July 15, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
PITTSFIELD BRANCH LIBRARY
2359 OAK VALLEY DRIVE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 15, 2013

13-140 I. CALL TO ORDER

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

13-141 II. ATTENDANCE

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

13-142 III. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Treasurer Kaplan, moved to approve the agenda.

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

Motion passed 7-0.

13-143 IV. APPROVAL OF MINUTES OF JUNE 17, 2013
(Item of action)

Trustee Murphy, supported by Trustee Leary, moved to approve the minutes of June 17, 2013.

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

Motion passed 7-0.

13-144 V. AMENDMENT OF AGENDA

President Rosenthal proposed an addition under New Business A. Resolution Acknowledging the Contributions of Karl Pohrt to Our Library and Our Community.

Trustee Leary, supported by Trustee Murphy, moved to approve the amended agenda.

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

Motion passed 7-0.

13-145 VI. CITIZENS’ COMMENTS

Robb Woulf

Good evening, I’m Robb Woulf and I have the pleasure of serving as the executive director of the Ann Arbor Summer Festival. We’ve just concluded thirtieth season last week. I wanted to take a few minutes and stop by your meeting this evening and personally thank Ann Arbor District Library for your support for the 2013 season. Having worked with our friends at the library for a number of years, I felt it was important that I come out and let you know just how much the festival values our partnership with the library and how grateful we are for the library’s participation in our event. This past season more than one hundred events were presented indoors and out over twenty-four days. Some of those wet days but days nonetheless. Because of the library’s support hundreds of families attended AADL’s Kids Rock concert series at Top of the Park on the weekends. Hundreds more visited our kid’s zone tent where library staff and volunteers hosted interactive hands-on activities for children and their parents and still hundreds more tested out their super-powers in a special video art exhibition that had a superhero projected on the historic façade of Burton Memorial Tower over three spectacular events. These projects along with a number of artists workshops held at the downtown library were offered admission free. These would not be possible without the library’s generous support. I know my time is limited so on closing I just want to say I often think of summer festival as a big head venture that allows our community to come together and explore, discover and experience the arts and the world around them and in many ways I see that same sense of adventure in the work that the library does as you continue to offer the community an extensive array of materials, programs and resources for all ages and interests. On behalf of the Ann Arbor Summer Festival, again I thank you for the library’s continued support and partnership. It is deeply appreciated, it has made an impact and I’m told by Eli I get extra points for tonight.

Lyn Davidge

Good evening, as you can see I have recently returned from the annual conference of the American Library Association, which this year was in Chicago. I will hereafter refer to it as ALA. When I was working as a librarian at the University of Michigan it was a fun custom in my department for those who went away on vacation or who went away to conferences to bring back little trinkets and goodies for the rest of the staff. My personal favorite was a pencil embossed with Sharon’s staff guard, but that’s another story. Since I retired I have been a visitor of AADL and so you have become more than ever my staff here. I’m one of your constituents, I’m a taxpayer, I’m a member of the electorate that put you in office. So it seemed appropriate to bring you back some goodies from ALA. I didn’t see any of you there, but it was a huge conference and we may have missed each other. If you haven’t recently attended any other conference, I hope you will consider doing so. It would be a great way for you to experience the big picture for yourself. You can independently network, learn, come to understand the many views and many facets of the complex issues facing libraries today. And gain insight on the possibilities of the collaboration among libraries of different types. Now, I realize that I have to put this paragraph in I want to be very clear, that no, no, no, I am not advocating an expensive junket for all of you at taxpayer expense. I realize that there are a variety of individual reasons any one of you may not be in a position to independently attend ALA for, as I say a variety of reasons. But I hope with my goody packet that I brought tonight will get you thinking about it. At ALA both the conference and the various exhibitors offer special flags for attendees to attach to their name tags. And mine here reads ALA member, life member, exhibitor, because I helped out in the national storytelling network booth one day and friend of labor. Now if you had been there or if you were there, you got a fancy red flag that says trustee to attach to your name tag and I have put one of those in each one of your packets along with information about two ALA divisions. First of all the Public Library Association and second, United for Libraries which is specifically the division for trustees. I’m sorry that I can’t stay for the rest of the meeting but I have another commitment this evening. Karen has a packet for each of you and I hope that you enjoy them and that you have a happy summer. Thank you.

Cheryl & Samantha Orosz

Good evening, my name is Cheryl Orosz and this is Samantha. We are avid summer game players and we came partly because of the offering of summer game points but also to tell you we really enjoy the summer games and we appreciate the opportunities that it affords for community building and playing. Everybody in our family plays. My husband is at the Townie Street Party this evening collecting points and my other daughter is at another program event this evening with friends, where there are other children we are told. But we are also very avid online players and we have created badges. We think it’s a great way to enhance research skills and there are real life skills being developed and we wanted you to know that.

Yingchen Jin

Hi, my name is Yingchen. I like the library a lot. I don’t have many chapter books of my own and I love reading and I love to go to libraries close to my home in Ann Arbor. I like participating in the summer game because you can win stuff. I didn’t know about the summer game last year, but now this year since I know about it, I want to try my best to get many game points. I really, really love libraries.

Lydia Valtadoros

Hi, my name is Lydia Valtadoros. I’m going to Slauson Middle School this year and I am eleven years old. I really appreciate the library program because of all the things it offers, especially the summer reading program and online game because I really like searching through the catalog and finding all the different codes to enter. Thank you.

Philip Valtadoros

Hi, I’m Philip Valtadoros, I’m Lydia’s brother. I’m thirteen and going into eighth grade at Slauson Middle School. The library reading game, I really like it and all it offers. It’s like a big incentive for me to read over the summer. I also play the online game and I really enjoy that, especially since I’ve gotten on the board. I want to thank the Library for all you do.

Bob Rorke

At the June Board meeting I mentioned to you a public minded paper of clinical purposes of violation of Michigan law with the execution of the contract with Allerton Hill Consulting. Since the June meeting I’ve received communication from the Library that my perceptions were not shared by the Library Board. Tonight I would like to read a few email excerpts gathered by FOIA by Protect Our Library PAC that created my misperception. How did we get into this contract with Allerton Hill? On December 12, 2012, Director Parker received an email from Luke Schaefer an Assistant Professor from the U of M School of Social Work. Professor Schaefer wrote I am an Ann Arbor resident who watched the library bond issue with interest. My colleague and friend Joel Gagne runs a consulting firm that helps public entities communicate more effectively with the public, particularly around tax levies. His firm has a track record of working on campaigns that have resulted in hundreds of millions of additional dollars in public investment. December 14th Director Parker responded to Professor Schaefer writing him an email saying thank you very much for your email and the possible link to Mr. Gagne. We are happy to talk to him, and to you, about the AADL and the unsuccessful bond proposal for a new downtown library. I shared your interest in our situation with my executive committee and they too would appreciate joining a conversation if we decide to have one. On the 19th of December Director Parker emailed President Leary, and said thanks so much Margaret, Eli, Celeste and I were on the phone today with Joel Gagne from Allerton Hill and we were impressed. I sent him more information and he is going to look things over and talk to us again next week. After that they may have a proposal. He asked us why it failed and after discussing it with us, pretty much sums it up we were working blind. He suggested that we needed a two year lead time for another vote if a vote is the decision. He was easy to talk to and did not sound like a used car salesman. His company is all about research, data and communication. He also said that communication should be 80% from the library and 20% from an advocacy group. Very different demeanor than the pitch from MW – Martin Waymire. Just as a matter of interest I have not received a proposal from Epic/MRA which is another political consultant. On December 20th President Leary communicated with Director Parker responding, thanks I looked at their website and immediately saw things we did less well than we could have. The first lesson I saw was never surprise the voters. Later on December 20, 2012 Director Parker emailed President Leary, writing I am taking in so much information right now from every direction and am purposefully not trying to make decisions or make judgments. The consultant from Allerton Hill was very blunt about our chances of success anytime in the next couple of years. It’s not possible. I’m hearing that from everyone who wants to talk to me and I’m listening. It’s very humbling, but not hopeless. On January 14, 2013 Allerton Hill submits their references in writing to the District Library. And who were their references and how were they described their work? Lou Glorie will read the references for you. Thank you.

Lou Glorie

On January 14, 2013 Allerton Hill submits their references in writing to AADL. Who are their references and how did they describe their own work? References are David Conley of RW Baird. David works for an investment bank that specializes in public bonds throughout the Midwest. David has seen our communication work first hand. We have helped their clients pass millions in bonds. We currently enjoy a partnership with them developing communication plans. David Axner, Superintendent of Dublin City Schools. We worked their campaign last November. They lost their operation issue the year before. They have strong opposition in the form of the conservative Buckeye Institute. We were able to overcome this with strong messaging and better organization. Vicki Gnezda, Communications Worthington City Schools. We are working with the district on their long term communications issues. They have had long standing opposition, which includes a board member. With our help they were successful in passing their last two issues and overcoming their opposition. Rick Hanes, Superintendent of Piqua City Schools. We worked with them both from a district end and a campaign end to pass a bond in 2010. No real organized opposition. Very conservative part of the state, our polling only had them at 35% approval of the project.

Don Salberg

Good evening, my name is Don Salberg, I’m a longtime resident of northeast Ann Arbor. Back in November of last year at the time that the library millage referendum was placed before voters one of the issues that the library board placed before the citizens needed to do some maintenance and upgrade particularly to the electrical systems so that there would be adequate power outlets for individuals to power their devices, that there may have been some ADA compliance problems with the elevators and that the boiler and cooling units may need to be replaced. It was understood that this should wisely be deferred if there was the possibility of a new library that would be built that would mean necessary maintenances and upgrades unnecessary that would be included in the new library. The millage was defeated and now in June eight months later I urged the library board to start maintenance and upgrade arrangements to meet the necessary demands that were identified in November. Subsequently in the ensuing month I contacted Karen Wilson, who I have not heard back from her. And I am unaware as to whether or not any of these maintenance and upgrade projects have been started and I would hope there have been RFP’s out to electricians to upgrade the electrical system. If you’ve already down that, or you are waiting for proposals to come back. I understand that the ADA compliance issue is not a serious problem and I also understand that maybe even the heating and cooling units do not need to be replaced at this time. But if so, I think it’s about time that efforts are made to get this accomplished. And if money for that is not available from general funds, I understand can be taken from reserve funds since these are one time expenditures and qualify for money from the reserve fund. Thank you.

Manish V.

Hi, my name is Manish and I would like to talk about the online summer game. I think it is very fun and it’s fun to play the badges but, and you can read and listen and you can record what you do and have a chance to search all through the AADL catalog. But it’s kind of weird that some people have hundred thousands point prizes and I don’t think that’s really possible. I don’t know how people do it, it’s really hard to get points.

Ashish Venumuddula

Hi, my name is Ashish and I love this library because it’s very convenient for the people who live in the neighborhood over here. So I can walk or bike and it’s very pleasant. I don’t have a complaint about this library, but I do have a complaint about the downtown library because their kids section needs more non-fiction books. Especially on airplanes, I got a book on one of them and I got this huge book about that big, and I started reading and I’m like what are they talking about. Other than that I love the libraries.

Elaine Cash

Hi, my name is Elaine Cash. I just want to express my gratitude and appreciation to the library and librarians. My family, my children and I really enjoy playing the summer game and as a mother of two kids I’m always looking for activities for children in a kid friendly environment and I’m really happy to go online and see that there are always events going on at the library and they are free and always interesting and I really want to say thank you for that.

