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January 19, 2016 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
TUESDAY, JANUARY 19, 2016

16-007 I. CALL TO ORDER

President Barney Newman called the meeting to order 6:00 p.m.

16-008 II. ATTENDANCE

Board Present: Kaplan, Leary, Leija (arr. 6:09 p.m.), Barney Newman, Rosenthal, Surovell, Vander Broek
Board Absent: None
Staff: Hadler, Neiburger, Parker, Wilson (recorder)
Others Present: William Stapleton, Hooper, Hathaway PC

16-009 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

16-010 IV. RECONVENE ANNUAL MEETING AT 7:00 PM

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

16-011 V. PRESIDENT’S REMARKS

President Barney Newman noted that contemplating the past year of our Library is a very positive remembrance of accomplishments of the staff, innovative direction of the administration and the creative contributions of the Board. In particular, the long service of Ed Surovell and Margaret Leary, both past presidents has brought professional continuity and commercial wisdom that influences our decisions. Prue Rosenthal, also past president, has brought her great energy, determination and experience as a community leader. Nancy Kaplan, well-known community activist has been a careful investigator and can be counted on to press the probing questions that reveal the essence of the issues the Board occasionally faces. Jamie Vander Broek and Jim Leija as new board members are making important contributions and bring new energy to strategic planning and communications committees while juggling their professional responsibilities. I hesitate to list all the aspects of the library that make me very proud as I am sure to fail to mention some important aspect, however, we have a great deal to anticipate in the year to come. New offerings at the Library can be found, in addition to PULP online, in the development of the Secret Lab in the lower level of the Downtown Library, the growth of the summer game, players of all ages who long for the end of winter and to bring back the enjoyment and stimulating activities, in additional circulation of the tools collection and the move of the Friends Book Shop to the main floor. The hiring of a volunteer coordinator recently announced creates the possibility for the Friends to increase staffing of the shop. The awards of the Ann Arbor District Library past accomplishments continue to have been enumerated many times. One important change I anticipate is the opening of the renovated branch at Westgate. At last the services of AADL will be available at all the branches when it is finished. So as I look forward to 2016 I anticipate a great deal more to be proud of.

16-012 VI. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Rosenthal, supported by Trustee Leary, nominated Jan Barney Newman for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Trustee Vander Broek, supported by Trustee Leija, nominated Ed Surovell for Board Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Surovell, supported by Trustee Vander Broek, nominated Prue Rosenthal for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Leija, supported by Trustee Kaplan, nominated Margaret Leary for Board Secretary. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

16-013 VII. INSTALLATION OF OFFICERS

Trustee Barney Neman administered the oath installing Board Officers for 2016: Trustee Barney Newman as President, Trustee Surovell as Vice President, Trustee Rosenthal as Treasurer, and Trustee Leary as Secretary.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.

16-014 VIII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

With the exception of the office of Secretary, all officers were reelected for a second term.

16-015 IX. APPROVAL OF AGENDA
(Item of action)

Trustee Kaplan, supported by Vice President Surovell, moved to approve the agenda with the addition of Item E. under New Business: Resolution to authorize the Director to sign the terms of lease with Sweetwaters. After brief discussion it was Board consensus to amend the agenda as proposed. The amended agenda was voted on.

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

Motion passed 7-0.

16-016 X. APPROVAL OF MINUTES OF DECEMBER 14, 2015 AND JANUARY 5, 2016
(Item of action)

Secretary Leary, supported by Trustee Leija, moved to approve the minutes of December 14, 2015 and January 5, 2016.

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

Motion passed 7-0.

16-017 XI. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-018 XII. FINANCIAL REPORTS

CFO Hadler reported December showed an unrestricted cash balance just over $14.4 million. Tax receipts over $12.4 million, reflecting 97.5% of the budgeted amount, have been received through the end of December. The fund balance stands just above $8.5 million. Eight line items are currently over budget on a year to date basis.

16-019 XIII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Treasurer Rosenthal, moved to approve the December 2015 disbursements.

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

Motion passed 7-0.

16-020 XIV. COMMITTEE REPORTS

16-021 A. COMMUNICATIONS COMMITTEE

Trustee Leija, as Chair of the Communications Committee, reported that the committee had met and the discussion included: Review of content for the EPIC-MRA survey being planned for February 2016; the online 2014-2015 Annual Report was previewed; the committee supports the information architecture consulting resolution being proposed tonight.

16-022 B. STRATEGIC PLANNING COMMITTEE

Trustee Vander Broek as Chair of the Strategic Planning Committee reported that the committee had not met but the consultants have begun their process including scheduling meetings with individual board members for their input.

16-023 XV. NEW BUSINESS

16-024 A. APPROVAL OF BOARD MEETING DATES FOR 2016
(Item of action)

Secretary Leary, supported by Trustee Vander Broek, moved to approve the proposed 2016 Board Meeting Schedule as presented.

After discussion of the Board, the following date changes were proposed: Monday, January 16, 2017 to Tuesday, January 17, 2017; Monday, May 16, 2016 to Monday, May 23, 2016. It was determined that a quorum would be present on Monday, March 21, 2016. It was Board consensus to amend the Board meeting schedule as proposed. The amended schedule was voted on.

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

Motion passed 7-0.

16-025 B. RESOLUTION AUTHORIZING THE DIRECTOR TO SIGN THE INFORMATION ARCHITECTURE CONSULTING CONTRACT
(Item of action)

Secretary Leary, supported and read by Trustee Leija, moved the Board resolves that the Director of the Ann Arbor District Library be authorized to enter into contract with Semantic Studios to develop a website information architecture and user experience strategy for aadl.org for a fee of $75,000; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Deputy Director Neiburger clarified the purpose, process and final outcome sought for this project.

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

Motion passed 7-0.

16-026 C. RESOLUTION OF THANKS TO STEPHEN GLOVER UPON HIS RETIREMENT
(Item of action)

Trustee Vander Broek, supported by Secretary Leary, moved the Board resolves that it would like to officially thank Stephen Glover for his service as an employee from May 3, 2007 to December 31, 2015 of the Ann Arbor District Library; 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.

16-027 D.VOTE FOR CLOSED SESSION AT THE FEBRUARY 15, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leija, supported by Secretary Leary, moved to hold a closed session at the February 15, 2016 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.

16-028 E. RESOLUTION TO AUTHORIZE THE DIRECTOR TO ACCEPT THE TERMS OF LEASE WITH SWEETWATERS COFFEE & TEA
(Item of action)

Trustee Kaplan, supported by Trustee Leija, moved that the Board resolves to authorize the Director to sign the sublease with Sweetwaters Coffee & Tea for operation of a café in the Westgate Branch Library location; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Vander Broek noted she was very pleased with this public/private partnership.

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

Motion passed 7-0.

16-029 XVI. MONTHLY STATISTICS/DIRECTOR’S REPORT

Deputy Director Neiburger presented a breakdown analyzing webpage usage for 2014 in comparison with several library systems in and out of state. He noted that webpage usage statistics are not readily available.

Director Parker noted staff has been busy working on strategic planning, the EPIC-MRA survey, preparing for the website information architecture project and the proposal for Sweetwaters. Len Lemorie is working on landscaping at branch locations and the Traverwood Branch detention basin issue.

16-030 XVII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-031 XVIII. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:10 p.m.