July 18, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 18, 2011

11-109 I. CALL TO ORDER

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

11-110 II. ATTENDANCE

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

11-111 III. VOTE FOR EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Secretary Barney Newman, supported by Trustee Head, moved to recess to Executive Session for opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

11-112 IV. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND OPINION OF LEGAL COUNSEL

11-113 V. RECONVENE REGULAR MEETING AT 7:00PM

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

11-114 VI. APPROVAL OF AGENDA
(Item of action)

Trustee Kaplan, supported by Treasurer Murphy, moved to approve the agenda.

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

Motion passed 6-0.

11-115 VII. APPROVAL OF MINUTES OF JUNE 20, 2011
(Item of action)

Trustee Head, supported by Secretary Barney Newman, moved to approve the minutes of June 20, 2011.

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

Motion passed 6-0.

11-116 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-117 IX. FINANCIAL REPORT

Associate Director Nieman informed the Board that the financial documents distributed this evening are marked pre-audit. The auditors are expected to begin the audit process by the end of August. He anticipates only minor adjustments to the June financials.

He reported June showed unrestricted cash balance just over $7.8 million. Tax receipts just over $11.2 million, reflecting 99.6% of the budgeted amount, have been received. The Fund Balance reflects just over $7.8 million.

He also noted that tax refunds are usually budgeted at $50,000 annually. This year refunds to different municipalities have exceeded $190,000. Tax tribunal appeals generated the majority of these refunds.

11-118 X. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

11-119 XI. DIRECTOR’S REPORT

Director Parker reviewed her written report noting that Laura Pershin Raynor received the Ann Arbor Book Festival “Leaders in Literature Award”. She also acknowledged Tim Grimes involvement in an NEH Bridging Cultures: The Muslim Worlds initiative. Due to his participation AADL has been chosen as one of six libraries across the country to conduct focus groups in creation of the bridging cultures bookshelf on the Muslim culture.

Director Parker announced that Trustee Ed Surovell will be awarded Michigan Library Association’s 2011 Trustee Citation of Merit at the Association’s award banquet in October.

11-120 XII. NEW BUSINESS

11-121 A. VOTE FOR EXECUTIVE SESSION AT THE AUGUST 15, 2011 REGULAR MEETING FOR LABOR NEGOTIATION AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Head, supported by Secretary Barney Newman, moved to hold an Executive Session at the August 15, 2011 regular Board meeting for labor negotiation and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

11-122 XIII. ADJOURNMENT

President Leary adjourned the meeting at 7:13 p.m.

June 20, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JUNE 20, 2011

11-093 I. CALL TO ORDER

President Leary called the meeting to order at 6:05 p.m.

11-094 II. ATTENDANCE

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

11-095 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS

11-096 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Leary reconvened the meeting to order at 7:02 p.m.

11-097 V. APPROVAL OF AGENDA
(Item of action)

Vice President Rosenthal, supported by Trustee Head, moved to approve the agenda.

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

Motion passed 7-0.

11-098 VI. APPROVAL OF MINUTES OF MAY 16, 2011
(Item of action)

Treasurer Murphy, supported by Trustee Head, moved to approve the minutes of May 16, 2011.

Trustee Kaplan noted an error in section 11-089. Treasurer Murphy supported her motion not President Leary. A vote was taken on the corrected minutes.

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

Motion passed 7-0.

11-099 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-100 VIII. FINANCIAL REPORT

In the absence of Associate Director Nieman, the Financial Report stood as presented in the Board Packet. The Board had no additional questions.

11-101 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

11-102 X. COMMITTEE REPORTS

11-103 A. EXECUTIVE COMMITTEE

President Leary report the Executive Committee met and discussed Downtown planning.

11-104 XI. DIRECTOR’S REPORT

Director Parker reported that she will be addressing the Ann Arbor City Council on behalf of the Library on July 5th.

The Ann Arbor DDA has informed the Library that a TIF reimbursement of $74,666.00 will be paid by 6/30/11. The Library is seeking legal opinion regarding this matter.

AADL hosted the Friends of the Ann Arbor District Library annual meeting at the newspaper archive location. Tours of the location were given by staff and several AADL Board members attended.

