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NOVEMBER 19, 2007 Minutes of the Regular Meeting

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

08-067 I. CALL TO ORDER

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

08-068 II. ATTENDANCE

Present: Cahill, Head, Leary, Murphy, Barney Newman, Surovell
Absent: None
Staff: Davis, Doll, Nieman, Smith, Parker, Wilson (recorder)
Others: Jim Greene, Dykema

08-069 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF COUNSEL AND LABOR NEGOTIATION PREPARATION

08-070 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Leary reconvened the regular meeting at 7:02 p.m.

08-071 V. APPROVAL OF AGENDA
(Item of action)

President Leary proposed to amend the agenda under New Business with the following addition: G. Discussion on future meetings and vote on changing the March 2008 meeting to April 2008.

Vice President Head, supported by Trustee Cahill, moved approve the agenda as amended.

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

Motion passed 6-0.

08-072 VI. APPROVAL OF MINUTES OF OCTOBER 22, 2007
(Item of action)

Treasurer Barney Newman, supported by Trustee Cahill, moved to approve the minutes of October 22, 2007.

Trustee Cahill proposed the following corrections to the minutes:

On page 9, fifth paragraph down to add to his statement “It was out of order to hold election of nominees, if the nominees had not accepted their election.”

He also stated that within the same discussion Prue Rosenthal’s name was spelled incorrectly. Her first name has an “e”.

There were no objections to the corrections. The minutes stand as corrected.

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

Motion passed 6-0.

08-073 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-074 VIII. FINANCIAL REPORT

Associate Director Nieman reported that through the end of October, 94% of tax receipts totaling over $13 million have been received. There is $6.6 million currently in the fund balance. There are three line items over budget which should come back into line later in the fiscal year. The Library has received a $45,000 donation from the Friends of the Library. For the month of October, $485,000 was spent on the Northeast Branch Project.

08-075 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 5-0-1.

08-076 X. DIRECTOR’S REPORT

Director Parker announced that tomorrow is the last day of work for Eva Davis at the Library. Terry Soave was introduced and explained the award the Library received for participating as a Share Network access point. Director Parker also thanked the Board for their support of her participation in MLA.

Trustee Cahill inquired if the circulation statistics vs. population handed out were an “apples to apples” comparison. Director Parker stated that they were not. The methods used to compile and state library statistics vary widely.

08-077 XI. COMMITTEE REPORTS

A. BOARD GOVERNANCE

The resulting work of this committee will be discussed under Old Business, Item C.

08-078 XII. OLD BUSINESS

06-125 XIII. A. UPDATE ON NORTHEAST BRANCH

Associate Director Nieman reported the following work has been done on the Northeast branch: framing of the exterior walls is completed; the parking lot and driveways have all been paved; the roof is on both wings; some landscaping has been done; the sprinkler system in the garage area has been installed and electrical work has begun. In December the air handlers, boiler and windows should be installed. As soon as the building has been sealed, temporary heating will allow the start of the interior work.

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

Director Parker reported that Diane Clark has announced her retirement from the Friends Book Shop effective the end of this year. Ruth Hastie has put together a transition team for staffing the shop. George Borel, a CPA has volunteered to serve on the Friends Finance Committee. Their Form 990 has been filed. Their License to Solicit will be filed by the end of the year. Their audit is in progress.

08-016 XV. C. RESOLUTION TO ADOPT REVISED BOARD BYLAWS
(Item of action)

Trustee Cahill, supported by Vice President Head, moved to adopt the Board Bylaws as amended.

The Board reviewed the revised Bylaws.

There were no additional amendments to Article I.

Trustee Cahill, supported by Vice President Head, moved to amend Article II, Section 2.1 (d), to read “Purchase, sell, convey, lease, or otherwise acquire or dispose of real or personal property, including, but not limited to, land contracts and installment purchase
contracts.”