Anna Solomon

My name is Anna Solomon and I live in the Eberwhite neighborhood of Ann Arbor and I talked here a little while ago as a new mom and in appreciation for what you do for new families. One thing that I want to talk about tonight is I’m a program director of a local autism services agency and one of the things that we do offer as part of our mission is educating communities throughout Michigan. And we often give free talks at the Ann Arbor Library. And one of our goals was to go around the state and give free talks to other communities through their public libraries. And to our shock and surprise you are actually pretty unique in that a lot of public libraries don’t offer those kinds of community talks that you offer. I just took it for granted until I started looking around the state and realized that it’s - what I don’t understand it, I don’t understand, - and I’ll say we just want to come and give a community talk. So I just wanted to say thank you for that service you provide. It’s really unique, yet one more unique thing at the Ann Arbor Public Library does. Also I did start doing summer gaming and I’m really having a good time doing that too and I got my seventh month old son enrolled as well.

Donald Harrison

My name is Donald Harrison and I just wanted to comment on a recent event at the library which was a streaming of the film Room 237 which is about Stanley Kubrick’s The Shining and all kinds of theories, some of them pretty wild. It was really a fascinating, fantastic movie and not just the movie but also bringing in one of the main characters, one of the main interviewees for that film. So, for me that was really a great evening of cinema at the library presented free for the community, a really great turn out. It was close to capacity. So you could say well that the downtown, the basement was adequate, but it was one of the most uncomfortable screenings I’ve been to in recent memory. You pretty much had to sit sideways with my neck sort of turned at an angle to see most of the screen and so I think that room, you know again you can talk a lot about capacity you know there are problems with downtown. But when you are screening something or doing a presentation it’s not just the number of seats it’s actually the quality of the venue itself. So, I would definitively think twice about going back to see a film if I thought there were going to be more than thirty or forty people there just in terms of terrible sight lines, just the fact it wasn’t built for that. So I don’t know what the solution is but moving forward I would love to see more events like that happen at the library. The programming is really fantastic but it just again reminded me that something needs to be done about having more fantastic events and not just focus on the number of bodies and seats but the quality of all the experience you can have. And the summer game is awesome.

13-146 VII. FINANCIAL REPORTS

Associate Director Nieman reported June financials were pre-audit. June showed unrestricted cash balance just over $8 million. Tax receipts just over $11 million, reflecting 100% of the budgeted amount, have been received through the end of June. The fund balance stands at just over $8.2 million. Three line items are over budget and budget amendments will be presented in August.

Auditors will be arriving on September 16th to begin the 2012-2013 audit.

13-147 VIII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the June 2013 disbursements.

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

Motion passed 7-0.

13-148 IX. COMMITTEE REPORTS

13-149 A. BUDGET & FINANCE COMMITTEE

Chairperson Kaplan reported the committee had not met.

13-150 B. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee had not met. A committee meeting is scheduled in August.

13-151 C. EXECUTIVE COMMITTEE

President Rosenthal reported the committee had not met.

13-152 D. FACILITIES COMMITTEE

Chairperson Leary reported the committee has a meeting scheduled for tomorrow.

13-153 E. POLICY COMMITTEE

Chairperson Murphy reported the committee has a meeting scheduled at the end of summer.

13-154 X. DIRECTOR’S REPORT

Director Parker reported that Eli Neiburger and Tim Grimes were once again invited by the Executive Director of the Tribeca Film Institute to participate on a new NEH project focusing on immigration. They will again serve on an advisory group representing public libraries. It is quite an honor to be called upon twice.

During the art fair this week hold periods for materials at the downtown library will be extended so patrons can retrieve them after art fair has ended or they can be sent to branches for pickup. Due dates were also extended with no items due during art fair.

AADL received two Family Favorites awards from the Ann Arbor Family Magazine. One for best free activities and one for best storyhour. AADL also received a certificate of recognition for our participation with the Michigan Prisoner ReEntry Initiative.

Recent gifts received include an oil painting entitled Bridge Construction in July, donated by the artist, Elaine Wilson. This painting will hang in the Pittsfield branch. Another significant donation received from an anonymous donor is a “classic video game collection”. As we do not circulate video games this collection will be used in future programming and video gaming events.

A second laptop bar was recently added to the Downtown library second floor providing additional seating, power outlets and lighting for up to eight. The vertical file collection was removed to accommodate this upgrade.

Trustee Leary acknowledged Director Parker’s recent inclusion in the book Library 2020: Today’s Leading Visionaries Describe Tomorrow’s Library edited by Joseph Janes. She recommended the title to all.

Erin Helmrich, AADL librarian, was introduced and updated the Board on “yarn bombing”, a form of knit graffiti and public art. Two programs were recently held at Pittsfield. Summer game codes can be found in the yarn bombed trees. The downtown library garden was also yarn bombed and has game codes.

13-155 XI. NEW BUSINESS

13-156 A. RESOLUTION HONORING KARL POHRT

Trustee Surovell, supported by Trustee Leary, moved that the Ann Arbor District Library Board of Trustees, in conjunction with the Library, itself wishes to acknowledge the passing of Karl Pohrt, one of our community’s great citizens. He was such an enormous part of what we, as a library, put forward and of what we all aspire to. We regret deeply his early passing. We wish his family well, and hope that his work continues far into the future, and we celebrate all that he added to our community.

Board members expressed their sentiments regarding their personal experiences with Karl Pohrt.

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

Motion passed 7-0.

13-157 B. UPDATE OF KIDS READ COMICS AND SUMMER GAME
Eli Neiburger

Associate Director Eli Neiburger stated the summer game began with a blazing start. Over 1,500 players were registered at the end of the first week. The game includes the classic paper cards and also a very active online component found at play.aadl.org. Badges are collected and points redeemed at the game shop online.

AADL hosted Kids Read Comics for the second year in a row. Over 900, of all ages, attended this event over two days. Twenty-eight events and programs were held. Fifty tables were provided for artists and votes were submitted for a variety of awards. Summer game codes were also available. Kids Read Comics was AADL’s contribution to the Book Festival.

13-158 C. UPDATE ON NEW COLLECTIONS
Celeste Choate

Associate Director Celeste Choate updated the Board on several recently added collections. The origin of the unusual collections began with the Ladies Library Association donation of monies for art books and then a circulating art print collection. These prints circulate constantly and images can be found in the catalog. Recent additions to the collection include Kids Book Clubs To Go, Home Tools and additions to Science Tools. The Up for Grabs collection consists of popular items available for walk-in one week checkout. Dinosaurs are the next collection in the making.

13-159 XII. CITIZENS’ COMMENTS

Bob Rorke

I would like to continue speaking about the contract with Allerton Hill that was born out of the bond defeat in November. The initial interest in the consulting firm was for political purposes. The references from clients are all political. After the original proposal there was back and forth one was from February 5, 2013 from Trustee Leary to Director Parker and she says “his second point which relates to communications is our inability to express what we want AADL to become that it is not yet. That’s what I think Allerton Hill can help us with and my understanding is that they would design that message only after finding out what single fairly simple thing that resonates with most voters.” A month later after on March 2, 2013 Trustee Leary emails President Prue Rosenthal “My opinion at this moment is that AADL should consider making a plan very broad, no details and make it public. Perhaps in March. Otherwise I fear the other side may take away the initiative and create a conversation in which Ann Arbor District Library has little role thus creating political forces and opinions building on what people remember from last election and getting father away from whatever we might decide to do. I am not sure this is a good idea but could you consider it? That is to talk about what to tell the public but then I get back to the need for the communication audit, the plan, the message before we talk, so I am back where I started.” This contract is not wise it’s not a generic communication audit it’s a communication project, it’s a project that, I’m just asking for one more time, how this came about and whether it is legal under Michigan law. Thank you.

Trustee Murphy reminded the Board and the public that public comment is limited to speaking once regarding the same topic during the meeting for each commenter.

13-160 XIII. ADJOURNMENT

Trustee Murphy, supported by Trustee Leary, moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 8:31 p.m.

June 17, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
TRAVERWOOD BRANCH LIBRARY
3333 TRAVERWOOD DRIVE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JUNE 17, 2013

13-121 I. CALL TO ORDER

President Rosenthal called the meeting to order at 7:02 p.m.

13-122 II. ATTENDANCE

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

13-123 III. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Treasurer Kaplan, moved to approve the agenda.

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

Motion passed 6-0.

13-124 IV. APPROVAL OF MINUTES OF MAY 6, 2013
(Item of action)

Trustee Surovell, supported by Trustee Murphy, moved to approve the minutes of May 6, 2013.

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

Motion passed 6-0.

13-125 V. CITIZENS’ COMMENTS

Doug Jewett

This is to continue a little bit, the discussion that was opened up last few meetings, as you know the Michigan Open Meetings. Ellen Richardson was a law library specialist with the Library of Michigan up until a few years ago. She put together several little write ups with the intent of providing interpretation of the various laws specifically for the trustees of local library boards. Her whole write up runs about six pages double spaced and some small items that were a little bit beyond just what we already know, expect to find. She says “in recent months several public bodies including library boards have become painfully and publicly aware of the intricacies of the Michigan Open Meetings Act of 1976. Most library boards are well versed in meeting the basic requirements. Questions usually arise about some of the finer points of the Act. What about closed sessions, what about committee meetings. Closed sessions are allowed only for limited purposes stated in Section B of the Act. Library trustees who serve on boards in the private sector are often surprised at how limiting the exceptions are especially, in regards to personnel issues. Unless the person, subject to an evaluation, disciplinary action or complaint asks for a closed session, such matters must be handled in a public meeting. It often takes a great deal of discipline and tact to address these issues in a respectful yet effective way in public scrutiny. The Act also outlines the procedures that must be followed before the board may go into closed session. This is not an easy area of the law, trustees should make a practice to consult with legal counsel before the closed session is held. Your committee meetings need to follow the requirements of the Open Meetings Act. It has long been established that library board committees and subcommittees which include a quorum of library board members must comply with the Act. What if there is less than a quorum of board members on the committee? Board committees, such as budget committees are usually charged with a specific duty and delegated the authority to carry out that duty. Deliberations and decisions made during that committee meeting which will lead toward the final decision making by the full board. Recent Michigan Supreme Court decisions indicate that it is probably wise to make sure that all such committee meetings are open to the public.” And this is from the Library of Michigan website and I have a link here that Karen can have. Thank you.

Donald Salberg

Good evening library staff and board members. I live three blocks from here so welcome to my neighborhood, it’s very nice that you decided to come here and use these facilities. Now that the bond referendum has been defeated, I think it should be time to pay attention to maintenance and upgrades that were being considered with the existing library prior to the possibility of building a new library. I’m talking particularly about increasing power outlets because so many patrons are now bringing their own laptops and tablets and smart phones to the library and these need to be charged. I’m also talking about perhaps upgrades to the heating and cooling systems. And you might even want to make some changes in the lighting. I would imagine that all these would cost less than about 1 percent of your reserve fund and therefore should be affordable. Thank you.

