May 17, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 17, 2010

10-209 I. CALL TO ORDER

President Head called the meeting to order at 5:40 p.m.

10-210 II. ATTENDANCE

Present: Head, Leary, Murphy, Rosenthal, Stearns
Absent: Barney Newman, Surovell
Staff: Choate, Doll, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Phyllis Adams & Jim Greene, Dykema; Tom Huntzicker, Kapnick Insurance Group

10-211 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL, LABOR NEGOTIATIONS & DIRECTOR’S EVALUATION

10-212 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2010-2011 AT 7:00PM

President Head reconvened to the Public Hearing on the budget at 7:04 p.m.

Trustee Murphy was absent.

10-213 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

President Head called for public comment on the 2010-2011 budget.

Associate Director Nieman reported the millage rate to be levied will be 1.55 mils. The budget presented is balanced.

There was no public comment.

The Public Hearing on the budget was closed by the unanimous consent of the Board.

10-214 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING

President Head reconvened the regular meeting at 7:07 p.m.

10-215 VII. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve the agenda.

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

Motion passed 4-0.

10-216 VIII. APPROVAL OF MINUTES OF APRIL 19, 2010
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns, moved to approve the minutes of April 19, 2010.

Trustee Stearns noted a correction to the minutes on page 5, B. Policy Committee. Trustee Stearns, not Trustee Surovell, should be listed as a committee member.

The minutes were voted on as corrected.

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

Motion passed 4-0.

10-217 IX. CITIZENS’ COMMENTS

Kevin Rodgers, Campbell Inc.

“Good evening council members, my name is Kevin Rodgers and I am here representing Campbell Incorporated, we are one of the companies that’s bidding for the contract to do the preventative maintenance for the library. And I just wanted to say a couple of words, basically I wanted to reiterate that we had that contract probably about four years ago and we conducted the preventative maintenance for about six years. We lost that contract just based on a bid so I just wanted to let you know that we didn’t lose it because of performance, we actual did a good job for you. Our guys are very familiar with your facility. As a matter of fact my technicians can talk about some of the issue you used to have compared to what you have to right now. I also wanted to reiterate the fact we are based in Ann Arbor, we pay taxes in Ann Arbor, we work here, we are committed to growth in Ann Arbor. We are actually expanding and looking for another building since we’re outgrowing the one that we have and want to do all of that here in Ann Arbor because we believe in Ann Arbor. The other thing I wanted to say, I believe we’re about just under $600 more than the current contractor but for that additional money were providing a little bit more than what the original scope was. We’re doing a thermology on all the buildings, which is going to do like an infrared study to help prevent problems from happening so that you guys stay comfortable and that we actually lower your repairs and we’re also going to do what we call a feasibility study for all of your buildings and what that does is to take a look at each facility, determine where it rates on the energy star scale and we’re going to bring our recommendations to bring it up to par with other facilities like it across the country. Our whole model and whole goal is to lower your owning and operating costs and I believe that we can do that. That’s the kind of the things I wanted to tell you today.”

10-218 X. FINANCIAL REPORT

Associate Director Nieman reported that April showed tax receipts of just over $11.4 million which reflects 98% of the budgeted amount received. Currently five items are over the year-to-date budget in operating. Adjustments for those line items remaining over budget will be presented in June. Just over $20,000 was received in state aid, which is the first half for the library for the blind and physically disabled and we should receive a second payment. We should be receiving our portion of the regular state aid.

10-219 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve April disbursements.

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

Motion passed 4-0.

10-220 XII. COMMITTEE REPORTS

10-221 A. EXECUTIVE COMMITTEE

President Head reported the Executive Committee met to discuss the library boundaries in Washtenaw County.

10-222 B. DIRECTOR’S EVALUATION COMMITTEE

President Head reported the Director’s Evaluation Committee did not meet.

10-223 XIII. DIRECTOR’S REPORT

Director Parker reported that a very successful Visions 2010 conference was held at Washtenaw Community College. The event is a vendor fair for the blind, low vision and physically disabled. Thirty five vendors were visited by 500 participants. Community Relations and Outreach and Neighborhood Services departments were instrumental in the success of this event. Participation from other AADL departments was also acknowledged.

Over 253 submissions were received for the AADL Short Story Writing Contest. The awards ceremony will be held this coming Saturday in the Downtown Library Multipurpose Room. A special thank you was given to Vickie Brown for spearheading this event along with all other staff that made it possible.

Director Parker participated in a panel discussion on “Expansion of Knowledge in the 21st Century Library” held this past Saturday at the Gerald R. Ford Presidential Library and Museum. The event was co-sponsored by the American Bibliophilic Societies and the 2010 Ann Arbor Book Festival.

