February 3, 2014 Minutes of the Board Retreat

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE BOARD RETREAT
MONDAY, FEBRUARY 3, 2014

14-030 I. CALL TO ORDER

President Rosenthal called the meeting to order at 4:03 p.m.

14-031 II. ATTENDANCE

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

14-032 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

14-033 IV. WELCOME AND OVERVIEW
Josie Parker/Sandra Greenstone

Director Parker introduced staff members Jody Harnish, Mariah Cherem, Matt Dubay and Erin Helmrich. They work with the special tools collections and will be presenting them today.

Sandra Greenstone noted she has worked with the Board over the last ten years. Originally over 100 people worked to develop the first strategic plan in which she was involved. Five years ago a very different process was used. Now we are looking to determine what type of data is needed to proceed with the next strategic plan for 2015-2020.

14-034 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-035 VI. COLLECTIONS PRESENTATION

Associate Director Neiburger gave background information on how the special tools collections were started and how they have grown.

The Board recessed at 3:20 p.m. to have hands-on demonstrations of items from the special tools collections.

The Board reconvened at 4:47 p.m.

President Rosenthal thanked staff for their presentations.

Director Parker stated that a mission of the public library distributing materials is not limited to bound items. The collections chosen do not compete with retail.

14-036 VII. THE NEXT FIVE YEARS
Josie Parker/Eli Neiburger

Associate Director Neiburger reviewed industry trends regarding books, ebooks, BluRay, tablets, streaming services and DVD’s. He then reviewed AADL usage trends from material checkouts, program attendance, door counts and website visits.

Director Parker reviewed external pressures including filling gaps in service as schools are losing their media centers; increase of public institutions moving their physical presence to the web and telling their customers to go to the library to access the web; filters and perceptions – we monitor our spaces but we can’t guarantee that you won’t see something objectionable here; urban development around our spaces over which we have no control; chronically homeless are those who find the library as the last resort; We are not a part of the community discussion on this issue. All of these issues have an impact on our ability to provide service.

Blurred lines and clarity of mission is another topic Director Parker addressed. She reviewed a number of organizations who receive partnership support from AADL. With the WLBPD, AADL is providing access to those who qualify in Washtenaw County and is working with other local libraries to reach county residents who qualify for the service. We participate in MeL, loaning books as well as borrowing books from libraries throughout the State. Conversations with the new Dean of UM Libraries and the new AAPS Superintendent may lead to stronger partnerships with blurred lines of service.

14-037 VIII. RECESS FOR BREAK AT 6:06 PM

14-038 IX. RECONVENE MEETING AT 6:18 PM

14-039 X. STRATEGIC PLAN 2015-2020 BOARD DISCUSSION
Sandra Greenstone/Josie Parker

Director Parker reported the Board determined the six initiatives in the current plan and staff brought the goals forward for those initiatives. She answered questions board members had regarding several of the initiatives.

Sandra Greenstone led the board through discussion regarding the planning process for the next strategic plan. She reviewed the process used previously. Board members commented on a variety of topics including whom we are not serving; what is the role of the library; who uses downtown and why; what is the advocacy role of the board; how to address the homeless issue; our branch locations in planning; pressures on district resources. Board members discussed the planning process. The Board President will determine if a strategic planning committee will be established or if the process will default to the Executive Committee.

14-041 XI. NEXT STEPS
Sandra Greenstone/Josie Parker

Sandra Greenstone led the board through discussion on the next steps and timelines. She also addressed possible ways to engage staff, community partners, stakeholders and citizen residents.

President Rosenthal thanked staff for a job well done tonight.

14-042 XII. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-043 XIII. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 7:31 p.m.

January 20, 2014 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
MONDAY, JANUARY 20, 2014

14-001 I. CALL TO ORDER

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

14-002 II. ATTENDANCE

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

14-003 III. PRESIDENT’S REMARKS

President Rosenthal remarked that it has been an honor to serve as President of the Board for the past year. She highlighted a number of achievements during 2013:

* Outreach Department Manager Soave and her staff were acknowledged for their work with CS Mott Hospital, PALMA and the WLBPD
* Director Parker and Associate Director Nieman accessed the physical condition of all AADL facilities
* Allerton Hill Consulting was engaged to create a communication plan
* USA Today quoted Associate Director Choate regarding AADL special collections
* The 2013-2014 budget and the FAADL Space Use Agreement extension were approved
* Associate Director Neiburger and Community Relations Department Manager Grimes were again invited by the Tribeca Film Institute to participate on a new NEH project focusing on Immigration.
* The It’s All Write Short Story Contest and Summer Games were very successful
* The Pittsfield Charter Township Corridor Improvement TIF agreement was signed
* Staff reviewed and presented numerous policy updates to the Policy Committee
* AADL was named a Library Journal 5 Star Library for the fifth year in a row.

President Rosenthal commended the staff and director for all that is done on a daily basis that makes AADL so special.

14-004 IV. NOMINATION & ELECTION OF LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Head, 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 Leary, supported by Trustee Surovell, nominated Barbara Murphy 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 Kaplan, supported by Trustee Head, nominated Jan Barney Newman 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 Barney Newman supported by Trustee Leary, 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.

14-005 V. INSTALLATION OF OFFICERS

President Rosenthal administered the oath installing Board officers for 2014: Trustee Rosenthal as President, Trustee Murphy as Vice President, Trustee Barney Newman 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.”

14-006 VI. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

14-007 VII. APPROVAL OF AGENDA
(Item of action)

President Rosenthal proposed to amend the agenda by adding under New Business B. Resolution Establishing the Special Communications Committee; C. Resolution Establishing the Special Facilities Committee; D. Appointment of Board Committee Members.

Treasurer Barney Newman, supported by Trustee Kaplan, moved to approve the revised agenda.

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

Motion passed 7-0.

14-008 VIII. APPROVAL OF MINUTES OF DECEMBER 16, 2013
(Item of action)

Trustee Leary, supported by Vice President Murphy, moved to approve the minutes of December 16, 2013.

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

Motion passed 7-0.

14-009 IX. CITIZENS’ COMMENTS

Jerzy Drozd

Hi everybody, my name is Jerzy Drozd and I am a cartoonist and teaching artist and my comments tonight are more or less just a big glowing thank you for three items. The Board of the Ann Arbor District Library provide the youth of Ann Arbor, as I have said I am a cartoonist, a teaching artist that means I teach courses on making graphic novels which is not a widely available field of study for young people. And even if you do find them, courses on making graphic novels, they can cost hundreds, even thousands of dollars. And for the past seven years I’ve been working with AADL to provide comic courses for young people for free. Free access to this information. I’ve seen young people, from seven years grow into young adults and I recently ran into one of my former students at Toronto Comics Arts Festival and she’s now working in the publishing industry alongside of award winning cartoonist Tom Hart, working on one of his books . So here’s a kid who seven years ago was a fourteen year old who loved manga. Because of what you provided to her she got access to information that allowed her to work in the publishing field. So thank you for that. The second thing I want to thank you guys for is Ann Arbor District Library netcast studio. If you don’t know the Ann Arbor District Library does podcasts and I’ve been hosting a podcast since 2011 now and it’s called “Comics are Great”, the Dick Cavett show for cartoonists. Which means that we have a lot of different guests and working professionals and local professionals and AADL staff on the show. In other words the youth in Ann Arbor has their TV show about making comics because AADL was forward thinking enough to say where to do kids watch stuff? YouTube, let’s put these, stream them live on YouTube. So every two weeks we do a show where we do all sorts of different best-selling authors, plus local celebrities. One highlight for me was, every hear of, familiar with a guy named Mark Kistler, PBS host of a drawing show from the seventies and eighties, I had him on, I got to teach him how to use twitter. So it’s been a benefit to me, it’s connected me to a wider group of cartoonists but, it’s also connected a wider world of cartoonists to AADL which leads me to my third thanks. I serve as the programing coordinator for an event called Kids Read Comics, which was mentioned earlier tonight and you’re all aware of this event that we do yearly. In 2012 we brought the event to AADL. AADL has been a very gracious, incredible partner for this event. I don’t need to give you guys numbers on how many people you’ve affected through this thing. But if people haven’t heard of this thing, it’s a weekend of twenty-five or more free workshops lead by three professionals around the nation. Guests include New York Times bestselling author Ann Tuttlemeyer (sic), Rafael Rosado, Ben Hatke and if those names don’t mean anything to you, imagine this you’re ten years old and you go to the library and there’s Charles Schultz and David (sic) sitting there saying come draw with me. How awesome would that be to you as a ten year old? One educator from out of town, we get people come from all over the country to this thing said to me it’s the single coolest pro-literacy event of the year. We have cartoonists who come from all over the globe, literally. One came from Australia a couple years ago on his dime. Because he had to be a part of this amazing, cool Kids Read Comics. One of my favorite stories to tell is, this goes back to podcasts, I mentioned AADL staff was on this podcast that I do, which reaches out to cartoonists. One of the guests at the show saw an AADL staff member walk by who had been on the show many, many times, and breathlessly grabbed me by the sleeve and said that’s her. I don’t know what to say. So AADL has celebrity librarians that cartoonists get the vapors when they’re around. One last time, again that you for supporting the youth of Ann Arbor.

