Press enter after choosing selection

January 19, 2015 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
MONDAY, JANUARY 19, 2015

15-001 I. CALL TO ORDER

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

15-002 II. ATTENDANCE

Board Present: Head, Kaplan, Leary, Rosenthal
In-Coming Board Members: Leija, Barney Newman, Surovell
Absent: None
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper Hathaway P.C.

15-003 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE

15-004 IV. RECONVENE ANNUAL MEETING AT 7:00 PM

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

15-005 V. ADMINISTRATION OF OATH OF MEMBERS
Judge Elizabeth Hines, Presiding

Judge Hines administered the oath of office to the following trustees: Jim Leija, Jan Barney Newman and Ed Surovell.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

Director Parker thanked Judge Hines on behalf of the Board and staff for attending tonight’s meeting and administering of the oath of office to newly elected/re-elected board members.

15-006 VI. PRESIDENT’S REMARKS

President Rosenthal stated the following: “I have had two wonderful years as president of the Library Board. I have learned a great deal and I have gotten to know many very special people better than I had before. I never realized when I first ran for the office for being a member of the board that the Library was so important to the community. The Library is the heart of the city and I really never understood that clearly myself. We bring people to town, we educate people, we entertain people, we provide them the tools to live with and nurture themselves and their families and to enjoy the life that the city can offer them.

I would like to thank my fellow board members for their continued thoughtful, kind and understanding support. This is not a job that anybody does by themselves. And I really appreciate getting to know each of you better over the last two years.

I wanted to say, Rebecca you bring your extensive knowledge of how government/public entities work and what their idiosyncrasies are as well as their good points. You are thoughtful, generous and kind and you have a very gentle nature; Nancy you have been such an integral part of the political workings of the city, that you’ve helped me understand the ongoing persnicketness [sic] of the city; Margaret you bring your expertise from the UM Law Library and your time on the planning commission and your incredible ability to ferret out any piece of information that I want. It is the researcher in you and has been a huge asset; Barbara is not here, but Barbara was very helpful to me. She worked at UM for a long time in both policy and personnel and she brought that knowledge to the board. And I think she has lived in the city longer than any of us have. She has a wide circle of friends who she has talked to about the library and has brought that expertise to the board; Jan you have taught school, you’ve run businesses and a family – all of which has given you a lot of experience in finance, organization and teaching. You have generously passed all that along to me many late evenings and early morning conversations; Ed you have been on the board longer than anybody else and also you have been a member of the planning commission and also you’ve been a realtor in this city. I think you probably know this city better than the rest of us. You have generously given me some of that knowledge and shared some of your thoughts with me and I have enjoyed all our many lunches and phone conversations.

As for the staff, I’ve known Josie and Eli the best, but all of you have contributed to my knowledge of what a library means and I’m incredibly proud of the way that this Library functions and runs. And as much as I think the Board is extremely important, it’s the staff that makes it all work on a daily basis and I appreciate that tremendously. And Karen I want to say a special word to you, somehow or another, Karen seems to read my mind, know when I might forget something, and I appreciate that hugely. Thank you all so much. I look forward to the next phase in the life of the Ann Arbor District Library.”

15-007 VII. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Rosenthal, supported by Trustee Head, nominated Jan Barney Newman for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Barney Newman, nominated Ed Surovell for Board Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Leary, nominated Rebecca Head for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Head, supported by Trustee Barney Newman, nominated Nancy Kaplan for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

15-008 VIII. INSTALLATION OF OFFICERS

Trustee Rosenthal administered the oath installing Board officers for 2015: Trustee Barney Newman as President, Trustee Surovell as Vice President, Trustee Head as Treasurer, and Trustee Kaplan as Secretary.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”

15-009 X. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Rosenthal relinquished control to the new officers. President Barney Newman presided over the remainder of the meeting.

15-010 IX. PRESIDENT’S REMARKS

President Barney Newman remarked “That this is the beginning of my third term on this board. I would like to say that serving with Rebecca as president one term, Margaret as president two terms, Prue as president this past term, I’m following some very good leaders. I’ve also served not only with present company, Nancy has joined us and earlier with Connie Greene, David Cahill, Carola Stearns and Barbara Murphy. I must say being on a board with the quality of this institution is something to be envied by anyone who has been on a struggling board or a struggling organization. We have not only an incredibly wonderful administration, but a leader who has made this library a trend setter, not only in Michigan, but the nation, and some ways internationally because she has been invited to speak several times outside our nation. She has brought praise upon the Library and recognition. So it makes it an easy job to be in this position. However, I want to also say that Josie recently spoke at Rotary and she talked about the fact that many of her staff are under fifty and we now have a younger board because of Jim. When Josie spoke she talked about her staff using a different vocabulary and I wonder if the colloquial trend that some of the entities in town have evidenced in that their acronyms have become words so that University of Michigan Museum of Art becomes UMMA and University Musical Society becomes UMS and I’m wondering if AADL will become “addle” and the renewed presence of the Friends will make them FAADL. So we don’t know the future of the Library and we don’t know the future of those terms, but we’ll just have to wait and see. That’s the end of my remarks.”

