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May 22, 2017 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 22, 2017

17-079 I. CALL TO ORDER

President Vander Broek called the meeting to order 6:18 p.m.

17-080 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, Karen Wilson (recorder)

17-081 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION

17-082 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2017-2018 AT 7:00PM

President Vander Broek reconvened to the Public Hearing on the 2017-2018 Budget at 7:02 p.m.

17-083 V. CALL FOR PUBLIC COMMENT ON THE 2017-2018 BUDGET

President Vander Broek called for public comment on the budget. There was no public comment. President Vander Broek closed the Public Hearing on the 2017-2018 Budget.

17-084 VI. RECONVENE REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2017-2018 BUDGET

President Vander Broek reconvened to the regular meeting at 7:03 p.m.

17-085 VII. APPROVAL OF AGENDA
(Item of action)

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

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

Motion passed 7-0.

17-086 VIII. CONSENT AGENDA
(Item of action)

CA-1 Approval of Minutes of April 17, 2017

CA-2 Approval of April 2017 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.

17-087 IX. CITIZENS’ COMMENTS

Dan Bilich

Same subject basically as the last time I was here. I was here the night of the City Council meeting when the vote was taken on the building next door and the City Council’s approval of a seventeen story building next door has change the circumstances for the Ann Arbor District Library’s downtown presence. It’s a brave new world. So I have a bunch of questions and I’m going to read some of this stuff off. Some of the things that pop into my mind if just sat down for a half hour and scribbled things down. What are the district library’s plans for participating in any upcoming public meetings concerning the Library Lot site plan? What does the Library Board intend to advocate for in specific plans there? What parts of the Ann Arbor District Library downtown presence can best be physically located in the proposed Library Lot building on those first couple floors there in the public areas. What are the Library’s plans for the radio/TV station included in the new downtown library? It seems like the library in the 21st century would have such things. Will the antenna be on top of the new building, what kind of FCC licenses does the Library need to get in order to be a library? It’s time we had these communication abilities. Will AADL soon start having vision meetings for the new downtown library site? I think this stuff is going to be, if it is different, now that this proposal has happened its possible for us all to have an informed view, at least a moral formed view. Will the new theater, council chamber, concert auditorium best be sited in the Library Lot building or in the new library that’s built on this site? Because the building next door will be privately managed will their rules for dealing with public access and disruptive behavior from the public be different from the public library’s and how does that impact on planning. So anyhow, that’s just off the top of my head. I am passionately interested in this. I think it is very important. I am involved in the arts, I’m an AAATA driver for fifteen years, I know this block. I worked at the Sun Bakery when it was there. I worked at Herb’s when Herb’s was there. I’ve spent a lot of my life on this block. And what happens here is essential to Ann Arbor and the Library is a huge part of what happens here. There are things that cannot happen in the private sector because of real estate prices. I’m involved in theater, they have people try and find a place like Performance Network. I said this last time I spoke to you, the real estate prices are prohibited. There are things that the library can provide that cannot be provided otherwise at this time. And this is now, you know, time to start envisioning it. That’s all I have to say, if anybody has anything to say to me I’m here. Thank you very much. My Monday’s are very busy and I’m going to have to leave in a couple of minutes. Thank you all very much for listening.

17-088 X. FINANCIAL REPORTS

Director Parker introduced Bill Cooper, Finance Manager.

Finance Manager Cooper presented the April 2017 financials in the Board Packet. He noted that several line items are currently over budget, but overall spending is under budget year to date.

17-089 XI. COMMITTEE REPORTS

17-090 A. BUDGET AND FINANCE COMMITTEE

Treasurer Leija reported that the Budget and Finance Committee met on May 2nd. The committee was introduced to Finance Manager Bill Cooper at that time. The committee reviewed the revised proposed 2017-2018 budget documents and has brought those documents forward further in the agenda.

