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OCTOBER 20, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 20, 2008

09-075 I. CALL TO ORDER

President Head called the meeting to order at 6:08 p.m.

09-076 II. ATTENDANCE

Present: Head, Leary, Stearns, Surovell
Absent: Murphy, Barney Newman, Rosenthal
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Jim Adams, Butzel Long

09-077 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL

09-078 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Head reconvened the regular meeting at 7:06 p.m.

09-079 V. APPROVAL OF AGENDA
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to approve the agenda.

AYES: Head, Leary, Stearns, Surovell
NAYS: None

Motion passed 4-0.

09-080 VI. APPROVAL OF MINUTES OF SEPTEMBER 15, 2008
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to approve the minutes of September 15, 2008.

AYES: Head, Leary, Stearns, Surovell
NAYS: None

Motion passed 4-0.

09-081 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-082 VIII. FINANCIAL REPORT

Associate Director Nieman reported that the audit should be completed in the next several weeks. The draft audit will be reviewed by the Finance Committee and then presented to the Board in November. Financials will be presented after the completion of the audit.

09-083 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve the September disbursements.

AYES: Head, Leary, Stearns, Surovell
NAYS: None

Motion passed 4-0.

09-084 X. DIRECTOR’S REPORT

The Director’s Report stands as written.

Director Parker expressed her gratitude to Ann Arbor residents who favorably identified the library in a 2007 national survey resulting in AADL receiving a 2008 Voice of the People Award presented by the International City/County Management Association.

A congratulation tempered with regret was expressed on Robb Pilkerton’s recent retirement after 21 years of service.

09-085 XI. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported the underground parking area has been temporarily closed in order to repair a sanitary line.

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

Carl Luckenbach presented the Board with background information on the construction and additions to the Downtown Library. He identified at least fifteen distinct categories where the building is deficient. He stated that most of these issues could not be addressed through renovation or addition nor would that be an economically feasible option.

Areas that need addressing include:
• Accessibility
• Event/meeting facilities
• Security and safety
• Information technology
• Structure
• HVAC/plumbing/electrical service
• Lighting
• Building envelope
• Life safety systems

Discussion next centered on the building envelope for the new building. The Board viewed the capture and control of sunlight during different seasons at various times and the depth it would reach into the building.

Rainscreen construction was also discussed for use on the building exterior envelope. A display of common materials used included terra cotta, limestone and metal panels. Mr. Luckenbach stated that brick and stone were more sensitive to the settlement of the building, requiring more major repairs and were not recommended.

Luckenbach/Ziegelman’s schedule is based upon the Library seeking a February 2009 millage date and they asked for confirmation of that goal. It was the consensus of the Board that May 2009 would be the earliest they would seek a millage if the Board decides to proceed with the building project.

Future presentations from Luckenbach/Ziegelman will be as follows:
November – Design update
December – Life cycle cost analysis
January – Budget

09-086 XII. NEW BUSINESS

09-087 A. RESOLUTION TO ACCEPT THE CONSTRUCTION MANAGEMENT SERVICES AGREEMENT BETWEEN ANN ARBOR DISTRICT LIBRARY AND SKANSKA USA BUILDING INC. FOR THE DOWNTOWN LIBRARY BUILDING PROJECT
(Item of action)

Secretary Leary, supported by Trustee Surovell, moved to accept the Construction Management Services Agreement with Skanska USA Building Inc. and that preconstruction services not exceed the amount of $172,745.00.

Director Parker clarified that the agreement is for the entire project. The preconstruction services figure goes through the schematic design portion of the project. The cost for the construction phase will be negotiated if the project moves forward. If the project does not proceed there is no penalty in the agreement.

AYES: Head, Leary, Stearns, Surovell
NAYS: None

Motion passed 4-0.

09-088 B. RESOLUTION TO AUTHORIZE THE WASHTENAW LIBRARY FOR THE BLIND AND PHYSICALLY DISABLED @ ANN ARBOR DISTRICT LIBRARY
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved whereas, on October 1, 2008 the County of Washtenaw approved transfer of library services for the blind and physically disabled to the Ann Arbor District Library; and whereas, the County of Washtenaw dissolved the Washtenaw County Library for the Blind and Physically Disabled and the Library Board of Trustees effective December 31, 2008; and whereas, the Ann Arbor District Library meets the criteria for the National Library Service for the Blind and Physically Handicapped and the State Library of Michigan to serve as a sub-regional library for the blind and physically disabled; therefore the board resolves: The formation of the Washtenaw Library for the Blind and Physically Disabled @ AADL on January 1, 2009 and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES: Head, Leary, Stearns, Surovell
NAYS: None

Motion passed 4-0.

Director Parker informed the Board that a letter, along with a taped version, will be sent to all consumers of the Washtenaw County LPBD explaining the timeline and services that will be provided via the sub-regional at AADL. A public information session has been scheduled for November 16th at the Downtown Library from 2:00-4:00 p.m. to discuss the transition. Staff training has also been scheduled.

09-089 C. RESOLUTION OF THANKS TO ROBB PILKERTON UPON HIS RETIREMENT
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved the Board resolves that it would like to officially thank Robb Pilkerton for his service as an employee February 26, 1987 to September 30, 2008 of the Ann Arbor District Library and that all resolutions that conflict with the provisions of this resolution are rescinded.

AYES: Head, Leary, Stearns, Surovell
NAYS: None

Motion passed 4-0.

Trustee Surovell commented that when he joined the Board, Robb invited him to West Branch for a tour of that location. He is a wonderful person and will be missed.

09-090 D. VOTE FOR EXECUTIVE SESSION AT THE NOVEMBER 17, 2008 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Stearns, moved to hold an Executive Session at the November 17, 2008 regular Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

AYES: Head, Leary, Stearns, Surovell
NAYS: None

Motion passed 4-0.

09-091 XIII. ADJOURNMENT

Secretary Leary, supported by Trustee Stearns, moved to adjourn the meeting.

President Head adjourned the meeting at 8:12 p.m.