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February 20, 2017 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, FEBRUARY 20, 2017

17-025 I. CALL TO ORDER

President Vander Broek called the meeting to order 7:03 p.m.

17-026 II. ATTENDANCE

Board Present: Victoria Green, Jim Leija, Jan Barney Newman, Colleen Sherman, Ed Surovell, Jamie Vander Broek
Board Absent: Linh Song
Staff: Josie Parker, Karen Wilson (recorder)

17-027 III. APPROVAL OF AGENDA
(Item of action)

Treasurer Leija, supported by Trustee Green, moved to table items C. Update on New Website and D. Update on Email Marketing Efforts under Old Business until the next Board meeting.

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

Motion passed 6-0.

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

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

Motion passed 6-0.

17-028 IV. CONSENT AGENDA
(Item of action)

CA-1 Approval of Minutes of January 17, 2017

CA-2 Approval of January 2017 Disbursements

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

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

Motion passed 6-0.

17-029 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

17-030 VI. FINANCIAL REPORTS

Cindy Richmond presented the December 2016 and January 2017 financials in the Board Packet. Ms. Richmond stated the financials are up to date and accurate as presented.

17-031 VII. COMMITTEE REPORTS

17-032 A. BUDGET AND FINANCE COMMITTEE

Treasurer Leija noted that the Budget and Finance Committee had held two meetings since the last Board meeting. At the first meeting the committee reviewed the budget preparation process and discussed the finance manager position.

Treasurer Leija was absent from the second meeting due to illness.

Trustee Sherman reported that the committee reviewed Westgate Branch operational costs at the second meeting.

Director Parker noted that Len Lemorie, Facilities Manager, will be providing the committee with a seven year expenditure estimate for maintenance for all locations.

17-033 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director

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

The Rotary Club exhibit will be in the lower level of the Downtown Library to the end of February.

A2 Modern has referenced AADL’s Old News on their website.

The Malletts Creek Branch Library will be hosting the African American Cultural and Historical Museum of Washtenaw County’s Living History Exhibit this March.

Director Parker stated she reported in her written report that the 2015/2016 Annual Report was distributed; however, the report has not been released due to staff illness.

The Glassblock web newsletter features an article on the Carnegie Library of Pittsburgh’s new music tools collection which credits the AADL.

AADL continues to work with the 4th Wall providing improvisational theater for youth and young adults with disabilities.

AADL has been hosting 2nd grade round-ups. Buses bringing in students to the Westgate Branch and the Downtown Library are funded by the Friends of the Ann Arbor District Library. Secretary Surovell recommended that other resources be considered in lieu of FAADL monies to support this program.

17-034 IX. OLD BUSINESS

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

Facilities Manager Lemorie reported that a pre-construction meeting was held with the earthworks and landscaping contractor. A tentative construction start date of April 17th has been set contingent on the frost laws being lifted.

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

Facilities Manager Lemorie reported construction is anticipated to begin on this project in early March. We are waiting on the permits for the plumbing and mechanical. The project time line is six to eight weeks.

17-035 X. NEW BUSINESS

17-036 A. VOTE FOR CLOSED SESSION AT THE MARCH 20, 2017 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote

President Vander Broek stated that the Executive Committee met but did not resolve the issue of a new process for the Director’s evaluation and will therefore use the existing process. Director Parker will submit a self-evaluation document to the Executive Committee for review before being brought forward to the Board. Director Parker has given her permission for her evaluation to be held in a closed session.

Treasurer Leija, supported by Trustee Sherman, moved to hold a closed session at the March 20, 2017 regular meeting for the Director’s evaluation.

A roll call vote was taken.

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

Motion passed 6-0.

President Vander Broek stated that she would like to hold a retreat in late April or early May. She will be asking Kerry Sheldon who led last year’s retreat to act as a facilitator.

Director Parker recommended Board members read the New York Times Sunday, February 19th opinion “An Elegy for the Library” regarding the author’s public library experience in India.

17-037 XI. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

17-038 XII. ADJOURNMENT

President Vander Broek adjourned the meeting at 7:50 p.m.