Press enter after choosing selection

November 15, 2010 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 15, 2010

10-288 I. CALL TO ORDER

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

10-289 II. ATTENDANCE

Present: Head, Leary, Murphy, Barney Newman, Rosenthal, Stearns, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

10-290 III. APPROVAL OF AGENDA
(Item of action)

President Head requested an addition to the agenda under New Business to allow Trustee Stearns to address the Board.

Vice President Barney Newman, supported by Secretary Leary, moved to approve the agenda.

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

Motion passed 7-0.

10-291 IV. APPROVAL OF MINUTES OF OCTOBER 18, 2010
(Item of action)

Vice President Barney Newman, supported by Trustee Surovell, moved to approve the minutes of October 18, 2010.

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

Motion passed 7-0.

10-292 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

10-293 VI. FINANCIAL REPORT

Associate Director Nieman reported October showed unrestricted cash balance just over $14.4 million. Tax receipts over $10.5 million, reflecting 93% of the budgeted amount, have been received. The Fund Balance reflects just over $7.6 million.

Seven line items are over budget in operating and should come back into line later in the year with the exception of Employee Benefits.

Grants and Memorials reflect the receipt of $50,000 from the Friends of the Ann Arbor District Library.

10-294 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

10-295 VIII. COMMITTEE REPORTS

10-296 A. BUDGET AND FINANCE COMMITTEE

Treasurer Rosenthal reported the committee consisting of herself, Trustee Murphy and Trustee Surovell met with the auditor to review the draft 2009-2010 audit.

10-297 IX. DIRECTOR’S REPORT

Director Parker reported she attended the MLA conference last week as MLA Legislative Chairperson. AADL hosted ALA’s National Gaming Day Super Smash Bros Brawl tournament on November 13th. Forty seven libraries participated in this tournament. AADL beat Topeka Shawnee County Library (KS) to win the event.

We received our first bi-annual report from the Michigan Commission for the Blind which is responsible for oversight of the WLBPD at AADL. Commendations were received for review and cleanup of patron accounts; for consistently meeting digital technology deployment targets; for taking a proactive stance on providing services and utilizing all staff; for outstanding programs and training; for assigning specialized tasks to specific individuals. Personal contact with all 500 patrons was made. Director Parker thanked Associate Director Choate and staff in the ONS, IT and Circulation departments for all their work on the WLBPD.

Director Parker briefly touched on the proposed DDA/City of Ann Arbor parking contract. This topic was added to the agenda under New Business.

10-298 X. NEW BUSINESS

10-299 A. AUDITOR’S REPORT
Dave Fisher, Rehmann Robson

Mr. Fisher presented the Ann Arbor District Library 2009-2010 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/10. Key control systems were tested. No material audit adjustments were needed. No material weaknesses were found.

10-300 B. RESOLUTION TO ACCEPT THE 2009-2010 FINANCIAL AUDIT
(Item of action)

Treasurer Rosenthal, supported by Trustee Surovell, moved to accept the 2009-2010 financial audit prepared by Rehmann Robson and that all resolutions and parts of 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.

10-301 C. CONSULTATION OF LEGAL COUNSEL

Trustee Surovell, supported by Secretary Leary, moved to authorize the director to consult legal counsel regarding the Library’s position related to AADL funding and the DDA/City of Ann Arbor proposed parking contract.

Secretary Leary amended the motion providing that the director or treasurer report preliminary findings back to the Board at the next Board meeting including any recommendations for action. The amended motion was voted on.

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

Motion passed 7-0.

10-302 D VOTE FOR EXECUTIVE SESSION AT THE DECEMBER 20, 2010 REGULAR BOARD MEETING FOR LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Secretary Leary, supported by Vice President Barney Newman, moved to hold Executive Session at the December 20, 2010 regular Board meeting for labor negotiations.

A roll call vote was taken.

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

Motion passed 7-0.

10-303 E. COMMENTS FROM BOARD MEMBER CAROLA
STEARNS

Trustee Stearns expressed her appreciation of the Board, Library Administration and staff during her tenure on the AADL Board of Trustees. She encouraged the Board to explore alternative funding for the Downtown Library building project; keep the spectacular library system strong; provide the framework for flexibility to continue to evolve and ensure future financial impact be minimized.

10-304 XI. ADJOURNMENT

President Head adjourned the meeting at 7:43 p.m.