October 20, 2014 Minutes of the Regular Meeting

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

14-212 I. CALL TO ORDER

President Rosenthal called the meeting to order at 6:59 p.m.

14-213 II. ATTENDANCE

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

14-214 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

14-215 IV. APPROVAL OF MINUTES OF SEPTEMBER 15, 2014
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the minutes of September 15, 2014.

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

Motion passed 7-0.

14-216 V. CITIZENS’ COMMENTS

David Chernin

My name is David Chernin, I’ve lived in Ann Arbor since 1971 and I’m a retired internist from St. Joes. I want to read to you three numbers. First seven hundred and seventy-one. This is the number of volumes of novels that the main branch owns of books by Nora Roberts and James Patterson. Literature of the type once described by Truman Capote as quote “not writing just typing” unquote. And never reviewed in any literary journal of note. So seven seventy one. A second number seventy-four. The volumes at this library by Saul Bellow and Toni Morrison, the last two American Nobel Prize winners in literature. And a third number thirty-nine. The number of copies here of DVDs The Hangover, parts one, two and three. This is shameful. This library has clearly abandoned the idea of a library as a quote “center for knowledge and enlightenment“ unquote as recently voiced by the head of the New York City Library system. Replacing it with the concept of a place for public entertainment at its lowest level. Twenty years ago this library had a collection of books the community could be proud of. Now with shelves filled with what can only be called trash. Books that create a false picture of our world as dominated by money, sex and violence. The library is contributing its part to a further coarsening in the level of civil discourse. Thank you.

14-217 VI. FINANCIAL REPORTS

CFO Hadler reported the September report showed an unrestricted cash balance over $16.4 million. Tax receipts over $10.9 million, reflecting 94% of the budgeted amount, have been received through the end of September. Budget versus actual showed an operating surplus of just over $95,000. The fund balance stands just above $8.3 million. Eight line items are over budget and should come back into line later in the year.

14-218 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the September 2014 disbursements.

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

Motion passed 7-0.

14-219 VIII. COMMITTEE REPORTS

14-220 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Neman reported the committee consisting of herself and Trustee Kaplan met on October 10th and discussed the restatement of the AADL 403(b) plan. Trustee Murphy was ill and unable to attend but provided the committee with a number of questions which were answered.

14-221 B. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met today. The committee reviewed changes at the Downtown Library. The Friends Book Shop is moving from the basement to the first floor Teen Room. Open hours for the Book Shop will increase and the Friends will still have storage space in the basement area. The Teen area has been relocated to the third floor. The Outreach and Neighborhood Services Department has been relocated to the fourth floor. The former third floor Outreach space is being readied for recent staff hires. The front porch project has been delayed until spring. The bike exchange program has been installed and is operating. The lease with First Martin for the space housing the archives is expiring and will come back to the Board in November.

14-222 IX. DIRECTOR’S REPORT

Director Parker reported she recently attended the Building Chicago Conference and appeared on a panel with Cory Lavigne and John Yarema about the use of emerald ash borer damaged trees in the construction of Traverwood.

The Friends will be vacating the lower level Book Shop for the first floor space by the end of the year. Plans are to remodel the vacated space for youth and teen programming.

The WLBPD newsletter will be in the mail shortly to registered WLBPD patrons.

AADL is hosting two major authors this month. Dr. Kathy Reichs was here yesterday and on Tuesday the library welcomes Gary Shteyngart.

Staff day was well attended this month and the various presenters ranging from Washtenaw County Community Support and Treatment Services staff, AAPD Community Engagement Officers to Omari Rush who talked about Popping UP Art in Ann Arbor were all well received.

Director Parker reported that the elevator passed state inspection and is open to the public.

X. MONTHLY STATISTICS

Deputy Director Neiburger presented the software developed by IT staff that is used to support the collection development process.

14-224 XI. OLD BUSINESS

14-177 A. DOWNTOWN LIBRARY ELEVATOR REPAIR UPDATE

Director Parker reported the elevator was running smoothly. Staff served popcorn on “opening day” when the elevator was opened for public use and offered “free” elevator rides.

14-225 XII. NEW BUSINESS

14-226 A. RESOLUTION TO AMEND AND RESTATE THE ANN ARBOR DISTRICT LIBRARY 403(b) TAX SHELTERED ANNUITY PLAN
(Item of action)

Trustee Kaplan, supported by Secretary Head, moved and read: Whereas, the Employer sponsors and maintains the Ann Arbor District Library 403(b) Tax Sheltered Annuity Plan (the “Plan”) for the benefit of eligible employees; Whereas, the Employer desires to amend and restate the Plan to comply with applicable laws, including qualification requirements under the Internal Revenue Code; Whereas, under the terms of the Plan, the Employer, through its Board of Trustees, may appoint and remove plan representatives, amend and restate the Plan, and delegate and transfer to third parties the authority and power to administer, amend and terminate the Plan; Now therefore, be it resolved, that the Plan, in the form presented to the Trustees, is approved and adopted generally effective as of January 1, 2009, except as otherwise provided therein; Further resolved, the undersigned hereby delegates to the Executive Director or the Chief Financial Officer the full and discretionary authority, power and duty to: Act as the Plan Administrator and Named Fiduciary of the Plan with the full and discretionary power to administer the Plan; Amend, modify, restate or otherwise alter the terms of the Plan as required to comply with law, collective bargaining agreements or otherwise reflect plan design changes; Appoint and remove trustees, custodians, payroll slot vendors and other third party administrators for the Plan; Manage and invest the assets of the Plan, including the power to: Adopt and maintain an Investment Policy for the investment of Plan assets; Select and monitor the investment choices, including those that are available for Participant-directed investments under the Plan; And appoint one or more investment advisors to assist in evaluating the investment performance of Plan assets or educating and advising plan participants regarding their self-directed investment choices under the Plan; (Vice President Murphy continued reading the resolution) Resolved further, notwithstanding the Executive Director’s or Chief Financial Officer’s amendment authority granted hereunder, the Employer, through the Board of Trustees, reserves and retains the right, at any time, to amend, modify or otherwise alter this delegation of authority and/or the Plan, as well as the exclusive power to terminate the Plan; Resolved further, the Executive Director and Chief Financial Officer shall be indemnified by the Employer, to the extent permitted by state law, against any and all liabilities arising by reason of any act or failure to act made in good faith pursuant to the provisions of the Plan, including expenses reasonably incurred in the defense of any claim relating thereto; Resolved further, that any actions taken previously by the Executive Director, Employer’s Human Resources Department in implementing the benefit design, administrative or other changes necessary to comply with recent law changes for the Plan are hereby ratified, confirmed, and approved; (Treasurer Barney Newman continued reading the resolution) Resolved further, that the Executive Director or the Chief Financial Officer is authorized and directed to execute the Plan, and take such other action as may be necessary or appropriate to implement the Plan or these resolutions; Resolved further, that Rebecca Head, Ann Arbor District Library Board Secretary, has the authority to certify this resolution; Resolved further, 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.

14-227 B. RESOLUTION RECOGNIZING OCTOBER 19-25, 2014 AS NATIONAL FRIENDS OF THE LIBRARY WEEK
(Item of action)

President Rosenthal, supported by Treasurer Barney Newman, moved 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 obtained 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 19-25, 2014 as Friends of the Library week in Ann Arbor, County of Washtenaw, Michigan and urges everyone to join the Friends of the 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: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 7-0.

14-228 C. VOTE FOR CLOSED SESSION AT THE NOVEMBER 17, 2014 REGULAR MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Vice President Murphy, moved to hold a closed session at the November 17, 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.

14-229 XIII. CITIZENS’ COMMENTS

David Chernin

This meeting though just typified what the point I was trying to make. If someone listened to this meeting they wouldn’t know whether they were listening to a group discussing a bread factory or a place where people come for books. The data that was put up there, I think everybody recognizes these days that science is king. All other fields try to model themselves after science because has achieved things that people think are quite incredible, beneficial. But a library is not a chemistry lab. So to come to a meeting like this and hear virtually no discussion of books is just, I find incredible. I know the one book was discussed, The Goldfinch, it won the Pulitzer Prize. I think if you go and read the reviews of it by say, one review books, Times Literary Supplement, New York Times, they all thought it was a really mediocre book. And I don’t think any people who are serious about books look upon the Pulitzer Prize in Fiction as any sort of real guide to quality literature. All you have to do is go down the list of the books that have won the prize of the past twenty years to see that. So, recently I’ve been reading probably one of the best philosophers around these days Roger Scruton, he’s a British philosopher. And he has been writing about this confusion between science and areas of life that are not covered by science. So I just want to read you a couple sentences. First this where he writes the meaning experience plays no part in scientific description since science has or at any rate assumed absolute sovereignty over what is true, the meaning comes to be viewed as a fiction. So, I read that just in relationship to the various charts that were thrown up on that screen. The second thing is this, the Czech philosopher T.G. Masaryk, who died in 1937, described many the ills of the modern world to quote “half education” unquote there was the prominence in public life of the semi-educated he suggested that stirred up the hopes and destroyed the certainties of mankind, all faith was cast in doubt, all morality relativized, and all simple contentment destroyed. And that’s what I think is happening here. That an institution that used to be some place where people could actually find inspiration or hope or at least a different view of life is now simply trying to run itself as if it were a corporation churning out anything, candy bars, loaves of bread, whatever. And it disgusts me and really I think, I know there were a lot of comments on that bond issue lost, I think the biggest reason was not because some secret group sat, (speaker was notified his time was up, but continued) I’d like to make one sentence please. The people who love books voted against you. And that is going to continue to be true.

14-330 XIV. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:18 p.m.

September 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, SEPTEMBER 15, 2014

14-190 I. CALL TO ORDER

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

14-191 II. ATTENDANCE

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

14-192 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 5-0.

14-193 IV. APPROVAL OF MINUTES OF JULY 21, 2014 AND JULY 29, 2014
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the minutes of July 21, 2014.

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

Motion passed 5-0.

Treasurer Barney Newman, supported by Secretary Head, moved to approve the minutes of July 29, 2014.

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

Motion passed 5-0.

14-194 V. CITIZENS’ COMMENTS

There were no Citizens’ Comments.

14-195 VI. FINANCIAL REPORTS

Director Parker introduced Bruce Hadler, Chief Financial Officer.

