January 21, 2013 Minutes of the Annual Meeting

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

13-001 I. CALL TO ORDER

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

13-002 II. ATTENDANCE

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

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

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

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

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

13- 004 IV. PRESIDENT’S REMARKS

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

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

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

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

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

Motion passed 7-0.

13-006 VI. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

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

A roll call vote was taken.

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

Motion passed 7-0.

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

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

A roll call vote was taken.

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

Motion passed 7-0.

3. TREASURER
(Item of action)
Roll call vote

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

A roll call vote was taken.

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

Motion passed 7-0.

4. SECRETARY
(Item of action)
Roll call vote

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

A roll call vote was taken.

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

Motion passed 7-0.

13-007 VII. INSTALLATION OF OFFICERS

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

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”

13-008 VIII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

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

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

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

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

Motion passed 7-0.

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

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

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

Motion passed 7-0.

13-011 XI. CITIZENS’ COMMENTS

Sahba Laal and George Kachadoorian

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

Lynn Davidge

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

Lou Glorie

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

13-012 XII. FINANCIAL REPORTS

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

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

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

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

Motion passed 7-0.

13-014 XIV. COMMITTEE REPORTS

13-015 A. FACILITIES COMMITTEE

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

13-016 XV. DIRECTOR’S REPORT

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

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

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

13-017 XVI. NEW BUSINESS

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

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

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

Motion passed 7-0.

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

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

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

NAYS: None

Motion passed 7-0.

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

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

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

Motion passed 7-0.

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

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

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

Motion passed 7-0.

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

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

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

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

Motion passed 7-0.

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

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

Motion passed 7-0.

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

13-023 F. PRESENTATION OF HR INFORMATION
DeAnn Doll

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

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

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

A roll call vote was taken.

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

Motion passed 7-0.

13-025 XVII. ADJOURNMENT

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

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

November 19, 2012 Minutes of the Regular Meeting

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

12-214 I. CALL TO ORDER

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

12-215 II. ATTENDANCE

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

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

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

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

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

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

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

Motion passed 6-0.

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

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

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

Motion passed 6-0.

12-220 VII. CITIZENS’ COMMENTS

Ingrid Sheldon

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

Lyn Davidge

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

12-221 VIII. FINANCIAL REPORTS

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

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

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

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

Motion passed 6-0.

12-223 X. COMMITTEE REPORTS

12-224 A. FACILITIES COMMITTEE

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

12-225 B. BUDGET & FINANCE COMMITTEE

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

12-226 XI. DIRECTOR’S REPORT

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

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

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

12-227 XII. NEW BUSINESS

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

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

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

Treasurer Murphy, supported by Trustee Head, moved to accept the 2011-2012 financial audit prepared by Rehmann Robson. That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

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

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

A roll call vote was taken.

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

Motion passed 6-0.

12-231 XIII. ADJOURNMENT

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

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

October 15, 2012 Minutes of the Regular Meeting

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

12-203 I. CALL TO ORDER

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

12-204 II. ATTENDANCE

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

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

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

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

Motion passed 7-0.

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

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

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

Motion passed 7-0.

12-207 V. CITIZENS’ COMMENTS

Ellie Serras

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

12-208 VI. FINANCIAL REPORTS

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

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

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

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

Motion passed 7-0.

12-210 VIII. DIRECTOR’S REPORT

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

12-211 IX. NEW BUSINESS

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

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

A roll call vote was taken.

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

Motion passed 7-0.

12-213 X. ADJOURNMENT

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

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

September 24, 2012 Minutes of the Regular Meeting

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

12-186 I. CALL TO ORDER

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

12-187 II. ATTENDANCE

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

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

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

A roll call vote was taken.

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

Motion passed 5-0.

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

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

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

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

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

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

Motion passed 7-0.

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

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

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

Motion passed 7-0.

12-193 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-194 IX. FINANCIAL REPORTS

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

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

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

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

Motion passed 7-0.

12-196 XI. COMMITTEE REPORTS

12-197 A. FACILITIES COMMITTEE

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

12-198 B. FINANCE COMMITTEE

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

12-199 XII. DIRECTOR’S REPORT

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

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

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

12-200 XIII. NEW BUSINESS

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

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

A roll call vote was taken.

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

Motion passed 7-0.

