November 14, 2016 Minutes of the Special Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
MONDAY, NOVEMBER 14, 2016

16-220 I. CALL TO ORDER

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

16-221 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jim Leija, Jan Barney Newman, Prue Rosenthal, Ed Surovell (arr. 7:06 p.m.), Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Len Lemorie, Karen Wilson (recorder)

16-222 III. APPROVAL OF AGENDA
(Item of action)

Trustee Leija, supported by Treasurer Rosenthal, moved to approve the agenda.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 6-0.

16-223 IV. CITIZENS’ COMMENTS

Victoria Green

Hi everyone, thank you for letting me speak. I am Victoria Green, I live at 803 Sycamore Place here in Ann Arbor and I am newly elected to the Board. I mostly wanted to introduce myself to people and give you just a little tiny bit of background about myself. So I have lived in Ann Arbor about 20-25 years near the intersection of State and Stadium. I came here from Delaware originally. I came to practice English literature at the University, but I spent my career in IT at the University, of course. I wanted to say a few things about what I am excited about serving on the Library board for. Mostly, because you all have done a terrific job I think our library is fabulous. I think that the Board and the staff have made great decisions. When I look at what the Library was like 20 years ago, it was great then but the choices you have made about changes have been terrific. When I look at the strategic plan, the strategic plan that I am eager to help move forward, I wanted to say thank you for making my job look easy. I also wanted to say that in the course of running I talked to a million people about the library, and this was tough election cycle for a lot of us, people were told I was running for the Library Board, they would say oh I love the Library, I love Westgate. So it was a great way to get involved in local politics because people so much appreciate the choices the Library has made over the last couple decades. So one or two things about what my interests are. I am interested in IT and I work in Information Technology but it’s just a tactic not a strategy to say we are going to do something you need IT to support things that people actually want not rather than to just to have IT in and of itself. I think that’s all I have to say. Thank you so much.

Colleen Sherman

Hello, I am Colleen Sherman and I live at 918 S. Seventh near the corner of Pauline. Last week I was elected to the Library Board so I’ll be joining you in January, you know that. Why did I run for Library Board? Many people have asked me that. I ran for Library Board because Victoria said it’s fabulous. I talked a lot to the team of women I ran with about my interest in the innovation of, not just the tools section, but all things. How innovation imbibes with what the Library does and I think that carries out into the community in ways you typically don’t see with governmental agencies and these public entities usually don’t work to inspire innovation. So I think that’s rare. I don’t want to say I am a preservationist, I’m all about embracing change, but change that builds on what’s been done already. It’s all I’ve got, thank you, I look forward to working with you and for those of you that are terming off you’re my heroes. I really thought a lot about how being a publicly elected official is different than being a public servant and being a public servant is a big deal, it’s a lot of work and it’s a lot of time but I am sure like most things that are a lot of work and a lot time, is very rewarding. Thank you.

Linh Song

My name is Linh Song and I am also newly elected to the Library Board. My address is 1290 Bardstown Trail on the Northeast side. I have worked with the educational foundation to advocate on behalf of public school students and I am really excited to have this opportunity to work with another public institution that I think Ann Arbor is proud to have. It’s a large reason as to why my family has stayed in this community. So, I prepared some remarks that I left at home, but someone kindly emailed to me. I wanted to thank you for this opportunity to express my excitement over being elected to this body. When I first started running for public office, I hesitated, I was unsure if I could find my way through the campaign process. So I was thrilled to come across the best running mates I could have ever imagined to have had. And together we worked hard, we showed up, we came up with a platform, we did our homework, we have a google drive document that keeps growing and then thankfully we captured the majority of the community support behind the future work that we would like to do and then also continue the work that you have started. So our time has been tempered by this time of uncertainty and lack of confidence of the political process but I hope that our experience can be an example for other political, for other potential candidates running for local races. I have heard one reoccurring question as I have gone around the community talking about the library and in the aftermath of the national race, the question has been will the Library provide sanctuary? And I answered yes. So the Library will continue to be a place for learning and sharing but it’s meant to launch new ideas, new connections and a way for us to make things, and do things. I hope that we can inspire movement inside and outside of these walls. I am honored to be a part of this. Thank you.

Jamie Vander Broek

As you can see clearly I have the most incredible team of people to run with for election. Thank you to all of you for giving me a chance last summer by appointing me to the Board. I am grateful to have the opportunity to run for office with these women who have been flexible. I think that tonight before we came out here we all were able to share food together with kids running around, and Ottie throwing carrots all over the floor, I think that gives me a lot of excitement for the direction that the group can take. I think there is a lot of vibrancy and I think that it’s going to be an exciting time for us going forward. We have Westgate to be very excited and happy and grateful for, but now there are lots of new things for us to put our eyes onto for the future. I think we’ve elected some great women to tackle the issues and I am looking forward to new things.

President Barney Newman expressed her pleasure regarding the incoming Board members. She commented that she attended the Friends Board meeting last week. They had a very successful sale and were very pleased to receive the framed resolution that the Board passed last month honoring them during National Friends of Libraries Week. She also gave them a brief update of the Library’s pilot volunteer program.

16-224 V. DIRECTOR’S REPORT
Josie B. Parker, Director

In addition to the written report in the Board packet, Director Parker gave an audio-visual presentation highlighting:

Tiny Expo is being held on the first floor of the Downtown Library on December 10th followed by the annual Christmas Bells program on December 11th.

Downtown restroom rehabilitation begins in January 2017. Both restrooms will be larger and handicapped accessible.

AADL Call Center began service on Halloween. It is operated on Monday’s from 10:00 a.m. to 5:00 p.m. and Tuesday through Friday from Noon to 5:00 p.m. It is a consolidation of the renewals line, switchboard, public desk lines and voice menus. It does not impact direct dial office lines. All calls from the public are answered by a person.

The Archive move is currently on schedule to begin on November 28th.

The Audit Presentation is scheduled for the December 12th Board meeting.

The website graphic design project is slated to begin in January 2017. Requests for proposals were sent and recently received, but have yet to be reviewed. The launch date for the new website is being planned for July 3rd and July 4th. This project will have an impact on fulfilling MeLCat requests, holds and acquisitions. Ample notice will be provided to the public during this process.
Tweets and comments regarding Westgate, a photo of the Pittsfield Branch Creature Conservancy program featuring a live reindeer and anteater, and the Halloween costume program at the Downtown Library were shown.

Public hours at Westgate are still being studied. Director Parker is in contact with the owners of Sweetwaters and they have expressed that business is outstanding. Programming started in October and the meeting rooms are being reserved. The space is staffed with security on Saturday evenings after Library staff has left for the day. A decision regarding hours and staffing is anticipated after the holiday season.

AADL has been approached by the Library of Michigan to host an Every Child Ready to Read workshop in the spring of 2017 and we are working with them to accommodate this request.

16-225 VI. OLD BUSINESS

16-201 A. UPDATE ON TRAVERWOOD BRANCH CAPITAL PROJECT
Len Lemorie, Facilities Manager

Facilities Manager Lemorie reported progress to date includes: a survey of the property was completed; SME and InSite Design have been retained. Construction documents were due today and a meeting for review has been scheduled at 1:00 p.m. on Monday, November 21st at Traverwood. Nothing unforeseen has been uncovered at this point.

16-226 VII. NEW BUSINESS

16-227 RESOLUTION OF APPRECIATION TO NANCY KAPLAN
(Item of action)

President Barney Newman spoke of Nancy Kaplan as a conscientious, informed and committed community activist; Nancy has served the library for two elected terms. Producer and host of the CTN Other Perspectives who served on the Committee for the Allen Creek Greenway, the Washtenaw Literacy tutor and 2014 City Council candidate, was formerly director of the physical therapy department at Glacier Hills Retirement Community. Now that her attentions are divided between a new generation in her family, we are certain that Nancy’s commitment to local matters will be just as well informed if not always top of mind, given the draw of grandchildren in Chicago. She has always been counted upon to ask penetrating questions and to make thoughtful independent decisions during her years as an AADL Trustee.

