September 18, 2017 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 18, 2017
17-136 I. CALL TO ORDER
President Vander Broek called the meeting to order at 7:00 p.m.
17-137 II. ATTENDANCE
Board Present: Victoria Green, Jim Leija, Jan Barney Newman, Colleen Sherman, Linh Song, Ed Surovell, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
17-138 III. APPROVAL OF AGENDA
(Item of action)
Trustee Sherman, supported by Treasurer Leija, moved to approve the agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-139 IV. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of July 17, 2017
CA-2 Approval of July and August 2017 Disbursements
Treasurer Leija, supported by Trustee Sherman, moved to approve the consent agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-140 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
17-141 VI. FINANCIAL REPORTS
Bill Cooper, Finance Manager
Finance Manager Cooper presented the July & August 2017 financials in the Board Packet. He noted July total expenses were $371,493 under budget. July line items over budget included Building Rental and Grant and Memorial Expenses. August total expenses were $249,584 under budget. August line items over budget included Salaries and Wages, Employee Benefits, Employment Taxes, Custodial Services, Software Licenses/Maintenance, Building Rental and Grant and Memorial Expenses.
17-142 VII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker highlighted:
MeLCat services interruption begins on October 2nd; holds for materials via the system will not be accepted from that date forward. Traditional inter-library loan options will be available to patrons.
Summer game participation increased in the following areas: online activity - 16.8%; total badges earned - 10.2%; Josie’s Walker badge - 45%; Super Summer Reader badge - 20%; and a 153% increase in the Track the Ride badge.
Actions taken in regards to Strategic Plan Goal 3.3 included contracting with O’Neal Construction for a physical assessment of the Downtown Library building; arranging for Paul Stauder of PFM Financial Advisors to present this evening. Goal 4.1 is proceeding with engaging EPIC-MRA for a February 2018 survey.
The Huron Valley chapter of the American Institute of Architects has recognized Hobbs+Black Architects of Ann Arbor for their work on Westgate Branch with the 2018 Honor Award for Interior Architecture.
Public comments and tweets were viewed.
At the Downtown Library 400 pairs of glasses were distributed to the public for viewing the recent solar eclipse. The summer game finale party had attendance of 600.
17-143 VIII. OLD BUSINESS
16-154 A. AADL STRATEGIC PLAN GOAL 3.3: REIMAGINE THE ANN ARBOR DISTRICT LIBRARY’S DOWNTOWN PRESENCE
(Item of discussion)
President Vander Broek noted that the Executive Committee had met two times discussing the process for the EPIC-MRA survey. The committee will draft questions for the survey and bring them to the Board for review. Treasurer Leija noted that the questions will focus on the downtown library. The Board requested a walk through at their next meeting of the 2016 EPIC-MRA survey.
16-201 B. UPDATE ON TRAVERWOOD BRANCH LIBRARY CAPITAL PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported the Traverwood project is complete. Hardy vegetation has be planted that will require minimal care.
16-154 C. AADL STRATEGIC PLAN GOAL 4.3: IMPLEMENT THE NEW WEB PRESENCE - UPDATE
Eli Neiburger, Deputy Director
Deputy Director Neiburger presented the timeline for the new website.
• 10/2/17 - new MeLCat patron requests will be frozen; requests received from other libraries will also be frozen.
• 12/1/17 - acquisitions input will stop. New titles will be added to the new system only.
• 12/15/17 - request fulfilment freeze is instituted (hold requests will not be filled).
• 12/29/17 - requests for AADL materials will no longer be accepted.
• 12/30/17 through 1/1/18 - scheduled for closure and cutover to the new system/website.
• 1/2/18 - the new system will be opened for requests.
• 1/8/18 - begin filling requests and resuming acquisitions input. Due dates are resumed. From 12/15/17 to 1/8/18 due dates are frozen.
• Spring 2018 – MeLCat activity resumes.
• Testing of interface, public usability and hardware performance will be done from October through the end of December 2017.
New features of the system will allow patrons to freeze their requests and customize their alerts and notices; a seven day hold for pickup of requests; more bookable rooms and tools for specific dates; improvement of events listings and reviews; new music archive; search integration. A draft fines policy addressing overdue fines for the tool collection will be brought to the Board in October for review.
17-144 IX. NEW BUSINESS
17-145 A. PFM FINANCIAL ADVISORS LLC PRESENTATION
Paul Stauder
Director Parker introduced Paul Stauder of PFM Financial Advisors.
Mr. Stauder reviewed a variety of financing options available to the Board should they decide to proceed with a downtown library project.
17-146 B. BRIDGEPORT CONSULTING, LLC
Sarah Raful Whinston
President Vander Broek introduced Sarah Whinston from Bridgeport Consulting.
Ms. Whinston reviewed her credentials. She reviewed the desired outcomes of this project including discerning the Director’s role and responsibilities, creating a meaningful platform for communication with the Library Board and creation of a job description. She is currently working on benchmarking and will bring back to the Board a design process for further discussion.
17-147 C. RESOLUTION TO AWARD CONTRACT FOR JANITORIAL SERVICE FOR THREE YEARS
(Item of action)
Treasurer Leija, supported by Vice President Song, moved the Board resolves that the contract for janitorial services be awarded to RNA for the next three years, 2017-2020, for the bid amount of $684,034.99; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Facilities Manager Lemorie reported that the recently hired janitorial service has been terminated for failure to perform in accordance with their contract. Attempts were made to rectify the situation but were unsuccessful.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-148 D. RESOLUTION OF THANKS TO KEN RAYNOR UPON HIS RETIREMENT
(Item of action)
President Vander Broek, supported by Treasurer Leija, moved the Board resolves that it would like to officially thank Ken Raynor for his service as an employee from August 26, 2003 to September 30, 2017 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-149 X. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
17-150 XI. ADJOURNMENT
President Vander Broek adjourned the meeting at 8:49 p.m.
July 17, 2017 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 17, 2017
17-120 I. CALL TO ORDER
President Vander Broek called the meeting to order at 7:02 p.m.
17-121 II. ATTENDANCE
Board Present: Jim Leija, Jan Barney Newman (arr. 7:07 p.m.), Colleen Sherman, Linh Song, Ed Surovell (arr. 7:07 p.m.), Jamie Vander Broek
Board Absent: Victoria Green
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
17-122 III. APPROVAL OF AGENDA
(Item of action)
Trustee Sherman, supported by Treasurer Leija, moved to approve the agenda.
AYES: Leija, Sherman, Song, Vander Broek
NAYS: None
Motion passed 4-0.
17-123 IV. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of June 12, 2017 and June 19, 2017
CA-2 Approval of June 2017 Disbursements
Treasurer Leija, supported by Trustee Sherman, moved to approve the consent agenda.
AYES: Leija, Sherman, Song, Vander Broek
NAYS: None
Motion passed 4-0.
17-124 V. CITIZENS’ COMMENTS
Jackson Potter
My name is Jackson Potter and also I would like to say that people are hiding the codes really well, and also following the points good. Like 200 and once I found one that was 300. And there were Olympic banners, and they were 1,000. Also they have things that you can get more points of like reading, but you can only get 1,000 points a week. And if you get over the amount, it shortens the amount to whatever points it needs to. If you get 2,000 points or just 1,000, then it just sets it for, let's say that that book was really long, and you were at 942, and you went over. Well, that would bring you to 912 maybe weekly, say it was just more like 958. Then it would shorten it to some more points under. Also, I didn't do the calculation yet, but I would estimate 50 points added or more, more or less. And also I hope that you have a good summer game, and that's all for right now.
17-125 VI. FINANCIAL REPORTS
Bill Cooper, Finance Manager
Finance Manager Cooper presented the June 2017 financials in the Board Packet. He noted that four line items were currently over budget and will be adjusted with the budget resolution later in the meeting. Line items over budget include Professional Services, Materials, Software Licenses/Maintenance and Repairs and Maintenance. He reported that year to date total expenditures were under budget by $816,405.
17-126 VII. COMMITTEE REPORTS
17-127 A. DIRECTOR’S EVALUATION COMMITTEE
Vice President Song reported the committee met on July 11th. The committee consists of President Vander Broek, Vice President Song and Treasurer Leija. The committee reviewed a proposal submitted by Bridgeport Consulting for the amount of $10,000. The committee requested Bridgeport creates an evaluation document for the Director as well as a description of essential duties and functions of that position. The committee requested refinements to the Bridgeport proposal and hopes to meet later in the month.
17-128 B. EXECUTIVE COMMITTEE
President Vander Broek reported the committee met about Strategic Plan 3.3. As a starting point in this process the committee recommends that Director Parker commission an assessment of the Downtown Library building. Director Parker noted the last full review of the building was in 2006. Figures were updated in 2012 and in 2016 Facilities Manger Lemorie provided updated figures on maintenance costs alone. The committee is still discussing the process needed to advance this goal.
Director Parker reviewed the process that was previously used in the past before seeking a bond issue. Director Parker reminded the Board that as a governmental unit they are able to bond without a millage request, but if there is a downturn in the economy, and less millage is captured, the bond note is paid first followed by operations costs.
Director Parker noted that an assessment report regarding the Downtown Library building should be available by the September meeting.
17-129 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker highlighted:
To date the summer game has 17% more players in the first month, earning 70% more points in comparison to last year.
On July 28th Director Parker will be speaking to members of the Verdant Stewardship Urban Wood Tour as they end their tour at the Traverwood Library.
After one month of partnering with AAATA promoting The Ride and the Summer Game, there have been 2,500 redemptions of exterior bus codes and about 662 of interior bus codes. On Saturdays library card holders can ride the bus for free. An additional code can be found on the AAATA website.
The Downtown Development Authority has posted their annual State of the Downtown report on their website.
June event attendance was viewed showing a total of 210 events. Attendees numbered just over 11,000 adults and just under 11,000 kids and teens.
Our Summer Fest at Veterans Park last Saturday had over 1,000 people in attendance. Roughly twenty volunteers and a number of staff oversaw this event. Director Parker also thanked city staff who secured the permit for use of the park.
Public comments and tweets were viewed.
17-130 IX. OLD BUSINESS
16-154 A. AADL STRATEGIC PLAN GOAL 3.3: REIMAGINE THE ANN ARBOR DISTRICT LIBRARY’S DOWNTOWN PRESENCE
(Item of discussion)
Director Parker reviewed options available to the Board to educate them in determining what direction to take with the Downtown building.
