Press enter after choosing selection

December 12, 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, DECEMBER 12, 2016

16-232 I. CALL TO ORDER

President Barney Newman called the meeting to order 7:00 p.m.

16-233 II. ATTENDANCE

Board Present: Jim Leija (arr. 7:05 p.m.), Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek
Board Absent: Nancy Kaplan, Margaret Leary
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)

16-234 III. APPROVAL OF AGENDA
(Item of action)

Vice President Surovell, supported by Treasurer Rosenthal, moved to approve the agenda.

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

Motion passed 4-0.

16-235 IV. CONSENT AGENDA

CA-1 Approval of Minutes of October 17, 2016 and November 14, 2016

CA-2 Approval of October and November Disbursements

Treasurer Rosenthal, supported by Vice President Surovell, moved to approve the consent agenda.

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

Motion passed 4-0.

Trustee Leija arrived.

16-236 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-237 VI. FINANCIAL REPORT

Director Parker introduced Cindy Richmond of Maner Costerisan who has been contracted to oversee the AADL Financial Office.

Ms. Richmond presented the September and October financials in the Board Packet. Clarification of several expenses was given. Ms. Richmond stated the Library was in a good cash position.

16-238 VII. COMMITTEE REPORTS

16-239 A. EXECUTIVE COMMITTEE

President Barney Newman reported the Executive Committee had met on November 14th and discussed the situation regarding CFO Hadler’s resignation.

16-240 B. BUDGET & FINANCE COMMITTEE

Chair Surovell noted that he was not in attendance at the November Budget and Finance Committee meeting.

Trustee Leija who attended the meeting reported the committee met with the auditor and reviewed the draft audit. The committee was presented with a clean audit report.

16-241 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director

In addition to the written report in the Board packet, Director Parker gave an audio-visual presentation highlighting:

Tiny Expo drew in approximately 3,000 people.

The Classical Bells holiday concert will be held on December 17th in the lobby of the Downtown Library.

AADL is once again a Library Journal 5 Star library. Other Michigan Star Libraries congratulated included: Kalkaska County Library receiving 3 Stars; Pentwater Township Library receiving 3 Stars; West Bloomfield Township Public Library receiving 4 Stars and Richland Community Library receiving 5 Stars.

ALA Center for the Future of Libraries website highlights play@aadl.org and will be using the video created by Donald Harrison promoting the summer game in their promotions.

The move of the Archive is complete and an open house will be scheduled in January for Board members and staff.

The website graphic re-design will begin in January.

Bids are scheduled to arrive in early January for the restroom rehabilitation project at the Downtown Library.

Call Center statistics for November show receipt of 2442 calls averaging to 84 calls a day or 16 calls per hour.

A pre-bid meeting is scheduled for later this month for the work on the MSE wall at Traverwood. All sidewalks at all branches, along with the Pittsfield Branch Library building have been power washed.

Terry Soave and her Outreach and Neighborhood Services Department staff have been working with local area disability advocacy groups regarding providing assistive technology services and any changes considered necessary.

A summary of public comments was presented.

Director Parker thanked the following staff for their great work in preparing for and moving the Archive: Len Lemorie, Andrew MacLaren, Amy Cantu, Roshayne Jaimon, Debbie Gallagher, Darla Welshons, Andra Williams and Andre Adair.

Director Parker thanked Trustee Rosenthal for her service on the Board and presented her with flowers from the staff.

Trustee Rosenthal responded with the following comments:

Thank you to everyone who taught me about libraries in general and our wonderful AADL in particular. I have learned so much, not only about libraries but about the city of Ann Arbor – the good, the bad and the ugly. By being a part of this board I have learned what libraries do for communities, they are the community resource for learning, reading, working, research, crafts, technology, innovation and experimentation. Maybe a place of sanctuary as Linh suggested last month. What rich opportunities the library provides. And I hope our new trustees learn as much, have as much fun and excitement so they feel as proud as I do that I was fortunate enough to be elected to this Board.

My advice for the future is to make use of the volunteer coordinator to find ways to bring more people into the buildings. Continue on this road of more open and transparent meetings – it won’t be easy, but it is important. Before going forward with a new downtown building create a committee of community leaders and help them with outreach to support the project perhaps using the volunteer coordinator and her volunteers. Market the resources the library offers to a wider and wider audience. So many people don’t know what you can find at the library, again maybe using the volunteers and volunteer coordinator.

16-242 IX. NEW BUSINESS

16-243 A. AUDITOR’S REPORT
Nate Baldermann, Rehmann

Director Parker introduced Nate Baldermann from Rehmann.

Mr. Baldermann stated he had met with the Budget and Finance Committee and reviewed the draft audit in detail with that committee. The audit was then finalized with no changes made and is being presented this evening.

Mr. Baldermann presented the Ann Arbor District Library 2015-2016 Audit Report. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/16. No material audit adjustments were needed. An unmodified opinion of the financial statements was given.

16-244 B. RESOLUTION TO ACCEPT THE 2015-2016 FINANCIAL AUDIT
(Item of action)

Vice President Surovell, supported by Trustee Leija, moved the Board resolves:

1.) To accept the 2015-2016 financial audit prepared by Rehmann.
2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

16-245 X. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

Vice President Surovell and President Barney Newman both commented on the departure of the outgoing Board members and that they were looking forward to working with the incoming Board.

16-246 XI. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:40 p.m.