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May 23, 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, MAY 23, 2016

16-112 I. CALL TO ORDER

President Barney Newman called the meeting to order 6:03 p.m.

16-113 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jim Leija, Jan Barney Newman, Prue Rosenthal, Ed Surovell, Jamie Vander Broek (arr. 6:18 p.m.)
Board Absent: None
Staff: Bruce Hadler, Eli Neiburger, Josie Parker, Karen Wilson (recorder)
Others Present: Dan Schairbaum, Dykema

16-114 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL

16-115 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2016-2017 AT 7:00PM

President Barney Newman reconvened to the Public Hearing on the 2016-2017 Budget at 7:00 p.m.

16-116 V. CALL FOR PUBLIC COMMENT ON THE 2016-2017 BUDGET

President Barney Newman called for public comment on the budget. There was no public comment. President Barney Newman closed the Public Hearing on the 2016-2017 Budget.

16-117 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2016-2017 BUDGET

President Barney Newman reconvened to the regular meeting at 7:02 p.m.

16-118 VII. APPROVAL OF AGENDA
(Item of action)
Treasurer Rosenthal, supported by Trustee Kaplan, moved to approve the agenda.

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

Motion passed 7-0.

16-119 VIII. APPROVAL OF MINUTES OF APRIL 18, 2016
(Item of action)

Vice President Surovell, supported by Treasurer Rosenthal, moved to approve the minutes of April 18, 2016.

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

Motion passed 7-0.

16-120 IX. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-121 X. FINANCIAL REPORT

CFO Hadler reported April showed unrestricted cash balance of $10,807,403. Tax receipts totaling $12,655,895, reflecting 98.8% of the budgeted amount, have been received through the end of April. The fund balance stands at $8,808,542. Six line items are currently over budget on a year to date basis.

16-122 XI. APPROVAL OF DISBURSEMENTS
(Item of action)

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

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

Motion passed 7-0.

16-123 XII. COMMITTEE REPORTS

16-124 A. STRATEGIC PLANNING COMMITTEE

Chairperson Vander Broek reported the committee had not met however, Bridgeport Consulting are presenting under Old Business.

16-125 XIII. DIRECTOR’S REPORT

In addition to her written report Director Parker noted that the Taiwanese puppet theater is presenting here tomorrow in the lobby of the downtown library and a large crowd is anticipated.

Nancy Kaplan joined several staff last Friday for a tour of the Westgate Branch.

16-126 XIV. MONTHLY STATISTICS

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

16-127 XV. OLD BUSINESS

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

Ms. Sheldon and Ms. Reames presented and reviewed strategic planning documents which incorporated results of the staff online survey; analysis of data of active AADL cardholders; U.S. Census data for the City of Ann Arbor and SEMCOG 2040 forecast of anticipated population trends.

16-128 XVI. NEW BUSINESS

16-129 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2016-2017
(Item of action)

Treasurer Rosenthal, supported by Secretary Leary, moved Pursuant to Act 2, Michigan Public Acts of 1968, as amended, before adoption of a budget, a public hearing shall be held as required by Act No. 43 of the Public Acts of the Second Extra Session of 1963, as amended (“Act 43”), and Act No. 267 of the Public Acts of Michigan 1976, as amended.

Pursuant to Act 43, notice of a public hearing on the proposed budget of the District Library must be given by publication in a newspaper of general circulation in the Library District at least 6 days prior to the date of such hearing.

The Board, after due and proper notice, conducted a public hearing on Monday, May 23, 2016, on the approval of the proposed budget.

THE BOARD RESOLVES AS FOLLOWS:

1.) The Board approves and adopts the budget for the fiscal year ending June 30, 2017, as presented.

2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Vice President Surovell noted that updated figures were received by the County showing an estimated 2 1/2 % increase in property values. The budget was adjusted from last month to reflect this anticipated increase with overage placed into the Capital Fund.

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

Motion passed 7-0.

16-130 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Trustee Leija, supported by Secretary Leary, moved the said Board of Trustees of the Ann Arbor District Library (the “Library”) has given due reflection to the budget and operational requirements of the Library as to the 2016-2017 fiscal year.

