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November 16, 2015 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 16, 2015

15-222 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:12 p.m.

15-223 II. ATTENDANCE

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

15-224 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

15-225 IV. RECONVENE REGULAR MEETING AT 7:00 PM

President Barney Newman reconvened the meeting at 7:04 p.m.

15-226 V. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 6-0

15-227 VI. APPROVAL OF MINUTES OF OCTOBER 19, 2015
(Item of action)

Treasurer Rosenthal, supported by Trustee Leija, moved to approve the minutes of October 19, 2015.

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

Motion passed 6-0.

15-228 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

15-229 VIII. FINANCIAL REPORTS

CFO Hadler reported October showed an unrestricted cash balance just over $16 million and slightly down from September. Tax receipts totaling over $12 million representing 96.4% of the budgeted amount, have been received through the end of October. The fund balance stands at $8.3 million, and there are eight line items over budget year to date.

15-230 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Leary, supported by Vice President Surovell, moved to approve the October 2015 disbursements.

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

Motion passed 6-0.

15-231 X. COMMITTEE REPORTS

15-232 A. BUDGET & FINANCE COMMITTEE

Vice President Surovell, as Chair of the Finance Committee, reported that the annual audit presentation would follow in the meeting, and that the Finance Committee had met with investment staff from both Old National and the Bank of Ann Arbor to review the accounts held at each, and to discuss how AADL investment funds are performing.

15-233 B. COMMUNICATIONS COMMITTEE

Trustee Leija, as Chair of the Communications Committee, reported that the committee had met and the discussion included: New email alerts that would include opt in construction alerts for the Westgate project, monthly updates on news and information from the AADL, an emailed digital newsletter in addition to the mailed printed newsletter beginning in March 2016. A website redesign process is beginning and expected to be completed late 2016. The website was last updated in 2005. The Library is planning to migrate to an open source ILS system in conjunction with the website rollout in late 2016. The spring newsletter for 2016 will be celebrating the 20th anniversary of the establishment of a district library (1996).

15-234 C. FACILITIES COMMITTEE

Margaret Leary, as Chair of the Facilities Committee, welcomed Len Lemorie to the AADL staff as Facilities Manager. Trustee Leary gave an update on the Westgate layout. We are considering testing a new approach to non-fiction shelving using BISAC standards rather than the traditional Dewey layout. The general way finding will also be obvious. There will be much more shelving for all item types in this space, as well as, more meeting spaces, study spaces, larger children’s area, program room, and a coffee bar. The coffee bar RFP’s have been sent to nine vendors. Two have declined as of this date. Trustee Leija asked for a clarification on the hours of operation of a coffee bar and a possible conflict with current AADL hours. The AADL addressed this in the RFP and expects to need to accommodate different hours for a coffee bar and is willing to do so.

Director Parker reviewed the City of Ann Arbor’s process for considering development on the parking garage north of the Downtown Library and briefly described the two final projects under review.

15-235 D. STRATEGIC PLANNING COMMITTEE

Trustee Vander Broek as Chair of the Strategic Planning Committee reported that the committee had met to review the resolution forming the committee, and outlined the committee’s decision to use an external consultant to facilitate the process and hopes to have someone to introduce to the Board at the December Board meeting. There was a general discussion about the timeline with Trustee Leija expressing concern that the timeline to develop a plan by April 30 is too aggressive. While there was agreement that the date is aggressive it was the date established by the resolution and can always be changed by the Board. Trustee Vander Broek stated that the committee hopes to hear more from consultant candidates about the timeline and the process and will remain open to those sorts of changes.

Trustee Leija also inquired as to how a consultant would be selected, and he suggested an RFP process. Trustee Leary responded that the committee had decided to send a letter of invitation to persons who have been recommended to the Board.

