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NOVEMBER 17, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 17, 2008

09-092 I. CALL TO ORDER

President Head called the meeting to order at 6:04 p.m.

09-093 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Jim Adams, Butzel Long; Dave Fisher, Rehmann Robson

09-094 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL

09-095 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Head reconvened the regular meeting at 7:05 p.m.

09-096 V. AUDITOR’S REPORT
Dave Fisher, Rehmann Robson

Mr. Fisher presented the Ann Arbor District Library 2007-2008 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit. At the end of the fiscal year, the unreserved fund balance of the general fund was $3,575,000 while the total fund balance was $4,221,693.

Capital assets were summarized. Traverwood Branch Construction showed an investment of $6,200,000.

Under new guidelines an in-depth analysis of internal controls was completed. Mr. Fisher stated the Library’s internal controls are solid. The communication letter to the Board had two recommendations: that each pay period a maintenance report be generated for pay-rate changes and reviewed by staff not responsible for payroll; that the moveable capital assets inventory worksheets be completed in their entirety.

09-097 VI. APPROVAL OF AGENDA
(Item of action)

President Head added under New Business D. Appointment of Special Ad Hoc Committee.

Vice President Barney Newman, supported by Secretary Leary, moved to approve the agenda as revised.

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

Motion passed 7-0.

09-098 VII. APPROVAL OF MINUTES OF OCTOBER 20, 2008
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve the minutes of the October 20, 2008 regular meeting.

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

Motion passed 7-0.

09-099 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-100 IX. FINANCIAL REPORT

Associate Director Nieman reported July through October 2008 financial reports were enclosed in the packet.

July showed the unrestricted cash balance was $5 million. Tax receipts of 1% of the budgeted amount were received by the end of the month. Several large payments made are expected to come back into line later in the year. $75,000 was spent on Traverwood. $86,000 was spent on the Downtown project.

August showed the unrestricted cash balance was $11 million. Tax receipts of 55% of the budgeted amount were received by the end of the month. $108,000 was spent on the Downtown project.

September showed the unrestricted cash balance was $12.5 million. Tax receipts of 72% of the budgeted amount were received by the end of the month. $64,000 was spent on the Downtown project.

October showed the unrestricted cash balance was $14 million. Tax receipts of 92% of the budgeted amount were received by the end of the month. $117,000 was spent on the Downtown project. A total amount of $376,000 has been expended on the Downtown project from July-October 2008.

09-101 X. COMMITTEE REPORTS

09-102 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported the committee met with Mr. Fisher and reviewed the draft 2007-2008 audit in detail. Recommendations presented to the committee were the same as presented to the Board in the communication letter. The committee discussed raising the current $1,000 inventory minimum. The committee also met with Mr. Stauder regarding millage issues.

09-103 B. EXECUTIVE COMMITTEE

Vice President Barney Newman reported the committee met with Mr. Stauder who made an informational presentation on bonds and millages.

09-104 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Murphy, moved to approve the October disbursements.

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

Motion passed 7-0.

09-105 XII. DIRECTOR’S REPORT

Director Parker reported invitations were sent to 500 residents of Washtenaw County registered to receive services from National Library Services. Of those invited, 25 attended an informational meeting about the transition of AADL to a sub-regional library for the Blind and Physically Disabled.

The Ladies Library Association was recognized for their donation of an oil painting “Still Life with Brushes” by Mignonette Yin Chen to be displayed at the Traverwood Branch.

This past Friday over 400 15-26 year olds attended the “Nerdfighters” program downtown. On Saturday a National Gaming Day in Libraries was held at Malletts Creek with great results. The ever popular Brass Sisters were back recently for another well received program.

09-106 XIII. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported that repair work on the sewer line has been completed. Permits for sign installation have been secured and the sign will be installed by the end of the month.

09-071 B. UPDATE ON SECOND PHASE OF THE DOWNTOWN BUILDING PROJECT
Carl Luckenbach & Dan Mooney, Luckenbach|Ziegelman

Mr. Luckenbach reviewed progress and consensus to date. He engaged Board members in conversation regarding their views of design and image of the new building.

09-107 XIV. NEW BUSINESS

09-108 A. DOWNTOWN ZONING CHANGES PRESENTATION
Wendy Rampson, Systems Planner, City of Ann Arbor

Ms. Rampson presented the proposed A2D2 zoning code amendments. She also presented historical background information on the downtown area. It was clarified that as public property, the Library is not bound by the zoning standards.

President Head called a five minute recess at 8:50 p.m. The meeting resumed at 8:55 p.m.

Trustee Murphy left the meeting at this time.

09-109 B. LITERACY INITIATIVES AT AADL PRESENTATION
Terry Soave, Sherlonya Turner, Cecile Dunham

Director Parker announced that she and County Administrator Bob Guenzel are co-chairs of the Washtenaw County Literacy Coalition.

Terry Soave, Sherlonya Turner and Cecile Dunham each gave in-depth presentations detailing the library’s participation in literacy initiatives. Various literacy skills from birth to adulthood are encompassed in a wide variety of programs and workshops. The library also partners with a number of community groups and agencies.

09-110 C. RESOLUTION TO ACCEPT THE 2007-2008 FINANCIAL AUDIT
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Trustee Stearns, moved the Board resolves to accept the 2007-2008 finance audit prepared by Rehmann Robson and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

A roll call vote was taken.

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

Motion passed 6-0.

09-111 D. APPOINTMENT OF SPECIAL AD HOC COMMITTEE

President Head recommended the formation of an ad hoc committee consisting of Secretary Leary as chair, Treasurer Rosenthal and Trustee Stearns along with participation from Director Parker and Sandra Greenstone to address communication concerns regarding the Downtown Library Building Project.

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to approve the communications ad hoc committee as proposed.

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

Motion passed 6-0.

09-112 E. VOTE FOR EXECUTIVE SESSION AT THE DECEMBER 15, 2008 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to hold an Executive Session at the December 15, 2008 regular Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

09-113 XV. ADJOURNMENT

President Head adjourned the meeting at 10:04 p.m.