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July 20, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING

MONDAY, JULY 20, 2009

10-001 I. CALL TO ORDER

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

10-002 II. ATTENDANCE

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

10-003 III. PRESIDENT’S REMARKS

President Head remarked on the ups and downs of the past year. Highlights included opening the new Traverwood Branch; beginning the planning process for a new Downtown Library to postponing the construction process due to the economy; dealing with several major repairs at the Downtown Library; welcoming the WLBPD; lowering the millage levy due to the economic downturn. President Head commended AADL staff for all their good work throughout the changes. The focus for 2009-2010 will be on the near future and the strategic plan ending in 2010.

10-004 IV. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns, moved to approve the agenda.

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

Motion passed 6-0.

10-005 V. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Rosenthal, nominated Rebecca Head for President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Trustee Rosenthal, supported by Trustee Stearns, nominated Jan Barney Newman for Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Barney Newman, supported by Trustee Stearns, nominated Prue Rosenthal for Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Head, supported by Trustee Barney Newman, nominated Margaret Leary for Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

10-006 VI. INSTALLATION OF OFFICERS

Director Parker administered the oath installing Board officers: Trustee Head as President, Trustee Barney Newman as Vice President, Trustee Rosenthal as Treasurer, and Trustee Leary as Secretary.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”

10-007 VII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Head noted that this was the second term for all officers.

10-008 VIII. APPROVAL OF MINUTES OF JUNE 15, 2009
(Item of action)

Secretary Leary, supported by Vice President Barney Newman, moved to approve the minutes of June 15, 2009.

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

Motion passed 6-0.

10-009 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-010 X. FINANCIAL REPORT

Associate Director Nieman reported all financial documents were noted as pre-audit. The auditors are scheduled to begin the week of August 31st.

June showed unrestricted cash balance of $7 million. June tax receipts reflect 100% of the budgeted amount. As of June 30th the Library had an operating surplus of $455,000, which may change with the audit. State Aid of $143,000 will be received for this past fiscal year of which roughly $40,000 is allocated to the Washtenaw Library for the Blind and Physically Disabled. The Fund Balance reflects just over $6.8 million.

Trustee Murphy inquired whether once property taxes were received by the Library, could they be taken back. Associate Director Nieman responded yes they could; when property tax appeals are awarded, payments are reimbursed.

10-011 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve June disbursements.

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

Motion passed 6-0.

10-012 XII. COMMITTEE REPORTS

10-013 A. POLICY COMMITTEE

Vice President Barney Newman reported the Policy Committee had met and discussed the policy changes and new policies being recommended under New Business.

10-014 XIII. DIRECTOR’S REPORT

Director Parker reported that the quick survey on AADL’s website has had a total of 4,500 responses, which represents 616 individuals answering the survey. This is a trial survey format and may be used in the future for other surveys.

Governor Granholm has issued an Executive Order to dismantle the Department of History, Arts and Libraries (HAL). Federal grant monies currently used to operate MeL and MeLCat may be impacted. Along with the possibility of state aid being eliminated, the impact of services provided to the WLBPD is unknown. The order transfers LBPH services to the Michigan Commission for the Blind which focuses on research, development to prevent blindness and vocational training for the blind. Literacy is not mentioned as a charge of the Commission. Nor does it provide support for those with other physical disabilities. Director Parker stated she will be monitoring the outcome of the LBPH services move from the Library of Michigan.

10-015 XIV. NEW BUSINESS

10-016 A. RESOLUTION OF THANKS TO ALICE FISHMAN UPON HER RETIREMENT
(Item of action)

Treasurer Rosenthal, supported by Trustee Murphy, moved that the Board resolves that it would like to officially thank Alice Fishman for her service as an employee May 20, 1985 to June 30, 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, Rosenthal, Stearns
NAYS: None

Motion passed 6-0.

10-017 B. RESOLUTION TO ADOPT REVISION TO POLICY 7.16 LIBRARY CREDIT CARD POLICY
(Item of action)

Treasurer Rosenthal, supported by Vice President Barney Newman, moved that the Board resolves that Policy 7.16 Library Credit Card Policy is revised as proposed and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-018 C. RESOLUTION TO ADOPT POLICY 7.17 ACCEPTANCE OF PAYMENTS VIA FINANCIAL TRANSACTION DEVICES
(Item of action)

Vice President Barney Newman, supported by Trustee Murphy, moved that the Board resolves to adopt the proposed Policy 7.17 Library Policy for Acceptance of Payments Via Financial Transaction Devices and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-019 D. RESOLUTION TO ADOPT POLICY 7.18 PAYMENT OF LIBRARY FUNDS VIA ELECTRONIC TRANSACTIONS
(Item of action)

Trustee Murphy, supported by Vice President Barney Newman, moved that the Board resolves to adopt the proposed Policy 7.18 Library Policy for Payment of Library Funds Via Electronic Transactions and that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

10-020 E. APPROVE BOARD MEETING DATES FOR 2009-2010
(Item of action)

Secretary Leary, supported by Treasurer Rosenthal, moved to approve the proposed Board meeting dates for 2009-2010.

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

Motion passed 6-0.

10-021 F. VOTE FOR EXECUTIVE SESSION AT THE AUGUST 17, 2009 REGULAR MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Stearns, moved to hold an Executive Session at the August 17, 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, Rosenthal, Stearns
NAYS: None

Motion passed 6-0.

10-022 XV. ADJOURNMENT

Trustee Stearns, supported by Trustee Murphy, moved to adjourn the meeting.

President Head adjourned the meeting at 7:40 p.m.