Mr. Hadler reported July showed an unrestricted cash balance just over $8.8 million. Tax receipts just over $1.3 million, reflecting 11.2% of the budgeted amount, have been received through the end of July. Budget versus actual showed an operating surplus of just over $89,000. The fund balance stands just above $8.3 million. Eight line items are over budget and should come back into line later in the year.

The August report showed an unrestricted cash balance just over $7.8 million. Tax receipts just over $7.5 million, reflecting 65.2% of the budgeted amount, have been received through the end of August. Budget versus actual showed an operating surplus of just over $14,000. The fund balance stands just above $8.2 million. Eight line items are over budget and should come back into line later in the year.

14-196 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the July 2014 disbursements.

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

Motion passed 5-0.

Treasurer Barney Newman, supported by Secretary Head, moved to approve the August 2014 disbursements.

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

Motion passed 5-0.

14-197 VIII. COMMITTEE REPORTS

14-198 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Neman reported the committee consisting of herself and Trustees Kaplan and Murphy met and were introduced to Bruce Hadler, CFO. The committee also reviewed and is recommending the resolution for a budget increase in library programming under New Business on the agenda.

14-199 B. COMMUNICATIONS COMMITTEE

Chairperson Head reported the committee consisting of herself and Trustees Leary and Rosenthal met on September 10, 2014. The committee discussed communications and community outreach including the WLBPD. A resolution is being recommended under New Business regarding the WLBPD and the State of Michigan. The Director has engaged a local media company to develop banners, vehicle wraps and a logo for publishing content. The committee received updates on the upcoming Tubingen 50 years celebration and the AADL fall newsletter.

14-200 C. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met on September 3, 2014. Committee members were introduced to Bruce Hadler, CFO. The committee received updates on the front entrance project and the elevator project.

14-201 IX. DIRECTOR’S REPORT

Director Parker reported she was extremely pleased with the hire of Bruce Hadler as CFO.

Another delay in repair of the Downtown Library elevator has occurred. The PVC pipe that encases the hydraulic jack developed a crack and water leakage. Locating the leak and replacement of the damaged section is in process.
Board members were encouraged to view the August AADL LEGO Contest and Awards video of an event held at Kensington Court. The video is available AADL website at aadl.org/videos.

The Ann Arbor Chronicle archives will be held by AADL. Dave Askins and Mary Morgan approached AADL in 2010 as part of their planning process in the event The Ann Arbor Chronicle was to cease publication.
2015 celebrates the 50th anniversary of the Tubingen–Ann Arbor Sister City partnership. AADL will be participating with locally related events from May 28-June 5, 2015.

The fall AADL newsletter has been published and is being mailed to library district residents. The newsletter focused on funding. Recent surveys indicated as many as 70% of district residents were unaware of how AADL is funded.

Director Parker informed the Board she is participating on a county task force assessing locations to act as warming centers on extremely cold winter days. Washtenaw County Community Support and Treatment Services staff will be in the Downtown Library on days their office has been closed due to cold weather.

14-202 X. MONTHLY STATISTICS

Associate Director Neiburger reviewed 2014 Summer Game statistics. Highlights included that there were just under 5,000 online game players, up 26% from 2013 and just over 13,500 paper game players, up 13% from 2013. Summer Game shop orders were up 44% to just over 5,200. Prize books distributed were up 17% to just over 4,200.

Attendees at public events for the summer were up 14% at just over 31,000. 2014 saw 2,514 new players to the game, up 27% from 2013. Of those new players, 901 were drawn in with the postcard advertising the Summer Game.

14-203 XI. OLD BUSINESS

14-136 A. DOWNTOWN LIBRARY FRONT ENTRANCE REDESIGN UPDATE

Director Parker reported construction work on the Downtown Library front entrance has been postponed until next spring. Concrete bids received were very high. The concrete work will be re-bid in October for spring construction. The Bike Share installation will proceed as planned.

14-204 XII. NEW BUSINESS

14-205 A. WLBPD AND OUTREACH UPDATE
Terry Soave

Terry Soave, Outreach and Neighborhood Services Manager was introduced. Ms. Soave displayed the use of a currency reader, which is the most recent addition for WLBPD users. In February the WLBPD celebrated its fifth year at AADL. AADL supplements NLS service by providing large print materials, books on CD, eBooks, magnifiers, and services to book clubs along with an assistive technology training lab and trained staff. She stated there has been a 9½% increase in base membership.

14-206 B. RESOLUTION TO AUTHORIZE THE DIRECTOR TO ENTER INTO MEMORANDUM OF UNDERSTANDING WITH THE STATE OF MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS
(Item of action)

Secretary Head, supported by Trustee Leary, moved that the Board resolves to authorize the Library Director to enter into a Memorandum of Understanding with the State of Michigan Department of Licensing and Regulatory Affairs establishing the responsibilities and procedures related to the provision of consortium of user libraries software for use by libraries serving the blind and disabled; that this Memorandum of Understanding is in effect from October 1, 2014 through September 30, 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

14-207 C. RESOLUTION TO ENTER INTO BANKING AGREEMENTS WITH AUTHORIZED FINANCIAL INSTITUTIONS
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved to authorize the resolution to enter into banking agreements with the Bank of Ann Arbor and Old National Bank as proposed.

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

Motion passed 5-0.

14-208 D. RESOLUTION TO INCREASE BUDGET LINE FOR LIBRARY PROGRAMMING BY $50,000 AND TRANSFER FUNDS FROM FUND BALANCE
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved that the Board resolves to increase the budget line for Library Programming by $50,000.00; that the $50,000.00 increase for Library Programming be transferred from the Fund Balance; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

14-209 E. RESOLUTION OF THANKS TO SHIRLEY COLEMAN UPON HER RETIREMENT
(Item of action)

Secretary Head, supported by Trustee Leary, moved the Board resolves that it would like to officially thank Shirley Coleman for her service as an employee from April 30, 1991 to September 30, 2014 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, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 5-0.

14-210 XIII. CITIZENS’ COMMENTS

There were no Citizens’ Comments.

14-211 XIV. ADJOURNMENT

Trustee Surovell moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 8:46 p.m.

July 29, 2014 Minutes of the Special Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
TUESDAY, JULY 29, 2014

14-183 I. CALL TO ORDER

President Rosenthal called the meeting to order at 6:37 p.m.

14-184 II. ATTENDANCE

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

14-185 III. CITIZENS’ COMMENTS

There were no Citizen’s Comments.

14-186 IV. APPROVAL OF AGENDA
(Item of action)

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

AYES: Head, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 4-0.

14-187 V. OLD BUSINESS

14-177 VI. A. RESOLUTION TO INCREASE CAPITAL OUTLAYS BUDGET FOR THE DOWNTOWN LIBRARY ELEVATOR PROJECT
(Item of action)

Secretary Head, supported by Trustee Surovell, moved the Board resolves to increase the budget line for Capital Outlays by $75,000.00 for the repair of the public elevator at the Downtown Library; that the $75,000.00 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.

Director Parker informed the Board that assessment of the elevator found three casings inside of each other that do not allow for placement of the new jack. Removal of these casings is an additional expense.

AYES: Head, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 4-0.

14-188 VII. CITIZENS’ COMMENTS

There were no Citizen’s Comments.

14-189 VIII. ADJOURNMENT

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

AYES: Head, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 4-0.

President Rosenthal adjourned the meeting at 6:49 p.m.

July 21, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 21, 2014

14-162 I. CALL TO ORDER

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

14-163 II. ATTENDANCE

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

14-164 III. APPROVAL OF AGENDA
(Item of action)

Secretary Head, supported by Trustee Kaplan moved to approve the agenda. Trustee Leary requested the agenda be amended under New Business to add a resolution to seek bids and award the contract for carpeting. Secretary Head, supported by Vice President Murphy, moved to approve the amended agenda. The amended agenda was voted on.

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

Motion passed 5-0.

14-165 IV. APPROVAL OF MINUTES OF JUNE 16, 2014
(Item of action)

Vice President Murphy, supported by Trustee Leary, moved to approve the minutes of June 16, 2014.

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

Motion passed 5-0.

14-166 V. CITIZENS’ COMMENTS

Rachel Coffman

My name is Rachel Coffman from second grade going into third grade and I just really love the summer game and so do my sisters. We love it so much that we’ve been hiding codes all over our house. We would take a post-it-note and put like brush, brush, brush and put it in the tooth brush cabinet like that. It’s like a fun game, we would take little things, like paper and hide them for scavenger hunts and make little badges cut out of paper. It was really fun. I just really love the summer game. Thanks.

Lyn Davidge

I love the summer game too. My name is Lyn Davidge, I live in Scio Township and I spent the last 15 minutes running around looking for codes. And I just wrote one down. Did Rachel see the code? So I really hate to stand up here tonight and be a Grinch but there’s one in every crowd. I wanted to say that I was very pleased last Monday to attend the informational meeting for potential AADL board members. I had been looking forward to the meeting and I had been looking in various places, the AADL website, MLive Ann Arbor News, Chronicle, so forth watching for the time and the place and I was quite surprised to discover a Chronicle notice that was posted on Sunday morning the thirteenth of July at 11 a.m. announcing the meeting for Friday evening the fourteenth. In my opinion that was incredibly short notice to the public so out of curiosity and to try and double check myself I went back to the AADL website and I clicked again on everything that I could think of that might lead me to the announcement of that meeting. I also went back and searched MLive again I scanned my Sunday Ann Arbor News last Sunday and I’m passable good at tracking down information but hey, you know, I might have missed all previous announcements. It could happen. On the other hand I was left with the uncomfortable feeling that maybe the short notice notice in the Chronicle was the only notice of the potential candidates meeting and you know what that looks like don’t you? It looks like you were hoping no one would show up and I hope that you really do not want to give that impression even to one constituent at one time. Now similarly here we are tonight at the Downtown Library and I think a number of us must have hiked up three long flights of stairs to get here to attend a meeting that months ago was announced to, that it was going to be scheduled at Pittsfield Branch. Now I knew that the venue had been changed from Pittsfield to Downtown and I, very kindly a couple of trustees passed that information, they gave me a heads-up shortly after the June meeting out at the Traverwood Branch. They knew that I thought it was a good idea for the trustees to get out and move around and be visible in all of the branches at various times and they knew to that I disagreed with that decision. But hey, you know I respect and I understand the board’s right to make that decision. What I can’t understand in that particular case is why the change from Pittsfield to Downtown wasn’t just announced at the June meeting at Traverwood. That would, Mary would have heard it, it would have been in the Chronicle report and people would have had very timely notice of that schedule change. Again, it looks like you are hoping no one would show up tonight. I mean that’s the impression that people get from that kind of thing. Thank goodness it wasn’t true and thank goodness there are so many people here to speak to you tonight. The word got out very well about this meeting and I just hope that this is the wave of the future and that there will be more listing of the board meetings from now on. Thank you.