12-202 XIV. ADJOURNMENT

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

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

August 20, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 20, 2012

12-174 I. CALL TO ORDER

President Leary called the meeting to order at 7:05 p.m.

12-175 II. ATTENDANCE

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

12-176 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

12-177 IV. APPROVAL OF MINUTES OF JULY 16, 2012, JULY 30, 2012 AND AUGUST 6, 2012
(Item of action)

Trustee Head, supported by Trustee Kaplan, moved to approve the minutes of July 16, 2012, July 30, 2012 and August 6, 2012.

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

Motion passed 7-0.

12-178 V. CITIZENS’ COMMENTS

Ellie Serras

Good evening Board members, Josie, library staff, audience. I am speaking to you on behalf of the Our New Library Downtown Campaign Committee. A group of citizens committed to the library and its contributions to the quality of life in Ann Arbor. The campaign committee became official on July 17th which is the day after this Board voted to put a bond to rebuild the Downtown Library on the November ballot. Since July 17th the campaign committee has been working to get the word out to voters to reaffirm that this additional cost is an investment in our community and its intellectual sustainability. These are values we all treasure.

I would like to give you an update of our progress and intention to share information with the voters in Ann Arbor about the library system and the downtown library specifically. In order to connect with all stakeholders we developed several outreach strategies, a website, twitter account and Facebook status have been established. We’re averaging about twenty visits a day, but that’s climbing on the website. But the most important metric is the average visit duration, it’s quite high. It’s over four minutes per visit. And that tells us that people are reading just about everything that’s on the site. We have one hundred fans on Facebook and twenty-one twitter followers. Twitter, as I am told by the experts, which is pretty much anybody younger than me, likely we won’t gain a large number of followers, but the quality of the followers is more the goal. Of those twenty-one followers the majority have two hundred to three thousand followers each. So when they share our tweets it has a big reach.

A communications letter was mailed last week describing the current condition of the downtown library, the demand on it, its relevance to the community, the emerging expectations and the vision for the next generation. This letter was mailed to approximately one thousand voters asking for their support. Yard signs displaying the message “Vote Yes For Our New Downtown Library” will be distributed in the next few weeks.

Meetings are ongoing with individuals and business for fundraising purposes and information sharing. We have plans for neighborhood coffees, association meetings and formal presentations all on the calendar for September and October. Individual donations and business contributions have been very supportive thus far. Those training just report at the library with the many diverse sections of our population.

It is our privilege to work on this project for the good of our city because it’s a quality of life issue. But that’s not the most important reason, not to me, anyway. The most important reason is for the good of each and every citizen who expects demands and deserves access to make sure this library system emerges as a center for learning and sharing culture and information. We’re not spreading anecdotal stories or hearsay. We’re sharing hard facts about the library’s critical role and relevancy in our world. This campaign is committed to the individuals who represent the six hundred thousand plus visits to the downtown library every year. To the individuals who use the internet seventy-five thousand times per year. To those individuals who need jobs and training. To the individuals who count on the library for meeting space and over five hundred enrichment events every year. To the individuals who are visually impaired and are physically disabled. To the children and on and on and on, every one you need, we need, this library for our individual reasons that add up to the common good for everyone.

We feel that this is the time to correct the deficient infrastructure and improve accessibility in this important cultural and learning institution for everyone in our community. The website is ournewlibrary.com. Go there, check it out, sign-up for Facebook, learn how to do it, if you don’t know how, but sign up. Get email updates, contact information is on the website, you can sign up to participate, get a yard sign, host a coffee, contact us and let me know what associations you are part of. We can come, Josie will have on her calendar every name in Ann Arbor, if we can touch those people, we will come and talk to them. We’re committed to this and we want to let everybody know how important this is. I thank you for the opportunity to work on this, it’s a life changer.

12-179 VI. FINANCIAL REPORTS

Associate Director Nieman reported July showed unrestricted cash balance just over $8 million. Tax receipts just over $1.1 million, reflecting 10% of the budgeted amount, have been received. The fund balance is at just over $8.1 million. Three line items are over budget but are expected to come into line later in the year. The figures are pre-audit and the auditors are expected to be here in September.

12-180 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

12-181 VIII. DIRECTOR’S REPORT

Director Parker deferred her report to the trends presentation under New Business.