Trustee Leija moved and supported by unanimous consent that the Board resolves,

1.) That the Ann Arbor District Library Board would like to officially thank Nancy Kaplan for her six years of outstanding service as an Ann Arbor District Library Board Trustee.

2.) That the Ann Arbor District Library Board would like to recognize Nancy Kaplan for her dedication, leadership, and commitment to the Library, community and staff.

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

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-228 RESOLUTION OF APPRECIATION TO MARGARET LEARY
(Item of action)

President Barney Newman spoke that Margaret’s 13 years as Trustee have been important to the community and our library in many ways. A lawyer and the Director of the University Law Library she brought her professional experience to the great benefit to our institution and as a knowledgeable parliamentarian was an invaluable aid should a board president prove incapable of mastering Robert’s Rules of Order.

To say that Margaret is seriously committed to public service would be an understatement. She served for a number of years with Trustee Ed Surovell on the Planning Commission before joining the AADL Board and serving twice as the board president. She is the author of Giving it All Away, the Story of William W. Cook and His Michigan Law Quadrangle and currently is an independent investigative journalist who will continue to volunteer as a researcher at the Bentley Historical Library.

Vice President Surovell moved and supported by unanimous consent that the Board resolves,

1.) That the Ann Arbor District Library Board would like to officially thank Margaret Leary for her thirteen years of outstanding service as an Ann Arbor District Library Board Trustee.

2.) That the Ann Arbor District Library Board would like to recognize Margaret Leary for her dedication, leadership, and commitment to the Library, community and staff.

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

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-229 RESOLUTION OF APPRECIATION TO PRUE ROSENTHAL
(Item of action)

President Barney Newman spoke that Prue Rosenthal is a celebrity of local community service. Once when a visitor was introduced to her husband Ami Rosenthal as Chairman of Pediatric Cardiology at the University of Michigan, the spokesman referred to her as Prue Rosenthal who ran the rest of the town. Known for her skillful leadership as president of the UMS Board, AADL Board, and the Ann Arbor Jewish Community Center, for 20 years she was a Docent at the University Museum of Art. Along with others she founded Ann Arbor’s Save a Heart Foundation and was at different times President and Book Chair of the Ladies’ Library Association. In 2007, with her husband, she was awarded the Ann Arbor Jewish Federation Humanitarian Award. The 9 years of her Trusteeship of the Library have been fruitful in no small part because of her participation on the Board.

Trustee Vander Broek moved and supported by unanimous consent that the Board resolves,

1.) That the Ann Arbor District Library Board would like to officially thank Prue Rosenthal for her nine years of outstanding service as an Ann Arbor District Library Board Trustee.

2.) That the Ann Arbor District Library Board would like to recognize Prue Rosenthal for her dedication, leadership, and commitment to the Library, community and staff.

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

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-230 WELCOME TO THE NEWLY ELECTED TRUSTEES OF THE ANN ARBOR DISTRICT LIBRARY BOARD
Jan B. Newman, President

President Barney Newman welcomed the newly elected trustees to the generations of library board members.

Several Board members welcomed the new members and expressed their appreciation of service to the out-going Board members.

On behalf of the staff, Director Parker expressed her appreciation for the years of service provided by the Board members leaving and welcomed the new members.

16-231 VIII. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:52 p.m.

October 17, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 17, 2016

16-205 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:58 p.m.

16-206 II. ATTENDANCE

Board Present: Nancy Kaplan, Jim Leija, Jan Barney Newman, Prue Rosenthal, Ed Surovell
Board Absent: Margaret Leary, Jamie Vander Broek
Staff: Eli Neiburger, Josie Parker, Karen Wilson (recorder)

16-207 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 5-0.

16-208 IV. CONSENT AGENDA

CA-1 Approval of Minutes of September 19, 2016

CA-2 Approval of Disbursements

Treasurer Rosenthal, supported by Trustee Leija moved to approve the consent agenda.

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

Motion passed 5-0.

16-209 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-210 VI. COMMITTEE REPORTS

16-211 A. EXECUTIVE COMMITTEE

President Barney Newman reported the Executive Committee had met and minutes of that meeting were distributed to the Board. Additional discussion is slated further on the agenda.

16-212 VII. DIRECTOR’S REPORT

In addition to the written report in the Board packet, Director Parker gave an audio-visual presentation highlighting:

The Washtenaw Reads authors’ visit scheduled for February 7, 2017 at Rackham Auditorium.

Traverwood MSE wall project is underway. Landscaping and concrete work will also be undertaken.

Director Parker recognized AADL Volunteer Coordinator Shoshana Hurand on the AADL Volunteer Program Pilot Project.

A schematic drawing was shown for the Downtown Library restroom rehabilitation project. O’Neal Construction is the project manager and Rich Henes of Cornerstone Design is the architect. The project is slated to begin in January 2017.

October 31st is the roll out date for the AADL Call Center. A core group of AADL staff will be answering calls from the public. Renewal line/switchboard/public desk inquires will be filtered and answered by staff to avoid sending callers into long queues. The center will be staffed and operated Monday’s from 10:00 a.m. to 5:00 p.m. and Tuesday through Friday from 12:00 p.m. to 5:00 p.m.

Moving the Archive is still slated for mid to late November. A mockup of the Archive space on South Industrial was viewed. Oxford Companies is in the process of upgrading the space to accommodate the collection. A tour for the Board will be scheduled once the location is ready.
The 2015-2016 audit presentation has been scheduled for the December 2016 AADL Board meeting.

Requests for quotes on the website graphic redesign have been sent out and are due back by November 7th.

Thirty-five AAPS Media Specialists met last week at Westgate with Director Parker and Deputy Director Neiburger. Discussion ensued around AADL’s ability to collaborate and provide support to the schools. The group was very complimentary about the Westgate Branch.

16-213 VIII. OLD BUSINESS

16-175 A. COMMUNICATION PROPOSAL FOR CONSIDERATION
(Item of discussion)

President Barney Newman presented the communication proposal on behalf of Secretary Leary.

Board members discussed the need for review of the document at this point in time. Bylaw changes made in July have not been in place long enough to determine their effectiveness, and no specific issues have been brought to the Board outlining a lack of communication.

Trustee Leija, supported by Treasurer Rosenthal, moved to table the communication proposal indefinitely and recommend that the Executive Committee consider taking it up again in the new year.

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

Motion passed 5-0.

16-201 B. RESOLUTION TO TRANSFER FROM THE FUND BALANCE TO THE CAPITAL PROJECTS FUND
(Item of discussion and action)

The following resolution was offered by Treasurer Rosenthal, and supported by Trustee Leija:

THE BOARD RESOLVES:

1.) To transfer $861,280.00 from the Fund Balance to the Capital Projects Fund for the Traverwood Branch project for:

a. SME Wall - $638,000.00
b. Landscaping - $76,000.00
c. Concrete Repairs - $35,000.00
d. Corten - $20,000.00
e. Design Costs and Contingency - $92,280.00

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

Vice President Surovell requested that an overview of the project be presented.

Nicole Wallace of O’Neal Construction noted that figures provided were based on historical data and cost estimates as they have been done in the past by O’Neal. Any cost savings are returned to the client. Facilities Manager Lemorie spoke to concrete costs and that landscaping costs were provided by InSite Design Studio.

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

Motion passed 5-0.

16-214 IX. NEW BUSINESS

16-215 A. RESOLUTION TO SUPPORT REGIONAL TRANSIT
(Item of action)

President Barney Newman presented the regional transit resolution on behalf of Secretary Leary.

