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.

June 12, 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
TUESDAY, JUNE 12, 2012

12-109 I. CALL TO ORDER

Trustee Head called the meeting to order at 7:00 p.m.

12-110 II. ATTENDANCE

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

12-111 III. WELCOME

Trustee Head welcomed those present.

12-112 IV. PROCESS OVERVIEW

Sandra Greenstone of Eliven Consulting presented the process overview.

12-113 V. INTRODUCTION

Director Parker presented the introduction.

12-114 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

12-115 VII. CURRENT CHALLENGES & POTENTIAL OPPORTUNITIES

Discussion was moderated by Sandra Greenstone.

12-116 VIII. QUESTIONS & ANSWERS

Director Parker and Sandra Greenstone moderated the discussion

12-117 IX. ADJOURNMENT

Trustee Head adjourned the meeting at 9:00 p.m.

June 9, 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
SATURDAY, JUNE 9, 2012

12-100 I. CALL TO ORDER

President Leary called the meeting to order at 10:00 a.m.

12-101 II. ATTENDANCE

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

12-102 III. WELCOME

President Leary welcomed those present.

12-103 IV. PROCESS OVERVIEW

Sandra Greenstone of Enliven Consulting presented the process overview.

12-104 V. INTRODUCTION

Director Parker presented the introduction.

12-105 VI. NFORMATION STATIONS

Staff were present at the following stations to provide information:

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

12-106 VII. CURRENT CHALLENGES & POTENTIAL OPPORTUNITIES

Discussion was moderated by Sandra Greenstone.

12-107 VIII. QUESTIONS & ANSWERS

Director Parker and Sandra Greenstone moderated the discussion

12-108 IX. ADJOURNMENT

President Leary adjourned the meeting at 12:00 p.m.

May 21, 2012 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 21, 2012

12-076 I. CALL TO ORDER

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

12-077 II. ATTENDANCE

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

12-078 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL & DIRECTOR’S EVALUATION

12-079 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2012-2013 AT 7:00PM

President Leary reconvened to the Public Hearing on the budget at 7:05 p.m.

12-080 V. CALL FOR PUBLIC COMMENT ON THE BUDGET

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

12-081 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON FY 2012-13 BUDGET

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

12-082 VII. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 5-0.

12-083 VIII. APPROVAL OF MINUTES OF APRIL 16, 2012
(Item of action)

Vice President Rosenthal, supported by Secretary Barney Newman, moved to approve the minutes of April 16, 2012.

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

Motion passed 5-0.

12-084 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-085 X. FINANCIAL REPORTS

Associate Director Nieman reported April showed unrestricted cash balance just over $9.7 million. Tax receipts just over $10.9 million, reflecting 98% of the budgeted amount, have been received. The Fund Balance reflects just over $8.1 million. Two line items are over budget, but will come back into line later in the year.

12-086 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved to approve the April disbursements.

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

Motion passed 5-0.

12-087 XII. COMMITTEE REPORTS

12-088 A. EXECUTIVE COMMITTEE

President Leary reported the committee met to discuss the EPIC-MRA survey results.

12-089 B. FACILITIES COMMITTEE

Vice President Rosenthal reported the Facilities Committee met and reviewed the EPIC-MRA survey results. Preliminary discussion on the physical condition of the downtown building was held.

12-090 C. FINANCE COMMITTEE

Trustee Surovell reported the committee reviewed the revisions to the proposed 2012-2013 budget. Tax projections received from the county were lower than anticipated and the proposed budget was adjusted accordingly.

12-091 XIII. DIRECTOR’S REPORT

Director Parker reported that VISIONS 2012 held at Washtenaw Community College was a great success. The event was cosponsored by AADL, the Michigan Commission for the Blind and Washtenaw Community College. Attendees totaled roughly 400 and came from surrounding counties, Ohio and Indiana. Thirty-six vendors participated and the event had four speakers. Director Parker thanked all staff who participated.

AADL hosted its Teen Short Story Writing Contest this month. Guest speaker, Caitlin Horrocks, a 1997 contest winner, discussed her published works and introduced this year’s winners.

12-092 XIV. NEW BUSINESS

12-093 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2012-2013
(Item of action)

Trustee Head, supported by Secretary Barney Newman, 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 21, 2012, on the approval of the proposed budget.

The Board Resolves as follows:

The Board approves and adopts the budget for the fiscal year ending June 30, 2013, as presented.
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.

12-094 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved The Board Resolves as follows:

That as to the 2012-2013 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.

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.

That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2012, except as subsequently altered or amended by appropriate certification.

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

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.

12-095 C. RESOLUTION TO ADOPT THE 2012-2013 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved to adopt the 2012-2013 budget as a line item budget and compliance of disbursements as outlined in the resolution.

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

Motion passed 5-0.

12-096 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

Vice President Rosenthal, supported by Trustee Surovell, moved to extend the Space Use Agreement with the Friends of the Ann Arbor District Library for one year and 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.

12-097 E. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

President Leary read the following:

Dear Josie,

The Ann Arbor District Library Board of Trustees has completed its evaluation of your work over the last year. In each of the ten areas of your responsibility, you have done excellent work.

Nevertheless, we have agreed that your salary comports with your responsibilities, and is equitable given the compensation of those in comparable positions, so that we will not raise your salary, $143,114, in the coming year.

You have attracted talented people and continue to enable them to grow and develop in their positions. The Board encourages you in this direction, which calls for continued delegation of library functions so that you are able to put your time and effort into your public presence and into whatever new situations require your expertise.

We are pleased that the Library was able to budget for merit increases for deserving staff, after two years of foregoing such raises. We are also pleased the library continues to operate without imposing the full millage it could, although we realize that may not always be possible.

We are also pleased that the Library has had a balanced budget, every year, at the same time it develops and provides new services and sees increased use of all the Library’s services. One example is the creative new kinds of “collections” you are circulating, going beyond books not only to art prints but more recently to energy meters, science-to-go kits, and telescopes.

We continue to feel that your approach to Board relations is effective, and that task is ever-evolving as the library faces the new challenges of the coming year, in particular helping AADL meet the many challenges of our downtown facility so that AADL can continue to deliver high quality library and information services at all our locations.

We look forward to working with you to continue to improve all the Library’s services.

For most of the past year, you led the Michigan Library Association’s legislative committee, and we are aware of the effectiveness of your work. We appreciate that you are seen as a national leader and invited to participate in national initiatives.

To repeat a comment from our letter to you last year: We are aware that AADL’s community relations efforts have succeeded in creating demand beyond what our existing facilities can support. The big challenge to all of us in the coming year—and the biggest challenge for you—is to lead the effort to determine the best path for ensuring that AADL lives up to what our community expects, in all regards.

The coming year will present new demands that are not completely foreseeable. Ann Arbor is a special community, founded and built on learning and information. The Ann Arbor District Library has increasingly been central to our community and its growth and prosperity. Now AADL has to decide whether its downtown facility is up to providing what the community deserves.

With appreciation for all you have done, and in anticipation of working with you to meet the challenges ahead,

Sincerely,
Margaret A. Leary, President
Board of Trustees, Ann Arbor District Library

12-098 F. VOTE FOR EXECUTIVE SESSION AT THE JUNE 18, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Vice President Rosenthal, supported by Trustee Head, moved to hold an Executive Session at the June 18, 2012 regular Board meeting for opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

12-099 XV. ADJOURNMENT

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

President Leary adjourned the meeting at 7:43 p.m.

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