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February 17, 2014 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 17, 2014

14-044 I. CALL TO ORDER

President Rosenthal called the meeting to order at 7:01 p.m.

14-045 II. ATTENDANCE

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

14-046 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

14-047 IV. APPROVAL OF MINUTES OF JANUARY 20, 2014 AND FEBRUARY 3, 2014
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the minutes of January 20, 2014 and February 3, 2014.

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

Motion passed 6-0.

14-048 V. CITIZENS’ COMMENTS

Changming Fan

Good evening my name is Changming Fan. I think I’m the only one Chinese here. So time is short. My company TiniLite World registered in Ann Arbor since 1996. I want to go real quick cause of only three minutes. We are the innovator, maker and also the supplier of a new technology called tini-lite. A lighting display using LED, cell phone, internet, wireless. We have all of the members here are in Ann Arbor district residents and now I am living in Saline. We want to congratulate five star library here AADL has frequent visitors, patrons and I would like to do something, maybe even better and face higher challenges together with you. And I believe AADL set a model, but also created a new trouble because of you’re in the frontier. Technology is this town to register. But there are some problems. I believe that we can do a lot of more work together. To build a new community under the leadership of AADL. The wonderful staff and good programs and especially some challenge of new ideas. I was with my tutor, or, Eli we have talked quite a few and I’d like to do something, which is maybe from my prospective as a geek or an unsuccessful entrepreneur and to summarize I brought you some abbreviation which is from lib to lab and to shop which is more towards not only do some physical things in the library and those will maybe produce and sell. So this is live lab shop and also from RIY read it yourself to do it yourself which is American spirit. To do it together DIT this is based entire challenge but we’d like to contribute our technology to you, to this community. That’s why I’m here and of course these are the problem and challenges. We’re facing frontier, but the problem I see is there is a loss. The tech town is Ann Arbor, I don’t see many people come around here when they even do not have credit to our meetings. We should invite them I know, so they too can contribute the AADL, because their children, the web. Here free and also they borrow a lot of books here. Nothing is that, this guy here is, which is Eli, that I know about manufacturing. This is even a higher challenge to this nation. As you know everything almost here, made in China, should change, AADL should be the leader, how to. The third part is that, which is from this manufacture to maker movement how to combine it. So maybe we can have a chance to talk later. But I believe we’re in this new juncture whether succeed or fail and that AADL should be and it is now the hub of all of this combination. I would say the most important ingredient of cluster of creativity as of 2002 idea but I won’t visit here. Ann Arbor has all the ingredients being made of combining the significant value of people run away. Still run away. We should have to do something. The last thing I want to say is that be prepared. Going have lot of naysayers and unexpected problems because of the most intelligent people in this space not chairman, have the vote, have the speaking qualified president one to many to manufacture things here. Nothing happened here since then a couple years ago. So AADL should will it continue on the right course but face a higher challenge, a higher level. And Eli give me some more information which is in taxes given, the State which is cut funding, maybe Carnegie funding and they are kinda ahead of us. Maybe, maybe I’m wrong. But again my name is Changming Fan, the company name is TiniLite World. We want to be with you, be the leader of social, mobile and local movement. Let’s build a new community here together with the technology, with the family, with the town such as Saline and with the new register projects. That’s all I want to say today. Thank you so much and thank you again for wonderful work you have done for me and for residents, visitors and people come to Ann Arbor. Thank you.

