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October 21, 2013 Minutes of the Regular Meeting

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

13-196 I. CALL TO ORDER

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

13-197 II. ATTENDANCE

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

13-198 III. VOTE FOR CLOSED SESSION FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to recess to a closed session for opinion of legal counsel.

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

Motion passed 5-0.

13-199 IV. RECESS TO CLOSED SESSION FOR OPINION OF LEGAL COUNSEL

13-200 V. RECONVENE REGULAR MEETING AT 7:00 PM

President Rosenthal reconvened the meeting at 7:00 p.m.

13-201 VI. APPROVAL OF AGENDA
(Item of action)

President Rosenthal added under New Business #B. Discussion of Downtown Parks Advisory Commission Subcommittee Report to the agenda.

Secretary Head, supported by Treasurer Kaplan, moved to approve the amended agenda.

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

Motion passed 6-0.

13-202 VII. APPROVAL OF MINUTES OF SEPTEMBER 16, 2013
(Item of action)

Treasurer Kaplan, supported by Trustee Leary, moved to approve the minutes of September 16, 2013.

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

Motion passed 6-0.

13-203 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

13-204 IX. FINANCIAL REPORTS

Associate Director Nieman reported September showed unrestricted cash balance just over $14.6 million. Tax receipts just over $9.3 million, reflecting 81.7% of the budgeted amount, have been received through the end of September. The fund balance stands at just over $8 million. Nine line items are over budget and will come back into line later in the year.

13-205 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Treasurer Kaplan, moved to approve the September 2013 disbursements.

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

Motion passed 6-0.

13-206 XI. COMMITTEE REPORTS

13-207 A. COMMUNICATIONS COMMITTEE

Chairperson Kaplan reported that the committee meets next week and anticipates receiving the Allerton Hill report.

13-208 B. EXECUTIVE COMMITTEE

President Rosenthal reported the committee met and discussed several issues with no conclusions or recommendations to bring forward.

13-209 C. POLICY COMMITTEE

Chairperson Murphy reported the committee met. Staff reviewed the entire manual and brought recommended changes to the committee. The committee reviewed staff recommendations, made additional changes and will meet again for a final review before recommendations are presented to the Board.

13-210 XII. DIRECTOR’S REPORT

Director Parker expanded on her written report. Both Sherlonya Turner and Celeste Choate presented at the recent Michigan Library Association Annual Conference.

AADL has a Minecraft server which is limited to creation and is being used to develop a virtual Ann Arbor community. Kip DeGraaf, IT System Planner, was introduced and answered questions regarding Minecraft.

13-211 XIII. OLD BUSINESS

13-191 A. PITTSFIELD CHARTER TOWNSHIP CORRIDOR IMPROVEMENT AUTHORITY TIF CAPTURE DISCUSSION

Director Parker reported she attended the CIA board meeting and public hearing regarding the CIA TIF on October 9th. The Library has sixty days to opt out of the TIF from that date.

Craig Lyon, Director of Utilities and Municipal Services Pittsfield Charter Township and Dick Carlisle of Carlisle Wortman Associates were both introduced. Mr. Lyon introduced CIA board member Claudia Kretschmer.

Questions posed by AADL Board members included whether any other municipality has opted out to date? The response received was that no, not formally yet. Were other ways of funding this road project being identified? The response received was that 80% of the funds were anticipated from the federal government with a 20% match from the CIA TIF. No other funds or funding mechanism is available currently for this project.

13-212 XIV. NEW BUSINESS

13-213 A. RESOLUTION TO AMEND 2013-2014 APPROVED BUDGET
(Item of action)

Treasurer Kaplan, supported by Trustee Leary, moved the Board resolves as follows: to increase the Repair and Maintenance line item in the 2013-2014 budget by $40,000 to cover repairs and testing for the roof of the downtown branch; that the $40,000 increase to Repair and Maintenance be transferred from the Fund Balance; all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Associate Director Nieman reported that work is needed on the canopy over the porch, over the atrium area, railing needs to be installed around roof access for safety purposes and the roof needs to be tested for soundness. Work will begin this fall and finished in the spring.

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

Motion passed 6-0.

13-214 B. DISCUSSION OF DOWNTOWN PARKS ADVISORY COMMISSION SUBCOMMITTEE REPORT

Director Parker briefly reviewed the Park Advisory Commission Downtown Parks Subcommittee Report which is being submitted to the Ann Arbor City Council. She noted to the Board that the committee recommends “In order to adequately address issues of safety and security, the Ann Arbor District Library must also be strongly represented in the planning process.” Director Parker firmly stated that while she appreciates the Park Commission’s desire for input from AADL, we are not capable of advising on the safety and security of a park plan.

13-215 C. AADL SERVICES TO EDUCATORS AND STUDENTS

Associate Director Choate explained the process for providing WISD and AAPS educators who live outside of the AADL service area with library cards. Cards are also made available for tutors.

Sherlonya Turner, Youth & Adult: Services & Collections Department Manager reported on the second grade visits hosted at AADL. Bussing to AADL for this activity is provided by the Friends of the Ann Arbor District Library. In May of each year staff visit area schools to promote the summer game. Reading lists, homework help and Circle K tutoring are several of the services provided to area students.

Terry Soave, Outreach & Neighborhood Services Department Manager reported on several non-traditional programs the Library cosponsors or provides space for including GED preparation classes, WAY Washtenaw (a year round alternative high school program run by the WISD) and Library Songsters.

13-216 XV. CITIZENS’ COMMENTS

There were no citizens’ comments.

13-217 XVI. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:47 p.m.