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.

April 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, APRIL 16, 2012

12-055 I. CALL TO ORDER

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

12-056 II. ATTENDANCE

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

12-057 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL & DIRECTOR’S EVALUATION

12-058 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Leary reconvened the meeting to order at 7:13 p.m.

12-059 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

12-060 VI. APPROVAL OF MINUTES OF MARCH 19, 2012
(Item of action)

Vice President Rosenthal, supported by Trustee Kaplan, moved to approve the minutes of March 19, 2012.

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

Motion passed 6-0.

12-061 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-062 VIII. FINANCIAL REPORTS

Associate Director Nieman reported March showed unrestricted cash balance just over $10.4 million. Tax receipts just over $10.8 million, reflecting 98% of the budgeted amount, have been received. The Fund Balance reflects just over $8 million. Three line items are over budget, but will come back into line later in the year. State Aid of just over $40 thousand was received and is reflected in the budget.

12-063 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to approve the March disbursements.

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

Motion passed 6-0.

12-064 X. COMMITTEE REPORTS

12-065 A. DIRECTOR’S EVALUATION

President Leary reported the committee met, reviewed board comments, prepared an evaluation document, and has had preliminary discussion with Director Parker. It is anticipated her evaluation will be completed in May.

12-066 B. EXECUTIVE COMMITTEE

Secretary Barney Newman reported the Executive Committee met in March for discussion of the Director’s evaluation and the topic of ebooks.

12-067 C. FINANCE COMMITTEE

Treasurer Murphy reported the Finance Committee met for discussion of the proposed 2012-2013 budget.

12-068 XI. DIRECTOR’S REPORT

Director Parker reported on her recent discussion with Pat McDonald, Friends of the Ann Arbor District Library Friends President.

Director Parker reported work continues on the 2010-2015 strategic plan. Changes in the publishing community will have an impact on AADL collections. An EPIC-MRA survey was commissioned regarding a downtown building project. Results may be found on the AADL website on the Strategic Plan page under Initiative 6. This survey is the initial step in beginning the discussion process of the downtown library building.

12-069 XII. NEW BUSINESS

12-070 A. DISCUSSION OF PROPOSED 2012-2013 BUDGET

Treasurer Murphy began the discussion by reporting the Budget & Finance Committee has reviewed the proposed 2012-2013 budget.

She introduced Associate Director Nieman to review the proposed budget with the Board.

Associate Director Nieman reported that the proposed tax revenue is being based on a 1% increase in property taxes. The millage rate levied will remain at 1.55 mils. He reviewed a number of expenditures and stated that a 3% merit pool was added this year. Staff has not received any pay increases the past two years. Final tax base figures should be received before the May meeting and may result in minor changes.

12-071 B. FACILITIES COMMITTEE APPOINTMENTS APPROVAL
(Item of action)

Secretary Barney Newman, supported by Treasurer Murphy, moved to approve the appointment of Prue Rosenthal (Chair), Nancy Kaplan and Ed Surovell to a Facilities Committee; the charge of the committee is to gather information needed to make recommendations to the Board about AADL’s facilities, including but not limited to a review of information gathered in the past about the condition of the downtown building and to serve through 2012 as recommend by President Leary.

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

Motion passed 6-0.

12-072 C. PLA PRESENTATION

Associate Director Choate’s presentation provided an overview of Public Library Associates program offered at AADL.

12-073 D. VOTE FOR EXECUTIVE SESSION AT THE MAY 21, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL & DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Vice President Rosenthal, supported by Treasurer Murphy, moved to hold an Executive Session at the May 21, 2012 regular Board meeting for opinion of legal counsel and director’s evaluation.

A roll call vote was taken.

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

Motion passed 6-0.

12-074 E. PUBLIC HEARING FOR THE 2012-2013 BUDGET

Secretary Barney Newman, supported by Trustee Kaplan, moved to hold a public hearing of the 2012-2013 budget at the May 21, 2012 Board meeting.

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

Motion passed 6-0.

12-075 XIII. ADJOURNMENT

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

President Leary adjourned the meeting at 7:52 p.m.

March 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, MARCH 19, 2012

12-038 I. CALL TO ORDER

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

12-039 II. ATTENDANCE

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

12-040 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL

12-041 IV. RECONVENE REGULAR MEETING AT 7:00 PM

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

12-042 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 5-0.

12-043 VI. APPROVAL OF MINUTES OF FEBRUARY 20, 2012
(Item of action)

Trustee Kaplan, supported by Trustee Head, moved to approve the minutes of February 20, 2012.

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

Motion passed 5-0.

12-044 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-045 VIII. FINANCIAL REPORTS

Associate Director Nieman reported February showed unrestricted cash balance just over $11.1 million. Tax receipts just over $10.8 million, reflecting 96.8% of the budgeted amount, have been received. The Fund Balance reflects just over $7.9 million. Two line items are over budget, but will come back into line later in the year.

