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May 17, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 17, 2010

10-209 I. CALL TO ORDER

President Head called the meeting to order at 5:40 p.m.

10-210 II. ATTENDANCE

Present: Head, Leary, Murphy, Rosenthal, Stearns
Absent: Barney Newman, Surovell
Staff: Choate, Doll, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Phyllis Adams & Jim Greene, Dykema; Tom Huntzicker, Kapnick Insurance Group

10-211 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL, LABOR NEGOTIATIONS & DIRECTOR’S EVALUATION

10-212 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2010-2011 AT 7:00PM

President Head reconvened to the Public Hearing on the budget at 7:04 p.m.

Trustee Murphy was absent.

10-213 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

President Head called for public comment on the 2010-2011 budget.

Associate Director Nieman reported the millage rate to be levied will be 1.55 mils. The budget presented is balanced.

There was no public comment.

The Public Hearing on the budget was closed by the unanimous consent of the Board.

10-214 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING

President Head reconvened the regular meeting at 7:07 p.m.

10-215 VII. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to approve the agenda.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-216 VIII. APPROVAL OF MINUTES OF APRIL 19, 2010
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns, moved to approve the minutes of April 19, 2010.

Trustee Stearns noted a correction to the minutes on page 5, B. Policy Committee. Trustee Stearns, not Trustee Surovell, should be listed as a committee member.

The minutes were voted on as corrected.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-217 IX. CITIZENS’ COMMENTS

Kevin Rodgers, Campbell Inc.

“Good evening council members, my name is Kevin Rodgers and I am here representing Campbell Incorporated, we are one of the companies that’s bidding for the contract to do the preventative maintenance for the library. And I just wanted to say a couple of words, basically I wanted to reiterate that we had that contract probably about four years ago and we conducted the preventative maintenance for about six years. We lost that contract just based on a bid so I just wanted to let you know that we didn’t lose it because of performance, we actual did a good job for you. Our guys are very familiar with your facility. As a matter of fact my technicians can talk about some of the issue you used to have compared to what you have to right now. I also wanted to reiterate the fact we are based in Ann Arbor, we pay taxes in Ann Arbor, we work here, we are committed to growth in Ann Arbor. We are actually expanding and looking for another building since we’re outgrowing the one that we have and want to do all of that here in Ann Arbor because we believe in Ann Arbor. The other thing I wanted to say, I believe we’re about just under $600 more than the current contractor but for that additional money were providing a little bit more than what the original scope was. We’re doing a thermology on all the buildings, which is going to do like an infrared study to help prevent problems from happening so that you guys stay comfortable and that we actually lower your repairs and we’re also going to do what we call a feasibility study for all of your buildings and what that does is to take a look at each facility, determine where it rates on the energy star scale and we’re going to bring our recommendations to bring it up to par with other facilities like it across the country. Our whole model and whole goal is to lower your owning and operating costs and I believe that we can do that. That’s the kind of the things I wanted to tell you today.”

10-218 X. FINANCIAL REPORT

Associate Director Nieman reported that April showed tax receipts of just over $11.4 million which reflects 98% of the budgeted amount received. Currently five items are over the year-to-date budget in operating. Adjustments for those line items remaining over budget will be presented in June. Just over $20,000 was received in state aid, which is the first half for the library for the blind and physically disabled and we should receive a second payment. We should be receiving our portion of the regular state aid.

10-219 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve April disbursements.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-220 XII. COMMITTEE REPORTS

10-221 A. EXECUTIVE COMMITTEE

President Head reported the Executive Committee met to discuss the library boundaries in Washtenaw County.

10-222 B. DIRECTOR’S EVALUATION COMMITTEE

President Head reported the Director’s Evaluation Committee did not meet.

10-223 XIII. DIRECTOR’S REPORT

Director Parker reported that a very successful Visions 2010 conference was held at Washtenaw Community College. The event is a vendor fair for the blind, low vision and physically disabled. Thirty five vendors were visited by 500 participants. Community Relations and Outreach and Neighborhood Services departments were instrumental in the success of this event. Participation from other AADL departments was also acknowledged.

Over 253 submissions were received for the AADL Short Story Writing Contest. The awards ceremony will be held this coming Saturday in the Downtown Library Multipurpose Room. A special thank you was given to Vickie Brown for spearheading this event along with all other staff that made it possible.

Director Parker participated in a panel discussion on “Expansion of Knowledge in the 21st Century Library” held this past Saturday at the Gerald R. Ford Presidential Library and Museum. The event was co-sponsored by the American Bibliophilic Societies and the 2010 Ann Arbor Book Festival.

It was noted that Trustees Rosenthal and Stearns also participated in Visions 2010 and were impressed by how well the event was organized.

10-224 XIV. NEW BUSINESS

10-225 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2010-2011
(Item of action)

Secretary Leary, supported by Trustee Stearns, moved to approve the resolution adopting the annual budget for the fiscal year 2010-2011 of the Ann Arbor District Library as presented.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-226 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved to approve the resolution authorizing the millage rate to be levied by taxing authorities.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-227 C. AMENDMENT OF LIBRARY DISTRICT BOUNDARIES TO EXCLUDE TERRITORY LOCATED WITHIN THE LEGAL BOUNDARIES OF A PUBLIC LIBRARY
(Item of action)
Roll call vote

Secretary Leary, supported by Treasurer Rosenthal, moved to accept the resolution of amendment of the library district boundaries to exclude territory located within the legal boundaries of a public library.

