September 19, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 19, 2011

11-137 I. CALL TO ORDER

President Leary called the meeting to order at 6:07 p.m.

11-138 II. ATTENDANCE

Present: Head (arrived 6:20 p.m.), Leary, Kaplan, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Doll, Nieman, Parker, Wilson (recorder)

11-139 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND OPINION OF LEGAL COUNSEL

11-140 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Leary reconvened the meeting to order at 7:01 p.m.

11-141 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

11-142 VI. APPROVAL OF MINUTES OF AUGUST 15, 2011
(Item of action)

Trustee Surovell, supported by Trustee Head, moved to approve the minutes of August 15, 2011.

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

Motion passed 7-0.

11-143 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-144 VIII. FINANCIAL REPORT

Associate Director Nieman reported August showed unrestricted cash balance just over $12.7 million. Tax receipts just over $7 million, reflecting 63% of the budgeted amount, have been received. The Fund Balance reflects just over $7.8 million.

Four line items are over budget, but will come back into line later in the year.

11-145 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

11-146 X. DIRECTOR’S REPORT

Director Parker reported that the State Librarian has announced that no appeal will be filed in the lawsuit they lost to Herrick District Library. State aid will be distributed in accordance with state aid rules determined by October 1st.

Discussion at the state level regarding the elimination of the personal property tax has begun. If this tax is eliminated and no replacement monies are provided, AADL would lose $637,000 in this year’s budget.

11-147 XI. NEW BUSINESS

11-148 A. VOTE TO MOVE THE SCHEDULED OCTOBER & NOVEMBER BOARD MEETING DATES TO OCTOBER 18, 2011 & NOVEMBER 22, 2011
(Item of action)

Secretary Barney Newman, supported by Vice President Rosenthal, moved to move the scheduled October and November Board meetings to October 18, 2011 and November 22, 2011.

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

Motion passed 7-0.

11-149 B. VOTE FOR EXECUTIVE SESSION AT THE PROPOSED OCTOBER 18, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS AND 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 October 18, 2011 regular Board meeting for labor negotiation and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 7-0.

11-150 XII. ADJOURNMENT

President Leary adjourned the meeting at 7:20 p.m.

September 19, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 19, 2011

11-137 I. CALL TO ORDER

President Leary called the meeting to order at 6:07 p.m.

11-138 II. ATTENDANCE

Present: Head (arrived 6:20 p.m.), Leary, Kaplan, Murphy,
Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Doll, Nieman, Parker, Wilson (recorder)

11-139 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND OPINION OF LEGAL COUNSEL

11-140 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Leary reconvened the meeting to order at 7:01 p.m.

11-141 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

11-142 VI. APPROVAL OF MINUTES OF AUGUST 15, 2011
(Item of action)

Trustee Surovell, supported by Trustee Head, moved to approve the minutes of August 15, 2011.

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

Motion passed 7-0.

11-143 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-144 VIII. FINANCIAL REPORT

Associate Director Nieman reported August showed unrestricted cash balance just over $12.7 million. Tax receipts just over $7 million, reflecting 63% of the budgeted amount, have been received. The Fund Balance reflects just over $7.8 million.

Four line items are over budget, but will come back into line later in the year.

11-145 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

11-146 X. DIRECTOR’S REPORT

Director Parker reported that the State Librarian has announced that no appeal will be filed in the lawsuit they lost to Herrick District Library. State aid will be distributed in accordance with state aid rules determined by October 1st.

Discussion at the state level regarding the elimination of the personal property tax has begun. If this tax is eliminated and no replacement monies are provided, AADL would lose $637,000 in this year’s budget.

11-147 XI. NEW BUSINESS

11-148 A. VOTE TO MOVE THE SCHEDULED OCTOBER & NOVEMBER BOARD MEETING DATES TO OCTOBER 18, 2011 & NOVEMBER 22, 2011
(Item of action)

Secretary Barney Newman, supported by Vice President Rosenthal, moved to move the scheduled October and November Board meetings to October 18, 2011 and November 22, 2011.

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

Motion passed 7-0.

11-149 B. VOTE FOR EXECUTIVE SESSION AT THE PROPOSED OCTOBER 18, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS AND 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 October 18, 2011 regular Board meeting for labor negotiation and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 7-0.

