October 19, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 19, 2009

10-070 I. CALL TO ORDER

President Head called the meeting to order at 6:03 p.m.

10-071 II. ATTENDANCE

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

10-072 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS & OPINION OF COUNSEL

10-073 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Head reconvened the meeting at 7:06 p.m.

10-074 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

10-075 VI. APPROVAL OF MINUTES OF SEPTEMBER 21, 2009 AND OF SEPTEMBER 30, 2009 BOARD RETREAT
(Item of action)
Vice President Barney Newman, supported by Secretary Leary, moved to approve the minutes of September 21, 2009 and September 30, 2009.

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

Motion passed 6-0.

10-076 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-077 VIII. FINANCIAL REPORT

Associate Director Nieman reported September showed unrestricted cash balance just over $14 million. Tax receipts of just over $10 million reflect 86% of the budgeted amount received through September. The Fund Balance reflects just over $6.8 million. Five items are over budget in operating and will come back into line later in the year.

10-078 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, supported by Treasurer Rosenthal, moved to approve September disbursements.

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

Motion passed 6-0.

10-079 X. COMMITTEE REPORTS

10-080 A. STRATEGIC PLANNING STEERING COMMITTEE

President Head reported the committee met with Director Parker and facilitator Sandra Greenstone to discuss the Board Retreat and outline the progress of the strategic planning process.

10-081 XI. DIRECTOR’S REPORT

Director Parker reported that AADL staff, along with other sub-regional libraries, met with the Pat Cannon, State Director of the Michigan Commission of the Blind. Digital audiobook players from the National Library Service (NLS) are being released to WLPBD patrons in accordance with NLS rules.

Director Parker congratulated Eli Neiburger and his staff on AADL receiving an Institute of Museum and Library Services grant. AADL is one of four libraries in the country receiving the grant to facilitate the adoption of open source automation software. King County Library System in Washington State will lead the project and partner with Peninsula Library System (San Mateo, California), Orange County Library System (Orlando, Florida), and AADL.

10-082 XII. OLD BUSINESS

10-068 A. BOARD RETREAT UPDATE-STRATEGIC PLAN PROCESS DISCUSSION
Sandra Greenstone

President Head read the Vision Statement of the Library.

Sandra Greenstone reviewed the Board Retreat meeting notes to ascertain that they were an accurate representation of the discussion.

It was the consensus of the Board the meeting notes compiled by Sandra Greenstone accurately represented discussion and decisions made at the Board Retreat.

A working session will be held at the November 16th Board meeting to review draft strategic initiatives being compiled by the Strategic Planning Steering Committee.

10-083 XIII. NEW BUSINESS

Vice President Barney Newman, supported by Trustee Murphy, moved to amend the agenda to add A. Utility Easement Discussion.

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

Motion passed 6-0.

10-084 A. UTILITY EASEMENT DISCUSSION

Director Parker brought before the Board a request by the DDA for a utility easement for installation of water main service.

AADL attorney, Jim Adams, Butzel Long, gave a brief outline of the progress to date of negotiations with the DDA for the utility easement.

Susan Pollay, Executive Director, Ann Arbor Downtown Development Authority addressed the Board clarifying the designation and maintenance of Library Lane.

Trustee Surovell, supported by Secretary Leary moved to recess to Executive Session for Opinion of Counsel.

A roll call vote was taken.

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

Motion passed 6-0.

The Board recessed to Executive Session at 7:50 p.m.

President Head reconvened the meeting at 8:10 p.m.

Board members expressed concerns regarding Library Lane access and impact of development on top of the proposed parking structure.

Susan Pollay gave additional detail regarding Library Lane as a through street with a drop off in front of the library and metered parking along the Lane.

It was the consensus of the Board to authorize Jim Adams to continue negotiations with the DDA on the water main easement request and to pursue the Board’s desire for an easement for Library Lane.

