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March 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, MARCH 17, 2014

14-065 I. CALL TO ORDER

President Rosenthal called the meeting to order at 6:30 p.m.

14-066 II. ATTENDANCE

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

14-067 III. VOTE FOR CLOSED SESSION FOR OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Barney Newman, supported by Trustee Kaplan, moved to recess to a closed session for opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

14-068 IV. RECESS TO CLOSED SESSION FOR OPINION OF LEGAL COUNSEL

14-069 V. RECONVENE REGULAR MEETING AT 7:00 PM

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

Director Parker was absent for remainder of meeting.

14-070 VI. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Secretary Head, moved to approve the agenda. Secretary Head, supported by Trustee Leary, moved to amend the agenda with the addition of Communications Committee under Committee Reports.

The amended agenda was voted on.

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

Motion passed 7-0.

14-071 VII. APPROVAL OF MINUTES OF FEBRUARY 17, 2014
(Item of action)

Trustee Surovell, supported by Trustee Kaplan, moved to approve the minutes of February 17, 2014.

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

Motion passed 7-0.

14-072 VIII. CITIZENS’ COMMENTS

Zachary Steindler

Hello, I’ll try to make this brief. My name is Zachary Steindler and I am a resident here of Ann Arbor. I just wanted to say thank you guys for providing such excellent service. I’m a small business owner myself and I know that this is often a very thankless job. I use the Ann Arbor Public Library about four or five times a month. I may not be the most frequent user, but I think that it’s pretty great and so thank you.

14-073 IX. FINANCIAL REPORTS

Associate Director Nieman reported February showed unrestricted cash balance just under $12 million. Tax receipts just over $11 million, reflecting 97.6% of the budgeted amount, have been received through the end of February. The fund balance stands at just over $8.4 million. Three line items are over budget. It was noted that $40,000 was recently received from the Friends of the Library.

Board members expressed their appreciation of the Friends.

14-074 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Treasurer Barney Newman, moved to approve the February 2014 disbursements.

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

Motion passed 7-0.

14-075 XI. COMMITTEE REPORTS

14-076 A. FACILITIES COMMITTEE

Chairperson Leary reported the committee met today. A public forum was held on March 13th for input on the redesign of the front entrance of the Downtown Library.

14-077 B. STRATEGIC PLANNING COMMITTEE

Chairperson Kaplan reported the committee met and discussed the process and reviewed the history of AADL strategic planning. The current Strategic Initiatives will be kept with staff reviewing goals and proposing changes. The next committee meeting is scheduled in April.

14-078 C. COMMUNICATIONS COMMITTEE

Chairperson Head reported the committee has met with a number of elected city officials. The committee has drafted a resolution being proposed under old business.

14-079 XII. DIRECTOR’S REPORT

Associate Director Neiburger reported that Director Parker was attending the Ann Arbor City Council meeting tonight.

14-080 XIII. MONTHLY STATISTICS

Associate Director Neiburger reported that the monthly statistics were distributed in the Board Packet and he would entertain any questions.

14-081 XIV. OLD BUSINESS

13-214 A. DEVELOPMENT OF LIBRARY LANE GARAGE PROPERTY AND RESOLUTION REQUESTING ANN ARBOR CITY COUNCIL REJECT CITY COUNCIL RESOLUTION DESIGNATION AN URBAN PARK LOCATION ON THE LIBRARY LOT SITE
(Item of action)

Secretary Head, supported by Trustee Leary, moved, whereas, the Ann Arbor District Library (AADL) is an independent governmental entity established under the laws of Michigan with its own taxation district, dedicated millage, and elected Board of Trustees; and is separate from the City of Ann Arbor, Washtenaw County, and the Ann Arbor Public Schools; and

Whereas, the AADL’s Downtown facility at 343 S. Fifth Avenue is the anchor library for the system; houses most of the staff, collections, meeting rooms, and other facilities; receives 600,000 visits a year; and is immediately adjacent to the Ann Arbor Downtown Development Authority’s “Library Lane Parking Structure” (Structure) at 319 South Fifth Avenue; so that the uses of the Structure and the space on top of it (now used for surface parking) have an immediate impact on the Downtown library;