Trustee Barney Newman inquired why the Friends Fund showed a negative balance. Director Parker stated that no monies have been received this fiscal year yet from the Friends. Trustee Barney Newman inquired regarding receipt of funds from the Ladies Library Association. Director Parker stated that $8,000 was recently received.

17-091 B. DIRECTOR’S EVALUATION COMMITTEE

President Vander Broek reported the committee met and completed Director Parker’s evaluation which is listed later in the agenda. The committee is still working to create a new process for future evaluations.

17-092 XII. DIRECTOR’S REPORT
Josie B. Parker, Director

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

Upcoming events at AADL include the MLA Executive Summit on June 2nd, Midlands Northlands Conference happening June 6th through June 8th, The Mini Maker Faire on June 3rd and the Ann Arbor Comic Arts Festival on June 17th and June 18th.

Director Parker reviewed with the Board activity updates to the 2016-2019 Strategic Plan. These updates will be posted to the Strategic Plan on the website.

Director Parker thanked the staff who worked on creating the Strategic Plan update document.

17-093 XIII. OLD BUSINESS

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

Facilities Manger Lemorie reported that work at Traverwood is progressing well and is on time. The concrete wall has been poured and all storm sewers have been cleaned. There has been limited disruption to accessing the parking lot.

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

Facilities Manger Lemorie reported that the electrical and plumbing is complete. Next on the project list is tiling and installation of fixtures. The dust wall around the project is slated to be removed on June 1st with the restrooms opening on June 2nd.

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

Deputy Director Neiburger presented a case study responding to questions raised at the last Board meeting regarding recording AADL Board meetings. Updating the 4th floor Board meeting room with audio-visual equipment would be cost prohibitive. The Downtown Library Multipurpose Room is the only location in the system that has equipment that can produce a quality product.

The Board discussed the various options presented. Consensus of the Board was to record the July Board meeting in the Multipurpose Room and revisit the outcome at the August Board meeting.

Treasurer Leija, supported by Trustee Green, moved the Board resolves:

1) That Ann Arbor District Library will produce a live Internet video stream of each monthly public meeting of the Ann Arbor District Library Board of Trustees.

2) That archived recordings of each live stream will be available for on-demand viewing on aadl.org.

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

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

Motion passed 6-1.

Trustee Sherman inquired about the launch date of the new website. Deputy Director Neiburger stated the launch date has been moved to January of 2018 due to a longer timeline required for MeLCat than previously anticipated.

17-094 XIV. NEW BUSINESS

17-095 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2017-2018
(Item of action)

Director Parker noted that information received from the County required the millage rate to be adjusted to 1.8913 mills to account for Headlee.

Vice President Song, supported by Treasurer Leija, moved the Board resolves:

1.) The Board approves and adopts the budget for the fiscal year ending June 30, 2018, as presented.

2.) 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.

17-096 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)

Treasurer Leija, supported by Trustee Sherman, moved the Board resolves:

1.) That as to the 2017-2018 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.8913 mills.

2.) That the foregoing amounts are levied by the Ann Arbor District Library and the Secretary of the Board of Trustees is authorized and directed to report the same as the Library tax levy to the proper assessing officer(s) of the appropriate agencies and the Secretary may provide copies of this resolution when requested by any appropriate agency.

3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2017, except as subsequently altered or amended by appropriate certification.

4.) That a certified copy of this Resolution may be issued as though the original with the certification provided.

5.) 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.

17-097 C. RESOLUTION TO ADOPT THE 2017-2018 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)

Trustee Sherman, supported by Trustee Barney Newman, moved the Board resolves:

WHEREAS, on an annual basis the Board adopts an Operating Budget for the Library and;

WHEREAS, the Michigan Department of Treasury’s Uniform Accounting Procedures Manual includes the following requirements for approval of disbursements:

All disbursements must be approved by the legislative body prior to disbursement unless addressed otherwise in the charter. The legislative body may establish a formal policy to authorize payments prior to approval to avoid finance or late charges and to pay appropriated amounts and payroll (including related payroll taxes and withholdings). This policy must be very limited and a list of payments made prior to approval must be presented to the legislative body for approval.

