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September 21, 2015 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 21, 2015

15-184 I. CALL TO ORDER

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

15-185 II. ATTENDANCE

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

15-186 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

15-187 IV. RECONVENE REGULAR MEETING AT 7:00 PM

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

15-188 V. APPROVAL OF AGENDA
(Item of action)

President Barney Newman introduced two additional items under new business: B. Resolution to authorize the Director to accept the terms of lease with Westgate Enterprises, LLC and C. Resolution to authorize the Director to accept the terms of lease with Green Road Associates, LLC.

Vice President Surovell, supported by Trustee Vander Broek, moved to approve the agenda as amended.

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

Motion passed 7-0.

15-189 VI. APPROVAL OF MINUTES OF AUGUST 17, 2015
(Item of action)

Trustee Leija, supported by Trustee Leary, moved to approve the minutes of August 17, 2015.

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

Motion passed 7-0.

15-190 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

15-191 VIII. FINANCIAL REPORTS

CFO Hadler reported August showed an unrestricted cash balance just over $15 million. Tax receipts over $8.5 million, reflecting 66.7% of the budgeted amount, have been received through the end of August. The fund balance stands just above $8.3 million. Seven line items are currently over budget.

15-192 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

15-193 X. COMMITTEE REPORTS

15-194 A. BUDGET & FINANCE COMMITTEE

Chairperson Surovell reported the committee met with Old National Bank representatives to review AADL funds held at their institution.

15-195 B. FACILITIES COMMITTEE

Chairperson Leary reported the committee consisting of herself, Trustees’ Barney Newman and Surovell met on September 16th and discussed Westgate and Green Road leases. The committee received an update on the Facilities Manager position and discussed wayfinding and signage in all library buildings.

After a brief discussion with the Board it was ascertained that staff would proceed with locating a consultant on wayfinding.

15-196 XI. DIRECTOR’S REPORT

Director Parker congratulated Trustee Surovell on his receipt of the Kerrytown Bookfestival Community Book Award.

Director Parker recently spoke at a conference held at the Mary Idema Pew Library at Grand Valley State University and attended a conference hosted by the Michigan Institute for Clinical and Health Research.

Terry Soave recently participated in a County-wide meeting establishing Project Lazarus regarding drug addiction and abuse.

Staff Day is Monday, October 12th and Board members were invited to participate.

AADL appeared in a New York Times article on September 15th regarding our tools collection.

The Secret Lab is now open for use and UMSI is holding a class there on Tuesday mornings.

15-197 XII. MONTHLY STATISTICS

No additional monthly statistics were presented.

15-198 XIII. NEW BUSINESS

15-199 A. RESOLUTION ESTABLISHING A SPECIAL STRATEGIC PLANNING COMMITTEE
(Item of action)

Treasurer Rosenthal, supported by Secretary Kaplan, moved the Board resolves that a special Strategic Planning Committee be established; that the charge to the Special Strategic Planning Committee is to determine the time period the Strategic Plan will cover; to plan and implement the process to create the next Strategic Plan; to determine the components and structure of the Plan; to plan a Board Retreat to begin the Strategic Planning process; to provide a Strategic Plan document for Board review and approval no later than April 30, 2016; that the Strategic Planning Committee members consist of Trustee Ed Surovell as Chairperson, Trustee Margaret Leary and Trustee Jamie Vander Broek; that the committee will serve through April 30, 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leija proposed several changes to the motion. Board members discussed the proposed changes and the process for amending the original motion. Vice President Surovell proposed tabling the motion for one month. There was no support to table the motion.

Trustee Leary noted a point of order that no substitute or amended motion nor a motion to table discussion is on the floor for discussion.

Trustee Leija, supported by Secretary Kaplan, moved to substitute section 2 of the motion with the following: That the charge to the Strategic Planning Committee is to act as a steering group for the planning process that includes the entire Board of Trustees and the AADL staff; to engage at their discretion an external consultant to facilitate the process with the staff and Board; to plan at minimum four facilitated substantial conversations with the entire Board at regularly scheduled public Board meetings that will determine the time period of the Strategic Plan and will cover the components and structure of the plan and that one of those Board meetings be structured as a town hall style event that includes an invitation for the public to engage in conversation with the Board about the future of the Library and to provide Strategic Plan document for Board review for approval by a date to be determined.

After Board discussion Trustee Leija modified his amendment as follows to substitute section 2 of the motion with the following: That the charge to the Strategic Planning Committee is to act as a steering group for the planning process that includes the entire Board of Trustees and the AADL staff; to engage at their discretion an external consultant to facilitate the process with the staff and Board; to plan at minimum three facilitated substantial conversations with the entire Board at regularly scheduled public Board meetings that will determine the time period the Strategic Plan will cover and the components and structure of the plan and that one of the three meetings be structured as a town hall style event that includes an invitation for the public to engage in conversation with the Board about the future of the Library and to provide a Strategic Plan document for Board review and approval no later than April 30, 2016. Trustee Vander Broek seconded the modified amendment.

Treasurer Rosenthal, supported by Trustee Vander Broek, proposed a friendly amendment to replacing “entire” Board with “quorum” of the Board.

The Board discussed the amendments and past process for the Strategic Plan and the Board Retreat structure.

There was a consensus of the Board that all amendments and modifications to the motion were acceptable.

Trustee Leija read his modified amendment for clarification (replacing section 2 of the original motion): That the charge to the Strategic Planning Committee is to act as a steering group for the planning process that includes the entire Board of Trustees and the AADL staff; to engage at their discretion an external consultant to facilitate the process with the staff and Board; to plan at minimum three facilitated substantial conversations with a quorum of the Board at regularly scheduled public Board meetings that will determine the time period the Strategic Plan will cover and the components and structure of the plan and that one of the three meetings will be structured as a town hall style event that includes an invitation for the public to engage in conversation with the Board about the future of the Library and to provide a Strategic Plan document for Board review and approval no later than April 30, 2016. Treasurer Rosenthal seconded the modified amendment.

The Board voted on the resolution as amended and modified.

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

Motion passed 7-0.

15-200 B. RESOLUTION TO AUTHORIZE THE DIRECTOR TO ACCEPT THE TERMS OF LEASE WITH WESTGATE ENTERPRISES, LLC

Trustee Leary, supported by Trustee Leija, moved the Board resolves to authorize the Director to sign the lease with Westgate Enterprises, LLC for a term of eight years with two five-year options for the space at Westgate Shopping Center; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Mr. Chaconas was present and addressed the Board welcoming AADL as an expanded tenant at Westgate Shopping Center.

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

Motion passed 7-0.

15-201 C. RESOLUTION TO AUTHORIZE THE DIRECTOR TO ACCEPT THE TERMS OF LEASE WITH GREEN ROAD ASSOCIATES, LLC

Secretary Kaplan, supported by Trustee Leary, moved the Board resolves to authorize the Director to sign the Fifth Amendment to the lease with Green Road Associates, LLC for an extension to December 31, 2018; 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, Vander Broek
NAYS: None

Motion passed 7-0.

15-202 D. VOTE FOR CLOSED SESSION AT THE OCTOBER 19, 2015 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leary, supported by Trustee Leija, moved to hold a closed session at the October 19, 2015 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 7-0.

15-203 XIV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

15-204 XV. ADJOURNMENT

Treasurer Rosenthal, supported by Secretary Kaplan, moved to adjourn the meeting.

President Barney Newman adjourned the meeting at 8:11 p.m.