AADL Board of Trustees Meeting - May 21st, 2018

Mon, 05/21/2018 - 10:23am

When: May 21, 2018 at Downtown Library

Watch the May 2018 Meeting of the AADL Board of Trustees. Select an agenda item below to jump to that point in the transcript.
For more information, please see the Board Packet for this meeting and the 2018-2019 Proposed Budget Packet.

18-071 I. CALL TO ORDER
18-072 II. ATTENDANCE
18-073 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS AND DIRECTOR'S EVALUATION
18-074 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2018-2019 AT 7:30PM
18-075 V. CALL FOR PUBLIC COMMENT ON THE 2018-2019 BUDGET
18-076 VI. RECONVENE TO REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2018-2019 BUDGET
18-077 VII. APPROVAL OF AGENDA (Item of action)
CA-1 Approval of Minutes of April 26th, 2018
CA-2 Approval of April 2018 Disbursements
18-079 IX. CITIZEN'S COMMENTS
18-080 X. FINANCIAL REPORTS Bill Cooper, Finance Manager
18-081 XI. COMMITTEE REPORTS
18-082 A. BUDGET AND FINANCE COMMITTEE
18-083 B. EXECUTIVE COMMITTEE
18-084 XII. DIRECTOR'S REPORT Josie B. Parker, Director
18-085 XIII. NEW BUSINESS
18-086 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2018-2019 (Item of action)
18-087 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXIN AUTHORITIES (Item of action)
18-088 C. RESOLUTION TO ADOPT THE 2018-2019 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS (Item of action)
18-089 D. RESOLUTION RECOGNIZING THE 65TH ANNIVERSARY OF THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY (Item of action)
18-090 E. RESOLUTION TO ACKNOWLEDGE CHRISTIAN ESPINOZA-PINO AND THE PALMA ORGANIZATION Item of action)
18-091 F. DIRECTOR'S EVALUATION LETTER FROM AADL BOARD (Item of action)
18-092 G. VOTE FOR CLOSED SESSION AT THE JUNE 18, 2018 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND LABOR NEGOTIATIONS (Item of action)
18-093 XIV. CITIZEN'S COMMENTS
18-094 XV. ADJOURNMENT

Transcript

[00:00:06.60] JAMIE VANDER BROEK: So I'm going to start off by calling the budget hearing to order. It's a little different tonight. Are there any public comments on the budget? No? OK.
[00:00:22.45] JOSIE PARKER: You need to formally close the budget hearing.
[00:00:24.30] JAMIE VANDER BROEK: All right. Then we're going to close the budget hearing. Yes?
[00:00:28.06] [GAVEL POUNDS]

[00:00:28.65] It feels-- a lot of formality, but here we go. OK, so now we're going to open tonight's board meeting.
[00:00:36.54] [GAVEL POUNDS]
[00:00:37.99] OK. So--

[00:00:43.22] JIM LEIJA: I'd like to move to approve the agenda for the evening.
[00:00:46.07] LINH SONG: Second.
[00:00:48.78] JAMIE VANDER BROEK: All right, all those in favor?
[00:00:49.95] GROUP: Ayes.

[00:00:51.20] JAMIE VANDER BROEK: Opposed? OK? Consent agenda, anyone?
[00:00:54.65] JIM LEIJA: I move to approve the consent agenda.
[00:00:57.09] LINH SONG: Second.
[00:00:59.49] JAMIE VANDER BROEK: Any discussion? All those in favor?
[00:01:02.78] GROUP: Ayes.

[00:01:03.95] JAMIE VANDER BROEK: Opposed? OK. Karen, do you have any comments tonight?
[00:01:08.99] KAREN: I haven't received any.
[00:01:10.82] JAMIE VANDER BROEK: OK. Well, if you're just joining us, you can always speak at the end of the meeting if you're interested. There's another period for comments. OK, financial reports?

[00:01:25.36] BILL COOPER: Good evening. As of April 30, 2018, we have collected 99.1% of our tax receipts. So we're at $15,460,356 of the $15,598,058 that we have budgeted. We are currently under budget by $1.4 million. Any questions for me?
[00:01:59.96] JOSIE PARKER: I think I would ask you to clarify when you say you're under budget by $1.4 million, what do you expect that by the end of the fiscal year, on June 30?
[00:02:10.17] SPEAKER 1: Expect that to be $943,000.
[00:02:13.35] JOSIE PARKER: Thank you.
[00:02:15.80] JIM LEIJA: And the intention for those funds is
[00:02:19.98] BILL COOPER: To roll $500,000 over into capital funds project and the rest into the general fund.
[00:02:27.39] JAMIE VANDER BROEK: Other questions?
[00:02:31.12] BILL COOPER: All right, thank you.

