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October 17, 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, OCTOBER 17, 2016

16-205 I. CALL TO ORDER

President Barney Newman called the meeting to order at 6:58 p.m.

16-206 II. ATTENDANCE

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

16-207 III. APPROVAL OF AGENDA
(Item of action)

Vice President Surovell, supported by Trustee Kaplan, moved to approve the agenda.

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

Motion passed 5-0.

16-208 IV. CONSENT AGENDA

CA-1 Approval of Minutes of September 19, 2016

CA-2 Approval of Disbursements

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

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

Motion passed 5-0.

16-209 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

16-210 VI. COMMITTEE REPORTS

16-211 A. EXECUTIVE COMMITTEE

President Barney Newman reported the Executive Committee had met and minutes of that meeting were distributed to the Board. Additional discussion is slated further on the agenda.

16-212 VII. DIRECTOR’S REPORT

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

The Washtenaw Reads authors’ visit scheduled for February 7, 2017 at Rackham Auditorium.

Traverwood MSE wall project is underway. Landscaping and concrete work will also be undertaken.

Director Parker recognized AADL Volunteer Coordinator Shoshana Hurand on the AADL Volunteer Program Pilot Project.

A schematic drawing was shown for the Downtown Library restroom rehabilitation project. O’Neal Construction is the project manager and Rich Henes of Cornerstone Design is the architect. The project is slated to begin in January 2017.

October 31st is the roll out date for the AADL Call Center. A core group of AADL staff will be answering calls from the public. Renewal line/switchboard/public desk inquires will be filtered and answered by staff to avoid sending callers into long queues. The center will be staffed and operated Monday’s from 10:00 a.m. to 5:00 p.m. and Tuesday through Friday from 12:00 p.m. to 5:00 p.m.

Moving the Archive is still slated for mid to late November. A mockup of the Archive space on South Industrial was viewed. Oxford Companies is in the process of upgrading the space to accommodate the collection. A tour for the Board will be scheduled once the location is ready.
The 2015-2016 audit presentation has been scheduled for the December 2016 AADL Board meeting.

Requests for quotes on the website graphic redesign have been sent out and are due back by November 7th.

Thirty-five AAPS Media Specialists met last week at Westgate with Director Parker and Deputy Director Neiburger. Discussion ensued around AADL’s ability to collaborate and provide support to the schools. The group was very complimentary about the Westgate Branch.

16-213 VIII. OLD BUSINESS

16-175 A. COMMUNICATION PROPOSAL FOR CONSIDERATION
(Item of discussion)

President Barney Newman presented the communication proposal on behalf of Secretary Leary.

Board members discussed the need for review of the document at this point in time. Bylaw changes made in July have not been in place long enough to determine their effectiveness, and no specific issues have been brought to the Board outlining a lack of communication.

Trustee Leija, supported by Treasurer Rosenthal, moved to table the communication proposal indefinitely and recommend that the Executive Committee consider taking it up again in the new year.

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

Motion passed 5-0.

16-201 B. RESOLUTION TO TRANSFER FROM THE FUND BALANCE TO THE CAPITAL PROJECTS FUND
(Item of discussion and action)

The following resolution was offered by Treasurer Rosenthal, and supported by Trustee Leija:

THE BOARD RESOLVES:

1.) To transfer $861,280.00 from the Fund Balance to the Capital Projects Fund for the Traverwood Branch project for:

a. SME Wall - $638,000.00
b. Landscaping - $76,000.00
c. Concrete Repairs - $35,000.00
d. Corten - $20,000.00
e. Design Costs and Contingency - $92,280.00

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

Vice President Surovell requested that an overview of the project be presented.

Nicole Wallace of O’Neal Construction noted that figures provided were based on historical data and cost estimates as they have been done in the past by O’Neal. Any cost savings are returned to the client. Facilities Manager Lemorie spoke to concrete costs and that landscaping costs were provided by InSite Design Studio.

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

Motion passed 5-0.

16-214 IX. NEW BUSINESS

16-215 A. RESOLUTION TO SUPPORT REGIONAL TRANSIT
(Item of action)

President Barney Newman presented the regional transit resolution on behalf of Secretary Leary.

