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APRIL 16, 2007 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 16, 2007

07-166 I. CALL TO ORDER

President Leary called the meeting to order at 6:00 p.m.

07-167 II. ATTENDANCE

Present: Cahill, Greene, Head, Leary, Murphy, Surovell (arr. 6:15 p.m.)
Absent: Barney Newman
Staff: Davis, Doll, Parker, Wilson (recorder)
Others: Jim Greene, Dykema

07-168 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION

07-169 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Leary reconvened the regular meeting at 7:14 p.m.

07-170 V. APPROVAL OF AGENDA
(Item of action)

Trustee Cahill, seconded by Trustee Head, moved to approve the agenda.

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

Motion passed 6-0.

07-171 VI. APPROVAL OF MINUTES OF MARCH 26, 2007
(Item of action)

Trustee Surovell, seconded by Trustee Head, moved to approve the minutes of March 26, 2007.

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

Motion passed 6-0

07-172 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

07-173 VIII. FINANCIAL REPORT

Director Parker reported the following:
The unrestricted cash balance as of the end March was $9,779,023, down from $10,811,532 in February. As of March 31st tax receipts totaling $13,410,665, which is 97% of the budget, have been received. There are some year-to-date expenditures that are over budget but should even out by the end of the year. One line item that may need adjusting is Communications.

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

07-174 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, seconded by Trustee Head, moved to approve disbursements.

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

Motion passed 5-0-1.

07-175 X. DIRECTOR’S REPORT

In addition to the regular report, Director Parker reported discussion with the Ann Arbor Police Department regarding illegal drug activity in the Downtown library. It is suspected that two different groups of individuals are involved. The activity has been confined to the lobby and front porch. The police department was very complimentary on how the library has addressed security measures in the library. Extra lights have been added to the front porch and they are on longer. The payphone on the front porch is being removed and we are considering making the wall on Fifth Avenue a no loitering location. To our knowledge no innocent patrons or library staff have been approached or offered drugs. Police representation was present at a recent library focus group speaking on designing public buildings to discourage illegal activity. The City has addressed several safety concerns regarding the old Y building.

David Cahill noted that Director Parker had been keeping the board informed of this issue. Trustee Leary underlined the importance of the City ultimately taking responsibility for situations that the library can’t control.

07-176 XI. COMMITTEE REPORTS

A. PERSONNEL

Trustee Murphy reported that the Personnel Committee had met reviewed the director’s self-evaluation and worked on the evaluation by the Board. They are also working on a salary recommendation to be presented next month.

07-177 XII. OLD BUSINESS

06-125 A. UPDATE ON NORTHEAST BRANCH
Josie Parker

Director Parker reported that concrete is being poured, as weather permits. Underground utilities are still being placed in the south end. The project is on time and on budget.

There were no questions from the Board.

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

Director Parker introduced Ruth Hastie from the Friends Board and Diane Clark, Bookshop Manager. The Friends audit has been received. They have filed their 990 and the application for their License to Solicit. In May when new officers are elected, they will file for their non-profit status. The library will be meeting with the new board in June to negotiate an annual use agreement. At the Friends meeting $10,000 was approved for the Northeast Branch, bringing their upcoming donation to $135,000. The Friends annual meeting will be on May 19th at Malletts Creek Branch.

Director Parker has agreed to extend the month-to-month agreement through May 31, 2007.

07-146 C. UPDATE ON THE SPACE NEEDS STUDY OF THE DOWNTOWN LIBRARY
Josie Parker

Director Parker reported that eleven focus groups were scheduled last week for the space needs study. Good response was received from all groups invited. There will be a representative from the consultants here Sunday April 22nd at the Director’s Program. Township supervisors were also contacted, five were able to participate. Both city and county administrators participated.

Trustee Murphy noted that the interviewing techniques used by the consultants were impressive.

07-178 XIII. NEW BUSINESS

07-179 A. DISCUSSION OF 2007-2008 BUDGET

Director Parker presented the proposed 2007-2008 budget. Tax revenue is projected at 1.55 mils with the tax base being estimated to go up 4%. All other revenue projections are based on the current year’s actual.

On the expense side new full-time employees will be hired including: four information desk clerks, one librarian and six material processors/shelvers. A merit pool of 3% is recommended. Under employee benefits a 10% increase is being budgeted for insurances, which may change when actual figures are received.

Director Parker reviewed the description of all line items. Line items were adjusted accordingly based on current year expenditures and anticipated expenses next year.

Trustee Cahill inquired if the Materials line included any supplement to the Northeast Collection. Director Parker responded that the building budget reflects that expense. Trustee Cahill inquired if more security staff is needed. Director Parker responded that discussion is underway with staff and they are trying to work within the budget.

Trustee Murphy pointed out that the current year budget is coming in at almost one million under projected expenses. Director Parker noted that investments did better than anticipated and that the monies earmarked for work Downtown have not been used. There was also more tax income than anticipated.

State aid for the 2007-2008 budget has been reduced by 50%. Given the finances of the State that money may totally disappear.

Increases in Fines and Fees revenue is being attributed to patrons paying online with credit cards.

07-180 B. VOTE FOR EXECUTIVE SESSION AT THE MAY 21, 2007, REGULAR BOARD MEETING FOR DISCUSSION OF LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Murphy, seconded by Trustee Cahill, moved to hold an executive session at the May 21, 2007 regular Board meeting for the discussion of labor negotiations and the Director’s evaluation.

A roll call vote was taken.

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

Motion passed 6-0.

07-181 XIV. ADJOURNMENT

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

The meeting adjourned at 7:49 p.m.