[00:02:31.86] JAMIE VANDER BROEK: Thank you. OK, budget and finance, Jim.
[00:02:38.34] JIM LEIJA: During our last budget and finance meeting, we continued our review of the budget upon which we will be voting this evening. And essentially, with the recommendation that we continue to authorize the full amount of levy of the millage in order to support the budget, as well as-- now I'm losing my train of thought-- as well as learning actually about what the value of the millage would be for the coming fiscal year. And Josie, maybe you want to just speak to that.
[00:03:22.48] JOSIE PARKER: We have that information. And it's now included--
[00:03:26.44] JIM LEIJA: Included in the budget.
[00:03:27.58] JOSIE PARKER: The only still question, open question, is Pittsfield Township. We're still waiting to know what some of the amounts will actually be for the TIF captures that are on the library's budget from Pittsfield Township. But they don't have those numbers yet. But it's a small amount of money comparatively. So we have estimated and we feel that our estimates are sound.
[00:03:55.36] JIM LEIJA: And Additionally I think that with the values as we perceive them we will be subject to another Headlee-
[00:04:02.35] JOSIE PARKER: We have--
[00:04:02.85] JIM LEIJA: Decrease.
[00:04:03.10] JOSIE PARKER: That's right. Our millage rate, the legally allowed rate of levy, has been pushed down again by Headlee. So while the amount of money that the library can levy is lower because of the value of property and the growth in the community, it brings more tax money in than a higher levy last year. That's sadly, unfortunately, what you hear about in the community from the city and the county and other municipal units. The Headlee Act works one way and that's down.
[00:04:42.26] So when Headlee is imposed on a taxing unit and it reduces the amount of levy in order to keep local taxes from escalating beyond the point where people are taxed out of their homes. When the economy is not good as it was a few years ago, we cannot raise our millage then again above what the last Headlee number was, which is unfortunate. Because then it means these local governments have to cut services in order to operate, rather than raise that levy back up. And that's why you hear in the news a lot of discussion from city and county government to legislature about amending the Headlee Act. And that's why.
[00:05:25.08] JAN BARNEY NEWMAN: So that the precise millage rate we're allowed is what?
[00:05:32.45] JOSIE PARKER: 1.8663, and last year it was 1.8913. So it's a very small fraction, but it is down.
[00:05:42.94] VICTORIA GREEN: And voters approved two mills?
[00:05:44.83] JOSIE PARKER: Correct. In the mid '90s when the school system separated the library, because of Proposal A in the Headlee Act, the community voted for two mills for operating the library. The library, as it happens, has never levied two mills. The most the library has levied is 1.95. But Headlee has pushed it down now so that that's not possible. So we are at our maximum levy 1.8663. Yes.
[00:06:16.64] JIM LEIJA: Is this the third or fourth year that we've had another--
[00:06:20.66] JOSIE PARKER: It's the third year that Headlee has pushed the levy down.
[00:06:24.45] JIM LEIJA: In a row?
[00:06:25.10] JAN BARNEY NEWMAN: But it's interesting, because individuals talk about how their property taxes have decreased in spite of the fact that the value of their property is, they assume more. And I think that's because of the averaging of the years when it was so desperately down.
[00:06:43.96] JOSIE PARKER: I don't have an answer that.
[00:06:45.70] JAN BARNEY NEWMAN: I mean it's very confusing.
[00:06:49.66] JIM LEIJA: That's all I have to report from budget and finance committee. Thanks, Josie.
[00:06:52.87] JOSIE PARKER: Thank you.
[00:06:54.32] JAMIE VANDER BROEK: Any questions for Jim?
[00:06:56.85] LINH SONG: I have a quick question. Is there a movement to change the Headlee?
[00:07:01.11] JOSIE PARKER: Yes. And that's what I was referring to. When you hear other units of government or Michigan municipally talking about the Headlee Act, what they're talking about is how it impacts-- the intention was good. The intention was to make sure that people who've been in their homes a long time aren't taxed out of them when values go up. The problem with Headlee is that it acts on millages in what we would call a good economic environment. When there's a bad economic environment, which we all experienced a few years ago, Headlee won't lift up. It won't let taxing authorities raise their levies so that they can keep even. And that's what you're hearing. And so there's discussion about amending the Headlee Act.
[00:07:52.90] JIM LEIJA: And there has been a lot lately--
[00:07:55.16] JOSIE PARKER: Yes.
[00:07:56.70] JIM LEIJA: Michigan radio's has been covering it a bit.
[00:07:58.16] JOSIE PARKER: Yes, because it's more of a problem now.
[00:08:01.29] JIM LEIJA: Yes. And of course, there's always the option to go--
[00:08:05.50] JOSIE PARKER: Override.
[00:08:05.98] JIM LEIJA: Go out to the community for Headlee override, which is something that we're not considering, but is a possibility.
[00:08:12.34] JOSIE PARKER: Yes, we have not considered it, nor have we done it. The Community College of Washtenaw County has, successfully.
[00:08:18.58] JAN BARNEY NEWMAN: We are very fortunate to have that millage.
[00:08:21.76] JOSIE PARKER: Yes.
[00:08:22.14] JAN BARNEY NEWMAN: It's unusual for a public library to have that.

