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APRIL 7, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 7, 2008

08-181 I. CALL TO ORDER

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

08-182 II. ATTENDANCE

Present: Cahill, Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Jim Greene, Dykema

08-183 III. VOTE FOR EXECUTIVE SESSION FOR DISCUSSION OF DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

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

A roll call vote was taken.

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

Motion passed 5-0.

08-184 IV. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION

President Leary recessed the meeting for the Executive Session at 6:03 p.m.

08-185 V. RECONVENE REGULAR MEETING AT 7:00PM

President Leary reconvened the meeting at 7:05 p.m.

08-186 VI. APPROVAL OF AGENDA
(Item of action)

Trustee Murphy, supported by Vice President Head, moved to approve the agenda.

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

Motion passed 7-0.

08-187 VII. APPROVAL OF MINUTES OF FEBRUARY 18, 2008
(Item of action)

Trustee Murphy, supported by Vice President Head, moved to approve the minutes of February 18, 2008.

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

Motion passed 7-0.

08-188 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-189 IX. FINANCIAL REPORT

Associate Director Nieman reported the following for February 2008: the unrestricted cash balance at the end of February was $11.5 million; 97% of the budgeted tax receipts have been received; the fund balance reflects $6.6 million; four line items are currently over budget, but should fall back into line later in the year; $500,000 was spent on the Traverwood project.

08-190 X. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-1.

08-191 XI. COMMITTEE REPORTS

A. BUDGET AND FINANCE COMMITTEE

The Committee has met and reviewed the proposed 2008-2009 budget presented by Administration. The draft budget showed no increase and the committee asked that a 1% increase be reflected and include expenditures desired. The proposed 2008-2009 budget will be presented to the Board at the April 21st meeting.

B. DIRECTOR’S EVALUATION COMMITTEE

Comments have been completed on the draft contract. The contract will be brought to the Board at the April 21st meeting.

08-192 XII. DIRECTOR’S REPORT

In addition to her written report, Director Parker added the following:

Eleven RFQ’s were received in response for Construction Management Services. The Administrative team along with Dan Mooney and Carl Luckenbach will provide a shortlist to the Board for interviews by the next Board meeting. Responses were received from the following firms: Barton Malow Company, Christman Construction Company, Clark Construction Company, Frank Rewold & Son, Inc., Granger Construction Company, JC Beal Construction, Inc., O’Neal Construction, Skanska, Skillman Corporation, Sorensen Gross Construction Company, and Spence Brothers.

The staff survey format has been changed from paper to an online process. Today is the last day for participation. As of last Friday 130 staff had participated.

Staff acknowledgments have recently been received from organizations and patrons. The most recent being from Bill Gosling recognizing Laura Raynor, Ken Raynor and Tim Grimes.

Staff from AADL will participate in the Downtown Kickball League. Terry Soave has volunteered to captain the library team. Games will be played on Sundays and Tuesdays.

AADL recently hosted a “tech un-conference”. The “un-conference” consisted of no facilitators or speakers and attendees decided who would lead the discussions and the topics of those discussions. Fifty people from four states participated.

Rebecca Head recognized Tim Grimes, Shirley Coleman and Josie Parker for their effort to provide a special program on April 12th entitled Sustainability and Religion.

08-193 XIII. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the following on the Traverwood Branch: Rough electrical and HVAC work is done; drywall is almost all up; siding is close to completion; windows nearly all installed; ceilings are going up next month; carpet installation should be completed by the end of May; sidewalks and curbs going in by the end of this month.

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

Director Parker and Ruth Hastie have signed the contract extension agreement this month through the end of June 2008. The Friends have hired Janis Detlefs as the new Book Shop director. The Book Shop will be open during major National Library Week programs at the library.

08-194 XIV. NEW BUSINESS

08-195 A. LUCKENBACH/ZIEGELMAN DISCUSSION ON DOWNTOWN LIBRARY RENOVATION/BUILDING PROJECT

Director Parker introduced Dan Mooney from Luckenbach/Ziegelman who discussed the Public Engagement Plan which outlines how Luckenbach/Ziegelman is handling the RFQ process. At the next Board meeting Carl Luckenbach will talk about the planning and design process.

Weekly meetings are taking place with Administrative staff and Luckenbach/Ziegelman. This process is looking at urban design with the goal to prepare multiple schemes including pricing and schematic design work for presentation to the Board in August. After the Board determines the design they wish to pursue a complete schematic design will be developed.

Three public meetings have been scheduled in June to gather feedback from the public.

08-196 B. VOTE FOR EXECUTIVE SESSION AT THE APRIL 21, 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 April 21, 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.

08-197 XV. ADJOURNMENT

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

President Leary adjourned the meeting at 7:45 p.m.