Shary Brown

Well, mine’s not nearly so well organized, but I also have come to say thank you. I have been a card holder for probably more than sixty years. I was obviously born and raised in Ann Arbor. So I have three things also. I have being a resident of Ann Arbor as a kid and looking forward to seeing the bookmobile come around the corner. All the kids in the neighborhood up to the bookmobile. That was ground breaking stuff sixty years ago. And you guys were there and did that, brought books to us, and the community. As a professional, I organized events in Ann Arbor, ran the Street Art Fair and again the library stepped up and became a home for us, a home that we didn’t have. We were on the streets for four days a year, but we didn’t have a place to engage the community, but we did here. We didn’t have a place when the rug got pulled out from under us in how we juried our artists. The film was gone, the projectors were going, we needed to attract our artists, we needed to be able to review them, the library again stepped up and said we can help you. We can help you with this technology, we can help provide a place for you to bring your jurors and I think you continue to do this today. I’m now a retired person and I use the library and I think I would like to continue learning all my life and the library does that for me. You have great programs, one my jobs as a retired person is to volunteer and I volunteer at Fool Moon Festival and again, the library is there. You’ve engaged other organizations in town, you have become a center for us to meet other groups in town that would like to play with us as we put on our events. So I think, for me all of my life the library has been a place of leadership, its been forward looking , its provided new skills and technology to all of us who have nowhere else to go and I want to see you continue to do that. It has been a tremendous resource for me. Thank you.

Kathy Griswold

Good evening, following on the theme of showing appreciation, I also have a thank you and then a few comments. A year ago the Protect Our Libraries PAC mentioned the library’s contribution to serving the homeless population in this community and while we’re working on trying to find a better solution for the homeless, including twenty four hour a day warming centers, cooling shelters. I do want to acknowledge the service that is provided by the Ann Arbor District Library, especially the downtown branch for some of the people that use this for the resources including staying warm in winter. I know that’s a real burden and it needs to be addressed by a different group of people but for now it’s being done and really appreciated. I also have to agree that this is really a great report and great things are being done at the library but I’m somewhat troubled that given that you podcast and that this room is equipped for CTN and that you have spent money on improving communications, why you’re not recording these meetings. At least CTN now has an on demand feature so if someone wanted to see the work of the library board if wanted to skip and just see the financials, or one of the other reports they could easily do that through the on demand feature. So I really hope that you consider that this year. A few other comments, collaboration, I know that a lot of collaboration is being done especially at the staff level. I’d like to see more collaboration at the board level with the Ann Arbor Public Schools. Another is the Michigan Theater. If you can rent their viewing room, I think we all know that their desperate for more financial resources. And long term make plans for how your podcasting operation, and some of the functions you provide here will dovetail with what CTN is doing because some of your functions seem to be very similar and long term there’s probably some efficiencies there. Another area in addition to collaboration is becoming more professional. I’m really troubled that Ann Arbor District Library email addresses are not being used by the board members. That’s sort of standard for most boards within this community, the school board, city council members and that would be a very easy thing to do and provides a more professional appearance when communicating with community members. We’ve talked before about open committee meetings and just having more transparency, this is the beginning of a new year and I hope you’ll focus on that. And lastly, a question. I was looking on the library website and I was just going to type in Allerton Hill, because I wanted to look their communications report, and I don’t see any type of Google or other search for the library website. You have one once you get into the books and videos and your circulations. But I don’t see a search, so maybe I’m wrong, but if not, it would be nice to have. Thank you.

Don Salberg

My name is Don Salberg, I live on Lexington Drive in northeast Ann Arbor. I want to wish you all a happy new year. Good evening. I want to share a revelation and along with it some important new information that should interest you. I’ve always wondered way a new library would cost as much as the planned one would. Then I realized that the $330 per square foot that’s required for building the library which is much more than the average $200 per square foot is required in order to provide an adequate superstructure to hold the many shelves of books that you have. And that seems appropriate that it would cost that amount of money. It would be of benefit, of course, to be able to reduce the number of books and weight thereof and to be able to do the library much less expensively. In this regard, I must call your attention to a new digital library that opened up in San Antonio, Texas called the BiblioTech. Actually, Bexar County Digital Library. Some of you appear to be aware of it. It cost 2.4 million dollars to build. Holds 10 thousand eBooks, 500 hundred e-readers, 48 computers, 20 ipods and laptops. Similarly the Archbishop Stepinac High School, White Plains, New York has replaced all its textbooks with a digital library. Students no longer have to carry thirty-five pound backpacks. They also find it cheaper because they can pay for use of a digital library for $150 rather than having to out rightly buy textbooks for $750 each year. The digital library also is accessible wherever there is an internet connection. Which gives more freedom for students to be able to study anywhere they want. The students can highlight passages and annotate their material without having to worry about damaging the textbook, reducing its resale value. Teachers can add material easier, get homework and communicate with material being viewed by the student. The world is quickly becoming digital and while older individuals who may recall a world without computers, who resist the retirement of printed material, the younger generation born into the digital era who have no difficulty accommodating. When you consider again to ask for a new library bond referendum beware that the world of information, education and entertainment is rapidly changing and that the old library, with its thousands of books may become obsolete and undesirable for the new tech savvy world. Also it might well consider a de-centralized library system. Which a digital library would be able to provide. You can setup small branches in small rental places in multiple areas of the city and make it much more convenient for individuals to not have to travel distance down to a central library. Many of them will have to pay for parking. Having a digital branch library close by is very convenient. Thank you very much.

Libby Hunter

I would like to suggest that several reasons this group should meet, in my opinion, on a different night in the month of January. I’ll be very brief. Some of my reasons are the following, and I tried to think of as many as I could but I don’t know if they are all here. Martin Luther King Day is almost a sacred day for some people. He’s a hero to possibly thousands of people in Ann Arbor and certainly millions of people world-wide. There are Martin Luther King events in our area tonight and this is a day of service in his honor for many people. Let’s see, depending on your age, King lived during your lifetime or at least near your lifetime so his, it’s not like its celebrating someone who lived five hundred years ago. I can’t think of a better way to say that. The Ann Arbor Schools celebrate King today by not being in session and city council celebrates by postponing their regularly scheduled meeting until tomorrow night. I’m sure you have reasons for meeting on this holiday which I’m unaware of. I just feel compelled to state my reasons which I’m hoping you might take into consideration when creating next year’s meeting calendar. Thank you very much.

14-010 X. FINANCIAL REPORTS

Associate Director Nieman reported November showed unrestricted cash balance just over $13.5 million. Tax receipts just over $11 million, reflecting 97% of the budgeted amount, have been received through the end of December. The fund balance stands at just over $8.1 million. Six line items are over budget and will come back into line later in the year.

14-011 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

14-012 XII. COMMITTEE REPORTS

14-013 A. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee had an information gathering meeting offsite with a local company.

