August 17, 2015 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 17, 2015
15-164 I. CALL TO ORDER
President Barney Newman called the meeting to order at 6:00 p.m.
15-165 II ATTENDANCE
Board Present: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek (arr. 6:05 p.m.)
Absent: Kaplan, Leija
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway, P.C.
15-166 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
15-167 IV. RECONVENE REGULAR MEETING AT 7:00 PM
President Barney Newman reconvened the meeting at 7:00 p.m.
15-168 V. APPROVAL OF AGENDA
(Item of action)
Vice President Surovell, supported by Trustee Leary, moved to approve the agenda.
AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 5-0.
15-169 VI. APPROVAL OF MINUTES OF JULY 20, 2015
(Item of action)
Vice President Surovell, supported by Trustee Leary, moved to approve the minutes of July 20, 2015.
AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 5-0.
15-170 VII. CITIZENS’ COMMENTS
Rachel Coffman
Hi, my name is Rachel and I am nine years old and a big library fan. The library is not just a place to read but a main part of the community and I am here to tell you why. It starts with my family going on a concert with my new AADL sunglasses. I thought I lost my sunglasses and 3,000 points with them. I had completely forgotten about them until just a few days ago when Momma took me down to the Malletts Creek Library and told me I had a surprise waiting for me there. When we finally parked and got out and walked inside, in walked a lady, this is your surprise Momma said. I turned around and at first I didn’t get it. Then the lady held out a plastic baggie. When I saw what was inside the baggie my heart gave a leap. Sunglasses! New purple kids size AADL 3,000 point sunglasses. Hi, I’m Jackie said the lady and my niece doesn’t fit these so I posted on the library summer game webpage. Thank you I said and I walked out the door with my new sunglasses in hand. That is why the library is not just about books but about relationships too.
Sarai Stetson
I have to say that I feel a little bit worried that I have to follow you. You obviously have a very well prepared fabulous speech. I on the other hand was just going to comment how much I love the summer game. Probably why most of us are here. And so I wanted to express my appreciation for all the hard work that goes into it because when you read the codes and you know, you find all the badges and everything, you can tell that this is just not somebody’s job but somebody absolutely loves doing this. So thank you very much to whoever does that. I’m going to take a photo of the code if you don’t mind. And I will let the next person tell you why they love the summer game. I live in Ann Arbor. I’ve been playing the game a few years now. Last year I kept myself in the top 100 and this year I’ve kept myself in the top 20. This is serious dedication. You can just ask my family, when they want dinner, and I say things like, I’ve just got to get one more code.
Jeanne Getty
I’m Jeanne Getty and I’m also from Ann Arbor. I’ve been here since I was three. I love Ann Arbor and I love the library. Last year I started playing the summer game late and I was just totally hooked. This year I made sure that I started early and just love it. It is my summer project, I feel like its summer school for me. I’ve learned so much and I’ve thoroughly enjoyed it. It’s so much fun. One of my favorite things is the explorers where you go to different places in Ann Arbor. Somebody has written these amazing paths you have taken. They take an hour and are really interesting. I just really love this program and look forward to it each year. And actually, I’ve been in the top ten.
Jackie McKinley
Hi, I’m Jackie McKinley and I live in Ann Arbor. This is my first year finding out about the summer game. I’m extremely addicted to it and I’m playing catch up to all. I’m actually the Jackie that gave the sunglasses away. I’m very happy they got somebody that really enjoyed them and wanted them. I was going to donate them to the Ann Arbor thrift shop but I thought put them on here and maybe somebody wants them. My niece has been playing the game as well and she loves it. Thank you.
Lydia and Tom Brown
Hi, I’m Tom Brown and this is Lydia. So three years ago we started playing the summer game late kinda like last year and we were about twelve thousandth on the list. And last year we just got into it on day one. We came here last year, we had a great time. And I wound up fifth on the leaderboard. This year I’m about sixth thousand again. But having a great year. I went down looking for the Perseid meteors the other night a couple nights ago and I had this really nice blanket thing with the AADL logo on it. It is really nice because one side is water-proofed and the other side is like snuggly. And so I’ve had a great time. I’d like to thank the Board and the Friends of Library, because without them we wouldn’t be here.
(Lydia) Today I went to the Malletts Creek Library and I picked up my ultra-premium embroidered bag. I put my laptop in it and it has a bunch of pockets for my three books and my wallet. And it has a perfect space for my water. Thank you Friends of the Library, thank you Board.
Elizabeth Branson
Hi, I’m Elizabeth Branson and I actually live in Ypsilanti now but I started playing the summer game when I was living in Ann Arbor. And my son and daughter go to Ann Arbor schools, so they get to still be a part of the Ann Arbor Library. I’ve been playing the game since 2012 and I love it. I tell people about it all the time and have been trying to talk other people in to playing but it’s a, I’ve learned so much, it’s a huge double benefit. Because I’ve learned a lot of information that I would have never been presented with otherwise. I get a lot of cool stuff like the blanket and the bag and sunglasses and chocolate. My son and daughter are old enough now that they can play it with me. So we can work together. My son the other day says Mom I’m trying to figure out this clue – and I’m like oh it’s the Star Trek clue and I totally got that. It’s a big thing in my life all summer and I really appreciate the effort that goes into it and all the time and all the other players. I think I got to second last year, but now I’m just like top twenty.
Tammy Kutter
Hello. Kudos to Rachel. I’m not a great public speaker, so I wrote you all a poem. I’m also a total slacker, I may be in the top two hundred. Anyway, hi Board members I’m here to say I’ve really enjoyed the summer game today. In the previous years I played just by reading and had fun. No idea that I had that there were badges to be won. I’m so addicted, I can’t stop, I anxiously await each Friday’s badge drop. So tonight I’m here to give you a clue to say a great big summer game thank you! And also to shame Eli because I’ve friended you and you have friended me back.
Rachel Thompson
Hi, my name is Rachel Thompson, just another summer game player. I spent the weekend out looking at all of the canoe sculptures on the Huron River with my kids. Something that I would not have normally found the time to do. And also I’ve learned a lot, and this year I’ve decided to get into it and earn every single badge. I love searching for clues in the catalog and I feel like they are very well written and you’ve got staff who are working really hard. So thank you. I don’t even redeem my points necessarily, I just like to do it.
15-171 VIII. FINANCIAL REPORTS
CFO Hadler reported July showed an unrestricted cash balance just over $8.6 million. Tax receipts over $1.6 million, reflecting 12.9% of the budgeted amount, have been received through the end of July. Budget versus actual showed an operating deficit of $73,450. The fund balance stands just above $8.2 million. Seven line items are currently over budget.
15-172 IX. APPROVAL OF DISBURSEMENTS
(Item of action)
Treasurer Rosenthal, supported by Trustee Leary, moved to approve the July 2015 disbursements.
AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 5-0.
15-173 X. COMMITTEE REPORTS
15-174 A. FACILITIES COMMITTEE
Chairperson Leary reported the committee consisting of herself, Trustees’ Barney Newman and Surovell met and received updates on the front entrance project and the remodeling of the former Friends basement location. The committee was also informed that the Space Use Agreement had been signed by the Friends.
The committee toured the Downtown Library today and viewed all the recent changes made to collection locations.
15-175 B. POLICY COMMITTEE
In the absence of Chairperson Kaplan, Trustee Rosenthal reported the Policy Committee consisting of herself, Chairperson Kaplan and Trustee Vander Broek met and reviewed legal counsel’s recommendation for a policy regarding library related communications. The committee concurred with the recommendation and a new policy is being proposed under New Business.
15-176 XI. DIRECTOR’S REPORT
Director Parker reported that at yesterday’s event over two hundred people were in attendance to celebrate the WLBPD@aadl award as National Subregional Library of the Year.
Tim Grimes, Community Relations and Marketing Manager, has been asked to participate on a National Endowment for the Humanities (NEH) panel reviewing science related programming proposals.
Sherlonya Turner, Youth and Adult Services and Collections Manager, was recently recognized in a Current.com article for her creation of presidential cupcakes.
The front entrance project is complete. The Ladies Library Association sculpture donation of “Little Dog Laughed” by Jim Pallas has been installed in the garden.