NOW, THEREFORE, BE IT RESOLVED THAT:

1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2017-2018 the total amount of $16,309,168 for the expenditure categories set forth in the budget.

2.) Disbursements for Payroll and Related Payroll Taxes and Withholdings. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, the Director of the Library, the Finance Manager of the Library or Senior Human Resources Specialist of the Library (each as “Authorized Officer”) are hereby authorized to provide for the disbursement of Library funds for payroll (including related payroll taxes and withholdings) provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

3.) Disbursements for Recurring Expenses that are necessary to Avoid Finance of Late Charges. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for payments that are for recurring expenses and are necessary to avoid finance or late charges, such as payments for utilities, equipment leases and similar expenses, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

4.) Disbursements for Appropriated Amounts. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for expenditures that have been previously appropriated by the Board pursuant to Paragraph No. 1 of this Resolution, provided such disbursements are within the budgeted amounts set forth in the Approved Budget.

5.) Presentation of Disbursements to the Library Board. All disbursements made pursuant to the authority of this Resolution must be presented to the Library Board for approval at a subsequent Board meeting.

6.) Limitation of Disbursements to $28,000. Notwithstanding any provision to the contrary in this Resolution, no Authorized Officer shall be allowed to approve any single expenditure in excess of $28,000 unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board.

7.) Requirement for Dual Signatures. Nothing in this Resolution shall be construed as modifying the current Library Board policy that requires two authorized signatures on all checks, excluding payroll checks, in the amount of $2,500 or more.

8.) Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.

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

Motion passed 7-0.

17-098 D. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)

Trustee Barney Newman, supported by Trustee Sherman, moved the Board resolves:

1.) That the President of the Board of Trustees of Ann Arbor District Library be authorized to sign a one year extension of the space use agreement along with the President of the Board of the Friends of the Ann Arbor District Library.

2.) 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.

17-099 E. RESOLUTION TO AWARD CONTRACT FOR HVAC EQUIPMENT MAINTENANCE AND REPAIR FOR THREE YEARS
(Item of action)
Len Lemorie, Facilities Manager

Trustee Green, supported by Vice President Song, moved the Board resolves:

1.) That the contract for HVAC equipment maintenance and repair be awarded to Shambaugh & Son L.P. for three years beginning July 1, 2017 for the bid amount of $296,340.00.

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

Facilities Manger Lemorie reported that an RFP was issued for this service. Four responses were received. Although Shambaugh & Son was not the lowest bidder they have done exceptional work for the Library including providing services outside of their contract.

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

Motion passed 7-0.

17-100 F. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

President Vander Broek read the following letter:

Dear Josie,

Congratulations on another successful year highlighted by the on time opening of the wildly popular Westgate Branch in the mall. The response from the community has been overwhelmingly positive and the Board hears frequent raves about the branch. You wisely used the opportunity to experiment and the closing of the old branch for construction and re-opening all went seamlessly.

You also successfully completed the process of separation from the Ann Arbor Schools over the summer. A long process that took patience, persistence and an eye for the future.

In looking over the categories of your performance it’s clear that you continue to achieve at a high level and are well regarded in the community and in your field.

At the Board we are grateful for your skill in identifying new opportunities and advocating on behalf of the Library in diverse situations.

The Board continues to look for ways to effectively communicate and collaborate with you and your staff. We appreciate the effort that you have put into the monthly director’s report at our meetings.

The November election brought a major change to the Board’s composition. This new Board is really looking forward to all that we can accomplish together this next year.

Sincerely the Ann Arbor District Library Board.

Director Parker thanked the Board and acknowledged staff in making the past year’s achievements possible.

17-101 XV. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

17-102 XVI. ADJOURNMENT

President Vander Broek adjourned the meeting at 8:47 p.m.