15-236 XI. DIRECTOR’S REPORT

1. The AADL participates each year in the Main Street Association’s Halloween Treat Parade for small children. This year over 600 children, parents, grandparents, and friends came for the music, puppetry and storytelling in our newly created First Floor events space. The event was held on a Friday morning.
2. The AADL has once again measured as a 5 Star Library in Library Journal’s Index of Star Libraries. We congratulate the West Bloomfield Public Library on their 4 Star rating. Since 2008 the AADL has ranked within the top five libraries with budgets from 9M to 29.9M in the United States based on circulation, event attendance, public computer use, and door count. All are measured per capita. Our stars are YOUR stars!
3. The staff, and Board of the AADL would like to recognize the contributions of Circulation Clerk Kerstin Weibull, and to thank her for many years of outstanding customer service. Kerstin began her employment with the AADL in January of 1999, and retired October 31, 2015.
4. The AADL was pleased to host the “Night of Notables” regional Michigan notable books event in cooperation with The Library of Michigan and the Library of Michigan Foundation on Saturday evening, October 24 in the First Floor events space Downtown. One hundred and ninety persons enjoyed an evening that included a panel discussion moderated by author Anna Clark featuring authors Loren D. Estleman, Jerry Dennis, and Mardi Jo Link. The evening included appearances by twelve local authors who have been designated “notable” by the Library of Michigan. We wish to thank Steve Amick, Jack Dempsey, Don Faber, Larry Glazer, Lolita Hernandez, Michael Hodges, Sally Howell, Sharon Kegerreis, Donald Lystra, Anne-Marie Oomen and Barbara Rylko-Bauer for joining us to celebrate reading and writing in our community and across the state of Michigan. Library Director Parker wishes to express a special thanks to Trustee Surovell for his efforts as a Board member on both the Library of MI Foundation Board and the AADL Board to bring this very successful event to our community and library.
5. Always Lost: A Meditation on War will be on exhibit at the Downtown Library beginning December 11. This exhibit includes Pulitzer winning photographs from the Dallas Morning News of US soldiers in combat in Afghanistan and Iraq. A central feature of this exhibit is the Wall of the Dead made up of individual photographs with names of the more than 6,500 US military war casualties in these countries since September 11, 2001. Always Lost is made possible through the generosity of the National Endowment of the Arts, The Dallas Morning News, Pfizer VIP: Veterans in Pfizer, Western Nevada College, Art works among others.

15-237 XII. MONTHLY STATISTICS

In the interest of time, this presentation was postponed until December.

15-238 XIII. NEW BUSINESS

15-239 A. AUDITOR’S REPORT
Nate Baldermann, Rehmann

After an introduction by CFO Hadler, Nate Baldermann presented the annual audit report. Mr. Baldermann explained that his firm audited the AADL’s financial statements of governmental activities, the major fund, and the aggregate remaining fund information, and then led the Board through the financial documents. He expressed his praise of the work done by the Library and once again the AADL has received a clean opinion. Two items that are not considered material were called out for improvement. Trustee Leary asked for clarification on the recommendation regarding computer passwords. Director Parker stated that this recommendation has implications in a public setting that need to be considered further before implementing, but that AADL passwords are constructed as Rehmann is recommending. It is the recommended frequency of changing passwords that is in question. The other item was an error that was made and corrected in a construction budget.

The Board asked for clarification regarding the Library’s proportionate share of the net pension liability for MPSERS.

15-240 B. RESOLUTION TO ACCEPT THE 2014-2015 FINANCIAL AUDIT
(Item of action)

Trustee Leary moved and read the resolution accepting the 2014-2015 Financial audit and was supported by Trustee Leija.

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

Resolution passed 6-0.

15-241 C. RESOLUTION TO AUTHORIZE THE DIRECTOR TO ACCEPT THE TERMS OF LEASE WITH OMEGA BUSINESS CENTER, LLC
(Item of action)

Treasurer Rosenthal moved and read the resolution and was supported by Trustee Leary.

Director Parker described the location of the leased space on W. Jackson Road as the former Reptile Zoo. It will be used as a storage location for materials and equipment during the renovation of Westgate Branch over the next 7 to 9 months. The terms of the lease had been discussed in executive session.

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

Resolution passed 6-0.

15-242 D. RESOLUTION OF THANKS TO KERSTIN WEIBULL UPON HER RETIREMENT
(Item of action)

The resolution was moved and read by Trustee Vander Broek, and supported by Trustee Leija.

Trustee Vander Broek recounted her own experiences working with Ms. Weibull and joined the staff in expressing her outstanding positive service ethic, and how much they will miss her smile. We wish her well on her retirement to Florida.

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

Resolution passed 6-0.

15-243 E. VOTE TO CHANGE THE SCHEDULED JANUARY ANNUAL BOARD MEETING TO TUESDAY, JANUARY 19, 2016
(Item of action)

Trustee Leija moved the motion to reschedule the January annual meeting of the Board to Tuesday, January 19, 2016 at 7:00 PM, and was supported by Trustee Vander Broek.

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

Motion passed 6-0.

15-244 F. VOTE FOR CLOSED SESSION AT THE DECEMBER 14, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Vice President Surovell, moved to hold a closed session at the December 14, 2015 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

15-245 XIV. CITIZENS’ COMMENTS

There were no citizens’ comments.

15-246 XV. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:19 p.m.