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May 16, 2005 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 16, 2005

05-173 I. CALL TO ORDER

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

Secretary Cahill, supported by Trustee Kincaid, moved to have included in the Executive Session, Discussion of Director's Evaluation.

AYES: Cahill, Greene, Kincaid, Surovell
NAYS: None

Motion passed: 4-0.

05-174 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Neiburger, Nieman, Parker, Soave (Recorder)
Others: Mark Paulus, Skanska USA

05-175 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF COUNSEL, DIRECTOR'S EVALUATION AND LABOR NEGOTIATIONS PREPARATION

05-176 IV. RECESS TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2005-2006

President Surovell opened the Public Hearing at 7:03 p.m.

05-1 77 V. CALL TO PUBLIC

There were no public comments.

President Surovell closed the Public Hearing at 7:04 p.m.

05-1 78 VI. RECONVENE REGULAR MEETING

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

05-179 VII. APPROVAL OF AGENDA

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

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

Motion passed: 7-0.

05-180 VIII. APPROVAL OF MINUTES OF APRIL 18, 2005

Vice President Murphy, supported by Trustee Head, moved to approve the Minutes.

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

Motion passed: 7-0.

05-181 IX. CITIZENS' COMMENTS

There were no citizens' comments.

05-182 X. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

The Library has received 100% of the budgeted amount of tax receipts through the month of April.

There are six items currently over budget. Four are expected to fall back into line, however Legal and Utilities will remain over their budgeted amounts for the year.

There's $360,000 that we've recognized as expense for the Pittsfield branch. As building continues that amount will continue to grow.

The fund balance roll-forward shows a balance of just over $9 million.

05-183 XI. DIRECTOR'S REPORT

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

The AADL website was cited in the May 1st edition of Library Journal under a heading called "Are Libraries Nimble Enough?" It was a reprint of the front page of the AADL website. This is pertinent to what will be discussed later in the evening with regard to revamping the aadl.org website.

The Library contracted with design firm Skidmore to design a new publication for teenagers called AXIS with a web component. Skidmore is the design company that we've also contracted with for the redesign of the website. They have been nominated for four major awards for the AXIS publication, have won three and are waiting to hear on the fourth. One that they've won is an international award given to design studios and marketing firms. These are awards for both the print publication as well as the web component.

05-184 XII. COMMITTEE REPORTS

A. PUBLIC SERVICES

Treasurer Leary reported the committee met to review the contract for janitorial services for 2005-2006 and to review policy changes for the new automation system, both of which are items under New Business on the Agenda.

05-185 XIII. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Mark Paulus of Skanska USA took the floor and reported the following:

Through the month of April earthwork foundations and pre-cast concrete was completed. In the month of May earthwork is continuing. Site utilities began this week on the site itself and should be complete within the next two weeks. Concrete foundations for the slab on grade area should be complete by the end of the week. The in-floor conduit system on the elevated slab is being installed. Once that's installed, we should expect that sometime next week the in-slab piping should going in. Things are progressing very nicely right now.

05-186 XIV. NEW BUSINESS

05-187 A. RESOLUTION TO ACCEPT PROPOSED 2005-2006 BUDGET

Vice President Murphy, supported by Trustee Head, moved to accept the proposed 2005-2006 budget.

Associate Director Nieman reported that the proposed budget in the May Board Packet is different from the proposed budget in the April Board Packet because we received the taxable base and the Headlee reduction amount already. The revised budget reflects this.

The revised budget shows an increase to the property tax revenue for operations of approximately $250,000. $46,000 of this amount has been added to the salaries and wages budget, $169,000 has been added to the materials budget (which is approximately 17% higher than last year's budgeted amount), and $35,000 has been added to the repairs and maintenance budget.

There is a reduction in the building expansion budget and revenue by about $38,000 and that reflects the Headlee amount, bringing the top end of our millage down. The good news is that with the tax base going up it increases everything going out into the future.

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

Motion passed: 7-0.

05-188 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES

Secretary Cahill, supported by Treasurer Leary, moved to authorize the millage rate to be levied by taxing authorities.

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

Motion passed: 7-0.

05-189 C. RESOLUTION OF THANKS TO JANE WATERS UPON HER RETIREMENT

Vice President Murphy, supported by Trustee Head, moved to thank Jane Waters upon her retirement.

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

Motion passed: 7-0.

05-190 D. RESOLUTION WELCOMING TÜBINGEN LORD MAYOR BRIGITTE RUSS-SCHERER, GERMAN AMERICAN INSTITUTE DIRECTOR UTE BECHDORF AND TÜBINGEN CITIZENS TO CELEBRATE THE FORTIETH ANNIVERSARY OF THE SISTER CITY RELATIONSHIP BETWEEN TÜBINGEN, GERMANY AND ANN ARBOR, MICHIGAN

Vice President Murphy, supported by Trustee Greene, moved to welcome Tübingen Lord Mayor Brigitte Russ-Scherer, German American Institute Director Ute Bechdorf and Tübingen citizens to celebrate the fortieth anniversary of the Sister City relationship between Tübingen, Germany and Ann Arbor, Michigan.