10-085 B. PRESENTATION BY CATHERINE McCLARY, WASHTENAW COUNTY TREASURER

Washtenaw County Treasurer Catherine McClary summarized the functions and duties of the County Treasurer’s Office. Topics covered included cash handling and investments, tax collection, delinquent tax collection, penal fines and informational workshops and classes provided by her office.

10-086 C. VOTE FOR EXECUTIVE SESSION AT THE NOVEMBER 16, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS & OPINION OF COUNSEL
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to hold an Executive Session at the November 16, 2009 regular Board meeting for discussion of real estate, labor negotiations and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-087 XIV. ADJOURNMENT

President Head adjourned the meeting at 9:07 p.m.

September 30, 2009 Minutes of the Board Retreat

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE BOARD RETREAT
DYKEMA, 2723 S. STATE STREET, ANN ARBOR, MI
WEDNESDAY, SEPTEMBER 30, 2009

10-058 I. CALL TO ORDER

President Head called the meeting to order at 3:40 p.m.

10-059 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Grimes, Neiburger, Nieman, Parker
Others: Sandra Greenstone, Enliven Consulting

10-060 III. WELCOME AND OVERVIEW

President Head welcomed Board members and staff.

Director Parker gave a quick overview of how the current plan was developed in 2004.

Associate Director Nieman reported the fund balance is at $6.8 million. The 2009-2010 operating budget is just under $13 million. Income from property taxes is coming in as budgeted, however, if the tax base decreases as anticipated the millage rate will need to be increased or operating expenses will need to be decreased for the 2010-2011 and 2011-2012 fiscal years.

Sandra Greenstone reviewed the agenda for the Board.

10-061 IV. STRATEGIC DATA AND TRENDS PRESENTATION

Associate Director Neiburger reported projected population demographic shifts from 18-35 to 65+. He stated that the library industry has seen declines with municipal and rural libraries taking the hardest hits. Technology has seen increased high speed media in your pocket, email has peaked,
ebook market is growing, and free is a dominant price point for content.

10-062 V. STRATEGIC PLAN PROGRESS REPORT

Associate Director Choate reported that all initiatives received strategic action for the 2004-2010 Strategic Plan.

10-063 VI. BOARD DISCUSSION
Sandra Greenstone

10-064 VII. RECESS FOR DINNER BREAK AT 5:45PM

The meeting recessed for a dinner break at 5:45 p.m.

10-065 VIII. RECONVENE MEETING AT 6:15PM

President Head reconvened the meeting at 6:15 p.m.

10-066 IX. STRATEGIC INITIATIVE RECOMMENDATIONS

Tim Grimes presented recommendations compiled by AADL Managers.
• Facility Use (Better utilize our meeting rooms and other facilities. Assess impact of garage)
• Organizational Service Development (strategic partnerships and collaboration)
• Economic Workforce Development (role in economic growth and recovery)
• Content Acquisition and Creation (digital content, changes in publishing, content rights)
• Identify and Address why people don’t use AADL

10-067 X. BOARD DISCUSSION
Sandra Greenstone

The Board reviewed internal and external forces that impact the library; worked to define the purpose of the library; how to move forward and identify the role of the library board.

10-068 XI. CONCLUSION

Sandra Greenstone outlined follow-up needed:

• Detailed charts staff presented will be forwarded to Board members
• Strategic Planning Committee scheduled to meet October 12th
• Board will receive an update at the October 19th regular meeting
• A Working Session will be scheduled at the November 16th Board Meeting (details TBD)

10-069 XII. ADJOURNMENT

President Head adjourned the meeting at 8:30 p.m.

September 21, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 21, 2009

10-039 I. CALL TO ORDER

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

10-040 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell (arr. 6:05 p.m.)
Absent: None
Staff: Choate, Doll, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Jim Greene, Dykema

10-041 III. VOTE FOR EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS & OPINION OF COUNSEL
(Item of action)
Roll call vote

Trustee Stearns, supported by Secretary Leary, moved to recess to an Executive Session for discussion of labor negotiations and opinion of counsel.

A roll call vote was taken.

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

Motion passed 5-0.