• Engage a bonding company to inform the Board of all legal options, including risks and advantages
• Donate development
• A combination of both
It was consensus of the Board to authorize the Director to schedule a presentation on bond proposals and their process for educational purposes.
The Board discussed the creation of an advocacy/ambassadors group. Board members discussed pros and cons of this type of group and requested the Director to recommend an outline/process on how to proceed.
16-201 B. UPDATE ON TRAVERWOOD BRANCH LIBRARY CAPITAL PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported the Traverwood project is 95% completed. Concrete work is done. Work is continuing on the rain gardens and trees will be planted this fall.
16-154 C. AADL STRATEGIC PLAN GOAL 4.3: IMPLEMENT THE NEW WEB PRESENCE - UPDATE
Eli Neiburger, Deputy Director
Deputy Director Neiburger gave an update of the website upgrade. The tentative timeline closes access to the website on January 1st and unveils the new site on January 2nd. MeLCat requests will freeze in September. Staff is working on solutions for these types of requests. Near the end of December requests for materials will be frozen and resume shortly after the upgrade. Fines will not carry over and this impact has been reflected in the budget.
New features will include patron suspended requests; custom notices/alerts; more bookable rooms and tools; improved events engine; improved lists and reviews; site-wide mobile theme; new music archive and search integration including eBooks.
Views of the new website were shown including computer, tablet and mobile. Website feature pages were also viewed.
Deputy Director Neiburger recognized Troy Leonard for his work on this project.
17-131 X. NEW BUSINESS
17-132 A. RESOLUTION TO AMEND THE 2016-2017 APPROVED BUDGET
(Item of action)
Bill Cooper, Finance Manager
Treasurer Leija, supported by Trustee Sherman, moved the Board resolves to transfer $2,423.00 from Salaries and Wages to Professional Service; to transfer $2,675.00 from Salaries and Wages to Software Licenses/Maintenance; to transfer $2,035.00 from Salaries and Wages to Repairs & Maintenance; to transfer $15,745.00 from Salaries and Wages to Materials; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
17-133 B. CANCELLATION OF AUGUST BOARD MEETING
Trustee Sherman, supported by Treasurer Leija, moved to cancel the August 21, 2017 Ann Arbor District Library Board of Trustees meeting.
AYES: Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
17-134 XI. CITIZENS’ COMMENTS
Ann Dilcher
My name is Ann Dilcher and the few things that I wanted to comment on besides getting my points was that the event on Saturday was wonderful. We attended that with several kids and really enjoyed that. I had one question that was interesting to me that I was wondering on both your discussion on the executive evaluations, and then also all the work with the downtown library center, and is there a dollar amount? Is it the dollar amount that Josie can approve? Is it over that, that you have to go out for RFPs? Or is it just up to the decision of the board in terms of when you go out for RFPs for work? [Director Parker responded that if a proposal is anticipated to be above $32,000, RFPs are solicited. She also provided the location in the AADL Policy Manual where this information could be found.] Oh, OK. Well, for transparency, and community interest you would be in trouble not doing that in this community, I would expect. And then my other comment was on your discussion about getting citizens involved, and having ambassadors or committee. I would recommend that very quickly you start thinking, as you think about the downtown project, I would hesitate to call it a building committee because you don't know that you're doing a building, or anything related to that. But what your downtown library committee might be if you're looking out six months or nine months, what group you're getting together that it doesn't have the voting decision, but can do a lot of that work with a couple of the board members on that committee. That's something I see typical that a lot of the libraries do. Maybe has plan commission people, Friends people, and has that group who can do a lot of that heavy lifting, and then bring that to your committee. So when you talk about what you're looking for ambassadors to do or not, I think starting to think of what a downtown library committee might be created would be a good thing to start thinking about.
17-135 XII. ADJOURNMENT
President Vander Broek adjourned the meeting at 8:47 p.m.
June 19, 2017 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JUNE 19, 2017
17-103 I. CALL TO ORDER
President Vander Broek called the meeting to order 7:05 p.m.
17-104 II. ATTENDANCE
Board Present: Victoria Green, Jim Leija, Jan Barney Newman (arr. 7:07 p.m.), Colleen Sherman, Ed Surovell (arr. 7:07 p.m.), Jamie Vander Broek
Board Absent: Linh Song
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
17-105 III. APPROVAL OF AGENDA
(Item of action)
Treasurer Leija, supported by Trustee Sherman, moved to approve the agenda.
AYES: Green, Leija, Sherman, Vander Broek
NAYS: None
Motion passed 4-0.
17-106 IV. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of May 22, 2017
CA-2 Approval of May 2017 Disbursements
Trustee Sherman, supported by Treasurer Leija, moved to approve the consent agenda.
AYES: Green, Leija, Sherman, Vander Broek
NAYS: None
Motion passed 4-0.
17-107 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
17-108 VI. FINANCIAL REPORTS
Bill Cooper, Finance Manager
Finance Manager Cooper presented the May 2017 financials in the Board Packet. He noted that to date total overall spending was under budget by $787,448.
17-109 VII. COMMITTEE REPORTS
17-110 A. DIRECTOR’S EVALUATION COMMITTEE
President Vander Broek reported the full Director’s Evaluation Committee had not met. She reported that she and Vice President Song have had a preliminary discussion with a consultant regarding creation of an evaluation process and tool. She noted that for budgetary reasons, no contracts will be entered into until July.
Secretary Surovell inquired whether this committee was exceeding its authority in contracting a consultant without Board approval.
Director Parker noted that she is authorized to sign contracts for services as long as they do not exceed the Board authorized amount.
Treasurer Leija stated that the committee was charged with creating an evaluation process and a tool to complete that process.
17-111 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker highlighted:
In recognition of Michigan Braille and Talking Book Libraries Awareness Day, Director Parker read Governor Snyder’s June 13, 2107 Proclamation. AADL was acknowledged as hosting the Northern and Midlands Regional Conference here earlier in June.
Play.aadl.org began on June 16th with 2300 players earning points since then.
On July 28th, the 2017 Urbanwood Tour will be stopping at Pittsfield Branch for lunch and proceeding to Traverwood Branch for a tour led by Director Parker. Verdant Stewardship, LLC sponsors this event.
In collaboration with AAATA free bus rides for library card holders will be offered on Saturday’s. Buses will be carrying summer game codes again this year.
Photos of the Downtown Library restroom rehabilitation, work done at Traverwood, the new location of the WLBPD on the second floor and the soon to be second floor security office were shown.
A timeline for website development will be presented at the July Board meeting.
The Archive’s equipment and furnishings are complete. Bulk microfilm scanning equipment has been ordered and will arrive soon. This equipment is being purchased with gift monies.
Public comments were viewed.
Attendance at A2CAF (comic festival) was 4,800 over Saturday and Sunday, June 17th and 18th. 625 calendar bookings (aadlfreespace, Westgate meeting rooms and rentals) for May were reported.
Treasurer Leija inquired about summer game promotion. Staff responded that it is promoted via the website, social media, and advertisements in MLive, Ann Arbor Observer, Ann Arbor Family and on AAATA buses. Banners are on branch buildings and weekly newsletters will be coming out in July with codes. FAADL also promotes the game on their social media.
Brief discussion regarding the Allen Creek Greenway, downtown road construction and MeLCat was also held.
17-112 IX. OLD BUSINESS
17-036 A. BOARD RETREAT REVIEW/ASSESSMENT
(Item of discussion)
President Vander Broek led the Board in discussion reviewing the Board Retreat held on June 12th. She read a draft summary of the retreat submitted by Bridgeport Consulting.
Board members discussed creating a resolution outlining benchmarks to maintain momentum of discussion.
Other comments included:
• creating a timeline
• establishing a stakeholder engagement phase/process
• using the summer game for input
• an EPIC-MRA survey
• engage public at AADL events
• engage professional assessment of downtown building
• examine real estate opportunities
• maintain conversation at monthly board meetings
Consensus of the Board was to assign background information gathering to the Executive Committee.
Treasurer Leija, supported by Trustee Green, moved to take a five minute break. The meeting recessed at 8:47 p.m. and resumed at 8:52 p.m.
16-201 B. UPDATE ON TRAVERWOOD BRANCH LIBRARY CAPITAL PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported that the MDE wall at Traverwood has been removed. The upper rain garden is complete. 90% of the concrete work is complete. Completion is on schedule for 30 to 45 days.
17-019 C. UPDATE ON DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported that the restrooms opened on schedule on June 3rd. Everything is running smoothly.
17-113 X. NEW BUSINESS
17-114 A. RESOLUTION TO AWARD CONTRACT FOR JANITORIAL SERVICES
(Item of action)
Len Lemorie, Facilities Manager
Treasurer Leija, supported by Trustee Sherman, moved the Board resolves:
1.) That the contract for janitorial services be awarded to All Inclusive Commercial Building Solutions for the next three years, 2017-2020, for the bid amount of $682,376.40.
2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Facilities Manger Lemorie reported that an RFP was issued for this service. Local businesses with good ratings were contacted. Three responses were received. All Inclusive was the lowest bidder and is being recommended.
AYES: Green, Leija, Barney Newman, Sherman, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
17-115 B. RESOLUTION TO AMEND THE 2016-2017 BUDGET
(Item of action)
Bill Cooper, Finance Manager
Treasurer Leija, supported by Trustee Barney Newman, moved the Board resolves:
1). To transfer $30,000.00 from Salaries and Wages to Custodial Services.
2). To transfer $10,000.00 from Salaries and Wages to Accounting/Audit.
3). To transfer $7,000.00 from Salaries and Wages to Communications.
4). To transfer $3,000.00 from Salaries and Wages to Materials.
5). To transfer $200,000.00 from Salaries and Wages to Operating Supplies.
6). To transfer $100,000.00 from Employee Benefits to Professional Services.
7). That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Director Parker noted that in accordance with policy budget line items must balance by the end of the fiscal year. The Salaries and
Wages line item excess was due to several staff positions being vacant for most of the year.
AYES: Green, Leija, Barney Newman, Sherman, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
17-116 C. VOLUNTEER PROGRAM @ AADL
Shoshana Hurand, Volunteer Coordinator
Volunteer Coordinator Hurand gave an overview of the volunteer program at AADL. Westgate Branch re-opening was used as a pilot run for the program. A soft roll out began in January of this year. Regularly scheduled orientations began in March. Applications for adults are taken online and State background checks are performed.
