Press enter after choosing selection

OCTOBER 22, 2007 Minutes fo the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 22, 2007

08-044- I. CALL TO ORDER

President Leary called the meeting to order at 6:02 p.m.

08-045 II. ATTENDANCE

Present: Cahill, Head, Leary, Murphy, Barney Newman, Surovell
Absent: Greene
Staff: Davis, Doll, Nieman, Parker, Wilson (recorder)
Others: Jim Greene, Dykema, Tom Huntzicker, Kapnick Insurance

08-046 III. AUDITOR’S REPORT

Treasurer Barney Newman introduced Dave Fisher of Rehmann Robson.

Mr. Fisher presented the Ann Arbor District Library 2006-2007 Audit Report. He briefly reviewed the Management’s Discussion and Analysis section of the audit. At the end of the fiscal year, the unreserved fund balance of the general fund was $6,575,731 while the total fund balance was $6,675,740.

Capital assets were summarized. The Northeast Branch Construction in process showed an increase of $1,410,976. Overall the Library is in good shape financially.

The communication letter to the Board had only one recommendation regarding internal controls. It was recommended that the receipt of payroll check sign-off form be retained by the Human Resources Department for one year or until the annual audit is completed.

Management and staff were complimented on an excellent audit.

08-047 IV. RESOLUTION TO ACCEPT THE 2006-2007 FINANCIAL AUDIT
(Item of action)

Treasurer Barney Newman, seconded by Trustee Cahill, resolved to accept the 2006-2007 financial audit prepared by Rehmann Robson.

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

Motion passed 6-0.

08-048 V. VOTE FOR EXECUTIVE SESSION FOR OPINION OF COUNSEL AND DISCUSSION OF LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Cahill, seconded by Vice President Head, moved to go to Executive Session 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.

08-049 VI. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS

The meeting recessed to Executive Session at 6:14 p.m.

08-050 VII. RECONVENE REGULAR MEETING AT 7:30PM

President Leary reconvened the regular meeting at 7:35 p.m.

08-051 VIII. APPROVAL OF AGENDA
(Item of action)

President Leary, seconded by Trustee Cahill, moved to amend the agenda under New Business with the following additions: Resolution of Appreciation to Connie Greene; Discussion and Decision of Board Member Replacement.

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

Motion passed 6-0.

08-052 IX. APPROVAL OF BOARD RETREAT MINUTES OF AUGUST 17, 2007
(Item of action)

Vice President Head, seconded by Trustee Murphy, moved to approve the Board Retreat minutes of August 17, 2007.

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

Motion passed 6-0.

08-053 X. APPROVAL OF MINUTES OF AUGUST 20, 2007
(Item of action)

Treasurer Barney Newman, seconded by Trustee Cahill, moved to approve the minutes of August 20, 2007.

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

Motion passed 6-0.

08-054 XI. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-055 XII. FINANCIAL REPORT

Associate Director Nieman reported that July showed tax receipts of $113,422, 1% of the budgeted amount; three line items over budget; expenditures of $467,000 on the Northeast Branch Project. August showed tax receipts of over $6,000,000, 41% of the budgeted amount; four line items over budget; expenditures of $200,000 on the Northeast Branch Project. September shows a little under $15,000,000 in unrestricted cash; $11,000,000 in tax receipts, 77% of the budgeted amount; four line items over budget; expenditures of $470,000 on the Northeast Branch Project.

08-056 XIII. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Head, seconded by Secretary Surovell, moved to approve August and September disbursements.

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

Motion passed 5-0-1.

08-057 XIV. DIRECTOR’S REPORT

Director Parker brought to the attention of the Board the first section of her report regarding the short story writing project. There were roughly 250 entries. As noted, entries came from as far away as Pakistan. Secretary Surovell recommended securing funding to publish a document from this project. Trustee Murphy requested that Secretary Surovell communicate with the contestant from Pakistan on behalf of the Board.

Director Parker publicly acknowledged Eva Davis, thanking her for her five years at the Library and wishing her well in her new position as Director at Canton. A reception will be held for Eva in November.

Celeste Choate, Access & User Services Manager was introduced.

The Library has submitted an application to the MacArthur Digital Media and Learning Innovation Award competition. The Library is the lead on this application; co-sponsors include U of M School of Information and the Hands on Museum. The competition has an award of a quarter of a million dollars.

Trustee Cahill requested that compliments be passed on to Buzzy Nielsen regarding his report demographics in the Northeast Branch area and accompanying recommendations for collection development for the new branch.

08-058 XV. COMMITTEE REPORTS

A. BOARD ORGANIZATION & BYLAWS

The resulting work of this Committee will be discussed under New Business.

B. BUDGET & FINANCE

The Committee met with the Dave Fisher of Rehmann Robson and reviewed the 2006-2007 draft audit.

C. EXECUTIVE COMMITTEE

The committee met in September to review decisions made at the August Board retreat. Outcomes are presented as C. and D. under Old Business.