Cherie Burkheiser

Hi, I’m Cherie Burkheiser and honestly I’m here because I’m addicted to the summer game. I have a two year old son who I started visiting the library last year and finding books for him and I discovered the summer game kinda late in the season last year and I wasn’t able to get very far in it but I was immediately addicted to it. I immediately jotted in my calendar when it was going to start for this year and I was there the first day that it started this year. And I’ve been getting all the codes I can possible get so that’s really why I’m here. But, I do want to make a couple of comments, I thought that I just didn’t want to come up here, say hi, thanks for the codes, goodbye. So, in looking for certain books, I’ve poked around other library websites and I’ve lived in Ann Arbor my whole life so I only know Ann Arbor District Library and you know, you only know what you know, and so you think well, everybody’s got a website like Ann Arbor, right? No, they don’t. The website that we have is actually, very, very good. Several of the districts that I’ve been on are difficult to search, and when you do search them, you’re not really sure what you have found. You can’t really tell if they have the book or not. The Ann Arbor website, you know of course everything is going to have little quirks, nuances that irritate you, but it’s a really very good website and after seeing that I thought I would let you know that. The only comment that I think that I have negative, would be an improvement on the comments board where when somebody hits the reply button, where somebody’s made a comment and they want to reply to that comment, make it easier to follow that communication. Because right now it’s just one big long list of comments and you can’t tell that, you know, that somebody, especially with the summer game because some of people are on there are going you know, I’m having a really hard time with this code, and could somebody help giving an additional clue and you hit reply at its below ten other comments that have nothing to do with that. So that’s the one thing. The other comment I would make would is make sure when you are doing the park codes that permanent codes. Because I started late last year I didn’t get through the parks and so I’m trying to complete those badges this year at least two of the parks had non-permanent codes. And one of them was graffiti on a bench that since been sanded and painted over and another was signs on a fence that were removed for this year. So that would be the only thing when you’re out in the public, make sure that you are giving us codes that are permanent. I look forward to when my son is older and help search the catalog with me instead me of doing all the work by myself. Thank you very much.

Kathy Griswold

Good evening. The Ann Arbor community is really fortunate to have such an excellent library and truly excellent staff. I just want to talk about one lost opportunity and two minor areas of weakness. The lost opportunity is something where I feel like you are not addressing part of your mission statement for underserved populations and low income students. I’ve talked to a number of students and tried to engage them in the summer games and I don’t have the resources to do that and so I really think that we need to go out into some of those communities and I think that need is substantiated in a couple of ways. One is there are a number of non-profits that are working with underserved youth and they have limited financial resources especially compared to the resources of the library. And they are providing books for students in some of the subsidized housing units. The other thing is Kiwanis recently provided a grant for the Family Learning Institute to buy a modified bookmobile. So I would really like to see the library revisit a modified bookmobile. Maybe a bookmobile that not only has books but has computer equipment that could be used in the vehicle. In terms of weaknesses one I have addressed many, many times and that’s communications. I just want to bring your attention to the suit that was filed by the Detroit Free Press against the University of Michigan for violating the Open Meetings Act. I believe that their regents operate similar to the way that trustees operate and that is just within the limits of the Open Meetings Act. Another thing that I just cringe when I see it is the material in front of you has been printed in slide mode not in handout mode so it wastes a tremendous amount of toner. I don’t understand why you are getting white writing on black background. You do slides that way, you don’t do handouts that way. And the last thing is facilities. The step at Traverwood has not been repaired yet. It’s a very minor teeny tiny little issue, but it is a safety issue that needs to be addressed. Thank you.

Sara Mayman

Hi I’m Sara Mayman and I am also enjoying the summer game and the library all the time, all winter too. I have kind of a proposal that goes with the new tools and the kind of new media things that you guys are doing like super 8 movies and beta and zip drives and that kind of thing. I was hoping the Library could have a media room or have these things on reserve that we could check out, we patrons. They could be donated from people and I thought the maker work people could manage the upkeep on them. Or somehow work together that way. I’ve found things in my parents’ house when I was cleaning them out and I don’t know if I should throw them away. I need to look at them. I tried to buy a couple machines that haven’t worked for some reason or other. And I think a lot of people are probably in that same boat. It could be tried and if it didn’t work or broke immediately, at least it was a try. But they could be donated by patrons because pretty much you just need to see what’s on your media transfer and you’re done with it, and then if the maker works keep it. And, I was thinking check it out, but keep it in the Library in a room patrons could use at the Library and not to take home, just to keep it safe. And a bonus would be you have the ability to transfer your own media somehow at the Library. Again those are kind of expensive to buy, but you only need to use it once and then you’re done so a lot of people may need to do something like that. And lastly, I would offer to help if there’s a committee or something that I would be happy to help volunteer to do that.

Lydia and Tom Brown

Hello, I’m Tom, and I’m Lydia. [Tom] We also are enjoying the summer games a lot. Some things we’ve been to this summer, we’ve went to shrinky dinks, falcon fun dream catchers, those are all quick fun things we did. We also really enjoyed the emerging writer’s workshop. Lydia wants to be a writer, so she really likes those. We also have visited all the branches, because of all the branches we’ve been outdoors a lot so I’ve needed my hat also. We’ve went to Kids Reads Comics and that was a lot of fun, that was a big deal here. That was fun we got lots of codes there. We went to Parker Mill and we were getting our codes there and a deer was going through the woods. We thought that was cool. And then just last week we went to Barton Nature Area. I’ve lived in Ann Arbor twenty-two years and have never been to Barton Nature Area. Isn’t that sad. And the codes made me go there. That was cool. And as we were walking through there we saw a deer romping through the woods. And also near our house we went to Mary Beth Doyle Park and I hadn’t been then since it had been renewed and cleaned up and straightened out and coming back from there we saw a badger. A badger in Ann Arbor. So that was pretty neat. So, then all the branches, we’ve got seventy-eight total badges, seventy-eight total badges. We’ve saw Josie’s chickens, that was a fun one. We made a video. We have a summer games team also, our youth group at church made a summer games team. That’s been interesting getting other folks involved. First year ever, I’ve started to tag items, write reviews, rate items in the catalog and that’s been pretty neat. I’m actually working on my reading log to, just the regular reading log. [Lydia] I really dig buttons, so I’ve put all of my buttons on my AADL bag and there’s a couple of vintage AADL buttons on it too. Which is really cool. Some from the Malletts Creek age and the Loving Branch age. [Tom] We miss the Loving Branch, but we like Malletts Creek. Anything else? Thank you very much.

Jinny Potter

That was pretty awesome. I am also a summer game fan girl. So a little bit about why I love the summer game. My family moved here to Michigan about four years ago from the south like Josie. In the south we’re all super friendly and like to get together and talk and do things and when we first moved to Michigan we moved to the Metro Detroit area and I went to the library because that’s part of the community, the community center and they had things for me and my son, who was a baby at the time, once a month. I never felt like I became part of that community. So we moved to Ann Arbor and my husband has to commute for an hour each way, but it’s been worth it. Having the library has just been, it has really helped with the homesickness. The summer game has been a great introduction, learning more about the local businesses, learning about some of the parks that I never knew existed. And it’s a lot of fun to play with my family. And I just adore it. We’re hoping that the recent success with the transit being that maybe we can lead with it the expansion of the downtown branch. I think that it’s already pretty awesome but hearing some of the ideas that others have talked about of making it even more of a resource for the community. It’s really inviting and I would love if there’s a committee or board, I would love to be a part of that. I would love to give back because the library has given so much to my family. My three ½ year old who doesn’t have a favorite branch. We visit about every branch once a week. I want to go to the one with the ball machine, I want to go see the fish, I want to go make cupcakes, so he loves it. I’m really looking forward to when the book reviews are going to come out because he put that one on the calendar for a while so I’m looking forward to seeing that video of him doing a book review. His first book review. It will be a funny tale if that becomes his occupation later on. Anyway, thank you so much and I’m going to take a picture of the game code, because that’s what I do.

Gladwin McGee

My name is Gladwin McGee and I’m a resident of Ann Arbor. I’m very concerned about the purging of large numbers of reference books. Such as reference books from the downtown public library in recent months. They’re several reference books and sets of reference books that I’ve used in the past year and in recent months that have been removed from the shelves. These include a three volume Encyclopedia of Television, a three volume Encyclopedia of Musical Theater, eight volume Encyclopedia of American Constitution. Just last week there was a Merriam Webster Encyclopedia of Literature that was removed from the shelf as well as a Benet's Reader’s Encyclopedia and also the American Decades series which is a survey decade by decade of American history and culture, including volumes from the sixties and seventies and so forth. I would have hoped that it would be part of the philosophical guardian of librarians to respect various pathways of learning discovery, including respecting the choices of those of us who cherish various print reference works and found enrichment and would like to have the opportunity to continue using them. Some really wonderful sets of reference works have been removed from the reference shelves and withdrawn in the last several months. This process has seemed to increase to what seems to someone like me, which has used many times and cherish them, to be of almost bibliocidal [sic] proportions. It’s true the Internet provides unprecedented collection of facts, allows some to claim print reference books are now old, can be dispensed with. However the best reference books are more than just collections of facts. The outstanding contextual frameworks for highlighting, exploring connections of unrelated but independent sets of facts. I use the 1960s volume of American Decades series several times to explore various aspects of society, culture and historical conflict. This and other reference sets that have been recently decimated are ones that meant a lot to me. I personally sought riches of overview and insight about aspects of history, culture and ideas that I’ve explored by using these reference works have sadden me greatly to see their removal. Rather than my saying any more I think I’ll ask if anybody has any questions. I have made an appointment to talk to the director actually.

Rosie

So pretty much all this spring, my sister, Margaret and I have been talking about, oh my goodness, I can’t wait for the summer game to start up again and I’m almost a bit confused as they call it the summer game, I guess it’s kinda cool, and then we got her hooked.
So, she’s here with us and I would like to thank you all for doing such a wonderful job and for encouraging reading and other modes of learning. I would also like to thank you for hosting Nerd Night that was awesome and very informative. I just would like to say keep up the good work. I will be sad when August ends because it will be gone until next year, but thank you.

