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February 19, 2018 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD

343 S. FIFTH AVENUE, ANN ARBOR, MI

MINUTES OF THE REGULAR MEETING

MONDAY, FEBRUARY 19, 2018

 

18-023 I. CALL TO ORDER

Vice President Song called the meeting to order at 7:13 p.m.

18-024 II. ATTENDANCE

Board Present:  Victoria Green, Colleen Sherman, Linh Song, Ed Surovell

Board Absent:   Jim Leija, Jan Barney Newman, Jamie Vander Broek

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

18-025 III. APPROVAL OF AGENDA

(Item of action)

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

AYES:    Green, Sherman, Song, Surovell

NAYS:    None

Motion passed 4-0.

18-026 IV. CONSENT AGENDA

(Item of action)

CA-1 Approval of Minutes of January 16, 2018

CA-2 Approval of January 2018 Disbursements

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

It was noted that revised minutes were distributed this evening which included Trustee Barney Newman’s nomination statement.

AYES:    Green, Sherman, Song, Surovell

NAYS:    None 

Motion passed 4-0.

18-027 V. CITIZENS’ COMMENTS

There were no citizens’ comments.

18-028 VI. FINANCIAL REPORTS

Bill Cooper, Finance Manager 

Finance Manager Cooper presented the January 2018 financials in the Board Packet. He noted that $15,164,993 in property taxes, 97.2% of the budgeted amount, has been received year-to-date. Currently year-to-date expenditures are under budget by $1,180,893. Over budget line items include Employee Benefits, Software Licenses/Maintenance, Grants/Memorials and Capital Outlay/Maintenance.

Secretary Surovell requested clarification on budget expenditures of over versus under spending and why tax receipts have been underestimated.

Director Parker responded that the budgeted tax receipts are based on figures provided by the County.  

Trustee Green addressed the question on reporting. She stated that the Budget & Finance Committee had the discussion regarding financial reporting at their last meeting. Beginning with the next budget cycle reporting will show where we are in the moment of time for reporting versus the 1/12th basis of reporting that is currently being used.

18-029 VII. COMMITTEE REPORTS

18-030 A. EXECUTIVE COMMITTEE

Vice President Song reported the Executive Committee met with Fran Alexander of Bridgeport in preparation for the May 23rd Board retreat. Board members were asked to consider and voice their expectations for the retreat.  

18-031 B. BUDGET & FINANCE COMMITTEE 

Trustee Green reported that in addition to the budget process outlined in the Financial Report, the committee discussed the financial model of Fifth Avenue Press. Trustee Green asked Director Parker to elaborate on her discussion with legal counsel.  

Director Parker reported on her discussion with Dykema attorney Mark Malvern. He is responsible for creating the digital license that we use. She reported that Mr. Malvern stated that our use of the license is aligned with our mission. AADL is not a publisher and that in-kind services are provided for a digital license to a final product. AADL does not have the resources to enter into the publishing field.  

Secretary Surovell stated his dissatisfaction with Director Parker’s report as a second hand presentation and requested that the attorney present directly to the Board. Vice President Song stated a presentation could be arranged for the next Board meeting. Secretary Surovell stated that he would not be at the March Board meeting and requested a presentation at another date.  

18-032 VIII. DIRECTOR’S REPORT

Josie B. Parker, Director 

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

Westgate Branch Library was featured in the February 2018 CAM Magazine. 

Website page views have spiked with the new website and are holding above previous page views.  

Director Parker and Peter Morville participated in a Responsive Web Design podcast that featured the AADL website. The podcast will be released on March 5th.  

February 1st saw the launch of our annual Blind Date With a Book program. Materials for youth followed the same format and are known as Surprise Books. The program was featured in an Ann Arbor News article.  

EPIC-MRA has completed the survey field work and will present at the March Board meeting.

The Ann Arbor News is collaborating with our archive staff in the creation of a series of Ann Arbor stories. Previewed was an article on the story of Ann Arbor marbles legend Marcellus Scott and the 1936 Ann Arbor Daily News Marbles Tournament 

Patron photos and a summary of public and staff comments were viewed.

On March 8th, AADL will be hosting Civic Life in Ann Arbor part of the City of Ann Arbor’s 2018 Sustainable Ann Arbor Forum Series. Vice President Song will be a panel member participating in this discussion.  

Secretary Surovell inquired whether a marbles contest was still held in Ann Arbor and stated the Library should have one.  

Director Parker noted that the Library does not host a marble tournament, but does sponsor home schoolers for geography. Also going on right now are the It’s All Write and Write On writing contests.  

Earlier this month over 800 people attended the Washtenaw Reads author event held at Rackham Auditorium.  

18-033 IX. OLD BUSINESS 

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

Len Lemorie, Facilities Manager  

Facilities Manager Lemorie reviewed with the Board recent work done at the Downtown Branch Library: 

  • The fourth floor meeting room was remodeled with new carpeting, lighting fixtures, electrical and data feeds. The fixed furniture was removed to allow for more flexible event and programming arrangements.
  • The fourth floor atrium area is being worked on now and will be painted and re-carpeted.
  • The lower level was re-carpeted and new audio-visual components were installed.
  • Security offices have been moved to the second floor and the computers in that area will be reconfigured soon.
  • Roof flashing has been replaced between the second and third floors.
  • Work has been done on the boilers.
  • The electronic door locks have been replaced.
  • A new 30 kilowatt generator has been installed to operate the network, server cooling room and emergency lights in the event of a power failure.

Trustee Sherman inquired whether issues with the bathroom upgrade have been resolved.  

Facilities Manager Lemorie stated the biggest issue is with the sewer line and piping issues have been looked at. The main issue is with capacity load and problems can still arise with large events.  

Power issues at the branch libraries are also being addressed.  

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

Eli Neiburger, Deputy Director

Deputy Director Neiburger stated work continues on the website. Robotic phone calls started last week replacing postal notices. Work also continues on calendar feeds and site search capabilities. The process has begun to get MeLCat services back online.  

18-034 X. NEW BUSINESS  

18-035 A. APPROVAL OF BOARD RETREAT DATE OF MAY 23, 2018 

(Item of action) 

Trustee Sherman, supported by Trustee Green, moved that the Board hold a retreat on May 23, 2018.  

AYES:    Green, Sherman, Song, Surovell

NAYS:    None 

Motion passed 4-0. 

Trustee Green inquired about the lack of door count statistics.

Deputy Director Neiburger stated that due to the high volume of traffic the previous door counter was unable to accurately count activity. The product purchased to replace it was totally inadequate for what we needed. We have now purchased a library industry product which requires cabling and are in the process of installation.

18-036 XI. CITIZENS’ COMMENTS

There were no additional citizens’ comments. 

18-037 XII. ADJOURNMENT      

Vice President Song adjourned the meeting at 8:06 p.m.