12-182 IX. NEW BUSINESS

12-183 A. 21ST CENTURY TRENDS AFFECTING PUBLIC LIBRARIES
Eli Neiburger, Celeste Choate

Associate Director Neiburger provided scenarios regarding digital media as it relates to the future of libraries. He outlined the various routes the publishing world could take regarding this media and possible outcomes. He stated libraries need to create their own infrastructure and storage.

Associate Director Choate offered an overview of the newest collection of musical tools and telescopes. Several other alternative collections are in the works. These collections are well received and offer an introduction to items that may not be affordable to the general public.

Associate Director Choate also provided and update on the WLBPD patron survey. All 446 active patrons were contacted. Responses were positive for the program and patrons would recommend this service to others.

12-184 B. VOTE FOR EXECUTIVE SESSION AT THE SEPTEMBER 24, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Head, supported by Vice President Rosenthal, moved to hold an Executive Session at the September 24, 2012 regular Board 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.

12-185 X. ADJOURNMENT

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

President Leary adjourned the meeting at 7:50 p.m.

August 6, 2012 Minutes of the Special Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
MONDAY, AUGUST 6, 2012

12-168 I. CALL TO ORDER

President Leary called the meeting to order at 10:31 a.m.

12-169 II. ATTENDANCE

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

12-170 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

12-171 IV. NEW BUSINESS

12-172 A. RESOLUTION APPROVING BALLOT LANGUAGE TITLE FOR BOND PROPOSAL TO REPLACE DOWNTOWN LIBRARY BUILDING
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved the Library Board hereby requests the Washtenaw County Clerk to place the following title on the ballot proposal approved by the Library Board on July 30, 2012: “Ann Arbor District Library Downtown Building Proposal” and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 7-0.

12-173 V. ADJOURNMENT

Vice President Rosenthal moved to adjourn the meeting.

President Leary adjourned the meeting at 10:34 a.m.

July 30, 2012 Minutes of the Special Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
MONDAY, JULY 30, 2012

12-160 I. CALL TO ORDER

President Leary called the meeting to order at 7:04 p.m.

12-161 II. ATTENDANCE

Present: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal
Absent: Surovell
Staff: Choate, Neiburger, Parker, Wilson (recorder)
Others: James P. Kiefer, Dykema Gossett PLLC
Paul R. Stauder, Stauder, Barch & Associates

12-162 III. APPROVAL OF AGENDA
(Item of action)

Secretary Barney Newman, supported by Vice President Rosenthal, moved to approve the agenda. Trustee Head amended the agenda with the addition of the Directors Report following Citizens’ Comments. The amended agenda was voted on.

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

Motion passed 6-0.

12-163 IV. CITIZENS’ COMMENTS

Lyn Davidge

Well again I am trying to get more people to come, but you’ve got me again. I simply have a question tonight and I realize that if citizens’ comment came at the end of the meeting that I might not have the question. But I’ll ask it. I was looking at the resolution that you are planning to act on tonight. Thank you for posting the Board Packets and I had a question about a phrase in the ballot language where it’s, you know, borrow a sum not to exceed thirty years for the purpose of paying all or part of the cost of

constructing, furnishing and equipping…all or part it was the or part…that I wondered about. I’m hoping there will be some clarification on that tonight. Thank you.

12-164 V. DIRECTORS REPORT

Director Parker reported she received a call from the office of Congressman Dingell informing her that the Library has been awarded a National Endowment for the Humanities Grant for the American Film Project Bluegrass to Broadway for 2013.

The AADL digital archives staff received a Bezonki Award from the Ann Arbor Chronicle. Congratulations were given to Amy Cantu, Debbie Gallagher, Andrew MacLaren and Jackie Sasaki.

12-165 VI. NEW BUSINESS

12-166 A. RESOLUTION SUBMITTING BOND PROPOSAL FOR APPROVAL BY THE VOTERS TO REPLACE DOWNTOWN LIBRARY BUILDING
(Item of action)
James P. Kiefer, Dykema Gossett PLLC
Paul R. Stauder, Stauder, Barch & Associates

Secretary Barney Newman, supported by Vice President Rosenthal, moved ballot language: the following proposition shall be submitted to a vote of the qualified electors of the Library’s district at the general election to be held on Tuesday, November 6, 2012:

Shall the Ann Arbor District Library, formed by the Ann Arbor Public Schools and the City of Ann Arbor, County of Washtenaw, State of Michigan, borrow the sum of not to exceed sixty-five million dollars ($65,000,000) and issue its general obligation unlimited tax bonds, in one or more series, payable in not to exceed thirty (30) years from the date of issuance of such bonds, for the purpose of paying all or part of the costs of constructing, furnishing and equipping a new main library building to be located at the current site of the downtown library building, including costs related thereto? Yes [ ] No [ ]

The following is for informational purposes only: The estimated millage to be levied in 2013 to pay the debt service on such bonds is 0.56 mills ($0.56 per $1,000 of taxable value) and the estimated

simple average annual millage rate required to retire the bonds is 0.47 mills ($0.47 per $1,000 of taxable value). In accordance with State law, a portion of the revenue collected may be subject to
capture by the City of Ann Arbor Downtown Development Authority and the Scio Township Downtown Development Authority.

Election Procedures: The County Clerk is requested to include the ballot language set forth above, as provided by law, on the applicable ballots for voting on the above-referenced proposition and to carry out all appropriate statutory duties with respect to the election described in this Resolution.

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

Director Parker introduced James Kiefer and Paul Stauder who were present to answer any questions of the Board regarding the bond proposal.
Clarifications were made regarding:

The bond language “paying all or part” was questioned as to intent. It was stated this language allows the library to use grants or donations if received for the construction project. It was also stated that monies from the bond can be used for demolition, temporary relocation of the library during construction and other construction related expenses. Monies from the bond cannot be used for non-related construction expenses.

Numerous statements in the ballot language were required by the District Library Financing Act.

After lengthy discussion the motion was voted on:

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

Motion passed 6-0.

Director Parker informed the Board of a document prepared entitled “The Vision | The Vote” which will be made available to the public via the AADL website and as handouts at public service

desks. This document answers the most commonly asked questions regarding the reasons for the bond, but is not an advocacy document as the Library is prohibited from advocating.

12-167 VII. ADJOURNMENT

Vice President Rosenthal moved to adjourn the meeting.

President Leary adjourned the meeting at 7:38 p.m.

July 16, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 16, 2012

12-143 I. CALL TO ORDER

President Leary called the meeting to order at 7:05 p.m.

12-144 II. ATTENDANCE

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

12-145 III. APPROVAL OF AGENDA
(Item of action)

Secretary Barney Newman, supported by Vice President Rosenthal, moved to approve the agenda. Trustee Kaplan, supported by Trustee Head, moved to amend the agenda by adding a resolution amending the charge of the Facilities Committee. The amended agenda was voted on.

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

Motion passed 7-0.

12-146 IV. APPROVAL OF MINUTES OF JUNE 18, 2012 AND JUNE 20, 2012
(Item of action)

Vice President Rosenthal, supported by Treasurer Murphy, moved to approve the minutes of June 18, 2012 and June 20, 2012.

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

Motion passed 7-0.

12-147 V. CITIZENS’ COMMENTS

Lyn Davidge

When I arrived this evening I learned that no one else has signed up for comments. I think it’s time people started coming to make comments and you’ve been saying that for a while so I thought I would just make a comment. And that is that I’ve been a member, I have had a card with the Ann Arbor Public and then the Ann Arbor District Library since 1945. And I have never, I’ve always voted for, I have never voted against any library millages and that was true of my parents before me. But at this point I feel that I do not have enough information and for a variety of other reasons I am 99% positive that if the decision that I understand you will be making tonight is to go for a brand new building I will be voting no, unless in the next four months something stupendous happens. On the question of renovation I’m feeling more amenable to that and how my vote would go in that case would depend on exactly how the proposal was worded, what information I had about what the renovations would include, what the components were, the nature of them, the cost of the various components and so on. It would depend on the information available to me at the time, but at this moment thinking generally about the possibility of a renovation for this building I’m definitely in leaning in the yes column. And thank you, that was all.

