added to the agenda. The Director’s Evaluation Committee consists of President Head, Secretary Leary and Trustee Stearns.

09-212 B. SPECIAL FRIENDS LIAISON COMMITTEE

Secretary Leary reported the Committee met again with members of the Friends Board and reviewed the revised Space Use Agreement which will be brought before the Board later in the agenda. The AADL Friends Committee consists of Secretary Leary, Vice President Barney Newman and Treasurer Rosenthal.

09-213 XIII. DIRECTOR’S REPORT

Director Parker and President Head attended the Michigan AIA Awards in recognition of the building award Traverwood received. A new brochure highlighting the sustainable features and design elements of Traverwood has been developed. Film documentarian Bill Kubota has completed his documentary of the construction of Traverwood. The films primary focus was the use of the ash wood and the construction process. The documentary is scheduled to air on June 11th on Detroit station WTVS Channel 56 and will also be shown at AADL near Traverwood’s first year anniversary.

The replacement air handlers have been installed and should be operating this week. The freight elevator has ceased functioning and may require major repair work or replacement.

The TLN Cooperative Board acknowledged and accepted AADL’s withdrawal request at their April 21, 2009 board meeting.

09-214 XIV. NEW BUSINESS

09-215 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2009-2010
(Item of action)

Treasurer Rosenthal, supported by Trustee Murphy, moved the following:

Pursuant to Act 2, Michigan Public Acts of 1968, as amended, before adoption of a budget, a public hearing shall be held as required by Act No. 43 of the Public Acts of the Second Extra Session of 1963, as amended (“Act 43”), and Act No. 267 of the Public Acts of Michigan 1976, as amended.

Pursuant to Act 43, notice of a public hearing on the proposed budget of the District Library must be given by publication in a newspaper of general circulation in the Library District at least 6 days prior to the date of such hearing.

The Board, after due and proper notice, conducted a public hearing on Monday, May 18, 2009, on the approval of the proposed budget. The Board resolves as follows:

1.) The Board approves and adopts the budget for the fiscal year ending June 30, 2010, as presented.

2.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

The Board had a brief discussion regarding several aspects of the budget.

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

Motion passed 6-0.

09-216 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Trustee Murphy, supported by Secretary Leary, moved the following:

The Board of Trustees of the Ann Arbor District Library (the “Library”) has given due reflection to the budget and operational requirements of the Library as to the 2009-2010 fiscal year.

The said Board of Trustees is desirous of providing for the appropriate certification of operational millage relative to the Library. The Board resolves as follows:

1.) That as to the 2009-2010 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.55 mills.

2.) That the foregoing amounts are levied by the Ann Arbor District Library and the Secretary of the Board of Trustees is authorized and directed to report the same as the Library tax levy to the proper assessing officer(s) of the appropriate agencies and the Secretary may provide copies of this resolution when requested by any appropriate agency.

3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2009, except as subsequently altered or amended by appropriate certification.

4.) That a certified copy of this Resolution may be issued as though the original with the certification provided.

5.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

09-217 C. RESOLUTION TO ADOPT THE 2009-2010 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to authorize the resolution to adopt the 2009-2010 budget as a line item budget and the compliance of disbursements as presented.

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

Motion passed 6-0.

09-218 D. RESOLUTION TO ADOPT SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY

Vice President Barney Newman, supported by Treasurer Rosenthal, moved (as read by Secretary Leary) the Board resolves as follows:

1.) The Board approves and adopts the Space Use Agreement between the Ann Arbor District Library and the Friends of the Ann Arbor District Library that is labeled revised, entered this 18th day of May 2009 as provided with the Board Packet.

2.) That the President of the Board of Trustees of Ann Arbor District Library be authorized to sign the agreement along with the President of the Board of the Friends of the Ann Arbor District Library.

3.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Secretary Leary explained the history, creation and purpose of the document. The document will be in effect for one year with option for annual renewal.

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

Motion passed 6-0.

09-219 E. DIRECTOR’S EVALUATION SUMMARY LETTER FROM AADL BOARD

President Head read the following letter:

“Dear Josie:

We of the Ann Arbor District Library Board wish to communicate our assessment of your work for 2008-2009. We have reviewed your self-evaluation materials and developed consensus observations and assessments, regarding your past year’s performance. The complete comments are included in the attached document. This letter serves to summarize some of those.

We all agree that your performance continues to be excellent. We appreciate your vision, effective management and excellent results. Acknowledging your exemplary performance leads to discussion of your compensation. For the coming fiscal year, you proposed that your salary remain unchanged in recognition that the current difficult economic conditions call for fiscal prudence. The Board appreciates receiving that proposal, and upon review, agrees that your compensation will remain at $143,115 for FY 2009-2010.

The AADL financial management goals have been met and exceeded. Josie, you continue to lead the AADL in the right course, carefully and creatively applying taxpayers’ dollars. Your conservative practice includes applying adequate resources to provide excellent services and materials while maintaining ample fund reserves.

Regarding operations, the Board knows that customer service remains a top priority for AADL. Your leadership has promoted both small and more comprehensive customer service changes that add to improving assistance for patrons. Awards, such as the “Voice of the People” from International City/County Management Association/ICMA and Library Journal’s “Five Star” designation, recognize the excellent customer service of AADL.

The Board also appreciates the completed work toward gathering data about how patrons use AADL services and may use other and more services in tight economic times. Information has been presented in multiple ways and at various venues to highlight what services are available.

The incorporation of the Washtenaw Library for the Blind and Disabled was a tremendous undertaking in a short period of time. You and your staff are to be congratulated for accepting the challenge, implementing that inclusion so well and for expanding the scope of services to these patrons. This specialized library within a public library serves as a new model. Well-done!

Excellence in administration and human resources is exemplified by the success of the new management team and their ability to provide support to AADL staff.

We admire your taking an active role in the community in formal and informal ways such as attending and speaking in various community and governmental meetings, and working with various groups so that the AADL perspective is understood and taken into account when those decisions that may affect the Library, are being considered. The Outreach and Neighborhood Services Department has expanded this year and focused on a variety of areas including financial, health, workplace and family literacy. This work occurred with your support and direction.

The Board values your work with and within professional organizations such as Michigan Library Association. You have advocated on important library issues and worked to make that advocacy matter by building strong state and federal relations. We also appreciate your informing us of how we can promote on the behalf of AADL and libraries.

Your planning, governance and strategic planning skills serve AADL well. You and your staff have fulfilled much of the Strategic Plan Goals and Objectives. Public access is assured by listing the status updates for each goal within the online Strategic Plan found on the AADL web pages.

The Downtown Library and branch facilities continue to operate well under your direction. We understand that much of the facility work centered on the Downtown library building plans and that no new branch plans were conceived. You orchestrated a well-organized and executed process that yielded important information about what works and does not work in the Downtown facility. That information can be used for changes to the Downtown facility when the time is right.

Josie, you are an exceptional library director. We support you and are delighted that you continue to be the Director for the Ann Arbor District Library.”

Director Parker stated her appreciation of the Boards acknowledgement of staff and her appreciation of staff. She also commended the Board for understanding their role and for the fine job that they do as elected officials.

09-220 F. VOTE FOR EXECUTIVE SESSION AT THE JUNE 15, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Vice President Barney Newman, moved to hold an Executive Session at the June 15, 2009 regular Board meeting for discussion of real estate, completion of director’s evaluation and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

09-221 XV. ADJOURNMENT

Secretary Leary, supported by Trustee Surovell, moved to adjourn the meeting.

President Head adjourned the meeting at 7:50 p.m.