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

Motion passed: 7-0.

Vice President Murphy took the opportunity to acknowledge and thank Director Parker and staff for their efforts in coordinating related events.

05-191 E. RESOLUTION TO APPROVE LETTER OF AGREEMENT DATED MAY 2, 2005 WITH THE ANN ARBOR DISTRICT LIBRARY LIBRARIANS ASSOCIATION

Trustee Head, supported by Trustee Kincaid, moved to approve the Letter of Agreement dated May 2, 2005 with the Ann Arbor District Library Librarians Association.

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

Motion passed: 7-0.

05-192 F. RESOLUTION TO APPROVE LETTER OF AGREEMENT DATED MAY 12, 2005 WITH THE ANN ARBOR DISTRICT LIBRARY STAFF ASSOCIATES

Vice President Murphy, supported by Trustee Kincaid, moved to approve the Letter of Agreement dated May 12, 2005 with the Ann Arbor District Library Staff Associates.

Director Parker reported that earlier that afternoon at around 5:00 p.m. Staff Associates Co-president, Robin Madigan and unit member Glen Modell approached Executive Assistant Terry Soave and asked if she could amend the Agenda and remove this item of business. Ms. Soave informed them that she did not have the authority to take such an action and recommended that they speak with Director Parker.

In speaking with the both of them, it is Director Parker's understanding that Mr. Modell was disputing the authority of the two presidents to enter into this agreement and was disputing whether or not the unit had actually voted to go forward with it.

Mr. Modell requested of Director Parker, and Ms. Madigan did not disagree, that she ask the Board to remove this item of business from the agenda. Director Parker relayed his request to the Board during the Closed Session discussion on labor.

Secretary Cahill moved to postpone this item until the next Board meeting. Trustee Head seconded the motion.

Secretary Cahill spoke to the motion. He stated that it was his understanding that the agreement is in effect because it had been signed by the appropriate executive officers of both the union and the Library. Apparently there's a challenge to the validity of the union's signatures. As a courtesy to the union, he would like to postpone voting to approve the Letter of Agreement. He also stated that as long as both presidents of the union have not rescinded their signatures, it should be recognized as a valid agreement.

Trustee Head removed her second stating that she is not comfortable with having a signed agreement while at the same time not paying attention to the two co-presidents who actually signed the agreement.

Treasurer Leary seconded Secretary Cahill's motion to postpone.

Treasurer Leary is against postponing because as far as she can tell both parties, that is the District Library and the Staff Associates union, took the steps that they were supposed to take. It's possible that a union member might think that not all the steps were taken, but she believes the correct action for someone who feels that way is to take it up with the union. We don't have anything in writing; we don't have anything from both co-presidents, and she thinks it's important for the Board to support a legitimate effort on the part of both parties. She expressed great respect for the unions and is glad we were able to reach the extension agreement that we reached. She wouldn't like to give a signal of anything other than strong Board support for the agreement of an extension.

Both Trustee Kincaid and Trustee Greene supported Treasurer Leary's comments.

Vice President Murphy wanted to emphasize that she saw no reason to postpone at all. It is a signed agreement, it's in effect. The Board's approval is merely a formal recognition.

Trustee Head reiterated the importance of recognizing the fact that the union has agreed to this and the question on the table, that the union is against this agreement, is not completely clear. She stated she understands that there is an individual who needs to deal internally with his union, but that's a different issue from a signed agreement that the union has stepped forward with and committed to. Out of respect for the union, it is her opinion that the Board should move forward.

Trustee Kincaid called the question.

There was no objection to the call of the question.

A vote was taken on the postponement of the Resolution to Approve Letter of Agreement Dated May 12, 2005 with the Ann Arbor District Library Staff Associates:

AYES: Cahill
NAYS: Greene, Head, Kincaid, Leary, Murphy, Surovell

Motion failed: 1-6.

President Surovell stated it is his opinion that the act of a member of the union accompanied by a co-president approaching the Executive Assistant at 5:00 p.m. on the day the Board meets to ask that she remove this item from the agenda, is outrageous. In addition, he does not view being approached by a single member a legitimate request.

President Surovell also stated his serious desire to respect the unions, and his belief that the only way to respect the union is to vote in favor of acknowledging the document in front of them (the Board), a document that has been presented and executed.

Vice President Murphy emphasized that to vote to approve the resolution is a point of respect not only toward the unions, but toward staff and the attorneys as well. It is a good faith agreement on both sides and respect is due to all involved.

The original motion was brought to a vote:

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

Motion passed: 7-0.

At this point in the proceedings Trustee Head, supported by Secretary Cahill, moved to amend the Agenda to add a discussion on the Director's Evaluation as Item J under New Business, moving the current Item J to Item K.

