January 16, 2012 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
MONDAY, JANUARY 16, 2012

12-001 I. CALL TO ORDER

President Leary called the meeting to order at 7:04 p.m.

12-002 II. ATTENDANCE

Present: Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: Head
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)

12-003 III. PRESIDENT’S REMARKS

President Leary remarked on the events of 2011: AADL once again received a 5 star ranking in Library Journal’s America's Star Libraries, 2011; Trustee Edward Surovell received MLA’s Trustee Citation of Merit award; efforts of the Community Relations Department earned the Library four ADDY awards; Laura Pershin Raynor received a Leader in the Literary Arts award at the Kerrytown BookFest; Eli Neiburger was recognized as a Library Journal 2011 Movers & Shakers Tech Leader; the Friends of the Ann Arbor District Library received another good audit; Tim Grimes and Eli Neiburger were asked to participate in NEH programs/projects; Josie Parker participated in a digital public library forum at Harvard and was invited to a UNESCO meeting of the future of the book in Italy; the Library received an excellent audit report for this year and levied less than the total millage available. President Leary thanked administration and staff for their excellent efforts.

President Leary thanked Josie and Robert Parker for a recent financial donation made to the Library in honor of the Board.

12-004 IV. APPROVAL OF AGENDA
(Item of action)

The agenda was approved by unanimous consent.

12-005 V. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Rosenthal, nominated Margaret Leary for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Trustee Barney Newman, supported by Trustee Kaplan, nominated Prue Rosenthal for Board Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Barney Newman, supported by Trustee Rosenthal, nominated Barbara Murphy for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Rosenthal, supported by Trustee Kaplan, nominated Jan Barney Newman for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

12-006 VI. INSTALLATION OF OFFICERS

Trustee Leary administered the oath installing Board officers for a second year in a row: Trustee Leary as President, Trustee Rosenthal as Vice President, Trustee Murphy as Treasurer, and Trustee Barney Newman as Secretary.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”

12-007 VII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

Officers remained the same as last year.

12-008 VIII. APPROVAL OF MINUTES OF NOVEMBER 22, 2011 & DECEMBER 8, 2011
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to approve the minutes of November 22, 2011 and December 8, 2011.

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

Motion passed 6-0.

12-009 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-010 X. FINANCIAL REPORTS

Associate Director Nieman reported December showed unrestricted cash balance just over $13 million. Tax receipts just over $10.7 million, reflecting 96.2% of the budgeted amount, have been received. The Fund Balance reflects just over $7.9 million. Three line items are over budget, but will come back into line later in the year. The Grants line item shows that over $44 thousand has been donated through the end of December and of that amount $40 thousand was donated by the Friends.

12-011 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Murphy, supported by Vice President Rosenthal, moved to approve the November and December 2011 disbursements.

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

Motion passed 6-0.

12-012 XII. COMMITTEE REPORTS

12-013 A. POLICY COMMITTEE

Secretary Barney Newman reported the policy committee met and reviewed the draft website terms of use policy and stated that Eli Neiburger will address this policy later in the agenda. The policy committee consists of Jan Barney Newman, Rebecca Head and Nancy Kaplan.

12-014 XIII. DIRECTOR’S REPORT

Director Parker reported that Erin Helmrich is chairing the 2012 Michael L. Printz Award for Excellence in Young Adult Literature. The committee will announce the award winner during the ALA Midwinter Meeting, held next week in Dallas. In February Eli Neiburger will be in Australia as a key note speaker at the VALA biennial conference. In March Celeste Choate and DeAnn Doll will be in Philadelphia participating on PLA conference panels.

12-015 XIV. NEW BUSINESS

12-016 A. APPROVAL OF BOARD MEETING DATES FOR 2012
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to accept the Board 2012 meeting schedule as proposed.

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

Motion passed 6-0.

12-017 B. RESOLUTION TO EXTEND THE TERM OF LEASE WITH WESTGATE ENTERPRISES, LLC.
(Item of action)

Trustee Kaplan, supported by Vice President Rosenthal, moved that the Board resolves to extend the lease with Westgate Enterprises, LLC for two years, with two one year options, commencing on February 1, 2012 at the annual rate of $82,260. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

12-018 C. PROPOSED WEBSITE TERMS OF USE POLICY
(Item of discussion)

Associate Director Neiburger reported to the Board that he and library counsel met with the Policy Committee to present and review the proposed website terms of use policy.

He reviewed each section of the policy for the Board and provided background information. He noted that the policy is an outcome of the negotiation process for the Ann Arbor News archive.

Per Board practice, this policy will be placed on the February 20th Board meeting agenda for approval.

12-019 D. CIRCULATING REALIA COLLECTIONS AT AADL

Associate Director Choate presented samples of the various non-traditional items the library circulates. In addition to art prints and energy meters AADL is now circulating science kits, Brain Quest and Fandex Family Field Guides.

12-020 E. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 20, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Murphy, supported by Vice President Rosenthal, moved to hold Executive Session at the February 20, 2012 regular Board meeting for opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

12-021 XV. ADJOURNMENT

Secretary Barney Newman, supported by Vice President Rosenthal, moved to adjourn the meeting.

President Leary adjourned the meeting at 7:58 p.m.