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August 17, 2015 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 17, 2015

15-164 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:00 p.m.

15-165 II ATTENDANCE

Board Present: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek (arr. 6:05 p.m.)
Absent: Kaplan, Leija
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway, P.C.

15-166 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

15-167 IV. RECONVENE REGULAR MEETING AT 7:00 PM

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

15-168 V. APPROVAL OF AGENDA
(Item of action)

Vice President Surovell, supported by Trustee Leary, moved to approve the agenda.

AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

15-169 VI. APPROVAL OF MINUTES OF JULY 20, 2015
(Item of action)

Vice President Surovell, supported by Trustee Leary, moved to approve the minutes of July 20, 2015.

AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

15-170 VII. CITIZENS’ COMMENTS

Rachel Coffman

Hi, my name is Rachel and I am nine years old and a big library fan. The library is not just a place to read but a main part of the community and I am here to tell you why. It starts with my family going on a concert with my new AADL sunglasses. I thought I lost my sunglasses and 3,000 points with them. I had completely forgotten about them until just a few days ago when Momma took me down to the Malletts Creek Library and told me I had a surprise waiting for me there. When we finally parked and got out and walked inside, in walked a lady, this is your surprise Momma said. I turned around and at first I didn’t get it. Then the lady held out a plastic baggie. When I saw what was inside the baggie my heart gave a leap. Sunglasses! New purple kids size AADL 3,000 point sunglasses. Hi, I’m Jackie said the lady and my niece doesn’t fit these so I posted on the library summer game webpage. Thank you I said and I walked out the door with my new sunglasses in hand. That is why the library is not just about books but about relationships too.

Sarai Stetson

I have to say that I feel a little bit worried that I have to follow you. You obviously have a very well prepared fabulous speech. I on the other hand was just going to comment how much I love the summer game. Probably why most of us are here. And so I wanted to express my appreciation for all the hard work that goes into it because when you read the codes and you know, you find all the badges and everything, you can tell that this is just not somebody’s job but somebody absolutely loves doing this. So thank you very much to whoever does that. I’m going to take a photo of the code if you don’t mind. And I will let the next person tell you why they love the summer game. I live in Ann Arbor. I’ve been playing the game a few years now. Last year I kept myself in the top 100 and this year I’ve kept myself in the top 20. This is serious dedication. You can just ask my family, when they want dinner, and I say things like, I’ve just got to get one more code.

Jeanne Getty

I’m Jeanne Getty and I’m also from Ann Arbor. I’ve been here since I was three. I love Ann Arbor and I love the library. Last year I started playing the summer game late and I was just totally hooked. This year I made sure that I started early and just love it. It is my summer project, I feel like its summer school for me. I’ve learned so much and I’ve thoroughly enjoyed it. It’s so much fun. One of my favorite things is the explorers where you go to different places in Ann Arbor. Somebody has written these amazing paths you have taken. They take an hour and are really interesting. I just really love this program and look forward to it each year. And actually, I’ve been in the top ten.

Jackie McKinley

Hi, I’m Jackie McKinley and I live in Ann Arbor. This is my first year finding out about the summer game. I’m extremely addicted to it and I’m playing catch up to all. I’m actually the Jackie that gave the sunglasses away. I’m very happy they got somebody that really enjoyed them and wanted them. I was going to donate them to the Ann Arbor thrift shop but I thought put them on here and maybe somebody wants them. My niece has been playing the game as well and she loves it. Thank you.

Lydia and Tom Brown

Hi, I’m Tom Brown and this is Lydia. So three years ago we started playing the summer game late kinda like last year and we were about twelve thousandth on the list. And last year we just got into it on day one. We came here last year, we had a great time. And I wound up fifth on the leaderboard. This year I’m about sixth thousand again. But having a great year. I went down looking for the Perseid meteors the other night a couple nights ago and I had this really nice blanket thing with the AADL logo on it. It is really nice because one side is water-proofed and the other side is like snuggly. And so I’ve had a great time. I’d like to thank the Board and the Friends of Library, because without them we wouldn’t be here.

(Lydia) Today I went to the Malletts Creek Library and I picked up my ultra-premium embroidered bag. I put my laptop in it and it has a bunch of pockets for my three books and my wallet. And it has a perfect space for my water. Thank you Friends of the Library, thank you Board.