[00:08:24.71] JAMIE VANDER BROEK: Yes. Thank you. The next up is the executive committee. The entire executive committee has not met since the last meeting. But two members of the executive committee, Linh and I, have been working with Fran Alexander to continue planning a retreat, which will be Wednesday. So we're very close to that. I know that the board has seen the agenda, preliminary agenda, and that the updated information is on the library website. So we hope to see people at that retreat, in addition to the seven members of the board.
[00:09:03.39] But yeah, it should be a really interesting evening. We're going to do a mix of activities, as we have in the past, like both activities that include discussion for the board, but discussion with the people in the room. And yeah, I'm really looking forward to it. Any questions?
[00:09:20.91] JAN BARNEY NEWMAN: Will there be staff presentations of their innovations as well?
[00:09:25.25] JAMIE VANDER BROEK: Yeah, so I believe that both Josie and Eli are going to present. And then Rich Reyti will present as well, so that would be really interesting. We will not have an outside presenter this time, which I think is good. We need the time for the discussion. And you all talked to Fran?
[00:09:44.86] JAN BARNEY NEWMAN: Yes.
[00:09:45.61] JAMIE VANDER BROEK: OK, great.
[00:09:46.53] JAN BARNEY NEWMAN: Thank you.
[00:09:47.67] COLLEEN SHERMAN: She's a delight.
[00:09:48.75] JAMIE VANDER BROEK: Isn't she great? Yeah, I'm looking forward to it. I think she is very good at running these things. It will be my first one that I've attended that she's done, so I'm looking forward to it.
[00:09:57.98] VICTORIA GREEN: And we changed the time this time, I think, because we want to give people-- a variety of people the chance to come too. Last time it was during the day. This time it's in the afternoon and evening.
[00:10:06.03] JAMIE VANDER BROEK: Yeah, I have to say as a working person, I'm going to get a day of work in that day.
[00:10:10.16] VICTORIA GREEN: Me too.
[00:10:10.76] JAMIE VANDER BROEK: So it'll be a long day. But it's kind of nice not to have to take the day off.
[00:10:13.70] VICTORIA GREEN: What? A 13-hour day, and yet-- it's going to be great.
[00:10:18.63] JAMIE VANDER BROEK: There will be snacks. And it will be at Westgate. OK, great.

