Press enter after choosing selection

SEPTEMBER 15, 2008 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 15, 2008

09-054 I. CALL TO ORDER

President Head called the meeting to order at 6:01 p.m.

09-055 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

09-056 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to recess to Executive Session for the discussion of real estate.

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

Motion passed 4-0.

09-057 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Head reconvened the regular meeting at 7:03 p.m.

09-058 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

09-059 VI. APPROVAL OF MINUTES OF AUGUST 18, 2008 AND BOARD RETREAT OF AUGUST 28, 2008
(Item of action)

Trustee Surovell, supported by Treasurer Rosenthal, moved to approve the minutes of the August 18, 2008 regular meeting and the August 28, 2008 Board Retreat.

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

Motion passed 7-0.

09-060 VII. CITIZENS’ COMMENTS

Glen Modell

Good evening, my name is Glen Modell, and I have worked at the Library for 33 years. My topic is policies and audits. I am here with a packet for the newest Board member, and I will give the packet to Karen. This is a summary of a matter I have been discussing with the Library Administration since 1997. It covers the events through June of 2006. Since then, not much has happened except that I have made a few more comments at Board meetings. My message to the newest Board member is that I hope you will read this packet, and I will be happy to answer any questions about it that you might have. Thank you.

Terri Griffon

My name is Terri Griffon and I am a Library for the Blind consumer. I have heard that the Library is going to be moving and merging and I hope that the Library will continue to provide those of us in the blind community with excellent services. We have been benefits of the librarians over there doing an excellent job as well as programs specific for our needs such as adaptive technology and a clay class in partnership with U of M students. We have had a lot of very excellent programs over there. The adaptive technology, there’s a lot more as a blind person that goes into reading a book or accessing things at the Library besides just taking something off of the shelves. If I want to read a book I need to either pick up a book or get it on a computer file and then send it through no less than four pieces of hardware plus four different software packages in order to get it into a format that is accessible for me say in Braille, through Braille display, through hard copied printed Braille or into an audio, say a CD format or the new digital formats that are coming out and those things take a lot of specialized knowledge beyond just pulling something off of the shelf. I hope that that continues as this merge happens. Thank you.

Carolyn Grawi

Good evening board members. I am Carolyn Grawi from the Ann Arbor Center for Independent Living and I am here to talk to you tonight about the Library for the Blind and Physically Disabled merging with the Ann Arbor District Library and some of my hopes for that as well as some of my concerns. Terri, a patron of the Library, just shared some of the programming issues that may take place as the merger takes place. I am very familiar with many of the things that our wonderful Ann Arbor District Library does and I am very happy with many of those things that take place. What my concern is, is that the programming will take additional people and at this point I have not heard that staff from the Library for the Blind and Physically Disabled are going to be part of that merging process. The combined years of experience of individuals working with the disability population at the Library for the Blind and Physically Disabled far exceed many of the combined years of experience of the average member librarian. So I am concerned about that, especially the media knowledge that Terri was sharing a few minutes ago. What I want to make sure is that we continue to have the access of those services, not just for ourselves, I myself am an Ann Arbor resident, but as an Ann Arbor Center for Independent Living staff person we represent people in Washtenaw, Livingston and Monroe counties and the Library for the Blind and Physically Disabled that’s here in Washtenaw County represents Washtenaw, Livingston and Jackson counties and I understand that some of those services may not continue here in the Ann Arbor District Library, but that others will. Such as patrons being allowed to use the library services which is something I was unaware of before a conversation earlier today with Prue Rosenthal. I did not realize that library patrons from outside our service area could actually register to check out materials and that’s a great thing. Coming in to use materials is one thing but being able to check them out affords a better accessibility to people who might need something outside of here. All of the adaptive equipment that’s at the Library though is very important because for somebody who might need that adaptive equipment, right now in this library we have the CCTV which is an enlarging machine that’s available, we don’t have a Brailler, we don’t have a computer with JAWS on it or ZoomText which are two of the adaptive accessible pieces of software on computers. We also in this library, to my knowledge, don’t have the media available to play or utilize the scripted video or add descriptions to video and so those would be important pieces that presently are available through the Blind and Physically Disabled Library. I just want to make sure those continue to happen. I would also request that when we get closer to this merger taking place, realizing that it’s not happening tomorrow, that we need to involve the community members. There are 1,200 people on the Library for the Blind and Physically Disabled mailing list. Many of those patrons use the Library throughout the year for different types of services and I think it’s going to very important that we get a cross constituency be part of a planning committee so that those services can continue and that we actually have a community wide group that can be part of that process. The Ann Arbor Center for Independent Living is happy to be able to help in any way that we can and we would like to try and make sure that this happens, not just smoothly, but also most effectively to be as of much service as we can to the community at large. Thank you for your time.