The following resolution was offered by Treasurer Rosenthal, and supported by Trustee Kaplan:

WHEREAS, The Ann Arbor District Library has tried to place its buildings where they are accessible both by car and by public transportation; and

WHEREAS, AADL, like all employers, wants to attract skilled workers; and is aware that the transit disconnection between Ann Arbor and the rest of the region makes it more difficult to attract skilled workers; and

WHEREAS, AADL like all businesses, wants to attract as many customers as possible, and believes that better transit connections will improve the ability of users to reach its buildings; and

WHEREAS, a 2016 market scan commissioned by the DDA estimated that the number of new jobs in downtown Ann Arbor could increase by as many as 3,500 over the next five years; this increase may lead to greater traffic congestion and sustained parking challenges in downtown if more transit alternatives are not provided; and

WHEREAS, The 2015 Nelson/Nygaard study commissioned by the DDA set forward support for rail-based public transit, noting it may help reduce downtown commuter parking demand and traffic congestion, improve access and mobility, and strengthen downtown’s market viability to attract more library users, residents, employers, and visitors; and

WHEREAS, The Regional Transit Authority of Southeast Michigan was created to plan for and coordinate public transportation in the four-county region of Washtenaw, Oakland, Macomb, and Wayne Counties including the City of Detroit; and

WHEREAS, The RTA Regional Master Transit Plan includes passenger rail service connecting Ann Arbor to Detroit including local feeder service to downtown Ann Arbor, bus rapid transit connecting downtown Ann Arbor with Ypsilanti, and commuter express service connecting downtown Ann Arbor with Plymouth/Livonia/Canton, among other services; and

WHEREAS, The creation of a connected regional transit system will support the growth and prosperity of downtown and the rest of Ann Arbor;
NOW THEREFORE BE IT RESOLVED, In support of its mission to increase access by all to the AADL, to be environmentally responsible, and to make Ann Arbor a stronger community, the Ann Arbor District Library joins the Ann Arbor City Council, the Washtenaw County Board of Commissioners, and the Ann Arbor Downtown Development Authority, Ypsilanti DDA, Ypsilanti District Library Board, Ann Arbor/Ypsilanti Chamber of Commerce, Washtenaw County Commission, Huron Valley Labor Federation in supporting the RTA Plan for regional transit, with the goal of linking downtown Ann Arbor with the rest of the four county region for the purpose of greater economic vitality and quality of life;
RESOLVED FUTHER, that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Board members expressed their concerns supporting a tax increase being proposed by another governmental body not entirely located in Washtenaw County and concerns regarding the AADL Board’s non-partisan origin.

Trustee Kaplan, supported by Vice President Surovell, moved to table the motion indefinitely.

AYES: Kaplan, Barney Newman, Surovell
NAYS: Leija, Rosenthal

Motion passed 3-2.

16-216B. RESOLUTION RECOGNIZING OCTOBER 16-22, 2016 AS NATIONAL FRIENDS OF LIBRARIES WEEK
(Item of action)

The following resolution was offered by Vice President Surovell, and supported by Trustee Leija:

WHEREAS, The Friends of the Ann Arbor District Library, established by local citizens in 1953, recognizes the critical importance of a securely-established public library and has provided loyal and consistent support for the development of our highly-respected District Library system;

WHEREAS, The Friends has continuously raised funds and resources for the District Library, thereby providing support for programming, equipment, collections, special educational events and exhibits, and outreach to the community;

WHEREAS, the work of the Friends highlights the fact that our library is a cornerstone of the community’s access to education and enrichment and aims to encourage everyone, from small children to senior citizens, to engage in the joy of life-long learning through use of the library’s resources;

WHEREAS, the Friends understand the critical importance of public awareness of the library’s needs and resources and endeavors to sustain community support for the District Library and its collections and services;

WHEREAS, the Friends’ gift of their time and commitment to the Ann Arbor District Library demonstrates the way that volunteerism leads to positive civic engagement and the betterment of our community;

NOW THEREFORE, BE IT RESOLVED THAT the Ann Arbor District Library Board of Trustees proclaims October 16-22, 2016 as Friends of Libraries week in Ann Arbor, County of Washtenaw, Michigan and urges everyone to join the Friends of the Ann Arbor District Library and thank them for all they do to make our library and community so much better;

RESOLVED FURTHER, that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

16-217 C. RESOLUTION OF THANKS TO T.C. WILLIAMS UPON HIS RETIREMENT
(Item of action)

The following resolution was offered by Treasurer Rosenthal, and supported by Trustee Leija:
THE BOARD RESOLVES:

1.) That it would like to officially thank Ted C. (T.C.) Williams for his service as an employee from January 15, 2015 to September 1, 2016 of the Ann Arbor District Library.
2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

16-218 X. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-219 XI. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:08 p.m.

September 19, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 19, 2016

16-193 I. CALL TO ORDER

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

16-194 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek
Board Absent: Jim Leija
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)

16-195 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

16-196 IV. CONSENT AGENDA

CA-1 Approval of Minutes of August 15, 2016

CA-2 Approval of Disbursements

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

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

Motion passed 6-0.

16-197 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-198 VI. FINANCIAL REPORT

CFO Hadler reported August showed unrestricted cash balance of $13,507,772. Tax receipts totaling $9,985,815, reflecting 67.2% of the budgeted amount, have been received through the end of August. The fund balance stands at $5,697,884. Six line items are currently over budget on a year to date basis.

16-199 VII. DIRECTOR’S REPORT

In addition to the written report in the Board packet, Director Parker gave an audio-visual presentation on the following:

The Westgate ribbon cutting ceremony and open house celebration on September 18th.

Two titles have been selected for review by committee to determine the title for the Washtenaw Reads program. Vice President Surovell inquired how the change from Ypsilanti/Ann Arbor Reads to Washtenaw Reads came about. Director Parker stated that a county-wide reads program has always been a goal and the opportunity presented itself with recent staff changes at several local libraries.

Statistical information was presented on check-outs and door counts for the first half of September.

Top tweets and online reactions to the opening of Westgate Branch were viewed.

The exterior of the building on South Industrial, future home of the archive was viewed. Work is being done on the space to make it ready. The move from Green Road was precipitated by the expansion of Toyota at that location.

600 emails were sent to patrons who registered to receive status notifications on Westgate Branch. Patrons were notified of the branch opening and celebration dates.

Website design development requests will be going out to local website developers in the near future.

16-200 VIII. NEW BUSINESS

16-201 A. DISCUSSION OF TRAVERWOOD BRANCH MSE WALL
(Item of discussion)
Nicole Wallace, O’Neal Construction, Inc.; Len Lemoire

Nicole Wallace of O’Neal Construction and AADL Facilities Manager Len Lemorie were introduced by Director Parker.

They explained that the MSE wall constructed at the Traverwood Branch Library has failed. Some small temporary repairs have been made to the wall. The length of the 200 foot wall originally was to be covered in vegetation. Only about 30% coverage has been achieved. Secretary Leary inquired if these types of walls were generally accepted and a recognized practice. Ms. Wallace stated they are and there is one located nearby.

Manager Lemorie presented his case study to the Board outlining solutions available.

Concept 1 addresses only the area of the wall that has failed, which is currently less than 50%. This solution does not address the failure of vegetation to establish itself. The cost estimate is $357,654.

Concept 2 addresses all deficiencies of the wall by completely removing it, cutting the slope back and establishing native grasses and trees along the slope. The cost estimate is $615,968.

Concept 3 would be to replace the entire MSE wall with another MSE wall. Given that a new MSE wall would still be north facing, establishing vegetation would still be a problem, consequently this option is not being recommended.

Board members asked several other questions regarding the failure of the wall and decided that a visit to the site would give them a better perspective of the work needed to be done. Arrangements will be made for a site visit for Board members, including Ms. Wallace and Manager Lemorie.

16-202 B. VOTE FOR CLOSED SESSION AT THE OCTOBER 17, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Secretary Leary, moved to hold a closed session at the October 17, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

16-203 IX. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-204 X. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:42 p.m.

August 15, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 15, 2016

16-179 I. CALL TO ORDER

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

16-180 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jim Leija, Jan Barney Newman, Prue Rosenthal, Jamie Vander Broek
Board Absent: Ed Surovell
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)

16-181 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE

16-182 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Barney Newman reconvened to the regular meeting at 6:58 p.m.

Trustee Leija left the meeting at 6:59 p.m.

