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September 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, SEPTEMBER 18, 2017

17-136 I. CALL TO ORDER

President Vander Broek called the meeting to order at 7:00 p.m.

17-137 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)

17-138 III. 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.

17-139 IV. CONSENT AGENDA
(Item of action)

CA-1 Approval of Minutes of July 17, 2017

CA-2 Approval of July and August 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.

17-140 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

17-141 VI. FINANCIAL REPORTS
Bill Cooper, Finance Manager

Finance Manager Cooper presented the July & August 2017 financials in the Board Packet. He noted July total expenses were $371,493 under budget. July line items over budget included Building Rental and Grant and Memorial Expenses. August total expenses were $249,584 under budget. August line items over budget included Salaries and Wages, Employee Benefits, Employment Taxes, Custodial Services, Software Licenses/Maintenance, Building Rental and Grant and Memorial Expenses.

17-142 VII. DIRECTOR’S REPORT
Josie B. Parker, Director

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

MeLCat services interruption begins on October 2nd; holds for materials via the system will not be accepted from that date forward. Traditional inter-library loan options will be available to patrons.

Summer game participation increased in the following areas: online activity - 16.8%; total badges earned - 10.2%; Josie’s Walker badge - 45%; Super Summer Reader badge - 20%; and a 153% increase in the Track the Ride badge.

Actions taken in regards to Strategic Plan Goal 3.3 included contracting with O’Neal Construction for a physical assessment of the Downtown Library building; arranging for Paul Stauder of PFM Financial Advisors to present this evening. Goal 4.1 is proceeding with engaging EPIC-MRA for a February 2018 survey.

The Huron Valley chapter of the American Institute of Architects has recognized Hobbs+Black Architects of Ann Arbor for their work on Westgate Branch with the 2018 Honor Award for Interior Architecture.

Public comments and tweets were viewed.

At the Downtown Library 400 pairs of glasses were distributed to the public for viewing the recent solar eclipse. The summer game finale party had attendance of 600.

17-143 VIII. OLD BUSINESS

16-154 A. AADL STRATEGIC PLAN GOAL 3.3: REIMAGINE THE ANN ARBOR DISTRICT LIBRARY’S DOWNTOWN PRESENCE
(Item of discussion)

President Vander Broek noted that the Executive Committee had met two times discussing the process for the EPIC-MRA survey. The committee will draft questions for the survey and bring them to the Board for review. Treasurer Leija noted that the questions will focus on the downtown library. The Board requested a walk through at their next meeting of the 2016 EPIC-MRA survey.

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

Facilities Manger Lemorie reported the Traverwood project is complete. Hardy vegetation has be planted that will require minimal care.

16-154 C. AADL STRATEGIC PLAN GOAL 4.3: IMPLEMENT THE NEW WEB PRESENCE - UPDATE
Eli Neiburger, Deputy Director

Deputy Director Neiburger presented the timeline for the new website.
• 10/2/17 - new MeLCat patron requests will be frozen; requests received from other libraries will also be frozen.
• 12/1/17 - acquisitions input will stop. New titles will be added to the new system only.
• 12/15/17 - request fulfilment freeze is instituted (hold requests will not be filled).
• 12/29/17 - requests for AADL materials will no longer be accepted.
• 12/30/17 through 1/1/18 - scheduled for closure and cutover to the new system/website.
• 1/2/18 - the new system will be opened for requests.
• 1/8/18 - begin filling requests and resuming acquisitions input. Due dates are resumed. From 12/15/17 to 1/8/18 due dates are frozen.
• Spring 2018 – MeLCat activity resumes.
• Testing of interface, public usability and hardware performance will be done from October through the end of December 2017.

New features of the system will allow patrons to freeze their requests and customize their alerts and notices; a seven day hold for pickup of requests; more bookable rooms and tools for specific dates; improvement of events listings and reviews; new music archive; search integration. A draft fines policy addressing overdue fines for the tool collection will be brought to the Board in October for review.

17-144 IX. NEW BUSINESS

17-145 A. PFM FINANCIAL ADVISORS LLC PRESENTATION
Paul Stauder

Director Parker introduced Paul Stauder of PFM Financial Advisors.

Mr. Stauder reviewed a variety of financing options available to the Board should they decide to proceed with a downtown library project.

17-146 B. BRIDGEPORT CONSULTING, LLC
Sarah Raful Whinston

President Vander Broek introduced Sarah Whinston from Bridgeport Consulting.

Ms. Whinston reviewed her credentials. She reviewed the desired outcomes of this project including discerning the Director’s role and responsibilities, creating a meaningful platform for communication with the Library Board and creation of a job description. She is currently working on benchmarking and will bring back to the Board a design process for further discussion.

17-147 C. RESOLUTION TO AWARD CONTRACT FOR JANITORIAL SERVICE FOR THREE YEARS
(Item of action)

Treasurer Leija, supported by Vice President Song, moved the Board resolves that the contract for janitorial services be awarded to RNA for the next three years, 2017-2020, for the bid amount of $684,034.99; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

Facilities Manager Lemorie reported that the recently hired janitorial service has been terminated for failure to perform in accordance with their contract. Attempts were made to rectify the situation but were unsuccessful.

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

Motion passed 7-0.

17-148 D. RESOLUTION OF THANKS TO KEN RAYNOR UPON HIS RETIREMENT
(Item of action)

President Vander Broek, supported by Treasurer Leija, moved the Board resolves that it would like to officially thank Ken Raynor for his service as an employee from August 26, 2003 to September 30, 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.

17-149 X. CITIZENS’ COMMENTS

There were no additional citizens’ comments.

17-150 XI. ADJOURNMENT

President Vander Broek adjourned the meeting at 8:49 p.m.