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June 10, 2015 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
PITTSFIELD BRANCH LIBRARY
2359 OAK VALLEY DRIVE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
WEDNESDAY, JUNE 10, 2015

15-117 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:04 p.m.

15-118 II. ATTENDANCE

Board Present: Kaplan (arr. 6:10p.m.), Leary, Leija, Barney Newman, Rosenthal, Surovell
Absent: None
Staff: Hadler, Neiburger, Parker, Tuthill, Wilson (recorder)
Others Present: James Greene, Dykema

15-119 III. VOTE FOR CLOSED SESSION FOR OPINION OF LEGAL COUNSEL AND LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Leija, moved to hold a closed session for opinion of legal counsel and labor negotiations.

A roll call vote was taken.

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

Motion passed 6-0.

15-120 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Barney Newman reconvened to the regular meeting at 7:03 p.m.

15-121 V. APPROVAL OF AGENDA
(Item of action)

Trustee Rosenthal, supported by Secretary Kaplan, moved to approve the agenda. President Barney Newman added the following items to the agenda: Old Business A. Friends Space Use Agreement – Item of action; New Business A. Resolution to Ratify Agreement with the AADL Librarians Association – Item of Action; New Business B. Resolution to Ratify Agreement with the AADL Staff Associates – Item of Action; New Business J. – Thanks to Sue Dishmon Upon Her Retirement – Item of action

Trustee Rosenthal, supported by Trustee Leija, moved to approve the additions to the agenda. The amended agenda was voted on.

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

Motion passed 6-0.

15-122 VI. APPROVAL OF MINUTES OF MAY 18, 2015
(Item of action)

Trustee Rosenthal supported by Trustee Leija, moved to approve the minutes of May 18, 2015.

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

Motion passed 6-0.

15-123 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

15-124 VIII. FINANCIAL REPORTS

CFO Hadler reported May showed an unrestricted cash balance just over $9.4 million. Tax receipts over $11.5 million, reflecting 98.6% of the budgeted amount, have been received through the end of May. Budget versus actual showed an operating surplus of $451,243. The fund balance stands just above $8.7 million. Four line items are currently over budget.

15-125 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 6-0.

15-126 X. COMMITTEE REPORTS

15-127 A. POLICY COMMITTEE

Chairperson Kaplan reported the committee consisting of herself and trustees Leija and Rosenthal met and reviewed proposed changes to FOIA procedures as required under Public Act 563. It was determined that the AADL Freedom of Information Policy did not require any change. However, the Act required revised procedures and guidelines which were drafted by Dykema and reviewed by the committee. No Board action is required on the procedures.

Trustee Leija recommended that Board members secure an AADL email account for library related communication. The Board discussed personal versus public email accounts and referred the topic back to the committee.

15-128 XI. DIRECTOR’S REPORT

Director Parker reported the Downtown Library re-opened this past Saturday after being closed two weeks for construction. She acknowledged Andra Williams and Andrew MacLaren for their excellent work in re-organizing collections throughout three floors of the library during the closure.

The summer game begins June 12th.

The reception for this year’s visiting delegation from Tubingen held at Malletts Creek was very well attended.

Eli Neiburger will be in San Francisco as a keynote speaker at the President's Program of the American Association of School Librarians Conference being held at ALA. Also at ALA, AADL will receive a Best of Show Award for our 2014 Summer Game video.

AADL has been invited to the inaugural National Maker Faire in Washington, D.C. Staff members Steve Teeri and Valerie Sobczak will be attending.

AADL received notification from Representative Dingell’s office that we were awarded a NEH grant for Latino Americans: 500 Years of History. Tim Grimes and Terry Soave were recognized for their efforts in securing this grant.

15-129 XII. MONTHLY STATISTICS

No additional statistical information was provided.

15-130 XIII. OLD BUSINESS

15-087 A. FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY SPACE USE AGREEMENT UPDATE
(Item of action)

Director Parker notified the Board that the Space Use Agreement with the Friends of the Ann Arbor District Library has expired. A letter has been drafted on behalf of the Board addressing the Friends request for amendments to the agreement.

Director Parker introduced Jim Greene from Dykema to address the requested amendments.

Mr. Greene reported that the request from the Friends to have audits performed every three years and have only reviews in the interim years is not unreasonable as they have received clean audits for over 10 years. The Library is submitting a revised Space Use Agreement requesting that in the interim years their auditor provide documentation reviewing their cash and cash handling process and procedures. The letter also requests that the FAADL Board stress the importance to their members and volunteers compliance with AADL policies and procedures regarding access, safety and security.

Trustee Leary, supported by Trustee Leija, moved to approve the letter addressed to the FAADL Board and the revised Space Use Agreement as proposed.

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

Motion passed 6-0.

Mr. Greene left the meeting at 7:44 p.m.

15-131 XIV. NEW BUSINESS

15-132 A. RESOLUTION TO APPROVE AND RATIFY AGREEMENT WITH THE ANN ARBOR DISTRICT LIBRARY LIBRARIANS ASSOCIATION
(Item of action)

Trustee Rosenthal, supported by Trustee Leary, moved to approve and ratify the Agreement effective July 1, 2015 between the Ann Arbor District Library Librarians Association and Ann Arbor District Library; that all 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.