15-177 XII. MONTHLY STATISTICS
Deputy Director Neiburger presented an overview of AADL’s direct licensing program. This collection consists of downloadable music, books, patterns, podcasts and videos that are in the public domain or have been licensed directly from the rights holder. “Downloads of the Day” are being used to advertise this collection on the website.
15-178 XIII. OLD BUSINESS
15-087 A. FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY SPACE USE AGREEMENT UPDATE
During the Facilities Committee report, Chairperson Leary reported that a signed copy of the Space Use Agreement has been received.
15-179 XIV. NEW BUSINESS
15-180 A. RESOLUTION TO ADOPT POLICY 1.11 BOARD OF TRUSTEES ELECTRONIC COMMUNICATIONS
(Item of action)
Treasurer Rosenthal, supported by Trustee Vander Broek, moved that the Board resolves to adopt the proposed Policy 1.11 Board of Trustees Electronic Communications; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 5-0.
15-181 B. VOTE FOR CLOSED SESSION AT THE SEPTEMBER 21, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote
Trustee Leary, supported by Treasurer Rosenthal, moved to hold a closed session at the September 21, 2015 regular meeting for discussion of real estate and opinion of legal counsel.
A roll call vote was taken.
AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 5-0.
15-182 XV. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
15-183 XVI. ADJOURNMENT
Treasurer Rosenthal, supported by Trustee Vander Broek, moved to adjourn the meeting.
AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 5-0.
The meeting was adjourned at 7:41 p.m.
July 20, 2015 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 20, 2015
15-145 I. CALL TO ORDER
President Barney Newman called the meeting to order at 6:58 p.m.
15-146 II. ATTENDANCE
Board Present: Kaplan, Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
Absent: Leija
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
15-147 III. ADMINISTRATION OF OATH OF MEMBER
Judge Elizabeth Hines, Presiding
Judge Hines was introduced and administered the oath of office to Jamie Vander Broek.
“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”
Director Parker thanked Judge Hines on behalf of the Board for attending tonight’s meeting and administering of the oath of office to Trustee Vander Broek.
President Barney Newman reported the memorial service for former Trustee Rebecca Head was held this past weekend. A number of Board members were in attendance and the service reflected Rebecca’s wide reach into the community.
15-148 IV. APPROVAL OF AGENDA
(Item of action)
Trustee Leary, supported by Vice President Surovell, moved to approve the agenda.
AYES: Kaplan, Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
15-149 V. APPROVAL OF MINUTES OF JUNE 10, 2015
(Item of action)
Trustee Leary, supported by Secretary Kaplan, moved to approve the minutes of June 10, 2015.
AYES: Kaplan, Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
15-150 VI. CITIZENS’ COMMENTS
Cherie Burkheiser
Hello, you may remember me from last year. I am only here to get the points. I’m just going to be brutally honest. But, I love the summer game it’s a lot of fun. I thank Ann Arbor District Library for doing it. My son is three and a half and he loves roaming around and if he was here he would be pointing out right now - Momma, there’s a sign right there! So I just wanted to come up and say thank you for my badge. Thank you.
Mary Morgan
Hello everyone, I am Mary Morgan. I live on Mulholland in Ann Arbor, Ward 5 and I too am here to gush about the summer game. From the perspective of a player, I just checked on the leaderboard with the help of Cherie, and I am 302 on the leaderboard. So woo-ho! But also as a partner in the summer game I wanted to thank you allowing our new non-profit The CivCity Initiative to include a series of CivCity badges in the summer game. We are really excited about this and I have to say, I’m sure you know this already, but the staff who is developing, working on the summer game are just an amazing group of people to work with. They’ve held our hand through this process and done a ton of the work for The CivCity badges. So Eli and his crew deserve major props for the entire summer game. But I would also like to reinforce how great they are to work with, how fun they are to work with and I hope you realize what value they bring to the community. We hope to continue this partnership in the future and I will look at the code, I too am here for the code. Thank you very much.
15-151 VII. FINANCIAL REPORTS
CFO Hadler reported June showed an unrestricted cash balance just over $8.8 million. Tax receipts over $11.5 million, reflecting 98.7% of the budgeted amount, have been received through the end of June. Budget versus actual showed an operating surplus of $76,575. The fund balance stands just above $8.5 million. Four line items are currently over budget.
15-152 VIII. APPROVAL OF DISBURSEMENTS
(Item of action)
Treasurer Rosenthal, supported by Trustee Leary, moved to approve the June 2015 disbursements.
AYES: Kaplan, Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
15-153 IX. COMMITTEE REPORTS
15-154 A. FACILITIES COMMITTEE
Chairperson Leary reported the committee met this afternoon and received updates on the progress of the front entrance and basement renovation projects. Both projects are on time for completion.
15-155 X. DIRECTOR’S REPORT
Director Parker reported the Summer Game is going great. The game is designed to take participants out into the Ann Arbor area; into parks, restaurants, non-profits, partner organizations, branches and to her office.
Deputy Director Eli Neiburger and Community Relations Manager Tim Grimes recently attended ALA. Eli was a keynote speaker and Tim is the Chair of the Program Committee.
Downtown Library construction on the front entrance is scheduled to be completed by the second week of August and the renovation of the lower level program room should be finished by the first week of August.
15-156 XI. MONTHLY STATISTICS
Deputy Director Neiburger reviewed Summer Game statistics to date. He reported that at halfway through the game, the online portion has seen a 20% growth over last year. All aspects of game participation have seen growth over the last two years.
15-157 XII. OLD BUSINESS
15-087 A. FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY SPACE USE AGREEMENT UPDATE
Director Parker reported that the Space Use Agreement approved by the Board at their June 10th meeting was forwarded to the Friends Board for their approval. A signed copy of the agreement has not been received back as of this date.
15-158 XIII. NEW BUSINESS
15-159 A. BOARD COMMITTEE APPOINTMENTS
(Item of action)
Trustee Leary, supported by Trustee Vander Broek, moved to approve the revised AADL Board Committee appointments as distributed.
AYES: Kaplan, Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
15-160 B. RESOLUTION TO AMEND THE 2014-2015 APPROVED BUDGET
(Item of action)
Treasurer Rosenthal, supported by Vice President Surovell, moved that the Board resolves as follows: to transfer $30,000 from Capital Outlays to Legal; to transfer $10,000 from Capital Outlays to Materials; to transfer $20,000 from Capital Outlays to Grants/Memorials; to transfer $55,000 from Capital Outlays to Supplies; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Treasurer Rosenthal inquired of the transfer to Grants and Memorials. Director Parker stated this reflected the fact that the anticipated donation from the Friends was not received within this fiscal year and funds had been allocated to cover costs of the Summer Game.
AYES: Kaplan, Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
15-161 C. VOTE FOR CLOSED SESSION AT THE AUGUST 17, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINON OF LEGAL COUNSEL
(Item of action)
Roll call vote
Trustee Leary, supported by Vice President Surovell, moved to hold a closed session at the August 17, 2015 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.
15-162 XIV. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
15-163 XV. ADJOURNMENT
President Barney Newman adjourned the meeting at 7:42 p.m.
May 18, 2015 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
MALLETTS CREEK BRANCH LIBRARY
3090 E. EISENHOWER PARKWAY, ANN ARBOR, MI
MINUTES OF THE PUBLIC FY2015-2016 BUDGET HEARING
AND REGULAR MEETING
MONDAY, MAY 18, 2015
15-092 I. CALL TO ORDER
President Barney Newman called the meeting to order at 6:04 p.m.
15-093 II. ATTENDANCE
Board Present: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
Absent: Head, Leary
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway P.C
15-094 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND DIRECTOR’S EVALUATION
15-095 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2015-2016 AT 7:00PM
President Barney Newman reconvened to the Public Hearing on the 2015-2016 Budget at 7:10 p.m.
15-096 V. CALL FOR PUBLIC COMMENT ON THE 2015-2016 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 2015-2016 Budget.
15-097 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2015-2016 BUDGET
President Barney Newman reconvened to the regular meeting at 7:12 p.m.