AADL held its annual kick off for the summer reading program at the Summer Festival on Sunday, June 19th. Over 1,000 reader logs were distributed. The Friends mascot “Faddle the Owl” was also present.

AADL staff made visits to 19 of the 21 elementary AAPS schools promoting reading during summer months. Three of the five middles schools and three private schools were visited. The number of school visits has increased in the past three years from 21 to 25.

Director Parker accepted an invitation to speak at the UNESCO World Forum on Culture and Cultural Industries regarding “The Book Tomorrow” in Italy. Roughly 250 people from 35 countries attended.

Associate Director Neiburger informed the Board that a digital component has been added to the summer reading program. Players can now signup online at play@aadl.org and earn points which can be spent at the online shop. Monies donated by the Friends are used to provide prizes.

11-105 XII. NEW BUSINESS

11-106 A. RESOLUTION TO AMEND THE 2010-2011 APPROVED BUDGET
(Item of action)

Director Parker reported that this action was an annual occurrence. The budget approved by the Board is a line-item budget which usually requires adjustment at the end of the fiscal year.

Secretary Barney Newman, supported by Treasurer Murphy, moved that the Board resolves to transfer $60,000 from Salaries & Wages to Employee Benefits; to transfer $40,000 from Utilities to Legal; to transfer $13,000 from Software to Supplies; to transfer $12,000 from Capital Outlays to Supplies; to transfer $19,000 from Capital Outlays to Materials 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.

11-107 B. VOTE FOR EXECUTIVE SESSION AT THE JULY 18, 2011 REGULAR MEETING FOR LABOR NEGOTIATION
(Item of action)
Roll call vote

Trustee Head, supported by Vice President Rosenthal, moved to hold an Executive Session at the July 18, 2011 regular Board meeting for labor negotiation.

A roll call vote was taken.

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

Motion passed 7-0.

11-108 XIII. ADJOURNMENT

President Leary adjourned the meeting at 7:32 p.m.

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.

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.

March 21, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 21, 2011

11-033 I. CALL TO ORDER

President Leary called the meeting to order at 7:02 p.m.

11-034 II. ATTENDANCE

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

11-035 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

11-036 IV. APPROVAL OF MINUTES OF FEBRUARY 21, 2011
(Item of action)

Trustee Head, supported by Treasurer Murphy, moved to approve the minutes of February 21, 2011.

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

Motion passed 6-0.

11-037 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-038 VI. FINANCIAL REPORT

Associate Director Nieman reported February showed unrestricted cash balance just over $11 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.

Two line items are over budget in operating and should come back into line later in the year with the exception of Employee Benefits.

The Friends of the Ann Arbor District Library donated over $40,000 in February.

11-039 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

11-040 VIII. COMMITTEE REPORTS

11-041 A. EXECUTIVE COMMITTEE

President Leary reported the Executive Committee, consisting of herself, Vice President Rosenthal and Treasurer Murphy, met and discussed the upcoming budget. Peter Allen also presented to the committee a presentation on the stages of real estate development.

11-042 IX. DIRECTOR’S REPORT

Director Parker updated the board on the status of the amicus curiae brief filed on behalf of the Herrick District Library.

AADL received four Addy awards, one gold and three silver from the Ann Arbor Ad Club. All four awards were for youth related materials and were designed by Heidi Sheffield.

Director Parker has been invited to serve on a Gates Foundation public access technology benchmarks initiative. The Foundation is no longer funding technology for libraries, but is funding research for creating technology level benchmarks necessary for libraries in delivering services.

Associate Director Eli Neiburger was congratulated on his recent recognition by Library Journal as a “Mover and Shaker”.

Director Parker highlighted her attendance at the initial meeting of the Digital Public Library of America workgroup.

The topic of eBooks offered at AADL was discussed and a demonstration was requested for the next board meeting.

11-043 X. NEW BUSINESS

11-044 A. VOTE FOR EXECUTIVE SESSION AT THE APRIL 25, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Head, supported by Vice President Rosenthal, moved to hold an Executive Session at the April 25, 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
NAYS: None

Motion passed 6-0.