Elizabeth Branson

Hi, I’m Elizabeth Branson and I actually live in Ypsilanti now but I started playing the summer game when I was living in Ann Arbor. And my son and daughter go to Ann Arbor schools, so they get to still be a part of the Ann Arbor Library. I’ve been playing the game since 2012 and I love it. I tell people about it all the time and have been trying to talk other people in to playing but it’s a, I’ve learned so much, it’s a huge double benefit. Because I’ve learned a lot of information that I would have never been presented with otherwise. I get a lot of cool stuff like the blanket and the bag and sunglasses and chocolate. My son and daughter are old enough now that they can play it with me. So we can work together. My son the other day says Mom I’m trying to figure out this clue – and I’m like oh it’s the Star Trek clue and I totally got that. It’s a big thing in my life all summer and I really appreciate the effort that goes into it and all the time and all the other players. I think I got to second last year, but now I’m just like top twenty.

Tammy Kutter

Hello. Kudos to Rachel. I’m not a great public speaker, so I wrote you all a poem. I’m also a total slacker, I may be in the top two hundred. Anyway, hi Board members I’m here to say I’ve really enjoyed the summer game today. In the previous years I played just by reading and had fun. No idea that I had that there were badges to be won. I’m so addicted, I can’t stop, I anxiously await each Friday’s badge drop. So tonight I’m here to give you a clue to say a great big summer game thank you! And also to shame Eli because I’ve friended you and you have friended me back.

Rachel Thompson

Hi, my name is Rachel Thompson, just another summer game player. I spent the weekend out looking at all of the canoe sculptures on the Huron River with my kids. Something that I would not have normally found the time to do. And also I’ve learned a lot, and this year I’ve decided to get into it and earn every single badge. I love searching for clues in the catalog and I feel like they are very well written and you’ve got staff who are working really hard. So thank you. I don’t even redeem my points necessarily, I just like to do it.

15-171 VIII. FINANCIAL REPORTS

CFO Hadler reported July showed an unrestricted cash balance just over $8.6 million. Tax receipts over $1.6 million, reflecting 12.9% of the budgeted amount, have been received through the end of July. Budget versus actual showed an operating deficit of $73,450. The fund balance stands just above $8.2 million. Seven line items are currently over budget.

15-172 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Rosenthal, supported by Trustee Leary, moved to approve the July 2015 disbursements.

AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

15-173 X. COMMITTEE REPORTS

15-174 A. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself, Trustees’ Barney Newman and Surovell met and received updates on the front entrance project and the remodeling of the former Friends basement location. The committee was also informed that the Space Use Agreement had been signed by the Friends.

The committee toured the Downtown Library today and viewed all the recent changes made to collection locations.

15-175 B. POLICY COMMITTEE

In the absence of Chairperson Kaplan, Trustee Rosenthal reported the Policy Committee consisting of herself, Chairperson Kaplan and Trustee Vander Broek met and reviewed legal counsel’s recommendation for a policy regarding library related communications. The committee concurred with the recommendation and a new policy is being proposed under New Business.

15-176 XI. DIRECTOR’S REPORT

Director Parker reported that at yesterday’s event over two hundred people were in attendance to celebrate the WLBPD@aadl award as National Subregional Library of the Year.

Tim Grimes, Community Relations and Marketing Manager, has been asked to participate on a National Endowment for the Humanities (NEH) panel reviewing science related programming proposals.

Sherlonya Turner, Youth and Adult Services and Collections Manager, was recently recognized in a Current.com article for her creation of presidential cupcakes.

The front entrance project is complete. The Ladies Library Association sculpture donation of “Little Dog Laughed” by Jim Pallas has been installed in the garden.

15-177 XII. MONTHLY STATISTICS

Deputy Director Neiburger presented an overview of AADL’s direct licensing program. This collection consists of downloadable music, books, patterns, podcasts and videos that are in the public domain or have been licensed directly from the rights holder. “Downloads of the Day” are being used to advertise this collection on the website.

15-178 XIII. OLD BUSINESS

15-087 A. FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY SPACE USE AGREEMENT UPDATE

During the Facilities Committee report, Chairperson Leary reported that a signed copy of the Space Use Agreement has been received.

15-179 XIV. NEW BUSINESS

15-180 A. RESOLUTION TO ADOPT POLICY 1.11 BOARD OF TRUSTEES ELECTRONIC COMMUNICATIONS
(Item of action)

Treasurer Rosenthal, supported by Trustee Vander Broek, moved that the Board resolves to adopt the proposed Policy 1.11 Board of Trustees Electronic Communications; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

15-181 B. VOTE FOR CLOSED SESSION AT THE SEPTEMBER 21, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Treasurer Rosenthal, moved to hold a closed session at the September 21, 2015 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

15-182 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

15-183 XVI. ADJOURNMENT

Treasurer Rosenthal, supported by Trustee Vander Broek, moved to adjourn the meeting.

AYES: Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
NAYS: None

Motion passed 5-0.

The meeting was adjourned at 7:41 p.m.