The process for volunteers and staff alike was reviewed. To date there are 23 active teen volunteers with 82 prospective ones and 44 active adult volunteers with 62 prospective ones. From September 2016 to June 18, 2017 volunteers have served 728 hours.
Volunteers serve in a variety of capacities based on the skills, needs and interests. They do not replace staff and generally work behind the scenes and at programs.
17-117 D. LICENSING AND PUBLISHING @ AADL
Eli Neiburger, Deputy Director
Deputy Director Neiburger gave an overview of digital licensing and publishing done at AADL. Currently available commercial ebook products in general do not work with the public library model. AADL does participate in OverDrive through the Midwest Collaborative for Library Services Consortium for ebooks.
Direct licensing products available through AADL include Cherry Lake Publishing; Magnatune; Midwestern Gothic; Ghostly International; Spectral Sound; Poison Pen Press; WSU Press; Mochimochi Land (crochet and knitting patterns) and individual authors whose works we have licensed.
New and unique content is produced through podcasts and programming.
5th Avenue Press is a new publishing model developed by AADL. AADL selects completed submitted manuscripts with review, feedback and copy editing provided by AADL librarians. AADL will receive a digital copy of the finished product in perpetuity. We become a license holder not the rights holder. The author has the right to develop a print product. If a print product is developed AADL will purchase copies. November 2017 is the publishing target date for the first round of digital books.
Secretary Surovell inquired about the legal process of this program and felt it required further discussion by the Board. Deputy Director Neiburger responded that the licensing agreement was reviewed by AADL legal counsel. It was suggested the topic be forwarded to the Budget and Finance Committee for review.
17-118 XI. CITIZENS’ COMMENTS
Alice Liberson
All I’m going to say is that was so interesting. My first meeting and I agree it’s fabulous, with the potential there is huge liability but it’s so interesting and what you’ve done about like getting ebooks its incredible. O.K. and I’m going to come at the beginning of the next meeting to make my point.
Secretary Surovell asked Ms. Liberson to come to the podium to finish her comments.
Alice Liberson, 1129 Martin Place, Ann Arbor. I will come to make my comments at the beginning of the next meeting. But I did want to say how incredibly interesting, because I don’t know a whole lot about this, if anything that whole world is, about the licensing, ebooks and financing and about Ann Arbor standing against it and also the publishing. Who would have thought that, it’s great. O.K., see you next time.
Alex Farha
I probably should have definitely done this at the beginning. My name is Alex Farha, with the current janitorial vendor. Address 4722 S. State Road, Ann Arbor, Michigan. We also have an office down on Plymouth Road. Again, I do apologize, it is really late, but I’ll make this a quick as possible. It’s probably not going to make a difference at this point. I do want to thank you guys, Josie especially
and Len for the time, well we did have this contract for the last four and half years. We want to thank you guys for the opportunity. I do understand that though you guys have voted that it’s not really signed yet so there is an opportunity to open up the discussion again even though I know you guys are looking for July 1st start date, I do want you guys to take into consideration, I know that we were a little bit higher on pricing and I understand, and I’m actually glad to hear everything that’s going on, why the $60,000 though might not seem that big of a difference on certain projects it really does make a difference with what the library’s trying to accomplish. And I fully understand that, but I want you guys to take into, I want you guys to consider the aspect of fact that we have had a very good relationship and I think that you can talk to Len and he’ll tell you that one of the things that we’ve been very good at doing is being able to respond well in developing a relationship with you guys as not only a company, that is a local based company it has been around for a quarter of a century, but also as people. Our employees developed relationships with you guys here. Our day porter has especially done a good job down at Westgate. Our night employees who have really invested sweat and energy into make sure the library is getting the level of service. Another thing I want you guys to understand is that we are local and are born and raised in the Ann Arbor area. So one of the things that we’re going to consider is that there is going to be that transition period for you guys with regards to the new company. It doesn’t mean that they won’t get to the point of providing the same level of service we’re providing which they will, most companies do. But there is going to be that transition period and I want you guys to understand do you really want to have that type of thing come up while you guys are looking to get the votes to put in a new library. Do you want them to approach you and say hey, listen your library hasn’t been up to standards that were looking for, for the last three or four years. So take that into consideration. In addition to that we have brought ourselves into the technological world, so one of the things we’re able offer you guys is analytics reports. We do quality assurance reports with pictures of things of that nature. We have no problem showing you where we have failed as a company and give you the action plan taken and allow you to be able to monitor and better see how your money is being spent when it comes to the janitorial aspect. The other thing is we have a work order app so you’ll be able to see how our response time is in certain aspects in regards to stains on the floor and things of that nature. I know that doesn’t seem like a big deal, but believe me, stains on the floor people notice something make the biggest party of it. Another thing that I want you guys to consider is that we are a full service
facilities management company. We’ve been able to grow just like the library’s been able to grow and flourish as well. So one more thing that I want you guys to consider is we have talked about in the past with Len potentially being a single vendor in regards to your snow removal, we do that in-house. Landscaping, window cleaning, light maintenance work along with the janitorial and janitorial supplies. So I want you guys to consider the aspect of, though it might be $60,000 now, bundle it all up together down line and you’ll be able to see the discounts you are able get because of the fact that we’ll be providing service to you and were able to take off certain cuts and everything. One more thing that I do want to offer as a plea, and believe me ask anyone who knows me will tell you that I don’t plea that much, but this is the relationship that we have with you guys that we really want to maintain. I’m not sure how this will work but we’ll offer a ten percent discount. I should have said this to you, but I didn’t know the legalities of it. I will offer a ten percent discount from years one through three on the contract and then just maintain the price from there as well. So I want you guys to take that into consideration too. So I thank you guys for the time, this is probably something that I should have done at the beginning before you guys made your vote. I appreciate the opportunity. Thank you.
17-119 XII. ADJOURNMENT
President Vander Broek adjourned the meeting at 10:09 p.m.
June 12, 2017 Minutes of the Board Retreat
ANN ARBOR DISTRICT LIBRARY BOARD
WESTGATE BRANCH LIBRARY, WEST SIDE MEETING ROOM
2503 JACKSON AVENUE, ANN ARBOR, MI
MINUTES OF THE BOARD RETREAT
MONDAY, JUNE 12, 2017
I. CALL TO ORDER
President Vander Broek called the meeting to order at 9:10 a.m.
President Vander Broek briefed the Board on the outline for the retreat. She stated the purpose of the session was to begin the work of advancing Goal 3.3 of the AADL Strategic Plan.
II. ATTENDANCE
Board Present: Victoria Green (arr. 9:12 a.m.), Jim Leija, Jan Barney Newman (arr. 9:15 a.m.), Colleen Sherman, Linh Song, Ed Surovell (arr. 9:12 a.m.), Jamie Vander Broek
Absent: None
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
Others: Kerry Sheldon, Brittany Galisdorfer, Bridgeport Consulting, LLC
III. WELCOME AND OVERVIEW
Kerry Sheldon, moderator, had Board members, staff and general public present introduce themselves.
Ms. Sheldon stated that today’s meeting is to converse and share ideas. No decisions are to be made today.
IV. PLACE-MAKING AND THE PUBLIC LIBRARY
Richard Murphy, Michigan Municipal League
Richard Murphy from the Michigan Municipal League was introduced. Mr. Murphy gave background information on services provided by MML.
Mr. Murphy covered the following topics:
• AADL’s Vision Statement
• An Overview of place-making including:
o Place is people habitat –Westgate Branch Library as an example
o Quality of place influences where people choose to live
o Amenities available locally
• Discussion on for profit partnering with non-profits
• Successful assets for communities
• Cross-generational demand for urban places
• Anchor institutions
Board members discussed AADL as an anchor institution in Downtown Ann Arbor.
Mr. Murphy provided a crash course in urban design:
• Building placement should work for people
• Building height should be relative to street width
• Façade of the building should provide transparency
• Frontage of the building should interact with the sidewalk
Seattle Public Library was viewed and studied as well as the Grande Bibliothèque in Montreal.
Mr. Murphy brought the discussion to the AADL Downtown Library building inquiring:
• What role does the Library play in the downtown area
• How does the Library itself bring people into the downtown area
• How does the Library activate and interact with surrounding spaces
Board member discussed these questions along with population demographics and density.
V. BREAK
The Board recessed for a lunch break at 12:05 p.m.
The meeting resumed at 12:24 p.m.
VI. AADL PHYSICAL INFRASTRUCTURE OVERVIEW
Len Lemorie, Facilities Manager
Facilities Manager Lemorie provided an overview of the physical infrastructure of AADL’s buildings.
Malletts Creek Branch, Pittsfield Branch and Traverwood Branch libraries are seeing life cycle costs such as carpeting, parking lot sealcoating, landscaping and painting. Once these are done they bring the buildings back to a reset (like new).
The Downtown Library was last renovated in 1991. Everything plant (building operations) related needs to be replaced. Mr. Lemorie stated that the Library could spend $500,000 annually for a number of years for deferred maintenance alone. He said this will just maintain the building and that it could not be brought back to like new, deferred maintenance would be the only outcome.
Board members discussed various areas of the building that need major work.
VII. PREFERENCES AND PRIORITIES
Ms. Sheldon assembled board members, staff and members of the public into four groups to discuss the following themes:
• The importance, value of being downtown; pride in being and anchor institution and contributing to the vibrancy of Ann Arbor’s downtown ecosystem
• Interest in staying true to the vision of a proud flagship: a full-service, beautiful, functional, safe facility; prominently located in the heart of the city; accessible, inviting and welcoming to all; should be busy
• Desire to respond to community needs, especially the intense demand for space that can support wide range of events, programs and community gatherings
• Openness to considering a wide range of possibilities vis-à-vis building location, appearance, and height; whether to co-locate with other entities
• Strong commitment to autonomy and self-determination – need to control our own destiny; retain our nimbleness, flexibility
Groups discussed the above and more topics for 45 minutes.
VIII. DISCUSSION AND NEXT STEPS
Discussion topics from the groups were posted. Ms. Sheldon identified three main themes:
• The idea of flexible meeting spaces downtown and the long view
• Safety
• Communicating our identity – civic pride; utilize/accessibility of collections
Board members commented and expanded on the discussion topics brought forward from all the groups.