16-183 V. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Trustee Vander Broek, moved to approve the agenda.

AYES: Kaplan, Leary, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-184 VI. CONSENT AGENDA

CA-1 Approval of Minutes of July 18, 2016

CA-2 Approval of Disbursements

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

Trustee Leija returned to the meeting at 7:02 p.m.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 6-0.

16-185 VII. CITIZENS’ COMMENTS

Tammy Kutter

Hello. Well I just came because I wanted to make you smile, because it’s all my friends fault, she is not here tonight she has left for two days and she’s having withdrawals because she can’t do summer game. So I wanted to thank you on behalf of both of us for the summer game. All the summer game creators and the board for introducing me to graphic novels at a2caf, which I never would have attended but because you changed the name, it used to be kids comic festival, now I come, smart move. Introducing me to trivia night at the movies at summer festival. Classes in jewelry making, who knew there was a National Ice Cream Sandwich Day, massage, amigurumi and teaching me how to say amigurumi, homemade mint sugar scrub, cork trivets, 8-bit videogame cross-stitch, drawing with David Zinn, origami tessellations, letterpress and those are just some of the ones I have attended. I’m obsessed, can’t you tell? Fun evenings with mystery writers, animals from the Creature Conservancy, the Proving Innocence Project, the Lego Contest and Ashley Park on Broadway. Keeping me healthy through what I have now deemed stealthy exercise, that would be all the park badges. Yes, I’ve done like 14 miles now. And special thanks for the fabulous Hine Mizushima needle felted art. That was such a coup, I don’t know how you got her art in town. Thank you.

Lauren Bootzin

So I am here also for the summer game. I have participated in summer reading programs across three different library districts and this is by far the most engaging for all ages. The ones that I have done before have been mainly geared towards just kids and teens. So it was really fun for me to have something for adults. Having grown up in a library system and volunteering in a library system it’s really nice to have a way to kind of continue. The other comment I was going to make was about the book sale which I think it is fantastic to have the Friends of the Library store and as well as the annual book sale. I was a teacher for two years and have a lot of friends that are teachers so I always like to troll through that sale and try to get as much as I can to get into classrooms for my friends and the students because I had librarian friends who did that for me when I was teaching. But I was a little bit disappointed that on Saturday there were a lot of books still hidden away and I know they wanted there to be the bag stuffers for Sunday, but I work on Sunday’s and so I wasn’t able to come back and see what all the extra was. But I think it was great, so thank you.

Cherie Burkheiser

My family is supposed to be here with me right now but they are stuck in whatever is the matter with the traffic out there. I was driving and I literally jumped out in the middle of the street with a cop behind me. So I really wanted my son to come because I wanted him to come up here and find the code. He loves finding the codes. I’m really here for that truth be told. But there were two things, and I have addressed you guys before and I think one of them I have brought up before I don’t remember if I did or not. I want to mention that one is through my explorations of other libraries in the area it’s come to my attention that there is a reciprocal program between libraries that Ann Arbor does not participate in and I guess my understanding is Ann Arbor doesn’t feel like it’s necessary to participate in. That between MelCat it is not necessary. But I disagree. I think the other libraries out there are just a fabulous as a resource as Ann Arbor is. I actually have started utilizing one on a regular basis because I work out of the city that the library is located in similar to Ann Arbor and if you live outside of the city but work in the city you can get a card. One of the reasons why I do that is because it can be notoriously difficult to get an item. So to give you an example, I was just looking at my account and this book right here that I am going to return today, I am number twelve out of twenty-two. I’ve been on the waitlist for this book from Ann Arbor for months and I’m at number twelve. This is a book about childhood and parenting and for me to wait for Ann Arbor to get the book to me my son will be graduating from college. So I tried to get it from the other library and they did have it unfortunately it was lost and they offered to get me an older edition and I say that’s O.K. I’ll get it through the MeLCat. This is actually a MeLCat and the reason, MeLCat is O.K., but what I find with MeLCat is even if it is coming from one of the library’s that is local to us, a stone throw from some of our residences, it can take two weeks or more to get the book. So I think a reciprocal program would be nice where you could say, oh you know what this library that’s in a different district but up the road from me has it and I can go up there and get it now. And I can go get this movie now, not wait months on end. And the similar point on that is, this library that I am using has digital downloads. I know we have those, but ours are more generic downloads that I am seeing and their digital downloads are actually from Amazon. But if you were to buy the book, so I literally, I have another one that I am on the waitlist for Ann Arbor, but I’ve gotten digital download from the other library as if I had purchased it from Amazon to download to my Kindle and you’re only allowed to check out for two weeks and it automatically pulls the book back and when you, if you check it out again through digital it keeps all your notes, it keeps where you are. So these are two things that I really think you guys should consider implementing to make Ann Arbor even better. The reciprocal benefits and the Amazon digital downloads I think would just make a great library even better. Thank you, the summer game is a lot of fun and I am hoping my son can come. I don’t know if he will actually say anything but thank you.

Moira Tannenbaum

Hello, I’m here to talk about pesticide and herbicide spraying at Malletts Creek Branch. That’s my local branch and the days that the spraying is done I can’t go to the library, I can’t even go maybe within a quarter mile of the library. I feel that we as a community have decided that a certain amount of dandelions and so on are O.K. Witness that the public schools don’t spray. So I am very curious that we allow the pesticide/herbicide use and I don’t know which one it is that’s why I am lumping it into one at Malletts Creek especially when we’ve designated it as a green library. There is a shared entrance to Malletts Creek with the pediatric and dental office building. And also with the residential complex further down the property and in the common area they may be initiating the spraying but as for walking Malletts Creek and seeing those green and white distinctive signs, we sprayed, I just don’t get it. That’s my comment and I looked everywhere to see if there was something online. I did call the library director possibly in about 2012 but I don’t ever recall ever receiving an answer about that. I did speak with the maintenance person at Malletts Creek and he directed me to the head of maintenance for the library. But I thought probably that the head of maintenance doesn’t set policy and that’s why I am coming to talk to you all today. Any questions? Thank you very much and love the summer reading program too.

Tom Brown

Yeah, we brought our stuff because we really like the summer game. I was out doing some requests on Sunday and I needed my umbrella. We want to talk a long time, but we’re not sure how long we’re going to talk so we brought our time cube. Our polychromatic time cube and it changes colors. I was out Wednesday night early Thursday morning looking for meteors, the shooting stars and I used my blanket here and it’s like the best picnic blanket ever for just laying on the grounding watching shooting stars. One side is so soft and the other side is waterproof. I wanted to thank the Friends of the Library, Josie and all her staff, they’ve been really nice to us and we’ve seen parts of Ann Arbor that we would have never seen and we’ve read stuff and listened to stuff we never would have listened to.

Lat Brown

I go out and play a lot of Pokémon Go so I need my AADL bag of yielding so that cars don’t hit me. I play a lot of Pokémon Go and am out late at night when it is very chilly and I need my Axis hat. I’ll sometimes go out in the dark which is very dangerous but fortunately I have my AADL bag of yielding, it’s bright yellow so cars or people don’t hit me. I also get very thirsty so I have my water bottle. We’re also very excited about Sweetwaters coming to the West Branch or next to the West Branch or very close. We also got our pomegranate tea. We’re really enjoying the summer game. Thank you.

16-186 VIII. FINANCIAL REPORT

CFO Hadler reported July showed unrestricted cash balance of $6,233,508. Tax receipts totaling $1,575,658, reflecting 10.6% of the budgeted amount, have been received through the end of July. The fund balance stands at $4,766,266. Three line items are currently over budget on a year to date basis.

16-187 IX. DIRECTOR’S REPORT

In addition to the written report in the Board packet, Director Parker noted that monthly statistics have now been incorporated into her verbal report.

Today at a Kiwanis Club meeting, Director Parker presented them with an Old News photo history on the Kiwanis created by staff celebrating the organizations 95th anniversary.

Concrete work is being done this week at Traverwood to address issues there.