It was noted that Trustees Rosenthal and Stearns also participated in Visions 2010 and were impressed by how well the event was organized.

10-224 XIV. NEW BUSINESS

10-225 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2010-2011
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve the resolution adopting the annual budget for the fiscal year 2010-2011 of the Ann Arbor District Library as presented.

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

Motion passed 4-0.

10-226 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved to approve the resolution authorizing the millage rate to be levied by taxing authorities.

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

Motion passed 4-0.

10-227 C. AMENDMENT OF LIBRARY DISTRICT BOUNDARIES TO EXCLUDE TERRITORY LOCATED WITHIN THE LEGAL BOUNDARIES OF A PUBLIC LIBRARY
(Item of action)
Roll call vote

Secretary Leary, supported by Treasurer Rosenthal, moved to accept the resolution of amendment of the library district boundaries to exclude territory located within the legal boundaries of a public library.

A roll call vote was taken.

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

Motion passed 4-0.

10-228 D. RESOLUTION TO ADOPT THE 2010-2011 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns moved to approve the resolution to adopt the 2010-2011 budget as a line item budget and compliance of disbursements.

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

Motion passed 4-0.

10-229 E. RESOLUTION TO ADOPT REVISED BOARD BYLAWS
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved to accept the resolution to adopt the revised board bylaws.

It was noted that these bylaw changes were made to correspond with the previous election of trustees change.

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

Motion passed 4-0.

10-230 F. RESOLUTION TO ADOPT POLICY 8.22 CONFLICT OF INTEREST-LIBRARY ADMINISTRATIVE EMPLOYEES
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to accept the resolution to adopt Policy 8.22 Conflict of Interest – Library Administrative Employees.

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

Motion passed 4-0.

10-231 G. RESOLUTION TO ADOPT POLICY 8.23 LEGAL COMPLIANCE
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved to accept the resolution to adopt Policy 8.23 Legal Compliance.

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

Motion passed 4-0.

10-232 H. DISCUSSION OF HVAC EQUIPMENT AND MAINTENANCE CONTRACT

Associate Director Nieman informed the Board that the current contract with Pace Mechanical expires at the end of June. A RFP was issued to four companies and three sealed bids were received for the maintenance/service contract for the HVAC equipment.

Bid figures were presented to the Board and reviewed. Administration will be recommending accepting the bid from Pace Mechanical at the June Board meeting.

Discussion ensued regarding the presentation made by Campbell, Incorporated during Citizens’ Comments.

10-233 I. DIRECTOR’S EVALUATION MEMO FROM AADL BOARD

President Head read the following evaluation summary memo addressed to Director Josie Parker:

“By way of this memorandum, we the AADL Board of Trustees, applaud the fine work you have achieved during this past year of 2009-2010. The Board’s consensus evaluation of this past year’s performance was compiled from assessment material submitted by each board member after review of your self-evaluation document. So, of course, you gave us a self-evaluation and we each did our own evaluation and then we put that information together. We also enjoyed the opportunity to discuss next years goals with you and look forward to any continued conversation that you may desire. As in past years, your work and accomplishments are outstanding. Your visionary leadership as the AADL director is commendable and should be noted as such. For the coming fiscal year you once again propose that your salary remain in place without any raise or addition. We respect your recognition of how economic conditions call for fiscal judiciousness. Therefore, the board on review agrees that your compensation will remain at $143,115 for fiscal year 2010-2011. Your application of AADL resources remain well managed with reduced resources and high service levels. We appreciate your leadership that promotes working with other organizations to gain in-kind resources and where relevant outside funds from grantors. Your actions and management demonstrate excellent financial management and I just want to add excellent service delivery too. Josie it’s clear that you work to maintain and elevate good customer service particularly at a time when budget revenues have decreased. Two notable examples of that commitment are improving services for the newly incorporated library for the blind and disabled and obtaining the Ann Arbor News archives for the community. Under your leadership expanded services are now offered to those who are patrons of the newly installed library for the blind and disabled. The program renovation demonstrates your commitment to accepting and improving new AADL program services. We also appreciate your perseverance in negotiating with the Ann Arbor News to gain the archives and then to begin planning for the next fiscal year’s digitizing step. Having the archive material easily accessible will obviously be an extraordinary benefit to all in the community. Finally the Board applauds your work to continue quality improvement of the existing services during this time of, as mentioned before, continued economic challenge because you have managed to ensure remarkable and unique library service continues. We certainly acknowledged that you have met and exceeded the major and challenging goal of operating AADL with good management and service and with no staff layoffs. These actions are model achievements in these fiscal times. Of course, there is more to this, but I think emphasizing good service, fiscal restraints, but that’s what this year has been. As board trustees we are appreciative of your keeping individual board members and the Board as a whole well informed regarding matters of relevance to the AADL, such as those pertinent to proposed policy and legislative issues. In addition, your valuable participation in relevant community affairs serve to assure AADL is well represented. We admire your courage, facilitation and input toward accomplishing the strategic plan and recognize that you structured the process so that AADL staff could easily participate in developing the plan in a productive and interactive manner. We also appreciate your arranging for key managers to provide the board trustees with pertinent background on the current status of AADL and future AADL challenges and opportunities. This process was a great benefit for the Board and facilitated the Boards strategic plan work. In the facilities arena you ensure that the challenging downtown building, that we were just talking about, is operational and that the necessary resources are applied prudently to sustain it. The continued excellent building management evident at all the branches is well supported by your leadership. We value your handling of any issue that may arise and commitment to make certain that it is quickly resolved so that any and all the buildings function well. Josie, the Board recognizes that you are an exceptional and outstanding library director. We are pleased and delighted you are our director for the Ann Arbor District Library. Thank you.”

