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APRIL 21, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 21, 2008

08-204 I. CALL TO ORDER

President Leary called the meeting to order at 6:05 p.m.

08-205 II. ATTENDANCE

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

08-206 III. RECONVENE REGULAR MEETING AT 7:00PM

President Leary reconvened the meeting at 7:05 p.m. She noted that the Board had not completed its executive session and will recess to executive session at the end the public meeting to continue the discussion of the Director’s evaluation.

08-207 IV. APPROVAL OF AGENDA
(Item of action)

Treasurer Barney Newman, supported by Trustee Cahill, moved to approve the agenda.

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

Motion passed 7-0.

08-208 V. APPROVAL OF MINUTES OF APRIL 7, 2008
(Item of action)

Trustee Cahill, supported by Vice President Head, moved to approve the minutes of April 7, 2008.

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

Motion passed 7-0.

08-209 VI. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-210 VII. FINANCIAL REPORT

Associate Director Nieman reported the following for March 2008: the unrestricted cash balance at the end of March was $10 million; 97% of the budgeted tax receipts have been received; the fund balance reflects $6.3 million; three line items are currently over budget, but should fall back into line later in the year; $400,000 was spent on the Traverwood project.

08-211 VIII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-1.

08-212 IX. COMMITTEE REPORTS

08-213 A. DIRECTOR’S EVALUATION COMMITTEE

President Leary reported that the committee has met and prepared the following letter which was read into the record:

”The Board has completed its annual review of your work. We compared the goals we agreed on a year ago to your self-evaluation and our own assessment of your work, and include those in the attached review.

This letter summarizes our high level of satisfaction with your work.

Josie, you continue to be an excellent director, and a role model for staff at AADL and libraries around the country/world. You continue to move the Library forward assertively, while acting conservatively in the areas of budget, staffing and labor relations. In the currently uncertain atmosphere the ability to do both simultaneously is crucial.

We feel that you met the goal, and that AADL does an excellent job of financial management. AADL’s millage has been “generous” enough to support the Library’s operations to date, including building three new branches. AADL’s plans respect the limits of the millage and AADL’s relatively scarce additional resources, and your plan to hire a Development Director addresses the need to develop new resources.

The Board feels that operations have been redesigned in several areas to achieve greater efficiency, and the LEAN process has been an effective way to do that.

The Board admires your capacity to lead AADL in improving existing services and developing new ones. AADL provides both traditional and innovative services to its population—and expands those where possible. We often receive comments from residents about how many services AADL provides and how well. We support the goal of developing a marketing plan.

The Board feels the goals for Administration and Human Resources have been met, although labor negotiation continues. The role of casual staff has been reduced, four new FTE positions exist, and hiring is based on needed skills and experience not on the MLS degree. The reorganization this year appropriately delegates responsibility to the senior managers who are capable of taking on that responsibility, freeing you immediately for MLA role, and in the near future for your larger public role as plans for downtown are developed and implemented.

The Board is pleased with and proud of your ability to affect Downtown development, and remain apolitical. You and other staff have built relationships because you get the information you need, are trustworthy, and model administrative and financial effectiveness not matched by other governmental entities. A prime example is that securing dedicated public parking for the Downtown Library seems near reality, a critical yet in the past elusive goal.

The Board admires and fully supports your many activities in support of the profession: serving as President of MLA, on the board of the PLA of ALA, your work with ULC, and your many presentations to a wide variety of audiences which spread the word about librarianship, environmental stewardship, and AADL. Congratulations on the Kerrytown award!

The goal of revising the AADL Bylaws was achieved through a joint effort and should be a major improvement by clarifying the relative roles of the Director and the Board in the current circumstances of AADL. Maintaining an effective Board-Director relationship will require continuing effort by all parties, but is essential to AADL’s success.

The Board feels that you have done excellent work in the State and Federal relations part of your job, as in all others. You do this work not only within the state, but internationally (State Department German program).

In terms of planning, governance, and strategic planning: The Board recognizes your role as manager of change and adjustment, at which you excel. We agree with you about the importance of a well crafted strategic plan and look forward to working on the next one.

The Board is very very pleased with your ability to develop facilities, most recently Traverwood, which will “open” in June. We’re pleased with the team we hired for the Downtown project and look forward to hiring the construction manager this month. If Traverwood is slightly late, or over budget, while we recognize and admire your acceptance of responsibility we fully realize the role of others.

Josie, we are unanimous in our belief that we have the best possible Director for the Ann Arbor District Library: YOU!”

08-214 X. DIRECTOR’S REPORT

Director Parker reported the following:

This afternoon two tentative agreements were reached with union leadership. Ratification by each unit’s membership is the next step. The Library management team consisted of Janet P. Smith, DeAnn Doll and Ken Nieman.

The Library is in the process of re-labeling CDs, an idea presented by Librarian Jody Harnish. Staff from multiple departments are participating in this project. To date 8,700 CDs have been relabeled. West and Pittsfield are the only locations remaining. Director Parker thanked all staff working on this project.

Four construction companies have been selected to be interviewed. They are Skanska, Granger, Clark and Barton Malow. A total of eleven RFQ’s for construction management services were received.

08-215 XI. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the following on the Traverwood Branch: siding is nearly completed; drywall is being mudded and taped; all windows are in except around doors; the concrete is being polished; bathroom tiles are being installed this week; framing for the ceiling begins this week.

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

The Friends have stipulated in their proposed bylaws the requirement of an annual audit. They have determined the gift amount to the Library in the next fiscal year will be $100,000.

08-216 XII. NEW BUSINESS

08-217 A. LUCKENBACH/ZIEGELMAN DISCUSSION ON DOWNTOWN LIBRARY RENOVATION/BUILDING PROJECT

Director Parker introduced Carl Luckenbach, Dan Mooney and Doug Kelbaugh. Mr. Luckenbach reviewed the two track process currently being developed. He and Mr. Mooney are completing interviews of staff from various departments to determine workflow patterns along with wish lists.

They reviewed some of the pros and cons of renovation versus a new building. For proper due diligence 40% of the schematic design phase for both tracks will be developed. Presentation of these designs to the Board is being scheduled for the August Board meeting/retreat.

Discussion ensued with the board regarding their thoughts on the project.

08-218 B. DISCUSSION OF 2008-2009 BUDGET

Treasurer Barney Newman presented the proposed 2008-2009 budget. She noted that administration was directed by the Budget and Finance Committee to prepare the budget with a 1% increase over last year and to include additional staffing requests. The Board will adopt the budget at the May meeting along with authorizing the millage levy and establishing the percentage for the Merit pool. Associate Director Nieman answered questions the Board had regarding the proposed budget.

08-219 C. VOTE FOR EXECUTIVE SESSION AT THE MAY 20, 2008 REGULAR BOARD MEETING FOR DISCUSSION OF LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Cahill, supported by Vice President Head, moved to hold an Executive Session at the May 20, 2008 board meeting for discussion of labor negotiations and the Director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

08-220 XIII. RECONVENE EXECUTIVE SESSION FOR DISCUSSION OF DIRECTOR’S EVALUATION

Trustee Cahill, supported by Vice President Head, moved to return to Executive Session for discussion of the Director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

President Leary recessed to Executive Session at 8:15 p.m. to continue discussion of the Director’s evaluation.

Trustee Cahill left the meeting at 8:40 p.m.

08-221 XIV. ADJOURNMENT

President Leary adjourned the meeting at 9:15 p.m.