11-045 XI. ADJOURNMENT

Treasurer Murphy, supported by Vice President Rosenthal, moved to adjourn the meeting.

President Leary adjourned the meeting at 7:35 p.m.

January 17, 2011 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
MONDAY, JANUARY 17, 2011

11-001 I. CALL TO ORDER

President Head called the meeting to order at 7:02 p.m.

11-002 II. ATTENDANCE

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

11-003 III. ADMINISTRATION OF OATH OF MEMBERS
Judge Elizabeth Hines, Presiding

Judge Hines administered the oath of office to the following new and returning trustees: Nancy Kaplan, Barbara Murphy, Jan Barney Newman and Edward Surovell.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

11-004 IV. PRESIDENT’S REMARKS

President Head welcomed new and returning trustees to the Board. She remarked on the events of the past year and one half since the last annual meeting: HAL was dissolved and the Library of Michigan was transferred to the Department of Education; the WLPBD was brought into AADL, kudos were given to staff who made this possible; the 2010-2015 AADL Strategic Plan was adopted; construction began on the “Library Lot” underground parking structure; the Board reduce the millage rate; the Library received an excellent audit report for this year; the Friends of the Ann Arbor District Library also received a good audit.

President Head thanked Josie and Robert Parker for a recent financial donation made to the Library in honor of the Board.

Director Parker presented President Head with a bouquet of roses on behalf of staff and administration in acknowledgment of her service as Board President.

11-005 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

11-006 VI. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Rosenthal, supported by Trustee Murphy, nominated Margaret Leary for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Leary, nominated Prue Rosenthal for Board Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Barney Newman, supported by Trustee Rosenthal, nominated Barbara Murphy for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Murphy, nominated Jan Barney Newman for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

11-007 VII. INSTALLATION OF OFFICERS

Trustee Leary administered the oath installing Board officers: Trustee Leary as President, Trustee Rosenthal as Vice President, Trustee Murphy as Treasurer, and Trustee Barney Newman as Secretary.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”

11-008 VIII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Head relinquished control to new officers. President Leary presided over the remainder of the meeting.

11-009 IX. APPROVAL OF MINUTES OF DECEMBER 20, 2010
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved to approve the minutes of December 20, 2010.

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

Motion passed 6-0-1.

11-010 X. CITIZENS’ COMMENTS

Glen Modell

Good evening. My name is Glen Modell, and I am a 35-year employee of the Ann Arbor District Library. I have two things to say tonight. The first is my annual comment about the audit, which is that this time, my areas of concern are on pages 23 and 25.

My second comment is a welcome to the new Board member. As the current Board members know, I have kept up a long-running conversation with the Library Administration and the Board, about a matter which I feel is important. I have brought an informational packet for the newest Board member which I will give to Karen, and I would ask that the newest Board member take the time to look it over. Thanks very much.

11-011 XI. FINANCIAL REPORT

Associate Director Nieman reported November showed unrestricted cash balance just over $12.5 million. Tax receipts of almost $11 million, reflecting 95% of the budgeted amount, have been received. The Fund Balance reflects just over $7.85 million.

Several line items are over budget in operating and should come back into line later in the year with the exception of Employee Benefits which may require an adjustment.

11-012 XII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Head, supported by Treasurer Murphy, moved to approve the December disbursements.

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

Motion passed 7-0.

11-013 XIII. DIRECTOR’S REPORT

Director Parker stated her report stands as written.

President Leary highlighted Director Parker’s invitation to participate in a proposed “Digital Public Library of America” project at The Berkman Center for Internet & Society.

11-014 XIV. NEW BUSINESS

11-015 A. APPROVE BOARD MEETING DATES FOR 2011
(Item of action)

Vice President Rosenthal, supported by Secretary Barney Newman, moved to accept the Board meeting schedule as proposed.

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

Motion passed 7-0.

11-016 B. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 21, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Surovell, supported by Treasurer Murphy, moved to hold Executive Session at the February 21, 2011 regular Board meeting for labor negotiations.

A roll call vote was taken.

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

Motion passed 7-0.

11-017 XV. ADJOURNMENT

Secretary Barney Newman, supported by Trustee Head, moved to adjourn the meeting.

President Leary adjourned the meeting at 7:25 p.m.

