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June 16, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
MONDAY, JUNE 16, 2008

08-268 I. CALL TO ORDER

Vice President Head called the meeting to order at 7:00 p.m.

08-269 II. ATTENDANCE

Present: Cahill, Head, Murphy, Barney Newman, Rosenthal, Surovell
Absent: Leary
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

08-270 III. APPROVAL OF AGENDA
(Item of action)

Trustee Cahill, supported by Trustee Murphy, moved to approve the agenda.

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

Motion passed 6-0.

08-271 IV. APPROVAL OF MINUTES OF MAY 20, 2008 REGULAR MEETING AND WORK SESSION
(Item of action)

Treasurer Barney Newman, supported by Trustee Cahill, moved to approve the minutes of the May 20, 2008 meeting and Work Session as presented.

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

Motion passed 6-0.

08-272 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-273 VI. FINANCIAL REPORT

Associate Director Nieman reported the following for May 2008: Tax receipts of over $14 million, 100% of the budgeted amount have been received; the fund balance reflects $7.8 million; two line items are currently over budget; $500,000 was spent on the Traverwood project; $100,000 was spent on the Downtown project.

08-274 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Surovell, supported by Trustee Rosenthal, moved to approve the May disbursements.

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

Motion passed 5-1.

08-275 VIII. COMMITTEE REPORTS

08-276 A. POLICY COMMITTEE

Trustee Cahill reported minutes from the June 6, 2008 Policy Committee meeting were distributed to the Board. Several proposed policy changes are listed in the minutes. Administration has requested additional time to review the changes before they are brought to the Board for discussion. The Committee concurs with this request. Changes to policy will be brought to the Board for discussion in July.

08-277 B. SPECIAL ISSUES COMMITTEE

Vice President Head reported that the Special Issues Committee had met and discussed logistics of meeting with the Friends Board. Details are still being worked out.

08-278 IX. DIRECTOR’S REPORT

The Director’s Report stands as written with the following addition: Director Parker issued congratulations to Terry Soave, Outreach and Neighborhood Services Manager, who was one of nineteen library leaders chosen to attend the Lifelong Access Libraries Leadership Institute sponsored by Libraries for the Future.

08-279 X. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the following on the Traverwood Branch: The wood walls, floors and ceiling have been installed and only require finishing; 90% of the shelving has been installed, beginning June 18th books will be moved to the location; furniture is still being delivered; the landscaping is being worked on; the glass partition is up; the lights are installed; more concrete will be poured this week.

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

Dan Mooney, Luckenbach/Ziegelman, introduced Sandra Greenstone, Enliven Consulting and Mark Paulus, Skanska. Mr. Mooney reported that three public meetings have taken place. He showed the slides that were presented to the public. Overall a total of 80-100 attended the public meetings.

Ms. Greenstone described the processed used during the public meetings. She reviewed her summaries of the public and staff meetings. These summaries were distributed to the board.

Mr. Mooney reviewed the process and timeline during a renovation. Renovation with staff and services remaining in the building would span over 32 months. If staff and services were moved from the library during renovation or in the event of new construction, that time frame would range from 21 to 22 months. The cost to move off site would be the same as staying on site during construction. Either scenario would require a reduction of services provided to the public and moving some non-public services offsite.

08-280 XI. NEW BUSINESS

08-281 A. SUMMER READING PROGRAM PRESENTATION

Sherlonya Turner, Youth Services Manager, gave an enthusiastic presentation of the Library’s summer reading program entitled “Under Construction.” The program is geared for all ages. Ms. Turner explained the game and showed examples of the prizes for the different age ranges.

She reported that at the recent “Taste of Ann Arbor,” over 300 to 400 participants were registered. Friday morning, June 13th, over 700 had registered. As of this evening, 2,200 had registered. The official kick-off party will be this Wednesday at the Ark. The Teen Graffiti Art Contest will be repeated this year along with the Claymation Puppet Workshop. At the completion of the game each participant (18 and under) will receive a free book courtesy of the Friends of the Library.

08-282 B. RESOLUTION TO AMEND THE 2007-2008 APPROVED BUDGET
(Item of action)

Associate Director Nieman reported that two line items, Supplies and Operating Expense, have been identified as being over budget and require adjustment. Funds from Capital Outlay Expense will be transferred to cover the overages.

Trustee Cahill, supported by Trustee Rosenthal moved, to amend the 2007-2008 approved budget as recommended.

Trustee Murphy questioned the process of transferring funds.

Secretary Surovell was not present during the discussion and subsequent vote.

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

Motion passed 5-0.

Secretary Surovell returned to the room.

08-283 C. RESOLUTION OF THANKS TO MARIANNE KENNEDY UPON HER RETIREMENT
(Item of action)

Director Parker stated that Marianne asked the Library to forgo a retirement party in her honor and suggested that interested staff donate children’s books to the Children’s Department or area entities serving youth.

Treasurer Barney Newman, supported by Trustee Cahill, moved that the Board resolves that it would like to officially thank Marianne Kennedy for her service as an employee October 8, 1984 to June 30, 2008 of the Ann Arbor District Library. To recognize Marianne Kennedy for her commitment upon her retirement as of the 30th day of June 2008 and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

08-284 D. RESOLUTION OF APPRECIATION TO DAVID CAHILL
(Item of action)

Trustee Rosenthal, supported by Treasurer Barney Newman, moved that the Board resolves that the Ann Arbor District Library Board would like to officially thank David Cahill for his eight years of outstanding service as an AADL Trustee. That the District Library Board would like to recognize David Cahill for his dedication, leadership, and commitment to the Library, community and staff. That all resolutions that conflict with the provisions of this resolution are rescinded.

Vice President Head presented Trustee Cahill with a clock in appreciation of his service as a Trustee on the Ann Arbor District Library Board.

Trustee Cahill thanked the Board and stated that when he came on the Board the Library was an institution in trouble and now it is not. Since being on the Board he has participated in many decisions. He is most pleased with the decision to hire Josie Parker and the decisions involving the branch libraries. He is very delighted that Traverwood will open to the public on June 30th providing a good bookend to his service.

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

Motion passed 6-0.

08-285 E. VOTE FOR EXECUTIVE SESSION AT THE JULY 21, 2008 REGULAR MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL
(Item of action)
Roll call vote

Trustee Cahill, supported by Secretary Surovell, moved to hold an Executive Session at the July 21, 2008 regular meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

08-286 XII. ADJOURNMENT

Vice President Head adjourned the meeting at 8:02 p.m.