11-150 XII. ADJOURNMENT

President Leary adjourned the meeting at 7:20 p.m.

September 19, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 19, 2011

11-137 I. CALL TO ORDER

President Leary called the meeting to order at 6:07 p.m.

11-138 II. ATTENDANCE

Present: Head (arrived 6:20 p.m.), Leary, Kaplan, Murphy,
Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Doll, Nieman, Parker, Wilson (recorder)

11-139 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND OPINION OF LEGAL COUNSEL

11-140 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Leary reconvened the meeting to order at 7:01 p.m.

11-141 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

11-142 VI. APPROVAL OF MINUTES OF AUGUST 15, 2011
(Item of action)

Trustee Surovell, supported by Trustee Head, moved to approve the minutes of August 15, 2011.

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

Motion passed 7-0.

11-143 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

11-144 VIII. FINANCIAL REPORT

Associate Director Nieman reported August showed unrestricted cash balance just over $12.7 million. Tax receipts just over $7 million, reflecting 63% of the budgeted amount, have been received. The Fund Balance reflects just over $7.8 million.

Four line items are over budget, but will come back into line later in the year.

11-145 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

11-146 X. DIRECTOR’S REPORT

Director Parker reported that the State Librarian has announced that no appeal will be filed in the lawsuit they lost to Herrick District Library. State aid will be distributed in accordance with state aid rules determined by October 1st.

Discussion at the state level regarding the elimination of the personal property tax has begun. If this tax is eliminated and no replacement monies are provided, AADL would lose $637,000 in this year’s budget.

11-147 XI. NEW BUSINESS

11-148 A. VOTE TO MOVE THE SCHEDULED OCTOBER & NOVEMBER BOARD MEETING DATES TO OCTOBER 18, 2011 & NOVEMBER 22, 2011
(Item of action)

Secretary Barney Newman, supported by Vice President Rosenthal, moved to move the scheduled October and November Board meetings to October 18, 2011 and November 22, 2011.

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

Motion passed 7-0.

11-149 B. VOTE FOR EXECUTIVE SESSION AT THE PROPOSED OCTOBER 18, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS AND 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 October 18, 2011 regular Board meeting for labor negotiation and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 7-0.

11-150 XII. ADJOURNMENT

President Leary adjourned the meeting at 7:20 p.m.

August 15, 2011 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 15, 2011

11-123 I. CALL TO ORDER

Vice President Rosenthal called the meeting to order at 6:10 p.m.

11-124 II. ATTENDANCE

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

11-125 III. RECESS TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS AND OPINION OF LEGAL COUNSEL

11-126 IV. RECONVENE REGULAR MEETING AT 7:30 PM

Vice President Rosenthal reconvened the meeting to order at 7:29 p.m.

11-127 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 5-0.

11-128 VI. APPROVAL OF MINUTES OF JULY 18, 2011
(Item of action)

Trustee Surovell, supported by Trustee Kaplan, moved to approve the minutes of July 18, 2011.

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

Motion passed 5-0.

11-129 VII. CITIZENS’ COMMENTS

Will Hathaway

Good evening, my name is Will Hathaway, I’m pleased to be here this evening, I am here representing a group of people who have been talking for the past few months together and thinking about how we might work as community to have a park next the library as part of the development of that site known as the Library Lot. Currently there is a parking structure being built underground there. It’s, I think, targeted to be completed in early 2012. Our hope is that part of what could go on top of it could be a public park and I know from talking with Josie, who was very generous in meeting with me and my mother Mary Hathaway, talking about the library and its interest in the surrounding sites downtown and I also talked with Ed Surovell, who was also very generous with his time, I learned a lot. We learned a lot about the library and some of the challenges the library faces and I wanted to share with you this evening, just briefly, I wanted to convey, I guess, how big an impact those conversations have had with our group. That we have been giving a great deal of thought to how development of the Library Lot might work to not only sort of address concerns that the library might have but also how it could be sort of a synergy whatever happens on that lot with the future of the downtown branch of the district library. And we’ve gone and met with a number of other folks who have a lot of experience with development in downtown Ann Arbor and we’ve been working on coming up with some drawings and sketches of what might happen there. But I want to use this brief opportunity to say that we’re, all of us, everyone involved in this, has taken to heart what we understand to be the aspirations, the hopes for the downtown library and how much everyone involved in our group cares about and wants to see the downtown library succeed, continue to thrive at the center of Ann Arbor. That’s really the message I want to convey tonight and then there’s some other folks from my group that want to speak.