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

Motion passed: 7-0.

05-193 G. RESOLUTION TO AWARD CONTRACT FOR JANITORIAL SERVICE FOR THE 2005-2006 BUDGET YEAR TO PIONEER JANITORIAL SERVICES

Trustee Head, supported by Treasurer Leary, moved to award the contract for janitorial service for the 2005-2006 budget year to Pioneer Janitorial Services.

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

Motion passed: 7-0.

05-194 H. PRESENTATION ON WEBSITE REDESIGN AND MIGRATION

Eli Neiburger, IAS Manager took the floor and reported the following:

He reviewed some of the processes Skidmore will use to help determine how to most appropriately link all the different aspects of the site. The primary goal is to have the site structured in such a way that people will be able to find what they're looking for.

Presentations on the new site design will be made to the Technology Advisory Committee the 1st week in June and to the staff at the all-staff meeting June 13th.

Before launching the new site, there will also be a sneak preview for the public.

New automation system features include:

Greater speed
24/7 catalog availability
More sophisticated search functions (e.g., limiting search to available items only and/or limiting search to a specific branch)
Differentiation between DVD vs. VHS, book on tape vs. book on CD, and other formats
Better support for books in series
Better display of serials holdings
The availability summary will contain the same amount of relevant information as it does now, but in a smaller amount of space
Information on how many holds an item has on it will be available, as well as what place a patron is in line for a hold
Shopping cart type functionality, for placing requests or building item lists
Opt-in record of check-out history (many patrons are asking for this service)
On-line credit card fine resolution (This service will be for on-line users only. Credit cards are not accepted at the circulation desk at any location.)
Change own email address and pin number
Create preferred searches to be automatically emailed
Wireless catalog will enable people to use the service from a suitably-equipped cell phone or PDA
New aadl.org website features include:
A complete reorganization of the services we have available
An improved events search and better event organization
The ability to link to on-demand video of an event
Supports email and SMS (messages sent to a phone or PDA) event reminders
The ability to link to DVDs when we produce a DVD of an event
Metafind, which will enable searching all of our databases at one time, including databases not managed by AADL
A comprehensive service directory: organizing every single thing that we do, so that it can be searched any way the patron may want to view it
Consolidating book and video blogs
A Library news blog
Continuation of what's new and hot, but with a more prominent presence
New features and improvements for World of Reading
Picture Ann Arbor
Director Parker took the opportunity to acknowledge all staff members involved in the process:

Migration Project Manager: Janet P. Smith,

Automation committee: Debbie Gallagher, Glen Modell, Eli Neiburger, Richard LeSeueur, Wendy St. Antoine, Souraya Laham

Web design committee: Eva Davis, Eli Neiburger, Jenny Hoffman, Chuck Yates, Amy Cantu, Terry Soave

05-195 I. PROPOSED POLICY CHANGES DUE TO THE MIGRATION TO INNOVATIVE INTERFACES IN JULY

Director Parker reviewed the process of how policy changes are made. The Board was informed at an earlier Board meeting that the need for changes to these policies was expected. The proposed changes were then brought to the Public Services committee for discussion and now to the full Board for discussion.

There are three policies that will be affected by the migration to Innovative:

Patron confidentiality: we are not going to be violating any laws. Both of the services we will be instituting are a direct response to patron requests for the services.

Missing, Long-over-dues: missing and long-over-dues is bringing the policy up to date with our practice already in place with Unique Management.

Fines: the change is merely bringing the maximum fines for materials in line with each other, making them consistent with each other.

Director Parker asked for the Board's tolerance in this process, should something additional arise that might have policy implications, to waive the normal month consideration and entertain the opportunity for voting in June.

The Board had no objection to waiving the month consideration for this purpose.

05-196 J. DISCUSSION OF DIRECTOR'S EVALUATION

President Surovell read a portion of the letter written on behalf of the Board to recognize their assessment of Director Parker's performance:

"On behalf of the Board of Directors of the Ann Arbor District Library, I want to thank you for another year of distinguished and outstanding service to the Library. You have met, and exceeded, the goals we set together last year in your annual report.

…Your ability to guide the institutional development of one of America's leading regional libraries by choosing and bringing out the very best performances from the staff make the Board proud to have you as Library Director."

05-197 K. VOTE FOR EXECUTIVE SESSION AT THE JUNE 20, 2005 BOARD MEETING FOR OPINION OF COUNSEL, DISCUSSION OF REAL ESTATE AND LABOR NEGOTIATION PREPARATION

Trustee Kincaid, supported by Secretary Cahill, moved to approve the Vote for Executive Session at the June 20th Board Meeting.

A roll call vote was taken:

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

Motion passed: 7-0.

05-198 XV. ADJOURNMENT

President Surovell adjourned the meeting at 8:15 p.m.