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March 16, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 16, 2009

09-160 I. CALL TO ORDER

President Head called the meeting to order 6:02 p.m.

09-161 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Phyllis D. Adams, Dykema

09-162 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL

09-163 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Head reconvened the regular meeting at 7:04 p.m.

09-164 V. APPROVAL OF AGENDA
(Item of action)

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

Secretary Leary, supported by Trustee Surovell, moved to amend the agenda under New Business adding B. Director’s Evaluation Process.

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to amend the agenda under New Business adding C. Resolution to Award Contract for Installation of Controls for Two Air Handlers.

It was the unanimous consent of the Board that the agenda be amended.

The amended agenda was voted on.

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

Motion passed 7-0.

09-165 VI. APPROVAL OF MINUTES OF FEBRUARY 16, 2009
(Item of action)

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to approve the minutes of February 16, 2009.

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

Motion passed 7-0.

09-166 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

09-167 VIII. FINANCIAL REPORT

Associate Director Nieman reported February showed unrestricted cash balance of just under $10.5 million. February tax receipts reflect 96% of the budgeted amount. The Fund Balance reflects just over $5.6 million. Monies from the Fund Balance have been transferred to Capital Outlay. There were no expenditures in branch expansions.

09-168 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

09-169 X. DIRECTOR’S REPORT

Director Parker explained the five star ranking AADL received in the Library Journal Index. Library Journal is an independent journal and is not associated with the American Library Association. The new index measures how the public uses the library. Director Parker stated that it is the choice of this library system to be the type of library system that is relevant to the public and she is proud of everyone who works here.

Trustee Surovell stated that the ranking is a wonderful confirmation of the previous Library of the Year award and a confirmation of our choice to be good.

09-170 XI. NEW BUSINESS

09-171 A. PRESENTATION OF HISTORIC ANN ARBOR CITY COUNCIL MEETING MINUTES 1891-1930 ONLINE
Amy Cantu, Andrew MacLaren

Amy Cantu presented a brief overview of projects currently in development. They include different types of digital content, managing blog posts and pod casting. Many projects evolve from staff interaction with local organizations, community partners and local historians. Current projects can be found on AADL’s Local History webpage.

Andrew MacLaren presented a brief overview of the Ann Arbor City Council Meeting Minutes project. This project developed out of discussion between Debbie Gallagher and City Clerk Jacqueline Beaudry. The collection features searchable and browsable sets of City Council minutes from 1891-1930 and can be found on the Local History webpage.

09-172 B. DIRECTOR’S EVALUATION PROCESS

Secretary Leary outlined the process for evaluation of the Director.

1. Director will draft self-evaluation.
2. Copy of self-evaluation will be mailed to all Board members.
3. Board members will review self-evaluation, write comments, and submit them to the committee chairperson.
4. Committee members will compile comments and draft a formal evaluation.
5. Director Parker will be evaluated by the Board in Executive Session at the April 20th Board meeting.
6. The Committee will also bring salary recommendation for Board discussion at the April 20th Board meeting.

Director Parker noted that she requested her evaluation be held in Executive Session.

09-173 C. RESOLUTION TO AWARD THE CONTRACT FOR INSTALLING THE CONTROLS FOR THE TWO AIR HANDLERS AT THE DOWNTOWN LIBRARY
(Item of action)

Treasurer Rosenthal, supported by Trustee Murphy, moved to award the contract for installing the controls for the two new air handlers to MCMI in the amount of $67,905. To increase the budget line for Capital Outlays by $68,000. That the $68,000 increase for Capital Outlays be transferred from the Fund Balance. That all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

09-174 D. VOTE FOR EXECUTIVE SESSION AT THE APRIL 20, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, DIRECTOR’S EVALUATION & OPINION OF COUNSEL
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Murphy, moved to hold an Executive Session at the April 20, 2009 regular Board meeting for discussion of real estate, director’s evaluation 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.

09-175 XII. ADJOURNMENT

Treasurer Rosenthal, supported by Trustee Stearns, moved to adjourn the meeting.

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