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February 21, 2005 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 21, 2005

05-122 I. CALL TO ORDER

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

05-123 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Brown (Regular Meeting Recorder), Nieman, Parker, Soave (Executive Session Recorder)
Others: Jim Adams, Dykema Gossett

05-124 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF COUNSEL, AND LABOR NEGOTIATIONS PREPARATION

05-125 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Surovell reconvened the regular meeting at 7:02 p.m.

05-126 V. APPROVAL OF AGENDA

Treasurer Leary, supported by Trustee Head, moved to approve the Agenda.

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

Motion passed: 7-0.

Secretary Cahill, supported by Trustee Kincaid, moved to amend the Agenda to add a Resolution for Purchase of Real Property as Item B 05-135 under New Business, and to move the current Item B to Item C 05-136.

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

Motion passed: 7-0.

05-127 VI. APPROVAL OF MINUTES OF JANUARY 24, 2005

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

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

Motion passed: 7-0.

05-128 VII. CITIZENS' COMMENTS

There were no citizen comments.

05-129 VIII. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

We've received 99% of the budgeted tax revenue through January.

There are currently six items in the operating budget that are over budget, specifically Legal and Utilities. As has been explained before, Legal will continue over budget. Utilities were initially under budgeted and therefore will come out over budget at the year's end.

Vice President Murphy asked if the budget would need to be amended.

Associate Director Nieman explained that because our budget is not a "Line Item" budget, as long as we have an overall balanced budget at year's end, we are not required by law to amend it.

05-130 IX. DIRECTOR'S REPORT

In addition to her written report Director Parker also reported the following:

Director Parker extended an invitation to the Board to attend the March 10th Ann Arbor/Ypsilanti Reads reception. In order to accommodate the growing number of participants, this year's reception is being held at the Pioneer High School auditorium.

Director Parker shared a galley of a booklet written by former staff member Shutta Crum and illustrated by current staff member Rachel Levenberg. The booklet is geared toward small children to explain how the Malletts Creek library works as a building.

This booklet fulfills in part the education requirement for the DEQ grant received for Malletts Creek and will complement the permanent signage InSite Design is creating for the bioswale bridge.

Director Parker brought the Board's attention to the Ann Arbor News article in the Sunday paper on the topic of downloadable e-books at the Library.

Additionally, Director Parker shared that a Staff meeting was held this morning to discuss both the budget as well as the status of the strategic plan. She has received a lot of good feedback regarding the conversations that focused on cost and services, how we plan for them, and how we will adjust to changes.

05-131 X. COMMITTEE REPORTS

A. BUDGET AND FINANCE

Treasurer Leary reported the committee met to review the annual budget process and to discuss what issues or changes are anticipated for the upcoming budget year. The committee meets again on March 18th.

B. PERSONNEL

Trustee Head reported the committee met to discuss upcoming staffing issues including the staffing of the Pittsfield branch, and also to discuss the Director's evaluation process.

C. PUBLIC SERVICES

Did not meet.

D. COMMUNITY RELATIONS

Did not meet.

E. FACILITIES

Secretary Cahill reported the committee met to discuss issues related to the purchase of real property as proposed in the Resolution being offered under New Business at this evening's meeting.

F. DEVELOPMENT

Did not meet.

G. TECHNOLOGY ADVISORY

Did not meet.

05-132 XI. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Associate Director Nieman reported that activity this week will include sheet piling and the footings for the retaining wall at the parking lot.

The steel is scheduled for delivery in April, which will provide for noticeable activity on the site. The second bid pack will be going out tomorrow with the opening scheduled for March 10th. The Facilities Committee will then meet and will provide recommendations to the Board for approval at the March Board Meeting.

President Surovell inquired if there were any unexpected findings at the site, specifically with regard to soil quality. Associate Director Nieman stated that the soil quality is as expected.

05-133 XII. NEW BUSINESS

05-134 A. RESOLUTION TO REAFFIRM THE ELECTIONS SCHEDULE FOR THE ANN ARBOR DISTRICT LIBRARY BOARD OF TRUSTEES

Trustee Head, supported by Trustee Greene, moved to approve the Resolution to Reaffirm the Elections Schedule for the Ann Arbor District Library Board of Trustees.

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

Motion passed: 7-0.

Director Parker reported that she consulted with counsel regarding the consolidated election law and how it effects the Library's Board election. Based on the language around our establishment as a district library, it is being recommended that we follow the school district and hold our elections in May.

Director Parker clarified that the county and not the school district will now run the elections and that the school district will continue their elections on an annual basis, while the Library will continue to hold elections each even year.

Secretary Cahill clarified that this change now allows for constituents to vote at the same location for all elections.

05-135 B. RESOLUTION FOR PURCHASE OF REAL PROPERTY

Secretary Cahill, supported by Trustee Kincaid, moved to approve the Resolution for Purchase of Real Property.

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

Motion passed: 7-0.

Trustee Greene called the question.

President Surovell took a vote on the calling of the question, and the Board voted unanimously to come to an immediate vote on the Resolution. The following vote was then taken on adopting the Resolution for Purchase of Real Property:

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

The Resolution was adopted.

05-136 C. VOTE FOR EXECUTIVE SESSION AT THE MARCH 21, 2005 BOARD MEETING FOR OPINION OF COUNSEL, DISCUSSION OF REAL ESTATE, AND LABOR NEGOTIATION PREPARATION

Secretary Cahill, supported by Vice President Murphy, moved to approve the Vote for Executive Session at the March 21st Board Meeting.

A roll call vote was taken:

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

Motion passed: 7-0.

05-137 XIII. ADJOURNMENT

Vice President Murphy, supported by Secretary Cahill, moved to adjourn the meeting.

President Surovell adjourned the meeting at 7:22 p.m.