The said Board of Trustees is desirous of providing for the appropriate certification of operational millage relative to the Library.

THE BOARD RESOLVES AS FOLLOWS:

1.) That as to the 2016-2017 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.90 mills.

2.) That the foregoing amounts are levied by the Ann Arbor District Library and the Secretary of the Board of Trustees is authorized and directed to report the same as the Library tax levy to the proper assessing officer(s) of the appropriate agencies and the Secretary may provide copies of this resolution when requested by any appropriate agency.

3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2016, except as subsequently altered or amended by appropriate certification.

4.) That a certified copy of this Resolution may be issued as though the original with the certification provided.

5.) All resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Trustee Leija, supported by Trustee Vander Broek, moved to amend the motion to levy the full millage amount of 1.9076.

The Board discussed the amendment. The amended motion was voted on and was as follows:

AYES: Leija, Rosenthal, Vander Broek
NAYS: Kaplan, Leary, Barney Newman, Surovell,

Motion failed 3-4.

The original motion was voted on and was as follows:

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

Motion passed 7-0.

16-131 C. RESOLUTION TO ADOPT THE 2016-2017 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Trustee Leija, supported by Secretary Leary, moved the Board resolves as follows:

WHEREAS, on an annual basis the Board adopts an Operating Budget for the Library and;

WHEREAS, the Michigan Department of Treasury’s Uniform Accounting Procedures Manual includes the following requirements for approval of disbursements:

All disbursements must be approved by the legislative body prior to disbursement unless addressed otherwise in the charter. The legislative body may establish a formal policy to authorize payments prior to approval to avoid finance or late charges and to pay appropriated amounts and payroll (including related payroll taxes and withholdings). This policy must be very limited and a list of payments made prior to approval must be presented to the legislative body for approval.

NOW, THEREFORE, BE IT RESOLVED THAT:

1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2016-17 the total amount of $15,671,110 for the expenditure categories set forth in the budget.

2.) Disbursements for Payroll and Related Payroll Taxes and Withholdings. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, the Director of the Library, the Chief Financial Officer of the Library or Senior Human Resources Specialist of the Library (each as “Authorized Officer”) are hereby authorized to provide for the disbursement of Library funds for payroll (including related payroll taxes and withholdings) provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

3.) Disbursements for Recurring Expenses that are necessary to Avoid Finance of Late Charges. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for payments that are for recurring expenses and are necessary to avoid finance or late charges, such as payments for utilities, equipment leases and similar expenses, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

4.) Disbursements for Appropriated Amounts. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for expenditures that have been previously appropriated by the Board pursuant to Paragraph No. 1 of this Resolution, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

5.) Presentation of Disbursements to the Library Board. All disbursements made pursuant to the authority of this Resolution must be presented to the Library Board for approval at a subsequent Board meeting.

6.) Limitation of Disbursements to $28,000. Notwithstanding any provision to the contrary in this Resolution, no Authorized Officer shall be allowed to approve any single expenditure in excess of $28,000 unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board.

7.) Requirement for Dual Signatures. Nothing in this Resolution shall be construed as modifying the current Library Board policy that requires two authorized signatures on all checks, excluding payroll checks, in the amount of $2,500 or more.

8.) Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.

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

Motion passed 7-0.

16-132 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

Trustee Kaplan, supported by Trustee Leija, moved the Board resolves:

1.) That the President of the Board of Trustees of Ann Arbor District Library be authorized to sign a one year extension of the space use agreement along with the President of the Board of the Friends of the Ann Arbor District Library.

2.) 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.

Secretary Leary left the meeting at 8:42 p.m.

16-133 E. VOTE FOR CLOSED SESSION AT THE JUNE 20, 2016 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND OPINION OF LEGAL COUNSEL
(Item of action)
Roll call vote

Trustee Leija, supported by Treasurer Rosenthal, moved to hold a closed session at the June 20, 2016 regular meeting for discussion of real estate and opinion of legal counsel.

A roll call vote was taken.

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

Motion passed 6-0.

16-134 XVII. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-135 XVIII. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:44 p.m.