12-046 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 5-0.

12-047 X. COMMITTEE REPORTS

12-048 A. BUDGET AND FINANCE COMMITTEE

Trustee Surovell, in absence of committee chair Treasurer Murphy, reported that the committee met and was notified by administration that tax revenues were unknown at the time. The committee will meet prior to the April Board meeting to review a draft budget which should have firmer figures.

The Budget and Finance Committee consists of Treasurer Murphy, Trustee Kaplan and Trustee Surovell.

12-049 B. FACILITIES COMMITTEE

Vice President Rosenthal reported a preliminary meeting of a facilities committee consisting of Trustee Kaplan, Trustee Surovell and herself met to begin the process of reviewing the condition of the downtown library building.

12-050 XI. DIRECTOR’S REPORT

Director Parker reported her involvement as MLA Legislative Chairperson has required several trips to Lansing to testify before legislators. Issues revolve around repeal of personal property taxes, lack of renaissance zone reimbursements and the creation of parallel ordinances all diverting monies from libraries.

AADL recently received two certificates of participation from the Department of Veteran Affairs due to the efforts of Terry Soave, Sherlonya Turner and Diane Dahlem and their staff in promoting participation with this group.

Director Parker reflected on her tenure as director over the past ten years. She thanked members of her administrative staff for their support; she thanked all staff for placing patrons first and for providing excellent service, and she thanked the Board for their ongoing support.

12-051 XII. NEW BUSINESS

12-052 A. VOTE FOR EXECUTIVE SESSION AT THE APRIL 16, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL & DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Kaplan, supported by Trustee Head, moved to hold an Executive Session at the April 16, 2012 regular Board meeting for opinion of legal counsel and director’s evaluation.

A roll call vote was taken.

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

Motion passed 5-0.

12-053 B. RESOLUTION IN HONOR OF JOSIE BARNES PARKER’S TENTH ANNIVERSARY AS DIRECTOR OF THE ANN ARBOR DISTRICT LIBRARY

The following preamble and resolution was offered by President Leary and supported by Trustee Head:

WHEREAS Josie Barnes Parker has served as Director the Ann Arbor District Library for ten years this week, and;

WHEREAS Ms. Parker has provided outstanding leadership in all areas of her work: physical buildings, digital environments, and service. Specifically:

• A new branch library at Malletts Creek opened January 10, 2004; and this branch has received numerous awards for sustainability;
• A new branch library at Pittsfield opened March, 2006;
• A new branch library at Traverwood opened June, 2008; and this branch has won numerous awards;
• All of which earned her an Honorary Affiliate membership in the Michigan chapter of the American Institute of Architects;

WHEREAS enormous increases in use of AADL, exemplified by the following during her tenure:

--increase in circulation from under 2 million to 8.8 million last year;
--increase in cardholders from 87,000 to 112,000, 68% of the district population served;
--increase in program attendance from 45,000 to 67,000;
--increase in people entering AADL buildings from about 1 million to almost 1.8 million;

WHEREAS Ms. Parker has provided ongoing growth and expansion of services for children; expanding opportunities for public use of library buildings; as reflected in receipt of a Library Journal 5 Star Library ranking and Voice of the People Awards presented by the International City/County Management Association;

WHEREAS development of a robust and popular web presence, exemplified by 59 million views of library pages last year; and by popular features such as renewing material and placing holds online;

WHEREAS provision of computer work stations and Wi-Fi in all buildings, enabling those without those services at home to participate in the now-essential world of the web;

WHEREAS provided in 2009 a new home for the Washtenaw Library for the Blind and Physically Disabled; also in 2009 negotiated a unique and positive agreement with the Ann Arbor News to provide sustainable, permanent access to their archives;

WHEREAS leadership at the state and national levels, exemplified by her service as President of the Michigan Library Association (2007/2008), and this year as chair of MLA’s legislative committee, for which she has often provided compelling testimony about the increased importance of public libraries in a recession and an increasingly digital world; exemplified by her participation in the Digital Public Library planning session and the UNESCO World Forum;

AND WHEREAS Ms. Parker has done all of this while maintaining a balanced budget and fund balance; while developing more efficient and effective organizational structures; and while fostering growth and professional maturity among her staff;

NOW, THEREFORE, BE IT RESOLVED that the Board of the Ann Arbor District Library offers its hearty and sincere congratulations, and wishes for continued success, to Josie Barnes Parker.

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

Motion passed 5-0.

12-054 XIII. ADJOURNMENT

Trustee Head, supported by Vice President Rosenthal, moved to adjourn the meeting.