Notification regarding Brownfield redevelopments within our district has been received. These redevelopments have some impact on our funding as taxes are diverted to them. We do not have the ability to opt out.

AADL welcomed Dijana Sabolović‐Krajina, the Director of the Public Library Fran Galovic in Koprivnica, the first Croatian Library established in 1650. She was in the United States to receive a medal from the American Library Association and had asked to visit AADL.

On September 28th AADL is co-sponsoring a refugee event with the Interfaith Round Table of Washtenaw County and the Interfaith Council for Peace and Justice.

The Ann Arbor/Ypsilanti Reads program is now Washtenaw Reads as libraries county-wide have joined the program.

The 11th annual Lego Contest saw 165 entries with 77 prizes awarded in seven age categories.

Tom Hayden has asked to return to AADL for a talk on September 26th.

The Westgate walk-through video was emailed to over 23,000 and received over 11,000 views. The Summer Game promotion with AAATA has had the following participation: 776 players have found exterior bus codes; 145 players have found the codes near branch library bus stop locations; 301 players have found interior bus codes and 448 players have found codes within The Ride’s website.

Email distribution of the summer newsletter shows over 71,000 sent, 58,000 delivered and 17,590 opened.

16-188 X. NEW BUSINESS

16-189 A. RESOLUTION TO AUTHORIZE THE DIRECTOR TO NEGOTIATE AND EXECUTE LEASE WITH OXFORD COMPANIES
(Item of action)

Trustee Vander Broek, supported by Trustee Leija, moved the Board resolves to authorize the Director to negotiate and execute the lease with Oxford Companies for a term of five years for the space at 2805 South Industrial Highway, Ann Arbor, Michigan, 48108; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 6-0.

16-190 B. VOTE FOR CLOSED SESSION AT THE SEPTEMBER 19, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leija, supported by Trustee Kaplan, moved to hold a closed session at the September 19, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 6-0.

16-191 XI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-192 XII. ADJOURNMENT

Treasurer Rosenthal, supported by Secretary Leary, moved to adjourn the meeting.

President Barney Newman adjourned the meeting at 7:34 p.m.

July 18, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 18, 2016

16-160 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:07 p.m.

16-161 II. ATTENDANCE

Board Present: Margaret Leary, Jim Leija, Jan Barney Newman, Prue Rosenthal, Jamie Vander Broek
Board Absent: Nancy Kaplan, Ed Surovell
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)

16-162 III. APPROVAL OF AGENDA
(Item of action)

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

AYES: Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-163 IV. APPROVAL OF MINUTES OF JUNE 20, 2016
(Item of action)

Trustee Leija, supported by Treasurer Rosenthal, moved to approve the minutes of June 20, 2016.

AYES: Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-164 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-165 VI. FINANCIAL REPORT

CFO Hadler reported June showed unrestricted cash balance of $5,769,488. Tax receipts totaling $12,658,560, reflecting 98.9% of the budgeted amount, have been received through the end of June. The fund balance stands at $5,086,801. Two line items are currently over budget on a year to date basis.

16-166 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Leija, moved to approve the June 2016 disbursements.

AYES: Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-167 VIII. COMMITTEE REPORTS

16-168 A. EXECUTIVE COMMITTEE

President Barney Newman reported the committee had met and minutes had been distributed to the Board. The committee dealt with organizational changes regarding reporting of the Director to the Board and changes to the Board Bylaws. Both items had been referred back to the Executive Committee at the June 20th Board meeting for further review.

Trustee Vander Broek left the meeting at 6:11 p.m.

The addition of a Consent Agenda to the Board Bylaws was discussed and clarified.

Trustee Vander Broek returned to the meeting at 6:15 p.m.

Trustee Leija noted strategic planning should be incorporated under the proposal of reports (Section 3.c.) provided by the Director. After discussion of the Board it was Board consensus that the Director provides quarterly reports on Strategic Plan Initiatives beginning in September.

Secretary Leary, supported by Trustee Leija, moved to adopt the proposal as submitted by the Executive Committee as amended.

AYES: Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-169 B. FACILITIES COMMITTEE

Chairperson Leary reported the committee had asked Director Parker to provide Wayfinding Proposals for committee review. Director Parker was able to secure two proposals.

Trustee Vander Broek left the meeting at 6:27 p.m.

The committee had scheduled a meeting to discuss the Wayfinding Proposals for the Downtown Library but several members were unprepared for a discussion. The meeting was rescheduled, but due to unforeseen circumstances the meeting was cancelled. The committee needs to meet and discuss the proposals and present to the Board at a future date.

Board members expressed concerns regarding the expense attached to the Wayfinding Proposals. Director Parker noted timelines were attached to the Proposals. Presentations could be made to the full Board if so desired.

The Board discussed the necessity for in-depth wayfinding and the costs associated with such a project.

The Board authorized Director Parker to seek alternative proposals for wayfinding that are less comprehensive in scope and to bring them back to the Board.

16-170 IX. DIRECTOR’S REPORT

Director Parker distributed her written report and verbally reported the following highlights:

The majority of comments received from the public over the past month were inquiries regarding the opening of Westgate, programming and from other libraries regarding our services.

AADL has been asked by First Martin to vacate the space on Green Road due to another tenant expanding into our location. First Martin is assisting in locating another space for us and once found, a lease will be forthcoming to the Board.

Work at Westgate continues and we hope to have an opening date soon. Summer Reading has begun with record setting program attendance.

AADL has negotiated with AAATA an arrangement that gives free bus rides in August on Fridays with presentation of an AADL Library card. We will also be advertising the summer game on AAATA buses and a badge can be earned from finding codes on busses.

The Ann Arbor City Council has made no decision regarding the CORE proposal on the Library Lot. Petitions placing the Library Lot sale on a ballot initiative are awaiting a legal decision.

We have received notice regarding a public hearing on adoption of a Brownfield Plan/Redevelopment Plan at 615, 633 and 637 South Main. If approved the first TIF capture would occur in 2018 and be in effect for seven years.

16-171 X. MONTHLY STATISTICS

Due to the length of the agenda no statistical information was presented.

16-172 XI. OLD BUSINESS

16-075 A. STRATEGIC PLANNING
Kerry Sheldon, Griffin Reames, Bridgeport Consulting, LLC

Ms. Sheldon reported to the Board highlights from the recent public discussion of the Strategic Plan held in conjunction with a Library Board Candidate event last Thursday at the Traverwood Branch.

Trustee Leary left the meeting at 7:00 p.m.

Topics of the Strategic Plan discussed were Initiative 1.1 serving the senior population, 1.2 serving our teen patrons, 1.3 supporting full equity and access system-wide and 3.3 the Downtown Library.

Trustee Leary returned to the meeting at 7:04 p.m.

Trustee Leija noted that he was in attendance and had hoped for a larger audience.

16-173 XII. NEW BUSINESS

16-174 A. RESOLUTION TO AMEND THE 2015-2016 APPROVED BUDGET
(Item of action)

Trustee Leija, supported by Secretary Leary, moved that the Board resolves as follows: to transfer $10,000.00 from Salaries & Wages to Supplies; to transfer $3,000.00 from Employee Benefits to Copier Expense; to transfer $7,000.00 from Lcards/Circ Cards to Materials; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Vander Broek returned to the meeting at 7:06 p.m.

AYES: Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-175 B. RESOLUTION AMENDING BOARD BYLAWS
(Item of action)
Roll call vote

Trustee Vander Broek, supported by Secretary Leary, moved that the Board resolves as follows: the Board approves the Revised Bylaws as amended in Article V, Section 5.4 and Article VI Section 6.1, 6.5 and Sub-Sections 6.6.2 through 6.6.4.; the Bylaws shall be filed with the Secretary of the Board or authorized delegate with its minutes; all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leija inquired the status of the committees with the changes to the Bylaws. It was noted that the Standing Committees were now Executive and Budget and Finance. Special Committees serve through the end of 2016 per their original resolutions unless the Board retracts them.

A roll call vote was taken.