A roll call vote was taken.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-228 D. RESOLUTION TO ADOPT THE 2010-2011 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Treasurer Rosenthal, supported by Trustee Stearns moved to approve the resolution to adopt the 2010-2011 budget as a line item budget and compliance of disbursements.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-229 E. RESOLUTION TO ADOPT REVISED BOARD BYLAWS
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved to accept the resolution to adopt the revised board bylaws.

It was noted that these bylaw changes were made to correspond with the previous election of trustees change.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-230 F. RESOLUTION TO ADOPT POLICY 8.22 CONFLICT OF INTEREST-LIBRARY ADMINISTRATIVE EMPLOYEES
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved to accept the resolution to adopt Policy 8.22 Conflict of Interest – Library Administrative Employees.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-231 G. RESOLUTION TO ADOPT POLICY 8.23 LEGAL COMPLIANCE
(Item of action)

Trustee Stearns, supported by Secretary Leary, moved to accept the resolution to adopt Policy 8.23 Legal Compliance.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-232 H. DISCUSSION OF HVAC EQUIPMENT AND MAINTENANCE CONTRACT

Associate Director Nieman informed the Board that the current contract with Pace Mechanical expires at the end of June. A RFP was issued to four companies and three sealed bids were received for the maintenance/service contract for the HVAC equipment.

Bid figures were presented to the Board and reviewed. Administration will be recommending accepting the bid from Pace Mechanical at the June Board meeting.

Discussion ensued regarding the presentation made by Campbell, Incorporated during Citizens’ Comments.

10-233 I. DIRECTOR’S EVALUATION MEMO FROM AADL BOARD

President Head read the following evaluation summary memo addressed to Director Josie Parker:

“By way of this memorandum, we the AADL Board of Trustees, applaud the fine work you have achieved during this past year of 2009-2010. The Board’s consensus evaluation of this past year’s performance was compiled from assessment material submitted by each board member after review of your self-evaluation document. So, of course, you gave us a self-evaluation and we each did our own evaluation and then we put that information together. We also enjoyed the opportunity to discuss next years goals with you and look forward to any continued conversation that you may desire. As in past years, your work and accomplishments are outstanding. Your visionary leadership as the AADL director is commendable and should be noted as such. For the coming fiscal year you once again propose that your salary remain in place without any raise or addition. We respect your recognition of how economic conditions call for fiscal judiciousness. Therefore, the board on review agrees that your compensation will remain at $143,115 for fiscal year 2010-2011. Your application of AADL resources remain well managed with reduced resources and high service levels. We appreciate your leadership that promotes working with other organizations to gain in-kind resources and where relevant outside funds from grantors. Your actions and management demonstrate excellent financial management and I just want to add excellent service delivery too. Josie it’s clear that you work to maintain and elevate good customer service particularly at a time when budget revenues have decreased. Two notable examples of that commitment are improving services for the newly incorporated library for the blind and disabled and obtaining the Ann Arbor News archives for the community. Under your leadership expanded services are now offered to those who are patrons of the newly installed library for the blind and disabled. The program renovation demonstrates your commitment to accepting and improving new AADL program services. We also appreciate your perseverance in negotiating with the Ann Arbor News to gain the archives and then to begin planning for the next fiscal year’s digitizing step. Having the archive material easily accessible will obviously be an extraordinary benefit to all in the community. Finally the Board applauds your work to continue quality improvement of the existing services during this time of, as mentioned before, continued economic challenge because you have managed to ensure remarkable and unique library service continues. We certainly acknowledged that you have met and exceeded the major and challenging goal of operating AADL with good management and service and with no staff layoffs. These actions are model achievements in these fiscal times. Of course, there is more to this, but I think emphasizing good service, fiscal restraints, but that’s what this year has been. As board trustees we are appreciative of your keeping individual board members and the Board as a whole well informed regarding matters of relevance to the AADL, such as those pertinent to proposed policy and legislative issues. In addition, your valuable participation in relevant community affairs serve to assure AADL is well represented. We admire your courage, facilitation and input toward accomplishing the strategic plan and recognize that you structured the process so that AADL staff could easily participate in developing the plan in a productive and interactive manner. We also appreciate your arranging for key managers to provide the board trustees with pertinent background on the current status of AADL and future AADL challenges and opportunities. This process was a great benefit for the Board and facilitated the Boards strategic plan work. In the facilities arena you ensure that the challenging downtown building, that we were just talking about, is operational and that the necessary resources are applied prudently to sustain it. The continued excellent building management evident at all the branches is well supported by your leadership. We value your handling of any issue that may arise and commitment to make certain that it is quickly resolved so that any and all the buildings function well. Josie, the Board recognizes that you are an exceptional and outstanding library director. We are pleased and delighted you are our director for the Ann Arbor District Library. Thank you.”

10-234 J. VOTE FOR EXECUTIVE SESSION AT THE JUNE 21, 2010 REGULAR BOARD MEETING FOR LABOR NEGOTIATIONS, DISCUSSION OF REAL ESTATE & OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Stearns, moved to hold an Executive Session at the June 21, 2010 regular Board meeting for discussion of real estate, labor negotiations and opinion of legal counsel.

A roll call vote was taken.

AYES: Head, Leary, Rosenthal, Stearns
NAYS: None

Motion passed 4-0.

10-235 XV. ADJOURNMENT

President Head adjourned the meeting at 7:50 p.m.