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FEBRUARY 19, 2007 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 19, 2007

07-136 I. CALL TO ORDER

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

07-137 II. ATTENDANCE

Present: Cahill, Greene, Head, Murphy, Surovell
Absent: Barney Newman, Leary
Staff: Davis, Nieman, Parker

07-138 III. APPROVAL OF AGENDA
(Item of action)

Trustee Murphy, seconded by Secretary Greene, moved to approve the agenda.

AYES: Cahill, Greene, Head, Leary, Murphy, Surovell
NAYS: None
Motion passed 5-0.

07-139 IV. APPROVAL OF MINUTES OF JANUARY 29, 2007

Trustee Surovell, seconded by Trustee Cahil, moved to approve the minutes of January 29, 2007. Trustees Cahill and Murphy pointed out two spelling errors that needed correction.

AYES: Cahill, Greene, Head, Murphy, Surovell
NAYS: None
Motion passed 5-0.

07-140 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

07-141 VI. FINANCIAL REPORT

Associate Director Nieman took the floor and reported the following:
The Library has received tax receipts totaling $13,298,470 which is 97% of the budgeted amount. Currently, 8 line items are over budget, but most will balance by year end. We are beginning to see expenses on NEB and they are shown on page 17 under Capital Outlay for the branch project.

There were no questions from the Board on the Financial Report.

07-142 VII. APPROVAL OF DISBURSEMENTS

Trustee Surovell, seconded by Trustee Murphy, moved to approve disbursements. Trustee Murphy indicated that in the Treasurer's absence she wished to place a discussion of the disbursement process on the upcoming Finance Committee meeting agenda. Vice-President Head clarified that this request was not part of the motion, but would be noted for the record.

AYES: Greene, Head, Murphy, Surovell
NAYS: None
ABSTAIN: Cahill
Motion passed 4-0-1.

07-143 VIII. DIRECTOR’S REPORT

Director Parker presented her report.

07-144 IX. OLD BUSINESS

06-125 A. UPDATE ON NORTHEAST BRANCH
Ken Nieman

The undergound utilities are being installed. In March, the ash harvest with draft horses will take place. We will issue a press release when the date is fixed.

There is a resolution under New Business related to the NEB project.

07-024 B. UPDATE ON STATUS OF FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
Josie Parker

The Board received the financial report from the FAADL audit. The FAADL president and treasurer met with the AADL Administration team last week. Current financial projections and a copy of the current cash handling procedures for FAADL were delivered to AADL. The FAADL has donated 30K to AADL. The FAADL is prepared to donate additional money to AADL in this fiscal year. We are considering our ability to expend an additional large sum before year end. The 30K will be used to fund summer reading. The FAADL understands our budget process and understands that we may not be able to receive further donations this year.

The FAADL is holding Board elections in May. Director Parker thanked both FAADL President Eric Owen and Treasurer Lisa McGrath for the work that has been done. Trustee Cahill added his thanks.

Director Parker has agreed to extend the interim agreement through March 31, 2007.

There were no questions from the Board concerning the report.

07-145 X. NEW BUSINESS

07-146 A. RESOLUTION TO AWARD CONSULTING CONTRACT FOR THE FEASIBILITY/SPACE NEEDS STUDY OF THE DOWNTOWN LIBRARY

Trustee Murphy, seconded by Secretary Greene, moved to approve the resolution and to award a contract to Providence Associates, LLC in the amount of $72,860.

Trustee Cahill offered an amendment, seconded by Trustee Murphy, to add to the line 2.) the verbiage "to be taken from the undesignated fund balance".

AYES: Cahill, Greene, Head, Murphy, Surovell
NAYS: None
Motion to amend the resolution passed 5-0.

Director Parker introduced the staff committee bringing the recommendation to contract with Providence Associates. The committee consisted of: Associate Director Ken Newman, Associate Director Eva Davis, IAS Manager Eli Neiburger, Facilities Manager Tim Minick, and Director Parker.

The Providence team includes:
Laura Isenstein, Principal for Providence, Cottonwood, AZ
O'Neal Construction, Ann Arbor
Cornerstone Design Architects, Ann Arbor
Holzheimer Bolek Architects, Chagrin Falls, OH

AYES: Cahill, Greene, Head, Murphy, Surovell
NAYS: None
Motion passed 5-0.

07-147 B. RESOLUTION TO AWARD CONTRACT FOR TESTING AT THE NORTHEAST BRANCH SITE

Trustee Cahill, seconded by Trustee Murphy, moved to award the contract for testing at the Northeast Branch Site to Soil and Materials Engineers, Inc. (SME) in the amount of $48,450.

AYES: Cahill, Greene, Head, Murphy, Surovell.
NAYES: None
Motion passed 5-0.

07-148 B. VOTE FOR EXECUTIVE SESSION FOR LABOR NEGOTIATIONS, OPINION OF COUNSEL AND DIRECTOR'S EVALUATION AT THE MARCH 26, 2007 MEETING

Trustee Murphy, seconded by Trustee Cahill, moved to hold an executive session at the next regularly scheduled Board meeting for Labor Negotiations, Opinion of Counsel, and Director's Evaluation.

A roll call vote was taken:

AYES: Cahill, Greene, Head, Murphy, Surovell
NAYS: None
Motion passed 5-0.

07-149 XI. ADJOURNMENT

Trustee Cahill, seconded by Trustee Murphy, moved to adjourn.

The meeting adjourned at 8:00 p.m.