Bob Rorke

My name is Bob Rorke, trustees, Percy. Percy was on my football team for two years. Tonight I want to talk about the Allerton Hill contract. The Communications Committee of the Ann Arbor District Library reported at the March 18th board meeting that Allerton Hill Consulting had been hired for $28,000 to perform a communications audit. A few weeks ago the Protect Our Libraries PAC filed a freedom of information request for documents relating to contracting for Allerton Hill Consulting. And after reading through the 634 pages in the FOIA which I did twice, I’m somewhat concerned by the action and have several questions. In reviewing the Allerton Hill proposal first two objectives, this project was listed as number one, provide high quality survey research on voter attitudes on the library, its voter attitudes, not patron attitudes. The second objective is offer high quality, long term messaging and targeting so that the Ann Arbor District Library is successful in its public initiatives. By public initiatives, I assume we are talking about ballot proposals and possibly bond proposals. Clearly Allerton Hill is a political consultant who does political work for a political campaign and a cursory search of the Internet will confirm that is their business. This raises the question as to the expenditure of public monies for these purposes by the Ann Arbor District Library and whether it’s legal under Michigan law. I say this because as a board member of the Ann Arbor Public Schools we had several elections and the constraints on our spending for political purposes were well defined and we were limited to basically talking about or showing facts and not doing anything in terms of advocacy. So my question tonight is where do we stand on this particular contract. Also it’s interesting after looking though the FOIA, was this competitively bid? Were other firms asked, in particularly, were other firms from the State of Michigan asked to bid on this? Thank you.

13-126 VI. FINANCIAL REPORTS

Director Parker presented the April and May financial reports in the absence of Associate Director Nieman.

As both reports were in the Board packet and Board members did not have questions regarding the April report, Director Parker proceeded to the more recent May report.

She reported the unrestricted cash balance was $8,775,632 down from $9,910,000. Tax receipts totaling over $11 million, 98.5% of the budgeted amount were received as of May 31st. An operating surplus of $417,846 for May was reported leaving the library with a positive fund balance of $8,363,474 which was up from the April fund balance. Adjustments to the year to date expenditures will be addressed later in this meeting.

13-127 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Trustee Murphy, moved to approve the May 2013 disbursements.

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

Motion passed 6-0.

13-128 VIII. COMMITTEE REPORTS

13-129 A. BUDGET & FINANCE COMMITTEE

Chairperson Kaplan reported the committee had not met.

13-130 B. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee had not met but plans on meeting this summer.

13-131 C. EXECUTIVE COMMITTEE

President Rosenthal reported the committee had not met.

13-132 D. FACILITIES COMMITTEE

Chairperson Leary reported the committee had not met but plans on meeting in July.

13-133 E. POLICY COMMITTEE

Chairperson Murphy reported the committee met and discussed the role of the Policy Committee. The committee will meet again later in the summer.

13-134 IX. DIRECTOR’S REPORT

Director Parker reported that the summer reading game with the theme of dogs has had a great kick off. Board members were encouraged to play the game.

The 3rd-5th graders short story contest had 99 writers from various area schools.

At the Midlands and Northern Conferences of the National Library Service (LBPH) AADL received the following resolution:

“Whereas there are over fifty regional network libraries and several subregional libraries in the United States and its territories and whereas many of the functions, duties, situations, problems and concerns faced by these libraries are common to many or all. Whereas reinventing the wheel is very time consuming, therefore be it resolved that the Northern Conference of Libraries for the Blind and Physically Handicapped commends the Midlands Conference and the Washtenaw Library for the Blind and Physically Disabled, in particular, for setting up an online depository for document for all libraries for blind and physically handicapped relating to several areas of common interest available to all libraries of the network. Be it also resolved that the Northern Conference of Libraries for Blind and Physically Handicapped commends the Oregon State Library for hosting the Library for the Blind and Physically Handicapped listserv which is the original and still viable means of electronic information here and across the Network.”

Director Parker thanked Terry Soave as she was the staff person who led this nationally for the WLPBD.

AADL is currently receiving title suggestions for the 2014 Ann Arbor/Ypsilanti Reads which has been declared the year of the fiction book. The theme is “A Very Good Read”.

13-135 X. NEW BUSINESS

13-136 A. RESOLUTION TO APPROVE THE CONTRACT TO MERIT NETWORK TO BUILD FIBER-OPTIC LINE TO PITTSFIELD BRANCH AND TO INCREASE THE 2013-2014 COMMUNICATIONS BUDGET LINE
(Item of action)

Trustee Leary, supported by Trustee Murphy, moved that the Board resolves as follows to approve the contract to build a fiber-optic data line to Pittsfield Branch to Merit Network, Inc. for the quoted amount of $112,150. To increase the Fiscal Year 2013-2014 budget line for Communications by $120,000. That the $120,000 increase for Communications be transferred from the Fund Balance. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker clarified that the difference between the quote from Merit and the Communications budget line increase was the “make ready” costs for the project.

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

Motion passed 6-0.

13-137 B. RESOLUTION TO AMEND THE 2012-2013 APPROVED BUDGET
(Item of action)

Trustee Surovell, supported by Trustee Murphy, moved that the Board resolves as follows, as read by Vice President Barney Newman, to transfer $12,000 from Repairs and Maintenance to Communications. To transfer $18,000 from Capital Outlays to Supplies. To transfer $15,000 from Capital Outlays to Utilities. To transfer $4,000 from Repairs to Other Operating Expenditures. To transfer $10,000 from Fund Balance/Restricted Funds to Programming. 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.

13-138 XI. CITIZENS’ COMMENTS

Lyn Davidge

I was just going to say that I think that this is an excellent idea and I thank you for taking the show on the road as it were for the summer months anyway. One thing that I would hope would happen at the next two meetings would be microphones, it was very, very hard to hear and I have passable hearing. I’ve never been in a meeting before in this room and obviously one factor is that we have some kid areas out there. But, to my knowledge I’ve been in meetings at all of the other branches and downtown and I know they all have microphones available, a stand mike or you know, a couple of these guys that you can pass around to take comments from the audience, that kind of thing. So if it’s possible to do it in the future at these meetings I think that would be very, very helpful. Thank you.

13-139 XII. ADJOURNMENT

Trustee Leary, supported by Trustee Murphy, moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 7:34 p.m.

May 6, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 6, 2013

13-093 I. CALL TO ORDER

President Rosenthal called the meeting to order at 6:10 p.m.

13-094 II. ATTENDANCE

Present: Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: Head
Staff: Parker

13-095 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

13-096 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2013-2014 AT 7:00PM

President Rosenthal reconvened to the Public Hearing on the 2013-2014 Budget at 7:03 p.m.

Staff in attendance: Choate, Neiburger, Nieman, Wilson (recorder)

13-097 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

The following comment was received:

Lyn Davidge

My name is Lyn Davidge and it’s a little bit daunting to comment on any budget proposal because I’m fully aware of the fact that there is so much I don’t know about the proposed budget and so much that you do know. With that in mind though, I’d like to express my concern at the proposed reduction to the materials budget. I’m speaking only for myself but I like to think that many others in the community might share my concern at the thought of nearly $99,000 less being available next year for purchase of books, dvd’s, audio books, magazines, large print, musical instruments, telescopes and so forth. Other tangible materials that we can all enjoy here in the library or check out for home. I hope you will address the rationale for this particular cut in your discussion tonight. And if I have misunderstood what the materials line in the budget actually stands for I would hope that you will also clarify that during your discussion. Thank you.

Don Salberg

My name is Don Salberg and I live in northeast Michigan and I have one simple request and that is I understand that there will be merit increases in salary for a lot of the staff, I don’t doubt that they deserve it. I’m wondering if the criteria for meeting merit increases in salary can be provided to general public. Thank you.

13-098 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON FY 2013-14 BUDGET

President Rosenthal reconvened to the regular meeting at 7:06 p.m.

President Rosenthal addressed the Open Meetings Act in stating that the AADL Board and staff are scrupulous in adhering to its letter and its spirit. All board decisions are made in public meetings.

13-099 VII. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Vice President Barney Newman, moved to approve the agenda. Trustee Leary, supported by Vice President Barney Newman, amended her motion to reverse Item A and Item B under New Business.

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

Motion passed 6-0.

13-100 VIII. APPROVAL OF MINUTES OF APRIL 15, 2013
(Item of action)

Trustee Murphy, supported by Treasurer Kaplan, moved to approve the minutes of April 15, 2013.

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

Motion passed 6-0.

13-101 IX. CITIZENS’ COMMENTS

Don Salberg

Hello again, my name is Don Salberg and I still live in northeast Ann Arbor. I wish to revisit the failed bond referendum for what I hope to be one last time. Because I had questions which I posed at the last board meeting and I have subsequently received answers and I would like to share my impression about those answers. First I was able to examine the Providence Report from 2007 which apparently highlighted all the needs for a new library. One of the premises that was presented was expectation that there would be a 16% growth in Ann Arbor’s population by 2020. Last year’s SEMCOG published its prediction and expects that Ann Arbor would grow at only 6.1% by 2040 so there is quite a difference here. And I believe the intervening years has changed the prospects of population growth in Ann Arbor and this should be considered. Certainly if the 16 % by 2020 presented an urgency for enlarging the library, 6.1 % over 23 years offers a much less urgent need. At that time also there was question as to how the Internet was going to impact library services. Since then, in fact, even a year later when Luckenbach and Ziegelman created schematics for a new library and their didactic related to their schematics they stated that the Internet was providing most of the resource for the people doing research and that very few people were coming to the library as their primary source for obtaining new information. In regards to the major driving motivations, I guess, for the library as I understand them from discussions that were held and I attended two informational meetings, there were at least three major deficiencies of the library that were presented. One was that it didn’t have enough of a large meeting facility. Your basement conference room or whatever, only holds 100 individuals and that you frequently have overflow. I was told that that meeting room on the lower level was used very frequently and I also remember hearing that there were thirteen instances of all of last year where the capacity was exceeded and these people were taken to another room, were able to watch the proceedings with closed video. That doesn’t seem like a great demand for additional space by itself. Certainly a nice auditorium with comfortable seats and that would be desirable, I think, in any facility. But the urgency for getting one at this time does not appear to be justified by the information that was provided to me. There is also concern about the elevator, well, I understand after talking to Ken Nieman, that the elevator is very serviceable, apparently people with wheelchairs and that, have no difficulty getting in and out. There have been no complaints by disabled people about the elevators. Furthermore the ADA will not inspect the library or the elevator until there is new construction. The other thing is that the electrical facilities here are supposedly outdated and there is need for additional electrical power lines. These would require drilling through the floor I understand, but there are also ways that power lines can be added by running cables along the floors, over doors. There’s protective coverings that can either make this look attractive or at least, not, will kind of hide the appearance. The people that voted down the referendum 55 to 45, you might look at it in a different way and see that 55% of the voters actually like the library as it is rather than just rejecting the referendum. And there was some suggestion that the reason that that referendum lost was because the population wasn’t properly informed. I disagree, I think we have an intelligent population, I think they understood what was going on. Thank you.