10-234 J. VOTE FOR EXECUTIVE SESSION AT THE JUNE 21, 2010 REGULAR BOARD MEETING FOR LABOR NEGOTIATIONS, DISCUSSION OF REAL ESTATE & OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Stearns, moved to hold an Executive Session at the June 21, 2010 regular Board meeting for discussion of real estate, labor negotiations and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 4-0.

10-235 XV. ADJOURNMENT

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

April 19, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 19, 2010

10-186 I. CALL TO ORDER

President Head called the meeting to order at 5:40 p.m.

10-187 II. ATTENDANCE

Present: Head, Leary, Murphy, Rosenthal, Stearns, Surovell (arr. 5:43 p.m.)
Absent: Barney Newman
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Jim Adams, Butzel Long

10-188 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE AND DIRECTOR’S EVALUATION

10-189 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Head reconvened the meeting at 7:08 p.m.

Trustee Surovell was absent.

10-190 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 5-0.

10-191 VI. APPROVAL OF MINUTES OF MARCH 15, 2010
(Item of action)

Secretary Leary, supported by Trustee Murphy, moved to approve the minutes of March 15, 2010.

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

Motion passed 5-0.

10-192 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.
10-193 VIII. FINANCIAL REPORT

Associate Director Nieman reported the unrestricted cash balance was 9.6 million. March showed tax receipts of just over $11.3 million which reflects 97% of the budgeted amount received. The Fund Balance reflects just over $7.2 million. Four items are over the year-to-date budget in operating. The Utilities line may need adjustment. $50,250 was received from the Friends of the Ann Arbor District Library.

10-194 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved to approve March disbursements.

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

Motion passed 5-0.

10-195 X. COMMITTEE REPORTS

10-196 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported the committee consisting of herself, Trustee Murphy and Trustee Surovell, met with Administration and discussed options for addressing the 2010-2011 budget shortfall.

10-197 B. POLICY COMMITTEE

Trustee Murphy reported the committee consisting of herself, Vice President Barney Newman and Trustee Stearns, met with Administration twice since the last Board meeting. The committee is recommending changes to the Board Bylaws to correspond to the change of the election schedule and two new policies per IRS requirements as outlined further in the agenda.

10-198 C. SPECIAL ISSUES/FAADL COMMITTEE

Secretary Leary reported the committee held discussion and have no changes to recommend to the space use agreement.

10-199 D. DIRECTOR’S EVALUATION COMMITTEE

President Head reported the Director’s Evaluation Committee met. Per Director Parker’s request the Board will perform her evaluation during closed session.

10-200 XI. DIRECTOR’S REPORT

Director Parker reported on National Library Week events. Traverwood Branch is featured on the current month cover of the Ann Arbor Observer. Moeller Design has won a silver Addy for the Traverwood Branch Library brochure.

10-201 XII. NEW BUSINESS

10-202 A. DISCUSSION OF PROPOSED 2010-2011 BUDGET

Associate Director Nieman reviewed the proposed 2010-2011 budget with the Board. Tax revenue reflects the millage rate of 1.55 mills with the assumption of a 6% decrease in property taxes leaving a budget deficit of $200,000. Three options were presented to address the budget deficit: increase the tax mills levied to 1.587; additional reduction of expenditure; use monies from the fund balance to balance the budget. No changes in services, reduction of hours, layoffs or closing of branches is being recommended. The expense side reflects reduction in the following line items: Capital Outlay, Library Programming, Software Licenses, and Materials. Increases are reflected in Building Rental, Circulation Supplies, and Postage. No merit increases will be offered. Health insurance numbers are based on current rates and employees will be asked to share any increase in rates. A breakdown of expenses by branches and departments was also presented.

