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November 14, 2016 Minutes of the Special Board Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
MONDAY, NOVEMBER 14, 2016

16-220 I. CALL TO ORDER

President Barney Newman called the meeting to order at 7:02 p.m.

16-221 II. ATTENDANCE

Board Present: Nancy Kaplan, Margaret Leary, Jim Leija, Jan Barney Newman, Prue Rosenthal, Ed Surovell (arr. 7:06 p.m.), Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Len Lemorie, Karen Wilson (recorder)

16-222 III. APPROVAL OF AGENDA
(Item of action)

Trustee Leija, supported by Treasurer Rosenthal, moved to approve the agenda.

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

Motion passed 6-0.

16-223 IV. CITIZENS’ COMMENTS

Victoria Green

Hi everyone, thank you for letting me speak. I am Victoria Green, I live at 803 Sycamore Place here in Ann Arbor and I am newly elected to the Board. I mostly wanted to introduce myself to people and give you just a little tiny bit of background about myself. So I have lived in Ann Arbor about 20-25 years near the intersection of State and Stadium. I came here from Delaware originally. I came to practice English literature at the University, but I spent my career in IT at the University, of course. I wanted to say a few things about what I am excited about serving on the Library board for. Mostly, because you all have done a terrific job I think our library is fabulous. I think that the Board and the staff have made great decisions. When I look at what the Library was like 20 years ago, it was great then but the choices you have made about changes have been terrific. When I look at the strategic plan, the strategic plan that I am eager to help move forward, I wanted to say thank you for making my job look easy. I also wanted to say that in the course of running I talked to a million people about the library, and this was tough election cycle for a lot of us, people were told I was running for the Library Board, they would say oh I love the Library, I love Westgate. So it was a great way to get involved in local politics because people so much appreciate the choices the Library has made over the last couple decades. So one or two things about what my interests are. I am interested in IT and I work in Information Technology but it’s just a tactic not a strategy to say we are going to do something you need IT to support things that people actually want not rather than to just to have IT in and of itself. I think that’s all I have to say. Thank you so much.

Colleen Sherman

Hello, I am Colleen Sherman and I live at 918 S. Seventh near the corner of Pauline. Last week I was elected to the Library Board so I’ll be joining you in January, you know that. Why did I run for Library Board? Many people have asked me that. I ran for Library Board because Victoria said it’s fabulous. I talked a lot to the team of women I ran with about my interest in the innovation of, not just the tools section, but all things. How innovation imbibes with what the Library does and I think that carries out into the community in ways you typically don’t see with governmental agencies and these public entities usually don’t work to inspire innovation. So I think that’s rare. I don’t want to say I am a preservationist, I’m all about embracing change, but change that builds on what’s been done already. It’s all I’ve got, thank you, I look forward to working with you and for those of you that are terming off you’re my heroes. I really thought a lot about how being a publicly elected official is different than being a public servant and being a public servant is a big deal, it’s a lot of work and it’s a lot of time but I am sure like most things that are a lot of work and a lot time, is very rewarding. Thank you.

Linh Song

My name is Linh Song and I am also newly elected to the Library Board. My address is 1290 Bardstown Trail on the Northeast side. I have worked with the educational foundation to advocate on behalf of public school students and I am really excited to have this opportunity to work with another public institution that I think Ann Arbor is proud to have. It’s a large reason as to why my family has stayed in this community. So, I prepared some remarks that I left at home, but someone kindly emailed to me. I wanted to thank you for this opportunity to express my excitement over being elected to this body. When I first started running for public office, I hesitated, I was unsure if I could find my way through the campaign process. So I was thrilled to come across the best running mates I could have ever imagined to have had. And together we worked hard, we showed up, we came up with a platform, we did our homework, we have a google drive document that keeps growing and then thankfully we captured the majority of the community support behind the future work that we would like to do and then also continue the work that you have started. So our time has been tempered by this time of uncertainty and lack of confidence of the political process but I hope that our experience can be an example for other political, for other potential candidates running for local races. I have heard one reoccurring question as I have gone around the community talking about the library and in the aftermath of the national race, the question has been will the Library provide sanctuary? And I answered yes. So the Library will continue to be a place for learning and sharing but it’s meant to launch new ideas, new connections and a way for us to make things, and do things. I hope that we can inspire movement inside and outside of these walls. I am honored to be a part of this. Thank you.

