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April 20, 2015 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 20, 2015

15-069 I. CALL TO ORDER

President Barney Newman called the meeting to order at 5:31 p.m.

15-070 II. ATTENDANCE

Board Present: Head, Kaplan, Leary, Leija, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Hadler, Neiburger, Parker, Tuthill, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway P.C.; James Greene, Dykema Gossett, PLLC

15-071 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION

15-072 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Barney Newman reconvened the meeting at 7:00 p.m.

15-073 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

15-074 VI. APPROVAL OF MINUTES OF MARCH 16, 2015 AND MARCH 23, 2015
(Item of action)

Trustee Rosenthal supported by Secretary Kaplan, moved to approve the minutes of March 16, 2015 and March 23, 2015.

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

Motion passed 7-0.

15-075 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

15-076 VIII. FINANCIAL REPORTS

CFO Hadler reported March showed an unrestricted cash balance just over $7.7 million. Tax receipts over $11.5 million, reflecting 98.6% of the budgeted amount, have been received through the end of March. Budget versus actual showed an operating surplus of $463,344. The fund balance stands just above $8.1 million. Five line items are over budget and should come back into line later in the year.

15-077 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Head, supported by Trustee Leary, moved to approve the March 2015 disbursements.

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

Motion passed 7-0.

15-078 X. COMMITTEE REPORTS

15-079 A. BUDGET AND FINANCE COMMITTEE

Chairperson Surovell reported the committee consisting of himself and Trustees Head and Leija met and discussed the proposed 2015-2016 budget. The committee considered several operational and capital costs budget scenarios and is recommending a millage increase to 1.74 mills. Chairperson Surovell noted the maximum millage rate that could be levied is 1.92 mills.

15-080 B. DIRECTOR’S EVALUATION COMMITTEE

Chairperson Rosenthal reported the committee consisting of herself and Trustees Kaplan and Surovell had met twice and have created and distributed the evaluation document for the Director in closed session to the Board.

Director Parker noted that she requested her evaluation be done in closed session.

15-081 C. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself and Trustees Rosenthal and Surovell met on April 8th and received an update on the Downtown Library front entrance project. The Downtown Library is tentatively scheduled to be closed May 29th through June 10th for this project. The former Friends basement space is also being renovated during the front entrance project.

The committee reviewed and is recommending the resolution later in the meeting to adjust the 2014-2015 budget.

The committee reviewed the Friends space use agreement per the Friends request to adjust audit compliance matters.

The committee discussed long range budget expenditures to maintain the systems physical facilities and the creation of a Facilities Manager for the system.

15-082 XI. DIRECTOR’S REPORT

Director Parker reported last week AADL celebrated National Library Week with a number of well attended programs. She also wished to acknowledge staff present tonight, those who work with the public and those who provide programming for the Library.

Director Parker reported that on April 12th University of Michigan President Mark Schlissel introduced Polio: An American Story author Dr. David Oshinsky here for a program on the 60th anniversary of the polio vaccine. The program drew 90 attendees and was co-sponsored by the UM Center for the History of Medicine.
Several events last week included a celebration of 85 years of the Ann Arbor Civic Theatre which launched their online digital library here, FestiFools programming and a gaming tourney.

On May 27th AADL will be hosting Dr. John Austin, President, Michigan State Board of Education, Dr. Jim Duderstadt, former President, University of Michigan, Director National Science Foundation and National Commission of the Future of Higher Education and David Schroeter, Gale/Cengage Learning for a panel discussion on the status of education in Michigan. The discussion will be moderated by Lou Glazer.

15-083 XII. MONTHLY STATISTICS

Deputy Director Neiburger relayed statistics regarding views of AADL event related videos. Since 2010, AADL programs have seen roughly 400,000 attendees while videos of those programs have generated over 546,707 views.

15-084 XIII. NEW BUSINESS

15-085 A. RESOLUTION AMENDING THE 2014-2015 BUDGET FOR DOWNTOWN LIBRARY MAINTENANCE AND FURNISHINGS
(Item of action)

Trustee Leary, supported by Treasurer Head, moved that the Board resolves to increase the FY2014-2015 Capital Outlays budget line by $125,000 to cover costs for Downtown Library maintenance and furnishings including carpeting and replacement furniture; that the $125,000 increase for Capital Outlays be transferred from the FY2014-2015 Employment budget line; that all resolutions and parts of resolutions that conflict with the provisions of this resolution be rescinded.

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

Motion passed 7-0.

15-086 B. DISCUSSION OF PROPOSED 2015-2016 BUDGET

CFO Hadler presented the narrative for the proposed 2015-2016 budget which reflects an anticipated 2% increase in the property tax base. He noted that this is subject to change once the 2015 Washtenaw County equalization report is received. An increase in the millage rate levied to 1.74 mils is being proposed.

He reviewed a number of expenditures and stated that a 3% merit increase for full-time employees was included this year. The materials budget was increased from $1.75 million to $1.78 million. Capital Outlays includes the renovation of both downtown elevators, a power generator at Malletts Creek and upgrade of surveillance camera system.

Board members asked for clarification of several line items. The Board gave no further direction to administration to revise the proposed budget prior to the May 18th public hearing of the budget.

15-087 C. DISCUSSION OF FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY SPACE USE AGREEMENT

Director Parker briefed the Board on the status of the Space Use Agreement with the Friends of the Ann Arbor District Library. The Friends requested adjustment to the section regarding their auditing process. In lieu of annual audits they have proposed audit reviews for two consecutive years followed by a full audit. The Facilities Committee has reviewed this request and is proposing one additional year of a full audit, followed by two years of audit reviews, then a full audit.

The Board discussed concerns of full compliance on the behalf of the Friends regarding the Space Use Agreement.

Vice President Surovell, supported by Trustee Leary, moved to refer the Space Use Agreement issue back to the Facilities Committee for further review and discussion.

Director Parker informed the Board that FAADL Board members were out of the country currently and unable to address compliance issues regarding posting their financial documents at this time. She recommends that officers of both Boards meet to discuss the issue.

The Board continued discussion regarding the agreement and lack of open hours of the Book Shop.

The motion to refer the Space Use Agreement to the Facilities Committee was withdrawn by general consent.

It was the consensus of the Board that the President along with the Director continues discussion with the FAADL Board.

Treasurer Head left the meeting at 8:40 p.m.

15-088 D. RESOLUTION OF THANKS TO CARLEEN VANDERBOK UPON HER RETIREMENT
(Item of action)

Trustee Rosenthal, supported by Trustee Leary, moved that the Board resolves that it would like to officially thank Carleen VanderBok for her service as an employee from October 14, 1996 to April l, 2015 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 6-0.

15-089 E. VOTE FOR CLOSED SESSION AT THE MAY 18, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Leary, supported by Secretary Kaplan, moved to hold a closed session at the May 18, 2015 regular meeting for discussion of real estate, opinion of legal counsel and director’s evaluation.

A roll call vote was taken.

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

Motion passed 6-0.

15-090 XIV. CITIZENS’ COMMENTS

There were no citizens’ comments.

15-091 XV. ADJOURNMENT

Trustee Leary, supported by Secretary Kaplan, moved to adjourn the meeting.

President Barney Newman adjourned the meeting at 8:43 p.m.