November 16, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 16, 2009

10-088 I. CALL TO ORDER

President Head called the meeting to order at 7:02 p.m.

10-089 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Sandra Greenstone, Enliven Consulting; Tracey Kasparke, Rehmann Robson; Mark Malven, Dykema

10-090 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

10-091 IV. APPROVAL OF MINUTES OF OCTOBER 19, 2009
(Item of action)

Vice President Barney Newman, supported by Trustee Murphy, moved to approve the minutes of October 19, 2009.

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

Motion passed 7-0.

10-092 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-093 VI. FINANCIAL REPORT

Associate Director Nieman reported October showed unrestricted cash balance just over $14 million. Tax receipts of just over $11 million reflect 94% of the budgeted amount received through October. The Fund Balance reflects just under $7 million. Five items are over budget in operating and will come back into line later in the year.

10-094 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, supported by Vice President Barney Newman, moved to approve October disbursements.

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

Motion passed 7-0.

10-095 VIII. COMMITTEE REPORTS

10-096 A. STRATEGIC PLANNING STEERING COMMITTEE

President Head reported the committee consisting of herself, Margaret Leary and Carola Stearns met with Director Parker, Celeste Choate, Eli Neiburger and facilitator Sandra Greenstone. Various areas of the Strategic Plan were reviewed and discussed.

10-097 B. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported the committee consisting of herself, Trustee Murphy and Trustee Surovell met with Administration and Dave Fisher to review the 2008-2009 audit statements.

10-098 IX. DIRECTOR’S REPORT

Director Parker reported that AADL received a ranking of five stars and was in the top five in the Library Journal’s America’s Star Libraries in our budget category of $10M-$29M. She noted that 2007 data was used and since then our statistics have increased. Thanks went out to Library staff. Canton Public Library was the only other library to rank with three stars in Michigan.

For the second year in a row, AADL received a Voice of the People Award for Excellence from the International City and County/Management Association (ICMA).

The City received six proposals for the Library Lot. Copies will be provided to the Board once the proposals are made public. There is no update on the easement issue.

10-099 X. OLD BUSINESS

10-068 A. BOARD RETREAT UPDATE - STRATEGIC INITIATIVES DISCUSSION

Sandra Greenstone reviewed with the Board a draft of the AADL Strategic Initiatives. Areas reviewed were: Organizational Development, Communications, Services, Products, Finances and Facilities. Changes noted by the Board will be made, staff will develop goals, and the Strategic Planning Steering Committee will bring a completed document to the February 15, 2010 Board Meeting.

Vice President Barney Newman left the meeting at 7:34 p.m.

10-100 XI. NEW BUSINESS

10-101 A. AUDITOR’S REPORT
Tracey Kasparke, Rehmann Robson

Ms. Kasparke presented the Ann Arbor District Library 2008-2009 Audit Report. She reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/09. No material audit adjustments were needed. No material weaknesses were found.

10-102 B. RESOLUTION TO ACCEPT THE 2008-2009 FINANCIAL AUDIT
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Stearns, moved the Board resolves to accept the 2008-2009 financial audit prepared by Rehmann Robson and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

A roll call vote was taken.

AYES: Head, Leary, Murphy, Rosenthal, Stearns, Surovell
NAYS: None

Motion passed 6-0.

10-103 C. RESOLUTION TO ENTER INTO AGREEMENT WITH THE HERALD PUBLISHING COMPANY, LLC FOR THE ANN ARBOR NEWS ARCHIVE DONATION
(Item of action)
Mark G. Malven, Dykema

Director Parker provided background information on the negotiations for the Ann Arbor News Archive donation.

Mr. Malven reviewed and answered Board questions regarding the draft agreement between AADL and the Herald Publishing Company.

Secretary Leary left the meeting at 8:42 p.m.

Trustee Murphy, supported by Trustee Surovell, moved that the Director of the Ann Arbor District Library can enter into the Archive Donation Agreement between the Ann Arbor District Library and the Herald Publishing Company, LLC and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

10-104 D. RESOLUTION TO SUPPORT THE RE-ACCREDITATION OF THE UNIVERSITY OF MICHIGAN SCHOOL OF INFORMATION MASTER OF SCIENCE IN INFORMATION DEGREE PROGRAM BY THE AMERICAN LIBRARY ASSOCIATION
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns, moved to support the re-accreditation of the University of Michigan School of Information Master of Science in Information degree program by the American Library Association. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

10-105 E. VOTE FOR EXECUTIVE SESSION AT THE JANUARY 18, 2010 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS & OPINION OF COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Trustee Murphy, moved to hold an Executive Session at the January 18, 2010 regular Board meeting for discussion of real estate, labor negotiations and opinion of counsel.

A roll call vote was taken.

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

Motion passed 5-0.

10-106 XII. ADJOURNMENT

President Head adjourned the meeting at 8:46 p.m.