Press enter after choosing selection

MAY 20, 2008 Minutes of the Regular Meeting & Worksession

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE REGULAR MEETING
TUESDAY, MAY 20, 2008

08-237 I. CALL TO ORDER

President Leary called the meeting to order at 7:02 p.m.

08-238 II. ATTENDANCE

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

08-239 III. RECESS TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2008-2009 AT 7:00PM

Trustee Cahill, supported by Vice President Head, moved to recess to the Public Hearing on the Budget.

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

Motion passed 6-0.

08-240 IV. CALL FOR PUBLIC COMMENT ON THE BUDGET

President Leary called for public comment on the 2008-2009 Budget at 7:03 p.m.

There were no public comments.

Secretary Surovell, supported by Trustee Cahill, moved to close the Public Hearing and reconvene the regular meeting.

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

Motion passed 6-0.

08-241 V. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING

President Leary called the meeting to order at 7:04 p.m.

08-242 VI. APPROVAL OF AGENDA
(Item of action)

Treasurer Barney Newman, supported by Trustee Cahill, moved to approve the agenda.

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

Motion passed 6-0.

08-243 VII. APPROVAL OF MINUTES OF APRIL 18, 2008, APRIL 21, 2008, APRIL 23, 2008 AND APRIL 24, 2008
(Item of action)

Trustee Cahill, supported by Vice President Head, moved to approve the minutes of April 18, 2008, April 21, 2008, April 23, 2008 and April 24, 2008 as presented.

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

Motion passed 6-0.

08-244 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

08-245 IX. FINANCIAL REPORT

Associate Director Nieman reported the following for April 2008: Tax receipts of over $14 million, 98% of the budgeted amount have been received; the fund balance reflects $6.1 million; three line items are currently over budget, two of which should fall back into line and one operating expense may need to be adjusted; $410,000 was spent on the Traverwood project; $25,000 was spent on the Downtown project.

08-246 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Vice President Head, supported by Treasurer Barney Newman, moved to approve the April disbursements.

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

Motion passed 5-1.

08-247 XI. COMMITTEE REPORTS

08-248 A. EXECUTIVE COMMITTEE

President Leary reported that the Executive Committee had met. The topic of discussion concerned real estate and may be brought to the Board in Executive Session at a later date.

08-249 B. SPECIAL COMMITTEE ON RELATIONS BETWEEN AADL AND FRIENDS

Treasurer Barney Newman reported the Special Friends Committee met last week. The committee determined that a joint meeting of both Boards with an outside facilitator would be the best way to proceed. The goal of that meeting would be to determine a shared vision.

Vice President Head, supported by Trustee Cahill, moved that the Special Friends Committee work with the President of the Friends Board to determine the logistics for a joint meeting of both Boards.

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

Motion passed 6-0.

08-250 XII. DIRECTOR’S REPORT

Director Parker reported the following: The Northeast Branch will be closed on June 1st. The Traverwood Branch will be opening on June 30th.

Erin Helmrich, Youth Services Librarian, has received the Michigan Library Association’s Frances H. Pletz Award. Meaghan Battle, Youth Services Librarian, has been elected to serve on the American Library Association’s John Newbery Award Committee.

The AADL has received an award from CAPP in recognition of the successful re-siting of the David Lee Brown sculpture now located at Pittsfield Branch. A dedication will be held this summer.

Special recognition goes to the Community Relations Department for successful recent events: Tubingen reception, Book Festival reception and the Cokie Roberts program – all in a short time frame. Thanks to Tim Grimes, Jenny Hoffman, Ken Raynor, Shirley Coleman, Tom Smith, Diego Ascani, Matt Dubay and Al Sjoerdsma.

08-251 XIII. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the following on the Traverwood Branch: Scheduled opening date is June 30th. Tiling of the bathrooms has begun; the wood ceiling and walls are going up; painting is being done; light fixtures are going up and carpeting installed. Shelving will be arriving the first week of June. Beginning on June 16th, books will be moved from Northeast to Traverwood. A caravan of kids and families will be moving books from Northeast to Traverwood on the morning of the opening day.

08-252 XIV. NEW BUSINESS

08-253 A. RESOLUTION TO ACCEPT PROPOSED 2008-2009 BUDGET
(Item of action)

Treasurer Barney Newman, supported by Trustee Cahill, moved that the Board resolves as follows: to approve and adopt the budget for the fiscal year ending June 30, 2009, as presented. All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

Associate Director Nieman was complemented on his budget presentation.