President Head noted the transition of services from the Blind and Physically Disabled Library would be addressed under New Business.

09-061 VIII. FINANCIAL REPORT

Associate Director Nieman reported that the auditors have completed their fieldwork. The audit should be presented to the Board no later than the November Board meeting. Financials will be presented after the completion of the audit.

09-062 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

09-063 X. COMMITTEE REPORTS

09-064 A. SPECIAL ISSUES COMMITTEE

President Head reported the committee had not met. She intends to meet with Pat McDonald, who is the new Friends president. The joint meeting between the two boards has been placed on hold. President Head recommended that the Special Issues Committee continue with Trustees Leary, Barney Newman and Rosenthal. Trustee Leary is to serve as chair.

09-065 XI. DIRECTOR’S REPORT

The Director’s Report stands as written.

Director Parker reported the Washtenaw County Literacy Coalition has approved a draft blueprint to end illiteracy in Washtenaw County. Funding has been secured from Washtenaw County United Way and grant funding is pending from several other sources. AADL has donated staff time in-kind support to help facilitate the assessment of literacy services in the county. Over the next year AADL, the County and Washtenaw Literacy will all contribute in-kind support to this project.

09-066 XII. OLD BUSINESS

06-125 A. UPDATE ON TRAVERWOOD BRANCH

Associate Director Nieman reported all work pertaining to construction has been completed with the exception of a plumbing issue.

08-257 B. UPDATE ON FIRST PHASE OF THE DOWNTOWN BUILDING/RENOVATION PROJECT
Carl Luckenbach & Dan Mooney, Luckenbach|Ziegelman

Carl Luckenbach introduced Ron Thomas who recently joined Luckenbach|Ziegelman Architects. The AADL Architectural Program Statement has been updated and is available for Board perusal.

Dan Mooney and Jim Shankin addressed the issue of recycling materials from demolition. They stated 75% of material can be recycled or reused. Recycling costs depend upon condition of the material being recycled. Scrap metals would be sold. Recycle Ann Arbor provides construction and demolition waste disposal in addition to recycling services and would be a local source to contact.

Dan Mooney stated the project design presented to the Board in August qualifies for LEED certification. The project has reached the stage in the process where due diligence would call for registration for LEED certification. Registration does not commit the Board to that process. Registration for LEED certification for this project is estimated at $15,000. The Board further discussed the LEED certification topic.

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to authorize registration of the project for LEED certification.

Secretary Leary, supported by Treasurer Rosenthal, moved to amend the motion to limit the registration expenditure at $15,000.

The amended motion was voted on.

AYES: Head, Leary, Barney Newman, Rosenthal, Stearns, Surovell
NAYS: Murphy

Motion passed 6-1.

President Head requested that Luckenbach|Ziegelman report the actual cost of the LEED certification registration to the Board at a later date.

09-067 XIII. NEW BUSINESS

09-068 A. BOARD COMMITTEE APPOINTMENTS APPROVAL
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve Board Committee appointments as presented with the addition of the Special Issues Committee of Margaret Leary (Chair), Jan Barney Newman and Prue Rosenthal.

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

Motion passed 7-0.

