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April 18, 2016 Minutes of the Regular Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 18, 2016

16-087 I. CALL TO ORDER

President Barney Newman called the meeting to order 5:58 p.m.

16-088 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek
Board Absent: Jim Leija
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)
Others Present: Dan Schairbaum, Dykema

16-089 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE, OPINION OF COUNSEL AND DIRECTOR’S EVALUATION

16-090 IV. RECONVENE REGULAR MEETING AT 7:00PM

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

16-091 V. APPROVAL OF AGENDA
(Item of action)

Secretary Leary moved to approve the agenda. Treasurer Rosenthal, supported by Trustee Kaplan, moved to amend the agenda by adding under New Business the Director’s Evaluation Letter from the Board and a Resolution to Award Contract for Landscaping Services at Malletts Creek Branch Library. The amended agenda was voted on.

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

Motion passed 6-0.

16-092 VI. APPROVAL OF MINUTES OF MARCH 21, 2016, MARCH 24, 2016 AND APRIL 2, 2016
(Item of action)

Vice President Surovell, supported by Secretary Leary, moved to approve the minutes of March 21, 2016.

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

Motion passed 6-0.

Treasurer Rosenthal, supported by Vice President Surovell, moved to approve the minutes of April 2, 2016.

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

Motion passed 6-0.

Treasurer Rosenthal, supported by Trustee Vander Broek, moved to approve the minutes of March 24, 2016.

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

Motion passed 6-0.

16-093 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-094 VIII. FINANCIAL REPORT

CFO Hadler reported March showed an unrestricted cash balance just over $11.78 million. Tax receipts over $12.6 million, reflecting 98.5% of the budgeted amount, have been received through the end of March. The fund balance stands just above $8.8 million. Six line items are currently over budget on a year to date basis.

16-095 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Vice President Surovell, moved to approve the March 2016 disbursements.

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

Motion passed 6-0.

16-096 X. COMMITTEE REPORTS

16-097 A. BUDGET AND FINANCE COMMITTEE

Chairperson Surovell reported the committee had met and reviewed the draft 2016-2017 budget which is being presented further in the agenda.

16-098 B. COMMUNICATIONS COMMITTEE

Secretary Leary reported the committee had met and received a report about website revisions and reviewed a proof of the newsletter. The committee also discussed the format and distribution of future newsletters.

Vice President Surovell inquired whether a recommendation is forthcoming from the committee regarding the newsletter. Secretary Leary responded that the committee is accumulating information and has no recommendation nor is prepared for in-depth Board discussion at this point.

16-099 C. DIRECTOR’S EVALUATION COMMITTEE

Chairperson Rosenthal reported the committee consisting of herself, Trustee Kaplan and Vice President Surovell had polled the Board, compiled and reviewed the Director’s evaluation letter with the Board.

16-100 D. STRATEGIC PLANNING COMMITTEE

Chairperson Vander Broek reported the committee had met and reviewed the highlights from the Board Retreat. She also met with Bridgeport staff to prepare the documents being presented later in the agenda.

16-101 XI. DIRECTOR’S REPORT

In addition to her written report Director Parker noted upcoming May events included VISIONS and author visit with Lesley Stahl. She attended the April FAADL Board meeting and was informed they will be making a $100,000 donation to AADL in May. Melanie Baldwin, the new FAADL Bookshop Director, attended the Friends of Michigan Libraries workshop where Director Parker recently presented. Deputy Director Neiburger had a successful guest speaking trip to Belgium and Denmark. Outreach and Neighborhood Services Manager, Terry Soave, recently attended a National Library Services for the Blind Conference and secured Ann Arbor as the site for their 2017 conference.

16-102 XII. MONTHLY STATISTICS

Due to the length of the agenda no statistical information was presented.

16-103 XIII. OLD BUSINESS

16-075 A. STRATEGIC PLANNING
(30 minutes)
Kerry Sheldon, Griffin Reames, Bridgeport Consulting, LLC

Ms. Sheldon and Ms. Reames reviewed with the Board discussion highlights from the March 24th Board Retreat. Staff has been surveyed and this information will be compiled and shared with the Board at the next meeting.

16-104 XIV. NEW BUSINESS

16-105 A. INFORMATION ARCHITECTURE AND USER EXPERIENCE STRATEGY PRESENTATION
(60 minutes)
Peter Morville, Semantic Studios

Deputy Director Neiburger introduced Mr. Morville. Mr. Morville presented his credentials to the Board and reviewed the scope of this project along with the process being used. Mr. Morville presented a number of draft wireframes which show the structure and improvements in accessing various pages of the website.

President Barney Newman left the meeting at 8:14 p.m. Vice President Surovell chaired the remainder of the meeting.

Mr. Morville stated that designing the website for accessibility is a priority.

16-106 B. DISCUSSION OF PROPOSED 2016-2017 BUDGET
(30 minutes)

CFO Hadler presented the narrative for the proposed 2016-2017 budget which reflects an increase in the millage rate levied to 1.9 mils being proposed.

He reviewed a number of expenditures and stated that a 3% merit pool increase for full-time employees was included this year. Capital Outlays includes a transfer to the capital fund of $853,500; expenses for landscaping at Traverwood, carpeting Downtown and at Pittsfield; renovation of first floor restrooms Downtown; roof repair Downtown and at Malletts Creek; concrete repair at Traverwood and furniture and shelving throughout the system.

Board members asked for clarification of several line items. The Board gave no further direction to administration to revise the proposed budget prior to the May 23rd public hearing of the budget.

16-107 C. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

Director’s Evaluation Committee Chairperson Rosenthal read the following letter:

Dear Josie,

The board unanimously agrees that in the last year you have accomplished a great deal in every category of your evaluation. The recent Epic MRA survey shows an increased appreciation of the services the Library provides to its active users and the community at large.
Your accomplishments are many: streamlined operations, responsible financial management as well as increased library locations and offerings. You have developed a strong team of managers.

You have successfully negotiated to significantly improve the Westgate branch and are managing its development. You have accepted new approaches to marketing and communication to the entire district. And it is remarkable that, once again, we are a Five Star Library!

AADL newsletters that began last year have continued to inform the public and the postcards that announce key events have garnered very positive feedback.

The library continues to operate with a balanced budget year after year while developing new services and increasing the use of the library’s services.

The Board believes Financial Management, Operations, Services, Community relations, Professional service and Administration continue to function extremely well. We suggest that the name of the section State and Federal Relations change the name to Community, State and Federal Relations.

As you suggest in your self-evaluation there is a need for a change in the way communication with the board is handled. The Trustees look forward to working with you to create a more interactive, informative structure.

In closing –
You continue to be the engine which drives creativity, strategy, and future planning at AADL. We are in an excellent position financially, and you continue to be forward thinking about ways to improve the AADL system. You are recognized in the profession of library directors as a creative innovator nationally and internationally.

Director Parker thanked the Board and recognized staff that supports her direction of the Library.

16-108 D. RESOLUTION TO AWARD CONTRACT FOR LANDSCAPING SERVICES AT MALLETTS CREEK BRANCH LIBRARY
(Item of action)

Secretary Leary, supported by Trustee Kaplan, moved that the Board resolves as follows: that the Director be authorized to sign the contract with Plantwise for landscaping rehabilitation services at Malletts Creek Branch Library for the amount of $39,886.86; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

16-109 E. VOTE FOR CLOSED SESSION AT THE MAY 23, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Secretary Leary, moved to hold a closed session at the May 23, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

16-110 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-111 XVI. ADJOURNMENT

Vice President Surovell adjourned the meeting at 8:59 p.m.