December 20, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 20, 2010

10-305 I. CALL TO ORDER

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

10-30 II. ATTENDANCE

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

10-307 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS

10-308 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Head reconvened the meeting at 7:00 p.m.

10-309 V. APPROVAL OF AGENDA
(Item of action)

President Head requested under New Business item B. Discussion of DDA/City of Ann Arbor Parking Contract be removed from the Agenda.

Secretary Leary, supported by Vice President Barney Newman, moved to remove item B. under New Business from the agenda.

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

Motion passed 6-0.

Trustee Surovell, supported by Secretary Leary, moved to approve the agenda as revised.

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

Motion passed 6-0.

10-310 VI. APPROVAL OF MINUTES OF NOVEMBER 15, 2010
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve the minutes of November 15, 2010.

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

Motion passed 6-0.

10-311 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-312 VIII. FINANCIAL REPORT

Associate Director Nieman reported November showed unrestricted cash balance just over $13.8 million. Tax receipts of almost $11 million, reflecting 95% of the budgeted amount, have been received. The Fund Balance reflects just over $7.7 million.

Several line items are over budget in operating and should come back into line later in the year.

10-313 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

10-314 X. COMMITTEE REPORTS

10-315 A. EXECUTIVE COMMITTEE

President Head reported the committee consisting of herself, Vice President Barney Newman and Treasurer Rosenthal met to discuss the downtown library building. Consensus of the committee was the topic required full board participation and from that discussion the Board needs to provide direction to administration.

10-316 B. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported she and Trustee Surovell met with attorney Bill Stapleton of Hooper Hathaway to review concerns regarding TIF captures and the proposed DDA/City of Ann Arbor parking agreement. It was the consensus of the committee that no action is warranted at this time other than to monitor the situation.

Director Parker will be attending DDA meetings at the behest of the committee.

Trustee Murphy was absent from the committee meeting due to a death in the family.

10-317 XI. DIRECTOR’S REPORT

Director Parker reported that Tim Grimes and Associate Director Eli Neiburger have been invited to participate as advisors to the Tribeca Film Institute as it seeks a planning grant to develop a six-part public program. The New York Public Library and AADL were invited based on successful broadening of program audience participation through the use of new technologies.

Tim Grimes has also been invited to participate in developing a National Endowment for the Humanities project tentatively entitled “Bridging Cultures Bookshelf: Muslim Worlds.”

The Ann Arbor/Ypsilanti Reads title for 2011 is Life Is So Good by George Dawson and Richard Glaubman. The kick-off event will be held in the afternoon of January 22nd at Washtenaw Community College.

The traveling exhibit “Benjamin Franklin: In Search of a Better World” will be arriving at AADL in May.

Librarian Erin Helmrich was congratulated on the inclusion of her article “What Teens Want: What Librarians Can Learn from MTV” in an upcoming ALA Young Adult Library Services Association publication. She was also congratulated on her book Create, Relate, and Pop @ the Library being published by Neal-Schuman this spring. She co-wrote the book with a former AADL Librarian Elizabeth Schneider.

10-318 XII. NEW BUSINESS

10-319 A. DISCUSSION ON FILING AN AMICUS CURIAE BRIEF IN SUPPORT OF THE HERRICK DISTRICT LIBRARY SUIT AGAINST THE LIBRARY OF MICHIGAN
(Item of action)

Director Parker provided background information on changes made by the Library of Michigan to state aid rules, effective 10/01/10. An attempt by Library Cooperative Directors to block the promulgation of the revised rules was unsuccessful. Herrick District Library filed a lawsuit in Ottawa County Circuit Court against the Library of Michigan on the basis that the revised rules undermined local control and that the Library of Michigan no longer had the statutory authority to change state aid rules.

In September 2010 the Court ruled that the Library of Michigan did not have statutory authority to promulgate the revised rules. The Library of Michigan appealed this decision and filed a Motion for Stay of Proceedings. The Michigan Court of Appeals denied the Stay of Proceedings today. Payment of state aid to libraries is in limbo.