Jamie Vander Broek

Hi everyone. My name is Jamie Vander Broek and I know some of you, but not others. I am a librarian here in town and work at the University. I am also a homeowner and I just wanted to share some recent impressions that I have of the library that are positive. So, close to a year ago when it was still warm enough to walk outside, I was at the Fool Moon, which is the evening event in April and wandering through the huge crowd of people and I came around the corner and there were all these people playing a game and there is light all over the sidewalk. Of course, it turned out to be something that AADL had organized. It was this really cool outdoor event. But they were right there in the middle. One of the best parts of living in Ann Arbor is its annual Fool Moon event. So, that’s something that was a while ago but it definitely makes sense that every time I see something recently that’s sort of cool or interesting or on the leading edge of what’s going on in town, AADL is always involved. So, Nerd Night Ann Arbor, which is like this regular event that happens at local bars and restaurants, where people share things they are passionate about. I went to one and saw my friend talked about, he works for GE, about some little mobile ultrasound devices and so he actually did an ultrasound on his stomach while he was talking, which is wild to see. Nerd Night is this really cool thing, like, throughout the night there were sort of, like, hiccups and bumps with organizational aspects of the event and so I sort of wished there was someone in charge of the event when I attended it. I was really excited to see just this last week that AADL has stepped in and will now be kinda like serving exactly, like Nerd Night is a really cool idea, and they’re really interesting people in town who come and talk about what they are geeked out about but what it needed was someone to keep everything, keep the wheels greased and in motion. It was really cool to see that AADL is providing that consistency and leadership and driving the whole thing forward. What we really struggle with at my library, I can’t speak for my library obviously, but I can speak for what I experience as a librarian there, is negotiating licenses with companies that have zero desire to give us anything for free. So it was real exciting to see that AADL had successfully negotiated with Ghostly International, a local music house, to provide access to Ann Arbor residents to their catalog. Which is really, really cool. I mean that’s something that we wish we could accomplish for our people at the University. And then finally another part of my job is to do more traditional library service so I staff a reference desk and also help people via chat. I sit at my house and wait for people to ask me questions via chat. I recently got a question about an old murder case that happened in Ann Arbor. It gave me the opportunity to share with this young woman at the University of Michigan that your library, AADL, had digitized all the Ann Arbor News content. So something that would have been really difficult for her to access was actually very easy. So I think it’s really cool that you both excel at traditional library things like providing access to something like digitized archives of the newspaper to things that people wouldn’t think of the library would be involved in like Nerd Night Ann Arbor. And then in the middle, this Ghostly International partnership is just the coolest thing. I just want to tell you how great I think you are and I love paying my taxes for this library.

14-049 VI. FINANCIAL REPORTS

Associate Director Nieman reported January showed unrestricted cash balance just over $12 million. Tax receipts just over $11 million, reflecting 97.4% of the budgeted amount, have been received through the end of January. The fund balance stands at just over $8.2 million. Four line items are over budget. Under the Employment line item and additional payment of $74,000 was made to the State of Michigan Pension System in January. This is a pass through with corresponding revenue showing up in State Aid and will require budget adjustments at the end of the fiscal year.

14-050 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Treasurer Barney Newman, moved to approve the January 2014 disbursements.

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

Motion passed 6-0.

14-051 VIII. COMMITTEE REPORTS

14-052 A. FACILITIES COMMITTEE

Chairperson Leary reported the Facilities Committee had met. The committee discussed issues with the front entrance of the Downtown Library. Director Parker consulted with InForm Studio regarding the redesign of the front entrance. Chairperson Leary, President Rosenthal and Director Parker met with the City of Ann Arbor Disability Commission. A tentative front entrance design is being presented this evening. A public forum on the front entrance design will be scheduled prior to the next AADL Board meeting.

Trustee Kaplan inquired whether a dollar amount had been established for the front entrance design. Director Parker stated that a quarter of a million would be the goal.

14-053 IX. DIRECTOR’S REPORT

Director Parker announced that Associate Director Choate has accepted a position as Executive Director of the Urbana Free Library. A staff reception will be held for her on February 28th and Board members were invited to attend.

AADL was approached and has agreed to participate in a National Science Foundation Living Lab project. Researchers will be located in the Downtown Library Youth Department. Children over four years in age will be interviewed regarding their views of sharing and being fair. Parents will be present.

Director Parker invited all to the Malletts Creek Branch Library to celebrate its tenth anniversary on March 22nd. Day long activities are being planned and remarks will begin at 4:15 p.m.

14-054 X. MONTHLY STATISTICS

Associate Director Neiburger presented January 2014 statistics in comparison with January 2013 in the new statistical format.