[00:10:23.70] JOSIE PARKER: Just so for the benefit of you all, it's Westgate, Wednesday at 4:30 to 8:45, is the library board's retreat. In the west side room, it's open to the public. Everyone's invited. My report, I want to, before I go through the slides, I want to say that today I received three notes from a first grade class at STEAM. And they had an event where they were-- they called it their night viewing event.
[00:10:54.98] Obviously they're going to go outside and look up at the sky. And we got these three letters. And I will read them off for you. Because they're wonderful. "Dear Ann Arbor District Library, thank you for giving us the 15 telescopes. From, Lily Chu. Dear Ann Arbor District Library, thank you for letting us have 15 telescopes. From, Will Wilkinson." And the last one, "Dear Ann Arbor District Library, thank you for letting us borrow 15 telescopes at A2 STEAM. I am totally-- T-O-T-T-L-Y, grateful, G-R-A-T-F-U-L-L for you. I am totally grateful for you. Have a great time, from Jack Winger." So these are the things we live for here.
[00:11:54.70] And this came today. Saturday an article appeared, an article was published in the Toledo Blade. I was interviewed by a reporter from the Toledo Blade a couple of weeks ago in preparation for a story on our tools collection. And what it was about many libraries in northern Ohio are developing unusual item collections. And they're all citing the Ann Arbor District Library's practices as a model for what they're doing, so much so that the reporter called and talked to us.
[00:12:31.16] So you can find that article on the Saturday's edition of the Toledo Blade. And we have copies of the article. Rich has some copies and we can also share that with you. But they did not misquote me, which I was so glad about. But anyway, it sort of went together nicely today when I received the thank-you notes for the 15 microscopes.
[00:12:53.24] My directors report, this is a photo from our Mother's Day Gardening and DIY Fest. This is not. No. So, I'm going to punt. This is from the Friends of the Library 65th anniversary exhibit, which is up through mid-August on the second floor in the Northeast corner. We had a wonderful celebration Friday evening with about 80 people, for the 65 years that the Friends of the Library supported the Public Library in Ann Arbor. And on the left are some examples from the exhibit. And on the right is a blow-up of one of the photographs.
[00:13:36.35] And you can see that the Friends Book Sale used to be on the front porch of the library. And if you look closely, you'll see the front porch of the library was the entire length of the front of the library. And this was pre-flower gardens that were there when I came to work here that are also now not there. So this is the Irene Butter event in our AADL now Lobbitorium. And there were 375 people attending Irene Butter's discussion of her experience as a young German girl and imprisoned Holocaust prison camps, and her family's experience.
[00:14:20.57] And she wrote it from the point of view. She began it from the point of view of a small girl. And then as she aged through that experience, the voice in the book did as well. It's incredibly well done. She did a lovely job that day. She had everybody right here listening to her it was amazed.
[00:14:40.37] We do have a candidate information session for anyone interested in running for library board. It's an elected position. And it's nonpartisan elected from the entire district. And we will be doing that on Tuesday, June 26, at 6:30 in the evening. And it will be in the fourth floor meeting room in this library building.
[00:15:05.27] This is just some of the attendance numbers that we've had in the last little bit of this year that we thought you might be interested in. And what you'll see is the buildings are coded. And the downtown library is red. Westgate is blue. And you can see that on some days Westgate store count is greater than downtown's. That is not so for the other three branches. But it's an indicator of the type of service that's available at Westgate and the use at Westgate. So we've highlighted some of those different events.
[00:15:41.05] AACME was Sunday in this building, and there 2,700 visitors in the building on Sunday, which was the highest number we've had for anything in the system in 2018.
[00:15:59.23] We have the hold shelves in this building, the downtown library. They have been relocated and the self-check machines are now in a centralized unit with accessible computer, which you can see facing out toward the main walkway area.
[00:16:20.67] This is a picture of the DIY event that was held two weeks ago, no-- Mother's Day, Mother's Day May 13, at the downtown library. These are comments from the DIY event. Let me see I'm going to get my pictures here, yes. And so we did this is the gardening and DIY fest, included succulent, screen-printed totes, and tacos. So if you weren't here for that, you were missing the tacos.
[00:16:55.43] On Sunday, we celebrated AACME, and the Ann Arbor Creativity and Making Expo. And as I said, 2,700 people came through the doors, including this little guy, who made a pewter coin and soldered it. I'm getting my accent around that, soldered it. It was quite special to come into the secret lab and look around the table at adults with little people in their laps, helping them solder and have their little flashy badge that they could wear out of the library that day. It I loved that. So it was great fun.
[00:17:32.42] And prior to Visions 2018, which had 2,100 people through the door last Wednesday, a local teacher for the visually impaired came to the secret lab for a professional development day that involved the 3D printers in our recording studio. So it was-- one teacher, Beth? Five, five teachers came. And we took them through our facilities.
[00:18:03.69] This is a tweet thanking the secret lab and letterpress team for helping collaborate and set up Ann Arbor STEAM with their own letterpress program. And they were-- it's, I read in Kindergarten weekly at stain. And I don't walk through the halls to get my little sign and badge without somebody saying something to me about the library did this, Mrs. Parker; the library did that, Mrs. Parker. And so I'm really glad to know that part of what we did was help them get their letterpress going.
[00:18:34.11] Some general kudos in this one for AADL. Another happy visitor to AACME. Kudos for our late hours, which is apparently atypical for this patron's friends' experiences with their library. They can't believe the library is open until 9 o'clock. I have to say library has been up until 9 o'clock for two decades at least. It's been a long time we've been doing that. And then some general love of AADL and the staff, in that last message, we hear that. It's always nice when people put it in writing.
[00:19:06.96] I have one last thing I'd like to say. We have a board member who has been with us on our library board for probably now it will be 16 years this year. She has been an amazing contributor to what we do here. Her membership and activities include work with the Ladies Library Association. She's been very active with us in supporting the friends group of the library. She's been incredible for me over all these years as a mentor and as a guide, in how to be in this job and in the right way with people as polite and as generous as possible. And she has recently been named a Woman of the Year from Washtenaw Community College Women's Council.
[00:19:56.85] And so this evening we're going to present to Jan Barney Newman a bouquet and show everyone Jan is a teacher at Tappan school. And Jan, not only is Jan a former teacher and library board member. Jan was an entrepreneur. Jan took her knowledge of history and she turned it into games to help her students in class. And her company became Aristoplay. And some of you may have played games that were made by Aristoplay. That was Jan's company.
[00:20:36.00] [APPLAUSE]
[00:20:53.67] JAN BARNEY NEWMAN: Thank you. Actually Irene Butter's son was in my history class. So I've known her a long time.
[00:21:04.38] JOSIE PARKER: Some of the most amazing questions that were asked of Irene Butter were asked by students in Pioneer High School AP history class. So it still is happening. Jan will be honored this Thursday at a luncheon at the WCC. So we wanted to actually get ahead of that little bit. So congratulations.
[00:21:26.55] JAN BARNEY NEWMAN: I couldn't figure out why that picture had ended up there.
[00:21:32.05] JOSIE PARKER: From the archives of Ann Arbor News, that's my director's report.
[00:21:37.45] JAMIE VANDER BROEK: Ah, thank you, Josie.
[00:21:38.73] VICTORIA GREEN: Can I one question, Josie? When you showed the door count numbers and the Westgate peaks, they weren't associated with events, is that correct?