15-098 VII. APPROVAL OF AGENDA
(Item of action)
Trustee Rosenthal, supported by Secretary Kaplan, moved to approve the agenda.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-099 VIII. APPROVAL OF MINUTES OF APRIL 20, 2015
(Item of action)
Vice President Surovell supported by Trustee Leija, moved to approve the minutes of April 20, 2015.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-100 IX. CITIZENS’ COMMENTS
Lefiest Galimore
Good evening, my name is Lefiest Galimore and I regularly attend the library system here in Ann Arbor. About three weeks ago, you know, I usually take the bus back and forth and I stopped at Blake and I came into the library to check to see if I had any messages so I am here all the time. Anyway, about three weeks ago I went down to Kiwanis to pick up some gardening implements and the two items that I wanted they did not have. But while I was there I saw this axe. It had a good handle, good head on and everything. So I decided on the spur of the moment to get the axe. I came back to Ann Arbor, went into Blake and went into the library. Spent about fifteen minutes and left. The next day which was Sunday, I was coming from my church in Ypsilanti, and once again I stopped into the library to just check and see if I had any messages, or anything like that. As I was leaving two Police officers came to me and said are you Mr. Galimore and I said yes I am. I figured something was wrong with my family and they said can we speak with you outside. I said sure. And so one officer said did you come to the library yesterday and did you bring a weapon. And I said a weapon? What are you talking about? And they asked did you bring in an axe. I said yes I did. I told them about the Kiwanis sale, picked it up and so on my way home I boarded the bus and the bus driver didn’t say anything. As a matter of fact I had an arm full of garden plants and so we talked garden plants until I got off on campus. And so, when I was told this I was absolutely shocked. I really didn’t know how to respond. And so, I didn’t process this whole thing. I did call the, I guess the supervisor who was on duty at that time and said look, there was a big misunderstanding. They said, well did you bring the axe in and I said yes I did and I said I don’t see it as a weapon I see it as a garden tool that I use to work my gardens. So, I don’t see that as a weapon and I did not go the library with the intention of using that as a weapon on anybody. As a matter of fact I don’t own a gun, I don’t own a knife, I don’t own no kind of weapon that can harm an individual. Not on purpose anyway. But you know, the thing is, there were several comments that was made, I said well, I know the staff down there, I talk with them all the time. Why didn’t someone just come up and you know, say you can’t have that axe in here you have to leave. I would have left without any question, without any argument about anything. I would have left.Yeah. But no one came up to me and said anything on this particular Saturday. But I was told by whoever the supervisor was, that the person that reported it said that they were afraid to come up to me and say anything because he was afraid that I might turn the axe on him. And I just find that comment to be absolutely deplorable because there was an assumption made about me and rather than, you know like, trying to address me the correct way there seems like this whole thing was done negatively you know and so I was suspended from the library and I’ve not been in like in the past. And I support the system but that’s the caveat I don’t understand that I could use this as a weapon. I have never used a weapon in my life to hurt anybody and that is absolutely shocked to hear that information. And so I’m here to address the Board. I was told that in order to be reinstated I had to address the Board and I guess the Board will have to deal with that. But I want you to understand one thing I did not go into that library with that axe, I did not see that as a weapon, as I see it, I see it as a garden implement, with the intention of hurting anyone. I want you guys to understand that because that is not ending to well. Any questions? Thank you.
15-101 X. FINANCIAL REPORTS
CFO Hadler reported April showed an unrestricted cash balance just over $10.3 million. Tax receipts over $11.5 million, reflecting 98.6% of the budgeted amount, have been received through the end of April. Budget versus actual showed an operating surplus of $433,560. The fund balance stands just above $8.6 million. Five line items are over budget and should come back into line later in the year.
15-102 XI. APPROVAL OF DISBURSEMENTS
(Item of action)
Trustee Rosenthal, supported by Trustee Leija, moved to approve the April 2015 disbursements.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-103 XII. COMMITTEE REPORTS
15-104 A. BUDGET AND FINANCE COMMITTEE
Chairperson Surovell reported the committee consisting of himself and Trustee Leija met and discussed the proposed 2015-2016 budget after figures were received from the County. The previous millage proposal recommendation from the committee of 1.74 mills has been reduced to 1.65 mills based on an anticipated 3% increase in the tax base. It was noted that this millage increase is the first one since 2009 when the levy was lowered to 1.55 mills.
15-105 B. DIRECTOR’S EVALUATION COMMITTEE
Chairperson Rosenthal reported the committee consisting of herself and Trustees Kaplan and Surovell had met three times and compiled the Director’s evaluation document. The Board has met with Director Parker and has completed her evaluation. The topic will be discussed further in the agenda.
15-106 XIII. DIRECTOR’S REPORT
Director Parker reported that the Downtown Library front entrance construction project was on schedule. The Library will be closing on May 29th as planned. During this closure staff will be moving collections within the building. Maps will be provided once the Library reopens.
Today the Downtown Library was closed due to failure of two sewage ejector pumps. There are two sewage tanks/wells that serve the building. One serves the original building and the second one serves the 1970/1990 additions. Each well has two pumps which move sewage into the City’s system. Both ejector pumps failed on the newer well. These have been previously repaired and the failures were in new areas of the pumps. Of the four pumps only one has never failed. Replacement of the entire system would be costly as the wells are located underground below concrete. The failure was not due to lack of maintenance or neglect. We do anticipate being open tomorrow as parts have been located and cleanup of the area should be completed late this evening.
Director Parker noted that the Summer Game is fast approaching and the summer newsletter will highlight the Summer Game.
15-107 XIV. MONTHLY STATISTICS
Deputy Director Neiburger reported in lieu of monthly statistics, his report will focus on the Downtown Library collection.
Collections at the Downtown Library will be moved during the May 29th closure. Shelving will be increased for all collections except non-fiction which has lost titles to attrition and online databases. Items held in storage in the basement will be also returned to shelves. All adult fiction and non-fiction will be arranged on the second floor. New books will remain on the first floor along with the tools collection. The first floor space will be made more flexible for events by the use of rolling shelves.
Maps with the layout of the collection will be provided and the directional signage by the elevators will be updated.
Several Board members expressed the desire for more directional signage and the addition of a video tour of the Downtown Library to the website.
15-108 XV. NEW BUSINESS
Vice President Surovell noted that under policy Mr. Galimore is to receive a response within 10 days after his appeal to the Library Board regarding his trespass from AADL properties.
Trustee Rosenthal, supported by Secretary Kaplan, moved to add to New Business A. A response to the appeal by Lefiest Galimore regarding suspension of library access.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-109 A. RESOLUTION UPHOLDING TRESPASS ISSUED TO LEFIEST GALIMORE
(Item of action)
Trustee Rosenthal, supported by Vice President Surovell, moved that the Board resolves that the trespass citation issued to Mr. Lefiest Galimore by Ann Arbor Police Department Officers Gilbee and Boylan on April 26, 2015 regarding an incident which occurred on April 25, 2015 at the Downtown Library, 343 S. Fifth Avenue, be upheld; that Mr. Lefiest Galimore remains trespassed from all outlets of the Ann Arbor District Library through April 26, 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Board members expressed empathy for Mr. Galimore’s situation however consideration for patron and staff safety was deemed their priority.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-110 B. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2015-2016
(Item of action)
CFO Hadler stated he reviewed the narrative with the Board at the April meeting and there were no changes at this point. He did note that the proposed millage levy of 1.74 has been reduced to 1.65 mills.
Vice President Surovell, supported by Trustee Leija, 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 18, 2015, 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, 2016, as presented.
2.) 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.
15-111 C. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)
Trustee Leija, supported by Vice President Surovell, moved as read by Secretary Kaplan, 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 2015-2016 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 2015-2016 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 1.65 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, 2015, 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.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-112 D. RESOLUTION TO ADOPT THE 2015-2016 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)
Trustee Leija, supported by Trustee Rosenthal moved, that the Board resolves as follows: Resolution establishing policy for disbursements,
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 2015-16 the total amount of $13,594,000 for the expenditure categories set forth in the budget.
2.) Disbursements for Payroll and Related Payroll Taxes and Withholdings. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, the Director of the Library, the Chief Financial Officer of the Library or 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, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-113 E. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD
Trustee Rosenthal read the following letter:
Dear Josie,
You have led the Ann Arbor District Library to another Five Star award and another banner year of increased circulation and patron visits. On a foundation of strong community support, solid and reliable finances, and a stable and supportive board of trustees you and your staff have established Michigan's leading public library.
You have handled a year of change in staff very well. You made major changes in staffing at senior levels that changed the way Finance, HR and Facilities are overseen and these changes have made the library more efficient.
