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May 19, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 19, 2014

14-111 I. CALL TO ORDER

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

14-112 II. ATTENDANCE

Present: Head, Kaplan, Leary, Murphy (left 6:59 p.m.), Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Neiburger, Parker, Wilson (recorder)

14-113 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

Staff present, except for the Director, were excused from the meeting at this point.

14-114 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2014-2015 AT 7:00PM

President Rosenthal reconvened to the Public Hearing on the 2014-2015 Budget at 7:02 p.m.

Trustee Murphy was absent for the remainder of the meeting. Staff was in attendance.

14-115 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

President Rosenthal called for public comment on the budget. There was no public comment.

14-116 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON FY 2014-15 BUDGET

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

14-117 VII. APPROVAL OF AGENDA
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the agenda. Trustee Leary, supported by Secretary Head, moved to amend the agenda with the addition of Director’s Evaluation to the vote for closed session on June 16, 2014. The amended agenda was voted on and was as follows:

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

Motion passed 6-0.

14-118 VIII. APPROVAL OF MINUTES OF APRIL 21, 2014
(Item of action)

Trustee Surovell, supported by Trustee Leary, moved to approve the minutes of April 21, 2014.

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

Motion passed 6-0.

14-119 IX. CITIZENS’ COMMENTS

Lyn Davidge

Hi, I’m Lyn Davidge, I live in Scio Township and I’m glad to be back. I haven’t seen you for a while. I wanted to thank you for continuing this year as you did last year in holding the summer meetings in various branches other than Downtown. I noticed at the ones I was able to attend last summer that there were new faces. Hallelujah. And quite good turn outs for those. And I think it’s really important if you are thinking about ways of communicating with the public that you kind of get out and be visible and make it easy for people to see you and get to know what the board is doing. The only thing I’m disappointed about is the fact that you’re only doing it the three times. So I’ve decided that it’s not too early to say hey, as you’re looking ahead to next year and setting your budget for, not your budget, sorry, your schedule for 2015 how about having six meetings in the other branches. How about expanding this a little bit and giving people even more opportunities to attend. Thank you.

Don Salberg

Good evening. I want to read to you portions of Ann Arbor District Library’s Purchasing Policy as adopted by the Ann Arbor District Library Board December 12, 1995, with revisions adopted on September 16, 1996, August 13, 2001 and June 19, 2006. Basically it says encourage by every legitimate means active and vigorous competition for library district business. Under one if it’s sub clauses it says if the cost of required materials, equipment, goods, supplies or services can reasonably be expected to exceed a base of $27,000 specifications shall be prepared describing the kind, quantity, and quality of all materials, equipment, goods, supplies, and services which may be needed for any designated period. I am reviewing this policy because it is not being used in the selection of construction firm to replace the front of the library. The executive director has communicated to me that no RFP will be issued for this project despite the fact that it will cost more than $28,000 limit above which RFP’s are mandated. In fact the project may cost as much as $250,000. I ask the library board insist that the executive director follow its own purchasing policies and ensure that the selection of the construction firm for replacing the front of the library will be decided by competitive bidding if bids are submitted by more than one firm. Also I encourage that local companies be allowed to compete for a contract which may not have been the case previously when services were sought from Allerton Hill Consulting of Columbus Ohio, EPIC-MRA of Lansing Michigan and from InForm Studio of Northville Michigan. The Ann Arbor community will benefit if its tax dollars are retained by contracting with local companies. Thank you.

14-120 X. FINANCIAL REPORTS

Deputy Director Neiburger reported April showed unrestricted cash balance just over $10 million. Tax receipts just over $11 million, reflecting 98.4% of the budgeted amount, have been received through the end of April. The fund balance stands at just over $8.4 million. Four line items are over budget but should come back into line before the end of the fiscal year.

14-121 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the April 2014 disbursements.

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

Motion passed 6-0.

14-122 XII. COMMITTEE REPORTS

14-123 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Newman reported the committee met, discussed the proposed budget and have budget related resolutions following later in the agenda.

14-124 B. COMMUNICATIONS COMMITTEE

Chairperson Head reported that the committee consisting of herself and Trustees Leary and Rosenthal met on May 9th with the new social media marketing technician, discussed the upcoming newsletter and holding a board candidate information event for prospective AADL board candidates in the near future.

14-125 C. DIRECTOR’S EVALUATION COMMITTEE

President Rosenthal reported the committee consisting of Chairperson Murphy, Trustees Barney Newman and Head completed the Director’s evaluation letter. It was noted that Chairperson Murphy has left the meeting due to illness.

President Rosenthal read the following:

Dear Josie,

You are the Five-Star Director in the fifth year of our being designated a Five-Star library.

Once again it is our privilege, as in previous years, to thank you for the extraordinary work you do for the library and the Ann Arbor community as Director of the Ann Arbor District Library.

