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April 17, 2017 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 17, 2017

17-058 I. CALL TO ORDER

President Vander Broek called the meeting to order 6:07 p.m.

17-059 II. ATTENDANCE

Board Present: Victoria Green (arr. 6:15 p.m.), Jim Leija, Colleen Sherman, Linh Song, Jamie Vander Broek
Board Absent: Jan Barney Newman, Ed Surovell
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)

17-060 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

17-061 IV. RECONVENE REGULAR MEETING AT 7:00PM

President Vander Broek reconvened the meeting at 7:06 p.m.

17-062 V. ATTENDANCE

Board Present: Victoria Green, Jim Leija (arr. 7:08 p.m.), Jan Barney Newman (arr. 7:09 p.m.), Colleen Sherman, Linh Song, Ed Surovell (arr. 7:09 p.m.), Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Karen Wilson (recorder)

17-063 VI. APPROVAL OF AGENDA
(Item of action)

Trustee Green, supported by Vice President Song, moved to approve the agenda.

AYES: Green, Sherman, Song, Vander Broek
NAYS: None

Motion passed 4-0.

17-064 VII. CONSENT AGENDA
(Item of action)

CA-1 Approval of Minutes of March 20, 2017

CA-2 Approval of March 2017 Disbursements

Trustee Sherman, supported by Vice President Song, moved to approve the consent agenda.

AYES: Green, Sherman, Song, Vander Broek
NAYS: None

Motion passed 4-0.

17-065 VIII. CITIZENS’ COMMENTS

Dan Bilich

I’m Dan Bilich, I live at 2719 Cranbrook in Ann Arbor. I wrote up some remarks which I’m going to gloss over to a certain extent. The bottom line is that in light of the great and now pressing debate about the Library Lot, I’m basically asking the Library Board to make a public declaration of what it believes to be the Library’s responsibilities and intentions downtown. Because I believe the public has to know the Library’s intentions in order to make the right decision about any other development. So to the beginning remarks here, first of all please accept my sincere thanks for your service. I apologize in advance if I somehow mischaracterize any of your work here. I really appreciate what you guys do. I’ve lived in Ann Arbor for twenty-two of the last thirty-eight years first coming here in 1969. I like it here. I’ve driven buses for AATA the last sixteen years. I’ve spent a lot of time down here on this block. I’m also a composer and playwright. I’m a resident artist at the Purple Rose Theater Company in Chelsea. I work with Kickshaw Theater in Ann Arbor. I was the first bass player for George Bedard and the Kingpins. I have a lot of deep roots here in Ann Arbor. AADL’s mission statement in part “assures public ownership of print collections, digital resources, and gathering spaces for the citizens of the library district.” I’m concerned with the Library’s commitment to assuring the ownership and indeed the simple existence of adequate gathering spaces for the citizens of the library district. I would expect that you would agree with me that the role of the public library is in great flux at this point in digital history. Personally I would argue that a public library has an emerging duty to embody the civic commons both in virtual and in real spaces. City Council is voting tonight on whether to sell development rights to the Library Lot next door to a developer who wants to build a 17 story tower there. A few questions, if the City goes ahead with this project proposed development. How does the Library Board plan to “assure gathering spaces for the citizens of the library district.” Will the Library Lot for the inclusion for specific components of our civic commons such as for instance, a theater and rehearsal facility as part of the proposed site plan on the Library Lot. And such questions beg the big question which is what are the Library’s plans for the library district and for its own facilities in the library district. What does the Library consider the scope of its duties? I believe it’s time to speak up now. When can we expect a public statement of what are the Library’s intentions? Ann Arbor needs to know the Library’s intentions downtown before we can make an informed decision on other proposals such as the current Library Lot proposal. Otherwise we’ll get the cart in front of the horse and find ourselves with a compromised civic commons. Lastly I will note that I believe the Library could now in the light of recent developments win approval for a millage to put the new physical library either on the Library Lot or on one of the two other possible sites in this neighborhood if its vision was sufficiently forward thinking, and bold and clearly articulated. Thank you again for listening to me. I’m going to jump out on you early because there is a meeting at City Council but I wanted this to be heard because I think this is really important. My address and email are on the sheet that I gave you if anybody feels inclined to respond.

17-066 IX. FINANCIAL REPORTS

Cindy Richmond presented the March 2017 financials in the Board Packet. The fund balance shows an increase and expenses are well under control.

17-067 X. COMMITTEE REPORTS

17-068 A. BUDGET AND FINANCE COMMITTEE

Treasurer Leija reported that the Budget and Finance Committee met and reviewed the draft 2017-2018 budget along with the FAADL space use agreement.

17-069 B. DIRECTOR’S EVALUATION COMMITTEE

President Vander Broek reported the Board met in closed session this evening to continue with the evaluation process and will finish at the May Board meeting.

She reported the committee is still discussing the creation of an evaluation document for next year and is discussing engaging a consultant to help craft and design a tool for this process.

17-070 XI. DIRECTOR’S REPORT
Josie B. Parker, Director

In addition to the written report in the Board packet, Director Parker highlighted:

The impact of Federal budget cuts being proposed to the Institute of Museum and Library Services would be the immediate elimination of MeLCat and databases provided through the Library of Michigan.