10-042 IV. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS & OPINION OF COUNSEL

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

10-043 V. RECONVENE REGULAR MEETING AT 7:00PM

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

10-044 VI. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

10-045 VII. APPROVAL OF MINUTES OF AUGUST 17, 2009
(Item of action)

Secretary Leary, supported by Vice President Barney Newman, moved to approve the minutes of August 17, 2009.

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

Motion passed 7-0.

10-046 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-047 IX. FINANCIAL REPORT

Associate Director Nieman reported August showed unrestricted cash balance just under $12 million. August tax receipts reflect 59% of the budgeted amount. The Fund Balance reflects just under $6.8 million. Seven items are over budget in operating and will come back into line further in the year.

10-048 X. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

10-049 XI. COMMITTEE REPORTS

10-050 A. STRATEGIC PLANNING STEERING COMMITTEE

President Head and Trustee Stearns met with Director Parker and facilitator Sandra Greenstone for discussion of the upcoming Board Retreat. Secretary Leary was unable to attend. Further details will be reported under New Business.

10-051 XII. DIRECTOR’S REPORT

In addition to the Director’s Report distributed in the Board packet, Director Parker reported that the preliminary work on the elevator is almost complete. It will be another three to four weeks before the cylinder arrives allowing for completion of the project.

The DDA has announced a closing date of September 30, 2009 at midnight of the “Library Lot” parking lot in preparation for the underground parking garage construction project. Fliers provided by the DDA are being distributed to library patrons notifying them of the closure. An easement request, requiring Board approval, will be forthcoming from the DDA. Power and phone service to the Library will be re-routed due to this project. The DDA will cover any expenses associated with this construction project that impact the library. The surface “Y” parking lot directly across from the Library will remain open.

President Head inquired about the graphics used on the flier. Director Parker stated that schematics from the proposed new library were used by the DDA.

Trustee Murphy inquired whether the library would be blogging about the parking lot. Director Parker stated that a blog posting will be up in the near future.

Treasurer Rosenthal inquired whether the Friends of the Ann Arbor District Library are acknowledged for their support of the summer reading program. Associate Director Choate stated that they were. Treasurer Rosenthal stated she would like to see more public promotion of their support.

Director Parker stated that negotiations with Ann Arbor News for their archive are ongoing.

The Washtenaw County Literacy Coalition has secured stimulus funding for two years to support the position of a Community Literacy Resource Center Coordinator. Washtenaw Literacy will act as fiduciary and employer for this position.

10-052 XIII. NEW BUSINESS

10-053 A. RESOLUTION OF THANKS TO STEVEN JENSEN UPON HIS RETIREMENT
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved the Board resolves that it would like to officially thank Steven Jensen for his service as an employee September 16, 1976 to September 30, 2009 of the Ann Arbor District Library and that all 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.

10-054 B. BOARD RETREAT PLANNING UPDATE

The draft retreat agenda was reviewed. President Head reported that Sandra Greenstone will facilitate the retreat which will be held on September 30, 2009, 3:30 p.m. at Dykema. The Board packet will be sent out prior to the retreat and will contain the current Strategic Plan along with presentations being given by staff.

The Strategic Planning Steering Committee will meet in November to review the outcome of the retreat and finalize a Strategic Plan to bring back to the Board for review.

10-055 C. RESOLUTION SUPPORTING GOVERNOR GRANHOLM’S AMENDED EXECUTIVE ORDER 2009-43 AND CALLING FOR FUNDING STATE AID TO LIBRARIES AT $10 MILLION IN 2010
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved that the Board resolves:

WHEREAS Michigan’s libraries are vital resources for Michigan families seeking jobs online, writing resumes, filing for unemployment and disability benefits and accessing the internet, and;

WHEREAS Sixty-four percent of Michigan libraries report they are the only source of free internet access in their communities which is a critical link to technology and training for many who cannot afford it;

