February 15, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 15, 2010

10-143 I. CALL TO ORDER

President Head called the meeting to order at 6:03 p.m.

10-144 II. ATTENDANCE

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

10-145 III. RECESS TO EXECUTIVE SESSION FOR DIRECTOR’S EVALUATION

President Head recessed the meeting to Executive Session at 6:04 p.m.

10-146 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Head reconvened the meeting at 7:03 p.m.

10-147 V. APPROVAL OF AGENDA
(Item of action)

Trustee Surovell, supported by Vice President Barney Newman, moved to approve the agenda.

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

Motion passed 6-0.

10-148 VI. APPROVAL OF MINUTES OF JANUARY 18, 2010
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to approve the minutes of January 18, 2010.

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

Motion passed 6-0.

10-149 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-150 VIII. FINANCIAL REPORT

Associate Director Nieman reported January showed unrestricted cash balance just over $11 million. Tax receipts of just over $11 million reflect 96% of the budgeted amount received through January. The Fund Balance reflects just under $7.2 million. Five items are over budget in operating and will come back into line later in the year. Utilities saw a huge increase due to estimated gas usage versus an actual reading.

10-151 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to approve January disbursements.

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

Motion passed 6-0.

10-152 X. COMMITTEE REPORTS

10-153 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal report the committee consisting of herself, Trustee Murphy and Trustee Surovell, met with Director Parker, Associate Director Nieman and Jim Greene to begin discussion on the 2010-2011 budget.

10-154 B. EXECUTIVE COMMITTEE

President Head reported the committee consisting of herself, Vice President Barney Newman and Treasurer Rosenthal met to discuss bylaw issues with regards to the change of the election cycle. The Executive committee will ask the Policy Committee to address changes to the Bylaws, a conflict of interest policy for staff and a whistleblower policy as required by the IRS.

President Head requested that the Friends Liaison committee meet to review the Friends agreement that expires May 19th. The agreement can be extended annually if reaffirmed by both boards.

10-155 C. STRATEGIC PLANNING COMMITTEE

President Head reported the committee consisting of herself, Secretary Leary and Trustee Stearns met with administrative staff and Sandra Greenstone to finalize the draft strategic plan. Copies of the draft have been provided to the Board for the upcoming work session. The associate directors facilitated staff meetings and staff also provided input to the strategic plan via the staff intranet.

10-156 XI. DIRECTOR’S REPORT

Director Parker announced the retirement of Judy Calhoun at the end of February after forty years of service.

Director Parker informed the Board of the disposition of withdrawn library materials. Much of the material goes to the Friends but local non-profits, schools, homeless shelters and jails receive material too.

Director Parker shared a February 12, 2010 communication from the Department of Education regarding changes to services provided by the Library of Michigan. Many of the collections within the Library of Michigan will be offered to libraries around the state reducing the size of the collections and services to two floors. Funding for state aid to public libraries is slated for an additional 2% cut in next year’s budget.

Trustee Surovell reported that he is a Trustee of the Library of Michigan Foundation. If the budget for the Library of Michigan does not hold, the foundation will lose its purpose.

Treasurer Barney Newman inquired of the impact on federal funding.

Director Parker stated that if state allocations drop beyond a certain amount federal funding ceases. This would have a direct impact on our patrons as we would lose MeL.

10-157 XII. OLD BUSINESS

No old business was transacted or reported on.

10-158 XIII. NEW BUSINESS

10-159 A. VOTE FOR EXECUTIVE SESSION AT THE MARCH 15, 2010 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION, LABOR NEGOTIATIONS & OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Surovell, moved to hold an Executive Session at the March 15, 2010 regular Board meeting for discussion of real estate, director’s evaluation, labor negotiations and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-160 XIV. ADJOURNMENT

President Head adjourned the meeting at 7:27 p.m.