The following resolution was offered by Treasurer Rosenthal, and supported by Trustee Kaplan:

WHEREAS, The Ann Arbor District Library has tried to place its buildings where they are accessible both by car and by public transportation; and

WHEREAS, AADL, like all employers, wants to attract skilled workers; and is aware that the transit disconnection between Ann Arbor and the rest of the region makes it more difficult to attract skilled workers; and

WHEREAS, AADL like all businesses, wants to attract as many customers as possible, and believes that better transit connections will improve the ability of users to reach its buildings; and

WHEREAS, a 2016 market scan commissioned by the DDA estimated that the number of new jobs in downtown Ann Arbor could increase by as many as 3,500 over the next five years; this increase may lead to greater traffic congestion and sustained parking challenges in downtown if more transit alternatives are not provided; and

WHEREAS, The 2015 Nelson/Nygaard study commissioned by the DDA set forward support for rail-based public transit, noting it may help reduce downtown commuter parking demand and traffic congestion, improve access and mobility, and strengthen downtown’s market viability to attract more library users, residents, employers, and visitors; and

WHEREAS, The Regional Transit Authority of Southeast Michigan was created to plan for and coordinate public transportation in the four-county region of Washtenaw, Oakland, Macomb, and Wayne Counties including the City of Detroit; and

WHEREAS, The RTA Regional Master Transit Plan includes passenger rail service connecting Ann Arbor to Detroit including local feeder service to downtown Ann Arbor, bus rapid transit connecting downtown Ann Arbor with Ypsilanti, and commuter express service connecting downtown Ann Arbor with Plymouth/Livonia/Canton, among other services; and

WHEREAS, The creation of a connected regional transit system will support the growth and prosperity of downtown and the rest of Ann Arbor;
NOW THEREFORE BE IT RESOLVED, In support of its mission to increase access by all to the AADL, to be environmentally responsible, and to make Ann Arbor a stronger community, the Ann Arbor District Library joins the Ann Arbor City Council, the Washtenaw County Board of Commissioners, and the Ann Arbor Downtown Development Authority, Ypsilanti DDA, Ypsilanti District Library Board, Ann Arbor/Ypsilanti Chamber of Commerce, Washtenaw County Commission, Huron Valley Labor Federation in supporting the RTA Plan for regional transit, with the goal of linking downtown Ann Arbor with the rest of the four county region for the purpose of greater economic vitality and quality of life;
RESOLVED FUTHER, that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Board members expressed their concerns supporting a tax increase being proposed by another governmental body not entirely located in Washtenaw County and concerns regarding the AADL Board’s non-partisan origin.

Trustee Kaplan, supported by Vice President Surovell, moved to table the motion indefinitely.

AYES: Kaplan, Barney Newman, Surovell
NAYS: Leija, Rosenthal

Motion passed 3-2.

16-216B. RESOLUTION RECOGNIZING OCTOBER 16-22, 2016 AS NATIONAL FRIENDS OF LIBRARIES WEEK
(Item of action)

The following resolution was offered by Vice President Surovell, and supported by Trustee Leija:

WHEREAS, The Friends of the Ann Arbor District Library, established by local citizens in 1953, recognizes the critical importance of a securely-established public library and has provided loyal and consistent support for the development of our highly-respected District Library system;

WHEREAS, The Friends has continuously raised funds and resources for the District Library, thereby providing support for programming, equipment, collections, special educational events and exhibits, and outreach to the community;

WHEREAS, the work of the Friends highlights the fact that our library is a cornerstone of the community’s access to education and enrichment and aims to encourage everyone, from small children to senior citizens, to engage in the joy of life-long learning through use of the library’s resources;

WHEREAS, the Friends understand the critical importance of public awareness of the library’s needs and resources and endeavors to sustain community support for the District Library and its collections and services;

WHEREAS, the Friends’ gift of their time and commitment to the Ann Arbor District Library demonstrates the way that volunteerism leads to positive civic engagement and the betterment of our community;

NOW THEREFORE, BE IT RESOLVED THAT the Ann Arbor District Library Board of Trustees proclaims October 16-22, 2016 as Friends of Libraries week in Ann Arbor, County of Washtenaw, Michigan and urges everyone to join the Friends of the Ann Arbor District Library and thank them for all they do to make our library and community so much better;

RESOLVED FURTHER, that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

16-217 C. RESOLUTION OF THANKS TO T.C. WILLIAMS UPON HIS RETIREMENT
(Item of action)

The following resolution was offered by Treasurer Rosenthal, and supported by Trustee Leija:
THE BOARD RESOLVES:

1.) That it would like to officially thank Ted C. (T.C.) Williams for his service as an employee from January 15, 2015 to September 1, 2016 of the Ann Arbor District Library.
2.) That all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

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

Motion passed 5-0.

16-218 X. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

16-219 XI. ADJOURNMENT

President Barney Newman adjourned the meeting at 8:08 p.m.