[00:21:46.59] JOSIE PARKER: One is associated with what?
[00:21:48.22] VICTORIA GREEN: So the peaks at the library are largely explained, because there were particular events. Is that true at Westgate as well?
[00:21:54.24] JOSIE PARKER: Probably, more than likely. I mean we didn't track that. But more than likely, yes. Events, programs, story times--
[00:22:04.56] LINH SONG: Or maybe Election Day.
[00:22:06.06] JOSIE PARKER: Could have been.
[00:22:06.48] LINH SONG: With the schools being close.
[00:22:08.37] JOSIE PARKER: I mean there's so much that goes on out there, yes so. It's just important to point out that there are days when the Westgate door count is greater than downtown. And that has never been the case here, since until we renovated Westgate. No branch has been higher in door count ever till Westgate.
[00:22:28.43] VICTORIA GREEN: And it shows what facilities can do.
[00:22:30.58] JOSIE PARKER: Yes, and location and opportunity, and that's right.
[00:22:34.95] JIM LEIJA: I have a couple of things that I want to ask as well, or say. One, first of all, it's-- I've had the pleasure to serve on this board with you, Jan, for the last four years. And it really-- I also think of you as a mentor and a wonderful colleague. And I can't think of anyone more deserving. So congratulations to you.
[00:22:54.51] Two things as I think just-- I wasn't able to be at the Friends celebration, as I was traveling this past weekend. And I just want to say again how, as the current sitting treasurer, how grateful we are for this $100,000 gift from the Friends, which is extraordinarily meaningful, especially in the ways that it supports our summer game. We really appreciate that gift. And it's a real testament to just the spirit of giving and of collaboration and volunteerism. And we appreciate that so much.
[00:23:29.52] COLLEEN SHERMAN: I was traveling this year too. And I was so sorry that I couldn't make it. Because that is such a special celebration and it's such a special event. Are the Friends here?
[00:23:38.31] JOSIE PARKER: Melanie.
[00:23:40.59] COLLEEN SHERMAN: Hi. I can't see you behind the podium.
[00:23:44.28] JOSIE PARKER: We're going to acknowledge them a little later in the agenda.
[00:23:46.86] JIM LEIJA: Good, good. And then the last thing I want to say is something. This is not-- I mean I've missed some meetings this winter, due to my work schedule. But this word Lobbitorium, it's the first time I'm hearing it tonight.
[00:23:59.56] JOSIE PARKER: Actually we stood-- we stood in the lobby and looked at what we were having to do when we had the chairs set up for Irene Butter, and we were having pull chairs and pull chairs. And what you don't know, what you can't see from the photograph, is that people were lining the mezzanine upstairs too, packed in upstairs also. And so Eli said, it's the Lobbitorium. And I said, yes, it is. We're fussing over how to spell it. But we're saying it the same way, believe it or not. He's saying it like I'm saying it.
[00:24:30.19] COLLEEN SHERMAN: I googled it. And yeah, I googled it last night. Because I thought, did we just coin this word? This is a great word. And I figured we came up with it.
[00:24:39.15] JAN BARNEY NEWMAN: How are you spelling it?
[00:24:40.56] JOSIE PARKER: Well, he is spelling it the way you saw it.
[00:24:42.90] JIM LEIJA: With an "i".
[00:24:43.73] JOSIE PARKER: With an "i," and I'm spelling it with a "y." So whatever. But we're saying it the same way.
[00:24:48.96] JIM LEIJA: So I want to just say again, this speaks to just the ingenuity of the staff and inventing this space and this word. But I also want to say, we don't have a lobbitorium.
[00:25:04.72] JOSIE PARKER: No.
[00:25:05.58] JIM LEIJA: We have a lobby.
[00:25:06.63] JOSIE PARKER: Yeah.
[00:25:07.11] JIM LEIJA: It takes a lot of work to do this. And this is a great example of the ways in which we're pushing the limits of this building. So I appreciate the coining of this word and I appreciate the continued ingenuity around how to use our space here. But I don't want this word to cover up the fact--
[00:25:28.92] JAN BARNEY NEWMAN: That we need an auditorium.
[00:25:29.73] JIM LEIJA: That we need something better than this.
[00:25:33.37] JOSIE PARKER: Our intention was to point out that we need-- I mean that was our intention was to the play with the word.
[00:25:39.00] JIM LEIJA: You got it. Well, thanks for giving us the opportunity to say that.
[00:25:43.04] JAN BARNEY NEWMAN: Will it remain--
[00:25:44.68] JOSIE PARKER: No. No, it can't.
[00:25:46.09] JIM LEIJA: It can't.
[00:25:46.67] JOSIE PARKER: We can't.
[00:25:47.33] JAN BARNEY NEWMAN: Objects [INAUDIBLE].
[00:25:47.87] JOSIE PARKER: Yes, we're going to put the tools back, yes. We tried to group up. We had three major authors-- Irene Butter, John Bacon, and two gentlemen who were scientists and researchers about Mars expeditions-- and I apologize for not knowing their names-- all in the same week, followed by the Library for the Blind conference here, followed by AACME and the book sale. So we cleared it. And it's been cleared now for 10 days. And it will be put-- the tools will be put back now in the morning. So we worked on that.
[00:26:23.60] JIM LEIJA: It's an extraordinary amount--
[00:26:25.02] JAN BARNEY NEWMAN: A lot work.
[00:26:25.76] JIM LEIJA: Of person power is making this happen. And I also just love the coining of a neologism that really references the fact that the building is a little bit-- the way we use the building is a little bit of a Frankenstein story.
[00:26:39.34] JAMIE VANDER BROEK: Right.
[00:26:39.78] JIM LEIJA: We're trying to put the bits together to make up what we need for that demand that we have now in this day and age, which is quite different than what was imagined when this space was constructed--
[00:26:55.52] JOSIE PARKER: This was reading room--
[00:26:56.79] JIM LEIJA: Over 50 years ago.
[00:26:57.24] JOSIE PARKER: --when the space was constructed. This was the reading room of the library, right here.
[00:27:01.98] LINH SONG: So my thought, especially seeing the numbers from yesterday's event, with 2,700 people here and maybe it's just because I'm a mother to young children, was how was the bathroom situation? I mean that's an honest worry.
[00:27:16.23] JOSIE PARKER: It was fine. We had a problem upstairs on the second floor, but it had nothing to do with anyone attending AACME.
[00:27:23.68] LINH SONG: Good. I should say that-- so AACME was-- I wasn't able to attend. But I did and my father and my daughter. My father was an engineer at Ford for over 30 years, and he had never gone to an event like this before. And he was beyond delighted to be able to have this experience with his granddaughter. She had just that morning asked him, how does gasoline power a car.
[00:27:47.15] And I think having this hands-on experience with a loving relative, but also with a group of peers, she saw friends from school, friends in the neighborhood working together; was a really amazing-- and made a really good impression on her. And then I think it's a really good example of how our library programs pushes folks to explore our collections even more. So what begins as a conversation at a lunch table with a loved one with a hands-on experience, can move on to her checking out books. And really relating to it in a different way from maybe something she had picked up at school from a teacher, so I wanted to say thanks to the staff for making this experience happen from my own perspective from my child, ands also to all of the other little girls who are just trying to figure out what science means. Maybe this is a future for her too, so thanks.
[00:28:42.94] JAMIE VANDER BROEK: So I'd like to jump on the Jan praise bandwagon a little bit. So I've always admired your sense of style, like from the time I started coming to the board meetings. I remember that you're very stylish, and you always have the best accessories, like spot on. But I think what impresses me most about you, Jan, is that you have this extremely high standard for yourself. And you will always tell us when you feel like you haven't met it. And I think you have high standards for us too. And that's really important to push us as a group, I think.
[00:29:22.64] So I've never met anyone who is so honest whenever you feel like you haven't met that standard, and so open about it, and always trying to be better. But who's just doing that so openly and honestly with everyone. I think most of us try to sweep it under the rug when we feel like we haven't been up to standard. But I think that I've always thought that you are above and beyond. You're always giving of yourself to the community and most of all to this library. So I feel very grateful to serve on this board with you. And thank you.
[00:29:56.94] JAN BARNEY NEWMAN: My goodness. Are you trying to make me cry?

