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December 18, 2017 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD

343 S. FIFTH AVENUE, ANN ARBOR, MI

MINUTES OF THE REGULAR MEETING

MONDAY, DECEMBER 18, 2017

  

17-184 I. CALL TO ORDER

President Vander Broek called the meeting to order at 6:05 p.m.

 17-185 II. ATTENDANCE

Board Present:  Victoria Green, Jim Leija, Jan Barney Newman, Colleen Sherman, Linh Song, Ed Surovell, Jamie Vander Broek

Board Absent:   None

Staff:  Josie Parker, Eli Neiburger, Bill Cooper, Rich Retyi, Karen Wilson (recorder)                

Others Present: William Stapleton, Hooper, Hathaway

17-186 III. VOTE FOR CLOSED SESSION FOR DISCUSSION OF REAL ESTATE

(Item of action)

Roll call vote

Trustee Barney Newman, supported by Treasurer Leija, moved for a closed session for discussion of real estate. 

A roll call vote was taken.

AYES:    Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 6-0.

17-187 IV. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE

17-188 V. RECONVENE REGULAR MEETING AT 7:00PM

President Vander Broek reconvened the regular meeting to order at 7:09 p.m.

17-189 ATTENDANCE

Board Present:  Victoria Green, Jim Leija, Jan Barney Newman (arr. 7:11 p.m.), Colleen Sherman, Linh Song, Ed Surovell (arr. 7:11 p.m.), Jamie Vander Broek

Board Absent:   None

Staff:  Josie Parker, Eli Neiburger, Karen Wilson (recorder)                

17-190 VI. APPROVAL OF AGENDA

(Item of action)

Treasurer Leija, supported by Trustee Sherman, moved to amend the agenda adding under New Business a Vote for Closed Session at the January 16, 2018 Board Meeting for Discussion of Real Estate.

AYES:    Green, Leija, Sherman, Song, Vander Broek

NAYS:    None

Motion passed 5-0.

Treasurer Leija, supported by Trustee Sherman, moved to amend the agenda adding under New Business Discussion of 2018 Board Meeting Calendar.

AYES:    Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 7-0.

Trustee Barney Newman, supported by Treasurer Leija, moved to approve the agenda as amended.

AYES:    Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 7-0.

17-191 VII. CONSENT AGENDA

(Item of action)

CA-1 Approval of Minutes of November 13, 2017

CA-2 Approval of November 2017 Disbursements

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

AYES:    Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 7-0.

17-192 VIII. CITIZENS’ COMMENTS

There were no citizens’ comments.

17-193 IX. FINANCIAL REPORTS

Bill Cooper, Finance Manager

Finance Manager Cooper presented the November 2017 financials in the Board Packet. He noted that $15,054,972 million in property taxes, 96.5% of the budgeted amount, has been received year to date. Currently year to date expenditures are under budget by $962,542.

17-194 X. COMMITTEE REPORTS

17-195 A. BUDGET & FINANCE COMMITTEE

Treasurer Leija reported the Budget and Finance Committee met with the auditor and reviewed audit findings. A clean opinion was given and the audit report is being presented later on the agenda. The committee also reviewed the financial model for the 5th Avenue Press. AADL receives no financial compensation nor holds any copyrights to 5th Avenue products. More research is being done on the licensing agreements. 

17-196 B. EXECUTIVE COMMITTEE

President Vander Broek reported the Executive Committee met with John Cavanagh and discussed survey questions. The Committee also met to discuss and review the proposed director’s evaluation process. Both are being presented later on in the agenda.

17-197 XI. DIRECTOR’S REPORT

Josie B. Parker, Director

Director Parker submitted her written report in the packet and highlighted the following:

A reception was held earlier today in recognition of AADL’s tenth year as a Library Journal 5 Star library. Current and former Board members were recognized along with the Friends of the AADL and the Ladies’ Library Association for their support.  Only thirteen U.S. libraries have achieved this ten year status.

She also noted that Richland Community Library and West Bloomfield Township Public Library received four stars, and Genesee District Library received three stars this year.