Attorney William Peronne of Dykema expounded on statutory authority in rule making; that the revised state aid rules allow for the loss of charter to district libraries that fail to qualify for state aid; that the revised state aid rules may tie distribution of penal fines to qualification for state aid.

Mr. Peronne explained the purpose of amicus curiae in support of Herrick District Library. AADL would propose to address rule making authority; rules that run counter to public policy with district library systems; outcomes or consequences for failure to qualify for state aid, denial of library services to potential contracted service areas, loss of penal fines if a library does not qualify for state aid.

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to authorize the filing of an amicus brief in support of Herrick District Library.

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

Motion passed 5-0-1.

10-320 B. RESOLUTION OF APPRECIATION TO CAROLA STEARNS
(Item of action)

Treasurer Rosenthal, supported by Trustee Surovell, moved that the Ann Arbor District Library Board would like to officially thank Carola Stearns for her two years and four months of outstanding service as an AADL Trustee and that the District Library Board would like to recognize Carola Stearns for her dedication, leadership, and commitment to the Library, community and staff. That all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0-1.

President Head presented Trustee Stearns with an inscribed clock in appreciation of her service to the Board. Members of the Board and Director Parker expressed their appreciation for her service.

10-321 C. VOTE FOR EXECUTIVE SESSION AT THE JANUARY 17, 2011 ANNUAL BOARD MEETING FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Secretary Leary, supported by Vice President Barney Newman, moved to hold Executive Session at the January 17, 2011 annual Board meeting for labor negotiations.

A roll call vote was taken.

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

Motion passed 6-0.

10-322 XIII. ADJOURNMENT

Trustee Stearns, supported by Secretary Leary, moved to adjourn the meeting.

President Head adjourned the meeting at 7:50 p.m.

November 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, NOVEMBER 15, 2010

10-288 I. CALL TO ORDER

President Head called the meeting to order at 7:00 p.m.

10-289 II. ATTENDANCE

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

10-290 III. APPROVAL OF AGENDA
(Item of action)

President Head requested an addition to the agenda under New Business to allow Trustee Stearns to address the Board.

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

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

Motion passed 7-0.

10-291 IV. APPROVAL OF MINUTES OF OCTOBER 18, 2010
(Item of action)

Vice President Barney Newman, supported by Trustee Surovell, moved to approve the minutes of October 18, 2010.

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

Motion passed 7-0.

10-292 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-293 VI. FINANCIAL REPORT

Associate Director Nieman reported October showed unrestricted cash balance just over $14.4 million. Tax receipts over $10.5 million, reflecting 93% of the budgeted amount, have been received. The Fund Balance reflects just over $7.6 million.

Seven line items are over budget in operating and should come back into line later in the year with the exception of Employee Benefits.

Grants and Memorials reflect the receipt of $50,000 from the Friends of the Ann Arbor District Library.

10-294 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to approve the October disbursements.

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

Motion passed 7-0.

10-295 VIII. COMMITTEE REPORTS

10-296 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported the committee consisting of herself, Trustee Murphy and Trustee Surovell met with the auditor to review the draft 2009-2010 audit.

10-297 IX. DIRECTOR’S REPORT

Director Parker reported she attended the MLA conference last week as MLA Legislative Chairperson. AADL hosted ALA’s National Gaming Day Super Smash Bros Brawl tournament on November 13th. Forty seven libraries participated in this tournament. AADL beat Topeka Shawnee County Library (KS) to win the event.

We received our first bi-annual report from the Michigan Commission for the Blind which is responsible for oversight of the WLBPD at AADL. Commendations were received for review and cleanup of patron accounts; for consistently meeting digital technology deployment targets; for taking a proactive stance on providing services and utilizing all staff; for outstanding programs and training; for assigning specialized tasks to specific individuals. Personal contact with all 500 patrons was made. Director Parker thanked Associate Director Choate and staff in the ONS, IT and Circulation departments for all their work on the WLBPD.

Director Parker briefly touched on the proposed DDA/City of Ann Arbor parking contract. This topic was added to the agenda under New Business.

10-298 X. NEW BUSINESS

10-299 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 6/30/10. Key control systems were tested. No material audit adjustments were needed. No material weaknesses were found.