Several board members inquired on how to communicate with our general public; how to entertain public conversations.
It was the consensus of the Board to determine what the Downtown Library should be; it should reflect the values of the Library. Trustee Green in consultation with Trustee Sherman will create a listing of values for the Board to review at the July Board meeting. The topic of the Downtown Library shall be added to future Board meeting agenda’s to maintain momentum. Board members were asked to bring a list of people to the June Board meeting to invite to future Board meetings to comment on the Downtown Library. Trustee Leija requested a time-line be presented at the June meeting to maintain momentum. A resolution outlining action events was requested for the July Board meeting.
IX. APPRECIATIONS
Board members expressed appreciation for discussion in this forum and for public and staff input.
X. CLOSING REMARKS, EVALUATIONS AND ADJOURNMENT
Evaluations were distributed. President Vander Broek thanked the Board for their participation. She also thanked staff for setting up the retreat and Richard Murphy for his presentation and participation.
President Vander Broek adjourned the meeting at 3:01 p.m.
May 22, 2017 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 22, 2017
17-079 I. CALL TO ORDER
President Vander Broek called the meeting to order 6:18 p.m.
17-080 II. ATTENDANCE
Board Present: Victoria Green, Jim Leija, Jan Barney Newman, Colleen Sherman, Linh Song, Ed Surovell, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Bill Cooper, Karen Wilson (recorder)
17-081 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION
17-082 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2017-2018 AT 7:00PM
President Vander Broek reconvened to the Public Hearing on the 2017-2018 Budget at 7:02 p.m.
17-083 V. CALL FOR PUBLIC COMMENT ON THE 2017-2018 BUDGET
President Vander Broek called for public comment on the budget. There was no public comment. President Vander Broek closed the Public Hearing on the 2017-2018 Budget.
17-084 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2017-2018 BUDGET
President Vander Broek reconvened to the regular meeting at 7:03 p.m.
17-085 VII. APPROVAL OF AGENDA
(Item of action)
Trustee Sherman, supported by Treasurer Leija, moved to approve the agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-086 VIII. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of April 17, 2017
CA-2 Approval of April 2017 Disbursements
Trustee Barney Newman, supported by Treasurer Leija, moved to approve the consent agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-087 IX. CITIZENS’ COMMENTS
Dan Bilich
Same subject basically as the last time I was here. I was here the night of the City Council meeting when the vote was taken on the building next door and the City Council’s approval of a seventeen story building next door has change the circumstances for the Ann Arbor District Library’s downtown presence. It’s a brave new world. So I have a bunch of questions and I’m going to read some of this stuff off. Some of the things that pop into my mind if just sat down for a half hour and scribbled things down. What are the district library’s plans for participating in any upcoming public meetings concerning the Library Lot site plan? What does the Library Board intend to advocate for in specific plans there? What parts of the Ann Arbor District Library downtown presence can best be physically located in the proposed Library Lot building on those first couple floors there in the public areas. What are the Library’s plans for the radio/TV station included in the new downtown library? It seems like the library in the 21st century would have such things. Will the antenna be on top of the new building, what kind of FCC licenses does the Library need to get in order to be a library? It’s time we had these communication abilities. Will AADL soon start having vision meetings for the new downtown library site? I think this stuff is going to be, if it is different, now that this proposal has happened its possible for us all to have an informed view, at least a moral formed view. Will the new theater, council chamber, concert auditorium best be sited in the Library Lot building or in the new library that’s built on this site? Because the building next door will be privately managed will their rules for dealing with public access and disruptive behavior from the public be different from the public library’s and how does that impact on planning. So anyhow, that’s just off the top of my head. I am passionately interested in this. I think it is very important. I am involved in the arts, I’m an AAATA driver for fifteen years, I know this block. I worked at the Sun Bakery when it was there. I worked at Herb’s when Herb’s was there. I’ve spent a lot of my life on this block. And what happens here is essential to Ann Arbor and the Library is a huge part of what happens here. There are things that cannot happen in the private sector because of real estate prices. I’m involved in theater, they have people try and find a place like Performance Network. I said this last time I spoke to you, the real estate prices are prohibited. There are things that the library can provide that cannot be provided otherwise at this time. And this is now, you know, time to start envisioning it. That’s all I have to say, if anybody has anything to say to me I’m here. Thank you very much. My Monday’s are very busy and I’m going to have to leave in a couple of minutes. Thank you all very much for listening.
17-088 X. FINANCIAL REPORTS
Director Parker introduced Bill Cooper, Finance Manager.
Finance Manager Cooper presented the April 2017 financials in the Board Packet. He noted that several line items are currently over budget, but overall spending is under budget year to date.
17-089 XI. COMMITTEE REPORTS
17-090 A. BUDGET AND FINANCE COMMITTEE
Treasurer Leija reported that the Budget and Finance Committee met on May 2nd. The committee was introduced to Finance Manager Bill Cooper at that time. The committee reviewed the revised proposed 2017-2018 budget documents and has brought those documents forward further in the agenda.
Trustee Barney Newman inquired why the Friends Fund showed a negative balance. Director Parker stated that no monies have been received this fiscal year yet from the Friends. Trustee Barney Newman inquired regarding receipt of funds from the Ladies Library Association. Director Parker stated that $8,000 was recently received.
17-091 B. DIRECTOR’S EVALUATION COMMITTEE
President Vander Broek reported the committee met and completed Director Parker’s evaluation which is listed later in the agenda. The committee is still working to create a new process for future evaluations.
17-092 XII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker highlighted:
Upcoming events at AADL include the MLA Executive Summit on June 2nd, Midlands Northlands Conference happening June 6th through June 8th, The Mini Maker Faire on June 3rd and the Ann Arbor Comic Arts Festival on June 17th and June 18th.
Director Parker reviewed with the Board activity updates to the 2016-2019 Strategic Plan. These updates will be posted to the Strategic Plan on the website.
Director Parker thanked the staff who worked on creating the Strategic Plan update document.
17-093 XIII. OLD BUSINESS
16-201 A. UPDATE ON TRAVERWOOD BRANCH LIBRARY CAPITAL PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported that work at Traverwood is progressing well and is on time. The concrete wall has been poured and all storm sewers have been cleaned. There has been limited disruption to accessing the parking lot.
17-019 B. UPDATE ON DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported that the electrical and plumbing is complete. Next on the project list is tiling and installation of fixtures. The dust wall around the project is slated to be removed on June 1st with the restrooms opening on June 2nd.
17-075 C. RESOLUTION TO PROVIDE A LIVE INTERNET VIDEO STREAM OF AADL BOARD MEETINGS
(Tabled Item of action)
Deputy Director Neiburger presented a case study responding to questions raised at the last Board meeting regarding recording AADL Board meetings. Updating the 4th floor Board meeting room with audio-visual equipment would be cost prohibitive. The Downtown Library Multipurpose Room is the only location in the system that has equipment that can produce a quality product.
The Board discussed the various options presented. Consensus of the Board was to record the July Board meeting in the Multipurpose Room and revisit the outcome at the August Board meeting.
Treasurer Leija, supported by Trustee Green, moved the Board resolves:
1) That Ann Arbor District Library will produce a live Internet video stream of each monthly public meeting of the Ann Arbor District Library Board of Trustees.
2) That archived recordings of each live stream will be available for on-demand viewing on aadl.org.
3) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Green, Leija, Barney Newman, Sherman, Song, Vander Broek
NAYS: Surovell
Motion passed 6-1.
Trustee Sherman inquired about the launch date of the new website. Deputy Director Neiburger stated the launch date has been moved to January of 2018 due to a longer timeline required for MeLCat than previously anticipated.
17-094 XIV. NEW BUSINESS
17-095 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2017-2018
(Item of action)
Director Parker noted that information received from the County required the millage rate to be adjusted to 1.8913 mills to account for Headlee.
Vice President Song, supported by Treasurer Leija, moved the Board resolves:
1.) The Board approves and adopts the budget for the fiscal year ending June 30, 2018, as presented.
2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-096 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)
Treasurer Leija, supported by Trustee Sherman, moved the Board resolves:
1.) That as to the 2017-2018 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 1.8913 mills.
2.) That the foregoing amounts are levied by the Ann Arbor District Library and the Secretary of the Board of Trustees is authorized and directed to report the same as the Library tax levy to the proper assessing officer(s) of the appropriate agencies and the Secretary may provide copies of this resolution when requested by any appropriate agency.
3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2017, except as subsequently altered or amended by appropriate certification.
4.) That a certified copy of this Resolution may be issued as though the original with the certification provided.
5.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-097 C. RESOLUTION TO ADOPT THE 2017-2018 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)
Trustee Sherman, supported by Trustee Barney Newman, moved the Board resolves:
WHEREAS, on an annual basis the Board adopts an Operating Budget for the Library and;
WHEREAS, the Michigan Department of Treasury’s Uniform Accounting Procedures Manual includes the following requirements for approval of disbursements:
All disbursements must be approved by the legislative body prior to disbursement unless addressed otherwise in the charter. The legislative body may establish a formal policy to authorize payments prior to approval to avoid finance or late charges and to pay appropriated amounts and payroll (including related payroll taxes and withholdings). This policy must be very limited and a list of payments made prior to approval must be presented to the legislative body for approval.
NOW, THEREFORE, BE IT RESOLVED THAT:
1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2017-2018 the total amount of $16,309,168 for the expenditure categories set forth in the budget.
2.) Disbursements for Payroll and Related Payroll Taxes and Withholdings. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, the Director of the Library, the Finance Manager of the Library or Senior Human Resources Specialist of the Library (each as “Authorized Officer”) are hereby authorized to provide for the disbursement of Library funds for payroll (including related payroll taxes and withholdings) provided such disbursements are within the budgeted amounts set forth in the Approved Budget.
3.) Disbursements for Recurring Expenses that are necessary to Avoid Finance of Late Charges. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for payments that are for recurring expenses and are necessary to avoid finance or late charges, such as payments for utilities, equipment leases and similar expenses, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.
4.) Disbursements for Appropriated Amounts. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for expenditures that have been previously appropriated by the Board pursuant to Paragraph No. 1 of this Resolution, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.
5.) Presentation of Disbursements to the Library Board. All disbursements made pursuant to the authority of this Resolution must be presented to the Library Board for approval at a subsequent Board meeting.
