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April 21, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 21, 2014

14-087 I. CALL TO ORDER

President Rosenthal called the meeting to order at 6:00 p.m.

14-088 II. ATTENDANCE

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

14-089 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

Staff present was excused from the meeting at this point.

14-090 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Rosenthal reconvened the meeting at 7:05 p.m.

Staff was in attendance.

14-091 V. APPROVAL OF AGENDA
(Item of action)

Trustee Surovell, supported by Secretary Head, moved to approve the agenda.

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

Motion passed 7-0.

14-092 VI. APPROVAL OF MINUTES OF MARCH 17, 2014
(Item of action)

Secretary Head, supported by Trustee Kaplan, moved to approve the minutes of March 17, 2014.

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

Motion passed 7-0.

14-093 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-094 VIII. FINANCIAL REPORTS

Associate Director Nieman reported March showed unrestricted cash balance just over $11 million. Tax receipts just over $11 million, reflecting 98% of the budgeted amount, have been received through the end of March. The fund balance stands at just over $8.4 million. Three line items are over budget but should come back into line before the end of the fiscal year.

Director Parker noted that this was the final board meeting for Associate Director Nieman as he has accepted a position as CFO at the Sonoma County Library System.

Board members expressed their appreciation of Associate Director Nieman’s tenure at AADL.

14-095 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the March 2014 disbursements.

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

Motion passed 7-0.

14-096 X. COMMITTEE REPORTS

14-097 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Newman reported the committee met and reviewed the proposed budget being presented under new business.

14-098 B. COMMUNICATIONS COMMITTEE

Chairperson Head reported that the committee had met with city council members. The committee also met and discussed the results of the recent patron satisfaction survey.

14-099 C. DIRECTOR’S EVALUATION COMMITTEE

Chairperson Murphy reported the committee had met several times and reviewed the draft of the director’s evaluation today.

14-100 D. FACILITIES COMMITTEE

Chairperson Leary reported the committee met on April 8th and reviewed updated drawings and discussed additional changes made with Cory Lavigne. Proposed changes are being presented under old business. The committee is recommending proceeding with those changes.

14-101 XI. DIRECTOR’S REPORT

In addition to her written report Director Parker reported that AADL received the 2014 Washtenaw County Environmental Excellence Award for Water Quality Protection. President Rosenthal attended the award event with Director Parker and read into the record the following award announcement:

“The Ann Arbor District Library is being singled out tonight for their exceptional water quality protection practices. The Library has been a Community Partners for Clean Streams member since August of 2004 and recently expanded their partnership to include the Malletts Creek, Traverwood and Pittsfield branches. The Library has gone above and beyond in the realm of environmental education, providing our community with opportunities to learn, connect with others and share ideas on topics including climate change, energy, and threats to water quality. Most recently, the Library hosted the 2014 Sustainable Ann Arbor Forum in collaboration with the City of Ann Arbor. They have made a commitment to sustainable infrastructure design to the benefit of water quality. The physical buildings and landscape at many branches were designed to reduce environmental impacts and optimize water quality. The Malletts Creek branch incorporates solar heating, natural daylight, convective cooling and recycled materials. The surrounding landscaping is designed to capture and filter stormwater that falls on impervious surfaces through bioswales, a green roof and native plant gardens. These practices minimize runoff flow velocities and allow for infiltration which reduces discharge of contaminants into our waterways. The Ann Arbor District Library’s building and landscape designs at the Malletts, Pittsfield and Traverwood branches serve to inspire us by demonstrating successful green infrastructure and energy efficient practices. The Library serves as a model for other public entities in their collaborative spirit, environment stewardship and progressive actions in developing a motivated community working towards improved water quality. “

Director Parker noted that within one week AADL hosted the Vice Director of the Heilongjiang Provincial Library from China, who serves over 40 million people, and the President of the American Library Association who opened National Library Week events at AADL.

Director Parker announced that DeAnn Doll, Finance and Human Resources Manager of fifteen years has accepted a position as Human Resources Manager for the new Florida Polytechnic University in Lakeland, Florida.

14-102 XII. MONTHLY STATISTICS

Associate Director Neiburger reviewed March 2014 versus March 2013 statistics of collections, users, visits, usage and participation. Top tweets for the month were also presented.

14-103 XIII. OLD BUSINESS

14-057 A. INFORM STUDIO REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY AND RESOLUTION TO PROCEED WITH DOWNTOWN LIBRARY PUBLIC ENTRY CONSTRUCTION
(Item of action)

Trustee Leary reported that Cory Lavigne presented revised drawings to the Facilities Committee taking into account comments and recommendations made at the March public forum and March board meeting. She then introduced Mr. Lavigne to review the changes made.

Mr. Lavigne reviewed changes made in response to the public forum and Board input.

Trustee Leary, supported by Secretary Head, moved that the Board resolves to authorize the Library Director to continue to work with InForm Studio on the redesign of the Downtown Library public entry with the next phase of the project to complete the construction documents for a total dollar amount of $18,580; to increase the Purchased Services line item in the 2013-2014 budget by $18,580; that the $18,580 increase to Purchased Services be transferred from the Fund Balance; to authorize the Library Director to hire a construction manager for the project; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-104 XIV. NEW BUSINESS

14-105 A. DISCUSSION OF PROPOSED 2014-2015 BUDGET

Associate Director Nieman distributed a revised proposed 2014-2015 budget which reflects an anticipated 2.4% increase in property taxes.

He reported that the proposed tax revenue is being based on an estimated 2.4% increase in property taxes as noted in Washtenaw County’s 2014 equalization report. No increase in the millage rate currently levied at 1.55 mils is being recommended. He reviewed a number of expenditures and stated that a 3% merit increase was included this year. A 3% increase was budgeted for employer contributions to health benefits. The materials budget was increased from $1.7 million to $1.75 million. Capital Outlays includes the cost for a new utility van. The increase in Legal Services reflects labor negotiations.

Board members asked several questions regarding the budget. Trustee Surovell inquired about the possibility of losing Personal Property Tax income. Associate Director Nieman reported that loss could be $635,000 if the State does not replace the tax. Director Parker noted that we do not yet know the impact of changes to that tax. She stated for a partial year replacement funds could be taken from the Fund Balance. If no replacement of the tax is provided, the millage rate for the following budget year would have to be reviewed.

The Board gave no further direction to administration to revise the proposed budget prior to the May 19th public hearing of the budget.

14-106 B. RESOLUTION TO EXTEND AUDITING SERVICES CONTRACT WITH REHMANN ROBSON FOR ONE YEAR ENDING JUNE 30, 2015
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved to extend the auditing services contract with Accounting Firm of Rehmann Robson of Jackson, Michigan, for one year ending June 30, 2015 for a fee of $10,150; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker noted the request was made in order to provide continuity with the leaving of Associate Director Nieman and the hiring of a new comptroller.

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

Motion passed 7-0.

14-107 C. RESOLUTION OF THANKS TO PATTI MILLER UPON HER RETIREMENT
(Item of action)

President Rosenthal, supported by Vice President Murphy, moved the Board resolves that it would like to officially thank Patti Miller for her services as an employee from July 28, 1997 to April 11, 2014 of the Ann Arbor District Library; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-108 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-109 XVI. VOTE FOR CLOSED SESSION AT THE MAY 19, 2014 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Vice President Murphy, supported by Secretary Head, moved to hold a closed session at the May 19, 2014 regular meeting for opinion of legal counsel and the director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

14-110 XVII. ADJOURNMENT

Vice President Murphy, supported by Treasurer Barney Newman, moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 8:28 p.m.