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October 19, 2009 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 19, 2009

10-070 I. CALL TO ORDER

President Head called the meeting to order at 6:03 p.m.

10-071 II. ATTENDANCE

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

10-072 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF LABOR NEGOTIATIONS & OPINION OF COUNSEL

10-073 IV. RECONVENE REGULAR MEETING AT 7:00PM

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

10-074 V. APPROVAL OF AGENDA
(Item of action)

Vice President Barney Newman, supported by Trustee Surovell, moved to approve the agenda.

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

Motion passed 6-0.

10-075 VI. APPROVAL OF MINUTES OF SEPTEMBER 21, 2009 AND OF SEPTEMBER 30, 2009 BOARD RETREAT
(Item of action)
Vice President Barney Newman, supported by Secretary Leary, moved to approve the minutes of September 21, 2009 and September 30, 2009.

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

Motion passed 6-0.

10-076 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-077 VIII. FINANCIAL REPORT

Associate Director Nieman reported September showed unrestricted cash balance just over $14 million. Tax receipts of just over $10 million reflect 86% of the budgeted amount received through September. The Fund Balance reflects just over $6.8 million. Five items are over budget in operating and will come back into line later in the year.

10-078 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, supported by Treasurer Rosenthal, moved to approve September disbursements.

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

Motion passed 6-0.

10-079 X. COMMITTEE REPORTS

10-080 A. STRATEGIC PLANNING STEERING COMMITTEE

President Head reported the committee met with Director Parker and facilitator Sandra Greenstone to discuss the Board Retreat and outline the progress of the strategic planning process.

10-081 XI. DIRECTOR’S REPORT

Director Parker reported that AADL staff, along with other sub-regional libraries, met with the Pat Cannon, State Director of the Michigan Commission of the Blind. Digital audiobook players from the National Library Service (NLS) are being released to WLPBD patrons in accordance with NLS rules.

Director Parker congratulated Eli Neiburger and his staff on AADL receiving an Institute of Museum and Library Services grant. AADL is one of four libraries in the country receiving the grant to facilitate the adoption of open source automation software. King County Library System in Washington State will lead the project and partner with Peninsula Library System (San Mateo, California), Orange County Library System (Orlando, Florida), and AADL.

10-082 XII. OLD BUSINESS

10-068 A. BOARD RETREAT UPDATE-STRATEGIC PLAN PROCESS DISCUSSION
Sandra Greenstone

President Head read the Vision Statement of the Library.

Sandra Greenstone reviewed the Board Retreat meeting notes to ascertain that they were an accurate representation of the discussion.

It was the consensus of the Board the meeting notes compiled by Sandra Greenstone accurately represented discussion and decisions made at the Board Retreat.

A working session will be held at the November 16th Board meeting to review draft strategic initiatives being compiled by the Strategic Planning Steering Committee.

10-083 XIII. NEW BUSINESS

Vice President Barney Newman, supported by Trustee Murphy, moved to amend the agenda to add A. Utility Easement Discussion.

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

Motion passed 6-0.

10-084 A. UTILITY EASEMENT DISCUSSION

Director Parker brought before the Board a request by the DDA for a utility easement for installation of water main service.

AADL attorney, Jim Adams, Butzel Long, gave a brief outline of the progress to date of negotiations with the DDA for the utility easement.

Susan Pollay, Executive Director, Ann Arbor Downtown Development Authority addressed the Board clarifying the designation and maintenance of Library Lane.

Trustee Surovell, supported by Secretary Leary moved to recess to Executive Session for Opinion of Counsel.

A roll call vote was taken.

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

Motion passed 6-0.

The Board recessed to Executive Session at 7:50 p.m.

President Head reconvened the meeting at 8:10 p.m.

Board members expressed concerns regarding Library Lane access and impact of development on top of the proposed parking structure.

Susan Pollay gave additional detail regarding Library Lane as a through street with a drop off in front of the library and metered parking along the Lane.

It was the consensus of the Board to authorize Jim Adams to continue negotiations with the DDA on the water main easement request and to pursue the Board’s desire for an easement for Library Lane.

10-085 B. PRESENTATION BY CATHERINE McCLARY, WASHTENAW COUNTY TREASURER

Washtenaw County Treasurer Catherine McClary summarized the functions and duties of the County Treasurer’s Office. Topics covered included cash handling and investments, tax collection, delinquent tax collection, penal fines and informational workshops and classes provided by her office.

10-086 C. VOTE FOR EXECUTIVE SESSION AT THE NOVEMBER 16, 2009 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS & OPINION OF COUNSEL
(Item of action)
Roll call vote

Vice President Barney Newman, supported by Treasurer Rosenthal, moved to hold an Executive Session at the November 16, 2009 regular Board meeting for discussion of real estate, labor negotiations and opinion of counsel.

A roll call vote was taken.

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

Motion passed 6-0.

10-087 XIV. ADJOURNMENT

President Head adjourned the meeting at 9:07 p.m.