[00:30:02.72] JAMIE VANDER BROEK: That's my goal for for tonight. Everyone needs to cry at least once. OK, new business? So budget time, resolution to approve the annual budget? Would someone like to read? Jim, would you--

[00:30:16.60] JIM LEIJA: I'll read.

[00:30:17.37] COLLEEN SHERMAN: I've been looking forward to the dulcet tones the Jim Leija all day.

[00:30:23.21] JIM LEIJA: Do you want me to read all the legal?

[00:30:24.78] JOSIE PARKER: You don't have to.

[00:30:26.25] JIM LEIJA: OK. The board resolves as follows. The board approves and adopts the budget for the fiscal year ending June 30, 2019, as presented. Two, that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded. A vote on the foregoing, oh no, and that's it.
[00:30:47.96] JAMIE VANDER BROEK: All righty, a second?
[00:30:49.79] LINH SONG: Second.
[00:30:50.65] JOSIE PARKER: Second, third.
[00:30:53.12] JAMIE VANDER BROEK: Any discussion on the budget? OK. All those in favor?
[00:30:57.66] GROUP: Ayes.
[00:30:58.99] JAMIE VANDER BROEK: Opposed? OK. Oh man, I turned the page. And now I'm lost.

[00:31:05.23] JIM LEIJA: And then the next resolution is a resolution authorizing millage rate to be levied by the taxing authorities. The said Board of Trustees is desirous of providing for the appropriate certification of operational millage relative to the library. The board resolves as follows-- that as to the 2018-2019 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 1.8663 mills. Two, 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 officers of the appropriate agencies. And the Secretary may provide copies of this resolution when requested by any appropriate agency.
[00:32:02.95] Three, that the amount of certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2018, except as subsequently altered or amended by appropriate certification. Four, that a certified copy of this resolution may be issued as though the original with the certification provided. Five, all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
[00:32:30.08] COLLEEN SHERMAN: Second.
[00:32:31.52] JAMIE VANDER BROEK: Discussion? All those in favor?
[00:32:34.94] GROUP: Ayes.
[00:32:36.33] JAMIE VANDER BROEK: Opposed? OK.