Bob Rorke

Good evening, my name is Bob Rorke. In January I was retained by the Protect Our Libraries PAC to review the Ann Arbor District Library’s operations and to suggest alternative scenarios of future directions of libraries. Since that time I have reviewed the finances and operations of the library system. And I can state from my review that the Ann Arbor District Library is well funded and well managed. Despite a substantial loss of revenue since 2008, the Ann Arbor District Library has been able to adjust to the times and continue to maintain their services to the community. This library is staffed and directed by a group of extraordinary individuals. And with all these findings I am very confident. In regards to the future direction of the library I am less clear. The basic function of lending materials and providing reference resources are becoming more outmoded as technology advances and the younger generation become library patrons. The administration of this district has been very proactive in offering new direction and new services. My question, though, are these initiatives viable in the long term. For the past few months the board has been provided with presentations on services including gaming, podcast, services to the ESL population and specialized lending of musical instruments, telescopes and art. These are a few of the new initiatives. However, there seems to be no change document, tactical plan that describes why it was decided to offer these services. And what was their subsequent impact. Today I have a question, what are the services that the Ann Arbor District Library provides, what is the current demand for those services. What resources are needed to provide these individual services? What do we believe will be the potential demand for these services 5 years from now, or 10 years from now? Is there competition in these service areas? Either from developing technology or other community organizations. What resources will be needed to provide these services in the future? These questions today, I believe, are pretty much unanswered. In November the voters’ resoundly defeated the bond issue for a new downtown library. Some have suggested that the voters didn’t appreciate the library, some have question whether the communication to the public was adequate. I don’t believe either of these arguments are valid. The voters were asked to tear down this structure and build a new $60 million dollar edifice. Question was why? It’s a question the voters asked themselves and I believe the bond initiate failed due to lack of substantial answers. The public couldn’t understand how we got from today’s library to the library of the future. And after four months of study I don’t see it either. There’s conjecture that local media production, local archiving, and a public meeting space might be the library’s future role. However, there’s no detail plan that supports the conjecture. There’s been no evidence presented that would convince the public that the new library vision is real and that it necessitates a new facility. Now I’m sure there are members of the board and the administration that would challenge this conclusion. A vision has been articulated by the board and the administration, but there’s little evidence presented to support the vision. That I believe is the challenge to Ann Arbor district libraries. To present a factual, realistic plan to support their vision. Thank you.

Anna Solomon

My name is Anna Solomon and I live on the west side of Ann Arbor and I use the library a lot. I am a new mom and my son is five months old. I was someone who voted for the new construction of the library. I really think that parts of the vision of what it would represent are very important for the future of this city. One of the reasons I settled in this city is because of the library system. Such an amazing opportunity as a gathering place and as a resource for young families who don’t have a lot of money. As you might know, under the age of 2 the American Academy of Pediatrics does not recommend screen time for children and so being able to have books available for my son, I use it all the time. I read to him every day and I also use the storytimes all the time. It is a wonderful place to gather and to meet people that you wouldn’t necessarily meet in your own neighborhood. I think the argument that the space for events is big enough for the things that have been planned is not really the point, the point is that a larger space, a building that can be part of, more of, a kind of community center would promote new opportunities for programming. And so, I really think as the next generation of Ann Arborites that I am raising, I really see the value in expanding and in changing in order to meet the new needs. And that’s really all I have to say. Thank you very much.

13-102 X. FINANCIAL REPORTS

Associate Director Nieman reported that due to the early meeting date, April financials were not ready and would be presented at the June meeting.

13-103 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Trustee Murphy, moved to approve the April 2013 disbursements.

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

Motion passed 6-0.

13-104 XII. COMMITTEE REPORTS

13-105 A. BUDGET & FINANCE COMMITTEE

Chairperson Kaplan reported the committee met on April 26th to discuss last month’s Board concerns. Economies were proposed and a revised 2013-2014 budget was prepared. A presentation is scheduled later in this meeting.

13-106 B. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee did not meet.

13-107 C. DIRECTOR’S EVALUATION COMMITTEE

Chairperson Barney Newman reported the Board has met with the director and has completed her evaluation. The topic will be discussed further in the agenda.

13-108 D. EXECUTIVE COMMITTEE

President Rosenthal reported the committee had not met.

13-109 E. FACILITIES COMMITTEE

Chairperson Leary reported the committee had not met.

13-110 F. POLICY COMMITTEE

Chairperson Murphy reported a committee meeting has been scheduled for the end of the month.

13-111 XIII. DIRECTOR’S REPORT

Director Parker reported that AADL received three American Library Association awards for electronic and print publications. Staff who created and worked on these publications were congratulated.

Associate Director Celeste Choate has been asked by the Public Library Association to again participate in a “modern reference services” webinar.

Associate Director Eli Neiburger will be on a panel discussion with the CEO of the New York Public Library tomorrow regarding the digital future of libraries on NPR’s On Point.

13-112 XIV. NEW BUSINESS

13-113 A. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

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

That as to the 2013-2014 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.

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.

That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2013, except as subsequently altered or amended by appropriate certification.

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

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.

Trustee Surovell left the meeting at 7:37 p.m.

13-114 B. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2013-2014
(Item of action)

Treasurer Kaplan, supported by Vice President Barney Newman, moved that the Board approves and adopts the budget for the fiscal year ending June 20, 2014 as presented and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker clarified the reductions made to last month’s draft budget allowed keeping the millage rate at 1.55 mills.

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

Motion passed 5-0.

13-115 C. RESOLUTION TO ADOPT THE 2013-2014 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Vice President Barney Newman, supported by Treasurer Kaplan, moved to adopt the 2013-2014 budget as a line item budget and to approve the compliance of disbursements as presented.

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

Motion passed 5-0.

13-116 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 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 and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

13-117 E. DISCUSSION ON PROPOSAL TO BUILD FIBER OPTIC LINE TO PITTSFIELD BRANCH

Associate Director Eli Neiburger presented a proposal to build a fiber optic line to the Pittsfield branch. Options he presented were to contract with Merit for a one-time cost of $112,150 with ongoing yearly costs of $2,625. To contract with TDS for a one-time cost of $600 and ongoing yearly costs of $27,912. Or to do nothing to the current connection. His recommendation was to contract with Merit. This item was a discussion only item and will be presented as a resolution at the June Board meeting.

13-118 F. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

President Rosenthal read the following:

Dear Josie,

The Ann Arbor District Library Board of Trustees has completed its evaluation of your work over the past year. In each of the ten areas of your responsibility you have continued to excel. Since your salary is equitable with those in comparable positions, and at your request, we have agreed that, for the fourth year in a row, your salary will remain the same.

The fact that you continue to attract and empower talented people to the staff is evidenced by the fact that they are invited to travel nationally and internationally to speak on important issues about the changing nature of public library functions and are quoted in the national press.

The Board encourages you to continue the appropriate delegation of library functions to your excellent staff so that more of your time and effort can be addressed to public issues that require your expertise. Your contributions and leadership have been recognized in Governor Rick Snyder’s appointment of you to serve as a commissioner on the Michigan Commission for the Blind. In addition, you continue to be seen as a national leader and are invited to participate in national initiatives.

The Board is pleased that the Library continues to operate with a balanced budget year after year while developing and providing new services and seeing increased use of the Library’s services. It is particularly proud of the fact that this can be accomplished while meeting the need of additional maintenance to the aging Downtown facility.

It is with considerable pride that the Board recognizes how you have positioned the Library in the forefront of the direction that public libraries are moving today. There are unavoidable changes taking place in the publishing industry that are being addressed by public libraries all over the world. Other major public libraries look to the innovations of AADL as they adjust to the changing realities and expectations of their communities. We are in agreement with you and the desires of many of our patrons, that our community expects and deserves the benefit of a 21st century library that fulfills its mission of disseminating information in all the forms in which it is available. It’s clear that the recognition from the Library Journal in awarding AADL a Five Star Rating for the fifth consecutive year indicates your achievement in directing the library toward that goal. This award is given on the basis of how libraries are utilized in the community in circulation, visits, program attendance and public internet use. In its category of libraries with budgets between $10 million and $29.99 million, not only was our library the only one in the state to receive this distinction, it ranked 4th in the nation in this category! That is quite an accomplishment!

Each year presents new choices and new demands. Ann Arbor is a special community, founded and built on learning and information. The Ann Arbor District Library has increasingly been central to our community and its growth and prosperity. It is therefore incumbent upon us to pay special attention to the strategic goal of maximizing the efficiency and utilization of the meeting rooms in all facilities to provide what the community deserves.

With appreciation for all you have done, the strong, thoughtful and caring attention to your staff, and in anticipation of working with you to meet the challenges ahead, the Board applauds you for another successful year as Director.

Sincerely,

Prue Rosenthal, Board President
Ann Arbor District Library Board of Trustees

13-119 XV. CITIZENS’ COMMENTS

Lyn Davidge

I would just like to briefly thank you for the discussion about the materials budget. Since there was a supplies line in the budget as well, I would not have realized that distinction here. I appreciated it very much and I have to say that it would have been nice to know about all of those things that you mention Margaret. But it was a useful discussion and I hope to hear more of those in the future. It was very helpful, thank you.

David Diephuis

I appreciated your strong statement regarding the Open Meetings Act at the beginning of the meeting. I do agree with you that sometimes we nitpick and get concerned about some things. But what you talked about was what are the requirements of the Act and certainly you are meeting the requirements. My question to you is what is allowed under the Act. I believe this community wants more than what is required. The Act doesn’t limit you to only certain things, it allows you to film the meetings, it allows people to come to the committee meetings and make presentations or statements. That I think is the true spirit of the Open Meetings Act. And it would be a great way to increase communication with the community, to allow people to come to the committee meetings, to post the video on some website where we people could see what’s going on without have to come to the meeting. In your own philosophy statement it says, you say we accept the responsibility for serving the entire district by providing free and open access to its facilities and services for all members of the community. What a wonderful, worthy and admirable value, free and open access. I hope that you will embrace that value and look to open up some of your committee meetings and provide video of this board meeting. Thank you.

13-120 XVI. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:06 p.m.

April 15, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 15, 2013

13-070 I. CALL TO ORDER

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

13-071 II. ATTENDANCE

Present: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Parker

13-072 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

13-073 IV. RECONVENE REGULAR MEETING AT 7:00 PM

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

Staff in attendance: Choate, Neiburger, Nieman, Wilson (recorder)

13-074 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

13-075 VI. APPROVAL OF MINUTES OF MARCH 18, 2013
(Item of action)

Trustee Surovell, supported by Treasurer Kaplan, moved to approve the minutes of March18, 2013.

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

Motion passed 7-0.

13-076 VII. CITIZENS’ COMMENTS

John Woodford

Hello, my name is John Woodford. I’ve lived in Ann Arbor for thirty-five years. I share some concerns with the Protect Our Libraries group as do many fellow residents that I have discussed this ongoing library situation with. I am asking the following questions and I’ll leave my questions and email address in expectation of getting answers. One, given that the Open Meetings Act specifically allows for the video-taping of open meetings, why is the library continuing to refuse to televise the program for it’s public meetings by CTN. Why did you hire a public relations consulting firm Allerton Hill, known for its political consulting. In addition to the twenty-eight thousand dollar PR contract with Allerton Hill, if that’s an accurate sum, are there provisions in it for travel expenses. Twenty-five thousand dollars from the Friends of the Library has already been spent on a failed bond campaign. Does it make sense for you to spend twenty-eight thousand public dollars of on what looks like another bond campaign? We are aware that a citizen’s library committee was recommended to the board, so why are you hiring an expensive consulting firm Allerton Hill rather than forming a citizen’s advisory committee? Given that many residents have offered to serve in this way. That the public library should stand for freedom of inquiry, expression and information. So I wonder why any library meetings should be held in secret. This new campaign for the Board seems mighty fishy to this citizen and I don’t think a PR outfit can really deodorize it. The wisest course it seems to me is to have whatever interests that are behind the desire for a four hundred seat auditorium organize a campaign for that auditorium and not leach off the public library. Thank you.