Alan Haber

Hello all, I’m definitely support Lyn saying that more people should come and make comments and participate. And I wanted to draw to your attention for those who been and share with us the party on your front porch on Saturday. We had an imagine a park party trying to gather ideas and thoughts and images from people all over town and to actually make the park with music and grass and kids and food and conversation and even a speech or two. And it was really a beautiful event. I know that there is a lot of anxiety about what a park or a open facility might be on your front porch and this we sort of put together to show how beautiful it could be as a beginning effort of which more will be. And I know that you have, I know the word of the curtain is that you are not looking over there even though it’s right out your window. But I wish you would look over there and people on the Board join in the discussion about the various options with the committee and the group that is looking at a library green as the desirable option

which many, many people in Ann Arbor really see as desirable to have a green place downtown. That even though it is not your land it is your, intimately related to the library. And I hope that in your considerations you would designate one or two or people just to sit in our conversations and to be participant. This is very much part of your future I believe, because I believe that as more and more events such as we did the other night take place and day it was from noon to eleven at night. I know that there were a few glitches, but basically it was a very beautiful event and the kids go somersaulting on the sod was pretty neat. Well anyhow, that’s the comment I wanted to make and to let you know that we would have a great, great time on your yard which is all of our yard and whatever the formal lines are, so I hope that you would consider that this is a nice karma on your edge and let it permeate your own thinking. I was just in New York, New York and Bryant Park and its relation to the library is just beautiful. And we did sort of a local approximation of that kind of connection with and there would be more. My good wishes to all your deliberations and our neighborliness and a place for community to grow over the years rather than to be taxed built taxed outsourced the creativity and outsourced to the security I think our town can really do something beautiful there all together without having to put it on the tax roll but trusting the volunteer spirit that we had the other night and day. So that’s my comment and good wishes to you all.

David Diephuis

I just want to make a brief comment about the resolution tonight to tear down the old building and build a new one for the library. I have to agree with Lyn that I’m not sure the case has been made for that. I did attend the forums, read the Providence report and $65 million seems like a lot. Just 21 years ago we spent $10 million to refurbish the library and to double its size. It was an acclaimed renovation at that time and news reports said this building project has been designed for flexibility, to allow adaptation to new technology, expansion of collection, and now 21 years later were ready to scrap that. So I wonder if we can really predict what we are going to need 25 or 50 years from now. Whether in 20 years’ time a new building will look outdated to us. Technology changes awfully quickly now and needs of communities helpful changes are quite fast. So to me I would hope that you would consider a renovation proposal, an extensive renovation, not necessarily tearing down the old building, the first old building, I think it cost $738,000 back in the 50’s to extensively renovate instead rather than to rebuild. Thank you.

12-148 VI. FINANCIAL REPORTS

Associate Director Nieman reported June showed unrestricted cash balance just under $8 million. Tax receipts just over $11.1 million, reflecting 99.8% of the budgeted amount, have been received. The fund balance is at just over $8.2 million. The figures are pre-audit and the auditors are expected to be here the first of September.

12-149 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Surovell, supported by Trustee Head, moved to approve the June disbursements.

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

Motion passed 7-0.

12-150 VIII. COMMITTEE REPORTS

12-151 A. FACILITIES COMMITTEE

Chair Rosenthal reported the committee sponsored three public comment forums and offered tours of the downtown library. The committee met with O’Neal Construction reviewing the 2008 estimated construction costs. The committee is also offering a resolution under new business. Trustee Kaplan and Trustee Surovell also serve as committee members.

12-152 IX. DIRECTOR’S REPORT

Director Parker reported that AADL received an award from ALA for outstanding PR for the Ben Franklin exhibit. Other local awards recently received include Family Favorites 2011 Best Story Hour and Family Favorites 2011 Best Free Activity in the Community.

The past weekend ADDL hosted Comic Central with hundreds of participants. Kids were encouraged to read comics and activities were held throughout the library. Director Parker was presented with two original “Josie & the Pussycats” comics.

12-153 X. NEW BUSINESS

12-154 A. FACILITIES COMMITTEE PUBLIC FORUMS ON THE FUTURE OF THE DOWNTOWN LIBRARY UPDATE

Chair Rosenthal reported that all three forums and the internal tour of the downtown library were recorded and are available for viewing on the AADL website.

12-155 B. RESOLUTION AUTHORIZING BOND PROPOSAL TO REPLACE DOWNTOWN LIBRARY BUILDING
(Item of action)

Trustee Kaplan, supported by Trustee Head, moved that a bond proposal for $65 million for a period of 25 years to fund the replacement of the Downtown Library building at its current location at Fifth and William be placed on the November 6, 2012 ballot and that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Board members around the table expressed their reasons for supporting this proposal. The Board discussed at length the proposed 25 year bond versus a 30 year bond.