14-167 VI. FINANCIAL REPORTS

Deputy Director Neiburger reported June showed unrestricted cash balance just over $8.7 million. Tax receipts just over $11.2 million, reflecting 99% of the budgeted amount, have been received through the end of June. The fund balance stands at just over $8.1 million. Five line items are over budget and necessary year end budget adjustments are presented under New Business.

14-168 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the June 2014 disbursements.

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

Motion passed 5-0.

14-169 VIII. COMMITTEE REPORTS

14-170 A. COMMUNICATIONS COMMITTEE

Chairperson Head reported the committee consisting of herself and Trustees Leary and Rosenthal met and reviewed recommendations of the Allerton Hill document and progress to date. The committee discussed the success of the summer newsletter and the focus of the fall newsletter which will focus on AADL finances.

14-171 B. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met on June 25th. The committee reviewed the budget and schematics of the Downtown Library front entrance project as being presented under Old Business. The need to replace carpeting in areas Downtown and at West Branch was discussed and is being presented under New Business. The committee was updated on the Downtown Library public elevator and a resolution regarding that is also under New Business.

14-172 IX. DIRECTOR’S REPORT

Director Parker reported on the summer game. She reported that feedback from the May Visions Vendor Fair is still being received. The Bike Share program is still active and the Library will be hosting a site. A slide show of the May 2014 Visions event was shown. Director Parker reported that the Friends provided funding for that event.

14-173 X. MONTHLY STATISTICS

Associate Director Neiburger reviewed June 2014 versus June 2013 statistics of collections, users, visits, usage and participation. He reported that the Downtown Library was missing door count data for five days this month. He noted the door count equipment is an issue that would be addressed. Top tweets for the month were also presented. The Kids Reads Comics event held here and drew a large crowd.

14-174 XI. OLD BUSINESS

14-136 A. RESOLUTION APPROVING CONSTRUCTION BUDGET FOR DOWNTOWN LIBRARY FRONT ENTRANCE REDESIGN
(Item of action)

Trustee Leary, supported by Vice President Murphy, moved the Board resolves to approve the construction budget provided by O’Neal Construction Inc. for the Downtown Library front entrance redesign; to increase the budget line for Capital Outlays by $425,523.00 for redesign of the front entrance of the Downtown Library; that the $425,523.00 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.

Director Parker noted that changes made to the design were done by the Facilities Committee. Schematic cost estimates and proposed design changes were presented in the Board Packet. Signage was removed from the budget and is the Library’s responsibility to provide.

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

Motion passed 5-0.

14-175 XII. NEW BUSINESS

14-176 A. RESOLUTION TO SEEK BIDS AND AWARD CONTRACT FOR CARPETING WEST BRANCH AND PORTIONS OF THE DOWNTOWN LIBRARY
(Item of action)

Trustee Leary, supported by Secretary Head, moved the Board resolves that the Director be authorized to seek bids and award contract for carpeting West Branch and portions of the Downtown Library not to exceed $50,000.00; to increase the budget line for Capital Outlays by $50,000.00 for carpeting West Branch and portions of the Downtown Library; that the $50,000.00 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 be rescinded.

Director Parker noted that due to the elevator repair carpeting in the lower level will need replacement. Carpeting will be replaced in the Multipurpose Room, the Friends book shop and the lower level lobby area. Also at Downtown the third floor carpeting will be replaced as it is original to the 1990’s addition. West Branch will be closed temporarily to replace worn carpeting there.

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

Motion passed 5-0.

14-177 B. RESOLUTION TO AWARD THE CONTRACT TO REPAIR DOWNTOWN LIBRARY PUBLIC ELEVATOR
(Item of action)

Secretary Head, supported by Vice President Murphy, moved the Board resolves to award the contracts for repair of the public elevator at the Downtown Library Branch to Schindler Elevator Corporation for the amount of $93,598.00; to increase the budget line for Capital Outlays by $57,988.00 for the repair of the public elevator at the Downtown Library; to increase the budget line for Capital Outlays by $35,610.00 for well drilling (after-drill) of elevator hole in the existing hoistway and clean out of existing hole and casing; that the $93,598.00 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.

Director Parker explained the process for replacement of the public elevator hydraulic jack.

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

Motion passed 5-0.

14-178 C. RESOLUTION TO AMEND THE 2013-2014 APPROVED BUDGET
(Item of action)

Vice President Murphy, supported by Secretary Head, moved the Board resolves to transfer $22,500 from Capital Outlays to Supplies; to transfer $49,800 from Capital Outlays to Software Licenses/Maintenance; to transfer $17,000 from Utilities to Purchased Services; to transfer $6,500 from Utilities to Copier Expense; to transfer $500 from Utilities to Library Programming; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

14-179 D. RESOLUTION OF THANKS TO WENDY ST. ANTOINE UPON HER RETIREMENT
(Item of action)

President Rosenthal, supported by Vice President Murphy, moved the Board resolves that it would like to officially thank Wendy St. Antoine for her service as an employee from December 16, 1996 to August 15, 2014 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, Murphy, Rosenthal
NAYS: None

Motion passed 5-0.

14-180 E. VOTE TO CANCEL THE AUGUST 18, 2014 REGULAR BOARD MEETING
(Item of action)

Secretary Head, supported by Vice President Murphy, moved to cancel the August 18, 2014 Ann Arbor District Library Board meeting.

After brief discussion by the board the action was approved by unanimous consent.

14-181 XIII. CITIZENS’ COMMENTS

Donald Harrison

I would like to say one thing. The codes are making me do it. In the collection of non-traditional items, musical instruments have been a really great addition. I think I’ve used most of them or tried them out. And recently a few weeks ago I was checking out something or looking for a code at the library, whatever I was doing Downtown, I saw this little green table over in that section and so I checked it out and took it to a family reunion that weekend and setup this little table, the net and within minutes we were playing Ping-Pong at the family reunion. So family members who hadn’t seen each other in probably years were having a really great time. So it was a lot of fun but also really meaningful. So things like that to me really create a lot of value. So I wanted to share that the Ping-Pong table headlines some of the other items have had. But Mary, I don’t know if you are still taking notes but maybe this will put some pressure on the Parks and Rec to get some public Ping-Pong tables. Thank you.

Donald Salberg

My name is Donald Salberg and I live in northeast Ann Arbor and I wasn’t going to talk before the board meeting until I heard about the apparent inflated cost for O’Neal to replace the front entrance to the Library. If I understand correctly and I might have missed the figures, Josie Parker had indicated for months that she hoped that cost would be kept to under $250,000 and now I’m not sure if the total cost is estimated at $425,000 or closer to $700,000. [Director Parker interjected that she did not know where Dr. Salberg came up with the $700,000.] I didn’t know if the $425,000 that I believe was the figure mentioned was going to be the total cost for the project at this time. You’re not going to answer questions? So I will assume that the $400,000 plus thousand dollar figure still represents almost doubling of the cost of constructing the front entrance. I don’t know how much of that is involved with the heating coils. I also wonder about the heating coils [Trustee Murphy interjected $67,000] $67,000 for the heating coils? This is how much it costs? That is if it works. One of the problems with heating coils as I understand it is that if it doesn’t completely melt the snow as it falls, which can be up to a foot an hour, that what you get is a thin layer of water that’s being melted by the coils covered by a thin layer of ice and snow and that could potentially make the walkway slipperier than it would be otherwise. Furthermore, I don’t know what the expected lifetime of these coils are, how frequently they break down and if there is any way that you can repair them other than by breaking up the concrete entirely and replacing everything or at least a piece of the coil. Furthermore, it would be nice to know what the estimates for cost of operation would be, how much more would the library have to spend in electricity and running these coils. I think that using salt and manual removal of snow probably has worked very well for the library in the past. I have not heard of many suits from slips and falls in winter in front of the library and I’m just wondering if this expense is entirely necessary. Thank you.

14-182 XIV. ADJOURNMENT

Director Parker announced that the Friends of the Library Book Shop is now located on the main floor area of the Library due to the elevator repair. Trustee Kaplan inquired if they could remain on the first floor after the elevator repair is completed. Director Parker responded that it was a possibility but talks with the Friends will need to take place.

Vice President Murphy moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 8:48 p.m.

June 16, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
TRAVERWOOD BRANCH LIBRARY
3333 TRAVERWOOD DRIVE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JUNE 16, 2014

14-141 I. CALL TO ORDER

President Rosenthal called the meeting to order at 6:04 p.m.

14-142 II. ATTENDANCE

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

14-143 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

Staff present, except for the Director, were excused from the meeting at this point.

14-144 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Rosenthal reconvened the meeting at 7:05 p.m.

Staff including Deputy Director Neiburger was in attendance.

14-145 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

14-146 VI. APPROVAL OF MINUTES OF MAY 19, 2014
(Item of action)

Secretary Head, supported by Trustee Kaplan, moved to approve the minutes of May 19, 2014.

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

Motion passed 7-0.

14-147 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-148 VIII. COMMITTEE REPORTS

14-149 A. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met on June 2nd. The committee was updated on the O’Neal construction management contract being proposed this evening; the status of the Downtown elevator and the steps taken to inform and accommodate patrons; and discussion of carpet replacement at the West Branch this fall.

14-150 IX. FINANCIAL REPORTS

Deputy Director Neiburger reported May showed unrestricted cash balance just over $9.5 million. Tax receipts just over $11 million, reflecting 98.4% of the budgeted amount, have been received through the end of May. The fund balance stands at just over $8 million. Four line items are over budget and any necessary budget adjustments will be brought to the Board in July.

14-151 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the May 2014 disbursements.

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

Motion passed 7-0.

14-152 XI. DIRECTOR’S REPORT

Director Parker officially announced Eli Neiburger was appointed Deputy Director of the Ann Arbor District Library.

The summer game has started and information can be found at play.aadl.org. There are game points for tonight’s meeting.

Director Parker reported she attended a public forum hosted by the Home of New Vision on heroin addiction and treatment. This event was a collaborative effort of Home of New Vision, local judges and physicians.

On July 7th Ann Arbor Area Transportation Authority will host an open house for the remodeled Blake Transit Center.

14-153 XII. MONTHLY STATISTICS

Associate Director Neiburger reviewed May 2014 versus May 2013 statistics of collections, users, visits, usage and participation. Top tweets for the month were also presented.