Putting the communications plan into action this year with the publication of three newsletters mailed to every address in our district, (over 70,000 addresses). In addition AADL has sent postcards announcing key events and this has garnered very positive feedback.
The library continues to operate with a balanced budget year after year while developing new services and increasing use of the library’s services.
You continue to serve on the Editorial Board of the Journal of Library Administration and write a bi-monthly column focused on public libraries. You are sought after as a speaker locally, statewide, nationally and internationally.
You continue to serve as a commissioner for the Bureau of Blind Persons appointed by Governor Snyder and to maintain communication with local and state officials.
Once again this year, relations with our Librarians’ Union and our Associates’ Union were excellent. There were no grievances.
You are always available to Board members for consultation, information and updates. You make certain that board members as a group and individually are aware of the current and future issues of importance.
In conclusion, as a key community provider to Ann Arbor and the neighboring townships, AADL will make every effort to increase its connection with all the area governmental units. As we continue to grow and rebuild where necessary, good cooperation with these units is very important. It is time for AADL to take a leadership role in our own and the city’s future. Josie is the perfect person to lead us with the full support of the board.
Director Parker thanked the Board and stated it was privilege to be the Director of the Ann Arbor District Library.
15-114 F. VOTE FOR CLOSED SESSION AT THE JUNE 15, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND LABOR NEGOTIATIONS
(Item of action)
Roll call vote
Secretary Kaplan, supported by Trustee Leija, moved to hold a closed session at the June 15, 2015 regular meeting for discussion of real estate and labor negotiations.
A roll call vote was taken.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-115 XVI. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-116 XVII. ADJOURNMENT
Trustee Rosenthal, supported by Trustee Leija, moved to adjourn the meeting.
President Barney Newman adjourned the meeting at 8:39 p.m.
April 20, 2015 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 20, 2015
15-069 I. CALL TO ORDER
President Barney Newman called the meeting to order at 5:31 p.m.
15-070 II. ATTENDANCE
Board Present: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Hadler, Neiburger, Parker, Tuthill, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway P.C.; James Greene, Dykema Gossett, PLLC
15-071 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
15-072 IV. RECONVENE REGULAR MEETING AT 7:00 PM
President Barney Newman reconvened the meeting at 7:00 p.m.
15-073 V. APPROVAL OF AGENDA
(Item of action)
Trustee Leary, supported by Treasurer Head, moved to approve the agenda.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-074 VI. APPROVAL OF MINUTES OF MARCH 16, 2015 AND MARCH 23, 2015
(Item of action)
Trustee Rosenthal supported by Secretary Kaplan, moved to approve the minutes of March 16, 2015 and March 23, 2015.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-075 VII. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-076 VIII. FINANCIAL REPORTS
CFO Hadler reported March showed an unrestricted cash balance just over $7.7 million. Tax receipts over $11.5 million, reflecting 98.6% of the budgeted amount, have been received through the end of March. Budget versus actual showed an operating surplus of $463,344. The fund balance stands just above $8.1 million. Five line items are over budget and should come back into line later in the year.
15-077 IX. APPROVAL OF DISBURSEMENTS
(Item of action)
Treasurer Head, supported by Trustee Leary, moved to approve the March 2015 disbursements.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-078 X. COMMITTEE REPORTS
15-079 A. BUDGET AND FINANCE COMMITTEE
Chairperson Surovell reported the committee consisting of himself and Trustees Head and Leija met and discussed the proposed 2015-2016 budget. The committee considered several operational and capital costs budget scenarios and is recommending a millage increase to 1.74 mills. Chairperson Surovell noted the maximum millage rate that could be levied is 1.92 mills.
15-080 B. DIRECTOR’S EVALUATION COMMITTEE
Chairperson Rosenthal reported the committee consisting of herself and Trustees Kaplan and Surovell had met twice and have created and distributed the evaluation document for the Director in closed session to the Board.
Director Parker noted that she requested her evaluation be done in closed session.
15-081 C. FACILITIES COMMITTEE
Chairperson Leary reported the committee consisting of herself and Trustees Rosenthal and Surovell met on April 8th and received an update on the Downtown Library front entrance project. The Downtown Library is tentatively scheduled to be closed May 29th through June 10th for this project. The former Friends basement space is also being renovated during the front entrance project.
The committee reviewed and is recommending the resolution later in the meeting to adjust the 2014-2015 budget.
The committee reviewed the Friends space use agreement per the Friends request to adjust audit compliance matters.
The committee discussed long range budget expenditures to maintain the systems physical facilities and the creation of a Facilities Manager for the system.
15-082 XI. DIRECTOR’S REPORT
Director Parker reported last week AADL celebrated National Library Week with a number of well attended programs. She also wished to acknowledge staff present tonight, those who work with the public and those who provide programming for the Library.
Director Parker reported that on April 12th University of Michigan President Mark Schlissel introduced Polio: An American Story author Dr. David Oshinsky here for a program on the 60th anniversary of the polio vaccine. The program drew 90 attendees and was co-sponsored by the UM Center for the History of Medicine.
Several events last week included a celebration of 85 years of the Ann Arbor Civic Theatre which launched their online digital library here, FestiFools programming and a gaming tourney.
On May 27th AADL will be hosting Dr. John Austin, President, Michigan State Board of Education, Dr. Jim Duderstadt, former President, University of Michigan, Director National Science Foundation and National Commission of the Future of Higher Education and David Schroeter, Gale/Cengage Learning for a panel discussion on the status of education in Michigan. The discussion will be moderated by Lou Glazer.
15-083 XII. MONTHLY STATISTICS
Deputy Director Neiburger relayed statistics regarding views of AADL event related videos. Since 2010, AADL programs have seen roughly 400,000 attendees while videos of those programs have generated over 546,707 views.
15-084 XIII. NEW BUSINESS
15-085 A. RESOLUTION AMENDING THE 2014-2015 BUDGET FOR DOWNTOWN LIBRARY MAINTENANCE AND FURNISHINGS
(Item of action)
Trustee Leary, supported by Treasurer Head, moved that the Board resolves to increase the FY2014-2015 Capital Outlays budget line by $125,000 to cover costs for Downtown Library maintenance and furnishings including carpeting and replacement furniture; that the $125,000 increase for Capital Outlays be transferred from the FY2014-2015 Employment budget line; that all resolutions and parts of resolutions that conflict with the provisions of this resolution be rescinded.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal,Surovell
NAYS: None
Motion passed 7-0.
15-086 B. DISCUSSION OF PROPOSED 2015-2016 BUDGET
CFO Hadler presented the narrative for the proposed 2015-2016 budget which reflects an anticipated 2% increase in the property tax base. He noted that this is subject to change once the 2015 Washtenaw County equalization report is received. An increase in the millage rate levied to 1.74 mils is being proposed.
He reviewed a number of expenditures and stated that a 3% merit increase for full-time employees was included this year. The materials budget was increased from $1.75 million to $1.78 million. Capital Outlays includes the renovation of both downtown elevators, a power generator at Malletts Creek and upgrade of surveillance camera 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 18th public hearing of the budget.
15-087 C. DISCUSSION OF FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY SPACE USE AGREEMENT
Director Parker briefed the Board on the status of the Space Use Agreement with the Friends of the Ann Arbor District Library. The Friends requested adjustment to the section regarding their auditing process. In lieu of annual audits they have proposed audit reviews for two consecutive years followed by a full audit. The Facilities Committee has reviewed this request and is proposing one additional year of a full audit, followed by two years of audit reviews, then a full audit.
The Board discussed concerns of full compliance on the behalf of the Friends regarding the Space Use Agreement.
Vice President Surovell, supported by Trustee Leary, moved to refer the Space Use Agreement issue back to the Facilities Committee for further review and discussion.
Director Parker informed the Board that FAADL Board members were out of the country currently and unable to address compliance issues regarding posting their financial documents at this time. She recommends that officers of both Boards meet to discuss the issue.
The Board continued discussion regarding the agreement and lack of open hours of the Book Shop.
The motion to refer the Space Use Agreement to the Facilities Committee was withdrawn by general consent.
It was the consensus of the Board that the President along with the Director continues discussion with the FAADL Board.
Treasurer Head left the meeting at 8:40 p.m.