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

February 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, FEBRUARY 20, 2012

12-022 I. CALL TO ORDER

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

12-023 II. ATTENDANCE

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

12-024 III. RECESS TO EXECUTIVE SESSION FOR OPINION OF LEGAL COUNSEL

12-025 IV. RECONVENE REGULAR MEETING AT 7:00 PM

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

12-026 V. 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.

12-027 VI. APPROVAL OF MINUTES OF JANUARY 16, 2012
(Item of action)

Secretary Barney Newman, supported by Treasurer Murphy, moved to approve the minutes of January 16, 2012.

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

Motion passed 7-0.

12-028 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-029 VIII. FINANCIAL REPORTS

Associate Director Nieman reported January showed unrestricted cash balance just over $12.1 million. Tax receipts just over $10.7 million, reflecting 96.7% of the budgeted amount, have been received. The Fund Balance reflects just over $7.9 million. Three line items are over budget, but will come back into line later in the year.

12-030 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Head, supported by Trustee Kaplan, moved to approve the January disbursements.

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

Motion passed 7-0.

12-031 X. DIRECTOR’S REPORT

Director Parker congratulated Tim Grimes for his recent two year appointment to the ALA Public & Cultural Programs Advisory Committee. This committee will be seeking IMLS funding to access effective programming held in libraries across the country.

12-032 XI. NEW BUSINESS

12-033 A. RESOLUTION TO ADOPT POLICY 2.13 WEBSITE TERMS OF USE
(Item of action)

Secretary Barney Newman, supported by Trustee Head, moved the Board resolves as follows to adopt Policy 2.13 Website Terms of Use 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.

12-034 B. BOARD COMMITTEE APPOINTMENTS APPROVAL
(Item of action)

Trustee Surovell, supported by Trustee Kaplan, moved to approve the Board committee appointments as outlined in the Board Bylaws.

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

Motion passed 7-0.

12-035 C. VALA CONFERENCE-MELBOURNE, AUSTRALIA PRESENTATION

Associate Director Neiburger reported on his attendance at the February 2012 VALA Conference in Australia. He gave the closing keynote address entitled “Access, schmaccess: libraries in the Age of Information Ubiquity” and briefly touched on his talk for the Board.

12-036 D. VOTE FOR EXECUTIVE SESSION AT THE MARCH 19, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Murphy, supported by Trustee Head, moved to hold an Executive Session at the March 19, 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.

12-037 XII. ADJOURNMENT

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

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

January 16, 2012 Minutes of the Annual Meeting

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

12-001 I. CALL TO ORDER

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

12-002 II. ATTENDANCE

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

12-003 III. PRESIDENT’S REMARKS

President Leary remarked on the events of 2011: AADL once again received a 5 star ranking in Library Journal’s America's Star Libraries, 2011; Trustee Edward Surovell received MLA’s Trustee Citation of Merit award; efforts of the Community Relations Department earned the Library four ADDY awards; Laura Pershin Raynor received a Leader in the Literary Arts award at the Kerrytown BookFest; Eli Neiburger was recognized as a Library Journal 2011 Movers & Shakers Tech Leader; the Friends of the Ann Arbor District Library received another good audit; Tim Grimes and Eli Neiburger were asked to participate in NEH programs/projects; Josie Parker participated in a digital public library forum at Harvard and was invited to a UNESCO meeting of the future of the book in Italy; the Library received an excellent audit report for this year and levied less than the total millage available. President Leary thanked administration and staff for their excellent efforts.

President Leary thanked Josie and Robert Parker for a recent financial donation made to the Library in honor of the Board.

12-004 IV. APPROVAL OF AGENDA
(Item of action)

The agenda was approved by unanimous consent.

12-005 V. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Rosenthal, nominated Margaret Leary for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

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

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

A roll call vote was taken.

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

Motion passed 6-0.

3. TREASURER
(Item of action)
Roll call vote

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

A roll call vote was taken.

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

Motion passed 6-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Rosenthal, supported by Trustee Kaplan, nominated Jan Barney Newman for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 6-0.

12-006 VI. INSTALLATION OF OFFICERS

Trustee Leary administered the oath installing Board officers for a second year in a row: Trustee Leary as President, Trustee Rosenthal as Vice President, Trustee Murphy as Treasurer, and Trustee Barney Newman 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.”

12-007 VII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

Officers remained the same as last year.

12-008 VIII. APPROVAL OF MINUTES OF NOVEMBER 22, 2011 & DECEMBER 8, 2011
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to approve the minutes of November 22, 2011 and December 8, 2011.

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

Motion passed 6-0.

12-009 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

12-010 X. FINANCIAL REPORTS

Associate Director Nieman reported December showed unrestricted cash balance just over $13 million. Tax receipts just over $10.7 million, reflecting 96.2% of the budgeted amount, have been received. The Fund Balance reflects just over $7.9 million. Three line items are over budget, but will come back into line later in the year. The Grants line item shows that over $44 thousand has been donated through the end of December and of that amount $40 thousand was donated by the Friends.