Jamie Vander Broek

As you can see clearly I have the most incredible team of people to run with for election. Thank you to all of you for giving me a chance last summer by appointing me to the Board. I am grateful to have the opportunity to run for office with these women who have been flexible. I think that tonight before we came out here we all were able to share food together with kids running around, and Ottie throwing carrots all over the floor, I think that gives me a lot of excitement for the direction that the group can take. I think there is a lot of vibrancy and I think that it’s going to be an exciting time for us going forward. We have Westgate to be very excited and happy and grateful for, but now there are lots of new things for us to put our eyes onto for the future. I think we’ve elected some great women to tackle the issues and I am looking forward to new things.

President Barney Newman expressed her pleasure regarding the incoming Board members. She commented that she attended the Friends Board meeting last week. They had a very successful sale and were very pleased to receive the framed resolution that the Board passed last month honoring them during National Friends of Libraries Week. She also gave them a brief update of the Library’s pilot volunteer program.

16-224 V. DIRECTOR’S REPORT
Josie B. Parker, Director

In addition to the written report in the Board packet, Director Parker gave an audio-visual presentation highlighting:

Tiny Expo is being held on the first floor of the Downtown Library on December 10th followed by the annual Christmas Bells program on December 11th.

Downtown restroom rehabilitation begins in January 2017. Both restrooms will be larger and handicapped accessible.

AADL Call Center began service on Halloween. It is operated on Monday’s from 10:00 a.m. to 5:00 p.m. and Tuesday through Friday from Noon to 5:00 p.m. It is a consolidation of the renewals line, switchboard, public desk lines and voice menus. It does not impact direct dial office lines. All calls from the public are answered by a person.

The Archive move is currently on schedule to begin on November 28th.

The Audit Presentation is scheduled for the December 12th Board meeting.

The website graphic design project is slated to begin in January 2017. Requests for proposals were sent and recently received, but have yet to be reviewed. The launch date for the new website is being planned for July 3rd and July 4th. This project will have an impact on fulfilling MeLCat requests, holds and acquisitions. Ample notice will be provided to the public during this process.
Tweets and comments regarding Westgate, a photo of the Pittsfield Branch Creature Conservancy program featuring a live reindeer and anteater, and the Halloween costume program at the Downtown Library were shown.

Public hours at Westgate are still being studied. Director Parker is in contact with the owners of Sweetwaters and they have expressed that business is outstanding. Programming started in October and the meeting rooms are being reserved. The space is staffed with security on Saturday evenings after Library staff has left for the day. A decision regarding hours and staffing is anticipated after the holiday season.

AADL has been approached by the Library of Michigan to host an Every Child Ready to Read workshop in the spring of 2017 and we are working with them to accommodate this request.

16-225 VI. OLD BUSINESS

16-201 A. UPDATE ON TRAVERWOOD BRANCH CAPITAL PROJECT
Len Lemorie, Facilities Manager

Facilities Manager Lemorie reported progress to date includes: a survey of the property was completed; SME and InSite Design have been retained. Construction documents were due today and a meeting for review has been scheduled at 1:00 p.m. on Monday, November 21st at Traverwood. Nothing unforeseen has been uncovered at this point.

