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March 21, 2016 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 21, 2016

CALL TO ORDER

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

16-057 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary (arr. 6:10 p.m.), Jim Leija, Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek
Board Absent: None
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)
Others Present: Dan Schairbaum, Steve Grobe, Dykema

16-058 III. VOTE FOR CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Treasurer Rosenthal, supported by Trustee Leija, moved for a closed session for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 5-0.

16-059 IV. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE & OPINION OF COUNSEL

16-060 V. RECONVENE REGULAR MEETING AT 7:00PM

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

16-061 VI. APPROVAL OF AGENDA
(Item of action)

Treasurer Rosenthal, supported by Trustee Leija, moved to approve the agenda. After brief discussion Trustee Leija, supported by Trustee Vander Broek, moved to amend the agenda adding the Director’s Evaluation to the April 18, 2016 vote for closed session. Director Parker noted she has given her permission for her evaluation to be discussed in closed session at that meeting.

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.

16-062 VII. APPROVAL OF MINUTES OF FEBRUARY 15, 2016
(Item of action)

Vice President Surovell, supported by Treasurer Rosenthal, moved to approve the minutes of February 15, 2016.

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

Motion passed 7-0.

16-063 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-064 IX. FINANCIAL REPORT

CFO Hadler reported February showed an unrestricted cash balance just over $12.6 million. Tax receipts over $12.5 million, reflecting 97.9% of the budgeted amount, have been received through the end of February. The fund balance stands just above $8.8 million. Seven line items are currently over budget on a year to date basis.

16-065 X. APPROVAL OF DISBURSEMENTS
(Item of action)

Treasurer Rosenthal, supported by Trustee Kaplan, moved to approve the February 2016 disbursements.

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

Motion passed 7-0.

16-066 XI. COMMITTEE REPORTS

16-067 A. BUDGET AND FINANCE COMMITTEE

Chairperson Surovell reported the committee had met and reviewed the draft 2016-2017 budget. The committee also reviewed the proposal from administration to create a capital projects fund as outlined later on the agenda. The draft 2016-2017 budget will be presented to the Board at the April Board meeting.

16-068 B. COMMUNICATIONS COMMITTEE

Chairperson Leija reported the committee had met and discussed the results of EPIC-MRA survey. AADL is perceived of having very high value to the community. A full report follows later on this agenda. The committee also met with Peter Morville and received a draft Strategy Brief update. Mr. Morville has met with numerous stakeholders including Board, staff and users regarding the website. Improved search functionality, pulling in subsites to the main website, improved accessibility standards and functionality across various devices are among areas being reviewed.

16-069 C. FACILITIES COMMITTEE

Chairperson Leary reported the committee had met and discussed the status of the Westgate project. The committee was also updated on the Traverwood Branch retaining wall issue.

Trustee Leija inquired about Board members meeting with CoreSpaces. President Barney Newman stated the development group was reaching out to potential neighbors in the area of the Library Lot. This process was not done prior to their original presentation to the City. AADL has offered use of meeting rooms. Director Parker noted that the full Board received an invitation to attend a presentation at the Michigan League.

16-070 D. STRATEGIC PLANNING COMMITTEE

Chairperson Vander Broek reported the committee has not met. However, Bridgeport Consulting will be presenting later this evening. A Board Retreat has been scheduled for this Thursday beginning at 3:00 p.m. and is being held at the Gladwin Center. The retreat will concentrate on strategic planning.

16-071 XII. DIRECTOR’S REPORT

Director Parker reported the Library had been invited to several CoreSpaces stakeholder meetings. If CoreSpaces receives an option to purchase rights to the Library Lot site from City Council they plan on holding larger public meetings. One meeting consisted of local businesses and neighbors to the lot. The second meeting was a focus group for those wanting a plaza/park and connectivity to Liberty Plaza. CoreSpaces anticipates action from City Council in April.

Director Parker remarked on the DDA tax article reported in MLive. It was reported that the DDA anticipates the ceiling cap placed on collection of TIF monies will be reached this next fiscal year. Monies collected by the DDA above their cap would be returned to the taxing authorities, of which the Library is one. The Library has had no communication with the DDA regarding this possibility.