Edward Vielmetti

Hi, my name is Edward Vielmetti and I want to thank the Board and some staff for some of the projects that are underway that I had some opportunity to be part of and to make use of. First of all I want to thank the Board for its efforts to negotiate the access to the Old News collection. As I understand it, the ability for us to go back to the substantial collection of clippings from the newspaper back from the nineties and a hundred years back from that has a lot to do with the Boards skill and negotiation effort and really appreciate also the efforts of the reference staff in helping me search for various bits of old news and get that stuff into circulation. As part of that I have been working on a project, Arborwiki for a number of years, got started in 2005 as a project by a high school student at Community High School, Matt Hampel and when he graduated, and the school system said he needed to find a new home for his encyclopedia the library kindly took it on as a community project. I’ll be a little more specific, Aborwiki is an encyclopedia of the Ann Arbor area, so mostly Washtenaw County with a focus on Ann Arbor but also surrounding cities that anyone can edit. It’s modeled on the Wikipedia software, and actually ran the same software as Wikipedia for a while. It’s a source of local information primarily so we don’t try to write about things that happen in the world but about things that are local. It includes a page for every mayor that was in power and also. Pages from restaurants that are no longer there, and other historical information. Just to give you an idea of what the most popular parts of that system are, there is a page on birthday deals, so every time some has a birthday they can look up the free things that they can get on a their birthday. And another very popular page is volunteer opportunities for youth and teens which come up when people search for it. So that’s been a very helpful thing. Staff of the library including Eli Neiburger and the folks in the tech department have been very helpful in making sure that continues to grow and prosper. Finally I would like to give thanks to the library administration, especially Josie for the very open access to the library suggestion box. If you fill out the contact us form on the library page not only will you get a prompt response your question suitable anonymosied [sic] will be published for everyone to see. I really recommend that anyone take a look at that page to see what people in this town are experiencing with their library. It’s a fascinating cross section of people who have interest in, not only the big picture of library services, but also the small things like people bringing pizza into the library. Anyway, thanks very much.

Donald Harrison

My name is Donald Harrison, I’m an independent filmmaker, I live and work here in Ann Arbor and as some of you know I got very involved this past fall in the campaign to rebuild the downtown library. And as all of you know, that did not pass. But for me this is the third library board meeting that I’ve attended and the first time that I have spoken and I just want to sort of acknowledge the fact that so much of what came out of that campaign wasn’t necessarily, you know the forty-five percent in favor versus the fifty-five percent, but really the education and engagement that I think happened throughout this community about the value of our library system and I very much appreciated being involved in that campaign. Having worked with the staff I knew that the staff was fantastic. People comment about that whether you were for or against the library campaign, we heard that pretty much universally from both sides. But my experience working on the campaign with the board was also so positive just in terms of care, the commitment, the knowledge and the integrity and that was something where, you know it didn’t turn out the way that campaign, the library board hoped it would but I don’t think that changes those facts which I experienced and made me want to stay involved. And I also wanted to say that just because you don’t see all those hundreds and thousands of people come to these meetings, I think I represent a lot of people in this community that saw that as a sound plan, that understand there are a lot of challenges, costly decisions that need to happen for the downtown library. I’ve been trying to use the downtown library a lot more in the last few months in terms of a way that I felt, you know the campaign talked about, that this could be more of the kind of place where a filmmaker meets a high school student, you know people that are retired, there’s a lot more interaction happening and I’ve seen a little bit of that happening. But I don’t think that this building and the space is really setup to do that. So moving forward whatever is done with this building I would love to see that very much addressed. Ways that we can get much more of the interaction, the creativity, the collaboration happening, ‘cause I think there is an opportunity cost by not having a really great downtown library. So again I want to thank you guys, library board for your public service and let’s keep going forward and build a better downtown library.

13-077 VIII. FINANCIAL REPORTS

Associate Director Nieman reported March showed unrestricted cash balance just over $10.7 million. Tax receipts just over $10.9 million, reflecting 98% of the budgeted amount, have been received through March. The fund balance stands at just over $8.2 million. Three line items are over budget but are expected to come into line later in the year. March was an ordinary month.

13-078 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Murphy, supported by Trustee Leary, moved to approve the March 2013 disbursements.

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

Motion passed 7-0.

13-079 X. COMMITTEE REPORTS

13-080 A. BUDGET & FINANCE COMMITTEE

Chairperson Kaplan reported the committee met on April 3rd and reviewed the proposed 2013-2014 budget. A presentation is scheduled later in this meeting.

13-081 B. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee did not meet.

13-082 C. DIRECTOR’S EVALUATION COMMITTEE

Chairperson Barney Newman reported the committee has reviewed the director’s self-evaluation with the Board and a full report will be presented at the May Board meeting.

13-083 D. EXECUTIVE COMMITTEE

President Rosenthal reported the committee met last week to discuss several issues.

13-084 E. FACILITIES COMMITTEE

Chairperson Leary reported the committee met on April 10th and reviewed administration’s proposal to improve a communication line to the Pittsfield branch. This proposal will be brought to the Board at the May meeting. The committee also reviewed the renewal of the space use agreement with the Friends of the Ann Arbor District Library. No changes were deemed necessary to this agreement and it will be brought to the Board at the May meeting.

13-085 F. POLICY COMMITTEE

Chairperson Murphy reported a committee meeting date is in the process of being scheduled.

13-086 XI. DIRECTOR’S REPORT

Director Parker reported an uptick in requests for WLBPD services. She attributed this increase to the support of libraries county-wide that have placed WLBPD information stickers in their large print books.

This is the 21st year for the "It's All Write!" Short Story Contest. Three hundred and thirty-five entries were received including one from Dubai.

A new Short Story Writing Contest for 3rd - 5th Graders starts today through May 6th. All writers will be invited to a Short Story Celebration on June 3rd. Local author Shutta Crum will be the guest speaker.

President Rosenthal asked the Board for a few minutes to recognize those injured in the Boston Marathon bombing today.

13-087 XII. NEW BUSINESS

13-088 A. ANN ARBOR COMMITTEE FOR A DOWNTOWN SKATING RINK
Stewart Gordon & Alan Haber

Alan Haber and Stewart Gordon representing The Ann Arbor Committee for a Downtown Skating Rink presented a proposal for creation of an ice skating rink on a portion of the Library Lane parking lot. The committee asked for a liaison from the library. Board members asked a number of questions and expressed their concerns regarding security on the site.

13-089 B. DISCUSSION OF PROPOSED 2013-2014 BUDGET
Ken Nieman

Treasurer Kaplan began the discussion by reporting the Budget & Finance Committee has reviewed the proposed 2013-2014 budget being presented this evening. She introduced Associate Director Nieman to review the proposed budget with the Board.

Associate Director Nieman began his report with an overview of the internal process used in developing the budget.

He reported that the proposed tax revenue is being based on an estimated 2% increase in property taxes. A proposed increase in the millage rate levied from 1.55 mils to 1.575 mils is being recommended. He reviewed a number of expenditures and stated that a 3% merit pool was included this year along with a slight increase in the base pay rate for casual (part-time) employees. No increase was budgeted for employer contributions to health benefits. Expenditures of Fund Balance Restricted Funds are being proposed for use this year. These include the WLPBD, Westerman and Keniston funds which will be used according to their requirements. Receipt of final tax base figures from the county are not anticipated before the May meeting.

Board members asked a number of questions regarding the budget. Trustee Surovell expressed his displeasure of the proposed millage rate increase. Trustee Murphy expressed the budget was not at all irresponsible and it meets responsibilities to employees, building maintenance and collections.

The Board gave no further direction to administration to revise the proposed budget prior to the May 6th public hearing of the budget.

13-090 C. VOTE FOR CLOSED SESSION AT THE MAY 6, 2013 REGULAR MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to hold a Closed Session at the May 6, 2013 regular Board meeting for the Director’s Evaluation.

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

Motion passed 7-0.

13-091 XIII. CITIZENS’ COMMENTS

Lynn Davidge

This will just be real quick anyway. I wanted to thank those of you who remembered to talk into the microphone. But because, you know I can’t speak for that side of the room, but especially, the side where I usually sit it’s hardest to hear the people who I am behind. This could be even better, but this was a good start, I have no idea if there’s a possibility, of, if there’s some kind of a master volume, something that could be slightly turned up but some of us have aging ears. But anyway thanks so much that helped a lot.

Doug Jewett

I’m trying to figure this out, because you people, you seem to be heard well but the people up here, who seek to be kind of pretzeled over. It doesn’t work very well for the people who are up here. I watching Don, especially lean over to try to, I don’t know what you might be able to do with this mike but somehow get it closer because my toes are touching into the back of this podium and used to be there was some more stuff here that was moved on. Anyway you probably don’t want to hear most of the stuff coming out of here anyway but figured that probably would be helpful. Sorry to take time in a very busy meeting.

13-092 XIV. ADJOURNMENT

Trustee Leary, supported by Trustee Murphy, moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 8:25 p.m.

March 18, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 18, 2013

13-048 I. CALL TO ORDER

President Rosenthal called the meeting to order at 7:03 p.m.

13-049 II. ATTENDANCE

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

13-050 III. APPROVAL OF AGENDA
(Item of action)

Trustee Murphy, supported by Treasurer Kaplan, moved to approve the agenda.

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

Motion passed 6-0.

13-051 IV. APPROVAL OF MINUTES OF FEBRUARY 18, 2013
(Item of action)

Trustee Leary, supported by Treasurer Kaplan, moved to approve the minutes of February 18, 2013.

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

Motion passed 6-0.

13-052 V. CITIZENS’ COMMENTS

Stewart Gordon

Hi, my name is Stewart Gordon and in my professional life I am a senior research fellow at the Center for South Asian Studies here at the university. In my kind of avocational life I am interested in a skating rink right here on Library Lane. And it’s a proposal that has been kicked around a little bit. You’ve come across it before, but what we’ve found is in talking with people about it so far and also on annarbor.com, that there is a real groundswell of excitement, interest and given the very restricted hours that people can skate at any of the three sites currently that’s not entirely unexpected. All I would like to ask of you is to have a look this report and proposal and I would like to be on the agenda if there are things you would like to discuss with us about this project and I won’t take a lot of your time beyond that. Thank you.