08-254 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Trustee Cahill, supported by Secretary Surovell, moved that the Board resolves as follows:

1.) That as to the 2008-2009 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.55 mills, and the voted millage for Library capital expenditures shall be the amount of .3714 mills for a total of 1.9214 mills.

2.) That the foregoing amounts are levied by the Ann Arbor District Library and the Secretary of the Board of Trustees is authorized and directed to report the same as the Library tax levy to the proper assessing officer(s) of the appropriate agencies and the Secretary may provide copies of this resolution when requested by any appropriate agency.

3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2008, except as subsequently altered or amended by appropriate certification.

4.) That a certified copy of this Resolution may be issued as though the original with the certification provided.

5.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

08-255 C. RESOLUTION TO ADOPT THE 2008-2009 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Vice President Head, supported by Trustee Rosenthal, moved that the Board resolves:

Whereas, on an annual basis the Board adopts an Operating Budget for the Library and;

Whereas, the Michigan Department of Treasury’s Uniform Accounting Procedures Manual includes the following requirements for approval of disbursements:

All disbursements must be approved by the legislative body prior to disbursement unless addressed otherwise in the charter. The legislative body may establish a formal policy to authorize payments prior to approval to avoid finance or late charges and to pay appropriated amounts and payroll (including related payroll taxes and withholdings). This policy must be very limited and a list of payments made prior to approval must be presented to the legislative body for approval.

Now, therefore, be it resolved that:

1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2008-09 the total amount of $13,143,000 for the expenditure categories set forth in the budget.

2.) Disbursements for Payroll and Related Payroll Taxes and Withholdings. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, the Director of the Library, the Associate Director of Finance of the Library or Human Resources Manager of the Library (each as “Authorized Officer”) are hereby authorized to provide for the disbursement of Library funds for payroll (including related payroll taxes and withholdings) provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

3.) Disbursements for Recurring Expenses that are necessary to Avoid Finance of Late Charges. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for payments that are for recurring expenses and are necessary to avoid finance or late charges, such as payments for utilities, equipment leases and similar expenses, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

4.) Disbursements for Appropriated Amounts. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for expenditures that have been previously appropriated by the Board pursuant to Paragraph No. 1 of this Resolution, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

5.) Presentation of Disbursements to the Library Board. All disbursements made pursuant to the authority of this Resolution must be presented to the Library Board for approval at a subsequent Board meeting.

6.) Limitation of Disbursements to $28,000. Notwithstanding any provision to the contrary in this Resolution, no Authorized Officer shall be allowed to approve any single expenditure in excess of $28,000 unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board.

7.)Requirement for Dual Signatures. Nothing in this Resolution shall be construed as modifying the current Library Board policy that requires two authorized signatures on all checks, excluding payroll checks, in the amount of $2,500 or more.

8.) Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.

Trustee Cahill moved the following amendment to paragraph five:
to strike the clause “for approval at a subsequent Board meeting” and insert the following statement “prior to disbursement except as provided in paragraphs two and three.”

The amendment to the original motion failed due to lack of support.

The original motion was voted on.

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

Motion passed 5-1.

08-256 D. RESOLUTION TO AMEND APPROVED BUDGET FOR TRAVERWOOD
(Item of action)

Treasurer Barney Newman, supported by Trustee Cahill, moved to amend the approved budget for the Traverwood Branch.

Associate Director Nieman reviewed the approved budget along with the expenses that created the overage requiring an amendment.

Trustee Cahill expressed that a 1.2% overage on a $10 million project is exceedingly low.

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

Motion passed 6-0.

08-257 E. RESOLUTION TO ACCEPT ARCHITECT’S SERVICES AGREEMENT BETWEEN ANN ARBOR DISTRICT LIBRARY AND LUCKENBACH|ZIEGELMAN ARCHITECTS, PLLC FOR THE FIRST PHASE OF THE DOWNTOWN LIBRARY RENOVATION AND BUILDING PROJECT
(Item of action)

Vice President Head, supported by Trustee Cahill, moved to approve the Architect’s Service Agreement between the Ann Arbor District Library and Luckenbach|Ziegelman Architects for the first phase of the Downtown Library Building Project.