14-014 B. POLICY COMMITTEE

Chairperson Murphy reported the committee met in December and reviewed the policy revisions being submitted for discussion tonight.

14-015 XIII. DIRECTOR’S REPORT

Director Parker began her report with a video presentation of the annual report. She reported on the number of Martin Luther King Day events being held at the library and the Ann Arbor/Ypsilanti Reads author program scheduled tomorrow at Washtenaw Community College.

14-016 XIV. NEW BUSINESS

14-017 A. APPROVAL OF BOARD MEETING DATES AND LOCATIONS FOR 2014
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the 2014 AADL Board meeting dates and locations as presented.

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

Motion passed 7-0.

14-018 B. RESOLUTION ESTABLISHING A SPECIAL COMMUNICATIONS COMMITTEE
(Item of action)

Secretary Head, supported by Trustee Leary, moved that the Board resolves that a special Communications Committee be established; that the charge to the special Communications Committee will be to consider the implementation of recommendations in the communications audit, and related issues; that the committee shall serve through 2014; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-019 C. RESOLUTION ESTABLISHING A SPECIAL FACILITIES COMMITTEE
(Item of action)

Trustee Leary, supported by Secretary Head, moved that the Board resolves 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 2014; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-020 D. APPROVAL OF BOARD COMMITTEE APPOINTMENTS
(Item of action)

President Rosenthal presented the following Board Committee appointments for approval:

Budget & Finance: Jan Barney Newman-Chair, Barbara Murphy, Nancy Kaplan
Communications: Rebecca Head-Chair, Margaret Leary, Prue Rosenthal
Facilities: Margaret Leary-Chair, Jan Barney Newman, Ed Surovell
Policy: Barbara Murphy-Chair, Nancy Kaplan, Prue Rosenthal

Secretary Head, supported by Trustee Leary, moved to approve the Board committee appointments as recommended.

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

Motion passed 7-0.

14-021 E. RESOLUTION OF THANKS TO BETH ANDERSEN UPON HER RETIREMENT
(Item of action)
Secretary Head, supported by Vice President Murphy, moved the Board resolves that it would like to officially thank Beth Andersen for her service as an employee from December 18, 1978 to January 30, 2014 of the Ann Arbor District Library; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0

14-022 F. RESOLUTION OF THANKS TO IEVA BATES UPON HER RETIREMENT
(Item of action)

Treasurer Barney Newman, supported by Vice President Murphy, moved the Board resolves that it would like to officially thank Ieva Bates for her service as an employee from August 23, 1976 to January 31, 2014 of the Ann Arbor District Library; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0

14-023 G. RESOLUTION OF THANKS TO JACQUELINE SASAKI UPON HER RETIREMENT
(Item of action)

President Rosenthal, supported by Treasurer Barney Newman, moved the Board resolves that it would like to officially thank Jacqueline Sasaki for her service as an employee from September 15, 1988 to January 31, 2014 of the Ann Arbor District Library; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0

14-024 H. RESOLUTION TO AMEND THE 2013-2014 APPROVED BUDGET
(Item of action)

Trustee Kaplan, supported by Secretary Head, moved the Board resolves to increase the Capital Outlays line item in the 2013-2014 budget by $30,000 to cover the purchase of a delivery truck from Varsity Ford; that the $30,000 increase to Capital Outlays be transferred from the Fund Balance; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Associate Director Nieman informed the board that a quote was also sought from Briarwood Ford. The vehicle from Varsity Ford met requirements more so than the one from Briarwood.

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

Motion passed 7-0

14-025 I. RESOLUTION TO AMEND THE 2013-2014 APPROVED BUDGET
(Item of action)

Secretary Head, supported by Trustee Leary, moved the Board resolves to increase the Library Programming line item in the 2013-2014 budget by $63,000; that the $63,000 increase to Library Programming 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 reported that the funds would be used to design, publish and mail a quarterly newsletter to district residents. That post cards to special events would also be mailed and recognition efforts would be made for our 5 Star designation.

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

Motion passed 7-0

14-026 J. RESOLUTION TO AMEND THE 2013-2014 APPROVED BUDGET
(Item of action)

Vice President Murphy, supported by Secretary Head, moved the Board resolves to increase the Purchased Services line item in the 2013-2014 budget by $20,000 to cover a satisfaction survey of library district residents to be conducted by EPIC-MRA; that the $20,000 increase to Purchase Services 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 stated that a recommendation of the communications audit was to survey district residents on a bi-yearly basis. From 500 up to 600 persons of various age demographics would be contacted.

Trustee Leary supported by Vice President Murphy moved to amend the motion to increase the amount to the Purchased Services budget line by $25,000.

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

Motion passed 7-0.

Treasurer Barney Newman, supported by Secretary Head, moved to approve the amended resolution.

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

Motion passed 7-0.

14-027 K. PROPOSED POLICY CHANGES
(Item of discussion)

Director Parker noted that in following past practice proposed policy changes are presented to the Board for review and discussion. There will be no action on them tonight. Policy changes were presented in the current view, marked up view and draft view for ease of noting changes. She noted the bulk of the changes affect the circulation policy and will allow greater access to AADL library cards to non-resident K-12 students.

14-028 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-029 XVI. ADJOURNMENT

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

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

December 16, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 16, 2013

13-238 I. CALL TO ORDER

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

13-239 II. ATTENDANCE

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

13-240 III. APPROVAL OF AGENDA
(Item of action)

Secretary Head, supported by, Trustee Murphy moved to approve the Agenda.

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

Motion passed 7-0.

13-241 IV. APPROVAL OF MINUTES OF NOVEMBER 11, 2013
(Item of action)

Vice President Barney Newman, supported by Treasurer Kaplan, moved to approve the minutes of November 11, 2013.

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

Motion passed 7-0.

13-242 V. CITIZENS’ COMMENTS

Donald Salberg

Thank you, my name is Donald Salberg and I live on Lexington Drive in northeast Ann Arbor. I want to take this opportunity to wish each and every one of you a merry Christmas and a happy new year. I do hope that when you return you will have some new resolutions for dealing with library issues. I will hope that you will revisit the accessibility and safety for disabled individuals at the library. I understand that there were meetings with individuals who were familiar with ADA standards and such prior to the referendum, and I can understand why any changes that should be made would be postponed until after that, since a new building would have made renovations unnecessary. However the referendum did not pass and there were recommendations for improvements especially to the front entrance where there are certain risks along the ramp leading up to the front door. A number of bathrooms can be improved and there are a few other relatively minor changes that would never the less help our disabled move about with more ease while using our library. Secondly, I don’t know if you are interested, but both the Saline area library and the Washtenaw Community College have opted out of the Pittsfield Township State Street Corridor Improvement Authority and both stated the reason was that their taxpayers did not vote positively for a millage to be spent on streets being constructed elsewhere. They would prefer to have the money spent in their facility and services. Now there is a hope that if enough participants do not join the CIA that the project may not be initiated and this library then will not lose the money it will definitely lose if, or should the CIA proceed. And it’s of interest that no real benefit for the library has been identified by any of you. But it appears that the biggest benefit will be to the real estate industry because purportedly 40 per cent of the properties along the State Street development route are undeveloped now. And with that development and with the fact that expected that a lot of property will appreciate about 400 per cent, it appears that the big benefit will come to the real estate people who both sell the properties, develop the properties and manage the properties. I don’t know, Ed, does that seem correct to you? Anyway, I think that in the future, it would also be helpful to obtain some input from the community before making the decision on how to spend the community’s money. Thank you very much.

13-243 VI. FINANCIAL REPORTS

Associate Director Nieman reported November showed unrestricted cash balance just under $14.3 million. Tax receipts just over $11 million, reflecting 96.2% of the budgeted amount, have been received through the end of November. The fund balance stands at just over $8.1 million. Five line items are over budget and will come back into line later in the year.

13-244 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

13-245 VIII. COMMITTEE REPORTS

13-246 A. BUDGET & FINANCE COMMITTEE

Chairperson Kaplan reported the committee met in November with Dave Fisher of Rehmann Robson and reviewed the draft 2012-2013 audit. The committee was very pleased with the audit.