Don Salberg

Good evening, my name is Don Salberg, I’m a retired physician who has lived on the northeast side of Ann Arbor for the last thirty-eight years and I’m a great proponent of our present library. I have three questions that I wish to ask. The first is on October 9th the League of Women’s Voters had a forum for candidates for the board and as reported in Ann Arbor Chronicle, Margaret Leary stated at that time there was a detailed review of the library four years earlier and another one during the spring. I’m wondering if there are any documents available related to those reviews that are not presently on the Ann Arbor library’s website and if so if I might be able to examine them. Number two, I suspect that like most public facilities in that the library has periodic safety inspections and receives a certificate and perhaps a report. I’m wondering if I might be able to see the most recent report on the safety inspection. And finally in relation to the new library that you all want, I understand that you couldn’t have architectural designs made because it would be too expensive especially when there wasn’t ensurity [sic] that you would be getting the funding from the bond referendum. Since it was defeated, you aren’t. But there is a reason why you selected one hundred and sixty thousand square feet for the size of the new library rather than duplicating the present one by just building a one hundred and ten thousand square foot library or maybe even going for a larger library of two hundred thousand square feet. Now I know that there are a few specific features that you mentioned that you wanted in a new library. One of them being a four hundred seat auditorium. Checking on four hundred seat auditoriums at other place in Ann Arbor, I find they range in size of eight thousand to ten thousand square feet. So if you take that off of the additional fifty thousand new square footage of a new library if it were being built as you want, that still leaves forty thousand square feet unaccounted for. I assume that you may want to have a kitchen in there, I’m wondering how big a kitchen. Would it be just for catering or would it be also for fresh preparation and for service for how many people. You may want a dining facility, what would be the capacity of that dining facility. And then I assumed that the rest of the space would be offices and meeting rooms. I’d like to know your vision of the various sizes of the meeting rooms, the total capacity. And also the office space and how you figured that the new library would need these. Thank you very much.

Libby Hunter

My name is Libby Hunter I live on the west side of Ann Arbor. Been there for about ten years. I’m a member of Protect Our Libraries PAC and we have had meetings occasionally. In our deliberations one of the conclusions that we have made is that the library board subcommittee meetings should be public. And we’ve made some phone calls to some other communities so we found out they are public subcommittee meetings in Grosse Pointe, Birmingham, East Lansing and Grand Rapids. The only other place we called was Kalamazoo and they have a lot of subcommittees and they are actually right now in the process of looking into the legalities about having all those or some of them public. So I guess we’re wondering how all of you feel about that. The second thing is we pretty much all feel that the community and the library would both benefit from public viewing of all of the library meetings on CTN. Especially since this space is set up for it. Again, how to do feel about that. Two more things. One we made some phone calls and found out that in municipalities around, there are some Monday’s where no municipalities are having meetings so conceivably the library board meeting could be on a Monday which has no other meetings. No Ann Arbor city council, excreta. So we feel that would be beneficial and wondering how you feel about that. Lastly, it appears that the library board holds a closed session before every regular monthly meeting or most of them or some of them. Okay, well were just wondering how do you reconcile that with the Open Meetings Act if that does happen. But I’ve given my email address here with these questions, I’ll give them to the secretary in case any of you feel like responding to my questions. Thanks for your time, I really appreciate it.

13-053 VI. FINANCIAL REPORTS

Director Parker reported February showed unrestricted cash balance just over $11.5 million. Tax receipts just over $10.9 million, reflecting 97.4% of the budgeted amount, have been received through February. The fund balance stands at just over $8.26 million. Four line items are over budget but are expected to come into line later in the year.

Director Parker thanked the Friends for their recent $40,000 donation. She also stated that funds from the Westerman Fund would be used this year for the summer reading game.

13-054 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the February 2013 disbursements.

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

Motion passed 6-0.

13-055 VIII. COMMITTEE REPORTS

13-056 A. BUDGET & FINANCE COMMITTEE

Chairperson Kaplan reported the committee had met and began the review of the draft 2013-2014 budget. The next committee meeting is scheduled for April 3rd for further review of the draft budget.

13-057 B. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee had met and discussed the need of expert assistance in developing a communications plan/audit report. Director Parker has engaged Allerton Hill Consulting to begin this process.

13-058 C. DIRECTOR’S EVALUATION COMMITTEE

President Rosenthal reported the committee will be requesting a closed session at the April Board meeting to review Director Parker’s evaluation per her request.

13-059 D. EXECUTIVE COMMITTEE

President Rosenthal reported the committee did not meet.

13-060 E. FACILITIES COMMITTEE

Chairperson Leary reported the committee met in February and received an overview of all branch location conditions. As usual, maintenance issues are being attended to on a regular basis. In the event a major repair is needed, funds from the fund balance would be required. The March committee meeting was canceled.

13-061 F. POLICY COMMITTEE

Chairperson Murphy reported the committee will be meeting in the near future to review the policy manual.

13-062 IX. DIRECTOR’S REPORT

Director Parker thanked the Friends of the Ann Arbor District Library for their recent $250 donation in honor of Gene Wilson. As per their request the funds will be used to purchase materials on conservation and the environment.

A recent USA Today article quoted Associate Director Choate on the various unusual items AADL circulates. She received several inquiries from libraries around the U.S.

A reminder of the upcoming America’s Music series of events cosponsored locally by the Kerrytown Concert House, UMS, WCBN 88.3 FM and the Friends of the AADL.

Director Parker was invited to attend a Michigan Alliance Against Hate Crimes regional training workshop on March 27th.

Andrew Himebaugh was congratulated for qualifying to participate at the state level of the National Geographic Bee. He is home schooled and AADL provided the proper testing location for him.

13-063 X. NEW BUSINESS

13-064 A. RESOLUTION TO EXTEND THE CONTRACT FOR HVAC EQUIPMENT MAINTENANCE AND REPAIR FOR THE LIBRARY FOR ONE YEAR
(Item of action)

Trustee Leary, supported by Secretary Head, moved that the Board resolves that the contract for HVAC equipment and maintenance with Pace Mechanical Services be extended for one year until 6/30/2014 for the amount of $83,865 and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

13-065 B. AADL PODCAST PROGRAM
Tim Grimes

Tim Grimes, Community Relations and Marketing Manager, gave an overview of AADL’s podcasting program. Clips from the top ten podcasts downloaded were viewed.

13-066 C. AADL AND THE ZUKUNFTSWERKSTATT
Eli Neiburger

Associate Director Eli Neiburger gave an overview of his recent visit to Germany. The purpose of his trip was related to AADL’s gaming events and the gaming tournament system created by AADL. A German-American Gaming League International championship event will be held here on May 18th.

13-067 D. VOTE FOR CLOSED SESSION AT THE APRIL 15, 2013 REGULAR MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to hold a Closed Session at the April 15, 2013 regular Board meeting for the Director’s Evaluation.

A roll call vote was taken.

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

Motion passed 6-0.

13-068 XI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

13-069 XII. ADJOURNMENT

Trustee Murphy, supported by Secretary Head, moved to adjourn the meeting.

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

February 18, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 18, 2013

13-026 I. CALL TO ORDER

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

13-027 II. ATTENDANCE

Present: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Nieman, Parker, Wilson (recorder)
Others Present: Dan Shairbaum, Dykema

13-028 III. RECESS TO CLOSED SESSION FOR OPINION OF LEGAL COUNSEL & DISCUSSION OF REAL ESTATE

13-029 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Rosenthal reconvened the meeting at 7:01 p.m.

13-030 V. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Trustee Murphy, moved to approve the agenda.

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

Motion passed 7-0.

13-031 VI. APPROVAL OF MINUTES OF JANUARY 21, 2013
(Item of action)

Vice President Barney Newman, supported by Secretary Head, moved to approve the minutes of January 21, 2013.

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

Motion passed 7-0.

13-032 VII. CITIZENS’ COMMENTS

Kathy Griswold

Hello, my name is Kathy Griswold and I am here speaking on behalf of the Protect Our Libraries PAC. For many years the community has taken for granted the excellent library services and there has been only minimal interest in the Ann Arbor District Library Board until the recent new downtown library bond. Now the public is interested and we are requesting that the board be more transparent by holding open committee meetings. There are four reasons for holding committee meetings in compliance with the open meetings act. Most public entities in the Ann Arbor area have the majority of their committee meetings in compliance with the open meetings act includes the city, the DDA, the county, the Ann Arbor Public Schools and the AATA. Number two, most public libraries that we contacted have open committee meetings including Grand Rapids and East Lansing. Kalamazoo is currently researching holding open committee meetings and West Bloomfield does not have any subcommittees. Number three, holding open committee meetings ensures compliance with the open meetings act when there is limited deliberation at the board meeting. And four, most importantly the Ann Arbor District Library is a public entity thus the public has the right to transparency. Thank you.

13-033 VIII. FINANCIAL REPORTS

Associate Director Nieman reported January showed unrestricted cash balance just over $12 million. Tax receipts just over $10.9 million, reflecting 97.3% of the budgeted amount, have been received through December. The fund balance stands at just over $8.1 million. Two line items are over budget but are expected to come into line later in the year.

13-034 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, supported by Secretary Head, moved to approve the January 2013 disbursements.

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

Motion passed 7-0.

13-035 X. COMMITTEE REPORTS

13-036 A. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the Communications Committee consisting of herself, Trustee Leary and Trustee Surovell met. Their recommendation of adding an additional comment period at the end of board meeting agenda has been instituted.

13-037 B. BUDGET & FINANCE COMMITTEE

Trustee Murphy reported the Budget and Finance Committee is scheduled to meet next week.

13-038 C. DIRECTOR’S EVALUATION COMMITTEE

Chairmanship of the Director’s Evaluation Committee was transferred to Vice President Barney Newman. She reported the committee has not yet met.

13-039 D. EXECUTIVE COMMITTEE

President Rosenthal reported the committee did not meet.

13-040 E. FACILITIES COMMITTEE

Chairperson Leary reported the committee is scheduled to meet this week.

13-041 F. POLICY COMMITTEE

Chairperson Murphy reported the committee has not yet scheduled a meeting.

13-042 XI. DIRECTOR’S REPORT

In addition to her written report Director Parker reported the partnership with the AAUW and their “Let’s Read Math” program

has had very good turnout of elementary students. The library provides the space and advertising and AAUW provides tutors to work with children with math phobias. Staff member Ryan Case was given recognition for his support of this program.

13-043 XII. NEW BUSINESS

13-044 A. PALMA VIDEO/PRESENTATION
Terry Soave

Terry Soave, Outreach and Neighborhood Services Manager, highlighted AADL partnerships with the C.S. Mott Children’s Hospital and PALMA (Proyecto Avance, Latino Mentoring Association) a University of Michigan student organization.

A YouTube video created by a PALMA tutor on the tutoring provided at AADL was presented.

13-045 B. VOTE FOR CLOSED SESSION AT THE MARCH 18, 2013 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL & DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to hold an Executive Session at the March 18, 2013 regular Board meeting for opinion of legal counsel and discussion of real estate.

A roll call vote was taken.

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

Motion passed 7-0.

13-046 XIII. CITIZENS’ COMMENTS

Lynn Davidge

Thank you making it possible for citizens to comment at the end of your meetings and I look forward to more conversation.

Jim Osborn

My name is Jim Osborn and I think the public should be able to comment at the beginning and the end of the meeting not just at the end of the meeting if that is what you are intending.

13-047 XIV. ADJOURNMENT

Trustee Murphy, supported by Treasurer Kaplan, moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 7:37p.m.

January 21, 2013 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
MONDAY, JANUARY 21, 2013

13-001 I. CALL TO ORDER

President Leary called the meeting to order at 7:06 p.m.

13-002 II. ATTENDANCE

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

13-003 III. ADMINISTRATION OF OATH OF MEMBERS
Judge Elizabeth Hines, Presiding

Judge Hines administered the oath of office to the following returning trustees: Rebecca Head, Nancy Kaplan, Margaret A. Leary, Prue Rosenthal.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

Director Parker presented Judge Hines with a bouquet of roses on behalf of the Board and staff in acknowledgement of recent awards she received and as a thank you for attending tonight’s meeting.

