November 22, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
TUESDAY, NOVEMBER 22, 2011

11-168 I. CALL TO ORDER

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

11-169 II. ATTENDANCE

Present: Head, Kaplan, Leary, Barney Newman
Absent: Murphy, Rosenthal, Surovell
Staff: Choate, Doll, Neiburger, Nieman, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway

11-170 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND OPINION OF LEGAL COUNSEL

11-171 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Leary reconvened the meeting to order at 7:10 p.m.

11-172 V. APPROVAL OF AGENDA
(Item of action)

Trustee Head, supported by Trustee Kaplan, moved to approve the agenda with the addition of “D. Resolution to Extend the Term of Lease for Space Housing the Ann Arbor News Archive”.

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

Motion passed 4-0.

11-173 VI. APPROVAL OF MINUTES OF OCTOBER 18, 2011
(Item of action)

Trustee Head, supported by Trustee Kaplan, moved to approve the minutes of October 18, 2011.

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

Motion passed 4-0.

11-174 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-175 VIII. FINANCIAL REPORT

Associate Director Nieman reported October showed unrestricted cash balance just over $14.7 million. Tax receipts just over $10.5 million, reflecting 95% of the budgeted amount, have been received. The Fund Balance reflects just over $7.7 million. Four line items are over budget, but will come back into line later in the year.

Associate Director Nieman directed the Board’s attention to the Balance Sheet and noted that CDs-Short Term is a new listing. Monies invested in a previous program with Bank of Ann Arbor are now invested in 13 and 26 weeks CDs in amounts of $250,000 at other financial institutions. This maintains FIDC coverage for these funds. This program is still being managed by Bank of Ann Arbor.

11-176 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to approve the October disbursements.

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

Motion passed 4-0.

11-177 X. COMMITTEE REPORTS

11-178 A. BUDGET AND FINANCE COMMITTEE

Trustee Kaplan reported the Finance Committee consisting of herself and Treasurer Murphy met with the auditor and reviewed the draft 2010-2011 audit. The committee also discussed briefly the auditor’s recommendation for a fund balance policy. Committee member Trustee Surovell was absent.

11-179 XI. DIRECTOR’S REPORT

Director Parker referenced her written report that AADL once again achieved a 5 star rating in Library Journal’s national rating of public libraries. She also congratulated Kent District and Benzie Shores both 3 star’s in their respective expenditure categories.

Director Parker congratulated the Friends of the Ann Arbor District Library on their recent audit. She congratulated Sally Allen on her work as FAADL Treasurer.

11-180 XII. NEW BUSINESS

11-181 A. AUDITOR’S REPORT
Dave Fisher, Rehmann Robson

Mr. Fisher presented the Ann Arbor District Library 2009-2010 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/11. Key control systems were tested. No material audit adjustments were needed. No material weaknesses were found and a clean opinion was given.

11-182 B. RESOLUTION TO ACCEPT THE 2010-2011 FINANCIAL AUDIT
(Item of action)

Trustee Kaplan, supported by Secretary Barney Newman, moved to accept the 2010-2011 financial audit prepared by Rehmann Robson. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 4-0.

11-183 C. RESOLUTION TO INCREASE THE ADMINISTRATION DEPARTMENT CONSULTING BUDGET LINE BY $45,000
(Item of action)

Trustee Kaplan, supported by Trustee Head, moved to increase the Administration Department Consulting budget line by $45,000 and that the $45,000 increase for Administration Department Consulting be transferred from the Fund Balance. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker stated that Administration is recommending the process to review the downtown library be restarted.

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

Motion passed 4-0.

11-184 D. RESOLUTION TO EXTEND THE TERM OF LEASE FOR THE SPACE THAT HOUSES ANN ARBOR NEWS ARCHIVE
(Item of action)

Trustee Head, supported by Secretary Barney Newman, moved to extend the lease with Green Road Associates for one year commencing January 1, 2012 at the annual rate of $38,000 and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker noted the lease can be terminated with six months’ notice by either party.

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

Motion passed 4-0.

11-185 E. PLAY.AADL.ORG SHOW & TELL
Eli Neiburger

Associate Director Neiburger gave an overview of the 2011 summer game at play.aadl.org. The game was well received by all age groups with the biggest surprise being the increase in adult participation over previous years.

11-186 F. VOTE FOR EXECUTIVE SESSION AT THE DECEMBER 15, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Head, supported by Trustee Kaplan, moved to hold an Executive Session at the December 15, 2011 regular Board meeting for labor negotiation.

A roll call vote was taken.

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

Motion passed 4-0.

11-187 XIII. ADJOURNMENT

President Leary adjourned the meeting at 8:25 p.m.