You are a talented administrator. The structure you have put in place for AADL staffing and administration uses the varied skills of all of the staff members in effective and innovative ways.

You are an extraordinary leader and manager with great foresight; a good listener; an amazingly articulate person; an excellent decision-maker. And great to work with. As I said in the closed session meeting, it is marvelous to work with somebody who has the vision for what we can be. We are great and can be even better. However that happens.

Your responsibilities cover the entire range of areas included in the duties of many library directors, but are wider than even those. Because we are an independent entity, and not funded by money from the State or City budgets, you have had large responsibilities in areas such as Financial Management, Community Service, and State and Federal Relations, to name a few.

You are aware of the work of nearly every staff member and are able to offer counsel when there are problems, and congratulate and reward them when they go above and beyond, as they often do at AADL.

You are a sought-after speaker, panel-member, and participant in conferences and workshops around the State, the country, and even internationally.

As a Commissioner for the Bureau of Blind Persons, appointed by Governor Snyder, your participation is the only library representative offers a much-needed, innovative, and technologically sophisticated point-of-view to their work. And I think says a great deal about what the blind community thinks of you.

Your excellent planning for the implementation of the new electronic HR system, working with managers and supervisors, made this potentially disruptive major internal change invisible to the public.

Once again this year, relations with our Librarians’ Union and our Associates’ Union were excellent. Again, there were again no grievances.

You continue to be an inspiration to students and colleagues, and have expanded your influence by writing, editing (e.g. for the Journal of Library Administration) and lecturing.

You are always available to Board members for consultation, information, and updates. You make certain that the Board as a whole, and individual Board members are always aware of current and future issues and events of interest to our library. You are greatly respected as an administrator and library professional by the Board and all who work with you.

In view of your excellent work this year, the Board has chosen to give you a 3% raise. Thank you, Josie.
Director Parker thanked the Board and clarified that in regards to implementation of the HR system, she just said yes. Staff was responsible for getting everything up and running and deserves the credit.

14-126 D. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met on May 8th. The committee discussed the resolutions being presented later in the agenda regarding O’Neal Construction, the Friends Space Use Agreement, janitorial services and the HVAC system maintenance and repair.

Trustee Surovell requested more detailed information regarding the responsibilities of construction management services.

Director Parker responded that the company would oversee the construction project; review construction documents; work with the architect regarding the budget; secure permits, handle safety and inspections; bid out work to the trades as they are not building the project and help the library stay open during construction.

14-127 XIII. DIRECTOR’S REPORT

Director Parker reported that Visions 2014 held at the Morris Lawrence Building at Washtenaw Community College was a huge success and she thanked all staff who participated in this event for their amazing work. Approximately 500 people attended the event and came from all over the state and some from out of state.

Director Parker reported the public elevator is out of service as the hydraulic piston has failed. Repairs will take several months and it is not anticipated to be back in service until the end of August. Repairs are anticipated to cost around $100,000 and will begin in July. Access to the lower level will be curtailed when work begins. Arrangements are being made to accommodate the Friends Book Shop. Staff is escorting patrons through staff areas to access the freight elevator to the upper floors when needed.

14-128 XIV. MONTHLY STATISTICS

Associate Director Neiburger reviewed April 2014 versus April 2013 statistics of collections, users, visits, usage and participation. Top tweets for the month were also presented. Also viewed was the video “The Summer Game” produced to promote the AADL summer game to all ages.

14-129 XV. NEW BUSINESS

14-130 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2014-2015
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved Pursuant to Act 2, Michigan Public Acts of 1968, as amended, before adoption of a budget, a public hearing shall be held as required by Act No. 43 of the Public Acts of the Second Extra Session of 1963, as amended (“Act 43”), and Act No. 267 of the Public Acts of Michigan 1976, as amended.

Pursuant to Act 43, notice of a public hearing on the proposed budget of the District Library must be given by publication in a newspaper of general circulation in the Library District at least 6 days prior to the date of such hearing.

The Board, after due and proper notice, conducted a public hearing on Monday, May 19, 2014, on the approval of the proposed budget.

The Board resolves as follows:

1.) The Board approves and adopts the budget for the fiscal year ending June 30, 2015, as presented.

2.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leary requested clarification regarding the 3% merit increase for staff. Director Parker noted that the 3% increase is a merit increase and is distributed accordingly.

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

Motion passed 6-0.

14-131 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Secretary Head, supported by Trustee Leary, moved that the Board resolves as follows:

1.) That as to the 2014-2015 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.55 mills.

2.) That the foregoing amounts are levied by the Ann Arbor District Library and the Secretary of the Board of Trustees is authorized and directed to report the same as the Library tax levy to the proper assessing officer(s) of the appropriate agencies and the Secretary may provide copies of this resolution when requested by any appropriate agency.

3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2014, except as subsequently altered or amended by appropriate certification.