WHEREAS the State Library of Michigan holds the second largest collection of materials, is the third most visited library in the country and has the fifth highest circulation of state libraries nationally, the importance of this state resource is being ignored as both an educational and economic resource;

WHEREAS it is essential for the well-being of the citizens of the State of Michigan that libraries thrive as they are the cornerstones of a literate society and are on the cutting edge of a knowledge based economy; and

WHEREAS State of Michigan Governor Jennifer M. Granholm’s Executive Order No. 2009-43, Amending Executive Order 2009-36, does abolish the Department of History, Arts and Libraries and does diminish the position, influence and stature of the State Library of Michigan, and assigns the Library for the Blind and Physically Handicapped services to the Commission for the Blind;

WHEREAS the Amended Executive Order does recognize statewide library services – MeLibrary online subscriptions, MeLCat interlibrary loan and MeL Tests and Tutorials – all resources used for research, educational purposes, workforce development, job seeking and job preparation – all made possible through the leadership of the Library of Michigan and the collaboration, group purchasing and resource sharing of libraries statewide;

WHEREAS State aid to libraries serves as the maintenance of effort requirement by the federal government to sustain federal funding for the MeLibrary, MeLCat and MeL Tests and Tutorials and the possibility of budget reductions threatens the viability of the entire statewide interlibrary loan and resource sharing system which includes every library in the state – academic, public, k-12 and special libraries;

WHEREAS the State Aid to Public Libraries Act 89 of 1977 requires libraries shall receive a total of $1.50 per capita – but are currently receiving 96 cents per capita or $10 million;

NOW, THEREFORE, BE IT RESOLVED that the Ann Arbor District Library Board acting as advocates of the people of the State of Michigan and in support of resources that ensure a high quality of life for all, strongly urges the Michigan Legislature to:

1.) Support all legislative efforts to maintain library services and collections, and keep their functions whole under the Library of Michigan within state government;

2.) Maintain state aid to libraries at $10 million to retain the federal funding required to sustain the MeLibrary online subscription resources, MeLCat interlibrary loan and MeL Tests and Tutorials;
3.) Retain the position and role of the State Librarian;

4.) Assure line item funding of the Library for the Blind and Physically Handicapped.

5.) 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.

10-056 D. VOTE FOR EXECUTIVE SESSION AT THE OCTOBER 19, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS & OPINION OF COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Vice President Barney Newman, moved to hold an Executive Session at the October 19, 2009 regular Board meeting for discussion of real estate, labor negotiations and opinion of counsel.

A roll call vote was taken.

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

Motion passed 7-0.

10-057 XIV. ADJOURNMENT

Secretary Leary requested that the Check Register be listed by vendor instead of check number. Associate Director Nieman responded that was doable.

Trustee Surovell, supported by Treasurer Rosenthal, moved to adjourn the meeting.

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

August 17, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 17, 2009

10-023 I. CALL TO ORDER

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

10-024 II. ATTENDANCE

Present: Head, Leary (arr. 7:03 p.m.), Murphy, Barney Newman, Stearns, Surovell
Absent: Rosenthal
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

10-025 III. APPROVAL OF AGENDA
(Item of action)

President Head amended the agenda with the addition of “D. Authorize the Director to Enter Into Lease Agreement” and moved “Vote for Executive Session” to E.

Trustee Murphy, supported by Trustee Stearns, moved to approve the agenda as revised.

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

Motion passed 6-0.

10-026 IV. APPROVAL OF MINUTES OF JULY 20, 2009
(Item of action)

Trustee Stearns, supported by Trustee Murphy, moved to approve the minutes of July 20, 2009.

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

Motion passed 6-0.

10-027 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-028 VI. FINANCIAL REPORT

Associate Director Nieman reported July showed unrestricted cash balance of $8.5 million. July tax receipts reflect 1% of the budgeted amount. The Fund Balance reflects just over $6.8 million. Six items are over budget in operating and will come back into line further in the year.

Trustee Stearns inquired as to what services were provided by OCLC. Director Parker stated that MARC records and cataloging is obtained from OCLC.