14-154 XIII. OLD BUSINESS

14-136 A. RESOLUTION TO AUTHORIZE THE LIBRARY DIRECTOR TO SIGN THE CONTRACT WITH O’NEAL CONSTRUCTION INC. TO PROVIDE CONSTRUCTION MANAGEMENT SERVICES FOR THE REDESIGN OF THE DOWNTOWN LIBRARY FRONT ENTRANCE
(Item of action)

Trustee Leary, supported by Vice President Murphy, moved the Board resolves that the Director of the Ann Arbor District Library be authorized to enter into contract with O’Neal Construction Inc. to provide construction management services for the redesign of the Downtown Library front entrance and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker noted that as acting as construction manager for the project, O’Neal Construction will bid out the work. The DDA has passed a resolution to fund $125,000 of the work for the public portion of the sidewalk redesign and replacement in conjunction with our project. The Library and O’Neal Construction will oversee the entire project with costs divided appropriately between AADL and the DDA. It is anticipated that work on the project will begin after Art Fair.

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

Motion passed 7-0.

14-155 XIV. NEW BUSINESS

14-156 A. RESOLUTION OF THANKS TO PAT MCDONALD FOR HER SERVICE ON THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY BOARD
(Item of action)

Secretary Head, supported by Trustee Leary moved the Board resolves that the Ann Arbor District Library Board would like to officially thank Pat McDonald for her service on the Friends of the Ann Arbor District Library Board; that the Ann Arbor District Library Board would like to recognize Pat McDonald for her dedication, leadership and commitment in her six year role as President of the Friends of the Ann Arbor District Library Board; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-157 B. RESOLUTION OF THANKS TO MARY KAY COTTER FOR HER SERVICE ON THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY BOARD
(Item of action)

Vice President Murphy, supported by Trustee Leary, moved the Board resolves that the Ann Arbor District Library Board would like to officially thank Mary Kay Cotter for her six years of service on the Friends of the Ann Arbor District Library Board; that the Ann Arbor District Library Board would like to recognize Mary Kay Cotter for her dedication and commitment in her role as Secretary and Membership Chair of the Friends of the Ann Arbor District Library Board; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-158 C. RESOLUTION OF THANKS TO FRED MAYER FOR HIS SERVICE ON THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY BOARD
(Item of action)

Treasurer Barney Newman, supported by Trustee Kaplan, moved the Board resolves that the Ann Arbor District Library Board would like to officially thank Fred Mayer for his six years of service on the Friends of the Ann Arbor District Library Board; that the Ann Arbor District Library Board would like to recognize Fred Mayer for his dedication and commitment in his role as Director on the Friends of the Ann Arbor District Library Board; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-159 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-160 XVI. VOTE FOR CLOSED SESSION AT THE JULY 21, 2014 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to hold a closed session at the July 21, 2014 regular meeting for 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.

14-161 XVII. ADJOURNMENT

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

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

Motion passed 7-0.

President Rosenthal adjourned the meeting at 7:49 p.m.

May 19, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 19, 2014

14-111 I. CALL TO ORDER

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

14-112 II. ATTENDANCE

Present: Head, Kaplan, Leary, Murphy (left 6:59 p.m.), Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Neiburger, Parker, Wilson (recorder)

14-113 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

Staff present, except for the Director, were excused from the meeting at this point.

14-114 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2014-2015 AT 7:00PM

President Rosenthal reconvened to the Public Hearing on the 2014-2015 Budget at 7:02 p.m.

Trustee Murphy was absent for the remainder of the meeting. Staff was in attendance.

14-115 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

President Rosenthal called for public comment on the budget. There was no public comment.

14-116 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON FY 2014-15 BUDGET

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

14-117 VII. APPROVAL OF AGENDA
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the agenda. Trustee Leary, supported by Secretary Head, moved to amend the agenda with the addition of Director’s Evaluation to the vote for closed session on June 16, 2014. The amended agenda was voted on and was as follows:

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

Motion passed 6-0.

14-118 VIII. APPROVAL OF MINUTES OF APRIL 21, 2014
(Item of action)

Trustee Surovell, supported by Trustee Leary, moved to approve the minutes of April 21, 2014.

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

Motion passed 6-0.

14-119 IX. CITIZENS’ COMMENTS

Lyn Davidge

Hi, I’m Lyn Davidge, I live in Scio Township and I’m glad to be back. I haven’t seen you for a while. I wanted to thank you for continuing this year as you did last year in holding the summer meetings in various branches other than Downtown. I noticed at the ones I was able to attend last summer that there were new faces. Hallelujah. And quite good turn outs for those. And I think it’s really important if you are thinking about ways of communicating with the public that you kind of get out and be visible and make it easy for people to see you and get to know what the board is doing. The only thing I’m disappointed about is the fact that you’re only doing it the three times. So I’ve decided that it’s not too early to say hey, as you’re looking ahead to next year and setting your budget for, not your budget, sorry, your schedule for 2015 how about having six meetings in the other branches. How about expanding this a little bit and giving people even more opportunities to attend. Thank you.

Don Salberg

Good evening. I want to read to you portions of Ann Arbor District Library’s Purchasing Policy as adopted by the Ann Arbor District Library Board December 12, 1995, with revisions adopted on September 16, 1996, August 13, 2001 and June 19, 2006. Basically it says encourage by every legitimate means active and vigorous competition for library district business. Under one if it’s sub clauses it says if the cost of required materials, equipment, goods, supplies or services can reasonably be expected to exceed a base of $27,000 specifications shall be prepared describing the kind, quantity, and quality of all materials, equipment, goods, supplies, and services which may be needed for any designated period. I am reviewing this policy because it is not being used in the selection of construction firm to replace the front of the library. The executive director has communicated to me that no RFP will be issued for this project despite the fact that it will cost more than $28,000 limit above which RFP’s are mandated. In fact the project may cost as much as $250,000. I ask the library board insist that the executive director follow its own purchasing policies and ensure that the selection of the construction firm for replacing the front of the library will be decided by competitive bidding if bids are submitted by more than one firm. Also I encourage that local companies be allowed to compete for a contract which may not have been the case previously when services were sought from Allerton Hill Consulting of Columbus Ohio, EPIC-MRA of Lansing Michigan and from InForm Studio of Northville Michigan. The Ann Arbor community will benefit if its tax dollars are retained by contracting with local companies. Thank you.

14-120 X. FINANCIAL REPORTS

Deputy Director Neiburger reported April showed unrestricted cash balance just over $10 million. Tax receipts just over $11 million, reflecting 98.4% of the budgeted amount, have been received through the end of April. The fund balance stands at just over $8.4 million. Four line items are over budget but should come back into line before the end of the fiscal year.

14-121 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the April 2014 disbursements.

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

Motion passed 6-0.

14-122 XII. COMMITTEE REPORTS

14-123 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Newman reported the committee met, discussed the proposed budget and have budget related resolutions following later in the agenda.

14-124 B. COMMUNICATIONS COMMITTEE

Chairperson Head reported that the committee consisting of herself and Trustees Leary and Rosenthal met on May 9th with the new social media marketing technician, discussed the upcoming newsletter and holding a board candidate information event for prospective AADL board candidates in the near future.

14-125 C. DIRECTOR’S EVALUATION COMMITTEE

President Rosenthal reported the committee consisting of Chairperson Murphy, Trustees Barney Newman and Head completed the Director’s evaluation letter. It was noted that Chairperson Murphy has left the meeting due to illness.

President Rosenthal read the following:

Dear Josie,

You are the Five-Star Director in the fifth year of our being designated a Five-Star library.

Once again it is our privilege, as in previous years, to thank you for the extraordinary work you do for the library and the Ann Arbor community as Director of the Ann Arbor District Library.

You are a talented administrator. The structure you have put in place for AADL staffing and administration uses the varied skills of all of the staff members in effective and innovative ways.

You are an extraordinary leader and manager with great foresight; a good listener; an amazingly articulate person; an excellent decision-maker. And great to work with. As I said in the closed session meeting, it is marvelous to work with somebody who has the vision for what we can be. We are great and can be even better. However that happens.

Your responsibilities cover the entire range of areas included in the duties of many library directors, but are wider than even those. Because we are an independent entity, and not funded by money from the State or City budgets, you have had large responsibilities in areas such as Financial Management, Community Service, and State and Federal Relations, to name a few.

You are aware of the work of nearly every staff member and are able to offer counsel when there are problems, and congratulate and reward them when they go above and beyond, as they often do at AADL.

You are a sought-after speaker, panel-member, and participant in conferences and workshops around the State, the country, and even internationally.

As a Commissioner for the Bureau of Blind Persons, appointed by Governor Snyder, your participation is the only library representative offers a much-needed, innovative, and technologically sophisticated point-of-view to their work. And I think says a great deal about what the blind community thinks of you.

Your excellent planning for the implementation of the new electronic HR system, working with managers and supervisors, made this potentially disruptive major internal change invisible to the public.

Once again this year, relations with our Librarians’ Union and our Associates’ Union were excellent. Again, there were again no grievances.

You continue to be an inspiration to students and colleagues, and have expanded your influence by writing, editing (e.g. for the Journal of Library Administration) and lecturing.

You are always available to Board members for consultation, information, and updates. You make certain that the Board as a whole, and individual Board members are always aware of current and future issues and events of interest to our library. You are greatly respected as an administrator and library professional by the Board and all who work with you.

In view of your excellent work this year, the Board has chosen to give you a 3% raise. Thank you, Josie.
Director Parker thanked the Board and clarified that in regards to implementation of the HR system, she just said yes. Staff was responsible for getting everything up and running and deserves the credit.

14-126 D. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met on May 8th. The committee discussed the resolutions being presented later in the agenda regarding O’Neal Construction, the Friends Space Use Agreement, janitorial services and the HVAC system maintenance and repair.

Trustee Surovell requested more detailed information regarding the responsibilities of construction management services.

Director Parker responded that the company would oversee the construction project; review construction documents; work with the architect regarding the budget; secure permits, handle safety and inspections; bid out work to the trades as they are not building the project and help the library stay open during construction.

14-127 XIII. DIRECTOR’S REPORT

Director Parker reported that Visions 2014 held at the Morris Lawrence Building at Washtenaw Community College was a huge success and she thanked all staff who participated in this event for their amazing work. Approximately 500 people attended the event and came from all over the state and some from out of state.