4.) That a certified copy of this Resolution may be issued as though the original with the certification provided.

5.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

It was noted that the full millage is not being assessed and the millage rate is the same as last year.

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

Motion passed 6-0.

14-132 C. RESOLUTION TO ADOPT THE 2014-2015 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved that the Board resolves as follows:

1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2014-15 the total amount of $12,568,000 for the expenditure categories set forth in the budget.

2.) Disbursements for Payroll and Related Payroll Taxes and Withholdings. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, the Director of the Library, the Chief Financial Officer of the Library or Human Resources Manager of the Library (each as “Authorized Officer”) are hereby authorized to provide for the disbursement of Library funds for payroll (including related payroll taxes and withholdings) provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

3.) Disbursements for Recurring Expenses that are necessary to Avoid Finance of Late Charges. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for payments that are for recurring expenses and are necessary to avoid finance or late charges, such as payments for utilities, equipment leases and similar expenses, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

4.) Disbursements for Appropriated Amounts. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for expenditures that have been previously appropriated by the Board pursuant to Paragraph No. 1 of this Resolution, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

5.) Presentation of Disbursements to the Library Board. All disbursements made pursuant to the authority of this Resolution must be presented to the Library Board for approval at a subsequent Board meeting.

6.) Limitation of Disbursements to $28,000. Notwithstanding any provision to the contrary in this Resolution, no Authorized Officer shall be allowed to approve any single expenditure in excess of $28,000 unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board.

7.) Requirement for Dual Signatures. Nothing in this Resolution shall be construed as modifying the current Library Board policy that requires two authorized signatures on all checks, excluding payroll checks, in the amount of $2,500 or more.

8.) Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.

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

Motion passed 6-0.

14-133 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

President Rosenthal, supported by Trustee Leary, moved that the Board resolves as follows:

1.) That the President of the Board of Trustees of Ann Arbor District Library be authorized to sign a one year extension of the space use agreement along with the President of the Board of the Friends of the Ann Arbor District Library.

2.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leary noted that the Facilities Committee has reviewed the Friends request for replacement carpeting the Book Shop. This will be done after the elevator work is completed and in conjunction with replacement of the lower level carpeting.

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

Motion passed 6-0.

14-134 E. RESOLUTION TO AWARD CONTRACT FOR JANITORIAL SERVICES FOR THREE YEARS
(Item of action)

Trustee Leary, supported by Secretary Head, moved that the Board resolves as follows:

1.) That the contract for janitorial services be awarded to R.N.A. Janitorial for the next three years, 2014-2017, for the bid amount of $476,748.00.

2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leary noted bids were reviewed by the Facilities Committee. R.N.A. has been doing work for AADL and we are satisfied with their work.

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

Motion passed 6-0.

14-135 F. RESOLUTION TO AWARD CONTRACT FOR HVAC EQUIPMENT MAINTENANCE AND REPAIR SERVICE FOR THREE YEARS
(Item of action)

Trustee Kaplan, supported by Secretary Head, moved that the Board resolves as follows:

1.) That the contract for HVAC equipment maintenance and repair be awarded to Shambaugh & Son for three years beginning July 1, 2014 for the bid amount of $259,240.00.

2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leary reported that bids were reviewed by the Facilities Committee. Shambaugh & Son have been doing work for AADL and we are satisfied with their work. They were the lowest bidder.

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

Motion passed 6-0.

14-136 G. RESOLUTION TO AUTHORIZE THE LIBRARY DIRECTOR TO NEGOTIATE WITH O’NEAL CONSTRUCTION INC. TO PROVIDE CONSTRUCTION MANAGEMENT SERVICES FOR THE REDESIGN OF THE DOWNTOWN LIBRARY FRONT ENTRANCE
(Item of action)

Secretary Head, supported by Treasurer Barney Newman, moved that the Board resolves as follows:

1.) That the Library Director be authorized to negotiate with O’Neal Construction Inc. to provide construction management services for the Ann Arbor District Library for the redesign of the Downtown Library front entrance.

2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leary reported that the Facilities Committee recommends this resolution. That Director Parker provided qualifications from O’Neal to the Committee and has she has previous experience working with O’Neal. Director Parker noted it was permissible to use a qualifications request in lieu of an RFP.

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

Motion passed 6-0.

14-137 H. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

President Rosenthal noted the Director’s evaluation letter was approved by the Board and read earlier in the meeting.

14-138 XVI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-139 XVII. VOTE FOR CLOSED SESSION AT THE JUNE 16, 2014 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

President Rosenthal, supported by Treasurer Barney Newman, moved to hold a closed session at the June 16, 2014 regular meeting for opinion of legal counsel and the director’s evaluation.

A roll call vote was taken.

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

Motion passed 6-0.

14-140 XVIII. ADJOURNMENT

President Rosenthal adjourned the meeting at 8:24 p.m.