AYES: Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-176 C. VOTE FOR CLOSED SESSION AT THE AUGUST 15, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leija, supported by Secretary Leary, moved to hold a closed session at the August 15, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

AYES: Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 5-0.

16-177 XIII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-178 XIV. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:14 p.m.

June 20, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JUNE 20, 2016

16-136 I. CALL TO ORDER

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

16-137 II. ATTENDANCE

Board Present: Nancy Kaplan (arr. 6:03 p.m.), Margaret Leary, Jim Leija (arr. 6:04 p.m.), Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek
Board Absent: None
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)
Others Present: Dan Schairbaum, Dykema; Jim Greene, Dykema (arr. 7:20 p.m.)

16-138 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

16-139 IV. RECONVENE REGULAR MEETING AT 7:00 P.M.

President Barney Newman reconvened to the regular meeting at 6:58 p.m.

16-140 V. APPROVAL OF AGENDA
(Item of action)

Secretary Leary, supported by Treasurer Rosenthal moved to approve the agenda.

Secretary Leary, supported by Trustee Vander Broek, moved to amend the agenda adding the Resolution Regarding the Downtown Library after Approval of the Minutes. The amended agenda was voted on.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-141 VI. APPROVAL OF MINUTES OF MAY 23, 2016
(Item of action)

Trustee Leija, supported by Secretary Leary, moved to approve the minutes of May 23, 2016.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-142 VII. RESOLUTION REGARDING DOWNTOWN LIBRARY PROPERTY
(Item of action)

Secretary Leary, supported by Trustee Kaplan, moved the following:

WHEREAS, the Ann Arbor Public Schools (“AAPS”) conveyed certain lands and premises situated at 343 South Fifth Avenue, Ann Arbor, Michigan and commonly known as the “Downtown Library Property” to the Library by quit claim deed dated December 20, 2005, which was recorded in Liber 4529, Page 823 (the “Deed”) and in said Deed, AAPS reserved certain non-exclusive rights to use portions of the Downtown Library Property and improvements conveyed by said Deed (the “Occupancy Rights”); and

WHEREAS, simultaneously with the execution and delivery of the Deed, AAPS and the Library executed an Exclusive Option Agreement also dated December 20, 2005 (“Option”), covering the Downtown Library Property described in the Deed pursuant to which AAPS reserved, inter alia, certain option rights to purchase the Downtown Library Property and/or to share in the proceeds of sale of the Downtown Library Property which Option has been recorded with the Deed; and
WHEREAS, the Occupancy Rights reserved by AAPS in the Deed and the Option are hereinafter referred to as the “Reserved Rights”; and

WHEREAS, the Board has decided that it is the best interests of the Library to purchase the Reserved Rights and in so doing permanently extinguish any and all rights or interests of AAPS in the Downtown Library Property.
NOW, THEREFORE, BE IT RESOLVED THAT:

1. The Library shall purchase the Reserved Rights for a price of $3,000,000.00.

2. The Board hereby determines that the attached Closing Agreement, Quit Claim Deed and Termination of Exclusive Option Agreement (collectively, the “Transaction Documents”) are fair to and in the best interest of the Library, and hereby approve the Transaction Documents and the transactions contemplated thereby.

3. Josie Parker, the Director of the Library (the “Authorized Person”), be and she hereby is authorized, empowered and directed, to execute and deliver the Transaction Documents on behalf of the Library.

A vote on the foregoing resolution was taken and was as follows:

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

President Barney Newman recessed the meeting at 7:04 p.m. for acknowledgement of Ann Arbor Public School Board of Trustees members present. The meeting was reconvened at 7:18 p.m.

16-143 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-144 IX. FINANCIAL REPORT

CFO Hadler reported May showed unrestricted cash balance of $9,767,597. Tax receipts totaling $12,656,538, reflecting 98.9% of the budgeted amount, have been received through the end of May. The fund balance stands at $8,483,581. Six line items are currently over budget on a year to date basis.

16-145 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Rosenthal, supported by Vice President Surovell, moved to approve the May 2016 disbursements.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-146 XI. COMMITTEE REPORTS

16-147 A. FACILITIES COMMITTEE

Chairperson Leary reported the committee had met to discuss wayfinding. Director Parker will present wayfinding proposals to the committee at their next meeting.

16-148 XII. DIRECTOR’S REPORT

In addition to her written report Director Parker noted that the Mott Family Network donated two universal gaming carts for use during AADL gaming events. The carts provide people with disabilities a way of inclusion into the gaming world, using gaming equipment designed to make it easier for people with movement challenges to play regular commercial videogames. Funding was made possible from Mott Golf Classic in partnership with Mott Family Network.

At this past weekend’s Ann Arbor Comic Arts Festival held at the Downtown Library, a new record of over 7,000 visits was recorded. Director Parker thanked all staff that prepared for and cleaned up after this very successful event.

Trustee Kaplan inquired on the status of the Westgate Branch. Director Parker stated construction is on target with an anticipated soft opening in late August or early September.

16-149 XIII. MONTHLY STATISTICS

Due to the length of the agenda no statistical information was presented.

16-150 XIV. OLD BUSINESS

16-075 A. STRATEGIC PLANNING
Kerry Sheldon, Bridgeport Consulting, LLC

Ms. Sheldon reviewed with the Board the proposed 2016-2019 Strategic Plan as updated from the last Board meeting.

Trustee Leija recommended a wording revision to Initiative 1, Section 1.3. The Board concurred on the wording change.

The Emerging Draft Strategies document was reviewed with the Board. No corrections or changes were made.

16-151 XV. NEW BUSINESS

16-152 A. DISCUSSION OF BOARD MEETING FORMAT AND COMMITTEE STRUCTURE
(Item of discussion)
Jim Greene, Dykema

Mr. Greene reported to the Board he had met with Director Parker, Ms. Sheldon and President Barney Newman to discuss thoughts expressed by the Board regarding governance and information needs during the strategic planning process.

He proposed reducing Board committees to two on-going committees, the Executive Committee and Budget & Finance Committee. Special ad-hoc committees would be created when necessary to deal with specific issues and have limited timelines.

He proposed the Director’s Report format be revised to include a summary of patron and trustee complaints/comments/concerns and their disposition; a summary of upcoming issues; an update on any major Library initiatives or projects under consideration or underway; an update on any major activity by local governmental entities that will require Library Board involvement or may significantly impact the Library. Committee reports will be forwarded to the Board prior to the Board meeting upon approval of the Committee Chairperson.

Mr. Greene recommended the Director provide a “State of the Library” report at the April Library Board meeting. This report would include an overview of the Library’s fiscal year to date performance; progress made towards accomplishing strategic plan goals; major initiatives anticipated for the next fiscal year; opportunities and challenges that may affect operation and delivery of service in the next three to five years.

Trustees expressed their appreciation of Mr. Greene’s recommendations and discussed his recommendations regarding the Board committee structure.

Secretary Leary, supported by Treasurer Rosenthal, moved to adopt the proposal presented by Mr. Greene in principal with details to be determined over the next few weeks by the Executive Committee.

After Board discussion Treasurer Rosenthal, supported by Secretary Leary, called for the question.

A vote was taken and was as follows:

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

The original motion was voted on as follows:

AYES: Kaplan, Leary, Barney Newman, Vander Broek
NAYS: Leija, Rosenthal, Surovell

Motion passed 4-3.

16-153 B. RESOLUTION AMENDING BOARD BYLAWS
(Item of action)
Roll call vote

It was consensus of the Board to postpone this resolution until after the Executive Committee meets to address the previous motion.

16-154 C. RESOLUTION ADOPTING 2016-2019 STRATEGIC PLAN
(Item of action)

Treasurer Rosenthal, supported by Trustee Vander Broek, moved that the Board resolves as follows:

1.) To adopt the proposed Ann Arbor District Library Strategic Plan 2016-2019.