Associate Director Nieman clarified that this agreement covers only the first phase of this project.

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

Motion passed 6-0.

08-258 F. RESOLUTION TO RATIFY AGREEMENT WITH THE ANN ARBOR DISTRICT LIBRARY LIBRARIANS ASSOCIATION
(Item of action)

Treasurer Barney Newman, supported by Secretary Surovell, moved to ratify the agreement with the Librarians Association effective June 1, 2008.

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

Motion passed 6-0.

08-259 G. RESOLUTION TO RATIFY AGREEMENT WITH THE ANN ARBOR DISTRICT LIBRARY STAFF ASSOCIATES
(Item of action)

Trustee Cahill, supported by Trustee Rosenthal, moved to ratify the agreement with the Staff Associates effective June 1, 2008.

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

Motion passed 6-0.

08-260 H. RESOLUTION TO AWARD BIDS FOR JANITORAL SERVICES FOR THE LIBRARY
(Item of action)

Trustee Rosenthal, supported by Vice President Head, moved to award contracts for janitorial service for the 2008-2009 budget year as presented.

Associate Director Nieman explained the process used to secure bids for this service.

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

Motion passed 6-0.

08-261 I. SET REGULARLY SCHEDULED 2008-2009 BOARD MEETINGS
(Item of action)

Trustee Rosenthal, supported by Treasurer Barney Newman, moved to adopt the 2008-2009 meeting schedule as presented.

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

Motion passed 6-0.

Administration was directed to establish a date for the Board Retreat that is agreeable to all Board members.

08-262 J. VOTE TO HOLD A WORK SESSION IMMEDIATELY FOLLOWING ADJOURNMENT OF MAY 20, 2008 BOARD MEETING FOR DISCUSSION OF DOWNTOWN PROJECT
(Item of action)

Trustee Cahill, supported by Secretary Surovell, moved to adjourn to a Board Work Session for the discussion of the Downtown Project.

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

Motion passed 6-0.

08-263 XV. ADJOURNMENT

President Leary adjourned the meeting at 8:04 p.m.

ANN ARBOR DISTRICT LIBRARY BOARD
MINUTES OF THE WORK SESSION OF
TUESDAY, MAY 20, 2008

08-264 I. CALL TO ORDER

President Leary called the meeting to order at 8:12 p.m.

08-265 II. ATTENDANCE

Present: Cahill, Head, Leary, Barney Newman Rosenthal, Surovell
Absent: Murphy
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Carl Luckenbach, Dan Mooney - Luckenbach|Ziegelman

08-266 III. NEW BUSINESS

08-257 A. DISCUSSION OF DOWNTOWN PROJECT
Carl Luckenbach
Dan Mooney
Luckenbach|Ziegelman

Director Parker introduced Carl Luckenbach and Dan Mooney.

Carl Luckenbach presented the following topics for review and discussion:

• The neighborhood surrounding the Library
• The proposed underground garage and its implications
• Temporary surface parking
• Library Lane design concepts
• A plaza

Staff input resulted in the following “needs”:
• Daylight
• Pleasant internal stairway
• Work group or collaborative work area
• Staff lunchroom/lounge
• Elimination of material handling problems with a larger staff elevator
• Elimination of congestion at the dock/delivery area

Patron input resulted in the following “needs”:
• Convenient parking
• Convenient pick up and drop off
• Safety and security
• Ample covered bicycle parking
• Quiet space in the Library
• Diverse seating arrangements
• Coffee was desirable by only 48%
• A strategic way to provide an appropriate level of dignity in dealing with “homeless” patrons

Two strategies currently being developed include the partial demolition of the current Library with a new addition and the building of a new Library on top of the proposed parking structure.

The first proposal will demolish the second story portion of the Library allowing a four story addition to the property line. Various floor layouts were viewed and discussed.

Another possibility proposed was to demolish the entire building and build a new facility. This would require the relocation of the Library to a temporary location.

It was the consensus of the Board that building on top of the proposed parking garage was not practical.

It was the consensus of the Board to further investigate demolishing the current Library building and build a new facility.

It was the consensus of the Board to authorize the Director to pursue the possibility of securing property at another downtown location.

08-267 IV. ADJOURNMENT

President Leary adjourned the meeting at 9:50 p.m.