13- 004 IV. PRESIDENT’S REMARKS

President Leary acknowledged her second year as Board president by thanking each Board member for their participation. She thanked the Friends of the Ann Arbor District Library led by Pat McDonald for their support and Ellie Serras for chairing the Advocacy group for a new downtown library. She also thanked Director Parker and AADL staff for a job well done.

Director Parker presented President Leary with a bouquet of roses on behalf of staff and administration in acknowledgement of her service as Board President.

13-005 V. APPROVAL OF AGENDA
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved to move the Approval of Agenda to after the Election of Officers.

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

Motion passed 7-0.

13-006 VI. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

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

A roll call vote was taken.

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

Motion passed 7-0.

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

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

A roll call vote was taken.

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

Motion passed 7-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Head, supported by Trustee Murphy, nominated Nancy Kaplan for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Rosenthal, supported by Trustee Kaplan, nominated Rebecca Head for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

13-007 VII. INSTALLATION OF OFFICERS

President Leary administered the oath installing Board officers for 2013: Trustee Rosenthal as President, Trustee Barney Newman as Vice President, Trustee Kaplan as Treasurer, and Trustee Head 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.”

13-008 VIII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Leary relinquished control to the new officers. President Rosenthal presided over the remainder of the meeting.

13-009 IX. APPROVAL OF AGENDA
(Item of action)

Secretary Head, supported by Treasurer Kaplan, moved to approve the agenda. Trustee Leary presented a friendly amendment to the agenda under New Business E. Appointment of Board Committee Members. The revised agenda was voted on.

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

Motion passed 7-0.

13-010 X. APPROVAL OF MINUTES OF NOVEMBER 19, 2012
(Item of action)

Treasurer Kaplan, supported by Trustee Surovell, moved to approve the minutes of November 19, 2012.

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

Motion passed 7-0.

13-011 XI. CITIZENS’ COMMENTS

Sahba Laal and George Kachadoorian

My name is Sahba Laal and my partner George Kachadoorian, we are local architects and all of the curiosity and interest in our library, main library here, we have been preparing a proposal for the library, has renovation and perhaps additions. We are here to ask that you will consider looking at this proposal at one of your future meetings. Thanks.

Lynn Davidge

Hi, I’m Lynn Davidge and I’m speaking to you as one of your constituents, just one individual citizen who cares about the library and has, I think you all know by now, various ideas. First, I wanted to express my disappointment that you canceled the December meeting. There were so many views expressed by electorate leading up to the bond issue vote, that surely we’re all aware of vast amount of public interest in the library as an institution, and in this building in particular and in, there is a renewed, or a new perspective I think, of some of the financial issues and I believe that the constituents deserve regular monthly updates on things like finances and services and policy. And I felt it was especially important for the constituency in December to hear something and I realize it might have been a very short report but something from the Facilities Committee. Thank you.

Lou Glorie

Good evening and congratulations to all of you on your elections. I have some comments that are germane to the agenda tonight because you are going to be working on the schedule for the coming year and in the interest of greater transparency and better engagement with the public I wanted to suggest first of all that the Board consider, I wish I had known that you already put the schedule together, consider alternating your meetings so that they don’t work out on the same evenings as city council meetings because many people attend city council meetings and cannot attend both, obviously. So it would really be helpful for the sake of bringing more citizen involvement in board meetings to have your board meetings on alternate Mondays or another day of the week. Since council meetings are generally on the first and third Monday’s of the month and also along with that I’m always shocked when I hear people tell me they’ve been watching the city council meetings on TV. I mean, I could never sit through that. I have to go to them, you know, it’s part of the live buzz going on there but people watch these things on television, on CTN, even YouTube. So, I would like to ask that that be considered in getting these meetings recorded so that the community can watch them whenever they are able to and finally I just want to note that this is Martin Luther King Day and the city council for instance, postponed its meeting until tomorrow because a lot of people are busy going to events on Martin Luther King Day. In fact there is one here in the library tonight I’m going to scoot out to in a little bit. So that’s another thing I would like to see reflected in the scheduling, some sensitivity for these kinds of holidays. I know the library is open, I’m glad it is open today, but in terms of the board’s business it might be better if more people could attend who aren’t going to other festivities today. That’s all I have to say and I should mention that I am a member of the Protect Our Libraries group and I look forward to collaboration.

13-012 XII. FINANCIAL REPORTS

Associate Director Nieman reported November and December reports were in the Board Packet. December showed unrestricted cash balance just over $13.2 million. Tax receipts just over $10.8 million, reflecting 97% of the budgeted amount, have been received through December. The fund balance stands at just over $8 million. Four line items are over budget but are expected to come into line later in the year.

13-013 XIII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the November and December 2012 disbursements.

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

Motion passed 7-0.

13-014 XIV. COMMITTEE REPORTS

13-015 A. FACILITIES COMMITTEE

President Rosenthal reported the Facilities Committee had met and discussed the loss of the bond millage.

13-016 XV. DIRECTOR’S REPORT

Director Parker began her report with the video viewing of the 2011-2012 Annual Report. The report can be found on the AADL website. She thanked Tim Grimes, Eli Neiburger and the Community Relations staff for their creation of this report.

Director Parker reported the 2012 second grade visits were a success again. 56 classes with over 1,200 students visited the downtown library for a storytime, tours and library cards. Transportation for this event was sponsored by the Friends of the Ann Arbor District Library.

The WLBPD received two commendations from the state after our site review. The first was for a working towards a national wiki for libraries serving the blind and physically handicapped; the second for a very successful Visions Vendor Fair in 2012. Celeste Choate, Terry Soave and ONS staff were congratulated and thanked for their work.

13-017 XVI. NEW BUSINESS

13-018 A. RESOLUTION TO HOLD THREE 2013 BOARD MEETINGS IN AADL BRANCHES
(Item of action)

Treasurer Kaplan, supported by Secretary Head, moved whereas the AADL Board wants to encourage members of the public to attend and comment at board meetings; whereas, as we intend to facilitate this participation by meeting in a variety of braches to offer options that may be more convenient for members of the public; whereas, information on the location of meetings shall be posted on the annual meeting schedule on the library website and posted at all library branches; now, therefore be it resolved to schedule one board meeting in 2013 at each of the three branches that can accommodate a board meeting, Malletts Creek, Pittsfield and Traverwood; 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.

13-019 B. APPROVAL OF BOARD MEETING DATES FOR 2013
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the proposed 2013 Board meeting calendar.

AYES: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell

NAYS: None

Motion passed 7-0.

13-020 C. RESOLUTION ESTABLISHING A SPECIAL FACILITIES COMMITTEE
(Item of action)

Trustee Surovell, supported by Trustee Murphy, moved to approve the resolution establishing a special facilities committee as read by Trustee Leary: The Board resolves as follows: that a special Facilities Committee be established; that the charge to the special Facilities Committee will be to recommend to the Board steps needed to develop and maintain clean, safe, physical facilities that creatively meet the needs of the community and staff with an emphasis on sustainability, accessibility, and flexibility; that the committee shall serve through 2013; 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.

13-021 D. RESOLUTION ESTABLISHING A SPECIAL COMMUNICATIONS COMMITTEE
(Item of action)

Vice President Barney Newman, supported by Trustee Leary, moved to approve the resolution establishing a special Communications Committee as read by Trustee Murphy: The Board resolves as follows: that a special Communications Committee be established; that the charge to the special Communications Committee will be to recommend to the Board steps needed to develop a communications audit and plan; that the committee shall serve through 2013; 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.

13-022 E. APPROVAL OF BOARD COMMITTEE APPOINTMENTS
(Item of action)

President Rosenthal distributed her selection of Board Committee members for Board authorization.

Trustee Murphy, supported by Treasurer Kaplan, moved to approve the special Communications Committee consisting of Nancy Kaplan as chair, Margaret Leary and Ed Surovell.

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

Motion passed 7-0.

Vice President Barney Newman, supported Treasurer Kaplan, moved to approve the special Facilities Committee consisting of Margaret Leary as chair, Rebecca Head and Ed Surovell.

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

Motion passed 7-0.

It was the consensus of the Board that the regular committees stand as presented.

13-023 F. PRESENTATION OF HR INFORMATION
DeAnn Doll

DeAnn Doll, Finance/HR Manager gave an overview of the organizational chart and various staff positions. She reported that the compensation structure developed in 1997 was reviewed in 2008 and will be looked at again in 2013. Staff as of 12/31/12 numbered 227. Employees are classified as either regular or casual. The library does not use the designation of full-time or part-time as it is a misnomer in our system.

13-024 G. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 18, 2013 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL & DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote

Secretary Head, supported by Treasurer Kaplan, moved to hold an Executive Session at the February 18, 2013 regular Board meeting for opinion of legal counsel and discussion of real estate.

A roll call vote was taken.

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

Motion passed 7-0.

13-025 XVII. ADJOURNMENT

Vice President Barney Newman, supported by Trustee Leary, moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 8:09 p.m.

November 19, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 19, 2012

12-214 I. CALL TO ORDER

President Leary called the meeting to order at 6:05 p.m.

12-215 II. ATTENDANCE

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

12-216 III. RECESS TO EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE

12-217 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Leary reconvened the meeting at 7:03 p.m.

12-218 V. APPROVAL OF AGENDA
(Item of action)

Vice President Rosenthal, supported by Trustee Kaplan, moved to approve the agenda.

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

Motion passed 6-0.

12-219 VI. APPROVAL OF MINUTES OF OCTOBER 15, 2012
(Item of action)

Trustee Head, supported by Trustee Kaplan, moved to approve the minutes of October 15, 2012.

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

Motion passed 6-0.

12-220 VII. CITIZENS’ COMMENTS

Ingrid Sheldon

Hi, my name is Ingrid Sheldon and I am here tonight representing other than myself, Ellie Serras and the rest of the Our New Downtown Committee and we even have a couple more members of our committee here tonight. Though this committee worked very hard for the passage of the new downtown library bond, we are needlessly to say disappointed that it failed at the polls. That we did not convince the majority of the voters to support this investment in our community. But we are excited that we got so much of the Ann Arbor community talking about this community core institution, the Ann Arbor District Library. No one seemed to have real disparaging remarks about the importance of library services, we all love our library. In fact the quality of the service is recognized even nationally, perhaps the community takes all that you do for granted. When I visited the Traverwood Branch this afternoon almost every sitting surface and work station had someone at it. Mentors with mentees, small groups of middle school students working together, neighbors who do not have computers working at those available at the district library. Someone was even skyping to China and others were working or sitting quietly in the small workrooms. What we as a campaign committee could not convey to the community what that this demand is and will be needed at the main downtown library, the base, the trunk from which the branches draw their nutrients. The infrastructure needs of this building have not gone away with the defeat of the bond. But you now have a tremendous amount of citizen input from which the next community discussion can evolve. Many of us that served on the campaign committee want you to know that we are still willing to help the Ann Arbor District Library be even more than it is already. Thank you for your vision and your attempt to have the downtown main library be a facility that enhances and supports all learning. Thank you.