15-088 D. RESOLUTION OF THANKS TO CARLEEN VANDERBOK UPON HER RETIREMENT
(Item of action)
Trustee Rosenthal, supported by Trustee Leary, moved that the Board resolves that it would like to officially thank Carleen VanderBok for her service as an employee from October 14, 1996 to April l, 2015 of the Ann Arbor District Library; 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
NAYS: None
Motion passed 6-0.
15-089 E. VOTE FOR CLOSED SESSION AT THE MAY 18, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote
Trustee Leary, supported by Secretary Kaplan, moved to hold a closed session at the May 18, 2015 regular meeting for discussion of real estate, opinion of legal counsel and director’s evaluation.
A roll call vote was taken.
AYES: Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
15-090 XIV. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-091 XV. ADJOURNMENT
Trustee Leary, supported by Secretary Kaplan, moved to adjourn the meeting.
President Barney Newman adjourned the meeting at 8:43 p.m.
March 23, 2015 Minutes of the Board Retreat
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE BOARD RETREAT
MONDAY, MARCH 23, 2015
15-061 I. CALL TO ORDER
President Barney Newman called the meeting to order at 6:00 p.m.
15-062 II. ATTENDANCE
Board Present: Rebecca Head, Nancy Kaplan, Margaret Leary, Jim Leija, Jan Barney Newman, Prue Rosenthal, Ed Surovell
Absent: None
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)
Others: Al McWillams, Quack!Media
15-063 III. APPROVAL OF AGENDA
(Item of action)
Trustee Kaplan, supported by Trustee Head, moved to approve the agenda.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-064 IV. WELCOME AND OVERVIEW
Director Parker introduced the following staff members present: Kelsey Cauley, Graham Lewis, Tim Grimes, Terry Soave, Sherlonya Turner, Steve Teeri and Anne Drozd.
Al McWillams, Quack!Media was introduced to the Board.
Trustee Head noted the Communications Committee has discussed the strategic plan that staff is working on. The focus of the Communications Committee has been to develop a communication process for the Board.
Director Parker stated that tonight’s meeting will focus on basic communication practices and to help the Board outline a communication strategy.
15-065 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-066 VI. BOARD COMMUNICATIONS WORKSHOP
Al McWilliams distributed to the Board a Communication Workshop Reference packet and reviewed the packet topics.
Basic public and internal communication practices were discussed including email and written correspondence, social media, public speaking, public relations and use of the Internet.
Mr. McWilliams discussed strategic communication concepts with the Board on what message is needed, who the audience is and how to communicate with them.
15-067 VII. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-068 VIII. ADJOURNMENT
Trustee Kaplan, supported by Trustee Head, moved to adjourn the meeting.
President Barney Newman adjourned the meeting at 8:38 p.m.
March 16, 2015 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 16, 2015
15-042 I. CALL TO ORDER
President Barney Newman called the meeting to order at 7:01 p.m.
15-043 II. ATTENDANCE
Board Present: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
Absent: Leija
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
15-044 III. APPROVAL OF AGENDA
(Item of action)
Trustee Rosenthal, supported by Trustee Leary, moved to approve the agenda.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
15-045 IV. APPROVAL OF MINUTES OF FEBRUARY 9, 2015
(Item of action)
Trustee Leary supported by Secretary Kaplan, moved to approve the minutes of February 9, 2015.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
15-046 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-047 VI. FINANCIAL REPORTS
CFO Hadler reported February showed an unrestricted cash balance just over $12.2 million. Tax receipts over $11.4 million, reflecting 98.3% of the budgeted amount, have been received through the end of February. Budget versus actual showed an operating surplus of $352,215. The fund balance stands just above $8.3 million. Four line items are over budget and should come back into line later in the year.
15-048 VII. APPROVAL OF DISBURSEMENTS
(Item of action)
Treasurer Head, supported by Trustee Leary, moved to approve the February 2015 disbursements.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal,
Surovell
NAYS: None
Motion passed 6-0.
15-049 VIII. COMMITTEE REPORTS
15-050 A. BUDGET AND FINANCE COMMITTEE
Chairperson Surovell reported the committee had met and discussed the budget process.
15-051 B. COMMUNICATION COMMITTEE
Chairperson Head reported the committee consisting of herself, Trustees Leary and Barney Newman met discussed the upcoming Board retreat. The committee also discussed the strategic plan process which is focusing on communication and services.
15-052 C. FACILITIES COMMITTEE
Chairperson Leary reported the committee consisting of herself and Trustees Rosenthal and Surovell met on March 4th and discussed the Downtown Library front entrance project and the remodel of the former FAADL space into a programming room.
The Friends have requested a modification to the Space Use Agreement. The request is being reviewed by our attorney before presentation to the full Board.
The Downtown Library will be closed for two weeks in May for the front entrance project. During this closure additional interior work including carpet replacement, painting projects and moving of collections will take place.
15-053 IX. DIRECTOR’S REPORT
Director Parker reported the Library continues as the agency for homeschoolers participating in the National Geographic Bee. AADL is again hosting the “It’s All Write Contest” which fourteen local schools have given as an assignment.
Beatrix Dergis provided a copy of her science fair robot report which won third place in its category. She used the Downtown Library for her experiment on human interaction with a faceless robot versus one with a face.
Tim Grimes was thanked for his effort on AADL’s application for the Shakespeare Folio project.
15-054 X. MONTHLY STATISTICS
Deputy Director Neiburger gave an overview of room usage for 2014. Statistics included programs, partnerships, rentals, aadlfreespace reservations, staff meetings and detailed which rooms were most utilized.
A variety of recent tweets and Facebook postings were presented.
Director Parker reported the building banners would be replaced soon and the van and delivery truck would be wrapped this month.
15-055 XI. NEW BUSINESS
15-056 A. RESOLUTION TO INCREASE CAPITAL OUTLAYS BUDGET FOR RENOVATION OF THE FORMER FAADL SPACE AT THE DOWNTOWN LIBRARY
(Item of action)
Trustee Leary, supported by Treasurer Head, moved that the Board resolves to increase the 2014-2015 budget line for Capital Outlays by $110,000.00 for the renovation of the former FAADL space at the Downtown Library; that the $110,000.00 increase for 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.
The Board discussed the process on this project.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
Trustee Rosenthal left the meeting at 7:50 p.m.
15-057 B. RESOLUTION OF THANKS TO DIANE DAHLEM UPON HER RETIREMENT
(Item of action)
Treasurer Head, supported by Trustee Leary, moved that the Board resolves that it would like to officially thank Diane Dahlem for her service as an employee from October 23, 2001 to March 31, 2015 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Head, Kaplan, Leary, Barney Newman, Surovell
NAYS: None
Motion passed 5-0.
15-058 C. VOTE FOR CLOSED SESSION AT THE APRIL 20, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
(roll call vote)
Trustee Leary, supported by Treasurer Head, moved to hold a closed session at the April 20, 2015 regular meeting for discussion of real estate, opinion of legal counsel and director’s evaluation.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Barney Newman, Surovell
NAYS: None
Motion passed 5-0.
15-059 XII. CITIZENS’ COMMENTS
Lynn Davidge
I’m Lynn Davidge a district library constituent from Scio Township and I want to thank you because I could hear better tonight than I’ve ever heard in one of these meetings. You must be using those mics really, really well. Thank you.
15-060 XIII. ADJOURNMENT
Trustee Leary, supported by Treasurer Head, moved to adjourn the meeting.
President Barney Newman adjourned the meeting at 7:54 p.m.
Feburary 9, 2015 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 9, 2015
15-023 I. CALL TO ORDER
President Barney Newman called the meeting to order at 6:01 p.m.
15-024 II ATTENDANCE
Board Present: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
Absent: Head, Leary
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway P.C.
15-025 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
15-026 IV. RECONVENE REGULAR MEETING AT 7:00 PM
President Barney Newman reconvened the meeting at 7:05 p.m.
15-027 V. APPROVAL OF AGENDA
(Item of action)
Secretary Kaplan, supported by Trustee Rosenthal, moved to approve the agenda.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-028 VI. APPROVAL OF MINUTES OF JANUARY 19, 2015
(Item of action)
Vice President Surovell, supported by Trustee Leija, moved to approve the minutes of January 19, 2015.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-029 VII. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-030 VIII. FINANCIAL REPORTS
CFO Hadler reported January showed an unrestricted cash balance just over $13 million. Tax receipts over $11.4 million, reflecting 98.1% of the budgeted amount, have been received through the end of January. Budget versus actual showed an operating surplus of $203,422. The fund balance stands just above $8.4 million. Five line items are over budget and should come back into line later in the year.