It was the consensus of the Board to proceed with balancing the proposed budget with monies from the fund balance.

10-203 B. DISCUSSION OF PROPOSED BOARD BYLAWS REVISION

Trustee Murphy informed the Board the Policy Committee is recommending the proposed bylaw revisions which are technical changes resulting from moving Board elections from May to November. Moving the annual meeting from July to January will result in an extension of office for this year only.

After discussion it was consensus of the Board to move the proposed bylaw revisions to an action item at the May Board meeting.

10-204 C. DISCUSSION OF PROPOSED CONFLICT OF INTEREST-LIBRARY ADMINISTRATIVE EMPLOYEES POLICY

Trustee Murphy informed the Board the Policy Committee is recommending the proposed Conflict of Interest policy. This policy affects only administrative positions listed in the policy and is the result of IRS requirements.

After discussion it was consensus of the Board to move the proposed policy to an action item at the May Board meeting.

10-205 D. DISCUSSION OF PROPOSED LEGAL COMPLIANCE POLICY

Trustee Murphy informed the Board the Policy Committee is recommending the proposed Legal Compliance policy. This policy incorporates whistleblower protection and is the result of IRS requirements.

After discussion it was consensus of the Board to move the proposed policy to an action item at the May Board meeting.

10-206 E. RESOLUTION TO ADOPT EXTENSION OF SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

Secretary Leary expressed the Special Issues/FAADL committee’s pleasure with the continued growth of the positive relationship with the Friends. Neither the committee nor the Friends desire adjustment to the space use agreement.

Secretary Leary, supported by Trustee Stearns, moved that the President of the Board of Trustees of the 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 and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

10-207 F. VOTE FOR EXECUTIVE SESSION AT THE MAY 17, 2010 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION, LABOR NEGOTIATIONS & OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Stearns, moved to hold an Executive Session at the May 17, 2010 regular Board meeting for discussion of real estate, director’s evaluation, labor negotiations and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

10-208 XIII. ADJOURNMENT

President Head adjourned the meeting at 7:42 p.m.

March 15, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 15, 2010

10-167 I. CALL TO ORDER

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

10-168 II. ATTENDANCE

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

10-169 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE

10-170 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Head reconvened the meeting at 7:03 p.m.

10-171 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

10-172 VI. APPROVAL OF MINUTES OF FEBRUARY 15, 2010 AND FEBRUARY 18, 2010 WORK SESSION
(Item of action)

Treasurer Rosenthal, supported by Vice President Barney Newman, moved to approve the minutes of February 15, 2010 and February 18, 2010.

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

Motion passed 7-0.

10-173 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-174 VIII. FINANCIAL REPORT

Associate Director Nieman reported February showed tax receipts of just over $11 million reflect 96% of the budgeted amount received through February. The Fund Balance reflects just over $7.1 million. Four items are over the year-to-date budget in operating. The Communication line may need adjustment. The rest of the budget should come into line later in the budget year.

10-175 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

10-176 X. COMMITTEE REPORTS

10-177 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported the committee consisting of herself, Trustee Murphy and Trustee Surovell, met with Director Parker, Associate Director Nieman and Paul Stauder for discussion of funding for libraries. The proposed 2010-2011 budget was reviewed and will be brought to the Board in April.

10-178 B. POLICY COMMITTEE

Vice President Barney Newman reported the committee consisting of herself, Trustee Murphy and Trustee Stearns, met with Director Parker and Associate Director Nieman for discussion of changes to the Board Bylaws. Two draft policies were also discussed.

10-179 C. SPECIAL ISSUES/FAADL COMMITTEE

Secretary Leary reported that the committee had discussion via email, contacted Friends President Pat McDonald and both parties concluded that no changes were forthcoming on the AADL/FAADL space use agreement.

10-180 D. STRATEGIC PLANNING COMMITTEE

President Head reported that the committee had met for a final review of the Strategic Plan. Very few changes were made to the draft. The recommended final document follows later in the agenda.

10-181 XI. DIRECTOR’S REPORT

Director Parker informed the Board of a $50,000.00 check received today from the Friends and that a donation of $250.00 from the Gene Wilson fund would be forthcoming.

10-182 XII. OLD BUSINESS

10-068 A. RESOLUTION TO ADOPT PROPOSED AADL STRATEGIC PLAN 2010-2015
(Item of action)

Treasurer Rosenthal, supported by Vice President Barney Newman, moved to adopt the proposed AADL Strategic Plan for 2010-2015 and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

10-183 XIII. NEW BUSINESS

10-184 A. VOTE FOR EXECUTIVE SESSION AT THE APRIL 19, 2010 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION, LABOR NEGOTIATIONS & OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Trustee Murphy, moved to hold an Executive Session at the April 19, 2010 regular Board meeting for discussion of real estate, director’s evaluation, labor negotiations and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 7-0.