08-059 XVI. OLD BUSINESS

06-125 XVII. A. UPDATE ON NORTHEAST BRANCH

Associate Director Nieman reported that the superstructure was up and that the roof would be going on soon. The ash trees are now part of the structure. Concrete is down for parking and the retaining walls are done. Storm water drains are in. The framing around the outside of the building has begun.

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

Director Parker reported that the month-to-month interim agreement is still in place. The Friends contributed $45,000 to the Library in September. It is anticipated that when their audit is received and their Form 990 is filed, a use agreement will be drafted for the remainder of the fiscal year.

08-040 XIX. C. RFQ FOR DOWNTOWN LIBRARY FACILITY

The RFQ draft was presented for additions or corrections. The RFQ indicated that a construction manager will be involved. Copies of architect proposals for Board members were requested. After the Board ranks the proposals interviews may be conducted. It is anticipated that the Board will then vote in December on their choice.

The Board reviewed the RFQ. Corrections and suggestions for changes to content were noted.

08-040 XX. D. RESOLUTION TO AUTHORIZE LIBRARY DIRECTOR TO ISSUE AN RFQ FOR PROVIDING PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES FOR THE DOWNTOWN LIBRARY RENOVATION AND BUILDING PROJECT
(Item of action)

Vice President Head, supported by Trustee Cahill, moved to authorize the Library Director to issue an RFQ for providing professional architectural and engineering services for the Downtown Library renovation and building project.

Trustee Murphy moved to amend the motion to read: for providing professional architectural and engineering services for the proposed Downtown Library renovation and building project.

The amendment failed due to lack of support.

The original motion was voted on.

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

Motion passed 6-0.

08-016 XXI. E. BOARD GOVERNANCE & BYLAW REVISION DISCUSSION

The proposed bylaw revisions were reviewed and discussed at length. Revisions were noted, corrections made and a revised copy of the bylaws are to be distributed to the Board before the next board meeting.

Trustee Murphy requested that the Board calendar reflect activity on a monthly basis.

08-060 XXII. NEW BUSINESS

08-061 XXIII. A. NATIONAL FRIENDS OF LIBRARIES WEEK RESOLUTION
(Item of action)

Trustee Cahill, seconded by Vice President Head, moved to approve the resolution proclaiming October 22-28, 2007 as National Friends of the Library Week. The reading of the resolution was waived.

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

Motion passed 6-0.

08-062 XXIV. B. RESOLUTION OF APPRECIATION TO CONNIE GREENE
(Item of action)

President Leary announced that Trustee Greene submitted her resignation from the Board effective October 17, 2007.

Treasurer Barney Newman, seconded by Trustee Murphy, moved to officially thank Connie Greene for her five and one half years of outstanding service.

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

Motion passed 6-0.

08-063 XXV. C. DISCUSSION AND DECISION OF BOARD MEMBER REPLACEMENT

The Board reviewed the past process used for filling mid-term vacancies on the Board. An interim replacement is needed to hold the office until elections for the Board are held in May at which time a member will be elected to serve the remainder of Trustee Greene’s term.

President Leary opened the floor for nominations.

Treasurer Barney Newman, supported by Vice President Head, nominated Prue Rosenthal.

Trustee Cahill, supported by Trustee Murphy, nominated J.D. Lindeberg.

Treasurer Barney Newman, supported by Secretary Surovell, moved to make a decision tonight by deciding among nominees presented.

Trustee Cahill objected to the process. He stated it was out of order to hold election of nominees, if the nominees had not accepted their election.

President Leary overruled his objection.

Trustee Cahill appealed to the body.

A vote was taken regarding upholding the chair’s decision.

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

The chair’s decision was upheld 4-1-1.

The motion was voted on.

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

President Leary, supported by Trustee Murphy, nominated Sandy White.

There were no further nominations.

A ballot vote was cast. Prue Rosenthal received four votes. Sandy White received two votes.

President Leary will contact Prue Rosenthal and confirm her willingness to serve on the Board.

08-064 XXVI. D. MAY 19, 2008 BOARD MEETING CHANGE OF DATE TO TUESDAY MAY 20, 2008 DUE TO CONFLICT WITH MAJOR PROGRAM ON MONDAY EVENING
(Item of action)

Trustee Cahill, supported by Treasurer Barney Newman, moved to change the May 19, 2008 Board meeting to May 20, 2008.

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

Motion passed 6-0.

08-065 XXVII. E. VOTE FOR EXECUTIVE SESSION AT THE NOVEMBER 19, 2007 REGULAR BOARD MEETING FOR OPINION OF COUNSEL AND LABOR NEGOTIATION PREPARATION
(Item of action)
Roll call vote

Trustee Cahill, seconded by Vice President Head, moved to hold an Executive Session at the November 19, 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.

08-066 XVIII. ADJOURNMENT

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

President Leary adjourned the meeting at 9:50 p.m.