6.) Limitation of Disbursements to $28,000. Notwithstanding any provision to the contrary in this Resolution, no Authorized Officer shall be allowed to approve any single expenditure in excess of $28,000 unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board.
7.) Requirement for Dual Signatures. Nothing in this Resolution shall be construed as modifying the current Library Board policy that requires two authorized signatures on all checks, excluding payroll checks, in the amount of $2,500 or more.
8.) Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-098 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)
Trustee Barney Newman, supported by Trustee Sherman, moved the Board resolves:
1.) That the President of the Board of Trustees of Ann Arbor District Library be authorized to sign a one year extension of the space use agreement along with the President of the Board of the Friends of the Ann Arbor District Library.
2.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-099 E. RESOLUTION TO AWARD CONTRACT FOR HVAC EQUIPMENT MAINTENANCE AND REPAIR FOR THREE YEARS
(Item of action)
Len Lemorie, Facilities Manager
Trustee Green, supported by Vice President Song, moved the Board resolves:
1.) That the contract for HVAC equipment maintenance and repair be awarded to Shambaugh & Son L.P. for three years beginning July 1, 2017 for the bid amount of $296,340.00.
2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Facilities Manger Lemorie reported that an RFP was issued for this service. Four responses were received. Although Shambaugh & Son was not the lowest bidder they have done exceptional work for the Library including providing services outside of their contract.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-100 F. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD
President Vander Broek read the following letter:
Dear Josie,
Congratulations on another successful year highlighted by the on time opening of the wildly popular Westgate Branch in the mall. The response from the community has been overwhelmingly positive and the Board hears frequent raves about the branch. You wisely used the opportunity to experiment and the closing of the old branch for construction and re-opening all went seamlessly.
You also successfully completed the process of separation from the Ann Arbor Schools over the summer. A long process that took patience, persistence and an eye for the future.
In looking over the categories of your performance it’s clear that you continue to achieve at a high level and are well regarded in the community and in your field.
At the Board we are grateful for your skill in identifying new opportunities and advocating on behalf of the Library in diverse situations.
The Board continues to look for ways to effectively communicate and collaborate with you and your staff. We appreciate the effort that you have put into the monthly director’s report at our meetings.
The November election brought a major change to the Board’s composition. This new Board is really looking forward to all that we can accomplish together this next year.
Sincerely the Ann Arbor District Library Board.
Director Parker thanked the Board and acknowledged staff in making the past year’s achievements possible.
17-101 XV. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
17-102 XVI. ADJOURNMENT
President Vander Broek adjourned the meeting at 8:47 p.m.
April 17, 2017 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 17, 2017
17-058 I. CALL TO ORDER
President Vander Broek called the meeting to order 6:07 p.m.
17-059 II. ATTENDANCE
Board Present: Victoria Green (arr. 6:15 p.m.), Jim Leija, Colleen Sherman, Linh Song, Jamie Vander Broek
Board Absent: Jan Barney Newman, Ed Surovell
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
17-060 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION
17-061 IV. RECONVENE REGULAR MEETING AT 7:00PM
President Vander Broek reconvened the meeting at 7:06 p.m.
17-062 V. ATTENDANCE
Board Present: Victoria Green, Jim Leija (arr. 7:08 p.m.), Jan Barney Newman (arr. 7:09 p.m.), Colleen Sherman, Linh Song, Ed Surovell (arr. 7:09 p.m.), Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
17-063 VI. APPROVAL OF AGENDA
(Item of action)
Trustee Green, supported by Vice President Song, moved to approve the agenda.
AYES: Green, Sherman, Song, Vander Broek
NAYS: None
Motion passed 4-0.
17-064 VII. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of March 20, 2017
CA-2 Approval of March 2017 Disbursements
Trustee Sherman, supported by Vice President Song, moved to approve the consent agenda.
AYES: Green, Sherman, Song, Vander Broek
NAYS: None
Motion passed 4-0.
17-065 VIII. CITIZENS’ COMMENTS
Dan Bilich
I’m Dan Bilich, I live at 2719 Cranbrook in Ann Arbor. I wrote up some remarks which I’m going to gloss over to a certain extent. The bottom line is that in light of the great and now pressing debate about the Library Lot, I’m basically asking the Library Board to make a public declaration of what it believes to be the Library’s responsibilities and intentions downtown. Because I believe the public has to know the Library’s intentions in order to make the right decision about any other development. So to the beginning remarks here, first of all please accept my sincere thanks for your service. I apologize in advance if I somehow mischaracterize any of your work here. I really appreciate what you guys do. I’ve lived in Ann Arbor for twenty-two of the last thirty-eight years first coming here in 1969. I like it here. I’ve driven buses for AATA the last sixteen years. I’ve spent a lot of time down here on this block. I’m also a composer and playwright. I’m a resident artist at the Purple Rose Theater Company in Chelsea. I work with Kickshaw Theater in Ann Arbor. I was the first bass player for George Bedard and the Kingpins. I have a lot of deep roots here in Ann Arbor. AADL’s mission statement in part “assures public ownership of print collections, digital resources, and gathering spaces for the citizens of the library district.” I’m concerned with the Library’s commitment to assuring the ownership and indeed the simple existence of adequate gathering spaces for the citizens of the library district. I would expect that you would agree with me that the role of the public library is in great flux at this point in digital history. Personally I would argue that a public library has an emerging duty to embody the civic commons both in virtual and in real spaces. City Council is voting tonight on whether to sell development rights to the Library Lot next door to a developer who wants to build a 17 story tower there. A few questions, if the City goes ahead with this project proposed development. How does the Library Board plan to “assure gathering spaces for the citizens of the library district.” Will the Library Lot for the inclusion for specific components of our civic commons such as for instance, a theater and rehearsal facility as part of the proposed site plan on the Library Lot. And such questions beg the big question which is what are the Library’s plans for the library district and for its own facilities in the library district. What does the Library consider the scope of its duties? I believe it’s time to speak up now. When can we expect a public statement of what are the Library’s intentions? Ann Arbor needs to know the Library’s intentions downtown before we can make an informed decision on other proposals such as the current Library Lot proposal. Otherwise we’ll get the cart in front of the horse and find ourselves with a compromised civic commons. Lastly I will note that I believe the Library could now in the light of recent developments win approval for a millage to put the new physical library either on the Library Lot or on one of the two other possible sites in this neighborhood if its vision was sufficiently forward thinking, and bold and clearly articulated. Thank you again for listening to me. I’m going to jump out on you early because there is a meeting at City Council but I wanted this to be heard because I think this is really important. My address and email are on the sheet that I gave you if anybody feels inclined to respond.
17-066 IX. FINANCIAL REPORTS
Cindy Richmond presented the March 2017 financials in the Board Packet. The fund balance shows an increase and expenses are well under control.
17-067 X. COMMITTEE REPORTS
17-068 A. BUDGET AND FINANCE COMMITTEE
Treasurer Leija reported that the Budget and Finance Committee met and reviewed the draft 2017-2018 budget along with the FAADL space use agreement.
17-069 B. DIRECTOR’S EVALUATION COMMITTEE
President Vander Broek reported the Board met in closed session this evening to continue with the evaluation process and will finish at the May Board meeting.
She reported the committee is still discussing the creation of an evaluation document for next year and is discussing engaging a consultant to help craft and design a tool for this process.
17-070 XI. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker highlighted:
The impact of Federal budget cuts being proposed to the Institute of Museum and Library Services would be the immediate elimination of MeLCat and databases provided through the Library of Michigan.
AADL will be one site for the National Endowment for the Humanities City Lore: Becoming American Series. A six-part public program of documentary film screenings and scholar-led discussions about the history and impact of immigration in the United States.
This Saturday, April 22nd is Record Store Day at the Downtown Library. A pop-up record fair will be held in the lobby. Banners promoting the event are out on street posts.
On April 27th AADL will be participating with Ypsilanti District Library celebrating El Dia de Los Ninos y Libros at the Whittaker Road Branch Library.
On March 30th, Director Parker spoke at the U of M Osher Lifelong Learning Institute on the legacy of Andrew Carnegie.
Director Parker introduced Melanie Baldwin, Friends Book Shop Manager, to the Board.
Deputy Director Neiburger is leaving for the Benjamin Franklin Library at the US Embassy in Mexico City as a guest of the State Department and the Goethe Institute to present on gamification in public libraries. He will then travel to New York City to present at a workshop for the Book Industry Study Group on BISAC.
Library Camp is scheduled at the Downtown Library on May 5th. This unconference is open to information professionals and graduate students with an interest in libraries.
Several thank you notes and tweets about AADL were viewed.
Director Parker announced AADL’s new Finance Manager, Bill Cooper, begins work on Wednesday, April 19th.
17-071 XII. OLD BUSINESS
16-201 A. UPDATE ON TRAVERWOOD BRANCH LIBRARY CAPITAL PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported that work at Traverwood began today. Soil is being stockpiled for a rain garden. Up to 15 parking spaces may be impacted with equipment and trucks during the project.
17-019 B. UPDATE ON DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported that the City of Ann Arbor has approved the rough plumbing and electrical and the project should be completed in several weeks.
17-072 XIII. NEW BUSINESS
17-073 A. DISCUSSION OF PROPOSED 2017-2018 BUDGET
(Item of discussion)
Cindy Richmond presented the proposed 2017-2018 budget.
Assumptions included an estimated 1.5% increase in the tax base; a 1.90 millage rate; reduction in fines during the website launch; a marketing and communications manager position; a merit increase pool of 3%; increased expenses related to marketing; increased expenses related to expanded programming at Westgate Branch; and an increase in general capital outlays covering building improvements and deferred maintenance expenses.
The Board discussed the marketing/communications manager position; the 3% merit pool and other staff benefits.
The Board gave no further direction to administration to revise the proposed budget prior to the May public hearing of the budget.
Treasurer Leija reported the Budget and Finance Committee will meet again before the public hearing on the budget to address any necessary budget adjustments once figures are received from the County.
17-074 B. SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of discussion)
Director Parker noted that no changes are being sought to the space use agreement with the Friends.
Treasurer Leija noted the Budget and Finance Committee reviewed the agreement and found the Friends in compliance.