10-029 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

10-030 VIII. DIRECTOR’S REPORT

Director Parker reported that there were roughly 9,000 participants in this year’s summer reading program. July had the largest overall program attendance in the past 10 years with the exception of May 2005.

Traverwood will be closed the evening of August 19th through August 27th for maintenance work on the wood floor. Staff will be reassigned to other locations during some of the closure.

At 6:00 a.m. on August 24th Director Parker will participate in a live web cast of U.S. Embassy Libraries for the International Federation of Library Associations. This web cast will be translated into numerous languages and will be interactive.

Director Parker announced the retirement of Jean Semmes. During her tenure at AADL Jean was instrumental in the development of the Black Studies Collection.

10-031 IX. NEW BUSINESS

Trustee Surovell, supported by Secretary Leary, moved to add “E. Board Retreat Planning Update.”

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

Motion passed 6-0.

10-032 A. RESOLUTION OF THANKS TO JEAN SEMMES UPON HER RETIREMENT
(Item of action)

Vice President Barney Newman, supported by Trustee Murphy, moved that the Board resolves that it would like to officially thank Jean Semmes for her service as an employee February 3, 1989 to August 15, 2009 of the Ann Arbor District Library and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-033 B. BOARD COMMITTEE APPOINTMENTS APPROVAL
(Item of action)

President Head revised the proposed Board Committee assignments by substituting Vice President Barney Newman on the Strategic Planning Steering Committee with Trustee Stearns.

Trustee Surovell, supported by Secretary Leary, moved to approve the Board Committee appointments as amended.

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

Motion passed 6-0.

President Head noted that the Strategic Planning Steering Committee will be involved with the planning process for the upcoming Board Retreat. The committee will also construct a strategic planning document for presentation to the Board.

10-034 C. RESOLUTION TO AWARD THE CONTRACT TO REPAIR DOWNTOWN LIBRARY SERVICE ELEVATOR
(Item of action)

O’Neal Construction reviewed the bids and interviewed the three companies who submitted proposals for the repair/replacement work on the Downtown Library service elevator.

The Board briefly discussed replacement versus repair of the elevator.

Trustee Surovell, supported by Trustee Stearns, (as read by Trustee Stearns) moved to award the contract for repair of the service elevator at the Downtown Library Branch to Detroit Elevator for the amount of $112,814.00. To increase the budget line for Capital Outlays by $112,814.00 for the repair of the service elevator at the Downtown Library. That the $112,814.00 increase for Capital Outlays be transferred from the Fund Balance. That O’Neal Construction, Inc. act as the coordinator of the project for the AADL. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-035 D. RESOLUTION TO AUTHORIZE DIRECTOR TO ENTER INTO LEASE AGREEEMENT FOR STORAGE OF ANN ARBOR NEWS ARCHIVE
(Item of action)

Director Parker informed the Board that space was not available within the district library buildings to house the Ann Arbor News Archive. In anticipation of a contractual agreement with Advance Newspapers for the archive, proper storage and workspace needs to be secured.

Secretary Leary, supported by Trustee Stearns, moved to authorize the Director to enter into a lease agreement for a maximum of 3,500 square feet at a rate of no more that $18 per square foot ($63,000.00 per year), for space to be used for storage of the Ann Arbor News archive for one year. To increase the budget line for Building Rental by $63,000.00 for the storage of the Ann Arbor News archive. That the $63,000.00 increase for Building Rental be transferred from the Fund Balance. All resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker informed the Board that signing a lease agreement would be contingent on receipt of the materials.

The Board discussed space and staffing issues related to this project.

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

Motion passed 6-0.

10-036 E. BOARD RETREAT PLANNING UPDATE

President Head reported that the Strategic Planning Steering Committee met with Sandra Greenstone on August 14th to discuss the Board Retreat. September 30th, 3:30 p.m. at Dykema was decided for date, time and location of the retreat. This meeting will be open to the public. The committee worked on a draft retreat agenda, discussed the current Strategic Plan and will meet again to finalize planning for the retreat.