15-011 XI. APPROVAL OF AGENDA
(Item of action)

Trustee Leary, supported by Treasurer Head, moved to approve the agenda with the exception of adding under New Business a vote for a closed session at the February Board meeting for discussion of real estate and opinion of legal counsel.

Trustee Leary noted a point of order that discussion be allowed before a vote on the motion is taken. President Barney Newman called for discussion on the motion. There was none.

The amended agenda was voted on as follows:

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

Motion passed 7-0.

15-012 XII. APPROVAL OF MINUTES OF DECEMBER 15, 2014
(Item of action)

Trustee Leary, supported by Vice President Surovell, moved to approve the minutes of December 15, 2014.

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

Motion passed 7-0.

15-013 XIII. CITIZENS’ COMMENTS

Kathy Griswold

Good evening, I have just a few minor issues and the first thing is that I’m a frequent (microphone issue), I have a positive thing to say so I want to make sure that it is heard. I am a frequent user of the Ann Arbor District Library and I’m in all of the different buildings a couple times a year at least if not more. I just want to say every experience that I have ever had with staff has been excellent. They always exceed expectations, they’re friendly, and they’re helpful. So I just want to again thank the staff because sometimes I have negative comments and they are in no way directed towards the staff. One suggestion that I have is that you explore a greater collaboration with the Michigan Theater. They are a real gem in our community and anyway we can provide more financial support to the Michigan Theater will, I think, make our community stronger. The sidewalk in front of the Traverwood Library has not been repaired and I took a picture of it today and opened up another ticket. For some reason the City closed the last ticket that was in the system. I would encourage you to again explore CTN. I agree that the Library is the heart of this community. There are trends towards greater use of technology and I think that having the meetings available on CTN would encourage more engagement with the community. The last thing is as a Kiwanian, we had many grants this year, over a dozen from non-profit agencies asking for funding for books, bookmobile and outreach to low income communities and so anything that the Library can do to address those needs, I think again would make our community stronger. Thank you.

15-014 XIV. FINANCIAL REPORTS

CFO Hadler reported the December report showed an unrestricted cash balance just over $14.3 million. Tax receipts over $11.3 million, reflecting 97.5% of the budgeted amount, have been received through the end of December. Budget versus actual showed an operating surplus of $105,415. The fund balance stands just above $8.3 million. Five line items are over budget and should come back into line later in the year.

Vice President Surovell, supported by Trustee Leary, moved to accept the financial reports as presented.

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

Motion passed 7-0.

15-015 XV. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Head, supported by Trustee Leary, moved to approve the December 2014 disbursements.

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

Motion passed 7-0.

15-016 XVI. DIRECTOR’S REPORT

Director Parker reported that 282 adults and children attended the MLK concert by Biakuye this afternoon at the Downtown Library Multipurpose Room with overflow in the 4th floor meeting room. Currently the Multipurpose Room is hosting over 100 adults for another MLK program this evening.

AADL staff was invited to a Google staff meeting to present our Tools Collection.

Upcoming programs include Ann Arbor/Ypsilanti Reads events and two author events for Black History Month. The Library held a high school expo in the Multipurpose Room that had attendance of over 100. Thirteen different schools participated from public, charter and private.

Director Parker noted that feedback from her talk at Rotary has been very positive and constructive. It was noted that circulation use of the library has seen a 450% increase over the past fourteen years. AADL is well used by its patrons.

15-017 XVII. MONTHLY STATISTICS

Deputy Director Neiburger gave an overview of statistics that reflect community engagement. AADL has received over 80,000 comments since 2003 either via comment cards or the Contact Us webpage. Phone usage shows incoming calls are 3 to 1 to outgoing calls. Blog comments generally spike during the summer game. AADL has 7,000 Twitter followers.

He then presented the online 2013-2014 Annual Report video produced by Community Relations and Marketing staff.

15-018 XVIII. NEW BUSINESS

15-019 A. APPROVAL OF BOARD MEETING DATES FOR 2015
(Item of action)

Trustee Leary, supported by Treasurer Head, moved to approve the proposed 2015 Board Meeting Schedule as presented.

The Board discussed the February meeting date and determined that a quorum would be present.

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

Motion passed 7-0

15-020 B. VOTE FOR CLOSED SESSION AT THE FEBRUARY 9, 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 Head, moved to hold a closed session at the February 9, 2015 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 7-0.

15-021 XIX. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

15-022 XX. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:13 p.m.