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January 17, 2017 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
TUESDAY, JANUARY 17, 2017

17-001 I. CALL TO ORDER

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

17-002 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, Karen Wilson (recorder)

17-003 III. ADMINISTRATION OF OATH OF MEMBERS
The Honorable Karen Valvo, Presiding

Judge Valvo administered the oath of office to the following trustees: Victoria Green, Colleen Sherman, Linh Song, Jamie Vander Broek

“I, (state name), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

Director Parker thanked Judge Valvo on behalf of the Board and staff for attending tonight’s meeting and administering the oath of office to newly elected/re-elected board members.

17-004 IV. PRESIDENT’S REMARKS

President Barney Newman briefly remarked on her tenure as president and stated she was pleased to hand over the leadership of the Board to new members. Director Parker presented President Barney Newman with a bouquet of flowers on behalf of library staff for her service as Board President.

17-005 V. ELECT LIBRARY BOARD OFFICERS

1. PRESIDENT
(Item of action)
Roll call vote

Trustee Leija, supported by Trustee Sherman, nominated Jamie Vander Broek for Board President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

2. VICE PRESIDENT
(Item of action)
Roll call vote

Trustee Green, supported by Trustee Leija, nominated Linh Song for Board Vice President. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

3. TREASURER
(Item of action)
Roll call vote

Trustee Sherman, supported by Trustee Vander Broek, nominated Jim Leija for Board Treasurer. No other nominations were made.

A roll call vote was taken.

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

Motion passed 7-0.

4. SECRETARY
(Item of action)
Roll call vote

Trustee Leija nominated Trustee Sherman for Board Secretary. The nomination failed due to lack of support.

Trustee Vander Broek, supported by Trustee Barney Newman, nominated Ed Surovell for Board Secretary.

A roll call vote was taken.

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

Motion passed 6-1.

17-006 VI. INSTALLATION OF OFFICERS

Trustee Barney Newman administered the oath installing Board officers for 2017: Trustee Vander Broek as President, Trustee Song as Vice President, Trustee Leija as Treasurer and Trustee Surovell as Secretary.

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”

17-007 VII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS

President Barney Newman relinquished control to the new officers. President Vander Broek presided over the remainder of the meeting.

17-008 VIII. APPROVAL OF AGENDA
(Item of action)

Trustee Barney Newman, supported by Secretary Surovell, moved to approve the agenda.

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

Motion passed 7-0.

17-009 IX. CONSENT AGENDA
(Item of action)

CA-1 Approval of Minutes of December 12, 2016

CA-2 Approval of December Disbursements

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

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

Motion passed 7-0.

17-010 X. CITIZENS’ COMMENTS

Jim Rees

Good evening, I live in Ann Arbor over by Slauson and I have been using this library since 1960. I have always liked coming here. First of all welcome to the new board members. It turns out that I know most of you. It’s really good to see you here because I know all of you will do your best to do what you think is best for the library. Even unlikely that we should ever disagree on some issue you do what you think is best. That’s all I ask. The only thing that I wanted to say is that I voted against the new building a few years ago and I wanted to tell you why because the next time when you come for me for money, I really want to give it to you. To do great things for this building. The only reason is we were told we needed a new building because this one was old and it made no sense to me because it’s only sixty years old and that’s not old, my house is eighty years old. And it’s not falling down. And then I was told well it needs all this maintenance work, so what, my roof springs a leak, I put a new roof on. So don’t come to me and say the building is old and falling down. Come to me and say you know, it needs these amenities and we can’t put them in this building because of this reason. I know some of that come later in the campaign. But by then it was kind of too late. The other thing was that I was unhappy that we would not have a downtown branch for two years, but I don’t know if there is much to do about that. That’s all I have to say, keep up the good work.

17-011 XI. FINANCIAL REPORTS

Director Parker reviewed the November Financial Report. She noted that the December Financial Report will be presented next month. Several adjustments have been made placing expenditures in the correct line item. Treasurer Leija inquired about grants and memorials. Director Parker noted AADL was the recipient of a large anonymous donation to be used for the digitization project.

17-012 XII. 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:

Governor Snyder has signed into law changes to Tax Increment Financing giving libraries around the state the ability to opt-out of Downtown Development Authorities within certain parameters. There is currently no opportunity for AADL to opt out at this time.

Director Parker was interviewed on MTV “The Stakes”. She and Deputy Director Neiburger were interviewed by Metro Detroit Living regarding Pulp.

The Downtown Library restroom rehabilitation project will be extremely disruptive, closing two of the four public restrooms in the building.

Online registration for booking rooms at the Westgate Branch Library has been launched and has been positively received.

The Raspberry Pi Foundation has selected AADL to host two summer workshops for forty teachers each and they will be held in the Secret Lab.

The Pittsfield Branch Library will be re-carpeted this spring with Board approval later in the agenda.