10-037 F. VOTE FOR EXECUTIVE SESSION AT THE SEPTEMBER 21, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Murphy, moved to hold an Executive Session at the September 21, 2009 regular Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-038 X. ADJOURNMENT

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

President Head adjourned the meeting at 8:02 p.m.

July 20, 2009 Minutes of the Regular Meeting

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

MONDAY, JULY 20, 2009

10-001 I. CALL TO ORDER

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

10-002 II. ATTENDANCE

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

10-003 III. PRESIDENT’S REMARKS

President Head remarked on the ups and downs of the past year. Highlights included opening the new Traverwood Branch; beginning the planning process for a new Downtown Library to postponing the construction process due to the economy; dealing with several major repairs at the Downtown Library; welcoming the WLBPD; lowering the millage levy due to the economic downturn. President Head commended AADL staff for all their good work throughout the changes. The focus for 2009-2010 will be on the near future and the strategic plan ending in 2010.

10-004 IV. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns, moved to approve the agenda.

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

Motion passed 6-0.

10-005 V. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Rosenthal, nominated Rebecca Head for President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

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

Trustee Rosenthal, supported by Trustee Stearns, nominated Jan Barney Newman for Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Barney Newman, supported by Trustee Stearns, nominated Prue Rosenthal for Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Head, supported by Trustee Barney Newman, nominated Margaret Leary for Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

10-006 VI. INSTALLATION OF OFFICERS

Director Parker administered the oath installing Board officers: Trustee Head as President, Trustee Barney Newman as Vice President, Trustee Rosenthal as Treasurer, and Trustee Leary 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.”

10-007 VII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Head noted that this was the second term for all officers.

10-008 VIII. APPROVAL OF MINUTES OF JUNE 15, 2009
(Item of action)

Secretary Leary, supported by Vice President Barney Newman, moved to approve the minutes of June 15, 2009.

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

Motion passed 6-0.

10-009 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-010 X. FINANCIAL REPORT

Associate Director Nieman reported all financial documents were noted as pre-audit. The auditors are scheduled to begin the week of August 31st.

June showed unrestricted cash balance of $7 million. June tax receipts reflect 100% of the budgeted amount. As of June 30th the Library had an operating surplus of $455,000, which may change with the audit. State Aid of $143,000 will be received for this past fiscal year of which roughly $40,000 is allocated to the Washtenaw Library for the Blind and Physically Disabled. The Fund Balance reflects just over $6.8 million.

Trustee Murphy inquired whether once property taxes were received by the Library, could they be taken back. Associate Director Nieman responded yes they could; when property tax appeals are awarded, payments are reimbursed.

10-011 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve June disbursements.

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

Motion passed 6-0.

10-012 XII. COMMITTEE REPORTS

10-013 A. POLICY COMMITTEE

Vice President Barney Newman reported the Policy Committee had met and discussed the policy changes and new policies being recommended under New Business.

10-014 XIII. DIRECTOR’S REPORT

Director Parker reported that the quick survey on AADL’s website has had a total of 4,500 responses, which represents 616 individuals answering the survey. This is a trial survey format and may be used in the future for other surveys.

Governor Granholm has issued an Executive Order to dismantle the Department of History, Arts and Libraries (HAL). Federal grant monies currently used to operate MeL and MeLCat may be impacted. Along with the possibility of state aid being eliminated, the impact of services provided to the WLBPD is unknown. The order transfers LBPH services to the Michigan Commission for the Blind which focuses on research, development to prevent blindness and vocational training for the blind. Literacy is not mentioned as a charge of the Commission. Nor does it provide support for those with other physical disabilities. Director Parker stated she will be monitoring the outcome of the LBPH services move from the Library of Michigan.