10-300 B. RESOLUTION TO ACCEPT THE 2009-2010 FINANCIAL AUDIT
(Item of action)

Treasurer Rosenthal, supported by Trustee Surovell, moved to accept the 2009-2010 financial audit prepared by Rehmann Robson and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

10-301 C. CONSULTATION OF LEGAL COUNSEL

Trustee Surovell, supported by Secretary Leary, moved to authorize the director to consult legal counsel regarding the Library’s position related to AADL funding and the DDA/City of Ann Arbor proposed parking contract.

Secretary Leary amended the motion providing that the director or treasurer report preliminary findings back to the Board at the next Board meeting including any recommendations for action. The amended motion was voted on.

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

Motion passed 7-0.

10-302 D VOTE FOR EXECUTIVE SESSION AT THE DECEMBER 20, 2010 REGULAR BOARD MEETING FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Secretary Leary, supported by Vice President Barney Newman, moved to hold Executive Session at the December 20, 2010 regular Board meeting for labor negotiations.

A roll call vote was taken.

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

Motion passed 7-0.

10-303 E. COMMENTS FROM BOARD MEMBER CAROLA
STEARNS

Trustee Stearns expressed her appreciation of the Board, Library Administration and staff during her tenure on the AADL Board of Trustees. She encouraged the Board to explore alternative funding for the Downtown Library building project; keep the spectacular library system strong; provide the framework for flexibility to continue to evolve and ensure future financial impact be minimized.

10-304 XI. ADJOURNMENT

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

October 18, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 18, 2010

10-275 I. CALL TO ORDER

Vice President Barney Newman called the meeting to order at 6:04 p.m.

10-276 II. ATTENDANCE

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

10-277 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS

10-278 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

Vice President Barney Newman reconvened the meeting at 7:02 p.m.

10-279 V. APPROVAL OF AGENDA
(Item of action)

Secretary Leary, supported by Trustee Murphy, moved to approve the agenda.

AYES: Leary, Murphy, Barney Newman, Stearns, Surovell
NAYS: None

Motion passed 5-0.

10-280 VI. APPROVAL OF MINUTES OF SEPTEMBER 20, 2010
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve the minutes of September 20, 2010.

AYES: Leary, Murphy, Barney Newman, Stearns, Surovell
NAYS: None

Motion passed 5-0.

10-281 VII. CITIZENS’ COMMENTS

Alan Haber

Hello, I am Alan Haber, I live on Third Street and I’ve been advocating that the Library Lot next to you be a commons, a community space, a front porch to the library, a front yard to downtown residents, and an attraction for the town. When I presented this to the Library Lot Advisory Board they were really not interested and I understand that you as a board have sort of taken position that this is not your business so you’re not taking a position. On the other hand this is definitely, if not in your purview, in your view and so I would like to share with you the ideas that are developing around the commons ‘cause my sense is this will actually become your front yard, front porch and so you would definitely like to have the sense of the concerns that the Library has and the questions that we would need on your behalf to respond to. The basic idea that we are developing and we as a group of like minded group of people who want to see as a public space green and open in the heart of downtown and indeed make a heart for downtown. We see having a meeting room and the main concept of this is wherever there is driveway Library Lane coming into the parking structure there would be a deck level above that as a people space. It would have a connection with Liberty Plaza the deck level would continue over, you can see this plan and I would like you to know my request was to get some time on the agenda where I could do sort of a clearer presentation of these images and slides and explain since this time very limited. But essentially there would be a meeting room and the top of that would be part of the second level pavilion which would continue around and connect over to the transit center. From the meeting room down to ground level there would be a sloping area, an amphitheater with a stage that could be appropriate for summer theater or Shakespeare or Greek theater with a chorus. The second level would have another smaller stage, there would be a fountain, there would be green and garden. There would be places for just tables or other activities, yogurt stands or whatever. Basically it’s to have a concept with maximize the people space and then allow people to say what are the things we really want to do here. The governance of the commons would be by a community group and nonprofit where all the citizens would be members, but basically be user developed. You have in the library some excellent books on user developed facilities about People’s Park, city repair in Oregon, I’m glad you got those. We see also being able to deal with problems in the park that might arise by seeing a school social worker with whom I talked with actually feel placement for people looking for students helping people who have difficulties. We see this as an area of training on non-violence and conflict resolution, and helping people in one way an education place, an arts place, for the continuing changing Chautauqua for Ann Arbor and a creative spot for all the community to sort of put out what is good and exciting and indeed a attraction for downtown, something for people to discover, and so that would be good for the residents, good for the neighbors, good for people coming into town. Really these drawings are to sort of sketch out, and help the imagination and to see what could actually happen there and my request is to give more clearly the kinds of concerns you have in terms of your use of your facilities that there we should be addressing, if we ask citizens what are your comments on this, how can this can be made good and better and best. And should the city council decide not to go in this direction its very likely the question would come up to a referendum ballot in the spring elections so it would be very much of public concern. So, I really while you say, you don’t want to take a position, I hope each of you would think of yourselves as a citizen as part of this commons park imagination and offer both your creative input and what concerns to which we address ourselves. And if there were a way to have a time on the agenda where I could show, so you could see more largely what these images are, one thing we do want is to be able to put up this as a poster in the library somewhere or adjacent to a desk to ask for peoples comments and suggestions.

