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July 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, JULY 18, 2016

16-160 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:07 p.m.

16-161 II. ATTENDANCE

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

16-162 III. APPROVAL OF AGENDA
(Item of action)

Secretary Leary, supported by Trustee Leija, moved to approve the agenda.

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

Motion passed 5-0.

16-163 IV. APPROVAL OF MINUTES OF JUNE 20, 2016
(Item of action)

Trustee Leija, supported by Treasurer Rosenthal, moved to approve the minutes of June 20, 2016.

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

Motion passed 5-0.

16-164 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-165 VI. FINANCIAL REPORT

CFO Hadler reported June showed unrestricted cash balance of $5,769,488. Tax receipts totaling $12,658,560, reflecting 98.9% of the budgeted amount, have been received through the end of June. The fund balance stands at $5,086,801. Two line items are currently over budget on a year to date basis.

16-166 VII. APPROVAL OF DISBURSEMENTS
(Item of action)

Secretary Leary, supported by Trustee Leija, moved to approve the June 2016 disbursements.

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

Motion passed 5-0.

16-167 VIII. COMMITTEE REPORTS

16-168 A. EXECUTIVE COMMITTEE

President Barney Newman reported the committee had met and minutes had been distributed to the Board. The committee dealt with organizational changes regarding reporting of the Director to the Board and changes to the Board Bylaws. Both items had been referred back to the Executive Committee at the June 20th Board meeting for further review.

Trustee Vander Broek left the meeting at 6:11 p.m.

The addition of a Consent Agenda to the Board Bylaws was discussed and clarified.

Trustee Vander Broek returned to the meeting at 6:15 p.m.

Trustee Leija noted strategic planning should be incorporated under the proposal of reports (Section 3.c.) provided by the Director. After discussion of the Board it was Board consensus that the Director provides quarterly reports on Strategic Plan Initiatives beginning in September.

Secretary Leary, supported by Trustee Leija, moved to adopt the proposal as submitted by the Executive Committee as amended.

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

Motion passed 5-0.

16-169 B. FACILITIES COMMITTEE

Chairperson Leary reported the committee had asked Director Parker to provide Wayfinding Proposals for committee review. Director Parker was able to secure two proposals.

Trustee Vander Broek left the meeting at 6:27 p.m.

The committee had scheduled a meeting to discuss the Wayfinding Proposals for the Downtown Library but several members were unprepared for a discussion. The meeting was rescheduled, but due to unforeseen circumstances the meeting was cancelled. The committee needs to meet and discuss the proposals and present to the Board at a future date.

Board members expressed concerns regarding the expense attached to the Wayfinding Proposals. Director Parker noted timelines were attached to the Proposals. Presentations could be made to the full Board if so desired.

The Board discussed the necessity for in-depth wayfinding and the costs associated with such a project.

The Board authorized Director Parker to seek alternative proposals for wayfinding that are less comprehensive in scope and to bring them back to the Board.

16-170 IX. DIRECTOR’S REPORT

Director Parker distributed her written report and verbally reported the following highlights:

The majority of comments received from the public over the past month were inquiries regarding the opening of Westgate, programming and from other libraries regarding our services.

AADL has been asked by First Martin to vacate the space on Green Road due to another tenant expanding into our location. First Martin is assisting in locating another space for us and once found, a lease will be forthcoming to the Board.

Work at Westgate continues and we hope to have an opening date soon. Summer Reading has begun with record setting program attendance.

AADL has negotiated with AAATA an arrangement that gives free bus rides in August on Fridays with presentation of an AADL Library card. We will also be advertising the summer game on AAATA buses and a badge can be earned from finding codes on busses.

The Ann Arbor City Council has made no decision regarding the CORE proposal on the Library Lot. Petitions placing the Library Lot sale on a ballot initiative are awaiting a legal decision.

We have received notice regarding a public hearing on adoption of a Brownfield Plan/Redevelopment Plan at 615, 633 and 637 South Main. If approved the first TIF capture would occur in 2018 and be in effect for seven years.

16-171 X. MONTHLY STATISTICS

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

16-172 XI. OLD BUSINESS

16-075 A. STRATEGIC PLANNING
Kerry Sheldon, Griffin Reames, Bridgeport Consulting, LLC

Ms. Sheldon reported to the Board highlights from the recent public discussion of the Strategic Plan held in conjunction with a Library Board Candidate event last Thursday at the Traverwood Branch.

Trustee Leary left the meeting at 7:00 p.m.

Topics of the Strategic Plan discussed were Initiative 1.1 serving the senior population, 1.2 serving our teen patrons, 1.3 supporting full equity and access system-wide and 3.3 the Downtown Library.

Trustee Leary returned to the meeting at 7:04 p.m.

Trustee Leija noted that he was in attendance and had hoped for a larger audience.

16-173 XII. NEW BUSINESS

16-174 A. RESOLUTION TO AMEND THE 2015-2016 APPROVED BUDGET
(Item of action)

Trustee Leija, supported by Secretary Leary, moved that the Board resolves as follows: to transfer $10,000.00 from Salaries & Wages to Supplies; to transfer $3,000.00 from Employee Benefits to Copier Expense; to transfer $7,000.00 from Lcards/Circ Cards to Materials; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Vander Broek returned to the meeting at 7:06 p.m.

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

Motion passed 5-0.

16-175 B. RESOLUTION AMENDING BOARD BYLAWS
(Item of action)
Roll call vote

Trustee Vander Broek, supported by Secretary Leary, moved that the Board resolves as follows: the Board approves the Revised Bylaws as amended in Article V, Section 5.4 and Article VI Section 6.1, 6.5 and Sub-Sections 6.6.2 through 6.6.4.; the Bylaws shall be filed with the Secretary of the Board or authorized delegate with its minutes; all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leija inquired the status of the committees with the changes to the Bylaws. It was noted that the Standing Committees were now Executive and Budget and Finance. Special Committees serve through the end of 2016 per their original resolutions unless the Board retracts them.

A roll call vote was taken.

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

Motion passed 5-0.

16-176 C. VOTE FOR CLOSED SESSION AT THE AUGUST 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 August 15, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

16-177 XIII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-178 XIV. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:14 p.m.