Trustee Surovell, supported by Trustee Head, moved to amend the period of 25 years to 30 years.

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

Motion passed 4-3.

The amended motion was voted on.

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

Motion passed 7-0.

12-156 C. RESOLUTION AMENDING THE CHARGE TO THE SPECIAL FACILITIES COMMITTEE
(Item of action)

Trustee Kaplan, supported by Treasurer Murphy, moved that the charge to the special Facilities Committee be amended to state the charge of the committee is a) to continue its work of gathering information about the condition of the downtown library facility and b) making recommendations to the Board concerning the details of implementing any bond the Board may choose to put before the voters and c) to recommend a process for taking the next steps should any bond proposal be approved and d) to recommend measures needed to maintain the existing building should a bond to replace the downtown facility fail to pass. The membership of the Facilities Committee will continue to include Prue Rosenthal (chair), Nancy Kaplan and Ed Surovell. That the Committee will serve through 2012. 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.

12-157 D. VOTE FOR SPECIAL BOARD MEETING TO APPROVE BALLOT LANGUAGE OF BOND PROPOSAL
(Item of action)

Treasurer Murphy, supported by Vice President Rosenthal, moved to schedule a special Board meeting to approve the ballot language of the Bond Proposal on July 30, 2012 at 7:00 p.m.

Director Parker clarified that with the approval to seek a bond proposal, ballot language will need to be drawn and approved by the Board.

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

Motion passed 7-0.

12-158 E. VOTE FOR EXECUTIVE SESSION AT THE AUGUST 20, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Vice President Rosenthal, supported by Treasurer Murphy, moved
to hold an Executive Session at the August 20, 2012 regular Board 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.

12-159 XI. ADJOURNMENT

Secretary Barney Newman moved to adjourn the meeting.

President Leary adjourned the meeting at 8:27p.m.

June 20, 2012 Minutes of the Special Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
PUBLIC ENGAGEMENT PROCESS COMMUNITY FORUM
ON DOWNTOWN LIBRARY BUILDING
WEDNESDAY, JUNE 20, 2012

12-134 I. CALL TO ORDER

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

12-135 II. ATTENDANCE

Present: Leary, Kaplan, Barney Newman, Rosenthal
Absent: Head, Murphy, Surovell
Staff: Choate, Neiburger, Nieman, Parker
Others: Sandra Greenstone, Enliven Consulting

12-136 III. WELCOME

President Leary welcomed those present.

12-137 IV. PROCESS OVERVIEW

Sandra Greenstone of Enliven Consulting presented the process overview.

12-138 V. INTRODUCTION

Director Parker presented the introduction.

12-139 VI. INFORMATION STATIONS

Staff were present at the following stations to provide information:

• Children’s
• Finances
• Quiet Reading Room
• Research/Archives
• Meeting & Gathering Spaces
• Infrastructure Tour

12-140 VII. CURRENT CHALLENGES & POTENTIAL OPPORTUNITIES

Discussion was moderated by Sandra Greenstone.

12-141 VIII. QUESTIONS & ANSWERS

Director Parker and Sandra Greenstone moderated the discussion

12-142 IX. ADJOURNMENT

President Leary adjourned the meeting at 9:00 p.m.

June 18, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JUNE 18, 2012

12-118 I. CALL TO ORDER

President Leary called the meeting to order at 7:05 p.m.

12-119 II. ATTENDANCE

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

12-120 III. APPROVAL OF AGENDA
(Item of action)

Vice President Rosenthal, supported by Treasurer Murphy, moved to approve the agenda. Trustee Kaplan requested under New Business the addition of a letter received from MLA.

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

Motion passed 6-0.

12-121 IV. APPROVAL OF MINUTES OF MAY 21, 2012, JUNE 9, 2012 AND JUNE 12, 2012
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to approve the minutes of May 21, 2012, June 9, 2012 and June 12, 2012.

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

Motion passed 6-0.

12-122 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-123 VI. FINANCIAL REPORTS

Associate Director Nieman reported May showed unrestricted cash balance just over $8.8 million. Tax receipts just over $10.9 million, reflecting 98% of the budgeted amount, have been received. Delinquent taxes were received in June, bringing up the budgeted amount to 100%.