10-282 VIII. FINANCIAL REPORT

Associate Director Nieman reported September showed unrestricted cash balance just over $13.5 million. September tax receipts totaled $8.7 million reflecting 77% of the budgeted amount. The Fund Balance reflects just under $7.5 million.

Seven line items are over budget in operating and should come back into line later in the year with the exception of Employee Benefits. Health care costs are still an issue along with increasing contributions to MPSERS.

10-283 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to approve the September disbursements.

AYES: Leary, Murphy, Barney Newman, Stearns, Surovell
NAYS: None

Motion passed 5-0.

10-284 X. DIRECTOR’S REPORT

Director Parker reported the Friends of the Ann Arbor District Library received an excellent audit report. Their auditor congratulated them for three years of very hard work.

AADL was recently “secret shopped” by Jack Bernard, UM Council for Disability Concerns and Jane Vincent, Accessibility Manager for the Center for Accessible Technology in Berkeley, CA. We received high marks for bringing the WLBPD into the system and for the assistive technology lab on the second floor. Ms. Vincent was impressed with the knowledgeable and consistent answers she received from staff throughout the building. She is planning on including a chapter on the training of AADL staff in her next book.

Director Parker announced that this was the third year AADL appeared as a five star library in Library Journal. She thanked the Board, staff and public for AADL’s success.

10-285 XI. NEW BUSINESS

10-286 A. VOTE FOR EXECUTIVE SESSION AT THE NOVEMBER 15, 2010 REGULAR BOARD MEETING FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Murphy moved to hold Executive Session at the November 15, 2010 regular Board meeting for labor negotiations.

A roll call vote was taken.

AYES: Leary, Murphy, Barney Newman, Stearns, Surovell
NAYS: None

Motion passed 5-0.

10-287 XII. ADJOURNMENT

Vice President Barney Newman adjourned the meeting at 7:22 p.m.

September 20, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 20, 2010

10-251 I. CALL TO ORDER

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

10-252 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Jim Greene, Dykema

10-253 III. VOTE FOR EXECUTIVE SESSION FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Murphy, moved to recess to an Executive Session for discussion of labor negotiations.

A roll call vote was taken.

AYES: Head, Leary, Murphy, Stearns
NAYS: None

Motion passed 4-0.

10-254 IV. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS

President Head recessed the meeting to Executive Session at 6:02 p.m.

10-255 V. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Head reconvened the meeting at 7:05 p.m.

10-256 VI. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

10-257 VII. APPROVAL OF MINUTES OF JUNE 21, 2010
(Item of action)

Vice President Barney Newman, supported by Trustee Murphy, moved to approve the minutes of June 21, 2010.

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

Motion passed 7-0.

10-258 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-259 IX. FINANCIAL REPORT

Associate Director Nieman reported that July and August financials were enclosed in the packet. He reviewed the financials for August. August tax receipts reflect 61% of the budgeted amount. August showed unrestricted cash balance just under $12.6 million. The Fund Balance reflects $7.6 million.

Six items are over budget in operating and should come back into line later in the year.

