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AUGUST 18, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 18, 2008

09-025 I. CALL TO ORDER

Vice President Barney Newman called the meeting to order at 6:00 p.m.

09-026 II. ATTENDANCE

Present: Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: Head
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Cameron Piggott, Daniel Schairbaum—Dykema

09-027 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL

09-028 IV. RECONVENE REGULAR MEETING AT 7:00PM

Vice President Barney Newman reconvened the regular meeting at 7:00 p.m.

09-029 V. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve the agenda.

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

Motion passed 5-0.

09-030 VI. APPROVAL OF MINUTES OF JULY 21, 2008
(Item of action)

Secretary Leary, supported by Treasurer Rosenthal, moved to approve the minutes of the July 21, 2008 meeting.

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

Motion passed 5-0.

09-031 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-032 VIII. FINANCIAL REPORT

Associate Director Nieman reported that there was no Financial Report in the packet. Financials for the new fiscal year are not generally presented to the Board until after the audit. The auditors will be in the first week of September to begin their fieldwork.

09-033 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, supported by Trustee Murphy, moved to approve the July disbursements.

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

Motion passed 5-0.

09-034 X. COMMITTEE REPORTS

09-035 A. SPECIAL ISSUES COMMITTEE

Vice President Barney Newman reported the committee met on July 18th with Friends Board members Ruth Hastie and Elizabeth Ong to discuss agenda items for the joint meeting of both Boards. The Friends Board is scheduled to meet on August 27th to address concerns regarding Ruth’s anticipated lengthy absence due to a sudden illness. Barbara Murphy, Jan Barney Newman and Josie Parker will attend that meeting as guests.

09-036 B. NOMINATION COMMITTEE

Secretary Leary reported the committee discussed the options of approaching former board members or recommending someone new. It was the consensus of the committee to endorse Carola Stearns as the newest AADL Board member. Ms. Stearns was suggested by Treasurer Rosenthal. Secretary Leary distributed Ms. Stearns resume along with the document the committee drafted for prospective candidates explaining the requirements of the board position.

09-037 XI. DIRECTOR’S REPORT

Director Parker reported that the Library will be offering two new services. The first is a Blu-Ray collection launching next week. Blu-Ray is the successor to the DVD format.

The second, beginning in September, is HelpNow subscribed from Brainfuse, Inc. HelpNow is a one-on-one online tutoring service that offers conventional homework help in both English and Spanish for grades 3-12. The Library will also be providing drop-in afternoon homework help using college students to tutor students.

AADL recently supported two young persons pursuing the highest ranks possible in Scouting. One held a science and math program for younger children for her Gold Award. An Eagle Scout Award was earned for providing bird houses at Pittsfield Branch. All library-related fees associated with these projects were waived.

09-038 XII. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associated Director Nieman reported that the exterior sign is ordered for the branch. A permanent permit of occupancy has not yet been received. We are addressing the remaining items on the punch list.

08-257 B. UPDATE ON FIRST PHASE OF THE DOWNTOWN BUILDING/RENOVATION PROJECT
Carl Luckenbach & Dan Mooney, Luckenbach/Ziegelman

Mr. Luckenbach reviewed the progress to date. Reviewed were:
• the project objective
• alternatives evaluated and eliminated
• buildings concepts

Fitting a new library building on the underground garage has been eliminated as an option. Preliminary costs for the building/renovation project are being developed with Skanska. A brief discussion on LEED certification was held. Mr. Luckenbach will provide the Board with information on LEED certification requirements.

09-039 XIII. NEW BUSINESS

09-040 A. BOARD MEMBER REPLACEMENT
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Murphy, moved to appoint Carola Stearns to fill the vacancy presently on the Board of Trustees.

A roll call vote was taken.

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

Motion passed 5-0.

Secretary Leary noted that in accordance with AADL Board Bylaws Trustee Stearns appointment concludes in 2010 with the next scheduled election of board members. At that time the remaining two years on the position will be open to the election process. Director Parker stated arrangements will be made to have the Oath of Office performed before the August 28th Board Retreat.

09-041 B. VOTE FOR EXECUTIVE SESSION AT THE AUGUST 28, 2008 BOARD RETREAT FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Treasurer Rosenthal, moved to hold an Executive Session at the August 28, 2008 Board Retreat for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 5-0.

09-042 C. VOTE FOR EXECUTIVE SESSION AT THE SEPTEMBER 15,2008 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Treasurer Rosenthal, moved to hold an Executive Session at the September 15, 2008 Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 5-0.

09-043 XIV. ADJOURNMENT

Trustee Surovell, supported by Secretary Leary, moved to adjourn the meeting.

Vice President Barney Newman adjourned the meeting at 8:25 p.m.