Mary Hathaway

Thank you, thank you for letting me speak. My son Will has said really most of what I would have wanted to say. We look forward to a park that would be not only next to the library, but a real partner with the library as a cutting edge or growing edge state of the art new library for the future. To have a park there without the library would be a huge disappointment to us. We want to be partners with you and we’re determined to make our design such that it will address the problems, the very real problems that the library has faced, from another park in the vicinity. That’s part of our assignment is to solve that problem and not to create new ones. So we look forward to doing that and hope to be partners with you. Thank you.

Odile Haber

I am also part of this group for the common, we renamed the place Library Green in the hope of attracting somebody from the library. We have visions of maybe playground, fountains, playground for the children. Many mothers from the old west side have approached us and said it would be wonderful to have a playground where the children could play while we go get some books at the library. We would love to have the room for NGO, small NGO, when they want to have benefit because we only have the basement of the churches in Ann Arbor and a beautiful room could also serve for weddings and community functions. So a beautiful room would be nice, an amphitheater where we could hear some music, so there is many fun visions that people have kinda bring forth, to throw out, some people want table to play chess. So if the more things would happen the more people it would attract. Some people have the great fear of the homeless population sitting there or being there. I was living in Berkley before I came to Ann Arbor 15 years ago and in the wake of the campaign against apartheid we were left with a lot of homeless with us. So we started a homeless movement and the name was Homeless not Helpless. And we formed a band, we had storytelling, many homeless had skills with cement, with wood carving, they had many fantastic story to tell, so I’ve found that we need to look at the homeless not just as bums, you know, that have nothing to bring us, but also as our fellow that are being down and out and may need some help but most have something to contribute to society if they are engaged in the proper way. I’ve seen the readings on cell phones that would be enough cultural event and enough things happening that it would attract people and then it wouldn’t be just one of the group of people, it would be kind of a mix of diverse people coming around the library, so that’s the vision that we have. We did look at survey and continue to ask people what is it that they would like to see. The more people engaged and get active the better it will be. We hope that you will talk to the City and bring the image of the library behind the idea of the commons. Thank you.

11-130 VIII. FINANCIAL REPORT

Associate Director Nieman reported that July was a typical month. The Fund Balance reflects just over $7.9 million. July showed the unrestricted cash balance is at $6.7 million. Three line items are over budget, but will come back into line later in the year.

11-131 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 5-0.

11-132 X. DIRECTOR’S REPORT

In addition to her written report, Director Parker announced that AADL has been invited to participate in a NEH funded project From Bluegrass to Broadway. This grant was awarded to the Tribeca Film Institute in collaboration with ALA. Eli Neiburger and Tim Grimes have been asked to participate as advisors. This is the Library’s second NEH funded project participation within the last six months.

Director Parker has been introduced to Dr. Patricia Green, the new superintendent for Ann Arbor Public Schools. Director Parker reported that Dr. Green is very enthusiastic and excited to be here in Ann Arbor.

In 2004 AADL changed the process and vendors for collecting overdue/lost materials. Since that time the library has realized a return on investment of $7.12 for every dollar spent. From 2004 through July 2011, 10,233 accounts have been sent for collection. Over $600,000 in fines has been collected along with material recovery worth $122,000.

11-133 XI. NEW BUSINESS

11-134 XII. A. VOTE TO MOVE THE SCHEDULED DECEMBER 19, 2011 BOARD MEETING TO DECEMBER 15, 2011
(Item of action)

Trustee Head, supported by Secretary Barney Newman, moved to change the Monday, December 19, 2011 Board meeting to Thursday, December 15, 2011.

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

Motion passed 5-0.

11-135 B. VOTE FOR EXECUTIVE SESSION AT THE SEPTEMBER 19, 2011 REGULAR MEETING FOR LABOR NEGOTIATIONS AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Kaplan, moved to hold an Executive Session at the September 19, 2011 regular Board meeting for labor negotiation and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

11-136 XIII. ADJOURNMENT

Vice President Rosenthal adjourned the meeting at 7:46 p.m.

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.

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