[00:32:38.83] JIM LEIJA: Next resolution to stop the 2018-2019 budget as a line item budget and compliance of disbursements.
[00:32:47.09] JAN BARNEY NEWMAN: Can just say as written?
[00:32:49.27] JIM LEIJA: The board resolves-- the budget, I like reading the budget once out loud.
[00:32:54.10] JAN BARNEY NEWMAN: Well, you're good at it.
[00:32:56.49] JAMIE VANDER BROEK: So you have it in you to keep going?
[00:32:58.60] JIM LEIJA: Now, therefore be it resolved that the appropriations by the board, one, appropriations by the board as the legislative body of the library, the board hereby appropriates for fiscal year 18-19, the total amount of $16,956,107 for the expenditure categories set forth in the budget.
[00:33:20.75] Two, 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 specialists 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 amount set forth in the approved budget.
[00:33:48.13] Three, 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 amount set forth in the approved budget.
[00:34:14.08] Four, disbursements for appropriate amounts, as provided by the Uniform Accounting Procedures Manual of the Department of Treasury each authorized officer is here by authorized to provide for the disbursement of library funds for expenditures that have been previously appropriated by the board pursuant to paragraph number one of this resolution, provided such disbursements are within the budgeted amount set forth in the approved budget.
[00:34:34.53] Five, 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. Six, limitation of disbursements to $33,000, notwithstanding any provision to the contrary in this resolution, no authorized officer shall be allowed to approve any single expenditure in excess of $33,000, unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board.
[00:35:09.72] Seven, 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. Eight, prior resolutions, all resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.
[00:35:38.41] COLLEEN SHERMAN: I would like to second that scintillating reading. I trust you, Leija.
[00:35:42.14] JIM LEIJA: Thank you.
[00:35:44.01] JAN BARNEY NEWMAN: I'd to ask a question. Is this typical that we have to go through this same procedure each budget?
[00:35:51.64] JOSIE PARKER: Yes.
[00:35:52.03] JIM LEIJA: Yes.
[00:35:52.93] JAN BARNEY NEWMAN: And we haven't changed, we've always maintained a similar--
[00:35:57.76] JOSIE PARKER: You adjusted in item 6, you've adjusted the limitation of disbursements up, according to the--
[00:36:04.73] JAN BARNEY NEWMAN: I thought so. It had been 25 before?
[00:36:06.52] JOSIE PARKER: It had been 28. So you adjusted it up for the CPI. So that's what that is. But otherwise it remains unchanged. For those people in the audience the library's budget about 10 years ago, the law changed and it requires government budgets to be line item. Before the budgets pass as a whole number and within that budget, money could be moved around within the year by the staff to adjust the budget. There was quite a bit of fraud in this country about a decade ago. And a lot of big companies and also in government. And the state of Michigan changed their law that required us to have a line item budget.
[00:36:55.43] So when the board passed this budget that line for that amount of money is set. The only way that the staff can spend over that line is to ask the board for an amendment to the budget, and otherwise we stay within that line. We're able to move around within those lines, but not over those lines. And that's what allows this to happen is what we just talked about.
[00:37:22.83] JAMIE VANDER BROEK: Ready to vote? All those in favor?
[00:37:25.68] GROUP: Ayes.

[00:37:28.34] JAMIE VANDER BROEK: All right, so the Friends-- would Victoria like to read?
[00:37:32.15] VICTORIA GREEN: I'd love to read. Thank you. I get the fun one. The board resolves that the Ann Arbor District Library Board would like to recognize the Friends of the Ann Arbor District Library on the 65th anniversary of their organization. Two for the continued support to the Ann Arbor District Library for programming collections and special events for the community. Three, all resolutions and parts of resolutions that conflict with the provisions of the resolution are rescinded.
[00:38:01.21] JIM LEIJA: I'll second that.
[00:38:03.06] JAMIE VANDER BROEK: Any discussion?
[00:38:06.35] VICTORIA GREEN: I just wanted to add my thanks to the Friends for all they've done. I think it's really great. We talk about the Friends and what the Friends do for us. But the Friends are volunteers. They're just members of our community by and large. And that is just it's great that the strongest supporter who gives funds to us every year are made up of people in the community. Thank you, Friends.
[00:38:29.00] JAN BARNEY NEWMAN: What is your membership now?
[00:38:30.90] MELANIE BALDWIN: Around 120.
[00:38:32.73] JAN BARNEY NEWMAN: Very good. And a lot of work goes into that $100,000 that we get from you. Thank you.
[00:38:43.52] JAMIE VANDER BROEK: Thank you. All those in favor?
[00:38:46.11] GROUP: Ayes.

[00:38:47.51] JAMIE VANDER BROEK: OK. This last resolution is in honor of Christian Espinosa-Pino. Is he here tonight?
[00:38:54.43] JOSIE PARKER: Yes, he is.
[00:38:55.47] JAMIE VANDER BROEK: Would he be willing to stand so we can recognize him?
[00:38:58.10] JOSIE PARKER: Yes, and all the members of PALMA who came with you, I think should stand. Everyone who is part of PALMA, yes. So we're very happy.
[00:39:07.42] JAN BARNEY NEWMAN: You've been so patient to sit through the whole meeting.
[00:39:10.40] [APPLAUSE]
[00:39:16.88] JAMIE VANDER BROEK: Thank you. I think I might like to read this one. I remember when PALMA started. I was working here, and Terry were you involved with the start of PALMA? Yes? Yeah, was starting this program. And it's so amazing and heartwarming to me to see it blossom and grow and be this just important fixture of the downtown library. And I love when I happen to walk into the library on PALMA night. And it's so much more active and busy than it is on an average weeknight.
[00:39:49.68] JOSIE PARKER: And I want you all to note what Jamie just called it, within the staff it's PALMA night. So that's what we call it, PALMA night. And we all look forward to PALMA night. So I love it that you used it.
[00:40:05.63] JAMIE VANDER BROEK: I didn't even notice. I'm like, oh, yeah. It's PALMA night. All right. So the board resolves that it would like to officially acknowledge Christian Espinosa-Pino for his leadership and congratulate the PALMA organization as a whole for their 15 years-- oh, wow has it been 15 years-- Of service providing English tutorials to the local Latinx community. January 2018 marked the 11th year the downtown Ann Arbor District Library has served as the regular meeting site for the biweekly one-one-one PALMA tutorial sessions. All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded. Is there a second?
[00:40:44.65] JAN BARNEY NEWMAN: Second.
[00:40:46.41] JAMIE VANDER BROEK: All right, all those in favor?
[00:40:48.39] GROUP: Ayes.
[00:40:50.76] JAMIE VANDER BROEK: Thank you all so much.
[00:40:52.30] [APPLAUSE]