13-247 B. POLICY COMMITTEE

Chairperson Murphy reported the committee met on December 4th and reviewed updated policies. The committee plans on having the proposed revised polices submitted for Board review in January.

13-248 IX. DIRECTOR’S REPORT

Director Parker reported that this evening she attended a reception for the University of Michigan Special Collections Library Children’s Literature and American Culinary History located in AADL’s lower level display area.

Director Parker has resumed her weekly reading to students at Angell School and had a recent visit from one of the students.

Ira Lax was recognized for his work with the Library Songsters and for an article he had published in the fall edition of the Michigan Music Educator detailing this program.

Our partnership with Washtenaw Literacy is expanding with a second ESL Conversation Group being added at the Traverwood Branch Library. Currently groups are meeting at Malletts Creek, Pittsfield and Traverwood.

Director Parker updated the Board with her service as a Commissioner to the State Bureau for Blind Persons.

AADL will celebrate the fifth anniversary of the Washtenaw Library for the Blind and Physically Disabled @ AADL in May of 2014.

13-249 X. MONTHLY STATISTICS

Associate Director Neiburger presented November 2013 statistics in comparison with November 2012 in the new statistical format.

13-250 XI. NEW BUSINESS

13-251 A. AUDITOR’S REPORT
Dave Fisher, Rehmann Robson

Dave Fisher of Rehmann Robson presented the Ann Arbor District Library 2012-2013 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/13. No material audit adjustments were needed. No material weaknesses were found and a clean opinion of the financial statements was given.

13-252 B. RESOLUTION TO ACCEPT THE 2012-2013 FINANCIAL AUDIT
(Item of action)

Secretary Head, supported by Trustee Leary, moved that the Board resolves to accept the 2012-2013 financial audit prepared by Rehmann Robson and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0

13-253 C. RESOLUTION TO EXTEND THE TERM OF LEASE FOR THE SPACE THAT HOUSES THE ANN ARBOR NEWS ARCHIVE
(Item of action)

Trustee Murphy, supported by Vice President Barney Newman, moved to extend the lease with Green Road Associates for one (1) year commencing on January 1, 2014; that the annual rate will be $38,500/year; 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

13-254 D. RESOLUTION OF THANKS TO BETSY BAIER UPON HER RETIREMENT
(Item of action)

Secretary Head, supported by Treasurer Kaplan, moved the Board resolves that it would like to officially thank Betsy Baier for her service as an employee from February 8, 1975 to December 31, 2013 of the Ann Arbor District Library; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0

13-255 E. RESOLUTION OF THANKS TO SHARON IVERSON UPON HER RETIREMENT
(Item of action)

Secretary Head, supported by Trustee Leary, moved the Board resolves that it would like to officially thank Sharon Iverson for her service as an employee from July 29, 2004 to December 31, 2013 of the Ann Arbor District Library; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0

13-256 F. WLBPD@AADL UPDATES
Terry Soave

Terry Soave, Outreach and Neighborhood Services Manager, reviewed the WLPBD@aadl.org website. She explained that public service staff is cross-trained at all AADL locations to help WLBPD patrons. A wiki site is also available for staff use. This site is now being used as a model nationwide via the NLS (National Library Service for the Blind and Physically Handicapped). Examples of the collection were presented.

Quarterly newsletters, patron satisfaction surveys and biennial site reviews can be accessed at the WLPBD website.

13-257 XII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

13-258 XIII. ADJOURNMENT

President Rosenthal responded to public comment on the Board’s decision last month to participate with the Pittsfield Township CIA TIF. The board discussed and reviewed information regarding the CIA TIF, different opinions were expressed, and although the vote was not unanimous the Board’s fiduciary responsibilities require us to make decisions that serve the public the best. Our decisions sometimes use tax revenues; the CIA was one of these. State law gives us the power to opt out of a proposed corridor improvement authority. Our duty is to identify and review all relevant elements, balance them and make the best decision for the Library. We realized that the amount of money is relatively small; we realize that it will improve access to the Pittsfield Branch; we believe that it will increase our tax base in a couple of years. If it doesn’t go forward, the agreement will hold AADL harmless. We believe that a publically funded road is more equitable than requiring those who build along the road do it themselves. We believe in being a good neighbor to Pittsfield. They helped us build on a very marshy site, they supported the building of a cross-walk to a neighborhood across Oak Valley Drive and in creating this CIA, they have included an opt-out, shared the tax increase information with us and negotiated the terms of the agreement. We care about the environment and sustainability. This project will provide improved motorized and non-motorized access between Pittsfield and Ann Arbor, better storm water management, protect the watershed, enable better public transportation and reduce use of cars and improve the quality of the air. We exercise our statutory powers in consideration of our fiduciary responsibilities as best for the Library. Although we were not unanimous in our decision, it was made with a great deal of care.

Trustee Surovell commented that in regards to the properties located within the CIA, improvements made to the area should increase the value of the local properties and thereby increase tax revenues received by the Library.

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

President Rosenthal adjourned the meeting at 8:52 p.m.

November 11, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 11, 2013

13-218 I. CALL TO ORDER

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

13-219 II. ATTENDANCE

Present: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Choate, Neiburger, Nieman, Parker, Wilson (recorder)
Other: William Stapleton, Hooper Hathaway, P.C.

13-220 III. VOTE FOR CLOSED SESSION FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Murphy, moved to recess to a closed session for opinion of legal counsel.

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

Motion passed 5-0.

13-221 IV. RECESS TO CLOSED SESSION FOR OPINION OF LEGAL COUNSEL

13-222 V. RECONVENE REGULAR MEETING AT 7:00 PM

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

13-223 VI. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Treasurer Kaplan, moved to amend the agenda making item XIV. A. an action item.

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

Motion passed 7-0.

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

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

Motion passed 7-0.

13-224 VII. APPROVAL OF MINUTES OF OCTOBER 21, 2013
(Item of action)

Trustee Leary, supported by Treasurer Kaplan, moved to approve the minutes of October 21, 2013.

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

Motion passed 7-0.

13-225 VIII. CITIZENS’ COMMENTS

Kathy Griswold

Good evening. I have three short things. The first one is that I want to thank you for having your meeting on a night the City Council is not meeting. I really appreciate that. Number two, at the Traverwood Library there is a step that juts out into the sidewalk and it looks like it was put in sort of as an afterthought and the quality is not very good and all of the surface cement has worn off and so what you have is the gravel underneath and water collects there. So there is either water or ice there frequently. And the other day I was pulling up and getting my CD’s organized and a man walked by with a little dog and the dog pooped and he stopped and he got his little scooper and he picked it up and he put it in the bag and looked at the scooper and he walked over and he rinsed the scooper off on the step in the puddle of water. So now you got dog feces getting walked on into the library. So I really wish you would take care of that step. The third thing is transparency. It’s been a year since the library bond and while there may not be a lot of interest in what the Ann Arbor District Library does, I think that given we’re in a room that’s setup with CTN cameras for videotaping, the library podcast some items, it would be very helpful for the public to know what is happening. An example is I’m told that Celeste gave a presentation about collaboration with the Ann Arbor Public Schools, that’s something that I’m interested in and she’s agreed to meet with me about it. But my first response was, well maybe I can look at the videotape of her presentation but I can’t because it doesn’t exist. So I was just encouraging you to be as open and as transparent as possible. Thank you.

