May 16, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 16, 2011

11-068 I. CALL TO ORDER

President Leary called the meeting to order at 6:01 p.m.

11-069 II. ATTENDANCE

Present: Head (arrived 6:08 p.m.), Leary, Kaplan, Murphy, Barney Newman, Rosenthal
Absent: Surovell
Staff: Choate, Doll, Neiburger, Nieman, Parker, Wilson (recorder)

11-070 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION

11-071 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2011-2012 AT 7:00PM

President Leary reconvened the meeting to the Public Hearing on the 2011-2012 Budget at 7:02 p.m.

11-072 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

President Leary called for public comment on the budget. There was no public comment.

Trustee Head, supported by Trustee Kaplan, moved to close Public Hearing and proceed to the regular meeting.

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

Motion passed 6-0.

11-073 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING

President Leary reconvened the regular meeting at 7:04 p.m.

11-074 VII. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

11-075 VIII. APPROVAL OF MINUTES OF APRIL 25, 2011
(Item of action)

Treasurer Murphy, supported by Trustee Head, moved to approve the minutes of April 25, 2011.

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

Motion passed 6-0.

11-076 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-077 X. FINANCIAL REPORT

Associate Director Nieman reported April showed unrestricted cash balance just over $9.4 million. Tax receipts just over $11 million, reflecting 97% of the budgeted amount, have been received. The Fund Balance reflects just over $7.9 million.

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

Additional State Aid of $15,000 has been received.

11-078 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

11-079 XII. COMMITTEE REPORTS

11-080 A. FINANCE COMMITTEE

Treasurer Murphy reported the committee met and reviewed the revised proposed 2011-2012 budget. It was recommended for adoption tonight.

11-081 B. DIRECTOR’S EVALUATION

President Leary reported the committee did not meet. Director Parker’s evaluation was finalized this evening in closed session.

11-082 XIII. DIRECTOR’S REPORT

Director Parker reported in addition to her written report she would like to thank Trustee Kaplan and Trustee Surovell for their attendance at the Ben Franklin exhibit reception.

Director Parker congratulated the Community Relations and Marketing staff for AADL’s win of Best of the Show at the American Library Association’s upcoming annual conference. AADL also received honorable mentions for three other promotional pieces.

11-083 XIV. NEW BUSINESS

11-084 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2011-2012
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to approve the 2011-2012 budget as read by Treasurer Murphy that 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 16, 2011, on the approval of the proposed budget.

The Board resolves as follows: The Board approves and adopts the budget for the fiscal year ending June 30, 2012, as presented 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
NAYS: None

Motion passed 6-0.

11-085 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Trustee Head, supported by Trustee Kaplan, moved that as to the 2011-2012 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.

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.

That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2011, except as subsequently altered or amended by appropriate certification.

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

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

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

Motion passed 6-0.

11-086 C. RESOLUTION TO ADOPT THE 2011-2012 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Secretary Barney Newman, supported by Treasurer Murphy, moved that the Board resolves whereas, on an annual basis the Board adopts an Operating Budget for the Library and; whereas, the Michigan Department of Treasury’s Uniform Accounting Procedures Manual includes the following requirements for approval of disbursements:

All disbursements must be approved by the legislative body prior to disbursement unless addressed otherwise in the charter. The legislative body may establish a formal policy to authorize payments prior to approval to avoid finance or late charges and to pay appropriated amounts and payroll (including related payroll taxes and withholdings). This policy must be very limited and a list of payments made prior to approval must be presented to the legislative body for approval.

Now, therefore, be it resolved that appropriations by the Board, as the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2011-12 the total amount of $12,034,000 for the expenditure categories set forth in the budget.

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

Motion passed 6-0.

11-087 D. RESOLUTION TO AWARD CONTRACTS FOR JANITORIAL SERVICE FOR THE 2011-2012 BUDGET YEAR

Associate Director Nieman stated RFP’s were sent to six vendors. Of the five received back references were checked along with the quality of work done by each. Contracts being awarded are for one year with the option to renew for an additional two years if service is satisfactory.

Treasurer Murphy, supported by Vice President Rosenthal, moved that the Board resolves that the contract for janitorial services be awarded to the following companies for budget year 2011-2012, with an option for a second and third year contract:

Pioneer Janitorial Services (Downtown, Pittsfield, West)
R.N.A. Janitorial (Malletts Creek, Traverwood)

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
NAYS: None

Motion passed 6-0.

11-088 E. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY (FAADL)
(Item of action)

Trustee Kaplan, supported by Vice President Rosenthal, moved that the President of the Board of Trustees of Ann Arbor District Library be authorized to sign a one year extension of the space use agreement along with the President of the Board of the Friends of the Ann Arbor District Library. All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Several Board members expressed their support for the Friends and their pleasure with the progress that has been made by the group.