AADL will be one site for the National Endowment for the Humanities City Lore: Becoming American Series. A six-part public program of documentary film screenings and scholar-led discussions about the history and impact of immigration in the United States.

This Saturday, April 22nd is Record Store Day at the Downtown Library. A pop-up record fair will be held in the lobby. Banners promoting the event are out on street posts.

On April 27th AADL will be participating with Ypsilanti District Library celebrating El Dia de Los Ninos y Libros at the Whittaker Road Branch Library.

On March 30th, Director Parker spoke at the U of M Osher Lifelong Learning Institute on the legacy of Andrew Carnegie.

Director Parker introduced Melanie Baldwin, Friends Book Shop Manager, to the Board.

Deputy Director Neiburger is leaving for the Benjamin Franklin Library at the US Embassy in Mexico City as a guest of the State Department and the Goethe Institute to present on gamification in public libraries. He will then travel to New York City to present at a workshop for the Book Industry Study Group on BISAC.

Library Camp is scheduled at the Downtown Library on May 5th. This unconference is open to information professionals and graduate students with an interest in libraries.

Several thank you notes and tweets about AADL were viewed.

Director Parker announced AADL’s new Finance Manager, Bill Cooper, begins work on Wednesday, April 19th.

17-071 XII. OLD BUSINESS

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

Facilities Manger Lemorie reported that work at Traverwood began today. Soil is being stockpiled for a rain garden. Up to 15 parking spaces may be impacted with equipment and trucks during the project.

17-019 B. UPDATE ON DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
Len Lemorie, Facilities Manager

Facilities Manger Lemorie reported that the City of Ann Arbor has approved the rough plumbing and electrical and the project should be completed in several weeks.

17-072 XIII. NEW BUSINESS

17-073 A. DISCUSSION OF PROPOSED 2017-2018 BUDGET
(Item of discussion)

Cindy Richmond presented the proposed 2017-2018 budget.

Assumptions included an estimated 1.5% increase in the tax base; a 1.90 millage rate; reduction in fines during the website launch; a marketing and communications manager position; a merit increase pool of 3%; increased expenses related to marketing; increased expenses related to expanded programming at Westgate Branch; and an increase in general capital outlays covering building improvements and deferred maintenance expenses.

The Board discussed the marketing/communications manager position; the 3% merit pool and other staff benefits.

The Board gave no further direction to administration to revise the proposed budget prior to the May public hearing of the budget.

Treasurer Leija reported the Budget and Finance Committee will meet again before the public hearing on the budget to address any necessary budget adjustments once figures are received from the County.

17-074 B. SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of discussion)

Director Parker noted that no changes are being sought to the space use agreement with the Friends.

Treasurer Leija noted the Budget and Finance Committee reviewed the agreement and found the Friends in compliance.

17-075 C. RESOLUTION TO PROVIDE A LIVE INTERNET VIDEO STREAM OF AADL BOARD MEETINGS
(Item of action)

Treasurer Leija, supported by Vice President Song, moved that the Board resolves that the Ann Arbor District Library will produce a live Internet video stream of each monthly public meeting of the Ann Arbor District Library Board; that archived recordings of each live stream will be available for on-demand viewing on aadl.org; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

The Board discussed the purpose and effectiveness of this practice along with costs involved. The Board requested staff to provide more information regarding captioning and CART services costs and costs related to CTN recording/viewing.

It was the consensus of the Board to amend the motion to revisit the topic in one year.

Trustee Sherman, supported by Trustee Green, moved to table the issue until next month with edits based on this discussion and revision to the proposal.

AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

17-076 D. VOTE FOR CLOSED SESSION AT THE MAY 15, 2017 REGULAR BOARD MEETING FOR DIRECTOR’S
EVALUATION

(Item of action)
Roll call vote

President Vander Broek informed the Board that the May 15, 2017 Board meeting date needed to be changed to May 22nd. It was the consensus of the Board to move the May 15th Board meeting date to May 22nd.

Treasurer Leija, supported by Trustee Sherman, moved to hold a closed session at the May 22, 2017 regular Board meeting for the Director’s evaluation.

A roll call vote was taken.

AYES: Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek
NAYS: None

Motion passed 7-0.

17-077 XIV. CITIZENS’ COMMENTS

Dave Diephuis

I’m Dave Diephuis of the west South State Street of Ann Arbor. I just wanted to quickly say that I wasn’t sure I would be able to attend tonight. Thank you for moving the online screening of the meetings forward. I do agree, I am glad that it’s not going to cost a lot of money because as Mr. Surovell said not sure initially you’re going to get tons of people watching this meeting. I would point out that that one meeting that was videoed was on YouTube not on the library website. So it’s a little different crowd with no public engagement of this is available. I’m sure when you do hire your marketing communication person they’ll be making a point of saying hey, you know, you want to watch the meetings, it’s available and here’s where it is. Final thought, civic engagement is kind of at an all-time low in some circles. Not sure that you can’t say that this is going to bring a ton of people in but it’s going to do something. It’s at a low cost and that’s a very valuable thing. Thank you.

17-078 XV. ADJOURNMENT

President Vander Broek adjourned the meeting at 8:42 p.m.