15-031 IX. APPROVAL OF DISBURSEMENTS
(Item of action)
Vice President Surovell, supported by Secretary Kaplan, moved to approve the January 2015 disbursements.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-032 X. DIRECTOR’S REPORT
Director Parker reported the 2013-2014 Annual Report is now posted on the website. It has been observed that the trend for commenting has migrated from postings on our website to social media locations such as Facebook, Twitter and Instagram.
This Wednesday evening is the Ann Arbor/Ypsilanti Reads author event at Rackham Auditorium. Author Ruth Ozeki will be speaking on her book A Tale for the Time Being. Several major speakers for Black History Month have also been scheduled.
Also scheduled this month are the Lurie Terrace 50th Anniversary Art exhibit and the American Institute of Architects Huron Valley Chapter 50th Anniversary exhibit.
15-033 XI. MONTHLY STATISTICS
Deputy Director Neiburger gave an overview of the state aid statistics reported to the Library of Michigan. The Library of Michigan reports those statistics to IMLS (Institute of Museum and Library Services), the federal reporting agency. Library Journal then gleans statistics from IMLS to create their annual star library listing.
15-034 XII. NEW BUSINESS
15-035 A. RESOLUTION ESTABLISHING A SPECIAL COMMUNICATIONS COMMITTEE
(Item of action)
Trustee Rosenthal, supported by Secretary Kaplan, moved 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 2015; 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.
15-036 B. RESOLUTION ESTABLISHING A SPECIAL FACILITIES COMMITTEE
(Item of action)
Trustee Leija, supported by Secretary Kaplan, moved 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 2015; 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.
15-037 C. APPROVAL OF BOARD COMMITTEE APPOINTMENTS AS PROPOSED BY AADL BOARD PRESIDENT
(Item of action)
Trustee Leija, supported by Vice President Surovell, moved to approve the Board Committee appointments as submitted by President Barney Newman.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-038 D. APPROVAL OF BOARD RETREAT DATE OF MARCH 23, 2015 AT 6:00 P.M.
(Item of action)
Secretary Kaplan, supported by Vice President Surovell, moved to approve the Board Retreat date of March 23, 2015.
AYES: Kaplan, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 5-0.
15-039 E. VOTE FOR CLOSED SESSION AT THE MARCH 16, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
(roll call vote)
Trustee Rosenthal, supported by Trustee Leija, moved to hold a closed session at the March 16, 2015 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
NAYS: None
Motion passed 5-0.
15-040 XIII. CITIZENS’ COMMENTS
There were no citizens’ comments.
15-041 XIV. ADJOURNMENT
President Barney Newman adjourned the meeting at 7:39 p.m.
January 19, 2015 Minutes of the Annual Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
MONDAY, JANUARY 19, 2015
15-001 I. CALL TO ORDER
President Rosenthal called the meeting to order at 6:00 p.m.
15-002 II. ATTENDANCE
Board Present: Head, Kaplan, Leary, Rosenthal
In-Coming Board Members: Leija, Barney Newman, Surovell
Absent: None
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway P.C.
15-003 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE
15-004 IV. RECONVENE ANNUAL MEETING AT 7:00 PM
President Rosenthal reconvened the meeting at 7:00 p.m.
15-005 V. ADMINISTRATION OF OATH OF MEMBERS
Judge Elizabeth Hines, Presiding
Judge Hines administered the oath of office to the following trustees: Jim Leija, Jan Barney Newman and Ed Surovell.
“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”
Director Parker thanked Judge Hines on behalf of the Board and staff for attending tonight’s meeting and administering of the oath of office to newly elected/re-elected board members.
15-006 VI. PRESIDENT’S REMARKS
President Rosenthal stated the following: “I have had two wonderful years as president of the Library Board. I have learned a great deal and I have gotten to know many very special people better than I had before. I never realized when I first ran for the office for being a member of the board that the Library was so important to the community. The Library is the heart of the city and I really never understood that clearly myself. We bring people to town, we educate people, we entertain people, we provide them the tools to live with and nurture themselves and their families and to enjoy the life that the city can offer them.
I would like to thank my fellow board members for their continued thoughtful, kind and understanding support. This is not a job that anybody does by themselves. And I really appreciate getting to know each of you better over the last two years.
I wanted to say, Rebecca you bring your extensive knowledge of how government/public entities work and what their idiosyncrasies are as well as their good points. You are thoughtful, generous and kind and you have a very gentle nature; Nancy you have been such an integral part of the political workings of the city, that you’ve helped me understand the ongoing persnicketness [sic] of the city; Margaret you bring your expertise from the UM Law Library and your time on the planning commission and your incredible ability to ferret out any piece of information that I want. It is the researcher in you and has been a huge asset; Barbara is not here, but Barbara was very helpful to me. She worked at UM for a long time in both policy and personnel and she brought that knowledge to the board. And I think she has lived in the city longer than any of us have. She has a wide circle of friends who she has talked to about the library and has brought that expertise to the board; Jan you have taught school, you’ve run businesses and a family – all of which has given you a lot of experience in finance, organization and teaching. You have generously passed all that along to me many late evenings and early morning conversations; Ed you have been on the board longer than anybody else and also you have been a member of the planning commission and also you’ve been a realtor in this city. I think you probably know this city better than the rest of us. You have generously given me some of that knowledge and shared some of your thoughts with me and I have enjoyed all our many lunches and phone conversations.
As for the staff, I’ve known Josie and Eli the best, but all of you have contributed to my knowledge of what a library means and I’m incredibly proud of the way that this Library functions and runs. And as much as I think the Board is extremely important, it’s the staff that makes it all work on a daily basis and I appreciate that tremendously. And Karen I want to say a special word to you, somehow or another, Karen seems to read my mind, know when I might forget something, and I appreciate that hugely. Thank you all so much. I look forward to the next phase in the life of the Ann Arbor District Library.”
15-007 VII. ELECT LIBRARY BOARD OFFICERS
1. PRESIDENT
(Item of action)
Roll call vote
Trustee Rosenthal, supported by Trustee Head, nominated Jan Barney Newman for Board President. No other nominations were made.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
2. VICE PRESIDENT
(Item of action)
Roll call vote
Trustee Leary, supported by Trustee Barney Newman, nominated Ed Surovell for Board Vice President. No other nominations were made.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
3. TREASURER
(Item of action)
Roll call vote
Trustee Surovell, supported by Trustee Leary, nominated Rebecca Head for Board Treasurer. No other nominations were made.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
4. SECRETARY
(Item of action)
Roll call vote
Trustee Head, supported by Trustee Barney Newman, nominated Nancy Kaplan for Board Secretary. No other nominations were made.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-008 VIII. INSTALLATION OF OFFICERS
Trustee Rosenthal administered the oath installing Board officers for 2015: Trustee Barney Newman as President, Trustee Surovell as Vice President, Trustee Head as Treasurer, and Trustee Kaplan 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.”
15-009 X. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS
President Rosenthal relinquished control to the new officers. President Barney Newman presided over the remainder of the meeting.
15-010 IX. PRESIDENT’S REMARKS
President Barney Newman remarked “That this is the beginning of my third term on this board. I would like to say that serving with Rebecca as president one term, Margaret as president two terms, Prue as president this past term, I’m following some very good leaders. I’ve also served not only with present company, Nancy has joined us and earlier with Connie Greene, David Cahill, Carola Stearns and Barbara Murphy. I must say being on a board with the quality of this institution is something to be envied by anyone who has been on a struggling board or a struggling organization. We have not only an incredibly wonderful administration, but a leader who has made this library a trend setter, not only in Michigan, but the nation, and some ways internationally because she has been invited to speak several times outside our nation. She has brought praise upon the Library and recognition. So it makes it an easy job to be in this position. However, I want to also say that Josie recently spoke at Rotary and she talked about the fact that many of her staff are under fifty and we now have a younger board because of Jim. When Josie spoke she talked about her staff using a different vocabulary and I wonder if the colloquial trend that some of the entities in town have evidenced in that their acronyms have become words so that University of Michigan Museum of Art becomes UMMA and University Musical Society becomes UMS and I’m wondering if AADL will become “addle” and the renewed presence of the Friends will make them FAADL. So we don’t know the future of the Library and we don’t know the future of those terms, but we’ll just have to wait and see. That’s the end of my remarks.”