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

Motion passed 6-0.

11-089 F. RESOLUTION TO BROADCAST AADL BOARD MEETINGS
(Item of action)

Trustee Kaplan, supported by Treasurer Murphy, moved to broadcast those AADL Board meetings held in the 4th floor Board Room of the Downtown Library. All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES: Kaplan, Murphy
NAYS: Head, Leary, Barney Newman, Rosenthal

Motion failed 2-4.

11-090 G. DIRECTOR’S EVALUATION MEMO FROM AADL BOARD

President Leary read the following:

Dear Josie,

The Ann Arbor District Library Board of Trustees has completed its evaluation of your work over the last year, and I am delighted to report that, as has been consistently the case in the past, you have exceeded our expectations: to deliver excellent and imaginative library services, to do more even as resources shrink, and to accomplish beyond what we asked of you. In each of the ten areas of your responsibility, you have done superb work. Nevertheless, we have agreed that there be no change in your compensation in the coming year. Your work has earned a raise, but the economic situation does not allow one.

One measure of AADL’s success is the prestigious “Five Star Library” award from Library Journal, THE journal of the library profession, which reflects system-wide use of the buildings, collections, and services. Our downtown library alone receives about 700,000 visitors a year—almost seven home Michigan football games’ worth of people, or 200 full houses in Hill Auditorium. Most of those people do other business while downtown.

We admire your ability to work with the city and everyone in it. You go to as many meetings as humanly possible; you see and meet with anyone who wants access to you, and you seek ways to get a fuller understanding of what you don’t know. You listen to criticism and respond as the face of the Ann Arbor District Library.

One of your greatest gifts is to attract talented people, empower them to excel, and rejoice in their success. You are capable in delegating library functions, which allows you to be such a public presence, locally, state wide, nationally, and recently, internationally. You are the perfect director for AADL.

You have single-handedly demonstrated best practices observed by no other local public institution, and demonstrably lacking in most of Michigan’s governing bodies: fair treatment of employees with an eye on the bottom line; superb service aimed at what the patrons need; honesty; transparency; and efficient and meaningful use of public processes. And you can scale this all up: to Harvard, to Milan Italy, and who knows where else!

Your financial management skills are superb, enabling you to provide new services without needing more resources, and to plan and meet your budgetary objectives. Library operations are smooth and aim to provide better service: self-service checkout and self-service hold pickups are great examples. The services provided by AADL exceed national standards: the highest per capita circulation of any library in all categories ranked by Library Journal: nine million transactions. About 700,000 people came to the downtown AADL; many of those also did business with downtown merchants. We applaud and support your goal to boost current core services, and to reach out to readers of everything, in any format, because reading is fundamental to any person’s ability to live independently.

You have done just as well in your administration and human resources responsibilities. The Board supports your goals of supporting staff speaking and presenting in many places, and to support staff training and conference attendance related to their AADL work.

The Board also supports your goals in community relations, and we want to do our part to make AADL even more visible throughout the Ann Arbor region; and to forge connections with existing and new groups. We admire the way AADL staff respond to every query posted to you online, by mail, or by phone. We are aware that AADL’s community relations efforts have succeeded in creating demand beyond what our existing facilities can support. We also support continuation of your successful efforts partner with other libraries, and other entities, to further the interests of public libraries: your participation in the Harvard Digital Public Library initiative, the National Benchmarks Initiative with the Gates Foundation, and your leadership of the Michigan Library Association’s legislative committee are examples.

We appreciate your thoughtful approach to Board relations, and look forward to working with you to resolve economic and political difficulties that may arise this year. We support your work with state and federal elected officials, and want to help you prioritize service efforts, and to make the most important ones very visible to the entire community. Finally, we look forward to helping AADL meet the many challenges of our downtown facility so that AADL can continue to deliver high quality library and information services at all our locations.

With gratitude for all you have done, and in eager anticipation of working with you to meet the challenges ahead.

Sincerely your Board

Director Parker thanked the Board and stressed that one person does not run an organization of this size. She expressed her thanks to the staff who keep the Library running smoothly.

11-091 H. VOTE FOR EXECUTIVE SESSION AT THE JUNE 20, 2011 REGULAR MEETING FOR LABOR NEGOTIATION
(Item of action)
Roll call vote

Trustee Head, supported by Trustee Kaplan, moved to hold an Executive Session at the June 20, 2011 regular Board meeting for labor negotiation.

A roll call vote was taken.

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

Motion passed 6-0.

11-092 XV. ADJOURNMENT

President Leary adjourned the meeting at 7:43 p.m.