17-075 C. RESOLUTION TO PROVIDE A LIVE INTERNET VIDEO STREAM OF AADL BOARD MEETINGS
(Item of action)
Treasurer Leija, supported by Vice President Song, moved that the Board resolves that the Ann Arbor District Library will produce a live Internet video stream of each monthly public meeting of the Ann Arbor District Library Board; that archived recordings of each live stream will be available for on-demand viewing on aadl.org; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
The Board discussed the purpose and effectiveness of this practice along with costs involved. The Board requested staff to provide more information regarding captioning and CART services costs and costs related to CTN recording/viewing.
It was the consensus of the Board to amend the motion to revisit the topic in one year.
Trustee Sherman, supported by Trustee Green, moved to table the issue until next month with edits based on this discussion and revision to the proposal.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-076 D. VOTE FOR CLOSED SESSION AT THE MAY 15, 2017 REGULAR BOARD MEETING FOR DIRECTOR’S
EVALUATION
(Item of action)
Roll call vote
President Vander Broek informed the Board that the May 15, 2017 Board meeting date needed to be changed to May 22nd. It was the consensus of the Board to move the May 15th Board meeting date to May 22nd.
Treasurer Leija, supported by Trustee Sherman, moved to hold a closed session at the May 22, 2017 regular Board meeting for the Director’s evaluation.
A roll call vote was taken.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-077 XIV. CITIZENS’ COMMENTS
Dave Diephuis
I’m Dave Diephuis of the west South State Street of Ann Arbor. I just wanted to quickly say that I wasn’t sure I would be able to attend tonight. Thank you for moving the online screening of the meetings forward. I do agree, I am glad that it’s not going to cost a lot of money because as Mr. Surovell said not sure initially you’re going to get tons of people watching this meeting. I would point out that that one meeting that was videoed was on YouTube not on the library website. So it’s a little different crowd with no public engagement of this is available. I’m sure when you do hire your marketing communication person they’ll be making a point of saying hey, you know, you want to watch the meetings, it’s available and here’s where it is. Final thought, civic engagement is kind of at an all-time low in some circles. Not sure that you can’t say that this is going to bring a ton of people in but it’s going to do something. It’s at a low cost and that’s a very valuable thing. Thank you.
17-078 XV. ADJOURNMENT
President Vander Broek adjourned the meeting at 8:42 p.m.
March 20, 2017 Minutes of the Regular Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 20, 2017
17-039 I. CALL TO ORDER
President Vander Broek called the meeting to order 6:00 p.m.
17-040 II. ATTENDANCE
Board Present: Victoria Green, Jim Leija, Jan Barney Newman, Colleen Sherman, Linh Song, Ed Surovell, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
17-041 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION
17-042 IV. RECONVENE REGULAR MEETING AT 7:00 PM
President Vander Broek reconvened the meeting at 7:05 p.m.
17-043 V. RECOGNITION OF DR. A.W. CHASE’S BIRTHDAY
Secretary Surovell brought to the Board’s attention that today is the bi-centennial birthday of Dr. Alvin Wood Chase. He noted that Dr. Chase was a prolific self-publisher and shared several of Chase’s publications from his private library along with historical details regarding Dr. Chase’s life.
17-044 VI. APPROVAL OF AGENDA
(Item of action)
Trustee Barney Newman, supported by Secretary Surovell, moved to approve the agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-045 VII. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of February 20, 2017
CA-2 Approval of February 2017 Disbursements
Treasurer Leija, supported by Trustee Sherman, moved to remove the Minutes of February 20, 2017 from the Consent Agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
Treasurer Leija, supported by Trustee Sherman, moved to approve the consent agenda as amended.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-046 VIII. APPROVAL OF MINUTES OF FEBRUARY 20, 2017
(Item of action)
Treasurer Leija proposed amendment to the minutes of the February 20, 2017 meeting, section 17-036 by correcting the statement that the Executive Committee “was unable to meet to outline a process for the” to read “met but did not resolve the issue of a new process for the” Director’s evaluation and will therefore use the existing process.
Secretary Surovell, supported by Treasurer Leija, moved to approve the minutes as amended.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-047 IX. CITIZENS’ COMMENTS
Dave Diephuis
I live in Ann Arbor Michigan on South State Street. Thank you for the opportunity for speaking. It’s interesting you amended the minutes because when I was looking at the minutes this afternoon and that was one thing that bothered me was the fact the executive committee had met and had not come up with a more robust process for the executive director evaluation. My perception and perhaps my perception is wrong that Director Parker does a self-evaluation submits it to you and then you make your comments on. That seems a little bit of a disservice to both Director Parker and to the community. The community kind of expects at least I expect that you’d have some collaborative goal setting that is both measurable and specific and were not seeing that. I hope as you move forward you will address that. Some of you may think that you set a strategic plan, those are goals and yes that is a very good high level document but it doesn’t really have any specific targets or actions when you talk about you know, we want more adult programming. Well how much more adult programming, you’re saying 10%, 20%? When we talk about we want alternative funding sources, do we want to build to a $10 million endowment, do we want to get $500,000 a year. These are things that I hope you will work on and that I think the community expects. And on a different issue I just would talk about transparency. You guys are doing a pretty good job on your minutes and newsletter and things like that. I would still love to see this meeting broadcast. Almost all meetings in this community important and otherwise are available for viewing. This is virtually the only one that isn’t. And also I don’t know if you changed your policy but committee meetings are not posted where they are and they don’t seem to be available to the public. Again most committee meetings in Ann Arbor are available to the public to attend. I doubt that you would get many people coming to your committee meetings but at least they should be available. That’s my comment for this evening.
Henry Herskovitz
I’m Henry Herskovitz and I am from Turtle Creek Pennsylvania, but I’m not sure if that is what you meant by where I am from. I am here tonight to address an issue that I find rather disturbing. The AADL has used its resources including my tax dollars to place an ad in a magazine that supports an apartheid foreign government. Referring to page fifteen of this month’s issue of the Washtenaw Jewish News, there are two points I would like to make. First that this newspaper in addition to printing articles about development to the Jewish community also contains articles on the support of the State of Israel. In this issue there are articles discussing the Michigan Israel Business Group, prominent men and women who have studied in Israel and articles that encourage and pay for Jewish teens to travel to Israel. Indeed this ad from the March edition last year acknowledges the ties between Israel and Ann Arbor Jews. This lady is telling us that Israel exists in the marrow of Jews in this community. Secondly to support our claim that Israel is an apartheid state I printed for each of you the executive summary of a paper authored by Richard Falk and Virginia Tilley from the United Nations Economic and Social Mission for Western Asia. I would like to read its opening paragraph: “This report concludes that Israel has established an apartheid regime that dominates the Palestinian people as a whole. Aware of the seriousness of this allegation the authors of the report conclude that available evidence establishes beyond a reasonable doubt that Israel is guilty of policies and practices that constitute the crime of apartheid as legally defined in instruments of international law.” So as a member of the AADL, as a tax paying supporter of the Library I ask that we cease purchasing ads in a paper that openly supports apartheid. Now when I got here tonight Josie told me that when she told me I had two minutes to speak that I have three minutes to speak so I would like to address some of you who may have been following this issue as closely as I do. These people know this report was removed from the United Nations website two days after its insertion and the woman who was the Undersecretary General for the organization even though she had only two weeks left on her contract she stepped down. And I think what she said was very telling. She said quote “We expected of course that Israel and its allies would put huge pressure on the Secretary General of the UN so that he would disavow the report and has.” But she said “I cannot withdraw yet another well researched, well documented UN work on grave violations of human rights.” So I think that we need to, in spite of the fact that yes legally, technically the report isn’t there, physically it’s in your hands and that’s the executive summary that you have, if you want the full report, seventy-five page report I do have a cached copy of it. That’s available to all of you. Thank you very much.
17-048 X. FINANCIAL REPORTS
Cindy Richmond presented the February 2017 financials in the Board Packet. Ms. Richmond stated the number of variances has decreased as she has been working with staff to ensure expenses are in their appropriate accounts.
17-049 XI. COMMITTEE REPORTS
17-050 A. BUDGET AND FINANCE COMMITTEE
Treasurer Leija reported that the Budget and Finance Committee met on March 10th and received an update on Westgate operating costs and a seven year forecast for capital building maintenance expenses. The committee will review a draft of the 2017-2018 budget at their next meeting.
Director Parker reported that interviews for the Finance Manager position have begun. The Accounts Payable position has been reposted.
17-051 B. DIRECTOR’S EVALUATION COMMITTEE
President Vander Broek reported the Board met with Director Parker in closed session to begin her evaluation. The Board is using the old evaluation process this year. The committee is working on creating a new evaluation process for next year’s evaluation.
17-052 XII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker highlighted:
Several thank you cards received were created with items from the tools collection.
The African American Cultural and Historical Museum of Washtenaw County Living History exhibit opening is scheduled at the Malletts Creek Branch Library on Sunday, March 26th.
All AADL locations served as warming centers during the recent wind storm power outage.
“Need Pruning Shears or a Ukulele? Try the Public Library” article appeared in the Wall Street Journal this past weekend. AADL staff was interviewed for this article.
Director Parker served on a panel at the UM School of Information’s QuasiCon Conference discussing the topic “Democratizing Access to Professional Preparation for Librarians.”
The Downtown Library restroom rehabilitation project has begun.
The 2015-2016 annual report was emailed to almost 90,000 email addresses.
Construction will begin on the Traverwood retaining wall once the frost laws are lifted.
Traverwood Branch will be closed April 17th through April 19th for routine maintenance on the wooden floors. Pittsfield Branch will be closed May 15th through May 22nd for re-carpeting.
The Assistive Technology Lab will be moved to a different location on the second floor of the Downtown Library allowing for relocation of a security station to the labs former location.
Trustee Barney Newman left the meeting at 7:56 p.m.
Requests from Old News and a number of tweets received were shown.
17-053 XIII. OLD BUSINESS
Facilities Manger Lemorie reported that permits for the Traverwood project have been received and construction work is waiting on the anticipated date of April 17th for lifting of the frost laws.
17-019 B. UPDATE ON DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
Len Lemorie, Facilities Manager
Facilities Manger Lemorie reported that a dust wall has been created around the construction project area and demolition begins this week.
16-154 C. UPDATE ON EMAIL MARKETING EFFORTS
Eli Neiburger, Deputy Director
Deputy Director Neiburger reviewed statistical information regarding the recent emailed 2015-2016 annual report.
The infrastructure for a weekly AADL newsletter, with adaptation for mobile use is under construction. Statistical and analytical information will be amassed and reviewed from this marketing effort.
