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May 15, 2006 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 15, 2006

06-170 I. CALL TO ORDER

President Surovell called the meeting to order at 6:07 p.m.
Secretary Cahill, supported by Trustee Kincaid, moved to vote for Executive Session for the Director’s Evaluation.

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

Motion passed: 4-0.

06-171 II. ATTENDANCE

Present: Cahill, Greene, Head, Kincaid, Leary, Murphy, Surovell
Absent: None
Staff: Nieman, Parker, Soave (Recorder)
Others: Michael Guthrie, Van Tine|Guthrie Studio of Architecture
Susan Pollay, Executive Director, Downtown Development Authority
Connie Pulcipher, Senior Associate, Beckett & Raeder

06-172 III. RECESS TO EXECUTIVE SESSION FOR DIRECTOR’S EVALUATION

06-173 IV. RECESS TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2006-2007

President Surovell opened the Public Hearing at 6:58 p.m.

At this time, President Surovell introduced and welcomed Jan Barney Newman. Ms. Barney Newman along with incumbents Connie Greene and Barbara Murphy won the May 2, 2006 election to AADL Board of Trustees. The new term begins July 1, 2006.

06-074 V. CALL TO PUBLIC

There were no public comments.

President Surovell closed the Public Hearing at 7:00 p.m.

06-175 VI. RECONVENE REGULAR MEETING AT 6:30 P.M.

President Surovell reconvened the regular meeting at 7:00 p.m.

06-176 VII. APPROVAL OF AGENDA

(Item of action)

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.

06-177 VIII. APPROVAL OF MINUTES OF APRIL 17, 2006

(Item of action)

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

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

Motion passed: 7-0.

06-178 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

06-179 X. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:

• Through the month of April, we’ve received 100% of our budgeted tax receipts.
• Pittsfield: costs are beginning to drop off.
• Northeast: we continue to accrue expenses as we move through the planning process.

06-180 XI. DIRECTOR’S REPORT

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

We will go live with the statewide interlibrary loan delivery service MeLCat the week of September 18th. We are no longer part of MiLE, but have instead been handling all of our interlibrary loans internally. Director Parker acknowledged Adult Services Library Technician Marcella Zorn for her outstanding efforts staffing and managing this work.

Skidmore Inc., the design company we contracted to redesign our website and produce the AXIS Newsletter, has produced a self-promotional newsletter that includes a case-study of the redesign of the AADL.org website. Highlighted are statistics such as an increase of 216% of pages per visit, up to 17.7 pages from 5.6; a 40% increase in average visits per day from February 2005 to February 2006; and an 18% increase in new visitors and average visits per visitor. Also noted was that materials highlighted only on the website generally receive 30-40 requests per hold in comparison to 1 or 2 on most in demand items. Events listed only on the Ann Arbor blogs also have recorded record turn-outs.

06-181 XII. COMMITTEE REPORTS

A. PUBLIC SERVICES & PLANNING

Trustee Greene reported the committee met to review proposed policy changes which will be discussed under New Business.

B. BUDGET & FINANCE

Treasurer Leary reported the committee met and approved the recommendations for the Director’s compensation the Personnel Committee put forward, they reviewed proposed policy changes related to Business and Finance, and they reviewed the proposed 2006-2007 budget.

C. FACILITIES

Trustee Head reported the committee did not meet.

06-182 XIII. OLD BUSINESS

04-207 A. UPDATE ON PITTSFIELD BRANCH

Ken Nieman, Associate Director

Associate Director Nieman reported the following:

Though there may be a delay due to the amount of rainfall we’ve been receiving, the landscaping is expected to be done by the last week in May.

Also depending on the weather, we plan to close the branch for two days next week to put the last coat of asphalt on and re-stripe the driveway. Rain dates have been scheduled should there be a need to delay this work.

Final invoices are indicating that we will be 3-4%, or approximately $200,000, over budget. The costs bringing us over budget include such things as the electricity for the security system and the staining of the concrete both under and inside of the building.

06-125 B. UPDATE ON NORTHEAST BRANCH

Michael Guthrie, Van Tine|Guthrie Studio of Architecture
Ken Nieman, Associate Director

Mike Guthrie of Van Tine|Guthrie presented the Board with the most recent renderings of the site plan that incorporated proposed changes resulting from issues brought up by the City Planning Department as well as the budget. These changes included addressing the sidewalk grade, which in turn affected the parking lot entry as well as the on-street parking.

Mr. Guthrie also spoke to the process that will be used in clearing designated ash trees from the site as well as how those trees will then be used in the structure and design of the building itself.

Associate Director Nieman reviewed the status of the current budget for the Northeast branch project. We are currently $167,000 under budget.

Director Parker reported that she is scheduled to meet with the City Planning Commission on May 16th. While our zoning and site plan are being recommended for approval, there are two issues the Planning Commission has recommended we address:

1) To develop a strategy to control invasive species.

2) To consider providing a public access easement (a path) to the park.

The Board was unanimously in support of Director Parker’s opposition to providing a public access easement.

06-183 XIV. NEW BUSINESS

06-184 A. RESOLUTION TO ACCEPT PROPOSED 2006-2007 BUDGET

(Item of action)

Treasurer Leary, supported by Trustee Head, moved to accept the proposed 2006-2007 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. These changes reflect the numbers with regard to the tax base as well as the Headlee reduction fraction.

The revised budget also shows an increase in health insurance costs.

It is being recommended that the operating millage be set at 1.55 mills.

Director Parker added that operating at 1.55 mills will allow for some renovations to take place at the Downtown location within the proposed budget cycle.

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

Motion passed: 7-0.

Vice President Murphy took the opportunity to commend the staff for doing such a great job of operating on 1.55 mills.

06-185 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES

(Item of action)

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.

06-186 C. REVIEW OF LATEST DESIGN/PROPOSAL FROM THE FIFTH AND DIVISION STUDY

Susan Pollay, Executive Director, Downtown Development Authority
Connie Pulcipher, Senior Associate, Beckett & Raeder

Susan Pollay of the Downtown Development Authority along with Connie Pulcipher of Beckett & Raeder provided the Board with a review of the latest design/proposal from the Fifth and Division Study as it relates to the Downtown AADL.

The review was followed by a question/answer and discussion period.

Ms. Pollay acknowledged and thanked Director Parker for her invaluable input into the process of the study and offered to keep the Board informed of the progress of the plan.

06-187 D. REVIEW OF PROPOSED POLICY CHANGES TO PHILOSOPHICAL STATEMENTS, CIRCULATION, BUILDINGS AND SECURITY, AND BUSINESS AND FINANCE

It was acknowledged that all proposed policy changes had been previously reviewed by the relevant Board committee. There was no further discussion.

Proposed changes will be brought to action at the June meeting.

06-188 E. DISCUSSION OF DIRECTOR’S EVALUATION

Discussion

Trustee Kincaid reported that the Personnel Committee met on several occasions to discuss the Director’s performance. The Director provided both a written as well as a verbal self-evaluation and was interviewed by the Committee. After several meetings, the Committee produced a written evaluation for the Director.

Trustee Kincaid presented the performance evaluation by reading it aloud. The evaluation was acknowledged by all with a round of applause.

President Surovell commended the Personnel Committee for their efforts.

Director Parker acknowledged staff for their part in making her such a success as a Director.

06-189 XV. ADJOURNMENT

President Surovell adjourned the meeting at 8:31 p.m.