10-185 XIV. ADJOURNMENT

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

President Head adjourned the meeting at 7:24 p.m.

February 18, 2010 Minutes of the Board Work Session

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE WORK SESSION
THURSDAY, FEBRUARY 18, 2010

10-161 I. CALL TO ORDER

President Head called the meeting to order at 7:04 p.m.

10-162 II. ATTENDANCE

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

10-163 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

10-164 IV. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-165 V. OLD BUSINESS

10-068 A. STRATEGIC PLAN DISCUSSION

President Head stated the draft strategic plan is the topic of this meeting.

Associate Director Choate reported on the process used for staff input in crafting the strategic plan. Six staff sessions were held. A blog for additional staff participation was created on the staff intranet.

Sandra Greenstone reported the Strategic Planning Committee reviewed the original draft, allowed for staff input and prepared the revised draft being reviewed tonight.

The Board began review of each section of the draft plan.

The Board reviewed section 1. Services. Clarification was requested and examples were given on several statements.

The Board reviewed section 2. Products. Associate Director Neiburger explained how the library industry was leaning more towards a “content and licensing” model as opposed to the current “purchasing model”. Clarification was requested and examples were given on several statements.

The Board reviewed section 3. Finances. Director Parker stated the goal still remains to develop a multi-year financial process but given the current state of the economy it remains elusive. Associate Director Nieman clarified several statements.

The Board reviewed section 4. Communications. A number of points were discussed and examples or suggestions were provided.

The Board reviewed section 5. Organizational Development. Several points were discussed and examples were provided.

The Board reviewed section 6. Facilities. The Board debated the viability of a Downtown Library building project. Director Parker recommended removing the Facilities section from the Strategic Plan. If the Facilities section is removed some additional modification to the Strategic Plan and adjustment to the 2010-2011 budget process will be required.

10-166 VI. ADJOURNMENT

Vice President Barney Newman, supported by Trustee Stearns moved to adjourn the meeting.

President Head adjourned the meeting at 9:06 p.m.

February 15, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 15, 2010

10-143 I. CALL TO ORDER

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

10-144 II. ATTENDANCE

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

10-145 III. RECESS TO EXECUTIVE SESSION FOR DIRECTOR’S EVALUATION

President Head recessed the meeting to Executive Session at 6:04 p.m.

10-146 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Head reconvened the meeting at 7:03 p.m.

10-147 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

10-148 VI. APPROVAL OF MINUTES OF JANUARY 18, 2010
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to approve the minutes of January 18, 2010.

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

Motion passed 6-0.

10-149 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-150 VIII. FINANCIAL REPORT

Associate Director Nieman reported January showed unrestricted cash balance just over $11 million. Tax receipts of just over $11 million reflect 96% of the budgeted amount received through January. The Fund Balance reflects just under $7.2 million. Five items are over budget in operating and will come back into line later in the year. Utilities saw a huge increase due to estimated gas usage versus an actual reading.

10-151 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to approve January disbursements.

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

Motion passed 6-0.

10-152 X. COMMITTEE REPORTS

10-153 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal report the committee consisting of herself, Trustee Murphy and Trustee Surovell, met with Director Parker, Associate Director Nieman and Jim Greene to begin discussion on the 2010-2011 budget.

10-154 B. EXECUTIVE COMMITTEE

President Head reported the committee consisting of herself, Vice President Barney Newman and Treasurer Rosenthal met to discuss bylaw issues with regards to the change of the election cycle. The Executive committee will ask the Policy Committee to address changes to the Bylaws, a conflict of interest policy for staff and a whistleblower policy as required by the IRS.

President Head requested that the Friends Liaison committee meet to review the Friends agreement that expires May 19th. The agreement can be extended annually if reaffirmed by both boards.

10-155 C. STRATEGIC PLANNING COMMITTEE

President Head reported the committee consisting of herself, Secretary Leary and Trustee Stearns met with administrative staff and Sandra Greenstone to finalize the draft strategic plan. Copies of the draft have been provided to the Board for the upcoming work session. The associate directors facilitated staff meetings and staff also provided input to the strategic plan via the staff intranet.

10-156 XI. DIRECTOR’S REPORT

Director Parker announced the retirement of Judy Calhoun at the end of February after forty years of service.

Director Parker informed the Board of the disposition of withdrawn library materials. Much of the material goes to the Friends but local non-profits, schools, homeless shelters and jails receive material too.

Director Parker shared a February 12, 2010 communication from the Department of Education regarding changes to services provided by the Library of Michigan. Many of the collections within the Library of Michigan will be offered to libraries around the state reducing the size of the collections and services to two floors. Funding for state aid to public libraries is slated for an additional 2% cut in next year’s budget.

