May 21, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 21, 2012

12-076 I. CALL TO ORDER

President Leary called the meeting to order at 6:00 p.m.

12-077 II. ATTENDANCE

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

12-078 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL & DIRECTOR’S EVALUATION

12-079 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2012-2013 AT 7:00PM

President Leary reconvened to the Public Hearing on the budget at 7:05 p.m.

12-080 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

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

12-081 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON FY 2012-13 BUDGET

President Leary reconvened the regular meeting at 7:06 p.m.

12-082 VII. APPROVAL OF AGENDA
(Item of action)

Trustee Head, supported by Trustee Surovell, moved to approve the agenda.

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

Motion passed 5-0.

12-083 VIII. APPROVAL OF MINUTES OF APRIL 16, 2012
(Item of action)

Vice President Rosenthal, supported by Secretary Barney Newman, moved to approve the minutes of April 16, 2012.

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

Motion passed 5-0.

12-084 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-085 X. FINANCIAL REPORTS

Associate Director Nieman reported April showed unrestricted cash balance just over $9.7 million. Tax receipts just over $10.9 million, reflecting 98% of the budgeted amount, have been received. The Fund Balance reflects just over $8.1 million. Two line items are over budget, but will come back into line later in the year.

12-086 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved to approve the April disbursements.

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

Motion passed 5-0.

12-087 XII. COMMITTEE REPORTS

12-088 A. EXECUTIVE COMMITTEE

President Leary reported the committee met to discuss the EPIC-MRA survey results.

12-089 B. FACILITIES COMMITTEE

Vice President Rosenthal reported the Facilities Committee met and reviewed the EPIC-MRA survey results. Preliminary discussion on the physical condition of the downtown building was held.

12-090 C. FINANCE COMMITTEE

Trustee Surovell reported the committee reviewed the revisions to the proposed 2012-2013 budget. Tax projections received from the county were lower than anticipated and the proposed budget was adjusted accordingly.

12-091 XIII. DIRECTOR’S REPORT

Director Parker reported that VISIONS 2012 held at Washtenaw Community College was a great success. The event was cosponsored by AADL, the Michigan Commission for the Blind and Washtenaw Community College. Attendees totaled roughly 400 and came from surrounding counties, Ohio and Indiana. Thirty-six vendors participated and the event had four speakers. Director Parker thanked all staff who participated.

AADL hosted its Teen Short Story Writing Contest this month. Guest speaker, Caitlin Horrocks, a 1997 contest winner, discussed her published works and introduced this year’s winners.

12-092 XIV. NEW BUSINESS

12-093 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2012-2013
(Item of action)

Trustee Head, supported by Secretary Barney Newman, moved 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 21, 2012, 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, 2013, as presented.
All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

12-094 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved The Board Resolves as follows:

That as to the 2012-2013 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, 2012, 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, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 5-0.

12-095 C. RESOLUTION TO ADOPT THE 2012-2013 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved to adopt the 2012-2013 budget as a line item budget and compliance of disbursements as outlined in the resolution.

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

Motion passed 5-0.

12-096 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

Vice President Rosenthal, supported by Trustee Surovell, moved to extend the Space Use Agreement with the Friends of the Ann Arbor District Library for one year and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

12-097 E. DIRECTOR’S EVALUATION LETTER 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. In each of the ten areas of your responsibility, you have done excellent work.

Nevertheless, we have agreed that your salary comports with your responsibilities, and is equitable given the compensation of those in comparable positions, so that we will not raise your salary, $143,114, in the coming year.

You have attracted talented people and continue to enable them to grow and develop in their positions. The Board encourages you in this direction, which calls for continued delegation of library functions so that you are able to put your time and effort into your public presence and into whatever new situations require your expertise.

We are pleased that the Library was able to budget for merit increases for deserving staff, after two years of foregoing such raises. We are also pleased the library continues to operate without imposing the full millage it could, although we realize that may not always be possible.

We are also pleased that the Library has had a balanced budget, every year, at the same time it develops and provides new services and sees increased use of all the Library’s services. One example is the creative new kinds of “collections” you are circulating, going beyond books not only to art prints but more recently to energy meters, science-to-go kits, and telescopes.

We continue to feel that your approach to Board relations is effective, and that task is ever-evolving as the library faces the new challenges of the coming year, in particular 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.

We look forward to working with you to continue to improve all the Library’s services.

For most of the past year, you led the Michigan Library Association’s legislative committee, and we are aware of the effectiveness of your work. We appreciate that you are seen as a national leader and invited to participate in national initiatives.

To repeat a comment from our letter to you last year: We are aware that AADL’s community relations efforts have succeeded in creating demand beyond what our existing facilities can support. The big challenge to all of us in the coming year—and the biggest challenge for you—is to lead the effort to determine the best path for ensuring that AADL lives up to what our community expects, in all regards.

The coming year will present new demands that are not completely foreseeable. Ann Arbor is a special community, founded and built on learning and information. The Ann Arbor District Library has increasingly been central to our community and its growth and prosperity. Now AADL has to decide whether its downtown facility is up to providing what the community deserves.

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

Sincerely,
Margaret A. Leary, President
Board of Trustees, Ann Arbor District Library

12-098 F. VOTE FOR EXECUTIVE SESSION AT THE JUNE 18, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Vice President Rosenthal, supported by Trustee Head, moved to hold an Executive Session at the June 18, 2012 regular Board meeting for opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

12-099 XV. ADJOURNMENT

Vice President Rosenthal, supported by Secretary Barney Newman, moved to adjourn the meeting.

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