Christina Lirones

Hi, my name is Christina Lirones and I live on East Textile Road in Pittsfield Township, Michigan. I’m actually in the Saline Library District but I do also own property in the Ann Arbor Library District. I’m here to speak to you this evening about the proposal to have the Ann Arbor District Library participate in the CIA, Corridor Improvement Act and the Corridor Improvement Authority and the TIF, the Tax Increment Finance capture on State Road. I brought photographs, can I just pass those around for you to look at while I’m speaking? Is that okay? They are just a sampling of the improvements that are already on State Road. They are not in particular order. I just went up and down the corridor and took photographs of the improvements that already exist. The road’s frequently portrayed in documents as being just a two lane unimproved road. However, I want it to be very clear that developers have built a substantial amount of improvements to the road. Its three lanes in most areas and those have been paid for by developers. There are traffic signals both at Avis, Morgan, Avis Drive and State. There is a traffic signal there that was paid for by developments in the area. There is also at the intersection of Textile and State Road major improvement that was done through special assessment district and it is still being paid for by that special assessment district as far as I know. And then around the Walmart shopping plaza, which includes a number of other businesses, Federal Express and the Saline Schools all participated in major road reconstruction in that area. It’s really beautiful, there are pathways up and down the road in a number of different areas. It’s not as it’s an unimproved road. So I really want to encourage the Ann Arbor District Library to opt out of this TIF district. I think it is ill-advised, it’s very much been rushed through. There’s been a lack of transparency on the part of the township. I do have a written statement. I’m not sure how much time I have here. What I’ll do maybe is to turn this into you so I don’t take up a lot of your time this evening. I am the former clerk from 2002-2004 and I was the treasurer of the township from 2004-2008 and I also sat on the planning commission as the chair for the planning commission for eight years. And through a real strong plan and political will we were able to negotiate with every development that went in to that area to perform the road improvements that were necessary. So I do not want to see library millage dollars diverted into road improvement in Pittsfield Township. I think that it’s inappropriate and I think that it’s unfair to the developers that have already paid their own way. I think we’ll have a difficult time getting any developer to do a road improvement in the future if we’re able to do it through a diversion of millages. I do want to see my tax dollars for the Ann Arbor District Library used for books and all the other features of the library. My daughter absolutely loves the library she is here all the time. Thank you very much.

13-226 IX. FINANCIAL REPORTS

Associate Director Nieman reported October showed unrestricted cash balance just over $15 million. Tax receipts just over $10.9 million, reflecting 95.5% of the budgeted amount, have been received through the end of October. The fund balance stands at just over $8 million. Six line items are over budget and will come back into line later in the year.

13-227 X. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

13-228 XI. COMMITTEE REPORTS

13-229 A. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee met on October 30th and received the Allerton Hill communication plan. Copies are available for the public at tonight’s meeting.

13-230 B. BUDGET & FINANCE COMMITTEE

Chairperson Kaplan reported the committee met on October 29th with Charles Waterhouse of United Bank and Trust who provided a review of AADL’s investment bonds. The next meeting of the Budget and Finance Committee is scheduled for November 12th to review the draft 2012-2013 financial audit. The audit will be presented to the Board at the December 16th board meeting.

13-231 XII. DIRECTOR’S REPORT

Director Parker reported a very successful Halloween event this year at the Downtown Library. She thanked all staff who participated.

Sherlonya Turner will be participating on a Metropolitan Detroit Medical Library group panel on how library staff is providing information to the public on the Affordable Care Act.

AADL has welcomed Raphaela Muller, librarian from the public library of Munich Germany, for a week-long visit that coincides with International Games Day.

The Library remains open on Veteran’s Day at the request of local veteran groups. Through library programming over 150 cards were created by children and were sent to veterans.

Storytimes are provided at Motts Hospital to the families of patients. We also provide information on library services available to those from out of town and information on the Ann Arbor area.

On this past Sunday, over 375 attended the Library sponsored program, Bill Harley@The Ark. It was a great event.

13-232 XIII. MONTHLY STATISTICS

Associate Director Neiburger presented October 2013 statistics in comparison with October 2012 in the new statistical format.

Director Parker stated that AADL was named a Five Star Library again by Library Journal. She noted that this status is based on the statistics that are provided to the State Library. She also congratulated the Capital Area District Library who received a four star rating and West Bloomfield Township Public Library who received a three star rating.

13-233 XIV. OLD BUSINESS

13-191 A. PITTSFIELD CHARTER TOWNSHIP CORRIDOR IMPROVEMENT AUTHORITY TIF CAPTURE
(Item of action)

Trustee Leary, supported by Secretary Head, moved that the Board adopt the tax sharing agreement with the Pittsfield Charter Township and the State Street Corridor Improvement Authority.

Board members expressed their appreciation of Township’s collaborative process in reaching an agreement. The Board further discussed the pros and cons of agreeing not to opt out of the TIF capture. Treasurer Kaplan, while appreciating the clarity of the agreement, expressed her opposition of diverting tax dollars.

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

Motion passed 6-1.

13-234 XV. NEW BUSINESS

13-235 A. SCIENCE PROGRAMMING

Sherlonya Turner, Youth and Adult Services & Collections Department Manager, presented information on STE(A)M which is incorporated into AADL’s core programming.

STE(A)M (Science/Technology/Engineering/(Art)/Math) is hands on activity and live exhibits geared towards K-5 grade children and is provided in conjunction with several local partners.

Over the past 18 months STEM library programs were attended by 2211 children and 1188 adults.

13-236 XVI. CITIZENS’ COMMENTS

Don Salberg

My name is Don Salberg, I live on Lexington, Northeast Ann Arbor. I must say I’m very disappointed by the Board deciding not to opt out of the State Street Corridor Improvement Authority. Actually when the proposal was first put before you, I sensed a lot of skepticism on everyone’s part. A lot of good questions about the value of and the worthiness of such a joining such an authority and I even communicated in writing to some of you. I never did get a response back that was supportive of this, so I actually expected that you would turn this down. I think basically number one you’re being unfair to the voters who voted for the millage to begin with, as I did. I did not hope to have any of this money given to other authorities. I’m saddened by the amount that the DDA takes from the millage and what this means is that even though it may be a small amount now as property values go up it will become a more sizable amount. And for some of the older people living in Ann Arbor, for some of the older people living in Ann Arbor on a fixed income, taxes is a significant burden for some of them. And when you go to increase the amount of money that you need to have for whatever purposes, you’re going to have to ask for more because you know that some of it is going to be taken through this State Street Corridor Improvement Authority. So that taxpayers will have to pay more than they would otherwise. Furthermore, I’m not so sure what you are getting out of this and I don’t think that it can clearly be more usage of the library because I think that people that want to get to the library now can get to it and will get to it. And I don’t see that any profits from developing the 40% undeveloped property down State Street, whether it’s apartments or houses. I don’t think the profits from that are going to be shared with the Ann Arbor Public Library. So this is sort of, in my mind a lose, lose type of situation. I’m very disappointed in the decision that you have made. Thank you.

13-237 XVII. ADJOURNMENT

Director Parker requested Board permission to clarify a point of fact. She stated that tonight’s meeting date was not changed; it was originally approved by the Board as a regular business meeting.

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

President Rosenthal adjourned the meeting at 8:23 p.m.

AADL Board Meeting Packets

Board meeting packets are posted upon publication, which generally takes place in the week prior to the meeting. The 2014/2015 monthly library statistics are updated with each monthly board meeting.

