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February 3, 2014 Minutes of the Board Retreat

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE BOARD RETREAT
MONDAY, FEBRUARY 3, 2014

14-030 I. CALL TO ORDER

President Rosenthal called the meeting to order at 4:03 p.m.

14-031 II. ATTENDANCE

Present: Head, Kaplan, Leary, Murphy, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Neiburger, Nieman, Parker, Wilson (recorder)
Other: Sandra Greenstone, Facilitator

14-032 III. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

14-033 IV. WELCOME AND OVERVIEW
Josie Parker/Sandra Greenstone

Director Parker introduced staff members Jody Harnish, Mariah Cherem, Matt Dubay and Erin Helmrich. They work with the special tools collections and will be presenting them today.

Sandra Greenstone noted she has worked with the Board over the last ten years. Originally over 100 people worked to develop the first strategic plan in which she was involved. Five years ago a very different process was used. Now we are looking to determine what type of data is needed to proceed with the next strategic plan for 2015-2020.

14-034 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-035 VI. COLLECTIONS PRESENTATION

Associate Director Neiburger gave background information on how the special tools collections were started and how they have grown.

The Board recessed at 3:20 p.m. to have hands-on demonstrations of items from the special tools collections.

The Board reconvened at 4:47 p.m.

President Rosenthal thanked staff for their presentations.

Director Parker stated that a mission of the public library distributing materials is not limited to bound items. The collections chosen do not compete with retail.

14-036 VII. THE NEXT FIVE YEARS
Josie Parker/Eli Neiburger

Associate Director Neiburger reviewed industry trends regarding books, ebooks, BluRay, tablets, streaming services and DVD’s. He then reviewed AADL usage trends from material checkouts, program attendance, door counts and website visits.

Director Parker reviewed external pressures including filling gaps in service as schools are losing their media centers; increase of public institutions moving their physical presence to the web and telling their customers to go to the library to access the web; filters and perceptions – we monitor our spaces but we can’t guarantee that you won’t see something objectionable here; urban development around our spaces over which we have no control; chronically homeless are those who find the library as the last resort; We are not a part of the community discussion on this issue. All of these issues have an impact on our ability to provide service.

Blurred lines and clarity of mission is another topic Director Parker addressed. She reviewed a number of organizations who receive partnership support from AADL. With the WLBPD, AADL is providing access to those who qualify in Washtenaw County and is working with other local libraries to reach county residents who qualify for the service. We participate in MeL, loaning books as well as borrowing books from libraries throughout the State. Conversations with the new Dean of UM Libraries and the new AAPS Superintendent may lead to stronger partnerships with blurred lines of service.

14-037 VIII. RECESS FOR BREAK AT 6:06 PM

14-038 IX. RECONVENE MEETING AT 6:18 PM

14-039 X. STRATEGIC PLAN 2015-2020 BOARD DISCUSSION
Sandra Greenstone/Josie Parker

Director Parker reported the Board determined the six initiatives in the current plan and staff brought the goals forward for those initiatives. She answered questions board members had regarding several of the initiatives.

Sandra Greenstone led the board through discussion regarding the planning process for the next strategic plan. She reviewed the process used previously. Board members commented on a variety of topics including whom we are not serving; what is the role of the library; who uses downtown and why; what is the advocacy role of the board; how to address the homeless issue; our branch locations in planning; pressures on district resources. Board members discussed the planning process. The Board President will determine if a strategic planning committee will be established or if the process will default to the Executive Committee.

14-041 XI. NEXT STEPS
Sandra Greenstone/Josie Parker

Sandra Greenstone led the board through discussion on the next steps and timelines. She also addressed possible ways to engage staff, community partners, stakeholders and citizen residents.

President Rosenthal thanked staff for a job well done tonight.

14-042 XII. CITIZENS’ COMMENTS

There were no citizens’ comments.

14-043 XIII. ADJOURNMENT

Vice President Murphy, supported by Trustee Kaplan, moved to adjourn the meeting.

President Rosenthal adjourned the meeting at 7:31 p.m.