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FEBRUARY 18, 2008 Minutes of the Regular Meeting

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

08-165 I. CALL TO ORDER

President Leary called the meeting to order at 6:38 p.m.

08-166 II. ATTENDANCE

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

08-167 III. APPROVAL OF AGENDA
(Item of action)

Trustee Cahill, 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.

08-168 IV. APPROVAL OF MINUTES OF JANUARY 28, 2008, JANUARY 29, 2008, JANUARY 30, 2008, JANUARY 31, 2008 AND FEBRUARY 5, 2008
(Item of action)

Treasurer Barney Newman, supported by Secretary Surovell, moved to approve the minutes of January 28, 2008, January 29, 2008, January 30, 2008, January 31, 2008 and February 5, 2008.

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

Motion passed 7-0.

08-169 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-170 VI. FINANCIAL REPORT

Associate Director Nieman reported the following for January 2008: the unrestricted cash balance at the end of January was just over $13 million; 97% of the budgeted tax receipts have been received; the fund balance reflects a little over $6.7 million; six line items are currently over budget, but should fall back into line later in the year; $300,000 was spent on the Traverwood project.

08-171 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-1.

08-172 VIII. COMMITTEE REPORTS

A. DIRECTOR’S EVALUATION COMMITTEE

President Leary reviewed the timeline for the Director’s Evaluation process.
• Director Parker will complete her written self-evaluation by the end of February.
• Each Board member is to compose an individual review and send it to the Director’s Evaluation Committee by March 24th. Board members out of the country in March are to return their reviews by March 10th.
• The Committee will create a composite document for use as an evaluation tool and will present their evaluation and recommended salary adjustment to the Board in April.

08-173 IX. DIRECTOR’S REPORT

The Director’s report stands as written.

08-174 X. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the following on the Traverwood Branch: Duct work is up; curtain walls are going up and some windows are in; the Cor-Ten siding is going up on the exterior and will give the building contrast when it starts to rust; drywall is going up. Costs for the building project are going to exceed the project’s budget. Firmer figures should be available by April. The last two weeks in June are still being targeted for opening.

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

The status of the Friends remains the same. Ruth Hastie reported that they received ninety applications for the Bookstore Director position. They have interviewed all finalists and will be making a decision soon.

08-175 XI. NEW BUSINESS

08-176 A. RFQ FOR CONSTRUCTION MANAGEMENT SERVICES FOR DOWNTOWN LIBRARY RENOVATION AND BUILDING PROJECT

The RFQ was reviewed by the Board. Director Parker requested authorization to create a shortlist from responses received. It was the consensus of the Board to authorize Administration to create a shortlist for presentation to the Board.

08-177 B. RESOLUTION TO AUTHORIZE LIBRARY DIRECTOR TO ISSUE AN RFQ FOR PROVIDING PROFESSIONAL CONSTRUCTION MANAGEMENT SERVICES FOR THE DOWNTOWN LIBRARY RENOVATION AND BUILDING PROJECT
(Item of action)

Treasurer Barney Newman, supported by Trustee Cahill, moved to authorize the Director to issue an RFQ for construction management services for the Downtown Library renovation and building project.

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

Motion passed 7-0.

08-178 C. RESOLUTION TO AWARD THE CONTRACT FOR THE MILLWORK AT THE TRAVERWOOD BRANCH
(Item of action)

Associate Director Nieman stated the millwork for the Traverwood Branch would consist of the interior furniture including shelf ends and tops, computer tables and an information desk. The cost will be $169,095.

Trustee Cahill, supported by Treasurer Barney Newman, moved to authorize awarding the contract for millwork to Wally Kosorski & Company.

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

Motion passed 7-0.

08-179 D. VOTE FOR EXECUTIVE SESSION AT THE APRIL 7, 2008 REGULAR BOARD MEETING FOR DISCUSSION OF LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Cahill, supported by Vice President Head, moved to hold an Executive Session at the April 7, 2008 board meeting for discussion of labor negotiations.

A roll call vote was taken.

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

Motion passed 7-0.

08-180 XII. ADJOURNMENT

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

President Leary adjourned the meeting at 7:14 p.m.