Director Parker reported the public elevator is out of service as the hydraulic piston has failed. Repairs will take several months and it is not anticipated to be back in service until the end of August. Repairs are anticipated to cost around $100,000 and will begin in July. Access to the lower level will be curtailed when work begins. Arrangements are being made to accommodate the Friends Book Shop. Staff is escorting patrons through staff areas to access the freight elevator to the upper floors when needed.

14-128 XIV. MONTHLY STATISTICS

Associate Director Neiburger reviewed April 2014 versus April 2013 statistics of collections, users, visits, usage and participation. Top tweets for the month were also presented. Also viewed was the video “The Summer Game” produced to promote the AADL summer game to all ages.

14-129 XV. NEW BUSINESS

14-130 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2014-2015
(Item of action)

Treasurer Barney Newman, supported by Trustee 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 19, 2014, 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, 2015, as presented.

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

Trustee Leary requested clarification regarding the 3% merit increase for staff. Director Parker noted that the 3% increase is a merit increase and is distributed accordingly.

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

Motion passed 6-0.

14-131 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

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

1.) That as to the 2014-2015 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.55 mills.

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, 2014, 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.

It was noted that the full millage is not being assessed and the millage rate is the same as last year.

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

Motion passed 6-0.

14-132 C. RESOLUTION TO ADOPT THE 2014-2015 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

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

1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2014-15 the total amount of $12,568,000 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 Human Resources Manager 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: Head, Kaplan, Leary, Barney Newman, Rosenthal, Surovell
NAYS: None

Motion passed 6-0.

14-133 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

President Rosenthal, supported by Trustee Leary, moved that the Board resolves as follows:

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.

Trustee Leary noted that the Facilities Committee has reviewed the Friends request for replacement carpeting the Book Shop. This will be done after the elevator work is completed and in conjunction with replacement of the lower level carpeting.

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

Motion passed 6-0.

14-134 E. RESOLUTION TO AWARD CONTRACT FOR JANITORIAL SERVICES FOR THREE YEARS
(Item of action)

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

1.) That the contract for janitorial services be awarded to R.N.A. Janitorial for the next three years, 2014-2017, for the bid amount of $476,748.00.

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

Trustee Leary noted bids were reviewed by the Facilities Committee. R.N.A. has been doing work for AADL and we are satisfied with their work.

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

Motion passed 6-0.

14-135 F. RESOLUTION TO AWARD CONTRACT FOR HVAC EQUIPMENT MAINTENANCE AND REPAIR SERVICE FOR THREE YEARS
(Item of action)

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

1.) That the contract for HVAC equipment maintenance and repair be awarded to Shambaugh & Son for three years beginning July 1, 2014 for the bid amount of $259,240.00.

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

Trustee Leary reported that bids were reviewed by the Facilities Committee. Shambaugh & Son have been doing work for AADL and we are satisfied with their work. They were the lowest bidder.

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

Motion passed 6-0.

14-136 G. RESOLUTION TO AUTHORIZE THE LIBRARY DIRECTOR TO NEGOTIATE WITH O’NEAL CONSTRUCTION INC. TO PROVIDE CONSTRUCTION MANAGEMENT SERVICES FOR THE REDESIGN OF THE DOWNTOWN LIBRARY FRONT ENTRANCE
(Item of action)

Secretary Head, supported by Treasurer Barney Newman, moved that the Board resolves as follows:

1.) That the Library Director be authorized to negotiate with O’Neal Construction Inc. to provide construction management services for the Ann Arbor District Library for the redesign of the Downtown Library front entrance.

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

Trustee Leary reported that the Facilities Committee recommends this resolution. That Director Parker provided qualifications from O’Neal to the Committee and has she has previous experience working with O’Neal. Director Parker noted it was permissible to use a qualifications request in lieu of an RFP.

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

Motion passed 6-0.

14-137 H. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

President Rosenthal noted the Director’s evaluation letter was approved by the Board and read earlier in the meeting.

14-138 XVI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-139 XVII. VOTE FOR CLOSED SESSION AT THE JUNE 16, 2014 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

President Rosenthal, supported by Treasurer Barney Newman, moved to hold a closed session at the June 16, 2014 regular meeting for opinion of legal counsel and the director’s evaluation.

A roll call vote was taken.

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

Motion passed 6-0.

14-140 XVIII. ADJOURNMENT

President Rosenthal adjourned the meeting at 8:24 p.m.

April 21, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 21, 2014

14-087 I. CALL TO ORDER

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

14-088 II. ATTENDANCE

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

14-089 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

Staff present was excused from the meeting at this point.

14-090 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Rosenthal reconvened the meeting at 7:05 p.m.

Staff was in attendance.

14-091 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

14-092 VI. APPROVAL OF MINUTES OF MARCH 17, 2014
(Item of action)

Secretary Head, supported by Trustee Kaplan, moved to approve the minutes of March 17, 2014.

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

Motion passed 7-0.

14-093 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-094 VIII. FINANCIAL REPORTS

Associate Director Nieman reported March showed unrestricted cash balance just over $11 million. Tax receipts just over $11 million, reflecting 98% of the budgeted amount, have been received through the end of March. The fund balance stands at just over $8.4 million. Three line items are over budget but should come back into line before the end of the fiscal year.

Director Parker noted that this was the final board meeting for Associate Director Nieman as he has accepted a position as CFO at the Sonoma County Library System.

Board members expressed their appreciation of Associate Director Nieman’s tenure at AADL.

14-095 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the March 2014 disbursements.

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

Motion passed 7-0.

14-096 X. COMMITTEE REPORTS

14-097 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Newman reported the committee met and reviewed the proposed budget being presented under new business.

14-098 B. COMMUNICATIONS COMMITTEE

Chairperson Head reported that the committee had met with city council members. The committee also met and discussed the results of the recent patron satisfaction survey.

14-099 C. DIRECTOR’S EVALUATION COMMITTEE

Chairperson Murphy reported the committee had met several times and reviewed the draft of the director’s evaluation today.

14-100 D. FACILITIES COMMITTEE

Chairperson Leary reported the committee met on April 8th and reviewed updated drawings and discussed additional changes made with Cory Lavigne. Proposed changes are being presented under old business. The committee is recommending proceeding with those changes.

14-101 XI. DIRECTOR’S REPORT

In addition to her written report Director Parker reported that AADL received the 2014 Washtenaw County Environmental Excellence Award for Water Quality Protection. President Rosenthal attended the award event with Director Parker and read into the record the following award announcement:

“The Ann Arbor District Library is being singled out tonight for their exceptional water quality protection practices. The Library has been a Community Partners for Clean Streams member since August of 2004 and recently expanded their partnership to include the Malletts Creek, Traverwood and Pittsfield branches. The Library has gone above and beyond in the realm of environmental education, providing our community with opportunities to learn, connect with others and share ideas on topics including climate change, energy, and threats to water quality. Most recently, the Library hosted the 2014 Sustainable Ann Arbor Forum in collaboration with the City of Ann Arbor. They have made a commitment to sustainable infrastructure design to the benefit of water quality. The physical buildings and landscape at many branches were designed to reduce environmental impacts and optimize water quality. The Malletts Creek branch incorporates solar heating, natural daylight, convective cooling and recycled materials. The surrounding landscaping is designed to capture and filter stormwater that falls on impervious surfaces through bioswales, a green roof and native plant gardens. These practices minimize runoff flow velocities and allow for infiltration which reduces discharge of contaminants into our waterways. The Ann Arbor District Library’s building and landscape designs at the Malletts, Pittsfield and Traverwood branches serve to inspire us by demonstrating successful green infrastructure and energy efficient practices. The Library serves as a model for other public entities in their collaborative spirit, environment stewardship and progressive actions in developing a motivated community working towards improved water quality. “

Director Parker noted that within one week AADL hosted the Vice Director of the Heilongjiang Provincial Library from China, who serves over 40 million people, and the President of the American Library Association who opened National Library Week events at AADL.

Director Parker announced that DeAnn Doll, Finance and Human Resources Manager of fifteen years has accepted a position as Human Resources Manager for the new Florida Polytechnic University in Lakeland, Florida.

14-102 XII. MONTHLY STATISTICS

Associate Director Neiburger reviewed March 2014 versus March 2013 statistics of collections, users, visits, usage and participation. Top tweets for the month were also presented.

14-103 XIII. OLD BUSINESS

14-057 A. INFORM STUDIO REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY AND RESOLUTION TO PROCEED WITH DOWNTOWN LIBRARY PUBLIC ENTRY CONSTRUCTION
(Item of action)

Trustee Leary reported that Cory Lavigne presented revised drawings to the Facilities Committee taking into account comments and recommendations made at the March public forum and March board meeting. She then introduced Mr. Lavigne to review the changes made.

Mr. Lavigne reviewed changes made in response to the public forum and Board input.

Trustee Leary, supported by Secretary Head, moved that the Board resolves to authorize the Library Director to continue to work with InForm Studio on the redesign of the Downtown Library public entry with the next phase of the project to complete the construction documents for a total dollar amount of $18,580; to increase the Purchased Services line item in the 2013-2014 budget by $18,580; that the $18,580 increase to Purchased Services be transferred from the Fund Balance; to authorize the Library Director to hire a construction manager for the project; 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.

14-104 XIV. NEW BUSINESS

14-105 A. DISCUSSION OF PROPOSED 2014-2015 BUDGET

Associate Director Nieman distributed a revised proposed 2014-2015 budget which reflects an anticipated 2.4% increase in property taxes.

He reported that the proposed tax revenue is being based on an estimated 2.4% increase in property taxes as noted in Washtenaw County’s 2014 equalization report. No increase in the millage rate currently levied at 1.55 mils is being recommended. He reviewed a number of expenditures and stated that a 3% merit increase was included this year. A 3% increase was budgeted for employer contributions to health benefits. The materials budget was increased from $1.7 million to $1.75 million. Capital Outlays includes the cost for a new utility van. The increase in Legal Services reflects labor negotiations.

Board members asked several questions regarding the budget. Trustee Surovell inquired about the possibility of losing Personal Property Tax income. Associate Director Nieman reported that loss could be $635,000 if the State does not replace the tax. Director Parker noted that we do not yet know the impact of changes to that tax. She stated for a partial year replacement funds could be taken from the Fund Balance. If no replacement of the tax is provided, the millage rate for the following budget year would have to be reviewed.