The new aadl.org website is set to launch January 2nd. Fact sheets are being provided to the public regarding the roll out. The Library will be closing December 30th through January 1st.

The 4th floor meeting room remodel was shown and is almost complete.

A summary of public comments and library programs were viewed.

17-198 XII. OLD BUSINESS

17-146 A. BRIDGEPORT CONSULTING, LLC

Sarah Raful Whinston

Ms. Whinston reviewed with the Board the document created by Bridgeport updating the Library Director’s performance evaluation process. The document also provided an updated job description which does not require an MLS.

16-154 B. AADL STRATEGIC PLAN GOAL 3.3: REIMAGINE THE ANN ARBOR DISTRICT LIBRARY’S DOWNTOWN PRESENCE

(Item of discussion)

The Board reviewed draft survey questions. Concerns were expressed regarding questions 20, 20a and 20b. The Board also raised questions and discussed gender options on the survey. President Vander Broek and Director Parker will share these questions and concerns with EPIC-MRA.

16-154 C. AADL STRATEGIC PLAN GOAL 4.3: IMPLEMENT THE NEW WEB PRESENCE - UPDATE

Eli Neiburger, Deputy Director

Deputy Director Neiburger updated the Board on the progress of the new website. A beta launch of the new website can be found at new.aadl.org for the general public to view, but content is not loaded. In preparation for the January 2nd launch, holds are no longer being filled though they can be placed through the 29th. As of the 26th no new library cards will be created until the new website is up and running. A special newsletter will notify patrons of the upgrade along with social media posts.

17-199 XIII. NEW BUSINESS

17-200 A. AUDITOR’S REPORT

Tracey Kasparek, Rehmann

Director Parker introduced Tracey Kasparek from Rehmann.

Ms. Kasparek reviewed the 2016-2017 audit report with the Board. She reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/17. No material audit adjustments were needed. It was noted that GASB 75 takes effect in 2018 and will require notation of retiree health care benefits be added as a liability. An unmodified opinion of the financial statements was given.

17-201 B. RESOLUTION TO ACCEPT THE 2016-2017 FINANCIAL AUDIT

(Item of action)

Treasurer Leija, supported by Trustee Sherman, moved the Board resolves to accept the 2016-2017 financial audit prepared by Rehmann; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES:    Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 7-0.

17-202 C. DISCUSSION OF 2018 AADL BOARD MEETING CALENDAR

Treasurer Leija proposed moving February through April meeting dates from Monday’s to Tuesday’s. Trustee Surovell expressed his opinion that they remain on Monday’s. Trustee Sherman inquired about Thursday’s. Director Parker noted that room availability would have to be taken into consideration on moving the dates and Administration would need to check the calendar.

17-203 D. RESOLUTION OF THANKS TO DEBBIE GALLAGHER UPON HER RETIREMENT

(Item of action) 

Trustee Green, supported by Treasurer Leija, moved the Board resolves that it would like to officially thank Debbie Gallagher for her service as an employee from December 2, 1996 to December 15, 2017 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES:    Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 7-0.

17-204 E. RESOLUTION OF THANKS TO RACHEL YANIKOGLU UPON HER RETIREMENT

(Item of action)

President Vander Broek, supported by Treasurer Leija, moved the Board resolves that it would like to officially thank Rachel Yanikoglu for her service as an employee from April 7, 1986 to December 15, 2017 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

AYES:    Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 7-0. 

17-205 F. VOTE FOR CLOSED SESSION AT THE JANUARY 16, 2018 ANNUAL BOARD MEETING FOR DISCUSSION OF REAL ESTATE

(Item of action)

Roll call vote

Treasurer Leija, supported by Trustee Sherman, moved for a closed session at the January 16, 2018 annual board meeting for discussion of real estate.

A roll call vote was taken.

AYES:    Green, Leija, Barney Newman, Sherman, Song, Surovell, Vander Broek

NAYS:    None

Motion passed 7-0.

17-206  XIV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

17-207 XV. ADJOURNMENT    

President Vander Broek adjourned the meeting at 8:55 p.m.