Trustee Surovell reported that he is a Trustee of the Library of Michigan Foundation. If the budget for the Library of Michigan does not hold, the foundation will lose its purpose.

Treasurer Barney Newman inquired of the impact on federal funding.

Director Parker stated that if state allocations drop beyond a certain amount federal funding ceases. This would have a direct impact on our patrons as we would lose MeL.

10-157 XII. OLD BUSINESS

No old business was transacted or reported on.

10-158 XIII. NEW BUSINESS

10-159 A. VOTE FOR EXECUTIVE SESSION AT THE MARCH 15, 2010 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION, LABOR NEGOTIATIONS & OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Surovell, moved to hold an Executive Session at the March 15, 2010 regular Board meeting for discussion of real estate, director’s evaluation, labor negotiations and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-160 XIV. ADJOURNMENT

President Head adjourned the meeting at 7:27 p.m.

January 18, 2010 Minutes of the Regular Meeting

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

10-129 I. CALL TO ORDER

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

10-130 II. ATTENDANCE

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

10-131 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

10-132 IV. APPROVAL OF MINUTES OF DECEMBER 21, 2009
(Item of action)

Secretary Leary, supported by Treasurer Rosenthal, moved to approve the minutes of December 21, 2009.

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

Motion passed 7-0.

10-133 V. CITIZENS’ COMMENTS

Nancy Kaplan

Hello, I am Nancy Kaplan and I’m here really just to ask you to all be as open as possible to RFP ideas, to be very open to different RFP ideas for the Library Lot and that there are many avenues to financial benefit and in fact, financial benefit hasn’t been defined. So, maybe there are other ways than just to get tax money or payments from the developer. So all I am asking is that to keep a very open mind. Because you’ve been very creative like with Malletts Creek or with Traver Library. And so I am hoping that same creative instinct will apply to whatever comes of the library parking lot. And, thirdly just be aware that its public land and so we’re hoping for a really open public process because it is public land and so there is some background that hasn’t been as public and were hoping that from going forward that whatever happens will be a very public process. Thank you.

10-134 VI. FINANCIAL REPORT

Associate Director Nieman reported December showed unrestricted cash balance just under $12.4 million. Tax receipts of just over $11 million reflect 95% of the budgeted amount received through December. The Fund Balance reflects just over $7.1 million. Five items are over budget in operating and will come back into line later in the year. $50,000 was received from the Friends of the Ann Arbor District Library.

10-135 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

10-136 VIII. COMMITTEE REPORTS

10-137 A. DIRECTOR’S EVALUATION COMMITTEE

President Head reported that the Director’s Evaluation Committee had met. The committee discussed the evaluation process and decided to use a process similar to last years. Committee members are Secretary Leary, Trustee Stearns and President Head.

10-138 IX. DIRECTOR’S REPORT

Director Parker reported that the Ann Arbor News Archive move is almost complete.

Staff was given the opportunity to participate in the strategic planning process. Sixty staff members attended six discussion sessions led by the associate directors. Staff input will be communicated to the Board Strategic Planning Committee.

A new assistive technology lab was created in the Local History Room and the Local History collection was moved out to the second floor area.

Director Parker created and distributed a timeline of the Ann Arbor District Library Building Program from 1958 to January 2010.

10-139 X. OLD BUSINESS

10-127 A. DISCUSSION OF CITY OF ANN ARBOR “LIBRARY LOT” DEVELOPMENT

Director Parker introduced Mr. Roger Fraser, City Administrator.

Mr. Fraser outlined the City’s RFP process for seeking development proposals for the surface of the “Library Lot”. The seven proposals received will proceed through an interview process this week. The City will also be seeking a consultant to review the proposals as the City does not have in-house expertise to ascertain viability.

The Board engaged Mr. Fraser with numerous questions regarding the planning for this project. They expressed their concern of the lack of a master plan for the area.

Secretary Leary left the meeting at 7:50 p.m.

10-140 XI. NEW BUSINESS

10-141 A. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 15, 2010 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF LEGAL COUNSEL (Item of action)
Roll call vote

Trustee Murphy, supported by Trustee Stearns, moved to hold an Executive Session at the February 15, 2010 regular Board meeting for discussion of real estate, director’s evaluation, and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-142 XII. ADJOURNMENT

President Head adjourned the meeting at 7:55 p.m.

December 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, DECEMBER 21, 2009

10-114 I. CALL TO ORDER

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

10-115 II. ATTENDANCE

Present: Head, Leary, Murphy, Rosenthal, Stearns, Surovell (arr. 6:20 p.m.)
Absent: Barney Newman
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Jim Adams, Butzel Long

10-116 III. VOTE FOR EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

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

A roll call vote was taken.

