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July 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, JULY 20, 2015

15-145 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:58 p.m.

15-146 II. ATTENDANCE

Board Present: Kaplan, Leary, Barney Newman, Rosenthal, Surovell, Vander Broek
Absent: Leija
Staff: Hadler, Neiburger, Parker, Wilson (recorder)

15-147 III. ADMINISTRATION OF OATH OF MEMBER
Judge Elizabeth Hines, Presiding

Judge Hines was introduced and administered the oath of office to Jamie Vander Broek.

“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 for attending tonight’s meeting and administering of the oath of office to Trustee Vander Broek.

President Barney Newman reported the memorial service for former Trustee Rebecca Head was held this past weekend. A number of Board members were in attendance and the service reflected Rebecca’s wide reach into the community.

15-148 IV. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0.

15-149 V. APPROVAL OF MINUTES OF JUNE 10, 2015
(Item of action)

Trustee Leary, supported by Secretary Kaplan, moved to approve the minutes of June 10, 2015.

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

Motion passed 6-0.

15-150 VI. CITIZENS’ COMMENTS

Cherie Burkheiser

Hello, you may remember me from last year. I am only here to get the points. I’m just going to be brutally honest. But, I love the summer game it’s a lot of fun. I thank Ann Arbor District Library for doing it. My son is three and a half and he loves roaming around and if he was here he would be pointing out right now - Momma, there’s a sign right there! So I just wanted to come up and say thank you for my badge. Thank you.

Mary Morgan

Hello everyone, I am Mary Morgan. I live on Mulholland in Ann Arbor, Ward 5 and I too am here to gush about the summer game. From the perspective of a player, I just checked on the leaderboard with the help of Cherie, and I am 302 on the leaderboard. So woo-ho! But also as a partner in the summer game I wanted to thank you allowing our new non-profit The CivCity Initiative to include a series of CivCity badges in the summer game. We are really excited about this and I have to say, I’m sure you know this already, but the staff who is developing, working on the summer game are just an amazing group of people to work with. They’ve held our hand through this process and done a ton of the work for The CivCity badges. So Eli and his crew deserve major props for the entire summer game. But I would also like to reinforce how great they are to work with, how fun they are to work with and I hope you realize what value they bring to the community. We hope to continue this partnership in the future and I will look at the code, I too am here for the code. Thank you very much.

15-151 VII. FINANCIAL REPORTS

CFO Hadler reported June showed an unrestricted cash balance just over $8.8 million. Tax receipts over $11.5 million, reflecting 98.7% of the budgeted amount, have been received through the end of June. Budget versus actual showed an operating surplus of $76,575. The fund balance stands just above $8.5 million. Four line items are currently over budget.

15-152 VIII. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

15-153 IX. COMMITTEE REPORTS

15-154 A. FACILITIES COMMITTEE

Chairperson Leary reported the committee met this afternoon and received updates on the progress of the front entrance and basement renovation projects. Both projects are on time for completion.

15-155 X. DIRECTOR’S REPORT

Director Parker reported the Summer Game is going great. The game is designed to take participants out into the Ann Arbor area; into parks, restaurants, non-profits, partner organizations, branches and to her office.

Deputy Director Eli Neiburger and Community Relations Manager Tim Grimes recently attended ALA. Eli was a keynote speaker and Tim is the Chair of the Program Committee.

Downtown Library construction on the front entrance is scheduled to be completed by the second week of August and the renovation of the lower level program room should be finished by the first week of August.

15-156 XI. MONTHLY STATISTICS

Deputy Director Neiburger reviewed Summer Game statistics to date. He reported that at halfway through the game, the online portion has seen a 20% growth over last year. All aspects of game participation have seen growth over the last two years.

15-157 XII. OLD BUSINESS

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

Director Parker reported that the Space Use Agreement approved by the Board at their June 10th meeting was forwarded to the Friends Board for their approval. A signed copy of the agreement has not been received back as of this date.

15-158 XIII. NEW BUSINESS

15-159 A. BOARD COMMITTEE APPOINTMENTS
(Item of action)

Trustee Leary, supported by Trustee Vander Broek, moved to approve the revised AADL Board Committee appointments as distributed.

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

Motion passed 6-0.

15-160 B. RESOLUTION TO AMEND THE 2014-2015 APPROVED BUDGET
(Item of action)

Treasurer Rosenthal, supported by Vice President Surovell, moved that the Board resolves as follows: to transfer $30,000 from Capital Outlays to Legal; to transfer $10,000 from Capital Outlays to Materials; to transfer $20,000 from Capital Outlays to Grants/Memorials; to transfer $55,000 from Capital Outlays to Supplies; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Treasurer Rosenthal inquired of the transfer to Grants and Memorials. Director Parker stated this reflected the fact that the anticipated donation from the Friends was not received within this fiscal year and funds had been allocated to cover costs of the Summer Game.

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

Motion passed 6-0.

15-161 C. VOTE FOR CLOSED SESSION AT THE AUGUST 17, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINON OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Vice President Surovell, moved to hold a closed session at the August 17, 2015 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

15-162 XIV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

15-163 XV. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:42 p.m.