Whereas, a Resolution Designating an Urban Public Park Location on the Library Lot Site (Resolution) is before the Ann Arbor City Council (Council); which proposes a park on the entire west side, from the north to the south, of the top of the Structure, and includes specific suggestions affecting adjacent properties including but not limited to AADL (such as easements across property and relocation of entrances);

Whereas, the AADL Board has not objected to the concept of an open or urban space as part of buildings on the site, shown on plans since 2007-08; and

Whereas, the resolution does not allocate the City resources needed to create a successful park, such as physical maintenance, programming, and monitoring unsafe behavior; and whereas the City has not been able to allocate resources for those purposes to the nearby Liberty Plaza park, Wheeler park, Sculpture plaza on North 4th Ave, or the Kerrytown plaza; and
Whereas, the AADL Board places a high priority on providing a safe and welcoming environment at Ann Arbor’s public library for the entire community;

Now, therefore, be it resolved:

That the AADL Board asks the Council to reject the Resolution until the entire site at 319 South Fifth Avenue receives a complete review by experts in zoning, land use, economic development, and others who can determine the highest and best use of the property; ensure the safety and security of AADL patrons; and consult with the owners and occupants of surrounding properties, downtown business owners, and other stakeholders Council may identify.

That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Board members expressed varying opinions in regards to the planning involved in placing an urban park on the Library Lane Parking Structure.

Trustee Leary, supported by Secretary Head, called for the question.

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

Motion passed 7-0.

A vote on the foregoing resolution was taken and was as follows:

AYES: Head, Leary, Murphy, Barney Newman, Rosenthal, Surovell
NAYS: Kaplan

Motion passed 6-1.

13-173 B. RESOLUTION TO APPROVE THE BIKE SHARE PROGRAM LICENSE AGREEMENT WITH THE CLEAN ENERGY COALITION
(Item of action)

Trustee Leary, supported by Trustee Surovell, moved that the Director of the Ann Arbor District Library be authorized to enter into the Bike Share Program License Agreement with the Clean Energy Coalition; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leary reported that the document has been reviewed by legal counsel and is considered fair and leaves the Library with the ability to withdraw in the future.

Secretary Head stated that the University has signed their contract and liability issues have been addressed.

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

Motion passed 7-0.

14-057 C. INFORM STUDIO REDESIGN OF DOWNTOWN LIBRARY PUBLIC ENTRY
Kenneth Van Tine

Trustee Leary reported the Facilities Committee discussed input received at recent public forum on the front entrance redesign. The committee agreed that the suggestion to reorient the entrance to the north is neither simple nor inexpensive. Structural changes would be required and would eliminate the current location of the Teen room which would have a cascading effect throughout the building. The current west entrance better serves patrons coming from all directions.

Kenneth Van Tine of InForm Studio was introduced and answered a number of questions regarding suggestions brought forward from the public forum. His firm will rework the design and bring it back to the Facilities Committee for further review.

14-082 XV. NEW BUSINESS

14-083 A. EPIC-MRA PRESENTATION ON AADL CUSTOMER SATISFACTION SURVEY
Bernie Porn, President EPIC-MRA

Associate Director Nieman introduced Bernie Porn, President of EPIC-MRA.

Mr. Porn stated the results of the survey on awareness, use and satisfaction with library facilities and services reflects overall a very satisfied customer base. Callers were selected randomly from both listed and cell phone numbers. He reviewed the questions asked and responses received. Board members asked questions on a number of the responses and the process used.

14-084 XVI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

14-085 XVII. VOTE FOR CLOSED SESSION AT THE APRIL 21, 2014 REGULAR MEETING FOR OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Head, moved to hold a Closed Session at the April 21, 2014 regular Board meeting for opinion of legal counsel and the director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

14-086 XVIII. ADJOURNMENT

Trustee Surovell, supported by Trustee Leary, moved to adjourn the meeting.

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