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

Trustee Leija noted that a public town hall meeting has not been held for discussion of the Strategic Plan as originally outlined in the committee charge. Ms. Sheldon noted that the document is flexible and allows for additions to it, if they are forthcoming from the public. She will work with Director Parker to schedule a public meeting and seek feedback on the document approved by the Board.

Trustee Vander Broek noted that changes recommended from discussion earlier in the meeting would be incorporated into the Strategic Plan document.

A vote on the foregoing resolution was taken and was as follows:
AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-155 D. RESOLUTION AMENDING THE 2015-2016 BUDGET
(Item of action)

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

1). To transfer $140,000.00 from Salaries & Wages to Purchased Services.
2). To transfer $10,000.00 from Salaries & Wages to Communications.
3). To transfer $50,000.00 from Salaries & Wages to Materials.
4). To transfer $10,000.00 from Salaries & Wages to Software Licenses/Maintenance.
5). To transfer $30,000.00 from Salaries & Wages to Grants/Memorials.
6). To transfer $55,000.00 from Employee Benefits to Grants/Memorials.
7). To transfer $65,000.00 from Employee Benefits to Supplies.
8). To transfer $25,000.00 from Employment Taxes to Supplies.
9). To transfer $70,000.00 from Utilities to Supplies.
10). To transfer $10,000.00 from Utilities to Capital Outlays.
11). To transfer $15,000.00 from Postage to Repairs and Maintenance.
12). To transfer $35,000.00 from Lcards/Circ Cards to Repairs and Maintenance.
13). To transfer $15,000.00 from Custodial and Electrical to Capital Outlays.
14). To transfer $20,000.00 from Building Rental to Capital Outlays.
15). To transfer $10,000.00 from Seminars/Conference/Travel to Capital Outlays.
16). To transfer $10,000.00 from Copier Expense to Capital Outlays.
17). That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker noted that by law the Library is required to maintain a line-item budget and end the fiscal year with no negative balances.

Vice President Surovell inquired why funds were being transferred to Grants/Memorials. CFO Hadler responded that more monies were received from the Friends of the Ann Arbor District Library than anticipated.

Vice President Surovell stated he disagreed with the Friends donations being used to fund summer game expenditures. He stated summer game expenditures should be funded from the general budget.

Vice President Surovell left the meeting at 9:01 p.m.

A vote on the foregoing resolution was taken and was as follows:

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Vander Broek
NAYS: None

Motion passed 6-0.

16-156 E. DISCUSSION OF THE CITY OF ANN ARBOR LIBRARY LOT
(Item of discussion)

Trustee Leija recommended moving this discussion to the next regular Board meeting.

Director Parker noted that petitions have been submitted to the City Clerk to place the disposition of the Library Lot on the ballot for a public vote. The petitions are currently being reviewed for valid signatures.

Several Board members supported having a discussion on the topic.

Vice President Surovell returned to the meeting at 9:10 p.m.

It was the consensus of the Board to postpone discussion until a determination is made whether the Library Lot issue will become a ballot initiative.

16-157 F. VOTE FOR CLOSED SESSION AT THE JULY 18, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Secretary Leary, supported by Trustee Leija, moved to hold a closed session at the July 18, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-158 XVI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-159 XVII. ADJOURNMENT

President Barney Newman adjourned the meeting at 9:13 p.m.

May 23, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 23, 2016

16-112 I. CALL TO ORDER

President Barney Newman called the meeting to order 6:03 p.m.

16-113 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jim Leija, Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek (arr. 6:18 p.m.)
Board Absent: None
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)
Others Present: Dan Schairbaum, Dykema

16-114 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

16-115 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2016-2017 AT 7:00PM

President Barney Newman reconvened to the Public Hearing on the 2016-2017 Budget at 7:00 p.m.

16-116 V. CALL FOR PUBLIC COMMENT ON THE 2016-2017 BUDGET

President Barney Newman called for public comment on the budget. There was no public comment. President Barney Newman closed the Public Hearing on the 2016-2017 Budget.

16-117 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2016-2017 BUDGET

President Barney Newman reconvened to the regular meeting at 7:02 p.m.

16-118 VII. APPROVAL OF AGENDA
(Item of action)
Treasurer Rosenthal, supported by Trustee Kaplan, moved to approve the agenda.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-119 VIII. APPROVAL OF MINUTES OF APRIL 18, 2016
(Item of action)

Vice President Surovell, supported by Treasurer Rosenthal, moved to approve the minutes of April 18, 2016.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-120 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-121 X. FINANCIAL REPORT

CFO Hadler reported April showed unrestricted cash balance of $10,807,403. Tax receipts totaling $12,655,895, reflecting 98.8% of the budgeted amount, have been received through the end of April. The fund balance stands at $8,808,542. Six line items are currently over budget on a year to date basis.

16-122 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Leija, moved to approve the April 2016 disbursements.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-123 XII. COMMITTEE REPORTS

16-124 A. STRATEGIC PLANNING COMMITTEE

Chairperson Vander Broek reported the committee had not met however, Bridgeport Consulting are presenting under Old Business.

16-125 XIII. DIRECTOR’S REPORT

In addition to her written report Director Parker noted that the Taiwanese puppet theater is presenting here tomorrow in the lobby of the downtown library and a large crowd is anticipated.

Nancy Kaplan joined several staff last Friday for a tour of the Westgate Branch.

16-126 XIV. MONTHLY STATISTICS

Due to the length of the agenda no statistical information was presented.

16-127 XV. OLD BUSINESS

16-075 A. STRATEGIC PLANNING
Kerry Sheldon, Griffin Reames, Bridgeport Consulting, LLC

Ms. Sheldon and Ms. Reames presented and reviewed strategic planning documents which incorporated results of the staff online survey; analysis of data of active AADL cardholders; U.S. Census data for the City of Ann Arbor and SEMCOG 2040 forecast of anticipated population trends.

16-128 XVI. NEW BUSINESS

16-129 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2016-2017
(Item of action)

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

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

The Board, after due and proper notice, conducted a public hearing on Monday, May 23, 2016, on the approval of the proposed budget.

THE BOARD RESOLVES AS FOLLOWS:

1.) The Board approves and adopts the budget for the fiscal year ending June 30, 2017, as presented.

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

Vice President Surovell noted that updated figures were received by the County showing an estimated 2 1/2 % increase in property values. The budget was adjusted from last month to reflect this anticipated increase with overage placed into the Capital Fund.

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-130 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Trustee Leija, supported by Secretary Leary, moved the said Board of Trustees of the Ann Arbor District Library (the “Library”) has given due reflection to the budget and operational requirements of the Library as to the 2016-2017 fiscal year.

The said Board of Trustees is desirous of providing for the appropriate certification of operational millage relative to the Library.

THE BOARD RESOLVES AS FOLLOWS:

1.) That as to the 2016-2017 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.90 mills.

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

3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2016, except as subsequently altered or amended by appropriate certification.

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

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

Trustee Leija, supported by Trustee Vander Broek, moved to amend the motion to levy the full millage amount of 1.9076.

The Board discussed the amendment. The amended motion was voted on and was as follows:

AYES: Leija, Rosenthal, Vander Broek
NAYS: Kaplan, Leary, Barney Newman, Surovell,

Motion failed 3-4.

The original motion was voted on and was as follows:

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-131 C. RESOLUTION TO ADOPT THE 2016-2017 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

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

WHEREAS, on an annual basis the Board adopts an Operating Budget for the Library and;

WHEREAS, the Michigan Department of Treasury’s Uniform Accounting Procedures Manual includes the following requirements for approval of disbursements:

All disbursements must be approved by the legislative body prior to disbursement unless addressed otherwise in the charter. The legislative body may establish a formal policy to authorize payments prior to approval to avoid finance or late charges and to pay appropriated amounts and payroll (including related payroll taxes and withholdings). This policy must be very limited and a list of payments made prior to approval must be presented to the legislative body for approval.

NOW, THEREFORE, BE IT RESOLVED THAT:

1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2016-17 the total amount of $15,671,110 for the expenditure categories set forth in the budget.