09-069 B. DOWNTOWN LIBRARY BUILDING PROJECT COURSE OF ACTION
(Item of action)
Roll call vote

Secretary Leary, supported by Treasurer Rosenthal, moved the Board move in the direction of building proposal C4 (demolition and new building on current footprint).

It was the consensus of the Board that the following rationale for the direction taken be noted in the minutes:
• Remodeling/renovation would not allow for future expansion nor meet future needs of the Library.
• Estimated costs of the two options were relatively close: remodeling = $65,135,298; new building = $71,464,478.
• Remodeling/renovation would most likely uncover additional costs and further reduce the gap between the two figures.
• Operational efficiencies and flexibility would be provided for in a new building.
• Temporary relocation of the collection and staff would still be necessary during remodeling/renovation.

A roll call vote was taken.

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

Motion passed 7-0.

09-070 C. RESOLUTION TO AUTHORIZE CHANGE OF LEGAL REPRESENTATION FOR REAL ESTATE MATTERS
(Item of action)
Roll call vote

Secretary Leary, supported by Treasurer Rosenthal, moved to approve the use of Butzel Long as legal counsel for the sole purpose of assistance in matters of real estate.

A roll call vote was taken.

AYES: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns
NAYS: Surovell

Motion passed 6-1.

09-071 D. RESOLUTION TO ACCEPT THE ARCHITECT’S SERVICES AGREEMENT BETWEEN ANN ARBOR DISTRICT LIBRARY AND LUCKENBACH|ZIEGELMAN ARCHITECTS, PLLC FOR THE SECOND PHASE OF THE DOWNTOWN LIBRARY RENOVATION AND BUILDING PROJECT
(Item of action)
Roll call vote

Trustee Murphy, supported by Secretary Leary, moved that the Architect’s Services Agreement between Ann Arbor District Library and Luckenbach|Ziegelman Architects for the second phase of the Downtown Library Renovation and Building Project be accepted.

A roll call vote was taken.

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

Motion passed 7-0.

09-072 E. RESOLUTION TO AUTHORIZE TRANSITION OF SERVICES FOR THE BLIND AND PHYSICALLY DISABLED IN WASHTENAW COUNTY FROM THE WASHTENAW COUNTY LIBRARY FOR THE BLIND AND PHYSICALLY DISABLED TO THE ANN ARBOR DISTRICT LIBRARY
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Treasurer Rosenthal, moved whereas, the County of Washtenaw is considering eliminating library services for the blind and physically disabled and; whereas, the mission of libraries for the blind and physically disabled is that of a public library; whereas, the Ann Arbor District Library meets the criteria for the National Library Service and the State Library of Michigan to serve as a subregional library for the blind and physically disabled; the Board resolves, the Board of the Ann Arbor District Library authorizes the Director of the Library to negotiate for a transition of these services for the blind and physically disabled from Washtenaw County to the Ann Arbor District Library. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker clarified the following:
• AADL will become an authorized Subregional Library through the Library of Michigan and the National Library Service for the Blind and Physically Handicapped and agrees to take over the services provision mandated by the National Library Service.
• The County Library will not merge with AADL.
• The technology lab equipment at the County Library is provided on a contractual basis by a private citizen and does not transfer.
• It is the intent of AADL to provide an adaptive technology lab.
• County Library staff will not be absorbed into AADL.
• Programming and services currently provided by the County Library will continue at AADL with some changes and enhancements, especially services for children.
• Policies will need revision to allow Washtenaw County residents registered with the national program use of AADL.
• The collections owned by the County Library will not transfer to AADL.
• Some state aid, along with a small fund designated for books and programs will come to AADL for being a subregional library. The balance of the services provided will be met within the AADL budget.
• The proposed name for the subregional library is Washtenaw Library for the Blind and Physically Disabled @ AADL.

A roll call vote was taken.

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

Motion passed 7-0.

09-073 F. VOTE FOR EXECUTIVE SESSION AT THE OCTOBER 20, 2008 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Murphy, moved to hold an Executive Session at the October 20, 2008 regular Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 7-0.

09-074 XIV. ADJOURNMENT

President Head adjourned the meeting at 8:24 p.m.