16-226 VII. NEW BUSINESS

16-227 RESOLUTION OF APPRECIATION TO NANCY KAPLAN
(Item of action)

President Barney Newman spoke of Nancy Kaplan as a conscientious, informed and committed community activist; Nancy has served the library for two elected terms. Producer and host of the CTN Other Perspectives who served on the Committee for the Allen Creek Greenway, the Washtenaw Literacy tutor and 2014 City Council candidate, was formerly director of the physical therapy department at Glacier Hills Retirement Community. Now that her attentions are divided between a new generation in her family, we are certain that Nancy’s commitment to local matters will be just as well informed if not always top of mind, given the draw of grandchildren in Chicago. She has always been counted upon to ask penetrating questions and to make thoughtful independent decisions during her years as an AADL Trustee.

Trustee Leija moved and supported by unanimous consent that the Board resolves,

1.) That the Ann Arbor District Library Board would like to officially thank Nancy Kaplan for her six years of outstanding service as an Ann Arbor District Library Board Trustee.

2.) That the Ann Arbor District Library Board would like to recognize Nancy Kaplan for her dedication, leadership, and commitment to the Library, community and staff.

3.) 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.

16-228 RESOLUTION OF APPRECIATION TO MARGARET LEARY
(Item of action)

President Barney Newman spoke that Margaret’s 13 years as Trustee have been important to the community and our library in many ways. A lawyer and the Director of the University Law Library she brought her professional experience to the great benefit to our institution and as a knowledgeable parliamentarian was an invaluable aid should a board president prove incapable of mastering Robert’s Rules of Order.

To say that Margaret is seriously committed to public service would be an understatement. She served for a number of years with Trustee Ed Surovell on the Planning Commission before joining the AADL Board and serving twice as the board president. She is the author of Giving it All Away, the Story of William W. Cook and His Michigan Law Quadrangle and currently is an independent investigative journalist who will continue to volunteer as a researcher at the Bentley Historical Library.

Vice President Surovell moved and supported by unanimous consent that the Board resolves,

1.) That the Ann Arbor District Library Board would like to officially thank Margaret Leary for her thirteen years of outstanding service as an Ann Arbor District Library Board Trustee.

2.) That the Ann Arbor District Library Board would like to recognize Margaret Leary for her dedication, leadership, and commitment to the Library, community and staff.

3.) 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.

16-229 RESOLUTION OF APPRECIATION TO PRUE ROSENTHAL
(Item of action)

President Barney Newman spoke that Prue Rosenthal is a celebrity of local community service. Once when a visitor was introduced to her husband Ami Rosenthal as Chairman of Pediatric Cardiology at the University of Michigan, the spokesman referred to her as Prue Rosenthal who ran the rest of the town. Known for her skillful leadership as president of the UMS Board, AADL Board, and the Ann Arbor Jewish Community Center, for 20 years she was a Docent at the University Museum of Art. Along with others she founded Ann Arbor’s Save a Heart Foundation and was at different times President and Book Chair of the Ladies’ Library Association. In 2007, with her husband, she was awarded the Ann Arbor Jewish Federation Humanitarian Award. The 9 years of her Trusteeship of the Library have been fruitful in no small part because of her participation on the Board.

Trustee Vander Broek moved and supported by unanimous consent that the Board resolves,

1.) That the Ann Arbor District Library Board would like to officially thank Prue Rosenthal for her nine years of outstanding service as an Ann Arbor District Library Board Trustee.

2.) That the Ann Arbor District Library Board would like to recognize Prue Rosenthal for her dedication, leadership, and commitment to the Library, community and staff.

3.) 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.

16-230 WELCOME TO THE NEWLY ELECTED TRUSTEES OF THE ANN ARBOR DISTRICT LIBRARY BOARD
Jan B. Newman, President

President Barney Newman welcomed the newly elected trustees to the generations of library board members.

Several Board members welcomed the new members and expressed their appreciation of service to the out-going Board members.

On behalf of the staff, Director Parker expressed her appreciation for the years of service provided by the Board members leaving and welcomed the new members.

16-231 VIII. ADJOURNMENT

President Barney Newman adjourned the meeting at 7:52 p.m.