10-015 XIV. NEW BUSINESS

10-016 A. RESOLUTION OF THANKS TO ALICE FISHMAN UPON HER RETIREMENT
(Item of action)

Treasurer Rosenthal, supported by Trustee Murphy, moved that the Board resolves that it would like to officially thank Alice Fishman for her service as an employee May 20, 1985 to June 30, 2009 of the Ann Arbor District Library and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-017 B. RESOLUTION TO ADOPT REVISION TO POLICY 7.16 LIBRARY CREDIT CARD POLICY
(Item of action)

Treasurer Rosenthal, supported by Vice President Barney Newman, moved that the Board resolves that Policy 7.16 Library Credit Card Policy is revised as proposed and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-018 C. RESOLUTION TO ADOPT POLICY 7.17 ACCEPTANCE OF PAYMENTS VIA FINANCIAL TRANSACTION DEVICES
(Item of action)

Vice President Barney Newman, supported by Trustee Murphy, moved that the Board resolves to adopt the proposed Policy 7.17 Library Policy for Acceptance of Payments Via Financial Transaction Devices and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-019 D. RESOLUTION TO ADOPT POLICY 7.18 PAYMENT OF LIBRARY FUNDS VIA ELECTRONIC TRANSACTIONS
(Item of action)

Trustee Murphy, supported by Vice President Barney Newman, moved that the Board resolves to adopt the proposed Policy 7.18 Library Policy for Payment of Library Funds Via Electronic Transactions and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-020 E. APPROVE BOARD MEETING DATES FOR 2009-2010
(Item of action)

Secretary Leary, supported by Treasurer Rosenthal, moved to approve the proposed Board meeting dates for 2009-2010.

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

Motion passed 6-0.

10-021 F. VOTE FOR EXECUTIVE SESSION AT THE AUGUST 17, 2009 REGULAR MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Stearns, moved to hold an Executive Session at the August 17, 2009 regular Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-022 XV. ADJOURNMENT

Trustee Stearns, supported by Trustee Murphy, moved to adjourn the meeting.

President Head adjourned the meeting at 7:40 p.m.

May 18, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 18, 2009

09-199 I. CALL TO ORDER

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

09-200 II. ATTENDANCE

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

09-201 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL

April 27, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MALLETTS CREEK BRANCH LIBRARY
3090 EAST EISENHOWER PARKWAY, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 27, 2009

09-176 I. CALL TO ORDER

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

09-177 II. ATTENDANCE

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

09-178 III. VOTE FOR EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to hold an Executive Session discussion of real estate, director’s evaluation and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

09-179 IV. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL

09-180 V. RECONVENE REGULAR MEETING AT 7:00PM

March 16, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 16, 2009

09-160 I. CALL TO ORDER

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

09-161 II. ATTENDANCE

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

09-162 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL

09-163 IV. RECONVENE REGULAR MEETING AT 7:00PM

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

09-164 V. APPROVAL OF AGENDA
(Item of action)

Trustee Surovell, supported by Treasurer Rosenthal, moved to approve the agenda.

Secretary Leary, supported by Trustee Surovell, moved to amend the agenda under New Business adding B. Director’s Evaluation Process.

FEBRUARY 16, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 16, 2009

09-144 I. CALL TO ORDER

President Head called the meeting to order 6:59 p.m.

09-145 II. ATTENDANCE

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

09-146 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 4-0.

09-147 IV. APPROVAL OF MINUTES OF JANUARY 26, 2009
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve the minutes of January 26, 2009.

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

Motion passed 4-0.

09-148 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-149 VI. FINANCIAL REPORT

JANUARY 26, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JANUARY 26, 2009

09-121 I. CALL TO ORDER

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

09-122 II. ATTENDANCE

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

09-123 III. APPROVAL OF AGENDA
(Item of action)

Vice President Barney Newman requested the following addition under Committee Reports: D. Friends Liaison Committee.

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

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

Motion passed 6-0.

09-124 IV. APPROVAL OF MINUTES OF NOVEMBER 17, 2008 AND NOVEMBER 24, 2008
(Item of action)

Treasurer Rosenthal noted an error in the minutes of November 24th where Vice President Barney Newman was incorrectly identified as Treasurer.

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