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JULY 21, 2008 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE ANNUAL MEETING
MONDAY, JULY 21, 2008

09-001 I. CALL TO ORDER

President Leary called the meeting to order at 6:03 p.m.

09-002 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Cameron Piggott, Daniel Schairbaum—Dykema

09-003 III. ADMINISTRATION OF OATH OF MEMBERS
Judge Elizabeth Hines, Presiding

Judge Hines administered the oath of office to the following new and returning trustees: Head, Leary, Rosenthal and Surovell.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

09-004 IV. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL

President Leary recessed the meeting for the Executive Session at 6:06 p.m.

09-005 V. RECONVENE ANNUAL MEETING AT 7:00PM AND PRESIDENT’S REMARKS

President Leary reconvened the annual meeting at 7:12 p.m.

President Leary expressed her gratitude to her fellow board members, including former board members Connie Greene and David Cahill, for their support during her term in office.

Vice President Head thanked President Leary for an excellent job.

09-006 VI. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Surovell nominated Rebecca Head for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Trustee Rosenthal nominated Jan Barney Newman for Board Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Barney Newman nominated Prue Rosenthal for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Head nominated Margaret Leary for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

09-007 VII. INSTALLATION OF OFFICERS

Director Parker administered the oath installing Board officers: Trustee Head as President, Trustee Barney Newman as Vice President, Trustee Rosenthal as Treasurer, and Trustee Leary as Secretary.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS (office stated) TO THE BEST OF MY ABILITY.”

09-008 VIII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Leary relinquished control to new officers. President Head presided over the remainder of the meeting.

09-009 IX. APPROVAL OF AGENDA
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to amend the agenda under New Business by moving C. to D. and replacing it by C. Establishment of a nominating committee to fill the vacancy on the Board.

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

Motion passed 6-0.

Trustee Surovell, supported by Treasurer Rosenthal, moved to approve the amended agenda.

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

Motion passed 6-0.

09-010 X. APPROVAL OF MINUTES OF JUNE 16, 2008 REGULAR MEETING

Treasurer Rosenthal, supported by Secretary Leary, moved to approve the minutes of the June 16, 2008 regular meeting.

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

Motion passed 6-0.

09-011 XI. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-012 XII. FINANCIAL REPORT

Associate Director Nieman noted that the financial reports are marked pre-audit. The auditors are scheduled to begin the first week in September.

He reported the following for June 2008: the unrestricted cash balance was $6.2 million; the fund balance reflects $4 million; Traverwood’s budget reflects an additional expense of $1.9 million recognized in June, which will be billed within the next month or so.

09-013 XIII. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Secretary Leary, moved to approve the June disbursements.

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

Motion passed 6-0.

09-014 XIV. COMMITTEE REPORTS

09-015 A. SPECIAL ISSUES COMMITTEE

The committee met last week with Ruth Hastie and Liz Ong from the Friends. Also present were Josie Parker and Sandra Greenstone. The purpose of the meeting was to establish an agenda for discussion at the joint meeting of the AADL Board and the Friends Board. Discussed during this meeting was the value of the Friends organization to the Library and possible scenarios concerning the Downtown Library renovation/construction project. The committee is scheduled to meet again on August 14th.

09-016 B. POLICY COMMITTEE

Secretary Leary addressed the topic of the committee’s proposed policy changes. She recommended that, after a new Policy Committee is appointed, the new committee review the proposed changes with Administration before deciding whether to bring them to the Board.

The Board concurred with her recommendation.

09-017 XV. DIRECTOR’S REPORT

In addition to her written report Director Parker recognized the retirement of Tim Minick.

She reported that the opening of the Traverwood Branch went very well and thanked the Board for having the vision to provide the building to the public.

09-018 XVI. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported that the punch list is being completed. The plumbing requires additional work which will necessitate the closure of the library for a short period of time.

08-257 B. UPDATE ON FIRST PHASE OF THE DOWNTOWN BUILDING/RENOVATION PROJECT

Carl Luckenbach & Dan Mooney—Luckenbach/Ziegelman

Mr. Luckenbach updated the Board on the progress to date. Options being explored include the renovation of the current library building and the construction of a new building on the current library site.

Draft program plans for a remodeled building and a new building were viewed and discussed.

It was the consensus of the Board to continue developing the project as proposed.

President Head recessed the meeting at 8:35 p.m. for a break. President Head reconvened the meeting at 8:40 p.m.

09-019 XVII. NEW BUSINESS

09-020 A. STAUDER, BARCH & ASSOCIATES PRESENTATION

Director Parker introduced Paul Stauder.

Mr. Stauder’s presentation informed the Board of options regarding financing the Downtown Library project.

09-021 B. RESOLUTION OF THANKS TO TIM MINICK UPON HIS RETIREMENT
(Item of action)

Trustee Surovell, supported by Treasurer Rosenthal, moved that the Board resolves that it would like to officially thank Tim Minick for his service as an employee January 4, 1998 to July 31, 2008 of the Ann Arbor District Library. To recognize Tim Minick for his 20 year commitment upon his retirement as of the 31st day of July 2008. That all resolutions that conflict with the provision of this resolution are rescinded.

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

Motion passed 6-0.

09-022 C. ESTABLISHMENT OF NOMINATION COMMITTEE
(Item of action)

President Head announced that a trustee-elect has resigned creating a vacancy on the Board. She established a Nomination Committee with the charge to review qualifications and recommend candidates to the Board at the August 18, 2008 meeting.

Committee members appointed were Trustee Surovell, Vice President Barney Newman and Secretary Leary. Secretary Leary was appointed to chair the committee.

Board members with recommendations for consideration were asked to submit names to the committee.

09-023 D. VOTE FOR EXECUTIVE SESSION AT THE AUGUST 18, 2008 REGULAR MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Vice President Barney Newman, moved to hold an Executive Session at the August 18, 2008 meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

09-024 XVIII. ADJOURNMENT

Secretary Leary, supported by Treasurer Rosenthal, moved to adjourn the meeting.

President Head adjourned the meeting at 9:12 p.m.