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

Motion passed 5-0.

10-117 IV. RECESS TO EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL

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

10-118 V. RECONVENE REGULAR MEETING AT 7:00 PM

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

10-119 VI. APPROVAL OF AGENDA
(Item of action)

Secretary Leary, supported by Treasurer Rosenthal, moved to approve the agenda.

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

Motion passed 6-0.

10-120 VII. APPROVAL OF MINUTES OF NOVEMBER 16, 2009 AND DECEMBER 1, 2009
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to approve the minutes of November 16, 2009 and December 1, 2009.

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

Motion passed 6-0.

10-121 VIII. CITIZENS’ COMMENTS

Glen Modell

Hello, I’m Glen Modell as you know, this is my annual audit speech. The items to which I am objecting in the current audit are on pages 22 and 24. Thank you.

10-122 IX. FINANCIAL REPORT

Associate Director Nieman reported November showed unrestricted cash balance just over $13.5 million. Tax receipts of just over $11 million reflect 95% of the budgeted amount received through November. The Fund Balance reflects just over $7 million. Five items are over budget in operating and will come back into line later in the year.

10-123 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Murphy, supported by Secretary Leary, moved to approve November disbursements.

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

Motion passed 6-0.

10-124 XI. DIRECTOR’S REPORT

Director Parker reported the receipt of a $50,000 check from the Friends of the Ann Arbor District Library.

The 2008-2009 online AADL Annual Report was viewed.

10-125 XII. NEW BUSINESS

10-126 A. DISCUSSION ON CHANGING ELECTIONS SCHEDULE FOR THE ANN ARBOR DISTRICT LIBRARY BOARD
(Item of action)

President Head informed the Board of the decision of the Ann Arbor Public School Board to change their election cycle to November. The Library must follow their choice, but may decide whether to hold elections annually, on even or on odd years.

Director Parker stated that if the Board chose even years current Board members terms would be extended through December of 2010.

Secretary Leary, supported by Treasurer Rosenthal, moved That the Board of Trustees of the Library changes the elections for Library Board members to November of odd years, at the same time as Ann Arbor Public School District Board elections.

The Board further discussed the merits of odd versus even year elections.

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

Motion failed 0-6.

Treasurer Rosenthal, supported by Trustee Murphy, moved that the Board of Trustees of the Library changes the elections for Library Board members to November of even years, at the same time as Ann Arbor Public School District Board elections. That a copy of this Resolution shall be transmitted to the Washtenaw County Clerk with a request that provisions for Library Board elections be included in the Ann Arbor Public School District election coordinating committee’s report to the Michigan Secretary of State. That all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-127 B. DISCUSSION OF CITY OF ANN ARBOR LIBRARY LOT PROPOSALS

Director Parker reviewed the background of the Downtown Library building project.

Board discussion revolved around what type of project would serve the Library and its patrons well. The Board discussed the need for a “master plan” of the area incorporating the Library, the “Library Lot”, the former “Y lot” and the Blake Transit location.

10-128 XIII. ADJOURNMENT

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

President Head adjourned the meeting at 8:07 p.m.

December 1, 2009 Minutes of the Special Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
TUESDAY, DECEMBER 1, 2009

10-107 I. CALL TO ORDER

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

10-108 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman (arr. 6:10 p.m.), Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Mark Malven, Dykema

10-109 III. VOTE FOR EXECUTIVE SESSION FOR OPINION OF COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Trustee Stearns, moved to recess to Executive Session opinion of counsel.

A roll call vote was taken.

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

Motion passed 7-0.

10-110 IV. RECESS TO EXECUTIVE SESSION FOR OPINION OF COUNSEL

The Board recessed to Executive Session at 6:06 p.m.

10-111 V. RECONVENE SPECIAL MEETING AT 7:00PM

President Head reconvened the meeting at 7:27 p.m.

10-112 VI. DISCUSSION OF AADL ELECTION SCHEDULE

Director Parker informed the Board of the intention of the Ann Arbor Public Schools to move their May election date to November beginning in 2010. In 2005, legal advice received after the election consolidation law, informed the Board that the District Library must hold their elections at the same time as the Public Schools. The law also requires we hold a public hearing on change of election date. This hearing must be held before December 31, 2009 in order to move the 2010 election.

Moving the election date from May to November would also require Board members to extend their current terms until January 2011.

Director Parker will verify that previous legal advice is still valid and that Trustee Stearns appointment to the Board by the Board will automatically extend.

Trustee Surovell, supported by Trustee Stearns, moved to hold a Public Hearing on December 21, 2009 for change of election date in 2010.

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

Motion passed 7-0.

