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August 17, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 17, 2009

10-023 I. CALL TO ORDER

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

10-024 II. ATTENDANCE

Present: Head, Leary (arr. 7:03 p.m.), Murphy, Barney Newman, Stearns, Surovell
Absent: Rosenthal
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

10-025 III. APPROVAL OF AGENDA
(Item of action)

President Head amended the agenda with the addition of “D. Authorize the Director to Enter Into Lease Agreement” and moved “Vote for Executive Session” to E.

Trustee Murphy, supported by Trustee Stearns, moved to approve the agenda as revised.

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

Motion passed 6-0.

10-026 IV. APPROVAL OF MINUTES OF JULY 20, 2009
(Item of action)

Trustee Stearns, supported by Trustee Murphy, moved to approve the minutes of July 20, 2009.

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

Motion passed 6-0.

10-027 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-028 VI. FINANCIAL REPORT

Associate Director Nieman reported July showed unrestricted cash balance of $8.5 million. July tax receipts reflect 1% of the budgeted amount. The Fund Balance reflects just over $6.8 million. Six items are over budget in operating and will come back into line further in the year.

Trustee Stearns inquired as to what services were provided by OCLC. Director Parker stated that MARC records and cataloging is obtained from OCLC.

10-029 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

10-030 VIII. DIRECTOR’S REPORT

Director Parker reported that there were roughly 9,000 participants in this year’s summer reading program. July had the largest overall program attendance in the past 10 years with the exception of May 2005.

Traverwood will be closed the evening of August 19th through August 27th for maintenance work on the wood floor. Staff will be reassigned to other locations during some of the closure.

At 6:00 a.m. on August 24th Director Parker will participate in a live web cast of U.S. Embassy Libraries for the International Federation of Library Associations. This web cast will be translated into numerous languages and will be interactive.

Director Parker announced the retirement of Jean Semmes. During her tenure at AADL Jean was instrumental in the development of the Black Studies Collection.

10-031 IX. NEW BUSINESS

Trustee Surovell, supported by Secretary Leary, moved to add “E. Board Retreat Planning Update.”

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

Motion passed 6-0.

10-032 A. RESOLUTION OF THANKS TO JEAN SEMMES UPON HER RETIREMENT
(Item of action)

Vice President Barney Newman, supported by Trustee Murphy, moved that the Board resolves that it would like to officially thank Jean Semmes for her service as an employee February 3, 1989 to August 15, 2009 of the Ann Arbor District Library and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-033 B. BOARD COMMITTEE APPOINTMENTS APPROVAL
(Item of action)

President Head revised the proposed Board Committee assignments by substituting Vice President Barney Newman on the Strategic Planning Steering Committee with Trustee Stearns.

Trustee Surovell, supported by Secretary Leary, moved to approve the Board Committee appointments as amended.

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

Motion passed 6-0.

President Head noted that the Strategic Planning Steering Committee will be involved with the planning process for the upcoming Board Retreat. The committee will also construct a strategic planning document for presentation to the Board.

10-034 C. RESOLUTION TO AWARD THE CONTRACT TO REPAIR DOWNTOWN LIBRARY SERVICE ELEVATOR
(Item of action)

O’Neal Construction reviewed the bids and interviewed the three companies who submitted proposals for the repair/replacement work on the Downtown Library service elevator.

The Board briefly discussed replacement versus repair of the elevator.

Trustee Surovell, supported by Trustee Stearns, (as read by Trustee Stearns) moved to award the contract for repair of the service elevator at the Downtown Library Branch to Detroit Elevator for the amount of $112,814.00. To increase the budget line for Capital Outlays by $112,814.00 for the repair of the service elevator at the Downtown Library. That the $112,814.00 increase for Capital Outlays be transferred from the Fund Balance. That O’Neal Construction, Inc. act as the coordinator of the project for the AADL. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-035 D. RESOLUTION TO AUTHORIZE DIRECTOR TO ENTER INTO LEASE AGREEEMENT FOR STORAGE OF ANN ARBOR NEWS ARCHIVE
(Item of action)

Director Parker informed the Board that space was not available within the district library buildings to house the Ann Arbor News Archive. In anticipation of a contractual agreement with Advance Newspapers for the archive, proper storage and workspace needs to be secured.

Secretary Leary, supported by Trustee Stearns, moved to authorize the Director to enter into a lease agreement for a maximum of 3,500 square feet at a rate of no more that $18 per square foot ($63,000.00 per year), for space to be used for storage of the Ann Arbor News archive for one year. To increase the budget line for Building Rental by $63,000.00 for the storage of the Ann Arbor News archive. That the $63,000.00 increase for Building Rental be transferred from the Fund Balance. All resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker informed the Board that signing a lease agreement would be contingent on receipt of the materials.

The Board discussed space and staffing issues related to this project.

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

Motion passed 6-0.

10-036 E. BOARD RETREAT PLANNING UPDATE

President Head reported that the Strategic Planning Steering Committee met with Sandra Greenstone on August 14th to discuss the Board Retreat. September 30th, 3:30 p.m. at Dykema was decided for date, time and location of the retreat. This meeting will be open to the public. The committee worked on a draft retreat agenda, discussed the current Strategic Plan and will meet again to finalize planning for the retreat.

10-037 F. VOTE FOR EXECUTIVE SESSION AT THE SEPTEMBER 21, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Murphy, moved to hold an Executive Session at the September 21, 2009 regular Board meeting for discussion of real estate and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-038 X. ADJOURNMENT

Vice President Barney Newman, supported by Secretary Leary, moved to adjourn the meeting.

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