15-011 XI. APPROVAL OF AGENDA
(Item of action)
Trustee Leary, supported by Treasurer Head, moved to approve the agenda with the exception of adding under New Business a vote for a closed session at the February Board meeting for discussion of real estate and opinion of legal counsel.
Trustee Leary noted a point of order that discussion be allowed before a vote on the motion is taken. President Barney Newman called for discussion on the motion. There was none.
The amended agenda was voted on as follows:
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-012 XII. APPROVAL OF MINUTES OF DECEMBER 15, 2014
(Item of action)
Trustee Leary, supported by Vice President Surovell, moved to approve the minutes of December 15, 2014.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-013 XIII. CITIZENS’ COMMENTS
Kathy Griswold
Good evening, I have just a few minor issues and the first thing is that I’m a frequent (microphone issue), I have a positive thing to say so I want to make sure that it is heard. I am a frequent user of the Ann Arbor District Library and I’m in all of the different buildings a couple times a year at least if not more. I just want to say every experience that I have ever had with staff has been excellent. They always exceed expectations, they’re friendly, and they’re helpful. So I just want to again thank the staff because sometimes I have negative comments and they are in no way directed towards the staff. One suggestion that I have is that you explore a greater collaboration with the Michigan Theater. They are a real gem in our community and anyway we can provide more financial support to the Michigan Theater will, I think, make our community stronger. The sidewalk in front of the Traverwood Library has not been repaired and I took a picture of it today and opened up another ticket. For some reason the City closed the last ticket that was in the system. I would encourage you to again explore CTN. I agree that the Library is the heart of this community. There are trends towards greater use of technology and I think that having the meetings available on CTN would encourage more engagement with the community. The last thing is as a Kiwanian, we had many grants this year, over a dozen from non-profit agencies asking for funding for books, bookmobile and outreach to low income communities and so anything that the Library can do to address those needs, I think again would make our community stronger. Thank you.
15-014 XIV. FINANCIAL REPORTS
CFO Hadler reported the December report showed an unrestricted cash balance just over $14.3 million. Tax receipts over $11.3 million, reflecting 97.5% of the budgeted amount, have been received through the end of December. Budget versus actual showed an operating surplus of $105,415. The fund balance stands just above $8.3 million. Five line items are over budget and should come back into line later in the year.
Vice President Surovell, supported by Trustee Leary, moved to accept the financial reports as presented.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-015 XV. APPROVAL OF DISBURSEMENTS
(Item of action)
Treasurer Head, supported by Trustee Leary, moved to approve the December 2014 disbursements.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-016 XVI. DIRECTOR’S REPORT
Director Parker reported that 282 adults and children attended the MLK concert by Biakuye this afternoon at the Downtown Library Multipurpose Room with overflow in the 4th floor meeting room. Currently the Multipurpose Room is hosting over 100 adults for another MLK program this evening.
AADL staff was invited to a Google staff meeting to present our Tools Collection.
Upcoming programs include Ann Arbor/Ypsilanti Reads events and two author events for Black History Month. The Library held a high school expo in the Multipurpose Room that had attendance of over 100. Thirteen different schools participated from public, charter and private.
Director Parker noted that feedback from her talk at Rotary has been very positive and constructive. It was noted that circulation use of the library has seen a 450% increase over the past fourteen years. AADL is well used by its patrons.
15-017 XVII. MONTHLY STATISTICS
Deputy Director Neiburger gave an overview of statistics that reflect community engagement. AADL has received over 80,000 comments since 2003 either via comment cards or the Contact Us webpage. Phone usage shows incoming calls are 3 to 1 to outgoing calls. Blog comments generally spike during the summer game. AADL has 7,000 Twitter followers.
He then presented the online 2013-2014 Annual Report video produced by Community Relations and Marketing staff.
15-018 XVIII. NEW BUSINESS
15-019 A. APPROVAL OF BOARD MEETING DATES FOR 2015
(Item of action)
Trustee Leary, supported by Treasurer Head, moved to approve the proposed 2015 Board Meeting Schedule as presented.
The Board discussed the February meeting date and determined that a quorum would be present.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0
15-020 B. VOTE FOR CLOSED SESSION AT THE FEBRUARY 9, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
(roll call vote)
Trustee Leary, supported by Treasurer Head, moved to hold a closed session at the February 9, 2015 regular meeting for discussion of real estate and opinion of legal counsel.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
15-021 XIX. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
15-022 XX. ADJOURNMENT
President Barney Newman adjourned the meeting at 8:13 p.m.
December 15, 2014 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 15, 2014
14-350 I. CALL TO ORDER
President Rosenthal called the meeting to order at 5:33 p.m.
14-351 II. ATTENDANCE
Present: Head, Kaplan, Leary (arr. 5:54 p.m.), Barney Newman, Rosenthal, Surovell
Absent: Murphy
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: Jim Leija; William Stapleton, Hooper Hathaway P.C.; Daniel Schairbaum, Dykema (arr. 6:13 p.m.)
14-352 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
14-353 IV. RECONVENE REGULAR MEETING AT 7:00 PM
President Rosenthal reconvened the meeting at 7:01 p.m.
14-354 V. APPROVAL OF AGENDA
(Item of action)
Trustee Kaplan, supported by Secretary Head, moved to approve the agenda.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
14-355 VI. APPROVAL OF MINUTES OF NOVEMBER 17, 2014
(Item of action)
Trustee Surovell, supported by Trustee Leary, moved to approve the minutes of November 17, 2014.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
14-356 VII. CITIZENS’ COMMENTS
There were no citizens’ comments.
14-357 VIII. FINANCIAL REPORTS
CFO Hadler reported the November report showed an unrestricted cash balance just under $15 million. Tax receipts over $11.3 million, reflecting 97.4% of the budgeted amount, have been received through the end of November. Budget versus actual showed an operating surplus of just over $5,600. The fund balance stands just above $8.3 million. Six line items are over budget and should come back into line later in the year.
14-358 IX. APPROVAL OF DISBURSEMENTS
(Item of action)
Secretary Head, supported by Trustee Kaplan, moved to approve the November 2014 disbursements.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
14-359 X. COMMITTEE REPORTS
14-360 A. BUDGET & FINANCE COMMITTEE
Chairperson Barney Newman reported the committee consisting of herself and Trustees Kaplan and Murphy met on December 3rd. Nate Baldermann from Rehmann presented the draft 2013-2014 audit. Karin Tuthill presented the Section 125 Plan. Resolutions recommending adoption of both items are being presented under New Business.
14-361 XI. DIRECTOR’S REPORT
Director Parker reported a recent article in the Michigan Daily outlined steps being taken at AADL to address issues of homeless patrons with the help of CSTS staff and the AAPD Community Engagement task force.
This past Saturday the Downtown Library saw a door count of over 3,000 due to The Tiny Expo, Classical Bells program, and the Friends book sale.
AADL was visited by JP Porcaro who is running for President of the American Library Association.
The Friends Book Shop is doing a brisk business. Their year-end sale was very successful and netted $11,000. They plan to be out of the old bookshop by the end of the year.
For the Washtenaw County Photo ID program, AADL was consulted on what the requirements are for obtaining a library card. The ID cards will be accepted at AADL.
AADL staff adopts a family every year at Christmas and collected well over $500 this year for them.
14-362 XII. MONTHLY STATISTICS
Deputy Director Neiburger gave an overview of Minecraft, AADL’s Minecraft server, and the ALA sponsored Minecraft Hunger Games event.
14-363 XIII. NEW BUSINESS
14-364 A. AUDITOR’S REPORT
Nate Baldermann, Rehmann
CFO Hadler introduced Nate Baldermann of Rehmann to the Board.
Mr. Baldermann presented the Ann Arbor District Library 2013-2014 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/14. No material audit adjustments were needed. No material weaknesses were found and an unmodified opinion of the financial statements was given.