10-113 VII. ADJOURNMENT

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

President Head adjourned the meeting at 7:42 p.m.

November 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, NOVEMBER 16, 2009

10-088 I. CALL TO ORDER

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

10-089 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Sandra Greenstone, Enliven Consulting; Tracey Kasparke, Rehmann Robson; Mark Malven, Dykema

10-090 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

10-091 IV. APPROVAL OF MINUTES OF OCTOBER 19, 2009
(Item of action)

Vice President Barney Newman, supported by Trustee Murphy, moved to approve the minutes of October 19, 2009.

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

Motion passed 7-0.

10-092 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-093 VI. FINANCIAL REPORT

Associate Director Nieman reported October showed unrestricted cash balance just over $14 million. Tax receipts of just over $11 million reflect 94% of the budgeted amount received through October. The Fund Balance reflects just under $7 million. Five items are over budget in operating and will come back into line later in the year.

10-094 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

10-095 VIII. COMMITTEE REPORTS

10-096 A. STRATEGIC PLANNING STEERING COMMITTEE

President Head reported the committee consisting of herself, Margaret Leary and Carola Stearns met with Director Parker, Celeste Choate, Eli Neiburger and facilitator Sandra Greenstone. Various areas of the Strategic Plan were reviewed and discussed.

10-097 B. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported the committee consisting of herself, Trustee Murphy and Trustee Surovell met with Administration and Dave Fisher to review the 2008-2009 audit statements.

10-098 IX. DIRECTOR’S REPORT

Director Parker reported that AADL received a ranking of five stars and was in the top five in the Library Journal’s America’s Star Libraries in our budget category of $10M-$29M. She noted that 2007 data was used and since then our statistics have increased. Thanks went out to Library staff. Canton Public Library was the only other library to rank with three stars in Michigan.

For the second year in a row, AADL received a Voice of the People Award for Excellence from the International City and County/Management Association (ICMA).

The City received six proposals for the Library Lot. Copies will be provided to the Board once the proposals are made public. There is no update on the easement issue.

10-099 X. OLD BUSINESS

10-068 A. BOARD RETREAT UPDATE - STRATEGIC INITIATIVES DISCUSSION

Sandra Greenstone reviewed with the Board a draft of the AADL Strategic Initiatives. Areas reviewed were: Organizational Development, Communications, Services, Products, Finances and Facilities. Changes noted by the Board will be made, staff will develop goals, and the Strategic Planning Steering Committee will bring a completed document to the February 15, 2010 Board Meeting.

Vice President Barney Newman left the meeting at 7:34 p.m.

10-100 XI. NEW BUSINESS

10-101 A. AUDITOR’S REPORT
Tracey Kasparke, Rehmann Robson

Ms. Kasparke presented the Ann Arbor District Library 2008-2009 Audit Report. She reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/09. No material audit adjustments were needed. No material weaknesses were found.

10-102 B. RESOLUTION TO ACCEPT THE 2008-2009 FINANCIAL AUDIT
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Stearns, moved the Board resolves to accept the 2008-2009 financial audit prepared by Rehmann Robson and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

A roll call vote was taken.

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

Motion passed 6-0.

10-103 C. RESOLUTION TO ENTER INTO AGREEMENT WITH THE HERALD PUBLISHING COMPANY, LLC FOR THE ANN ARBOR NEWS ARCHIVE DONATION
(Item of action)
Mark G. Malven, Dykema

Director Parker provided background information on the negotiations for the Ann Arbor News Archive donation.

Mr. Malven reviewed and answered Board questions regarding the draft agreement between AADL and the Herald Publishing Company.

Secretary Leary left the meeting at 8:42 p.m.

Trustee Murphy, supported by Trustee Surovell, moved that the Director of the Ann Arbor District Library can enter into the Archive Donation Agreement between the Ann Arbor District Library and the Herald Publishing Company, LLC and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

10-104 D. RESOLUTION TO SUPPORT THE RE-ACCREDITATION OF THE UNIVERSITY OF MICHIGAN SCHOOL OF INFORMATION MASTER OF SCIENCE IN INFORMATION DEGREE PROGRAM BY THE AMERICAN LIBRARY ASSOCIATION
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns, moved to support the re-accreditation of the University of Michigan School of Information Master of Science in Information degree program by the American Library Association. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

10-105 E. VOTE FOR EXECUTIVE SESSION AT THE JANUARY 18, 2010 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS & OPINION OF COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Trustee Murphy, moved to hold an Executive Session at the January 18, 2010 regular Board meeting for discussion of real estate, labor negotiations and opinion of counsel.

A roll call vote was taken.

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

Motion passed 5-0.

10-106 XII. ADJOURNMENT

President Head adjourned the meeting at 8:46 p.m.

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.

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