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DECEMBER 17, 2007 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 17, 2007

08-093 I. CALL TO ORDER

President Leary called the meeting to order at 6:10 p.m.

08-094 II. ATTENDANCE

Present: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Nieman, Parker, Wilson (recorder)

08-095 III. ADMINISTRATION OF OATH OF MEMBER – PRUE ROSENTHAL

President Leary administered the Oath of Office to Prue Rosenthal.

08-096 IV. APPROVAL OF AGENDA
(Item of action)

Secretary Surovell, supported by Trustee Cahill, moved to approve the agenda.

Trustee Cahill, supported by Vice President Head, moved to amend to the motion to add to the agenda Resolutions of thanks to Marcella Zorn and Diane Clark in New Business after C. and before D.

The amendment was voted on.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

The amended motion was voted on.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

08-097 V. APPROVAL OF MINUTES OF NOVEMBER 19, 2007
(Item of action)

Treasurer Barney Newman, supported by Vice President Head, moved to approve the minutes of November 19, 2007.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

08-098 VI. CITIZENS’ COMMENTS

Glen Modell

“Good evening. My name is Glen Modell, and I am a 32-year employee at the Ann Arbor District Library. This is my annual criticism of the Library’s audit with regard to Library retirement benefits. What I have to say about it is exactly what I said last year. So I won’t bother repeating myself.

However, I would like to add one comment. My first memo on the subject of library retirement benefits was written in 1997. This is my ten-year anniversary. For ten years now, I have written memos. I have attended meetings. I have stood up here and made statements. I have even had my position incorrectly represented at a Board meeting, and was forced to correct it publicly. And during that time, no one – not the Library Administration, not the Library Board, not even the Library’s attorney – has ever claimed that I was mistaken about anything.

With that in mind, I have prepared a packet for the new Board member, which I will give to Karen. This is the same packet that I gave to other Board members in June of 2006. Not much has happened since then, except that I stood up here one year ago and talked about the audit. And I have a message for the new Board member. I would appreciate it very much if you would take the packet home and read it. If you do, I think that you will find it worth your time. Thank you.”

08-099 VII. FINANCIAL REPORT

Associate Director Nieman reported the following for November 2007: Cash reserves have dropped by $1 million; tax receipts of $13.8 million have been received to date; the fund balance sits at $6.6 million; five line items are currently over budget; to date $380,000 has been spent on the Traverwood project.

08-100 VIII. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Head, supported by Secretary Surovell, moved to approve the November disbursements.

AYES: Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: Cahill

Motion passed 6-1.

08-101 IX. COMMITTEE REPORTS

A. EXECUTIVE

President Leary reported the Executive Committee met last week and discussed with Director Parker personnel matters, the Friends agreement and the architect selection process.

08-102 X. DIRECTOR’S REPORT

The Director’s report was distributed. Director Parker noted congratulations to Tim Grimes on his appointment to chair the American Library Association Public and Cultural Programs Advisory Committee for 2008-2009.

08-103 XI. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the following on the Traverwood Branch: on-street parking is completed; rough electrical work is being done; the concrete floor is scheduled to be poured the first week in January; windows have been covered with plastic to enclose the building, keeping the temperature at 40-50 degrees for the beginning of interior work. The project is on schedule.

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

Director Parker reported on Diane Clark’s retirement from the Friends Book Shop. FAADL President, Ruth Hastie is working on a transition team for running the shop. The Friends expect their audit to be completed by the end of December. A retirement reception will be held on January 6th at Malletts Creek Branch Library for Diane Clark.

08-104 XII. NEW BUSINESS

08-105 A. COMMITTEE APPOINTMENTS APPROVAL

Proposed revisions to Board committees were reviewed. Chairs were established as follows: Budget & Finance - Treasurer Barney Newman; Director’s Evaluation - President Leary; Policy - Trustee Cahill.

Trustee Cahill noted a correction to the Committee Assignment listing. Under the heading By Board Member, “Chair” should be added.

Trustee Cahill, supported by Vice President Head, moved to approve the revised Board Committee Assignments for 2007-2008.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

08-106 B. DISCUSSION ON ARCHITECT SERVICES SELECTION FOR DOWNTOWN LIBRARY RENOVATION AND BUILDING PROJECT

January 28-31, 2008 were dates selected for presentations from architects who responded to the RFQ. Trustee Murphy inquired about videotaping the presentations for those Board members who may miss a presentation.

Trustee Cahill inquired about timelines for asking the public for a millage. Secretary Surovell responded that the Board has not made any decisions on deciding to seek a millage.

The Board discussed selection criteria.

Treasurer Barney Newman, supported by Trustee Cahill, moved to approve Board meeting dates of January 28th, 29th, 30th and 31st for public presentations from architectural firms.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

08-107 C. PRESENTATION OF AADL INTERNAL COMMUNICATION METHODS

Eli Neiburger demonstrated the various tools available for staff to communicate internally. Besides email the three communication tools are the “Intranet”, a “staff wiki” and the “channel”.

The Intranet requires a password to access. He demonstrated the type of information available from that source. The Intranet originally went online in 1998. It was recently upgraded and moved to a new platform.

The staff wiki, only available at staff workstations, is being upgraded to be viewed from home and non-staff stations. Access to this “shared notebook” will require a password.

The “channel” (an internet relay channel) is basically a chat room that allows for multi-tasking. It is used by staff in some cases in lieu of the telephone. All staff working on public desk areas log on during their shift.

08-108 D. RESOLUTION OF THANKS TO MARCELLA ZORN UPON HER RETIREMENT

Vice President Head, supported by Trustee Murphy, moved to approve the Resolution of Thanks to Marcella Zorn.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

08-109 E. RESOLUTION OF THANKS TO DIANE CLARK UPON HER RETIRMENT FROM THE ANN ARBOR DISTRICT LIBRARY FRIENDS BOOKSHOP

Trustee Murphy, supported by Vice President Head, moved to approve the Resolution of Thanks to Diane Clark.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

08-110 F. VOTE FOR EXECUTIVE SESSION AT THE JANUARY 28, 2008 REGULAR BOARD MEETING FOR DISCUSSION OF LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Cahill, supported by Vice President Head, moved to hold an Executive Session at the January 28, 2008 board meeting for discussion of labor negotiations.

A roll call vote was taken.

AYES: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

08-111 XIII. ADJOURNMENT

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

President Leary adjourned the meeting at 7:08 p.m.