The Board gave no further direction to administration to revise the proposed budget prior to the May 19th public hearing of the budget.

14-106 B. RESOLUTION TO EXTEND AUDITING SERVICES CONTRACT WITH REHMANN ROBSON FOR ONE YEAR ENDING JUNE 30, 2015
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved to extend the auditing services contract with Accounting Firm of Rehmann Robson of Jackson, Michigan, for one year ending June 30, 2015 for a fee of $10,150; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker noted the request was made in order to provide continuity with the leaving of Associate Director Nieman and the hiring of a new comptroller.

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

Motion passed 7-0.

14-107 C. RESOLUTION OF THANKS TO PATTI MILLER UPON HER RETIREMENT
(Item of action)

President Rosenthal, supported by Vice President Murphy, moved the Board resolves that it would like to officially thank Patti Miller for her services as an employee from July 28, 1997 to April 11, 2014 of the Ann Arbor District Library; that all resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

14-108 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-109 XVI. VOTE FOR CLOSED SESSION AT THE MAY 19, 2014 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Vice President Murphy, supported by Secretary Head, moved to hold a closed session at the May 19, 2014 regular meeting for opinion of legal counsel and the director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

14-110 XVII. ADJOURNMENT

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

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

March 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, MARCH 17, 2014

14-065 I. CALL TO ORDER

President Rosenthal called the meeting to order at 6:30 p.m.

14-066 II. ATTENDANCE

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

14-067 III. VOTE FOR CLOSED SESSION FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Barney Newman, supported by Trustee Kaplan, moved to recess to a closed session for opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

14-068 IV. RECESS TO CLOSED SESSION FOR OPINION OF LEGAL COUNSEL

14-069 V. RECONVENE REGULAR MEETING AT 7:00 PM

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

Director Parker was absent for remainder of meeting.

14-070 VI. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the agenda. Secretary Head, supported by Trustee Leary, moved to amend the agenda with the addition of Communications Committee under Committee Reports.

The amended agenda was voted on.

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

Motion passed 7-0.

14-071 VII. APPROVAL OF MINUTES OF FEBRUARY 17, 2014
(Item of action)

Trustee Surovell, supported by Trustee Kaplan, moved to approve the minutes of February 17, 2014.

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

Motion passed 7-0.

14-072 VIII. CITIZENS’ COMMENTS

Zachary Steindler

Hello, I’ll try to make this brief. My name is Zachary Steindler and I am a resident here of Ann Arbor. I just wanted to say thank you guys for providing such excellent service. I’m a small business owner myself and I know that this is often a very thankless job. I use the Ann Arbor Public Library about four or five times a month. I may not be the most frequent user, but I think that it’s pretty great and so thank you.

14-073 IX. FINANCIAL REPORTS

Associate Director Nieman reported February showed unrestricted cash balance just under $12 million. Tax receipts just over $11 million, reflecting 97.6% of the budgeted amount, have been received through the end of February. The fund balance stands at just over $8.4 million. Three line items are over budget. It was noted that $40,000 was recently received from the Friends of the Library.

Board members expressed their appreciation of the Friends.

14-074 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the February 2014 disbursements.

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

Motion passed 7-0.

14-075 XI. COMMITTEE REPORTS

14-076 A. FACILITIES COMMITTEE

Chairperson Leary reported the committee met today. A public forum was held on March 13th for input on the redesign of the front entrance of the Downtown Library.

14-077 B. STRATEGIC PLANNING COMMITTEE

Chairperson Kaplan reported the committee met and discussed the process and reviewed the history of AADL strategic planning. The current Strategic Initiatives will be kept with staff reviewing goals and proposing changes. The next committee meeting is scheduled in April.

14-078 C. COMMUNICATIONS COMMITTEE

Chairperson Head reported the committee has met with a number of elected city officials. The committee has drafted a resolution being proposed under old business.

14-079 XII. DIRECTOR’S REPORT

Associate Director Neiburger reported that Director Parker was attending the Ann Arbor City Council meeting tonight.

14-080 XIII. MONTHLY STATISTICS

Associate Director Neiburger reported that the monthly statistics were distributed in the Board Packet and he would entertain any questions.

14-081 XIV. OLD BUSINESS

13-214 A. DEVELOPMENT OF LIBRARY LANE GARAGE PROPERTY AND RESOLUTION REQUESTING ANN ARBOR CITY COUNCIL REJECT CITY COUNCIL RESOLUTION DESIGNATION AN URBAN PARK LOCATION ON THE LIBRARY LOT SITE
(Item of action)

Secretary Head, supported by Trustee Leary, moved, whereas, the Ann Arbor District Library (AADL) is an independent governmental entity established under the laws of Michigan with its own taxation district, dedicated millage, and elected Board of Trustees; and is separate from the City of Ann Arbor, Washtenaw County, and the Ann Arbor Public Schools; and

Whereas, the AADL’s Downtown facility at 343 S. Fifth Avenue is the anchor library for the system; houses most of the staff, collections, meeting rooms, and other facilities; receives 600,000 visits a year; and is immediately adjacent to the Ann Arbor Downtown Development Authority’s “Library Lane Parking Structure” (Structure) at 319 South Fifth Avenue; so that the uses of the Structure and the space on top of it (now used for surface parking) have an immediate impact on the Downtown library;

Whereas, a Resolution Designating an Urban Public Park Location on the Library Lot Site (Resolution) is before the Ann Arbor City Council (Council); which proposes a park on the entire west side, from the north to the south, of the top of the Structure, and includes specific suggestions affecting adjacent properties including but not limited to AADL (such as easements across property and relocation of entrances);

Whereas, the AADL Board has not objected to the concept of an open or urban space as part of buildings on the site, shown on plans since 2007-08; and

Whereas, the resolution does not allocate the City resources needed to create a successful park, such as physical maintenance, programming, and monitoring unsafe behavior; and whereas the City has not been able to allocate resources for those purposes to the nearby Liberty Plaza park, Wheeler park, Sculpture plaza on North 4th Ave, or the Kerrytown plaza; and
Whereas, the AADL Board places a high priority on providing a safe and welcoming environment at Ann Arbor’s public library for the entire community;

Now, therefore, be it resolved:

That the AADL Board asks the Council to reject the Resolution until the entire site at 319 South Fifth Avenue receives a complete review by experts in zoning, land use, economic development, and others who can determine the highest and best use of the property; ensure the safety and security of AADL patrons; and consult with the owners and occupants of surrounding properties, downtown business owners, and other stakeholders Council may identify.

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

Board members expressed varying opinions in regards to the planning involved in placing an urban park on the Library Lane Parking Structure.

Trustee Leary, supported by Secretary Head, called for the question.

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

Motion passed 7-0.

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

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

Motion passed 6-1.

13-173 B. RESOLUTION TO APPROVE THE BIKE SHARE PROGRAM LICENSE AGREEMENT WITH THE CLEAN ENERGY COALITION
(Item of action)

Trustee Leary, supported by Trustee Surovell, moved that the Director of the Ann Arbor District Library be authorized to enter into the Bike Share Program License Agreement with the Clean Energy Coalition; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leary reported that the document has been reviewed by legal counsel and is considered fair and leaves the Library with the ability to withdraw in the future.

Secretary Head stated that the University has signed their contract and liability issues have been addressed.

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

Motion passed 7-0.

14-057 C. INFORM STUDIO REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY
Kenneth Van Tine

Trustee Leary reported the Facilities Committee discussed input received at recent public forum on the front entrance redesign. The committee agreed that the suggestion to reorient the entrance to the north is neither simple nor inexpensive. Structural changes would be required and would eliminate the current location of the Teen room which would have a cascading effect throughout the building. The current west entrance better serves patrons coming from all directions.

Kenneth Van Tine of InForm Studio was introduced and answered a number of questions regarding suggestions brought forward from the public forum. His firm will rework the design and bring it back to the Facilities Committee for further review.

14-082 XV. NEW BUSINESS

14-083 A. EPIC-MRA PRESENTATION ON AADL CUSTOMER SATISFACTION SURVEY
Bernie Porn, President EPIC-MRA

Associate Director Nieman introduced Bernie Porn, President of EPIC-MRA.

Mr. Porn stated the results of the survey on awareness, use and satisfaction with library facilities and services reflects overall a very satisfied customer base. Callers were selected randomly from both listed and cell phone numbers. He reviewed the questions asked and responses received. Board members asked questions on a number of the responses and the process used.

14-084 XVI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-085 XVII. VOTE FOR CLOSED SESSION AT THE APRIL 21, 2014 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to hold a Closed Session at the April 21, 2014 regular Board meeting for opinion of legal counsel and the director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

14-086 XVIII. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:46 p.m.

February 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, FEBRUARY 17, 2014

14-044 I. CALL TO ORDER

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

14-045 II. ATTENDANCE

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

14-046 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

14-047 IV. APPROVAL OF MINUTES OF JANUARY 20, 2014 AND FEBRUARY 3, 2014
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the minutes of January 20, 2014 and February 3, 2014.

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

Motion passed 6-0.

