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December 20, 2004 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 20, 2004

05-094 I. CALL TO ORDER

President Surovell called the meeting to order at 6:06 p.m.

05-095 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Nieman, Parker, Soave (Recorder)

05-096 III. APPROVAL OF AGENDA

Secretary Cahill, supported by Treasurer Leary, moved to approve the Agenda.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-097 IV. APPROVAL OF MINUTES OF NOVEMBER 15, 2004 AND DECEMBER 10, 2004

Trustee Head, supported by Secretary Cahill, moved to approve the Minutes.

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-098 V. CITIZENS’ COMMENTS

Library staff member Glen Modell took the floor:

“Good evening. My name is Glen Modell. I am an employee here, and most of you know me by now. Last February, I requested that you not rehire the firm of Rehmann Robson as library auditor. I said, at that time, that their last four audits had been incorrect on the subject of library retirement benefits. This is a subject about which I have had an ongoing conversation with the Board since 1997. Because of those four incorrect audits, I felt that the firm should not be rehired.

I have looked over the new audit, and unfortunately, Rehmann Robson’s record now stands at five for five. There are inaccuracies on page 23, under “Transfers of Assets”, on page 24, under “Defined Benefit Pension Plan”, and on page 25, under “Defined Contribution Plan”. Most of these inaccuracies are implicit, but not all of them.

I’ve written to the Board before about the inaccuracies on pages 24 and 25. They date back to the early audits written by DeLoitte Touche, and have been carried through on the Rehmann Robson audits, year after year. I’ve also written to the Board about the information on page 23, although not in connection with the audits themselves. The reason I wrote about this is that the information appeared in a memo written to me by Mary Anne Hodel in April of 2000, and I responded to it in that context, not knowing that it was also in the second DeLoite Touche audit. The same information later appeared in the Rehmann Robson audits.

Which brings me to my next point. It has always been my impression that when you hire an auditor, the auditor in fact writes the audit. But that has not happened in this case. All of this information started out in the DeLoite Touche audits, and ended up in the Rehmann Robson audits. Is it the job of an auditor to rubber-stamp whatever is in the current audit, whether it’s accurate or not, even if someone else originally wrote it?

Well, that’s all I have to say this evening. There’s very little I’ve said tonight that I haven’t said before. If any of you are interested in exploring the matter further, I would be happy to discuss it with you.”

05-099 VI. FINANCIAL REPORT

Associate Director Nieman took the floor:

As of the end of November, we’ve received 97% of the budgeted tax receipts.

There are five items over budget year-to-date.

Nothing is out of the ordinary this month.

The branch expansion shows just over $64,000 spent for the month, most of which was spent on the Pittsfield Branch.

The roll-forward of the fund balance, $8.7 million at the end of November, is very healthy.

05-100 VII. DIRECTOR’S REPORT

Director Parker took the opportunity to update the Board on what so far has been accomplished in reaching the goals set forth in the Strategic Plan Initiative.

Goal 1: Increase convenience in accessing existing services and materials:

With regard to the Bookmobile and senior services:

The current Bookmobile is being converted to provide service to seniors. Every senior center in the district will be serviced either through the Bookmobile itself or through lobby service.

There are plans to replace the Bookmobile with a smaller van that is designed for people with disabilities.

Goal 2: Ensure access to a balanced collection of materials, information resources and services for our community’s rapidly growing and culturally diverse populations:

With regard to Seniors:

Again, Director Parker referred to the new Bookmobile services.

With regard to Teens:

This weekend culminated our Mario Cart competition. Programs were offered to teens, youth, and adults over the course of three months. Attendance was high with about 40 players at each session. It was fun for all.

Director Parker took the opportunity to acknowledge all staff that were involved, but singled out IAS as going above and beyond to make it a truly spectacular event. IAS was also instrumental in having the final tournament broadcast live on Community Television Network.

Director Parker also reported that it was decided by teen services, community relations and administration to outsource AXIS, the teen newsletter for a change of format. Everyone involved is happy with the results.

Director Parker has been invited to participate in a County-wide Youth Summit, a six-month initiative spearheaded by the County.

Goal 3: Cultivate partnerships to develop programs and services that meet the diverse needs of the following communities:

With regard to local arts:

Director Parker has been participating in, as well as providing Library space for, the Ann Arbor Cool Cities Stakeholders meetings that have taken place over the last year. In addition, the Library was represented at the statewide Cool Cities conference earlier this month.

With regard to the homeless:

The Library has been and will continue to participate in the countywide initiative to end homelessness.

Goal 4: Promote intellectual freedom:

Director Parker shared that she felt the recent lawsuit was an unintended but amazing way to publicize the AADL’s role in promoting the understanding of public libraries in American life.

On a local level, Director Parker recently spoke at the UM Law School on the topic of the USA Patriot Act and its affect on public libraries.

In addition, on the local level, she has invited the City Council, Mayor, and City Administrator to tour the Downtown building in order to raise awareness of the challenges we face.

Trustee Greene asked for an update on the Ann Arbor Reads program.

Updates are available on the AADL website. The first meetings that the AADL will be involved with, the Discussion Leader Training Sessions, will begin in January.

05-101 VIII. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Did not meet.

B. PERSONNEL

Did not meet.

C. PUBLIC SERVICES

Did not meet.

D. COMMUNITY RELATIONS

Did not meet.

E. FACILITIES

Did not meet.

F. DEVELOPMENT

Did not meet.

G. TECHNOLOGY ADVISORY

Did not meet.

05-102 IX. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Associate Director Nieman reported that the soil erosion permit has been obtained and the soil erosion fence is going up.

Secretary Cahill asked what the latest estimate is of when the branch will open to which Associate Director Nieman replied Spring of 2006.

05-079 B. RECOGNITION OF SHUTTA CRUM FOR YEARS OF SERVICE TO ANN ARBOR DISTRICT LIBRARY UPON HER RETIREMENT

Shutta Crum was not present.

05-080 C. RECOGNITION OF BETTE THOMPSON FOR YEARS OF SERVICE TO ANN ARBOR DISTRICT LIBRARY UPON HER RETIREMENT

Bette Thompson was not present.

05-103 X. NEW BUSINESS

05-104 A. VOTE FOR EXECUTIVE SESSION AT THE JANUARY 24, 2005 BOARD MEETING FOR OPINION OF COUNSEL, DISCUSSION OF REAL ESTATE, AND LABOR NEGOTIATION PREPARATION

Trustee Head, supported by Secretary Cahill, moved to approve the Vote for Executive Session at the January 24th Board Meeting.

A roll call vote was taken:

AYES: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
NAYS: None

Motion passed: 7-0.

05-105 XI. ADJOURNMENT

Vice President Murphy, supported by Trustee Kincaid, moved to adjourn the meeting.

The meeting adjourned at 6:29 p.m.