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September 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, SEPTEMBER 15, 2014

14-190 I. CALL TO ORDER

President Rosenthal called the meeting to order at 7:00 p.m.

14-191 II. ATTENDANCE

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

14-192 III. APPROVAL OF AGENDA
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved to approve the agenda.

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

Motion passed 5-0.

14-193 IV. APPROVAL OF MINUTES OF JULY 21, 2014 AND JULY 29, 2014
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the minutes of July 21, 2014.

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

Motion passed 5-0.

Treasurer Barney Newman, supported by Secretary Head, moved to approve the minutes of July 29, 2014.

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

Motion passed 5-0.

14-194 V. CITIZENS’ COMMENTS

There were no Citizens’ Comments.

14-195 VI. FINANCIAL REPORTS

Director Parker introduced Bruce Hadler, Chief Financial Officer.

Mr. Hadler reported July showed an unrestricted cash balance just over $8.8 million. Tax receipts just over $1.3 million, reflecting 11.2% of the budgeted amount, have been received through the end of July. Budget versus actual showed an operating surplus of just over $89,000. The fund balance stands just above $8.3 million. Eight line items are over budget and should come back into line later in the year.

The August report showed an unrestricted cash balance just over $7.8 million. Tax receipts just over $7.5 million, reflecting 65.2% of the budgeted amount, have been received through the end of August. Budget versus actual showed an operating surplus of just over $14,000. The fund balance stands just above $8.2 million. Eight line items are over budget and should come back into line later in the year.

14-196 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Head, supported by Trustee Leary, moved to approve the July 2014 disbursements.

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

Motion passed 5-0.

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

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

Motion passed 5-0.

14-197 VIII. COMMITTEE REPORTS

14-198 A. BUDGET & FINANCE COMMITTEE

Chairperson Barney Neman reported the committee consisting of herself and Trustees Kaplan and Murphy met and were introduced to Bruce Hadler, CFO. The committee also reviewed and is recommending the resolution for a budget increase in library programming under New Business on the agenda.

14-199 B. COMMUNICATIONS COMMITTEE

Chairperson Head reported the committee consisting of herself and Trustees Leary and Rosenthal met on September 10, 2014. The committee discussed communications and community outreach including the WLBPD. A resolution is being recommended under New Business regarding the WLBPD and the State of Michigan. The Director has engaged a local media company to develop banners, vehicle wraps and a logo for publishing content. The committee received updates on the upcoming Tubingen 50 years celebration and the AADL fall newsletter.

14-200 C. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Barney Newman and Surovell met on September 3, 2014. Committee members were introduced to Bruce Hadler, CFO. The committee received updates on the front entrance project and the elevator project.

14-201 IX. DIRECTOR’S REPORT

Director Parker reported she was extremely pleased with the hire of Bruce Hadler as CFO.

Another delay in repair of the Downtown Library elevator has occurred. The PVC pipe that encases the hydraulic jack developed a crack and water leakage. Locating the leak and replacement of the damaged section is in process.
Board members were encouraged to view the August AADL LEGO Contest and Awards video of an event held at Kensington Court. The video is available AADL website at aadl.org/videos.

The Ann Arbor Chronicle archives will be held by AADL. Dave Askins and Mary Morgan approached AADL in 2010 as part of their planning process in the event The Ann Arbor Chronicle was to cease publication.
2015 celebrates the 50th anniversary of the Tubingen–Ann Arbor Sister City partnership. AADL will be participating with locally related events from May 28-June 5, 2015.

The fall AADL newsletter has been published and is being mailed to library district residents. The newsletter focused on funding. Recent surveys indicated as many as 70% of district residents were unaware of how AADL is funded.

Director Parker informed the Board she is participating on a county task force assessing locations to act as warming centers on extremely cold winter days. Washtenaw County Community Support and Treatment Services staff will be in the Downtown Library on days their office has been closed due to cold weather.

14-202 X. MONTHLY STATISTICS

Associate Director Neiburger reviewed 2014 Summer Game statistics. Highlights included that there were just under 5,000 online game players, up 26% from 2013 and just over 13,500 paper game players, up 13% from 2013. Summer Game shop orders were up 44% to just over 5,200. Prize books distributed were up 17% to just over 4,200.

Attendees at public events for the summer were up 14% at just over 31,000. 2014 saw 2,514 new players to the game, up 27% from 2013. Of those new players, 901 were drawn in with the postcard advertising the Summer Game.

14-203 XI. OLD BUSINESS

14-136 A. DOWNTOWN LIBRARY FRONT ENTRANCE REDESIGN UPDATE

Director Parker reported construction work on the Downtown Library front entrance has been postponed until next spring. Concrete bids received were very high. The concrete work will be re-bid in October for spring construction. The Bike Share installation will proceed as planned.

14-204 XII. NEW BUSINESS

14-205 A. WLBPD AND OUTREACH UPDATE
Terry Soave

Terry Soave, Outreach and Neighborhood Services Manager was introduced. Ms. Soave displayed the use of a currency reader, which is the most recent addition for WLBPD users. In February the WLBPD celebrated its fifth year at AADL. AADL supplements NLS service by providing large print materials, books on CD, eBooks, magnifiers, and services to book clubs along with an assistive technology training lab and trained staff. She stated there has been a 9½% increase in base membership.

14-206 B. RESOLUTION TO AUTHORIZE THE DIRECTOR TO ENTER INTO MEMORANDUM OF UNDERSTANDING WITH THE STATE OF MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS
(Item of action)

Secretary Head, supported by Trustee Leary, moved that the Board resolves to authorize the Library Director to enter into a Memorandum of Understanding with the State of Michigan Department of Licensing and Regulatory Affairs establishing the responsibilities and procedures related to the provision of consortium of user libraries software for use by libraries serving the blind and disabled; that this Memorandum of Understanding is in effect from October 1, 2014 through September 30, 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

14-207 C. RESOLUTION TO ENTER INTO BANKING AGREEMENTS WITH AUTHORIZED FINANCIAL INSTITUTIONS
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved to authorize the resolution to enter into banking agreements with the Bank of Ann Arbor and Old National Bank as proposed.

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

Motion passed 5-0.

14-208 D. RESOLUTION TO INCREASE BUDGET LINE FOR LIBRARY PROGRAMMING BY $50,000 AND TRANSFER FUNDS FROM FUND BALANCE
(Item of action)

Treasurer Barney Newman, supported by Trustee Leary, moved that the Board resolves to increase the budget line for Library Programming by $50,000.00; that the $50,000.00 increase for Library Programming be transferred from the Fund Balance; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

14-209 E. RESOLUTION OF THANKS TO SHIRLEY COLEMAN UPON HER RETIREMENT
(Item of action)

Secretary Head, supported by Trustee Leary, moved the Board resolves that it would like to officially thank Shirley Coleman for her service as an employee from April 30, 1991 to September 30, 2014 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

14-210 XIII. CITIZENS’ COMMENTS

There were no Citizens’ Comments.

14-211 XIV. ADJOURNMENT

Trustee Surovell moved to adjourn the meeting.

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