[00:41:01.20] JAMIE VANDER BROEK: Yes, so we must table number letter F until June.
[00:41:07.25] JIM LEIJA: Do we need to move the table that, or can we just table it?
[00:41:09.61] JOSIE PARKER: I think since it's on the agenda, it would be helpful if you moved.
[00:41:11.98] JIM LEIJA: Yeah. I'll move to table item F, director's evaluation letter from AADL Board. And I well, I'll let someone second that before--
[00:41:21.02] LINH SONG: Second.
[00:41:21.41] JAN BARNEY NEWMAN: Second.
[00:41:21.80] JIM LEIJA: Thank you.
[00:41:22.49] JAMIE VANDER BROEK: Discussion?
[00:41:23.06] JIM LEIJA: Yeah, so we are working on a new evaluation schedule and tool with Josie. And we're a little bit behind our schedule, as we kind of get up and running with the new process. So I think we're just moving this ahead one-- one month, basically.
[00:41:37.64] JAN BARNEY NEWMAN: But we're keeping her.
[00:41:38.84] JIM LEIJA: Yeah. So there's nothing wrong with Josie. It's just we're--
[00:41:43.23] JAMIE VANDER BROEK: It's rolling out this process has a lots of steps, yes. Yeah. So the good news is that I won't be President next year. So someone else will know to do all this in the right order.
[00:41:53.28] JIM LEIJA: Don't-- I don't know. Don't say that yet.
[00:41:56.55] COLLEEN SHERMAN: Since we're in discussion on this topic, I would like to say that the tool that we have developed for the directors review, it's a vast improvement to have process in place. It was money well spent. I'm glad we did that.
[00:42:09.84] JAMIE VANDER BROEK: Yeah. I am really glad to have the tool. It's just, incumbent to have a person who knows what time to roll it all out. OK, so the next thing to do is to-- oh, we have to vote on that. All those in favor of tabling?
[00:42:23.36] GROUP: Ayes.

[00:42:25.14] JAMIE VANDER BROEK: OK. And so now we vote for close session.
[00:42:28.76] LINH SONG: So moved.
[00:42:29.99] JAMIE VANDER BROEK: OK.
[00:42:30.61] JIM LEIJA: Second.
[00:42:31.43] JAMIE VANDER BROEK: This is roll call.
[00:42:36.36] JIM LEIJA: Oh, one point of clarification, I'm sorry, before we vote. Are we going to continue evaluation conversation in that close session? Or that's--
[00:42:46.01] JAMIE VANDER BROEK: No. That's done tonight.
[00:42:47.13] JIM LEIJA: Got it, perfect. Thank you.
[00:42:50.95] KAREN WILSON: All right. Victoria Green?
[00:42:53.66] VICTORIA GREEN: Aye, yes.
[00:42:55.16] VICTORIA GREEN: Jim Leija.
[00:42:55.91] JIM LEIJA: Yes.
[00:42:56.41] KAREN WILSON: Jan Barney Newman?
[00:42:57.41] JAN BARNEY NEWMAN: Yes.
[00:42:57.91] KAREN WILSON: Colleen Sherman?
[00:42:58.41] COLLEEN SHERMAN: Yes.
[00:42:58.91] KAREN WILSON: Linh Song?
[00:42:59.87] LINH SONG: Yes.
[00:43:01.30] KAREN WILSON: Jamie Vander Broek?
[00:43:02.73] JAMIE VANDER BROEK: Yes. Why do we aye when we vote the one way, and yes when we vote that way?
[00:43:07.83] LINH SONG: I don't know.
[00:43:08.67] JOSIE PARKER: It depends on who starts, I think.
[00:43:09.79] JAMIE VANDER BROEK: I do always feel sorry for V. You have to start.
[00:43:11.59] VICTORIA GREEN: Yeah. I always forget.

[00:43:13.69] JAMIE VANDER BROEK: OK. Do we have any more citizens' comments?
[00:43:17.19] JOSIE PARKER: Anyone can speak at the Library Board.
[00:43:21.61] JAMIE VANDER BROEK: Anyone have anything to say?
[00:43:23.24] LINH SONG: We're very nice.