12-124 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

12-125 VIII. COMMITTEE REPORTS

12-126 A. FACILITIES COMMITTEE

Vice President Rosenthal reported the Facilities Committee has sponsored two public forums to date, with a third this Wednesday, on the downtown library building. Board members were pleased with the format of the meetings.

12-127 IX. DIRECTOR’S REPORT

Director Parker reported that the summer reading game has begun. go@aadl was kicked-off yesterday with R.O.C.K (Royal Order of Chords and Keys) at the Top of the Park. Over 700 kids attended. This was the first of four Kids Rock Series@TOP that the Library is sponsoring.

A certificate of appreciation was received from the Michigan Prisoner Re-entry Initiative for allowing use of the library as a meeting location and other services provided.

An invitation to the Board and staff was received for the DDA’s Library Lane Parking Structure Grand Opening celebration on Thursday July 12th.

12-128 X. NEW BUSINESS

12-129 A. RESOLUTION TO AMEND THE 2011-2012 APPROVED BUDGET
(Item Of Action)

Secretary Barney Newman, supported by Trustee Kaplan, moved the Board resolves as follows: To transfer $5,000 from Communications to Supplies; to transfer $5,000 from Repairs to Supplies; to transfer $10,000 from Software to Supplies; to transfer $24,000 from Capital Outlays to Supplies; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

12-130 B. FACILITIES COMMITTEE PUBLIC FORUMS ON THE FUTURE OF THE DOWNTOWN LIBRARY UPDATE

Vice President Rosenthal reviewed the two public forums held to date. She asked for any thoughts on improving this coming Wednesday’s forum. Board members agreed the forums were well run and informative.

Director Parker reported the tour portion of the forum has been filmed and placed on the website. Public who attended both forums was given ample opportunity to ask questions or comment and the forums ended on time.

12-131 C. MICHIGAN LIBRARY ASSOCIATION COMMUNICATION

President Leary read the following letter into the record:

“This letter is in recognition of Josie Parker’s service to the Michigan Library Association (MLA). Josie served MLA as President, 2007-2008 and she served as Chair of the MLA Legislative Committee, 2010-12. As she steps down from those responsibilities, I wish to recognize her leadership, commitment and accomplishments.

MLA has undergone significant changes in the last seven years. As President, 2007-2008, Josie led the charge to restructure and rejuvenate the 117 year old association. MLA had grown in size and scale beyond its ability to focus on core member benefits and financial sustainability. The transition from constituent to strategic governance required significant time, strategy, outside consultants, bylaws changes and member education. Josie traveled the state, listened to members, and led a transitional leadership forum to engage members in building a new MLA. Without that restructuring, MLA would not have survived to achieve our mission, of helping libraries and library professionals succeed.

As Chair of the Legislative Committee in 2010-11, MLA’s Legislative Committee developed and implemented a statewide issue advocacy campaign including the Protect Michigan Libraries website, statewide media, and target district meetings with legislators. As a result, MLA prevented a proposed 40% cut to libraries and actually increased library funding by 6%. That year the Legislative Committee also laid the foundation to restore renaissance zone funding for libraries through research and analysis.

As Chair of the Legislative Committee in 2011-12, MLA increased funding in support of libraries by $6,562,300 through increases in state aid to libraries, MeL funding and reinstatement of renaissance zone reimbursements. Josie personally testified before the Local, Intergovernmental and Regional Affairs Committee and the Appropriations Education Subcommittee under the theme of “Essential e-services Through Michigan’s Libraries.” This testimony helped rebrand libraries as an essential government service critical to new literacy skills and access to essential information.

Josie Parker is a visionary among her peers. She is a vocal advocate of library services and is extremely well-respected in the library community and by legislators.

Josie’s involvement in MLA would not have been possible without the support of the Ann Arbor District Library Board of Trustees. Thank you, and your fellow Trustees, for your support of Josie’s involvement in MLA and for your support of MLA as an organizational member. Josie’s leadership has benefited the entire library community in Michigan.

Sincerely,
Richard Cochran, MLA President”

12-132 D. VOTE FOR EXECUTIVE SESSION AT THE JULY 16, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Vice President Rosenthal, supported by Secretary Barney Newman, moved to hold an Executive Session at the July 16, 2012 regular Board meeting for opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

12-133 XI. ADJOURNMENT

Trustee Surovell, moved to adjourn the meeting.

President Leary adjourned the meeting at 7:30 p.m.

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