2014-2015
July 21, 2014
July 29, 2014 Special Meeting
August 18, 2014 - canceled
September 15, 2014
October 20, 2014
November 17, 2014
December 15, 2014
January 19, 2015
2013-2014
July 15, 2013
August 19, 2013
September 16, 2013
October 21, 2013
November 11, 2013
December 16, 2013
January 20, 2014
Board Retreat, February 3, 2014
February 17, 2014
March 17, 2014
April 21, 2014
May 19, 2014 - Public Hearing
May 19, 2014 - Regular Meeting
June 16, 2014

2013/2014 monthly library statistics


2012-2013
July 16, 2012
July 30, 2012
August 6, 2012
August 20, 2012
September 24, 2012
October 15, 2012
November 19, 2012
January 21, 2013
February 18, 2013
March 18, 2013
April 15, 2013
May 6, 2013 - Public Hearing
May 6, 2013 - Regular Board Meeting
June 17, 2013 - Regular Board Meeting

2012/2013 monthly library statistics


2012-2013
July 16, 2012
July 30, 2012
August 6, 2012
August 20, 2012
September 24, 2012
October 15, 2012
November 19, 2012
January 21, 2013
February 18, 2013
March 18, 2013
April 15, 2013
May 6, 2013 - Public Hearing
May 6, 2013 - Regular Board Meeting
June 17, 2013 - Regular Board Meeting

2012/2013 monthly library statistics


2011-2012
July 18, 2011
August 15, 2011
September 19, 2011
October 18, 2011
November 22, 2011
December 8, 2011 - Special Meeting
January 16, 2012 - Annual Meeting
February 20, 2012
March 19, 2012
April 16, 2012
May 21, 2012 - public hearing
May 21, 2012 - Board Meeting
June 18, 2012

2011/2012 monthly library statistics


2010-2011
September 20, 2010
October 18, 2010
November 15, 2010
December 20, 2010
January 17, 2011
February 21, 2011
March 21, 2011
April 25, 2011
May 16, 2011 - Public Hearing
May 16, 2011 - Board Meeting
June 20, 2011

2010/2011 monthly library statistics


2009-2010
July 20, 2009
August 17, 2009
September 21, 2009
September 30, 2009 (Board Retreat)
October 19, 2009
November 16, 2009
December 1, 2009
December 21, 2009
January 18, 2010
February 15, 2010
February 18, 2010
March 15, 2010
April 19, 2010
May 17, 2010
June 21, 2010

2009/2010 monthly library statistics


October 21, 2013 Minutes of the Regular Meeting

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

13-196 I. CALL TO ORDER

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

13-197 II. ATTENDANCE

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

13-198 III. VOTE FOR CLOSED SESSION FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to recess to a closed session for opinion of legal counsel.

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

Motion passed 5-0.

13-199 IV. RECESS TO CLOSED SESSION FOR OPINION OF LEGAL COUNSEL

13-200 V. RECONVENE REGULAR MEETING AT 7:00 PM

President Rosenthal reconvened the meeting at 7:00 p.m.

13-201 VI. APPROVAL OF AGENDA
(Item of action)

President Rosenthal added under New Business #B. Discussion of Downtown Parks Advisory Commission Subcommittee Report to the agenda.

Secretary Head, supported by Treasurer Kaplan, moved to approve the amended agenda.

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

Motion passed 6-0.

13-202 VII. APPROVAL OF MINUTES OF SEPTEMBER 16, 2013
(Item of action)

Treasurer Kaplan, supported by Trustee Leary, moved to approve the minutes of September 16, 2013.

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

Motion passed 6-0.

13-203 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

13-204 IX. FINANCIAL REPORTS

Associate Director Nieman reported September showed unrestricted cash balance just over $14.6 million. Tax receipts just over $9.3 million, reflecting 81.7% of the budgeted amount, have been received through the end of September. The fund balance stands at just over $8 million. Nine line items are over budget and will come back into line later in the year.

13-205 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Treasurer Kaplan, moved to approve the September 2013 disbursements.

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

Motion passed 6-0.

13-206 XI. COMMITTEE REPORTS

13-207 A. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported that the committee meets next week and anticipates receiving the Allerton Hill report.

13-208 B. EXECUTIVE COMMITTEE

President Rosenthal reported the committee met and discussed several issues with no conclusions or recommendations to bring forward.

13-209 C. POLICY COMMITTEE

Chairperson Murphy reported the committee met. Staff reviewed the entire manual and brought recommended changes to the committee. The committee reviewed staff recommendations, made additional changes and will meet again for a final review before recommendations are presented to the Board.

13-210 XII. DIRECTOR’S REPORT

Director Parker expanded on her written report. Both Sherlonya Turner and Celeste Choate presented at the recent Michigan Library Association Annual Conference.

AADL has a Minecraft server which is limited to creation and is being used to develop a virtual Ann Arbor community. Kip DeGraaf, IT System Planner, was introduced and answered questions regarding Minecraft.

13-211 XIII. OLD BUSINESS

13-191 A. PITTSFIELD CHARTER TOWNSHIP CORRIDOR IMPROVEMENT AUTHORITY TIF CAPTURE DISCUSSION

Director Parker reported she attended the CIA board meeting and public hearing regarding the CIA TIF on October 9th. The Library has sixty days to opt out of the TIF from that date.

Craig Lyon, Director of Utilities and Municipal Services Pittsfield Charter Township and Dick Carlisle of Carlisle Wortman Associates were both introduced. Mr. Lyon introduced CIA board member Claudia Kretschmer.

Questions posed by AADL Board members included whether any other municipality has opted out to date? The response received was that no, not formally yet. Were other ways of funding this road project being identified? The response received was that 80% of the funds were anticipated from the federal government with a 20% match from the CIA TIF. No other funds or funding mechanism is available currently for this project.

13-212 XIV. NEW BUSINESS

13-213 A. RESOLUTION TO AMEND 2013-2014 APPROVED BUDGET
(Item of action)

Treasurer Kaplan, supported by Trustee Leary, moved the Board resolves as follows: to increase the Repair and Maintenance line item in the 2013-2014 budget by $40,000 to cover repairs and testing for the roof of the downtown branch; that the $40,000 increase to Repair and Maintenance be transferred from the Fund Balance; all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Associate Director Nieman reported that work is needed on the canopy over the porch, over the atrium area, railing needs to be installed around roof access for safety purposes and the roof needs to be tested for soundness. Work will begin this fall and finished in the spring.

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

Motion passed 6-0.

13-214 B. DISCUSSION OF DOWNTOWN PARKS ADVISORY COMMISSION SUBCOMMITTEE REPORT

Director Parker briefly reviewed the Park Advisory Commission Downtown Parks Subcommittee Report which is being submitted to the Ann Arbor City Council. She noted to the Board that the committee recommends “In order to adequately address issues of safety and security, the Ann Arbor District Library must also be strongly represented in the planning process.” Director Parker firmly stated that while she appreciates the Park Commission’s desire for input from AADL, we are not capable of advising on the safety and security of a park plan.

13-215 C. AADL SERVICES TO EDUCATORS AND STUDENTS

Associate Director Choate explained the process for providing WISD and AAPS educators who live outside of the AADL service area with library cards. Cards are also made available for tutors.

Sherlonya Turner, Youth & Adult: Services & Collections Department Manager reported on the second grade visits hosted at AADL. Bussing to AADL for this activity is provided by the Friends of the Ann Arbor District Library. In May of each year staff visit area schools to promote the summer game. Reading lists, homework help and Circle K tutoring are several of the services provided to area students.

Terry Soave, Outreach & Neighborhood Services Department Manager reported on several non-traditional programs the Library cosponsors or provides space for including GED preparation classes, WAY Washtenaw (a year round alternative high school program run by the WISD) and Library Songsters.

13-216 XV. CITIZENS’ COMMENTS

There were no citizens’ comments.

13-217 XVI. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:47 p.m.

September 16, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
MALLETTS CREEK BRANCH LIBRARY
3090 E. EISENHOWER PARKWAY, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 16, 2013

13-181 I. CALL TO ORDER

President Rosenthal called the meeting to order at 7:01 p.m.

13-182 II. ATTENDANCE

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

13-183 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 5-0.

13-184 IV. APPROVAL OF MINUTES OF AUGUST 19, 2013
(Item of action)

Vice President Barney Newman, supported by Treasurer Kaplan, moved to approve the minutes of August 19, 2013.

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

Motion passed 5-0.

13-185 V. CITIZENS’ COMMENTS

Donald Salberg

Good evening ladies and token gentlemen. My name is Donald Salberg, I live at Lexington Drive in northeastern Ann Arbor and I must apologize I’m actually not speaking on behalf of myself, I am speaking on behalf of Libby Hunter who is home ill. She asked me to read a statement before the board. Today she sent by email an FOIA request and this is what she is asking: Dear Miss Parker, I am requesting the following documents per Michigan’s Freedom of Information statute. Emails and all written documents between staff, board members and consultants regarding the 2012 Library bond campaign from January 1st 2012 to date of this request. I would like the material in electronic format. If you believe any item is exempt from the FOIA, please describe the item and reasons that justify the exemption. If the cost will exceed $10.00 please contact me signed sincerely, Libby Hunter. Thank you.