14-055 XI. NEW BUSINESS

14-056 A. INFORM STUDIO PRESENTATION: REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY
Cory Lavigne

Director Parker introduced Cory Lavigne from InForm Studio.

InForm Studio designed the Traverwood Library and has been asked to prepare a design for the front entrance of the Downtown Library.

Mr. Lavigne presented a draft design of the front entrance. Improvements included a large well-lit tempered glass or resin sign, a large planting bed, bench, heated ramped walkway with railing, replacement of the teal upper panels with a cement fiber rain screen over the existing framing and reconfiguration of the main entrance doors.

Several board members expressed concerns regarding security with the signage. A number of questions regarding materials recommended for use were also asked and answered.

Trustee Leary stated a public forum on the Downtown Library front entrance will be held in March and then the Facilities Committee will meet again on the topic.

14-057 B. APPROVAL TO PROCEED WITH PROPOSAL FOR REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY
(Item of action)

Trustee Kaplan, supported by Treasurer Barney Newman, moved to proceed with the next step with the proposal of redesign of the Downtown Library front entrance.

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

Motion passed 6-0.

As an aside from the Facilities Committee, Trustee Leary brought up the topic of the Bike Share agreement. Director Parker stated that the University has signed the agreement and the Library will have final documents, including legal advice, for review at the next Facilities Committee meeting.

14-058 C. APPROVAL OF DIRECTOR’S EVALUATION COMMITTEE APPOINTMENTS
(Item of action)

Trustee Leary, supported by Trustee Kaplan, moved to approve the appointment to the Director’s Evaluation Committee of Barbara Murphy as chairperson, Jan Barney Newman and Rebecca Head.

Trustee Surovell expressed his displeasure with the appointments. There was no further discussion.

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

Motion passed 6-0.

14-059 D. RESOLUTION ESTABLISHING A SPECIAL STRATEGIC PLANNING COMMITTEE
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved that the Board resolves that a special Strategic Planning Committee be established; that the charge to the special Strategic Planning Committee will be to lead the process to develop a strategic plan for 2015-2020; that the committee shall serve through 2014; that all resolutions and parts of resolutions that conflict with the provisions of the resolution are rescinded.

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

Motion passed 6-0.

14-060 E. APPROVAL OF SPECIAL STRATEGIC PLANNING COMMITTEE APPOINTMENTS
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the appointment of Nancy Kaplan as chair, Barbara Murphy and Rebecca Head to the Strategic Planning Committee.

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

Motion passed 6-0.

14-061 F. RESOLUTION TO ADOPT REVISIONS TO LIBRARY POLICIES
(Item of action)

Secretary Head, supported by Trustee Leary, moved that the Board resolves that the following Library Policies are revised as proposed: 1.1 Philosophy; 1.5 Freedom to Read; 1.10 Privacy Statement; 2.4 Internet Use; 2.5 MichNet Acceptable Use; 2.11 Interlibrary Loan Services; 2.12 Photocopying and Fees; 3.1 Circulation; 3.2 Confidentiality-Disclosure of Patron Registration Information; 3.4 Requests for Access to Records from the General Public; 4.2 Display and Distribution of Materials by Outside Groups; 5.1 Behavior in Public Sectors of the Ann Arbor District Library; 5.4 Unattended Child; 8.3 Equal Employment Opportunity and Affirmative Action; 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.

14-062 G. RESOLUTION TO REPEAL LIBRARY POLICIES
(Item of action)

Trustee Kaplan, supported by Secretary Head, moved that the Board resolves to repeal the following Library Policies as proposed: 1.6 Freedom to View; 2.7 Providing Access to Computer Based Resources; 3.5 Release of Minor Child’s Records; 3.6 Fines for Damaged or Lost Materials; 4.5 Business Use of Facilities; 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.

14-063 XII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-064 XIII. ADJOURNMENT

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

President Rosenthal adjourned the meeting at 8:46 p.m.