16-154 D. UPDATE ON NEW WEBSITE
Eli Neiburger, Deputy Director
Deputy Director Neiburger provided background information on the current website along with technical enhancements that are planned for the new website. The earliest planned launch date is Labor Day 2017. Patrons will be notified well in advance of the change. Administration and the Board discussed various ways to ensure patron notification and the Board requested a communication plan outlining actions to be taken to ensure this process.
Deputy Director Neiburger noted that once the new website design is in a testing format it will be brought to the Board to preview.
17-054 XIV. NEW BUSINESS
17-055 A. VOTE FOR CLOSED SESSION AT THE APRIL 17, 2017 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote
Treasurer Leija, supported by Vice President Song, moved to hold a closed session at the April 17, 2017 regular meeting for the Director’s evaluation.
A roll call vote was taken.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-056 XV. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
17-057 XVI. ADJOURNMENT
President Vander Broek adjourned the meeting at 8:41 p.m.
February 20, 2017 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, 2017
17-025 I. CALL TO ORDER
President Vander Broek called the meeting to order 7:03 p.m.
17-026 II. ATTENDANCE
Board Present: Victoria Green, Jim Leija, Jan Barney Newman, Colleen Sherman, Ed Surovell, Jamie Vander Broek
Board Absent: Linh Song
Staff: Josie Parker, Karen Wilson (recorder)
17-027 III. APPROVAL OF AGENDA
(Item of action)
Treasurer Leija, supported by Trustee Green, moved to table items C. Update on New Website and D. Update on Email Marketing Efforts under Old Business until the next Board meeting.
AYES: Green, Leija, Barney Newman, Sherman, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
Trustee Barney Newman, supported by Trustee Sherman, moved to approve the agenda as amended.
AYES: Green, Leija, Barney Newman, Sherman, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
17-028 IV. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of January 17, 2017
CA-2 Approval of January 2017 Disbursements
Trustee Sherman, supported by Treasurer Leija, moved to approve the consent agenda.
AYES: Green, Leija, Barney Newman, Sherman, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
17-029 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
17-030 VI. FINANCIAL REPORTS
Cindy Richmond presented the December 2016 and January 2017 financials in the Board Packet. Ms. Richmond stated the financials are up to date and accurate as presented.
17-031 VII. COMMITTEE REPORTS
17-032 A. BUDGET AND FINANCE COMMITTEE
Treasurer Leija noted that the Budget and Finance Committee had held two meetings since the last Board meeting. At the first meeting the committee reviewed the budget preparation process and discussed the finance manager position.
Treasurer Leija was absent from the second meeting due to illness.
Trustee Sherman reported that the committee reviewed Westgate Branch operational costs at the second meeting.
Director Parker noted that Len Lemorie, Facilities Manager, will be providing the committee with a seven year expenditure estimate for maintenance for all locations.
17-033 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker highlighted:
The Rotary Club exhibit will be in the lower level of the Downtown Library to the end of February.
A2 Modern has referenced AADL’s Old News on their website.
The Malletts Creek Branch Library will be hosting the African American Cultural and Historical Museum of Washtenaw County’s Living History Exhibit this March.
Director Parker stated she reported in her written report that the 2015/2016 Annual Report was distributed; however, the report has not been released due to staff illness.
The Glassblock web newsletter features an article on the Carnegie Library of Pittsburgh’s new music tools collection which credits the AADL.
AADL continues to work with the 4th Wall providing improvisational theater for youth and young adults with disabilities.
AADL has been hosting 2nd grade round-ups. Buses bringing in students to the Westgate Branch and the Downtown Library are funded by the Friends of the Ann Arbor District Library. Secretary Surovell recommended that other resources be considered in lieu of FAADL monies to support this program.
17-034 IX. OLD BUSINESS
16-201 A. UPDATE ON TRAVERWOOD BRANCH LIBRARY CAPITAL PROJECT
Len Lemorie, Facilities Manager
Facilities Manager Lemorie reported that a pre-construction meeting was held with the earthworks and landscaping contractor. A tentative construction start date of April 17th has been set contingent on the frost laws being lifted.
17-019 B. UPDATE ON DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
Len Lemorie, Facilities Manager
Facilities Manager Lemorie reported construction is anticipated to begin on this project in early March. We are waiting on the permits for the plumbing and mechanical. The project time line is six to eight weeks.
17-035 X. NEW BUSINESS
17-036 A. VOTE FOR CLOSED SESSION AT THE MARCH 20, 2017 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote
President Vander Broek stated that the Executive Committee met but did not resolve the issue of a new process for the Director’s evaluation and will therefore use the existing process. Director Parker will submit a self-evaluation document to the Executive Committee for review before being brought forward to the Board. Director Parker has given her permission for her evaluation to be held in a closed session.
Treasurer Leija, supported by Trustee Sherman, moved to hold a closed session at the March 20, 2017 regular meeting for the Director’s evaluation.
A roll call vote was taken.
AYES: Green, Leija, Barney Newman, Sherman, Surovell, Vander Broek
NAYS: None
Motion passed 6-0.
President Vander Broek stated that she would like to hold a retreat in late April or early May. She will be asking Kerry Sheldon who led last year’s retreat to act as a facilitator.
Director Parker recommended Board members read the New York Times Sunday, February 19th opinion “An Elegy for the Library” regarding the author’s public library experience in India.
17-037 XI. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
17-038 XII. ADJOURNMENT
President Vander Broek adjourned the meeting at 7:50 p.m.
January 17, 2017 Minutes of the Annual Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
TUESDAY, JANUARY 17, 2017
17-001 I. CALL TO ORDER
President Barney Newman called the meeting to order 7:02 p.m.
17-002 II. ATTENDANCE
Board Present: Victoria Green, Jim Leija, Jan Barney Newman, Colleen Sherman, Linh Song, Ed Surovell, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
17-003 III. ADMINISTRATION OF OATH OF MEMBERS
The Honorable Karen Valvo, Presiding
Judge Valvo administered the oath of office to the following trustees: Victoria Green, Colleen Sherman, Linh Song, Jamie Vander Broek
“I, (state name), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”
Director Parker thanked Judge Valvo on behalf of the Board and staff for attending tonight’s meeting and administering the oath of office to newly elected/re-elected board members.
17-004 IV. PRESIDENT’S REMARKS
President Barney Newman briefly remarked on her tenure as president and stated she was pleased to hand over the leadership of the Board to new members. Director Parker presented President Barney Newman with a bouquet of flowers on behalf of library staff for her service as Board President.
17-005 V. ELECT LIBRARY BOARD OFFICERS
1. PRESIDENT
(Item of action)
Roll call vote
Trustee Leija, supported by Trustee Sherman, nominated Jamie Vander Broek for Board President. No other nominations were made.
A roll call vote was taken.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
2. VICE PRESIDENT
(Item of action)
Roll call vote
Trustee Green, supported by Trustee Leija, nominated Linh Song for Board Vice President. No other nominations were made.
A roll call vote was taken.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
3. TREASURER
(Item of action)
Roll call vote
Trustee Sherman, supported by Trustee Vander Broek, nominated Jim Leija for Board Treasurer. No other nominations were made.
A roll call vote was taken.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
4. SECRETARY
(Item of action)
Roll call vote
Trustee Leija nominated Trustee Sherman for Board Secretary. The nomination failed due to lack of support.
Trustee Vander Broek, supported by Trustee Barney Newman, nominated Ed Surovell for Board Secretary.
A roll call vote was taken.
AYES: Green, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: Leija
Motion passed 6-1.
17-006 VI. INSTALLATION OF OFFICERS
Trustee Barney Newman administered the oath installing Board officers for 2017: Trustee Vander Broek as President, Trustee Song as Vice President, Trustee Leija as Treasurer and Trustee Surovell 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.”
17-007 VII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS
President Barney Newman relinquished control to the new officers. President Vander Broek presided over the remainder of the meeting.
17-008 VIII. APPROVAL OF AGENDA
(Item of action)
Trustee Barney Newman, supported by Secretary Surovell, moved to approve the agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-009 IX. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of December 12, 2016
CA-2 Approval of December Disbursements
Trustee Barney Newman, supported by Treasurer Leija, moved to approve the consent agenda.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-010 X. CITIZENS’ COMMENTS
Jim Rees
Good evening, I live in Ann Arbor over by Slauson and I have been using this library since 1960. I have always liked coming here. First of all welcome to the new board members. It turns out that I know most of you. It’s really good to see you here because I know all of you will do your best to do what you think is best for the library. Even unlikely that we should ever disagree on some issue you do what you think is best. That’s all I ask. The only thing that I wanted to say is that I voted against the new building a few years ago and I wanted to tell you why because the next time when you come for me for money, I really want to give it to you. To do great things for this building. The only reason is we were told we needed a new building because this one was old and it made no sense to me because it’s only sixty years old and that’s not old, my house is eighty years old. And it’s not falling down. And then I was told well it needs all this maintenance work, so what, my roof springs a leak, I put a new roof on. So don’t come to me and say the building is old and falling down. Come to me and say you know, it needs these amenities and we can’t put them in this building because of this reason. I know some of that come later in the campaign. But by then it was kind of too late. The other thing was that I was unhappy that we would not have a downtown branch for two years, but I don’t know if there is much to do about that. That’s all I have to say, keep up the good work.
17-011 XI. FINANCIAL REPORTS
Director Parker reviewed the November Financial Report. She noted that the December Financial Report will be presented next month. Several adjustments have been made placing expenditures in the correct line item. Treasurer Leija inquired about grants and memorials. Director Parker noted AADL was the recipient of a large anonymous donation to be used for the digitization project.
17-012 XII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker gave an audio-visual presentation highlighting:
Governor Snyder has signed into law changes to Tax Increment Financing giving libraries around the state the ability to opt-out of Downtown Development Authorities within certain parameters. There is currently no opportunity for AADL to opt out at this time.
Director Parker was interviewed on MTV “The Stakes”. She and Deputy Director Neiburger were interviewed by Metro Detroit Living regarding Pulp.
The Downtown Library restroom rehabilitation project will be extremely disruptive, closing two of the four public restrooms in the building.
Online registration for booking rooms at the Westgate Branch Library has been launched and has been positively received.
The Raspberry Pi Foundation has selected AADL to host two summer workshops for forty teachers each and they will be held in the Secret Lab.