12-011 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Murphy, supported by Vice President Rosenthal, moved to approve the November and December 2011 disbursements.

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

Motion passed 6-0.

12-012 XII. COMMITTEE REPORTS

12-013 A. POLICY COMMITTEE

Secretary Barney Newman reported the policy committee met and reviewed the draft website terms of use policy and stated that Eli Neiburger will address this policy later in the agenda. The policy committee consists of Jan Barney Newman, Rebecca Head and Nancy Kaplan.

12-014 XIII. DIRECTOR’S REPORT

Director Parker reported that Erin Helmrich is chairing the 2012 Michael L. Printz Award for Excellence in Young Adult Literature. The committee will announce the award winner during the ALA Midwinter Meeting, held next week in Dallas. In February Eli Neiburger will be in Australia as a key note speaker at the VALA biennial conference. In March Celeste Choate and DeAnn Doll will be in Philadelphia participating on PLA conference panels.

12-015 XIV. NEW BUSINESS

12-016 A. APPROVAL OF BOARD MEETING DATES FOR 2012
(Item of action)

Secretary Barney Newman, supported by Trustee Kaplan, moved to accept the Board 2012 meeting schedule as proposed.

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

Motion passed 6-0.

12-017 B. RESOLUTION TO EXTEND THE TERM OF LEASE WITH WESTGATE ENTERPRISES, LLC.
(Item of action)

Trustee Kaplan, supported by Vice President Rosenthal, moved that the Board resolves to extend the lease with Westgate Enterprises, LLC for two years, with two one year options, commencing on February 1, 2012 at the annual rate of $82,260. 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.

12-018 C. PROPOSED WEBSITE TERMS OF USE POLICY
(Item of discussion)

Associate Director Neiburger reported to the Board that he and library counsel met with the Policy Committee to present and review the proposed website terms of use policy.

He reviewed each section of the policy for the Board and provided background information. He noted that the policy is an outcome of the negotiation process for the Ann Arbor News archive.

Per Board practice, this policy will be placed on the February 20th Board meeting agenda for approval.

12-019 D. CIRCULATING REALIA COLLECTIONS AT AADL

Associate Director Choate presented samples of the various non-traditional items the library circulates. In addition to art prints and energy meters AADL is now circulating science kits, Brain Quest and Fandex Family Field Guides.

12-020 E. VOTE FOR EXECUTIVE SESSION AT THE FEBRUARY 20, 2012 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Murphy, supported by Vice President Rosenthal, moved to hold Executive Session at the February 20, 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.

12-021 XV. ADJOURNMENT

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

President Leary adjourned the meeting at 7:58 p.m.

December 8, 2011 Minutes of the Special Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
THURSDAY, DECEMBER 8, 2011

11-188 I. CALL TO ORDER

President Leary called the meeting to order at 4:05 p.m.

11-189 II. ATTENDANCE

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

11-190 III. APPROVAL OF AGENDA

Trustee Kaplan, supported by Secretary Barney Newman, moved to approve the agenda as revised.

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

Motion passed 6-0.

11-191 IV. NEW BUSINESS

11-192 A. RESOLUTION TO APPROVE AND RATIFY AGREEMENT WITH THE ANN ARBOR DISTRICT LIBRARY LIBRARIANS ASSOCIATION
(Item of action)

Director Parker was pleased to present the settlement of the labor agreements with both bargaining units effective January 1, 2012 through June 30, 2015 for Library Board ratification.

Secretary Barney Newman, supported by Treasurer Murphy, moved that the Board resolves to approve and ratify the Agreement effective January 1, 2012 between the Ann Arbor District Library Librarians Association and the Ann Arbor District Library, that all 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.

11-193 B. RESOLUTION TO APPROVE AND RATIFY AGREEMENT WITH THE ANN ARBOR DISTRICT LIBRARY STAFF ASSOCIATES
(Item of action)

Trustee Kaplan, supported by Vice President Rosenthal, moved that the Board resolves to approve and ratify the Agreement effective January 1, 2012 between the Ann Arbor District Library Staff Associates and the Ann Arbor District Library, that all 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.

11-194 C. VOTE TO CANCEL THE DECEMBER 15, 2011 BOARD MEETING
(Item of action)

President Leary, supported by Secretary Barney Newman, moved to cancel the December 15, 2011 Board meeting due to lack of agenda items.

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

Motion passed 6-0.

11-195 D. VOTE FOR EXECUTIVE SESSION AT THE JANUARY 16, 2012 ANNUAL MEETING FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Murphy, supported by Secretary Barney Newman, moved to hold an Executive Session at the January 16, 2012 Annual 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.

11-196 V. ADJOURNMENT

President Leary adjourned the meeting at 4:14 p.m.

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