10-260 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Secretary Leary, moved to approve June through August disbursements.

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

Motion passed 7-0.

10-261 XI. COMMITTEE REPORTS

10-262 A. EXECUTIVE COMMITTEE

President Head reported the committee consisting of herself, Vice President Barney Newman and Treasurer Rosenthal met with Director Parker to confirm that the Director had the authority to offer a choice of three insurance plans to non-union employees.

10-263 B. POLICY COMMITTEE

Vice President Barney Newman reported the committee consisting of herself, Trustee Murphy and Trustee Stearns met to discuss a communication received regarding AADL’s Meeting Room Policy.

10-264 XII. DIRECTOR’S REPORT

In addition to the written report in the Board packet Director Parker reported that this year’s summer reading game had over 9,000 participants. Of that number, 2,771 were adults. 52% of those registered completed the game. Friends of the Ann Arbor District Library donated funds to purchase books which were given as prizes for completion of the game.

AADL has been invited to participate in the Washtenaw County Internet Safety Taskforce. Director Parker will be representing the Library.

Director Parker reported she attended the Success by 6 Legislative Breakfast held this morning.

10-265 XIII. NEW BUSINESS

10-266 A. RESOLUTION OF THANKS TO JANET A. SMITH UPON HER RETIREMENT
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to thank Janet A. Smith for her service as an employee November 17, 1987 to August 31, 2010 of the Ann Arbor District Library.

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

Motion passed 7-0.

10-267 B. RESOLUTION OF THANKS TO JANET P. SMITH UPON HER RETIREMENT
(Item of action)

Vice President Barney Newman, supported by Trustee Stearns, moved to thank Janet P. Smith for her service as an employee November 28, 1983 to August 31, 2010 of the Ann Arbor District Library.

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

Motion passed 7-0.

10-268 C. APPROVE BOARD MEETING DATES FOR REMAINDER OF 2010
(Item of action)

Trustee Surovell, supported by Secretary Leary, moved to approve the proposed meeting dates for the remainder of the calendar year.

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

Motion passed 7-0.

10-269 D. RESOLUTION TO AUTHORIZE CHANGE OF LEGAL COUNSEL REGARDING REAL ESTATE MATTERS FROM BUTZEL LONG TO DYKEMA
(Item of action)

Vice President Barney Newman, supported by Trustee Stearns, moved the Board hereby approves the use of Dykema Gossett PLLC as legal counsel for assistance in matters of real estate.

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

Motion passed 7-0.

10-270 E. RESOLUTION TO REPLACE DOWNTOWN LIBRARY CHILLER
(Item of action)

Director Parker explained the need to either repair or replace one of the Downtown Library chillers.

Secretary Leary left the meeting at 7:30 p.m.

The Board had several questions regarding repairing versus replacing the equipment. The topic of investing additional monies in the building was also briefly discussed.

President Head stated the future of the Downtown Library could be a retreat topic after board members are elected in November.

Trustee Surovell, supported by Trustee Murphy, moved to authorize Pace Mechanical to replace one of the two chillers at the Downtown Branch for the amount of $108,555.00.

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

Motion passed 6-0.

10-271 F. RESOLUTION TO INCREASE CAPITAL OUTLAYS BUDGET
(Item of action)

Treasurer Rosenthal, supported by Vice President Barney Newman, moved to increase the budget line for Capital Outlays by $110,000 for the purchase and installation of one chiller and that the $110,000 increase for Capital Outlays be transferred from the Fund Balance.

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

Motion passed 6-0.

10-272 G. LIBRARY LOT – GEOLOGIC FORMATION PRESENTATION
Carola Stearns

Trustee Stearns gave a presentation of the geologic formation of North America in regards to glacial activity in general and the Ann Arbor area in particular.

10-273 H. VOTE FOR EXECUTIVE SESSION AT THE OCTOBER 18, 2010 REGULAR BOARD MEETING FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Trustee Murphy moved to hold an Executive Session at the October 18, 2010 regular Board meeting for labor negotiations.

A roll call vote was taken.

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

Motion passed 6-0.

10-274 XIV. ADJOURNMENT

President Head adjourned the meeting at 8:15 p.m.

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