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December 15, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, DECEMBER 15, 2014

14-350 I. CALL TO ORDER

President Rosenthal called the meeting to order at 5:33 p.m.

14-351 II. ATTENDANCE

Present: Head, Kaplan, Leary (arr. 5:54 p.m.), Barney Newman, Rosenthal, Surovell
Absent: Murphy
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: Jim Leija; William Stapleton, Hooper Hathaway P.C.; Daniel Schairbaum, Dykema (arr. 6:13 p.m.)

14-352 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

14-353 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Rosenthal reconvened the meeting at 7:01 p.m.

14-354 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

14-355 VI. APPROVAL OF MINUTES OF NOVEMBER 17, 2014
(Item of action)

Trustee Surovell, supported by Trustee Leary, moved to approve the minutes of November 17, 2014.

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

Motion passed 6-0.

14-356 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-357 VIII. FINANCIAL REPORTS

CFO Hadler reported the November report showed an unrestricted cash balance just under $15 million. Tax receipts over $11.3 million, reflecting 97.4% of the budgeted amount, have been received through the end of November. Budget versus actual showed an operating surplus of just over $5,600. The fund balance stands just above $8.3 million. Six line items are over budget and should come back into line later in the year.

14-358 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Trustee Kaplan, moved to approve the November 2014 disbursements.

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

Motion passed 6-0.

14-359 X. COMMITTEE REPORTS

14-360 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Newman reported the committee consisting of herself and Trustees Kaplan and Murphy met on December 3rd. Nate Baldermann from Rehmann presented the draft 2013-2014 audit. Karin Tuthill presented the Section 125 Plan. Resolutions recommending adoption of both items are being presented under New Business.

14-361 XI. DIRECTOR’S REPORT

Director Parker reported a recent article in the Michigan Daily outlined steps being taken at AADL to address issues of homeless patrons with the help of CSTS staff and the AAPD Community Engagement task force.

This past Saturday the Downtown Library saw a door count of over 3,000 due to The Tiny Expo, Classical Bells program, and the Friends book sale.

AADL was visited by JP Porcaro who is running for President of the American Library Association.

The Friends Book Shop is doing a brisk business. Their year-end sale was very successful and netted $11,000. They plan to be out of the old bookshop by the end of the year.

For the Washtenaw County Photo ID program, AADL was consulted on what the requirements are for obtaining a library card. The ID cards will be accepted at AADL.

AADL staff adopts a family every year at Christmas and collected well over $500 this year for them.

14-362 XII. MONTHLY STATISTICS

Deputy Director Neiburger gave an overview of Minecraft, AADL’s Minecraft server, and the ALA sponsored Minecraft Hunger Games event.

14-363 XIII. NEW BUSINESS

14-364 A. AUDITOR’S REPORT
Nate Baldermann, Rehmann

CFO Hadler introduced Nate Baldermann of Rehmann to the Board.

Mr. Baldermann presented the Ann Arbor District Library 2013-2014 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/14. No material audit adjustments were needed. No material weaknesses were found and an unmodified opinion of the financial statements was given.

14-365 B. RESOLUTION TO ACCEPT THE 2013-2014 FINANCIAL AUDIT
(Item of action)

Trustee Kaplan, supported by Secretary Head, moved that the Board resolves to accept the 2013-2014 financial audit prepared by Rehmann; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

14-366 C. RESOLUTION TO AMEND AND RESTATE ANN ARBOR DISTRICT LIBRARY SECTION 125 CAFETERIA PLAN
(Item of action)

Trustee Kaplan, supported by Secretary Head, moved that the Board resolves that the Ann Arbor District Library Section 125 Cafeteria Plan be amended and restated in the form attached hereto, which Plan is hereby adopted and approved; that the appropriate officers of the Ann Arbor District Library be, and they hereby are, authorized and directed to execute the Plan on behalf of the Ann Arbor District Library; that the officers of the Ann Arbor District Library be, and they hereby are, authorized and directed to take any and all actions and execute and deliver such documents as they may deem necessary, appropriate or convenient to effect the foregoing resolutions including, without limitation, causing to be prepared and filed such reports, documents or other information as may be required under applicable law; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

14-367 D. VOTE FOR CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL AT THE JANUARY 19, 2015 ANNUAL BOARD MEETING
(Item of action)
(roll call vote)

Trustee Leary, supported by Secretary Head, moved to hold a closed session at the January 19, 2015 annual meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

14-368 XIV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-369 XV. ADJOURNMENT

President Rosenthal adjourned the meeting at 8:16 p.m.