14-048 V. CITIZENS’ COMMENTS

Changming Fan

Good evening my name is Changming Fan. I think I’m the only one Chinese here. So time is short. My company TiniLite World registered in Ann Arbor since 1996. I want to go real quick cause of only three minutes. We are the innovator, maker and also the supplier of a new technology called tini-lite. A lighting display using LED, cell phone, internet, wireless. We have all of the members here are in Ann Arbor district residents and now I am living in Saline. We want to congratulate five star library here AADL has frequent visitors, patrons and I would like to do something, maybe even better and face higher challenges together with you. And I believe AADL set a model, but also created a new trouble because of you’re in the frontier. Technology is this town to register. But there are some problems. I believe that we can do a lot of more work together. To build a new community under the leadership of AADL. The wonderful staff and good programs and especially some challenge of new ideas. I was with my tutor, or, Eli we have talked quite a few and I’d like to do something, which is maybe from my prospective as a geek or an unsuccessful entrepreneur and to summarize I brought you some abbreviation which is from lib to lab and to shop which is more towards not only do some physical things in the library and those will maybe produce and sell. So this is live lab shop and also from RIY read it yourself to do it yourself which is American spirit. To do it together DIT this is based entire challenge but we’d like to contribute our technology to you, to this community. That’s why I’m here and of course these are the problem and challenges. We’re facing frontier, but the problem I see is there is a loss. The tech town is Ann Arbor, I don’t see many people come around here when they even do not have credit to our meetings. We should invite them I know, so they too can contribute the AADL, because their children, the web. Here free and also they borrow a lot of books here. Nothing is that, this guy here is, which is Eli, that I know about manufacturing. This is even a higher challenge to this nation. As you know everything almost here, made in China, should change, AADL should be the leader, how to. The third part is that, which is from this manufacture to maker movement how to combine it. So maybe we can have a chance to talk later. But I believe we’re in this new juncture whether succeed or fail and that AADL should be and it is now the hub of all of this combination. I would say the most important ingredient of cluster of creativity as of 2002 idea but I won’t visit here. Ann Arbor has all the ingredients being made of combining the significant value of people run away. Still run away. We should have to do something. The last thing I want to say is that be prepared. Going have lot of naysayers and unexpected problems because of the most intelligent people in this space not chairman, have the vote, have the speaking qualified president one to many to manufacture things here. Nothing happened here since then a couple years ago. So AADL should will it continue on the right course but face a higher challenge, a higher level. And Eli give me some more information which is in taxes given, the State which is cut funding, maybe Carnegie funding and they are kinda ahead of us. Maybe, maybe I’m wrong. But again my name is Changming Fan, the company name is TiniLite World. We want to be with you, be the leader of social, mobile and local movement. Let’s build a new community here together with the technology, with the family, with the town such as Saline and with the new register projects. That’s all I want to say today. Thank you so much and thank you again for wonderful work you have done for me and for residents, visitors and people come to Ann Arbor. Thank you.

Jamie Vander Broek

Hi everyone. My name is Jamie Vander Broek and I know some of you, but not others. I am a librarian here in town and work at the University. I am also a homeowner and I just wanted to share some recent impressions that I have of the library that are positive. So, close to a year ago when it was still warm enough to walk outside, I was at the Fool Moon, which is the evening event in April and wandering through the huge crowd of people and I came around the corner and there were all these people playing a game and there is light all over the sidewalk. Of course, it turned out to be something that AADL had organized. It was this really cool outdoor event. But they were right there in the middle. One of the best parts of living in Ann Arbor is its annual Fool Moon event. So, that’s something that was a while ago but it definitely makes sense that every time I see something recently that’s sort of cool or interesting or on the leading edge of what’s going on in town, AADL is always involved. So, Nerd Night Ann Arbor, which is like this regular event that happens at local bars and restaurants, where people share things they are passionate about. I went to one and saw my friend talked about, he works for GE, about some little mobile ultrasound devices and so he actually did an ultrasound on his stomach while he was talking, which is wild to see. Nerd Night is this really cool thing, like, throughout the night there were sort of, like, hiccups and bumps with organizational aspects of the event and so I sort of wished there was someone in charge of the event when I attended it. I was really excited to see just this last week that AADL has stepped in and will now be kinda like serving exactly, like Nerd Night is a really cool idea, and they’re really interesting people in town who come and talk about what they are geeked out about but what it needed was someone to keep everything, keep the wheels greased and in motion. It was really cool to see that AADL is providing that consistency and leadership and driving the whole thing forward. What we really struggle with at my library, I can’t speak for my library obviously, but I can speak for what I experience as a librarian there, is negotiating licenses with companies that have zero desire to give us anything for free. So it was real exciting to see that AADL had successfully negotiated with Ghostly International, a local music house, to provide access to Ann Arbor residents to their catalog. Which is really, really cool. I mean that’s something that we wish we could accomplish for our people at the University. And then finally another part of my job is to do more traditional library service so I staff a reference desk and also help people via chat. I sit at my house and wait for people to ask me questions via chat. I recently got a question about an old murder case that happened in Ann Arbor. It gave me the opportunity to share with this young woman at the University of Michigan that your library, AADL, had digitized all the Ann Arbor News content. So something that would have been really difficult for her to access was actually very easy. So I think it’s really cool that you both excel at traditional library things like providing access to something like digitized archives of the newspaper to things that people wouldn’t think of the library would be involved in like Nerd Night Ann Arbor. And then in the middle, this Ghostly International partnership is just the coolest thing. I just want to tell you how great I think you are and I love paying my taxes for this library.

14-049 VI. FINANCIAL REPORTS

Associate Director Nieman reported January showed unrestricted cash balance just over $12 million. Tax receipts just over $11 million, reflecting 97.4% of the budgeted amount, have been received through the end of January. The fund balance stands at just over $8.2 million. Four line items are over budget. Under the Employment line item and additional payment of $74,000 was made to the State of Michigan Pension System in January. This is a pass through with corresponding revenue showing up in State Aid and will require budget adjustments at the end of the fiscal year.

14-050 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Treasurer Barney Newman, moved to approve the January 2014 disbursements.

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

Motion passed 6-0.

14-051 VIII. COMMITTEE REPORTS

14-052 A. FACILITIES COMMITTEE

Chairperson Leary reported the Facilities Committee had met. The committee discussed issues with the front entrance of the Downtown Library. Director Parker consulted with InForm Studio regarding the redesign of the front entrance. Chairperson Leary, President Rosenthal and Director Parker met with the City of Ann Arbor Disability Commission. A tentative front entrance design is being presented this evening. A public forum on the front entrance design will be scheduled prior to the next AADL Board meeting.

Trustee Kaplan inquired whether a dollar amount had been established for the front entrance design. Director Parker stated that a quarter of a million would be the goal.

14-053 IX. DIRECTOR’S REPORT

Director Parker announced that Associate Director Choate has accepted a position as Executive Director of the Urbana Free Library. A staff reception will be held for her on February 28th and Board members were invited to attend.

AADL was approached and has agreed to participate in a National Science Foundation Living Lab project. Researchers will be located in the Downtown Library Youth Department. Children over four years in age will be interviewed regarding their views of sharing and being fair. Parents will be present.

Director Parker invited all to the Malletts Creek Branch Library to celebrate its tenth anniversary on March 22nd. Day long activities are being planned and remarks will begin at 4:15 p.m.

14-054 X. MONTHLY STATISTICS

Associate Director Neiburger presented January 2014 statistics in comparison with January 2013 in the new statistical format.

14-055 XI. NEW BUSINESS

14-056 A. INFORM STUDIO PRESENTATION: REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY
Cory Lavigne

Director Parker introduced Cory Lavigne from InForm Studio.

InForm Studio designed the Traverwood Library and has been asked to prepare a design for the front entrance of the Downtown Library.

Mr. Lavigne presented a draft design of the front entrance. Improvements included a large well-lit tempered glass or resin sign, a large planting bed, bench, heated ramped walkway with railing, replacement of the teal upper panels with a cement fiber rain screen over the existing framing and reconfiguration of the main entrance doors.

Several board members expressed concerns regarding security with the signage. A number of questions regarding materials recommended for use were also asked and answered.

Trustee Leary stated a public forum on the Downtown Library front entrance will be held in March and then the Facilities Committee will meet again on the topic.

14-057 B. APPROVAL TO PROCEED WITH PROPOSAL FOR REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY
(Item of action)

Trustee Kaplan, supported by Treasurer Barney Newman, moved to proceed with the next step with the proposal of redesign of the Downtown Library front entrance.

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

Motion passed 6-0.

As an aside from the Facilities Committee, Trustee Leary brought up the topic of the Bike Share agreement. Director Parker stated that the University has signed the agreement and the Library will have final documents, including legal advice, for review at the next Facilities Committee meeting.

14-058 C. APPROVAL OF DIRECTOR’S EVALUATION COMMITTEE APPOINTMENTS
(Item of action)

Trustee Leary, supported by Trustee Kaplan, moved to approve the appointment to the Director’s Evaluation Committee of Barbara Murphy as chairperson, Jan Barney Newman and Rebecca Head.

Trustee Surovell expressed his displeasure with the appointments. There was no further discussion.

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

Motion passed 6-0.

14-059 D. RESOLUTION ESTABLISHING A SPECIAL STRATEGIC PLANNING COMMITTEE
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved that the Board resolves that a special Strategic Planning Committee be established; that the charge to the special Strategic Planning Committee will be to lead the process to develop a strategic plan for 2015-2020; that the committee shall serve through 2014; that all resolutions and parts of resolutions that conflict with the provisions of the resolution are rescinded.

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

Motion passed 6-0.

14-060 E. APPROVAL OF SPECIAL STRATEGIC PLANNING COMMITTEE APPOINTMENTS
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the appointment of Nancy Kaplan as chair, Barbara Murphy and Rebecca Head to the Strategic Planning Committee.

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

Motion passed 6-0.

14-061 F. RESOLUTION TO ADOPT REVISIONS TO LIBRARY POLICIES
(Item of action)

Secretary Head, supported by Trustee Leary, moved that the Board resolves that the following Library Policies are revised as proposed: 1.1 Philosophy; 1.5 Freedom to Read; 1.10 Privacy Statement; 2.4 Internet Use; 2.5 MichNet Acceptable Use; 2.11 Interlibrary Loan Services; 2.12 Photocopying and Fees; 3.1 Circulation; 3.2 Confidentiality-Disclosure of Patron Registration Information; 3.4 Requests for Access to Records from the General Public; 4.2 Display and Distribution of Materials by Outside Groups; 5.1 Behavior in Public Sectors of the Ann Arbor District Library; 5.4 Unattended Child; 8.3 Equal Employment Opportunity and Affirmative Action; 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.

14-062 G. RESOLUTION TO REPEAL LIBRARY POLICIES
(Item of action)

Trustee Kaplan, supported by Secretary Head, moved that the Board resolves to repeal the following Library Policies as proposed: 1.6 Freedom to View; 2.7 Providing Access to Computer Based Resources; 3.5 Release of Minor Child’s Records; 3.6 Fines for Damaged or Lost Materials; 4.5 Business Use of Facilities; 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.

14-063 XII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-064 XIII. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:46 p.m.

February 3, 2014 Minutes of the Board Retreat

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

14-030 I. CALL TO ORDER

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

14-031 II. ATTENDANCE

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

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

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

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

Motion passed 7-0.

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

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

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

14-034 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-035 VI. COLLECTIONS PRESENTATION

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

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

The Board reconvened at 4:47 p.m.

President Rosenthal thanked staff for their presentations.

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

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

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

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

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

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

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

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

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

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

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

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

President Rosenthal thanked staff for a job well done tonight.

14-042 XII. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-043 XIII. ADJOURNMENT

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

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