AADL appeared in an article in the Detroit News which highlighted our tools collection among other special library collections throughout the state. The Michigan Daily featured an article about a recent Living Lab Symposium. AADL was noted as a Living Lab location.

Trustee Leija noted that Kid Koala recently presented at UMS and was blown away by the AADL musical instruments collection which he tweeted out to his 8,000 followers.

16-072 XIII. MONTHLY STATISTICS

Deputy Director Neiburger reported on AADL’s recent appearance in Synthtopia, an online electronic music site. They posted a great article on our music tools collection.

16-073 XIV. NEW BUSINESS

16-074 A. EPIC-MRA PRESENTATION ON AADL 2016 CUSTOMER SATISFACTION SURVEY
(30 minutes)
John Cavanagh, EPIC-MRA

Mr. Cavanagh stated the results of the AADL customer satisfaction survey reflected a very satisfied customer base with a 94 percent total positive rating. This survey was the third in a series over six years. 500 callers were selected randomly from both listed and cell phone numbers. Cell phone numbers reflected 30 percent of those contacted. He reviewed the questions asked and responses received. Over 84 percent of those contacted had visited AADL. The Downtown Library is the most visited and ease of finding items was very high. Staff was found approachable 9 out of 10 times. Nothing jumped out as an enticement to bring more people into the Library. More people were aware of how the Library was funded and AADL is seen as having a very high value in the community. Board members asked questions on several of the responses and the process used by EPIC-MRA.

16-075 B. BRIDGEPORT CONSULTING
(30 minutes)
Kerry Sheldon, Griffin Reames

Kerry Sheldon distributed packets to the Board. She reviewed the agenda for tonight’s discussion. Conversations had with all Board members on an individual basis were also reviewed. A draft Strategic Plan of six initiatives was distributed reflecting themes from the Board interviews. Initiatives 3 (Finances) and 6 (Facilities) will be discussed in-depth at the Board Retreat. The remaining Initiatives were reviewed with Board input. A more fleshed out document will be created from tonight’s conversation. A staff survey will also be implemented and more conversations will be held with external stakeholders.

16-076 C. RESOLUTION TO ESTABLISH A CAPITAL PROJECTS FUND
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved the Board resolves to establish a capital projects fund in the amount of $1 million dollars to fund the Ann Arbor District Library’s portion of the Westgate Branch expansion; that all of the expenditures from this fund are for capital projects; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

The Board had discussion regarding the purpose of this resolution and determined that two separate resolutions would be appropriate.

The motion was amended as follows as read by Treasurer Rosenthal, the Board resolves as follows: to establish a capital projects fund; that all of the expenditures from this fund are for capital projects; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

The proposed amended motion was moved by Trustee Leija and supported by Trustee Kaplan. The amended motion was voted on as follows:

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

Motion passed 7-0.

16-077 D. RESOLUTION TO TRANSFER $1 MILLION DOLLARS TO THE CAPITAL PROJECTS FUND
(Item of action)

Trustee Leija, supported by Secretary Leary, moved the Board resolves to place $1 million dollars in the capital projects fund for the Westgate Branch expansion project.

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

Motion passed 7-0.

16-078 E. RESOLUTION OF THANKS TO RAE ANN WEYMOUTH UPON HER RETIREMENT FROM THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY BOOKSHOP
(Item of action)

President Barney Newman read the Board resolves as follows: that it would like to officially recognize Rae Ann Weymouth for her years of service as Director of the Friends of the Ann Arbor District Library Bookshop; to recognize Rae Ann Weymouth for her commitment upon her retirement as of the 31st day of March 2016; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded. Vice President Surovell moved to accept the resolution as read and Secretary Leary supported.

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

Motion passed 7-0.

16-079 F. VOTE FOR CLOSED SESSION AT THE APRIL 18, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, OPINION OF LEGAL COUNSEL AND DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

Trustee Leija, supported by Trustee Kaplan, moved to hold a closed session at the April 18, 2016 regular meeting for discussion of real estate, opinion of legal counsel and director’s evaluation.

A roll call vote was taken.

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

Motion passed 7-0.

16-080 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-081 XVI. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:57 p.m.