Lyn Davidge

Good evening, sorry ladies, I’m sure you thought you could get rid of me that easily but I’m back. My campaign to get more people out to board meetings looks like it is taking root. I’m so glad to see so many people here tonight. But of course, I have to set the example, so I’m here to say something and to say it fairly seriously. Although I won’t have an opportunity to join you in January, I think that my message during the campaign did resonate with a lot of the voters as evidenced but the number of votes that I did get. And I believe I have something to contribute to the ongoing discussions about the future of the downtown library. So my main reason for speaking to you tonight is to be if not the first, then one of the first people to volunteer to serve on the one or more citizen advisory committees that I hope you will be setting up around this topic very, very soon. If I’m remembering correctly, Nancy and I have both advocated the citizen advisory committees in the last two campaigns and I hope I’m not misquoting and maybe some of the rest of you have to, I don’t recall. But in the past I think these committees have in fact served a very important supportive role for the board and I think it may be time to, for you to consider bringing them back. As you look at this possibility and look to choosing advisors I’m hoping particular you will look for volunteers among the many talented and experienced people in town, in academia and the business community who can provide or a least point you to those who can provide really, new, up-to-date information about the possibilities or lack of possibilities for renovation of this building. I think there was a chunk of information that was missing during the bond campaign and that had to do with details about renovation or not as the case may be. So, I do hope that represented on your advisory team or whatever shape that takes there will be engineers, architects, folks from the university, folks from Eastern Michigan, people who have commented on AnnArbor.com and Ann Arbor Chronicle very knowledgeable about this. I also hope that as you seek advisors in these coming months you’ll look to the library staff and I don’t mean the administrators and the department heads, I think that there’s lots of interaction with them by board members, but I’m not sure that there’s that much interaction with the staff, the operating staff, the folks that makes this thing go very, very well every single day and I think they could add an important dimension to your discussions. And finally, I’m going to start and you may hear more of these as time goes on, with a modest proposal for improving communication with the community because that was one of the things I was talking about during the campaign. This one you could do tonight and it would be as easy as pie, I think, unless there is something about changing the agenda. One thing you could do is in addition to having citizen comments in the beginning of the meeting is reserve time at the end for people to respond to what has happened during the meeting, if they should choose to do so. You would benefit from some immediate feedback and who knows, maybe, more people would come and more people would want to comment, if they knew that they could in real time as it were, respond to some of your ideas or your discussions. So, you never know until you try and I hope you’ll consider trying it and I thank you very much.

12-221 VIII. FINANCIAL REPORTS

Associate Director Nieman reported October showed unrestricted cash balance just under $15 million. Tax receipts just over $10.6 million, reflecting 95% of the budgeted amount, have been received. The fund balance stands at $7.9 million. Five line items are over budget but are expected to come into line later in the year.

12-222 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Head, supported by Vice President Rosenthal, moved to approve the October disbursements.

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

Motion passed 6-0.

12-223 X. COMMITTEE REPORTS

12-224 A. FACILITIES COMMITTEE

Vice President Rosenthal reported the Facilities Committee met after the failure of the bond proposal and will continue discussion regarding the downtown library building.

12-225 B. BUDGET & FINANCE COMMITTEE

Treasurer Murphy reported the Finance Committee had met and reviewed the draft 2011-2012 audit with Dave Fisher of Rehmann.

12-226 XI. DIRECTOR’S REPORT

Director Parker reported PPT (personal property tax) elimination legislation is now headed back to committee. If no replacement is guaranteed under this legislation AADL will lose approximately $630,000 from the budget.

Director Parker shared that the Friends of the Ann Arbor District Library donated $40,000 to AADL this month. These monies are earmarked for library programming.

Director Parker reported that AADL received notice it is once again a Library Journal 5 Star Library. This is the fifth year in a row this ranking has been received. We are Michigan’s only 5 Star Library. Congratulations and a well done was expressed to all staff.

12-227 XII. NEW BUSINESS

12-228 A. AUDITOR’S REPORT
Sherry Brubaker, Rehmann

Sherry Brubaker presented the Ann Arbor District Library 2011-2012 Audit Report. She reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/12. No material audit adjustments were needed. No material weaknesses were found and a clean opinion was given.

12-229 B. RESOLUTION TO ACCEPT THE 2011-2012 FINANCIAL AUDIT
(Item of action)

Treasurer Murphy, supported by Trustee Head, moved to accept the 2011-2012 financial audit prepared by Rehmann Robson. 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
NAYS: None

Motion passed 6-0.

12-230 C. VOTE FOR EXECUTIVE SESSION AT THE DECEMBER 17, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL AND DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote

Trustee Head, supported by Treasurer Murphy, moved to hold an Executive Session at the December 17, 2012 regular Board meeting for opinion of legal counsel and discussion of real estate.

A roll call vote was taken.

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

Motion passed 6-0.

12-231 XIII. ADJOURNMENT

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

President Leary adjourned the meeting at 7:34 p.m.

October 15, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 15, 2012

12-203 I. CALL TO ORDER

President Leary called the meeting to order at 7:03 p.m.

12-204 II. ATTENDANCE

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

12-205 III. APPROVAL OF AGENDA
(Item of action)

Vice President Rosenthal, supported by Trustee Head, moved to approve the agenda.

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

Motion passed 7-0.

12-206 IV. APPROVAL OF MINUTES OF SEPTEMBER 24, 2012
(Item of action)

Secretary Barney Newman, supported by Treasurer Murphy, moved to approve the minutes of September 24, 2012.

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

Motion passed 7-0.

12-207 V. CITIZENS’ COMMENTS

Ellie Serras

I’m Ellie Serras and I am chair of the Our New Downtown Library campaign committee and I just wanted to let you all know if you didn’t, that in twenty one days it will be time to vote for a new downtown library. Yes, August 20th was the last time I reported to you about the Our New Downtown Library campaign. Needless to say a lot has happened since then. So I thought it was time to bring you all up to date about our progress so far. The Our New Downtown Library campaign committee has been vigorously meeting with citizens, speaking to groups and presenting to organizations. Support for the new downtown library building is widespread and diverse. There are over one hundred contributors from corporations and individuals. The Our New Library website includes thirty testimonials from leaders in business, arts organizations, private citizens and non-profits who serve the most at-risk populations in our community. Members in the campaign committee have distributed five hundred small yard signs and we have twenty-five large signs coming soon that will go out this week. We’ve mailed over thirty-five thousand postcards and will be distributing another ten thousand in the next two weeks. We’ve distributed three hundred buttons, of which I am sporting tonight and some of you are. And we’ve just reordered those because we’ve had so many requests. Members of the Our New Downtown Library campaign have attended fourteen events to date and have spoken on two radio segments. Opted pieces were published by the Ann Arbor.com and The Ann Magazine. We have six more events scheduled but are eager to put more on our calendar. So if you know of any one or any organization or any neighborhood interested in talking with us we are always ready to meet with people. The campaign will have ads in local media including The Observer, Ann Arbor.com, Facebook and Comcast and these will start in the next couple of weeks. Campaign committee volunteers can be seen at the farmers market every Saturday morning answering questions, distributing yards signs, buttons and information. This campaign is built on confidence and trust. When I’m talking with people, I’m can say here are the facts. This campaign is not built on rumors or innuendo. Being able to submit evidence and data accumulated over the last decade by astute library staff are the most powerful and persuasive arguments. We are not wondering “if we build it will they come”, we know “they” are already coming and the building can’t accommodate them today, much less tomorrow. To me our new library will be an expression of core values of this community, education and equal access to information for everyone. It will be an exciting place, where cultures are shared, differences of opinion are welcome, ideas collide and innovations explode. I commend the Ann Arbor Library Board of Directors for your leadership and putting this initiative forward at this time. It’s my honor to be part of this advocacy group for this great institution. Thank you.

12-208 VI. FINANCIAL REPORTS

Associate Director Nieman reported September showed unrestricted cash balance just over $14 million. Tax receipts just over $8.6 million, reflecting 77% of the budgeted amount, have been received. Four line items are over budget but are expected to come into line later in the year.

12-209 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Kaplan, supported by Trustee Surovell, moved to approve the September disbursements.

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

Motion passed 7-0.

12-210 VIII. DIRECTOR’S REPORT

President Leary reported that Director Parker is absent as she is attending two township meetings tonight to report on the bond proposal. President Leary announced that Director Parker has been appointed by the Governor to serve on the board of the Commission for Blind Persons. She is one of only seven people on the commission.

12-211 IX. NEW BUSINESS

12-212 A. VOTE FOR EXECUTIVE SESSION AT THE NOVEMBER 19, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL & DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote

Trustee Head, supported by Treasurer Murphy, moved to hold an Executive Session at the November 19, 2012 regular Board meeting for opinion of legal counsel and discussion of real estate.

A roll call vote was taken.

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

Motion passed 7-0.

12-213 X. ADJOURNMENT

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

President Leary adjourned the meeting at 7:13 p.m.

September 24, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 24, 2012

12-186 I. CALL TO ORDER

President Leary called the meeting to order at 6:03 p.m.

12-187 II. ATTENDANCE

Present: Head, Kaplan (arrived 7:00 p.m.), Leary, Murphy, Barney Newman, Rosenthal (arrived 6:10 p.m.), Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Others: Dan Schairbaum, Dykema

12-188 III. VOTE FOR EXECUTIVE SESSION FOR DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote

Trustee Surovell, supported by Secretary Barney Newman, moved to include in the Executive Session a discussion of real estate.

A roll call vote was taken.

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

Motion passed 5-0.

12-189 IV. RECESS TO EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL & DISCUSSION OF REAL ESTATE

12-190 V. RECONVENE REGULAR MEETING AT 7:00 PM

President Leary reconvened the meeting at 7:06 p.m.

12-191 VI. APPROVAL OF AGENDA
(Item of action)

Vice President Rosenthal, supported by Trustee Head, moved to approve the agenda.

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

Motion passed 7-0.

12-192 VII. APPROVAL OF MINUTES OF AUGUST 20, 2012
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to approve the minutes of August 20, 2012.

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

Motion passed 7-0.

12-193 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-194 IX. FINANCIAL REPORTS

Associate Director Nieman reported August showed unrestricted cash balance just over $13 million. Tax receipts just over $7.1 million, reflecting 64% of the budgeted amount, have been received. Three line items are over budget but are expected to come into line later in the year.

12-195 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Head, supported by Treasurer Murphy, moved to approve the August disbursements.

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

Motion passed 7-0.

12-196 XI. COMMITTEE REPORTS

12-197 A. FACILITIES COMMITTEE

Vice President Rosenthal reported the Facilities Committee had met and continues to discuss the downtown library building.

12-198 B. FINANCE COMMITTEE

Treasurer Murphy reported the Finance Committee had met, discussed the downtown library building and the progress of the 2011-2012 audit.

12-199 XII. DIRECTOR’S REPORT

Director Parker acknowledged Terry Soave and the Outreach Department for the WLBPD’s best practices recently highlighted in a National Library Service for the Blind and Physically Handicapped publication.

Director Parker presented an update on the progress of the 2010-2015 Strategic Plan.

President Leary stated that all staff is to be complimented on the progress of the Strategic Plan.

12-200 XIII. NEW BUSINESS

12-201 A. VOTE FOR EXECUTIVE SESSION AT THE OCTOBER 15, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL & DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote

Vice President Rosenthal, supported by Trustee Head, moved to hold an Executive Session at the September 24, 2012 regular Board meeting for opinion of legal counsel and discussion of real estate.

A roll call vote was taken.

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

Motion passed 7-0.

12-202 XIV. ADJOURNMENT

Trustee Surovell, supported by Secretary Barney Newman, moved to adjourn the meeting.

President Leary adjourned the meeting at 7:20 p.m.

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