The Pittsfield Branch Library will be re-carpeted this spring with Board approval later in the agenda.
The second floor assistive technology lab will be moved to another second floor location providing for relocation of security staff to that space to better monitor the second floor area.
The AADL Outreach and Neighborhood Services Department continues to work with disability advocacy groups in our area on how to best approach providing public assistive technology services.
AADL is working with AAPS on a project to provide virtual library cards to Pathway high school students at the start of the 2017/2018 school year.
A summary of public comments and tweets was presented.
17-013 XIII. OLD BUSINESS
16-201 A. UPDATE ON TRAVERWOOD BRANCH LIBRARY CAPITAL PROJECT
Len Lemorie, Facilities Manager
Facilities Manager Lemorie informed the Board that bids were opened on January 6th. There were eight bid categories to compile and contract results will be given to the Board in February. The project should take less than sixty days with a one to three week period that closes off the entrance to the garage. Construction should begin in mid to late April depending on the weather. Expenses should come in well within the budget.
17-014 XIV. NEW BUSINESS
17-015 A. APPROVAL OF BOARD MEETING DATES FOR 2017
(Item of discussion & action)
Treasurer Leija, supported by Vice President Song, moved to approve the 2017 Board meeting dates as presented.
The Board discussed meeting at branch locations and the possibility of a retreat in May. Westgate Branch availability will be checked.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-016 B. APPROVAL OF BOARD BUDGET & FINANCE COMMITTEE APPOINTMENTS
(Item of discussion & action)
President Vander Broek presented to the Board her appointments to the Budget and Finance Committee as follows: Treasurer Leija as chair, Trustee Green and Trustee Sherman.
Trustee Barney Newman, supported by Vice President Song, moved to approve the Budget and Finance Committee appointments as presented by President Vander Broek.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-017 C. RESOLUTION RATIFYING BANKING AGREEMENTS WITH AUTHORIZED FINANCIAL INSTITUTIONS
(Item of discussion & action)
Secretary Surovell, supported by Trustee Sherman, moved to approve the resolution ratifying banking agreements with authorized financial institutions as presented.
The Board discussed the change of signatories removing the CFO and adding the Board Treasurer. Checks of $2,500 or higher require two signatures.
AYES: Green, Barney Newman, Sherman, Song, Surovell, Vander Broek
ABSTAIN: Leija
NAYS: None
Motion passed 6-1-0.
Treasurer Leija noted that he abstained from the vote as the resolution gave him the authority to sign checks.
17-018 D. RESOLUTION AUTHORIZING THE DIRECTOR TO CONTINUE THE CONTRACT WITH MANER COSTERISAN FOR FINANCIAL SERVICES
(Item of discussion & action)
Trustee Barney Newman, supported by Vice President Song, moved to authorize the Director to extend contracted financial services with Maner Costerisan until a Financial Officer has been hired; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Director Parker stated that we are currently contracting for an interim CFO from Maner Costerisan for three days a week and an accounts payable person for one day a week. This staffing is needed until these positions are posted and filled.
Treasurer Leija, supported by Secretary Surovell, moved to amend the motion to extend the contract until a Financial Officer has been hired or through June 30, 2017.
The amendment was voted on as follows:
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
The amended motion was voted on.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17- 019 E. RESOLUTION FOR DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
(Item of discussion & action)
Len Lemorie, Facilities Manager
Trustee Barney Newman, supported by Vice President Song, moved to approve the construction budget of $209,713.00 provided by O’Neal Construction Inc. for the Downtown Library restroom rehabilitation construction project; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Facilities Manager Lemorie noted that the restrooms will be barrier free and both will contain baby changing stations. The estimated construction timeline is forty-five days.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-020 F. RESOLUTION TO AWARD CONTRACT TO RE-CARPET THE PITTSFIELD BRANCH LIBRARY
(Item of discussion & action)
Len Lemorie, Facilities Manager
Trustee Barney Newman, supported by Treasurer Leija, moved to award the contract for re-carpeting the Pittsfield Branch Library to Library Design Associates, Inc. for the amount of $51,800.00; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Facilities Manager Lemorie stated that re-carpeting is part of the ongoing process of the maintenance plan. The branch will be closed for approximately six days.
AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None
Motion passed 7-0.
17-021 G. DIRECTOR’S EVALUATION PROCESS
(Item of discussion)
President Vander Broek charged the Executive Committee consisting of herself, Vice President Song and Treasurer Leija to review the Director’s evaluation process and bring back to the Board several options for further discussion.
17-022 H. PUBLIC LIBRARY IS OPEN TO ALL DISCUSSION
(Item of discussion)
President Vander Broek stated this topic was an effort to affirm that the Library was a place for all.
Director Parker stated that the public library in Ann Arbor has been, is and will always be open to all without judgement. The governing board supports this stand through the policies it approves. Flexibility, freedom and generosity are practiced by the staff.
17-023 XV. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
17-024 XVI. ADJOURNMENT
President Vander Broek adjourned the meeting at 9:06 p.m.
December 12, 2016 Minutes of the Regular Board Meeting
ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 12, 2016
16-232 I. CALL TO ORDER
President Barney Newman called the meeting to order 7:00 p.m.
16-233 II. ATTENDANCE
Board Present: Jim Leija (arr. 7:05 p.m.), Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek
Board Absent: Nancy Kaplan, Margaret Leary
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)
16-234 III. APPROVAL OF AGENDA
(Item of action)
Vice President Surovell, supported by Treasurer Rosenthal, moved to approve the agenda.
AYES: Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 4-0.
16-235 IV. CONSENT AGENDA
CA-1 Approval of Minutes of October 17, 2016 and November 14, 2016
CA-2 Approval of October and November Disbursements
Treasurer Rosenthal, supported by Vice President Surovell, moved to approve the consent agenda.
AYES: Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 4-0.
Trustee Leija arrived.
16-236 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
16-237 VI. FINANCIAL REPORT
Director Parker introduced Cindy Richmond of Maner Costerisan who has been contracted to oversee the AADL Financial Office.
Ms. Richmond presented the September and October financials in the Board Packet. Clarification of several expenses was given. Ms. Richmond stated the Library was in a good cash position.
16-238 VII. COMMITTEE REPORTS
16-239 A. EXECUTIVE COMMITTEE
President Barney Newman reported the Executive Committee had met on November 14th and discussed the situation regarding CFO Hadler’s resignation.
16-240 B. BUDGET & FINANCE COMMITTEE
Chair Surovell noted that he was not in attendance at the November Budget and Finance Committee meeting.
Trustee Leija who attended the meeting reported the committee met with the auditor and reviewed the draft audit. The committee was presented with a clean audit report.
16-241 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to the written report in the Board packet, Director Parker gave an audio-visual presentation highlighting:
Tiny Expo drew in approximately 3,000 people.
The Classical Bells holiday concert will be held on December 17th in the lobby of the Downtown Library.
AADL is once again a Library Journal 5 Star library. Other Michigan Star Libraries congratulated included: Kalkaska County Library receiving 3 Stars; Pentwater Township Library receiving 3 Stars; West Bloomfield Township Public Library receiving 4 Stars and Richland Community Library receiving 5 Stars.
ALA Center for the Future of Libraries website highlights play@aadl.org and will be using the video created by Donald Harrison promoting the summer game in their promotions.
The move of the Archive is complete and an open house will be scheduled in January for Board members and staff.
The website graphic re-design will begin in January.
Bids are scheduled to arrive in early January for the restroom rehabilitation project at the Downtown Library.
Call Center statistics for November show receipt of 2442 calls averaging to 84 calls a day or 16 calls per hour.
A pre-bid meeting is scheduled for later this month for the work on the MSE wall at Traverwood. All sidewalks at all branches, along with the Pittsfield Branch Library building have been power washed.
Terry Soave and her Outreach and Neighborhood Services Department staff have been working with local area disability advocacy groups regarding providing assistive technology services and any changes considered necessary.
A summary of public comments was presented.
Director Parker thanked the following staff for their great work in preparing for and moving the Archive: Len Lemorie, Andrew MacLaren, Amy Cantu, Roshayne Jaimon, Debbie Gallagher, Darla Welshons, Andra Williams and Andre Adair.
Director Parker thanked Trustee Rosenthal for her service on the Board and presented her with flowers from the staff.
Trustee Rosenthal responded with the following comments:
Thank you to everyone who taught me about libraries in general and our wonderful AADL in particular. I have learned so much, not only about libraries but about the city of Ann Arbor – the good, the bad and the ugly. By being a part of this board I have learned what libraries do for communities, they are the community resource for learning, reading, working, research, crafts, technology, innovation and experimentation. Maybe a place of sanctuary as Linh suggested last month. What rich opportunities the library provides. And I hope our new trustees learn as much, have as much fun and excitement so they feel as proud as I do that I was fortunate enough to be elected to this Board.
My advice for the future is to make use of the volunteer coordinator to find ways to bring more people into the buildings. Continue on this road of more open and transparent meetings – it won’t be easy, but it is important. Before going forward with a new downtown building create a committee of community leaders and help them with outreach to support the project perhaps using the volunteer coordinator and her volunteers. Market the resources the library offers to a wider and wider audience. So many people don’t know what you can find at the library, again maybe using the volunteers and volunteer coordinator.
16-242 IX. NEW BUSINESS
16-243 A. AUDITOR’S REPORT
Nate Baldermann, Rehmann
Director Parker introduced Nate Baldermann from Rehmann.
Mr. Baldermann stated he had met with the Budget and Finance Committee and reviewed the draft audit in detail with that committee. The audit was then finalized with no changes made and is being presented this evening.
Mr. Baldermann presented the Ann Arbor District Library 2015-2016 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/16. No material audit adjustments were needed. An unmodified opinion of the financial statements was given.
16-244 B. RESOLUTION TO ACCEPT THE 2015-2016 FINANCIAL AUDIT
(Item of action)
Vice President Surovell, supported by Trustee Leija, moved the Board resolves:
1.) To accept the 2015-2016 financial audit prepared by Rehmann.
2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Leija, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None
Motion passed 5-0.
16-245 X. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
Vice President Surovell and President Barney Newman both commented on the departure of the outgoing Board members and that they were looking forward to working with the incoming Board.
16-246 XI. ADJOURNMENT
President Barney Newman adjourned the meeting at 7:40 p.m.