15-133 B. RESOLUTION TO APPROVE AND RATIFY AGREEMENT WITH THE ANN ARBOR DISTRICT LIBRARY STAFF ASSOCIATES
(Item of action)

Trustee Leija, supported by Trustee Leary, moved to approve and ratify the Agreement effective July 1, 2015 between the Ann Arbor District Library Staff Associates and Ann Arbor District Library; that all 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.

15-134 C. RESOLUTION OF APPRECIATION TO REBECCA HEAD
(Item of action)

President Barney Newman, supported by Trustee Rosenthal, moved that the Ann Arbor District Library Board would like to officially thank Rebecca Head for her ten and one half years of outstanding service on the Ann Arbor District Library Board.

That the District Library would like to recognize Rebecca Head for her instructive wisdom and valuable leadership, friendship and commitment to the Library. Trustee Head brought true compassion and honest consideration for everyone with whom she came in contact: fellow board members, the public, the staff, volunteers, any visitors and all others. The fact that she listened before deciding and her generous ability not to judge were a model of public service long to be remembered by this Board.

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.

15-135 D. DISCUSSION AND DECISION OF BOARD MEMBER REPLACEMENT
(Item of action)

President Barney Newman presented three nominees for the board position left vacant with the resignation of Rebecca Head. The names of Ms. Ebru Uras, Ms. Jamie Vander Broek and Ms. Karen Hart were presented to the Board for consideration. Board members discussed and considered all proposed candidates.

Trustee Leija introduced Jamie Vander Broek who was in attendance. Ms. Vander Broek thanked the Board for considering her and stated she was passionately devoted to the Ann Arbor District Library system.

Voting for all candidates was done with a show of hands and was as follows:

Ms. Karen Hart: Trustee Leary, Trustee Surovell

Ms. Jamie Vander Broek: Trustee Kaplan, Trustee Leija, Trustee Barney Newman, Trustee Rosenthal

Ms. Ebru Uras: None

Ms. Jamie Vander Broek was appointed to fill the remaining vacant term through December 2016.

15-136 E. ELECT LIBRARY BOARD TREASURER
(Item of action)
Roll call vote

President Barney Newman, supported by Trustee Surovell, moved to nominate Trustee Rosenthal to the position of Board Treasurer. There were no other nominations.

A roll call vote was taken.

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

Motion passed 6-0.

President Barney Newman offered the oath of office to Treasurer Rosenthal:

“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.”

Trustee Rosenthal was installed as Board Treasurer.

15-137 F. BOARD COMMITTEE APPOINTMENTS
(Item of action)

Action on filling vacant Board Committees was postponed until the July Board meeting.

15-138 G. JULY AND AUGUST AADL BOARD MEETING DATES
(Item of discussion)

It was determined that quorum would be met at both scheduled July and August AADL Board meetings.

15-139 H. RESOLUTION AMENDING THE 2014-2015 BUDGET
(Item of action)

Trustee Leija, supported by Trustee Leary, moved to transfer $45,000 from Capital Outlays to Purchased Services; to transfer $5,000 from Capital Outlays to Communications; to transfer $25,000 from Capital Outlays to Software; to transfer $45,000 from Capital Outlays to Supplies; to transfer $2,000 from Capital Outlays to Other Operating Expenditures; 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.

15-140 I. RESOLUTION OF THANKS TO JENNY IOTT UPON HER RETIREMENT
(Item of action)

Trustee Kaplan, supported by Trustee Leija, moved the Board resolves that it would like to officially thank Jenny Iott for her service as an employee from March 19, 2001 to June 19, 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.

15-141 J. RESOLUTION OF THANKS TO SUE DISHMON UPON HER RETIREMENT
(Item of action)

Trustee Leija, supported by Trustee Leary, moved the Board resolves That it would like to officially thank Sue Dishmon for her service as an employee from December 20, 1999 to June 30, 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.

15-142 K. VOTE FOR CLOSED SESSION AT THE JULY 20, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL AND LABOR NEGOTIATIONS
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Leija, moved to hold a closed session at the July 20, 2015 regular meeting for discussion of real estate, opinion of legal counsel and labor negotiations.

A roll call vote was taken.

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

Motion passed 6-0.

15-143 XV. CITIZENS’ COMMENTS

Emily Puckett Rodgers

I’m very excited that you just voted in Jamie. She’s a professional colleague of mine and we work together at the University Library and coordinating a lot of community focused events. I’m on the board of A2Geeks, which is a local non-profit that hosts the Ann Arbor Mini Maker Faire and other local community events celebrating the arts and technology community here through education. I am the new president of that board. I also want to thank all of you for supporting the Ann Arbor Mini Maker Faire and supporting all of that here in a very creative and vibrant way. I wanted to thank you again.

Michael Lausch

My name is Michael Lausch and I want to also congratulate Jamie Lausch Vander Broek on her appointment. You’ve made an excellent choice. Thank you.

15-144 XVI. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:30 p.m.