April 25, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 25, 2011

11-046 I. CALL TO ORDER

President Leary called the meeting to order at 6:02 p.m.

11-047 II. ATTENDANCE

Present: Head, Leary, Kaplan, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Doll, Nieman, Parker, Wilson (recorder)

11-048 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION

11-049 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Leary reconvened the meeting to order at 7:05 p.m.

11-050 V. APPROVAL OF AGENDA
(Item of action)

Vice President Rosenthal requested an addition to the agenda to report on the Friends of the Ann Arbor District Library. Treasurer Murphy requested an addition to the agenda to present a resolution recommending an auditor. Both items were added under New Business.

Trustee Surovell, supported by Vice President Rosenthal, moved to approve the agenda as revised.

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

Motion passed 7-0.

11-051 VI. APPROVAL OF MINUTES OF MARCH 21, 2011
(Item of action)

Vice President Rosenthal, supported by Treasurer Murphy, moved to approve the minutes of March 21, 2011.

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

Motion passed 6-0-1.

11-052 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-053 VIII. FINANCIAL REPORT

Associate Director Nieman reported March showed unrestricted cash balance just over $10 million. Tax receipts of almost $11 million, reflecting 96% of the budgeted amount, have been received. The Fund Balance reflects just over $7.9 million.

Delinquent taxes should be received in the near future.

Three line items are over budget in operating: Employee Benefits, Legal and Library Programming. These items should come back into line later in the year with the exception of Employee Benefits.

State Aid of $30,000 has been received.

11-054 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Head, supported by Trustee Kaplan, moved to approve the March disbursements.

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

Motion passed 7-0.

11-055 X. COMMITTEE REPORTS

11-056 A. EXECUTIVE COMMITTEE

President Leary reported the Executive Committee met in March for a discussion of the budget.

11-057 B. FINANCE COMMITTEE

Treasurer Murphy reported the Finance Committee met twice in March for discussion of the proposed 2011-2012 budget and to review the RFP’s for an auditor.

11-058 C. DIRECTOR’S EVALUATION

President Leary reported the committee met, reviewed board comments, prepared an evaluation document, and has had preliminary discussion with Director Parker. It is anticipated her evaluation will be completed in May.

11-059 XI. DIRECTOR’S REPORT

In addition to her written report, Director Parker reported that she attended oral arguments at the State Court of Appeals regarding the Herrick District Library lawsuit against the Library of Michigan. She noted that it may take up to five months before a ruling is delivered.

After attending an MLA meeting today, Director Parker reported that state aid has not been eliminated from the proposed 2011-2012 state budget. The Senate version of the budget bill holds library funding at the same level of the current budget, however the House version reduces library funding considerably. It is anticipated that a compromise between both will result in funding, but at a lower level than this fiscal year.

11-060 XII. NEW BUSINESS

11-061 A. DISCUSSION OF PROPOSED 2011-2012 BUDGET

Treasurer Murphy began the discussion by reporting the Budget & Finance Committee has reviewed the proposed 2011-2012 budget.

She introduced Associate Director Nieman to review the proposed budget with the Board.

Associate Director Nieman reported that the proposed tax revenue is being based on a 3% decrease in property taxes and no increase in the millage rate levied. He reviewed a number of expenditures and stated that no layoffs, pay cuts or reduction of hours or services are anticipated. Staff in various departments worked to locate cost savings to bring expenditures down. The current budget proposal shows a deficit but that will be resolved and a balanced budget will be brought to the Board at the May 16th Board meeting.

11-062 B. DISCUSSION ON TELEVISING BOARD MEETINGS

Trustee Kaplan began the discussion on this topic. She stated that by providing access to board meetings via television, a non-internet way, the public would benefit from board meeting topics. Televised meetings would provide the board with increased visibility to showcase accomplishments and allow the public to learn about upcoming changes.

Tim Grimes, Manager of Community Relations and Marketing, was introduced by Director Parker. Mr. Grimes reported on his discussion with CTN regarding this process. If CTN were to provide this service, meetings would be taped and not live as City Council meets the same night as the Library Board. He gave an overview of the responsibility of his department and staff that would be charged with filming board meetings if done in-house. He stated that filming done by library staff provides a polished product.

Trustee Kaplan stated that it is almost the culture of the community to have meetings televised. She requested that this topic be placed on May’s agenda for further review.

11-063 C. PRESENTATION ON EBOOKS
Celeste Choate

Associate Director Choate presentation provided an overview of all digital content currently provided by AADL.

11-064 D. FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY REPORT

Vice President Rosenthal reported on Friends current and upcoming summer activities. Sales at the Book Shop and online are going well. They are looking to fill several positions on their board.

Director Parker reported that she will be bringing renewal of the space use agreement with the Friends to the Board next month. She will be recommending with this renewal replacing the link on the AADL website to the FAADL website.

Vice President Rosenthal reported that the Friends will be holding their annual meeting this June at the archive location.

11-065 E. RESOLUTION TO APPROVE ACCOUNTING FIRM REHMANN TO COMPLETE THE LIBRARY’S AUDIT FOR YEARS ENDING JUNE 30, 2011 THROUGH JUNE 30, 2014

Treasurer Murphy reviewed the process used for securing an audit firm to recommend to the Board.

Treasurer Murphy, supported by Trustee Head, moved to approve the accounting firm of Rehmann of Jackson, Michigan to complete the Library’s audit for fiscal years ending June 30, 2011 through June 30, 2014 and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

11-066 F. VOTE FOR EXECUTIVE SESSION AT THE MAY 16, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Secretary Barney Newman, supported by Treasurer Murphy, moved to hold an Executive Session at the May 16, 2011 regular Board meeting for labor negotiations and director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

11-067 XIII. ADJOURNMENT

President Leary adjourned the meeting at 8:27 p.m.