Lou Glorie

Good evening, my name is Lou Glorie and I live at Brooks Street, Ann Arbor. ADA issues as well as projects that may impact accessibility were discussed at the August board meeting. It was recorded that the downtown library is largely in compliance with the Americans With Disabilities Act and where compliance is not possible, accessible to users with disabilities. But of course, we can do better. Since it looks like there will be some renovations done to the front entrance it’s a good time to consider improvements that would make the downtown entrance more accessible. I’m hoping that at least one door can be widened a bit and the horrible jumble of concrete fronting Fifth Avenue can be made less hazardous. I urge the board to think about how the multiple levels of the sidewalk along Fifth Avenue would be experienced by patrons with visual impairments. Think about someone who uses a walker being dropped off in front of the building. Even if the Fifth Avenue frontage is in strictly legally terms compliant with ADA rules, it is still not easy to use and is certainly not attractive. Last month Mr. Nieman reported an unrestricted fund balance of 7.8 million. I’m not saying blow it all on a fancy entrance. But please think about going beyond the repair and look to improve this area of the property not only for safety, but also to help move Fifth Avenue from bumper chic to pedestrian friendly. The sidewalk improvements would likely be paid for by the DDA, but the library should start this process by incorporating the sidewalk with any repairs and changes to the front entrance. And on another subject also addressed at the August meeting the Board President made to formally clarify statements recorded in the minutes. I can certainly understand that Miss Rosenthal would not want to claim authorship of those comments. It is often difficult for people to sort through minutes and get things right. One way to avoid this problem would be to have the board and committee meetings recorded and broadcast by CTN. There would then be an unambiguous record of what was said and by whom. Openness and transparency benefit not only the public but also governing bodies acting in good faith. Thank you.

13-186 VI. FINANCIAL REPORTS

Associate Director Nieman reported August showed unrestricted cash balance just over $13 million. Tax receipts just under $7.5 million, reflecting 65% of the budgeted amount, have been received through the end of August. The fund balance stands at just over $8 million. Four line items are over budget and will come back into line later in the year.

Treasurer Kaplan inquired about expenditures for materials and L cards. Associate Director Nieman explained the line items for materials and L cards.

13-187 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Treasurer Kaplan, moved to approve the August 2013 disbursements.

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

Motion passed 5-0.

13-188 VIII. COMMITTEE REPORTS

President Rosenthal noted that no committees had met since the last board meeting.

13-189 IX. DIRECTOR’S REPORT

Director Parker recognized Associate Director Choate for her presentation at the Annual Clinical and Translational Science Award National Conference in Maryland. She worked with MICHR’s Community Engagement Coordinating Council.

An AADL Top of the Park event from 2010 will be part of ALA’s “60 ways to use your library card” promotion.

AADL’s scans of Ann Arbor Sun will be included in Independent Voices.

On September 11th AADL released an archives feature on the history of the Ann Arbor Garden Club. Documents produced by the club can be found at oldnews.aadl.org.

Director Parker has been invited to serve on the Journal of Library Administration editorial board and to write a quarterly column about issues affecting the management of public libraries.

13-190 X. NEW BUSINESS

13-191 A. CORRIDOR IMPROVEMENT AUTHORITY TIF CAPTURE
Craig Lyon, Director of Utilities and Municipal Services Pittsfield Charter Township

Craig Lyon spoke briefly regarding Pittsfield Charter Township’s Corridor Improvement Authority State Street Improvement Project. He introduced Dick Carlisle of Carlisle Wortman Associates who reviewed project details.

The Board was informed that six governmental entities including Ann Arbor District Library were potentially subject to TIF capture with this project. A public hearing on the Development and Tax Increment Financing Plan is scheduled for October 9th after which a sixty day opt out time frame for the affected taxing units is open as required by state statute.

The Corridor Improvement Authority would capture 50% of the incremental value over a twenty year period from the District Library for an estimated amount of $120,436. The District Library would continue to receive all tax revenues it currently receives from the base year taxable value, which is approximately $8,536 per year.

AADL Board members questioned the impact of library tax monies being diverted to this project. They also questioned the viability of the project if the majority of taxing authorities chose to opt out. Board members inquired whether the township considered issuing bonds as opposed to a TIF capture.

Trustee Leary, supported by Vice President Barney Newman, moved that the Board request a copy of the State Street CIA Development Plan and Tax Increment Financing Plan and a copy of the draft Tax Sharing Agreement between taxing authorities and the Pittsfield State Street Corridor Improvement authority agreement as soon as possible.

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

Motion passed 5-0.

13-192 XI. OLD BUSINESS

13-193 A. MONTHLY STATISTICAL REPORT
Eli Neiburger

Associate Director Neiburger presented August 2013 statistics in comparison with August 2012 in the new statistical format. Summer game data was also outlined in the report. It was noted that funding for the summer game was provided by the Friends of the Ann Arbor District Library and the Westerman Fund.

13-194 XII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

Treasurer Kaplan remarked favorably on the letter received from the Department of Veterans Affairs Office thanking the library for a donation of DVD’s. Director Parker responded that materials removed from the collection were offered to a variety of locations in addition to the Friends Book Shop.

13-195 XIII. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:40 p.m.

August 19, 2013 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 19, 2013

13-161 I. CALL TO ORDER

President Rosenthal called the meeting to order at 7:01 p.m.

13-162 II. ATTENDANCE

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

13-163 III. APPROVAL OF AGENDA
(Item of action)

Vice President Barney Newman, supported by Treasurer Kaplan, moved to approve the agenda.

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

Motion passed 7-0.

13-164 IV. APPROVAL OF MINUTES OF JULY 15, 2013
(Item of action)

Trustee Leary, supported by Trustee Surovell, moved to approve the minutes of July 15, 2013.

Trustee Leary requested clarifying quotation marks be added to statements made by Bob Rorke in public comments regarding paraphrasing of board email communications.

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

Motion passed 7-0.

President Rosenthal stated for the public record that Allerton Hill Consulting was engaged to provide only a communication audit for the Ann Arbor District Library. That the Ann Arbor District Library was not doing a survey. That the Ann Arbor District Library was not seeking a bond referendum in 2013. That the Ann Arbor District Library Board had not engaged in any violation of law.

13-165 V. CITIZENS’ COMMENTS

Libby Hunter

While I am aware that you have hired Allerton Hill Consulting Firm for $28,000, now this is a bill paid by the Ann Arbor taxpayers, your stated goal for this hiring is to improve communication with the public. However, there are some effective, simple and much more cost effective ways that could at least help achieve that goal. And one would be, as has been mentioned before here, hold your monthly board meetings on a night other than when city council meets. Tonight is one of those meetings, in fact maybe every board meeting conflicts. The Protect Our Libraries PAC has looked at all of the other public bodies that meet in the library district and found that there are nights in which there are no conflicts that would be free on the calendar when the board could meet. I don’t have those with me but, a further way to improve communications with the public would be to televise the board meetings and the equipment is all here. Other groups use this room to meet precisely because of the video capabilities built into this room and televising meetings has really become the standard for public bodies in this community. And finally just a last note opening up all committee and subcommittee meetings to the public could also help further this communication goal. And that’s it. Thank you very much.

Tom Brown

Hi, my name is Tom Brown and I live at Cranbrook. I want to thank Josie for her warm reception when we did summer games. Lydia and I, my daughter, we came up and talked with Josie and she was very helpful and very supportive of Lydia’s future so we really appreciate that. Also I wanted to say that Lydia and I have gotten out and done a lot of different things because of the summer game and we went to all of the parks and that was really neat. So I really thank the whole Board here and all the folks who provide support for the summer game. And I would like to say I’m glad that it’s not televised today because I didn’t really dress for it.

Lydia Brown

Hello, I am Lydia Brown and live on Cranbrook Road. I’m really excited about this summer reading game. I just started doing it for the prizes but now I’m definitely just doing it for fun. I’m twenty-fifth on the leader board which is really exciting. And I got a chocolate pack and it informed me that a local chocolate company, Schakolad, so I’m going to go there in the future. That’s why I like the summer reading game. Thanks.