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

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

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

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

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

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

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

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

16-132 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

Trustee Kaplan, supported by Trustee Leija, moved the Board resolves:

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

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

AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

Secretary Leary left the meeting at 8:42 p.m.

16-133 E. VOTE FOR CLOSED SESSION AT THE JUNE 20, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leija, supported by Treasurer Rosenthal, moved to hold a closed session at the June 20, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 6-0.

16-134 XVII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-135 XVIII. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:44 p.m.

April 18, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 18, 2016

16-087 I. CALL TO ORDER

President Barney Newman called the meeting to order 5:58 p.m.

16-088 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek
Board Absent: Jim Leija
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)
Others Present: Dan Schairbaum, Dykema

16-089 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF COUNSEL AND DIRECTOR’S EVALUATION

16-090 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Barney Newman reconvened the meeting at 7:03 p.m.

16-091 V. APPROVAL OF AGENDA
(Item of action)

Secretary Leary moved to approve the agenda. Treasurer Rosenthal, supported by Trustee Kaplan, moved to amend the agenda by adding under New Business the Director’s Evaluation Letter from the Board and a Resolution to Award Contract for Landscaping Services at Malletts Creek Branch Library. The amended agenda was voted on.

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

Motion passed 6-0.

16-092 VI. APPROVAL OF MINUTES OF MARCH 21, 2016, MARCH 24, 2016 AND APRIL 2, 2016
(Item of action)

Vice President Surovell, supported by Secretary Leary, moved to approve the minutes of March 21, 2016.

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

Motion passed 6-0.

Treasurer Rosenthal, supported by Vice President Surovell, moved to approve the minutes of April 2, 2016.

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

Motion passed 6-0.

Treasurer Rosenthal, supported by Trustee Vander Broek, moved to approve the minutes of March 24, 2016.

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

Motion passed 6-0.

16-093 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-094 VIII. FINANCIAL REPORT

CFO Hadler reported March showed an unrestricted cash balance just over $11.78 million. Tax receipts over $12.6 million, reflecting 98.5% of the budgeted amount, have been received through the end of March. The fund balance stands just above $8.8 million. Six line items are currently over budget on a year to date basis.

16-095 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Vice President Surovell, moved to approve the March 2016 disbursements.

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

Motion passed 6-0.

16-096 X. COMMITTEE REPORTS

16-097 A. BUDGET AND FINANCE COMMITTEE

Chairperson Surovell reported the committee had met and reviewed the draft 2016-2017 budget which is being presented further in the agenda.

16-098 B. COMMUNICATIONS COMMITTEE

Secretary Leary reported the committee had met and received a report about website revisions and reviewed a proof of the newsletter. The committee also discussed the format and distribution of future newsletters.

Vice President Surovell inquired whether a recommendation is forthcoming from the committee regarding the newsletter. Secretary Leary responded that the committee is accumulating information and has no recommendation nor is prepared for in-depth Board discussion at this point.

16-099 C. DIRECTOR’S EVALUATION COMMITTEE

Chairperson Rosenthal reported the committee consisting of herself, Trustee Kaplan and Vice President Surovell had polled the Board, compiled and reviewed the Director’s evaluation letter with the Board.

16-100 D. STRATEGIC PLANNING COMMITTEE

Chairperson Vander Broek reported the committee had met and reviewed the highlights from the Board Retreat. She also met with Bridgeport staff to prepare the documents being presented later in the agenda.

16-101 XI. DIRECTOR’S REPORT

In addition to her written report Director Parker noted upcoming May events included VISIONS and author visit with Lesley Stahl. She attended the April FAADL Board meeting and was informed they will be making a $100,000 donation to AADL in May. Melanie Baldwin, the new FAADL Bookshop Director, attended the Friends of Michigan Libraries workshop where Director Parker recently presented. Deputy Director Neiburger had a successful guest speaking trip to Belgium and Denmark. Outreach and Neighborhood Services Manager, Terry Soave, recently attended a National Library Services for the Blind Conference and secured Ann Arbor as the site for their 2017 conference.

16-102 XII. MONTHLY STATISTICS

Due to the length of the agenda no statistical information was presented.

16-103 XIII. OLD BUSINESS

16-075 A. STRATEGIC PLANNING
(30 minutes)
Kerry Sheldon, Griffin Reames, Bridgeport Consulting, LLC

Ms. Sheldon and Ms. Reames reviewed with the Board discussion highlights from the March 24th Board Retreat. Staff has been surveyed and this information will be compiled and shared with the Board at the next meeting.

16-104 XIV. NEW BUSINESS

16-105 A. INFORMATION ARCHITECTURE AND USER EXPERIENCE STRATEGY PRESENTATION
(60 minutes)
Peter Morville, Semantic Studios

Deputy Director Neiburger introduced Mr. Morville. Mr. Morville presented his credentials to the Board and reviewed the scope of this project along with the process being used. Mr. Morville presented a number of draft wireframes which show the structure and improvements in accessing various pages of the website.

President Barney Newman left the meeting at 8:14 p.m. Vice President Surovell chaired the remainder of the meeting.

Mr. Morville stated that designing the website for accessibility is a priority.

16-106 B. DISCUSSION OF PROPOSED 2016-2017 BUDGET
(30 minutes)

CFO Hadler presented the narrative for the proposed 2016-2017 budget which reflects an increase in the millage rate levied to 1.9 mils being proposed.

He reviewed a number of expenditures and stated that a 3% merit pool increase for full-time employees was included this year. Capital Outlays includes a transfer to the capital fund of $853,500; expenses for landscaping at Traverwood, carpeting Downtown and at Pittsfield; renovation of first floor restrooms Downtown; roof repair Downtown and at Malletts Creek; concrete repair at Traverwood and furniture and shelving throughout the system.

Board members asked for clarification of several line items. The Board gave no further direction to administration to revise the proposed budget prior to the May 23rd public hearing of the budget.

16-107 C. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

Director’s Evaluation Committee Chairperson Rosenthal read the following letter:

Dear Josie,

The board unanimously agrees that in the last year you have accomplished a great deal in every category of your evaluation. The recent Epic MRA survey shows an increased appreciation of the services the Library provides to its active users and the community at large.
Your accomplishments are many: streamlined operations, responsible financial management as well as increased library locations and offerings. You have developed a strong team of managers.

You have successfully negotiated to significantly improve the Westgate branch and are managing its development. You have accepted new approaches to marketing and communication to the entire district. And it is remarkable that, once again, we are a Five Star Library!

AADL newsletters that began last year have continued to inform the public and the postcards that announce key events have garnered very positive feedback.

The library continues to operate with a balanced budget year after year while developing new services and increasing the use of the library’s services.

The Board believes Financial Management, Operations, Services, Community relations, Professional service and Administration continue to function extremely well. We suggest that the name of the section State and Federal Relations change the name to Community, State and Federal Relations.

As you suggest in your self-evaluation there is a need for a change in the way communication with the board is handled. The Trustees look forward to working with you to create a more interactive, informative structure.

In closing –
You continue to be the engine which drives creativity, strategy, and future planning at AADL. We are in an excellent position financially, and you continue to be forward thinking about ways to improve the AADL system. You are recognized in the profession of library directors as a creative innovator nationally and internationally.

Director Parker thanked the Board and recognized staff that supports her direction of the Library.

16-108 D. RESOLUTION TO AWARD CONTRACT FOR LANDSCAPING SERVICES AT MALLETTS CREEK BRANCH LIBRARY
(Item of action)

Secretary Leary, supported by Trustee Kaplan, moved that the Board resolves as follows: that the Director be authorized to sign the contract with Plantwise for landscaping rehabilitation services at Malletts Creek Branch Library for the amount of $39,886.86; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES: Kaplan, Leary, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

16-109 E. VOTE FOR CLOSED SESSION AT THE MAY 23, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Secretary Leary, moved to hold a closed session at the May 23, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

AYES: Kaplan, Leary, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

16-110 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-111 XVI. ADJOURNMENT

Vice President Surovell adjourned the meeting at 8:59 p.m.