AYES: Chill, Head, Leary, Murphy, Barney Newman, Surovell
NAYS: None

Motion passed 6-0.

There were no additional amendments to Article III.

Trustee Murphy, supported by Treasurer Barney Newman, moved to strike Section 4.3 of Article IV, the position of Vice President.

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

Motion failed 1-5.

Trustee Murphy, supported by Vice President Head, moved to amend Article IV, Section 4.8 to read “Resignation from office shall be by written letter submitted to all members of the Board of Trustees.”

After discussion, the amendment and support were withdrawn.

There were no additional amendments to Article V.

Trustee Cahill, supported by Vice President Head, moved to add to Article VI, Section 6.1, Policy Committee to the list of committees and the following section: “6.6.4 Policy Committee. The Policy Committee shall consist of three (3) Trustees and the Library Diector. The Policy Committee shall annually review all Library policies except those within the jurisdiction of the Budget and Finance Committee, and make recommendations for policy changes to the Board of Trustees. The Library Director shall bring to the Policy Committee for review any procedures or practices which affect policy.”

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

Motion passed 5-1.

There were no additional amendments to Article VII.

There were no additional amendments to Article VIII.

The Board voted on the original motion as amended.

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

Motion passed 5-1.

08-079 XVI. NEW BUSINESS

08-080 XVII. A. RESOLUTION TO AWARD CARPET CONTRACT FOR DOWNTOWN LIBRARY
(Item of action)

Treasurer Barney Newman, supported by Vice President Head,moved that a contract for carpeting portions of the Downtown Library be awarded to Decorative Flooring Service at a price quoted of $47,373.

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

Motion passed 6-0.

08-081 XVIII. B. RESOLUTION TO DELEGATE BOARD SECRETARY DUTIES
(Item of action)

Vice President Head, supported by Secretary Surovell, moved that the Board Secretary duties be delegated to the Library Director as outlined.

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

Motion passed 5-1.

08-082 XIX. C. RESOLUTION TO DELEGATE BOARD TREASURER DUTIES
(Item of action)

Secretary Surovell, supported by Vice President Head, moved that the Board Treasurer duties be delegated to the Library Director as outlined.

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

Motion passed 6-0.

08-083 XX. D. DISCUSSION ON NAMING THE NORTHEAST BRANCH

Treasurer Barney Newman, supported by Trustee Cahill, moved to name the new Northeast Branch Library the Traverwood Branch.

Trustee Surovell stated that opening the process of selection of the name of the branch to either committee or the public would probably not result in a more appropriate name.

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

Motion passed 6-0.

08-084 XXI. E. VOTE FOR SPECIAL MEETING ON DECEMBER 13, 2007 FOR ARCHITECTS PRESENTATION
(Item of action)

Vice President Head, supported by Trustee Cahill, moved to hold a Special Board meeting on December 13, 2007 for interviewing architectural firms if necessary.

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

Motion passed 6-0.

08-085 XXII. F. VOTE FOR EXECUTIVE SESSION AT THE DECEMBER 17, 2007 REGULAR BOARD MEETING FOR OPINION OF COUNSEL AND LABOR NEGOTIATION PREPARATION

(Item of action)
Roll call vote

Trustee Cahill, supported by Vice President Head, moved to hold an Executive Session at the December 17, 2007 regular board meeting for opinion of council and for labor negotiation preparation.

A roll call vote was taken.

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

Motion passed 6-0.

08-086 XXIII. G. VOTE TO CHANGE MARCH 17, 2008 SCHEDULED MEETING DATE TO APRIL 7, 2008 DUE TO CONFLICT WITH BOARD MEMBER SCHEDULES

Treasurer Barney Newman, supported by Trustee Cahill, moved to change the March 17, 2008 Board meeting to April 7, 2008.

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

Motion passed 6-0.

08-087 XXIV. ADJOURNMENT

Trustee Cahill, moved to adjourn.

President Leary adjourned the meeting at 8:04 p.m.