The second floor assistive technology lab will be moved to another second floor location providing for relocation of security staff to that space to better monitor the second floor area.

The AADL Outreach and Neighborhood Services Department continues to work with disability advocacy groups in our area on how to best approach providing public assistive technology services.
AADL is working with AAPS on a project to provide virtual library cards to Pathway high school students at the start of the 2017/2018 school year.

A summary of public comments and tweets was presented.

17-013 XIII. OLD BUSINESS

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

Facilities Manager Lemorie informed the Board that bids were opened on January 6th. There were eight bid categories to compile and contract results will be given to the Board in February. The project should take less than sixty days with a one to three week period that closes off the entrance to the garage. Construction should begin in mid to late April depending on the weather. Expenses should come in well within the budget.

17-014 XIV. NEW BUSINESS

17-015 A. APPROVAL OF BOARD MEETING DATES FOR 2017
(Item of discussion & action)

Treasurer Leija, supported by Vice President Song, moved to approve the 2017 Board meeting dates as presented.

The Board discussed meeting at branch locations and the possibility of a retreat in May. Westgate Branch availability will be checked.

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

Motion passed 7-0.

17-016 B. APPROVAL OF BOARD BUDGET & FINANCE COMMITTEE APPOINTMENTS
(Item of discussion & action)

President Vander Broek presented to the Board her appointments to the Budget and Finance Committee as follows: Treasurer Leija as chair, Trustee Green and Trustee Sherman.

Trustee Barney Newman, supported by Vice President Song, moved to approve the Budget and Finance Committee appointments as presented by President Vander Broek.

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

Motion passed 7-0.

17-017 C. RESOLUTION RATIFYING BANKING AGREEMENTS WITH AUTHORIZED FINANCIAL INSTITUTIONS
(Item of discussion & action)

Secretary Surovell, supported by Trustee Sherman, moved to approve the resolution ratifying banking agreements with authorized financial institutions as presented.

The Board discussed the change of signatories removing the CFO and adding the Board Treasurer. Checks of $2,500 or higher require two signatures.

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

Motion passed 6-1-0.

Treasurer Leija noted that he abstained from the vote as the resolution gave him the authority to sign checks.

17-018 D. RESOLUTION AUTHORIZING THE DIRECTOR TO CONTINUE THE CONTRACT WITH MANER COSTERISAN FOR FINANCIAL SERVICES
(Item of discussion & action)

Trustee Barney Newman, supported by Vice President Song, moved to authorize the Director to extend contracted financial services with Maner Costerisan until a Financial Officer has been hired; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Director Parker stated that we are currently contracting for an interim CFO from Maner Costerisan for three days a week and an accounts payable person for one day a week. This staffing is needed until these positions are posted and filled.

Treasurer Leija, supported by Secretary Surovell, moved to amend the motion to extend the contract until a Financial Officer has been hired or through June 30, 2017.

The amendment was voted on as follows:

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

Motion passed 7-0.

The amended motion was voted on.

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

Motion passed 7-0.

17- 019 E. RESOLUTION FOR DOWNTOWN LIBRARY RESTROOM REHABILITATION CONSTRUCTION PROJECT
(Item of discussion & action)
Len Lemorie, Facilities Manager

Trustee Barney Newman, supported by Vice President Song, moved to approve the construction budget of $209,713.00 provided by O’Neal Construction Inc. for the Downtown Library restroom rehabilitation construction project; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Facilities Manager Lemorie noted that the restrooms will be barrier free and both will contain baby changing stations. The estimated construction timeline is forty-five days.

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

Motion passed 7-0.

17-020 F. RESOLUTION TO AWARD CONTRACT TO RE-CARPET THE PITTSFIELD BRANCH LIBRARY
(Item of discussion & action)
Len Lemorie, Facilities Manager

Trustee Barney Newman, supported by Treasurer Leija, moved to award the contract for re-carpeting the Pittsfield Branch Library to Library Design Associates, Inc. for the amount of $51,800.00; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Facilities Manager Lemorie stated that re-carpeting is part of the ongoing process of the maintenance plan. The branch will be closed for approximately six days.

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

Motion passed 7-0.

17-021 G. DIRECTOR’S EVALUATION PROCESS
(Item of discussion)

President Vander Broek charged the Executive Committee consisting of herself, Vice President Song and Treasurer Leija to review the Director’s evaluation process and bring back to the Board several options for further discussion.

17-022 H. PUBLIC LIBRARY IS OPEN TO ALL DISCUSSION
(Item of discussion)

President Vander Broek stated this topic was an effort to affirm that the Library was a place for all.

Director Parker stated that the public library in Ann Arbor has been, is and will always be open to all without judgement. The governing board supports this stand through the policies it approves. Flexibility, freedom and generosity are practiced by the staff.

17-023 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

17-024 XVI. ADJOURNMENT

President Vander Broek adjourned the meeting at 9:06 p.m.