Lyn Davidge

I’m Lyn Davidge and I live on North Maple Road. And Lydia I hope you saw the code on the door. Yes, I have it written down. I’m here actually tonight to make a request and I realize that it is not something you would probably be prepared to do tonight, but I would ask your consideration for future meetings. There’s always a place in the agenda for the approval of disbursements which is one of your jobs. But for those of us who are curious enough to glance through it, I think that in the interest of communication which we’ve been talking a lot about lately, you might want to consider just some little explanations of some of the larger amounts that are on those disbursement lists. For example, I am dying of curiosity on this month’s, the one you are going to be acting on tonight, to know about the $79,000 plus to American Express. And I’m curious of the $48,000 plus to the University of Michigan. Those both just kind of popped out at me. I’m sure that each of your constituents would have different thing pop out based on our backgrounds and so on. I’m cool with $66,000 to Innovative Interfaces because I know all about them and how important they are. But the other two are kind of vague in my mind and I’m just not quite sure what they might represent. So if you could consider that in the interest of open communication with your constituents in the future, I think that would be most appropriate it. Thank you very much.

Donald Salberg

Thank you. My name is Donald Salberg and I live on Lexington Drive in northeast Ann Arbor. I’m speaking tonight sort of to update some concerns that were voiced before the referendum about the status of the building and its functioning. I believe there were three issues that were raised prior to the referendum. The first was inadequate power that prevented a number of patrons from being able to hook up their electronic devices. I want to thank Josie Parker for meeting with me and informing me that there have been new power strips installed for laptop use and that apparently the power problem has been resolved. Another possible issue was compliance with the American Disabilities Act. There was a question related I believe to the elevators and maybe some other areas of the library. I was told though in meeting with Josie Parker that we’re in complete compliance with the American Disabilities Act. I’m very happy to hear that. And finally there was some concern about whether any of the heating and cooling units would need to be replaced soon. And I’ve been told that these units are working very well, that it’s very difficult to predict when they would need replacement that it could be years. And I was very pleased to hear that. I must commend Josie Parker and the staff for being excellent stewards for our library. Thank you.

13-166 VI. FINANCIAL REPORTS

Associate Director Nieman reported July showed unrestricted cash balance just over $7.8 million. Tax receipts just over $1 million, reflecting 9.5% of the budgeted amount, have been received through the end of July. It was noted the majority of taxes are received in August and September. The fund balance stands at just over $8 million. Four line items are over budget and will come back into line later in the year.

Treasurer Kaplan inquired about the 2013 penal fines figures distributed in the board packet. Associate Director Nieman reported that roughly $26,000 was received over the budgeted amount.

13-167 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

13-168 VIII. COMMITTEE REPORTS

13-169 A. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported the committee had met with Allerton Hill for an update, but received no written report. The communications audit will be ready in several weeks and the committee will met again at that time. The report will be made public.

13-170 B. FACILITIES COMMITTEE

Chairperson Leary reported the committee met on July 16th and received an update on the general conditions of all facilities.

Administration reported that the Downtown library front entrance doors are breaking down frequently due to metal fatigue among other stressors. Director Parker will be seeking professional advice regarding action to be taken. Facilities will meet to discuss any options provided and bring recommendations to the Board for action.

13-171 IX. DIRECTOR’S REPORT

Director Parker reported the life-sized Angry Birds program held at the Meri Lou Murray Recreation Center was a great success. Staff at the center expressed interest in partnering again with the library to provide another event at their location.

The 8th annual Lego Contest was held at Kensington Court and had over 500 attendees. Contestants leave their entries for judging and return in the evening for announcements of winners and then take their Legos home. Prizes are paid for with monies from the Friends.

The summer game wraps up at the end of August. There have been over 500 visits to the catfish in Josie’s office. Kudos was expressed for all staff that had a part in making the game a success.

Associate Director Choate was congratulated on receiving the Sewell Stipend from the Public Health/Health Administration of the Medical Library Association. She will be co-presenting a paper at the American Public Health Association’s annual meeting.

13-172 X. NEW BUSINESS

13-173 A. BIKE SHARE PROGRAM

Heather Seyfarth, Program Supervisor of the Clean Energy Coalition presented an overview of the bike share program being established in Ann Arbor. The bike share program is a partnership between the Clean Energy Coalition, the Ann Arbor Transportation Authority, the City of Ann Arbor, and the University of Michigan. The program is slated to begin April 2014. The Downtown Library location is under consideration as a possible B‐cycle station site.

Board members asked the following questions: Is an earlier start date of March being considered? What type of business plan is being developed for long term sustainability? Are there other vendors available besides B-cycle that offer bike share programs? Will helmets be provided as part of the program? How does the program extend use time of the bicycle if it is needed? Was the AATA downtown location considered as a site as opposed to the Library? May bikes be returned to any station? Is liability insurance covered by the bike share program or do host station sites need to provide it? Will there be a written agreement with host station sites providing all details?

Director Parker noted that only very preliminary discussions had been held with the Clean Energy Coalition regarding the possibility of the Library being a host station site. She felt that tonight’s presentation was necessary for Board consideration and input before any decisions were made.

13-174 B. RESOLUTION TO AMEND THE 2012-2013 APPROVED BUDGET
(Item of action)

Secretary Head, supported by Trustee Leary, moved the Board resolves to transfer $4,000 from Capital Outlays to Utilities. To transfer $4,000 from Capital Outlays to Communications. To transfer $3,000 from Circulation Supplies to Software. 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.

13-175 C. RESOLUTION OF THANKS TO VICKI BROWNE UPON HER RETIREMENT
(Item of action)

Trustee Murphy, supported by Trustee Leary, moved the Board resolves that it would like to officially thank Vicki Browne for her service as an employee March 14, 1988 to June 30, 2013 of the Ann Arbor District Library. That all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

13-176 D. PRESENTATION ON NEW AADL MONTHLY STATISTICAL REPORT

Associate Director Neiburger presented a new model for organizing in-depth, in-house statistical information. The report outlines the tangible collection alongside the digital collection. It breaks down library card holder usage alongside usage via the AADL website. Actual patron visits to AADL locations alongside entry to AADL through various webpages of our website. Usage is broken down by checkouts and downloads. Attendance at the various AADL events is broken down by category and location. Posts to the website are also broken down by category.

Vice President Barney Newman left the meeting at 8:14 p.m.

Board members expressed their very favorable impressions of the format.

13-177 E. UPDATE ON 2010-2015 STRATEGIC PLAN
Celeste Choate

Associate Director Choate highlighted 2012-2013 activity under the six strategic initiatives of the 2010-2015 AADL Strategic Plan.

13-178 F. CONTENT LICENSING UPDATE
Eli Neiburger

Associate Director Neiburger updated the Board on direct licensing that the library is pursuing. Products range from ebooks, graphic novels, musical and video recordings.

13-179 XI. CITIZENS’ COMMENTS

Bob Rorke

Bob Rorke, Wynnstone, Ann Arbor, Michigan. First, Trustee Leary, my apologizes. There are no quotes I noticed in any of the minutes and that’s because I had only one copy at the last meeting. I will email a copy to Karen so she can put in the proper quotes. I had no intention of putting words in your mouth. So I will correct that. As to some of the other comments that were made, that there was going to be no bond in 2013 after reading the data released in the FOIA I understood that, my question I guess to the trustees and the Administration is there any talk of the bond for 2014 or bringing forward another proposal to replace this library with another building. I was also interested in the fact there’s no survey requested for Allerton Hill I wondered if there was any other contract or of this being thought of for Allerton Hill either for the remainder of this year or next year. And finally I’m interested in whether any of the trustees or administration have discussed the possibility of a new bond with Allerton Hill or has Allerton Hill discussed that possibility with the staff of the library or trustees for the future. So do I have to send an email with questions or do you have the questions. Thank you.

13-180 XII. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 9:22 p.m.

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.

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