14-365 B. RESOLUTION TO ACCEPT THE 2013-2014 FINANCIAL AUDIT
(Item of action)
Trustee Kaplan, supported by Secretary Head, moved that the Board resolves to accept the 2013-2014 financial audit prepared by Rehmann; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
14-366 C. RESOLUTION TO AMEND AND RESTATE ANN ARBOR DISTRICT LIBRARY SECTION 125 CAFETERIA PLAN
(Item of action)
Trustee Kaplan, supported by Secretary Head, moved that the Board resolves that the Ann Arbor District Library Section 125 Cafeteria Plan be amended and restated in the form attached hereto, which Plan is hereby adopted and approved; that the appropriate officers of the Ann Arbor District Library be, and they hereby are, authorized and directed to execute the Plan on behalf of the Ann Arbor District Library; that the officers of the Ann Arbor District Library be, and they hereby are, authorized and directed to take any and all actions and execute and deliver such documents as they may deem necessary, appropriate or convenient to effect the foregoing resolutions including, without limitation, causing to be prepared and filed such reports, documents or other information as may be required under applicable law; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
14-367 D. VOTE FOR CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL AT THE JANUARY 19, 2015 ANNUAL BOARD MEETING
(Item of action)
(roll call vote)
Trustee Leary, supported by Secretary Head, moved to hold a closed session at the January 19, 2015 annual meeting for discussion of real estate and opinion of legal counsel.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 6-0.
14-368 XIV. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
14-369 XV. ADJOURNMENT
President Rosenthal adjourned the meeting at 8:16 p.m.
November 17, 2014 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 17, 2014
14-331 I. CALL TO ORDER
President Rosenthal called the meeting to order at 6:00 p.m.
14-332 II. ATTENDANCE
Present: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Hadler, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway, P.C.
14-333 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
14-334 IV. RECONVENE REGULAR MEETING AT 7:00 PM
President Rosenthal reconvened the meeting at 7:02 p.m.
14-335 V. APPROVAL OF AGENDA
(Item of action)
Trustee Kaplan, supported by Trustee Leary, moved to approve the agenda.
AYES: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
14-336 VI. APPROVAL OF MINUTES OF OCTOBER 20, 2014
(Item of action)
Trustee Leary, supported by Secretary Head, moved to approve the minutes of October 20, 2014.
AYES: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
14-337 VII. CITIZENS’ COMMENTS
Kathy Griswold
Good evening. First I want to say that I am really thankful for everything that the library does. And I recently read that there’s going to be more outreach services for some of the homeless that are in the library and appreciate everything that’s done in terms of letting people spend time in the library especially when it’s really cold. I’m aware of many of the programs that are coordinated with the Ann Arbor Public Schools, however, given the capacity of this library and this community I think that there is always room for more and I’m really concerned about the school to prison pipeline for students that aren’t reading at grade level, the third grade, which I am sure all of you are familiar with. And today when I was looking at the Ann Arbor Public School Foundation grant recipient, two of the schools received funding for books. They mentioned how important it was to get books in these low income neighborhoods. Also when I looked at the finalist for the Knight Foundation Grant, one of the themes that I saw was reaching out to under-served populations. One of the finalists had a techno bus and they said they were going to use it to address the digital divide and take computers and tablets into neighborhoods where the students didn’t have access. I just hope that we’re able to reach out more, because I know many people, especially single mothers who in this community and they just, a lot of times they don’t have time. They have good intentions, but they just don’t have the time to get their kids down here or to one of the branch libraries. So I don’t know how we can reach out. I also received an email from someone who said my middle school son has a friend whose library card was taken away because he had overdue fines, is there anything that we can do? One of the other Knight Foundation finalists they were, had an outreach program where they specifically identify people who used to have a library card that didn’t anymore, assuming that those were people who probably needed it the most and they were going to use their grant funding to reach out to these people and probably to pay off their fines. And in the case of this middle schooler, his fines were from when he was in elementary school, and there is no way, I mean even a fifth grader can be responsible for driving down to the library and returning a book. So again, I hope we see what we can do for some of our underserved population. And the last thing is, I just have a picture of the step over at Traverwood Library. It’s still there, it’s full of water and slippery leaves. I put it into the A2 fix-it system and you can get more information there. Thank you.
Director Parker asked for Board permission to respond to the Ms. Griswold’s comment regarding the step at Traverwood. Permission was granted by President Rosenthal. Director Parker stated she has talked with the City regarding the repair of the step at Traverwood and it is in their system and will be repaired on their time frame.
14-338 VIII. FINANCIAL REPORTS
CFO Hadler reported the October report showed an unrestricted cash balance over $15.6 million. Tax receipts over $11.1 million, reflecting 96.1% of the budgeted amount, have been received through the end of October. Budget versus actual showed an operating surplus of just over $90,000. The fund balance stands just above $8.3 million. Seven line items are over budget and should come back into line later in the year.
14-339 IX. APPROVAL OF DISBURSEMENTS
(Item of action)
Trustee Leary, supported by Secretary Head, moved to approve the October 2014 disbursements.
AYES: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
14-340 X. COMMITTEE REPORTS
14-341 A. COMMUNICATIONS COMMITTEE
Chairperson Head reported the committee consisting of herself and Trustees Leary and Rosenthal met on November 12th. The committee reviewed communication and outreach activities, discussed possible talking points for board members and briefly reviewed the communication section of the strategic plan. AADL is once again a 5 star library. The success of the AADL newsletter was also discussed.
14-342 B. FACILITIES COMMITTEE
Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met on November 10th. The committee discussed the move of the Friends bookshop to the first floor, that concrete bids have been requested for the front porch project, reviewed the Green Road lease being proposed under New Business and commented on the ongoing facility improvements to the downtown and branch libraries.
14-343 XI. DIRECTOR’S REPORT
Director Parker reported that AADL participated in the American Library Association International Games Day on Saturday, November 15th. Minecraft Hunger Games was run on our Minecraft server with 50 participants here and over 94 participating libraries worldwide. The final victor was a young girl from Providence, Rhode Island.
AADL partnered with the Jewish Community Center for two special author events in November as part of the 2014 Jewish Book Festival.
A Tale For the Time Being by Ruth Ozeki has been selected for the Ann Arbor / Ypsilanti Reads 2015. The author is scheduled to appear at the Ann Arbor/Ypsilanti Reads event on Wednesday, February 11, 2015 at Rackham Auditorium.
AADL has been recognized again as a 5 Star Library by Library Journal. This annual ranking is done within budget categories and reflects the usage of libraries by their public. Congratulations were sent to the West Bloomfield Public Library on its 4 Star achievement this year.
14-344 XII. NEW BUSINESS
14-345 A. RESOLUTION TO EXTEND THE TERM OF LEASE FOR THE SPACE THAT HOUSES THE ANN ARBOR NEWS ARCHIVE
(Item of action)
Vice President Murphy, supported by Trustee Leary, moved that the Board resolves to extend the lease with Green Road Associates LLC for one year commencing January 1, 2015; the annual rate will be $42,000/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.
14-346 B. RESOLUTION OF APPRECIATION TO BARBARA MURPHY
(Item of action)
Trustee Surovell, supported by Trustee Leary, moved that the Ann Arbor District Library Board would like to officially thank Barbara Murphy for her thirteen years of outstanding service as an Ann Arbor District Library Board Trustee; that the Ann Arbor District Library Board would like to recognize Barbara Murphy for her dedication, leadership, and commitment to the Library, community and staff; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Board members expressed their appreciation of Trustee Murphy.
AYES: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None
ABSTAIN: Murphy
Motion passed 7-0.
On behalf of Administration and Staff, flowers were presented to Trustee Murphy.
Trustee Murphy expressed her appreciation and thanks to all.
President Rosenthal presented Trustee Murphy with a plaque in her honor which will be placed on one of the interior trees at Traverwood acknowledging her service.
14-347 C. VOTE FOR CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL AT THE DECEMBER 15, 2014 REGULAR BOARD MEETING
(Item of action)
(roll call vote)
Trustee Leary, supported by Secretary Head, moved to hold a closed session at the December 15, 2014 regular meeting for discussion of real estate and opinion of legal counsel.
A roll call vote was taken.
AYES: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None
Motion passed 7-0.
14-348 XIII. CITIZENS’ COMMENTS
There were no additional Citizens’ Comments.
14-349 XIV. ADJOURNMENT
Vice President Murphy, supported by Treasurer Barney Newman, moved to adjourn the meeting.
President Rosenthal adjourned the meeting at 7:55 p.m.