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February 15, 2016 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 15, 2016

16-032 I. CALL TO ORDER

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

16-033 II. ATTENDANCE

Board Present: Kaplan, Leary, Barney Newman, Surovell
Board Absent: Leija, Rosenthal, Vander Broek
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: Dan Schairbaum, Dykema

16-034 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF LEGAL COUNSEL

16-035 IV. RECONVENE REGULAR MEETING AT 7:00PM

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

16-036 V. APPROVAL OF AGENDA
(Item of action)

Secretary Leary, supported by Trustee Kaplan, moved to approve the agenda. President Barney Newman proposed the addition of Item F. under New Business: Approval of Board Retreat date of March 24, 2016 to be held at the Gladwin Center at 3:00 p.m. It was Board consensus to amend the agenda as proposed. The amended agenda was voted on.

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

Motion passed 4-0.

16-037 VI. APPROVAL OF MINUTES OF JANUARY 19, 2016
(Item of action)

Vice President Surovell, supported by Trustee Kaplan, moved to approve the minutes of January 19, 2016.

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

Motion passed 4-0.

16-038 VII. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-039 VIII. FINANCIAL REPORT

CFO Hadler reported January showed an unrestricted cash balance just over $13.7 million. Tax receipts over $12.5 million, reflecting 97.9% of the budgeted amount, have been received through the end of January. The fund balance stands just above $8.7 million. Seven line items are currently over budget on a year to date basis.

16-040 IX. APPROVAL OF DISBURSEMENTS
(Item of action)

Trustee Kaplan, supported by Vice President Surovell, moved to approve the January 2016 disbursements.

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

Motion passed 4-0.

16-041 X. COMMITTEE REPORTS

16-042 A. BUDGET AND FINANCE COMMITTEE

Director Parker reported that the committee met and discussed the agenda item added tonight regarding retaining Rehmann to complete the financial audit for the next three years and concurred with Administration’s recommendation. The budget process was reviewed and revisions to budget line items will be addressed at a later date.

16-043 B. COMMUNICATIONS COMMITTEE

Director Parker reported that the committee met and reviewed the EPIC-MRA survey questions. The phone survey process is anticipated to begin next week. The online annual report has been well received by the public. Only one negative comment has been received in email. Westgate updates to the public will sent out later this week in email.

President Barney Newman reported receiving a phone call complimenting the annual report and in consequence a donation was made to AADL.

16-044 C. STRATEGIC PLANNING COMMITTEE

Director Parker reported that the committee had not met but the Bridgeport Consultants had completed their conversations with all Board members. They have also met with Josie and Eli and in discussion with them the Strategic Plan document date is being moved to June 30, 2016 in the Strategic Planning Committee resolution listed further in the agenda. Bridgeport will be talking with other groups and stakeholders in parallel with the Information Architecture project. They will be attending future AADL Board meetings.

16-045 XI. DIRECTOR’S REPORT

Director Parker reported that the sublease to provide a café at the Westgate Branch Library has been signed with Sweetwaters. Trustee Leary expressed her pleasure at this public/private partnership. Director Parker noted that Westgate was also pleased with this development.

Director Parker invited all Board members to the Ann Arbor/Ypsilanti Reads Author Event being held next week Tuesday, February 23rd at the WCC Towsley Auditorium. Christina Henriquez author of The Book of Unknown Americans will be speaking.

Trustee Kaplan inquired about the operating hours of the café. Director Parker stated they would be operating before opening and after closing hours at the Westgate Branch. This may result in review of branch operating hours.

16-046 XII. MONTHLY STATISTICS

Deputy Director Neiburger reviewed programming statistics from FY 2007-2008 through FY 2014-2015. During this time frame adult program attendance has seen an overall increase of roughly 73% and youth program attendance has seen an overall increase of roughly 60%.

16-047 XIII. NEW BUSINESS

16-048 A. RESOLUTION ESTABLISHING A SPECIAL COMMUNICATIONS COMMITTEE
(Item of action)

Secretary Leary, supported by Trustee Kaplan, moved that a special Communications Committee be established; that the charge to the special Communications Committee will be to consider the implementation of recommendations in the communications audit, and related issues; that the committee shall serve through 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 4-0.

16-049 B. RESOLUTION ESTABLISHING A SPECIAL FACILITIES COMMITTEE
(Item of action)

Trustee Kaplan, supported by Secretary Leary, moved that a special Facilities Committee be established; that the charge to the special Facilities Committee will be to recommend to the Board steps needed to develop and maintain clean, safe, physical facilities that creatively meet the needs of the community and staff with an emphasis on sustainability, accessibility, and flexibility; that the committee shall serve through 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 4-0.

16-050 C. RESOLUTION ESTABLISHING A SPECIAL STRATEGIC PLANNING COMMITTEE
(Item of action)

Secretary Leary, supported by Trustee Kaplan, moved that a special Strategic Planning Committee be established; 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 June 30, 2016; that the committee shall serve through 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 4-0.

16-051 D. APPROVAL OF BOARD COMMITTEE APPOINTMENTS AS PROPOSED BY AADL BOARD PRESIDENT
(Item of action)

Secretary Leary, supported by Vice President Surovell, moved to approve the Board Committee appointments as submitted by President Barney Newman.

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

Motion passed 4-0.

16-052 E. RESOLUTION TO APPROVE ACCOUNTING FIRM REHMANN TO COMPLETE THE LIBRARY’S AUDIT FOR YEARS ENDING JUNE 30, 2016 THROUGH JUNE 30, 2018
(Item of action)

President Barney Newman, supported by Trustee Kaplan, moved to approve the Accounting Firm of Rehmann of Jackson, Michigan, to complete the Library’s audit for fiscal years ending June 30, 2016 through June 30, 2018; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 4-0.

16-053 F. APPROVAL OF BOARD RETREAT DATE OF MARCH 24, 2016 TO BE HELD AT THE GLADWIN CENTER AT 3:00 P.M.
(Item of action)

Secretary Leary supported by Trustee Kaplan, moved to approve the Board Retreat date of March 24, 2016 at 3:00 p.m. at the Gladwin Center.

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

Motion passed 4-0.

16-054 XIV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-055 XV. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:35 p.m.