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March 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, MARCH 19, 2018

18-038 I. CALL TO ORDER

President Vander Broek called the meeting to order at 7:04 p.m.

18-039 II. ATTENDANCE 

Board Present:  Victoria Green, Jan Barney Newman, Colleen Sherman, Linh Song, Jamie Vander Broek

Board Absent:   Jim Leija, Ed Surovell

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

18-040 III. APPROVAL OF AGENDA

(Item of action)

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

AYES:    Green, Barney Newman, Sherman, Song, Vander Broek

NAYS:    None

Motion passed 5-0. 

18-041 IV. CONSENT AGENDA

(Item of action) 

CA-1 Approval of Minutes of February 19, 2018                                

CA-2 Approval of February 2018 Disbursements 

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

AYES:    Green, Barney Newman, Sherman, Song, Vander Broek

NAYS:    None

Motion passed 5-0.

18-042 V. CITIZENS’ COMMENTS 

There were no citizens’ comments.

18-043 VI. FINANCIAL REPORTS

Bill Cooper, Finance Manager

Finance Manager Cooper presented the March 2018 financials in the Board Packet. He noted that $15,253,884 in property taxes, 97.8% of the budgeted amount, has been received year-to-date. Currently year-to-date expenditures are under budget by $1,498,511.

18-044 VII. COMMITTEE REPORTS  

18-045 A. EXECUTIVE COMMITTEE   

President Vander Broek reported the Executive Committee met to advance the Director’s evaluation process. The committee will met with Director Parker before bringing documents to the Board.

The committee met with Fran Alexander of Bridgeport to draft the agenda for the May 23rd Board retreat. Ms. Alexander will be contacting board members for their input before the final agenda is completed. Board members expressed their thoughts for retreat topics and structure.   

Board members expressed their views regarding the current committee structure under the revised bylaws.

18-046 VIII. DIRECTOR’S REPORT

Josie B. Parker, Director 

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

A number of programs have been scheduled for National Library Week, April 8th through the 15th.  

AADL is partnering with the Michigan Theatre in creation of “Behind the Marquee” podcasts. The Theatre is using our equipment and the podcasts focus on their programs.  

Director Parker was recently interviewed by WEMU regarding the Ladies’ Library Association contributions to the creation of public libraries in Ypsilanti and Ann Arbor. 

AADL has accepted a sculpture entitled “By the Numbers” donated by Nancy Heers. Mrs. Heers is a member of the Ladies’ Library Association and her husband, Wendel Heers, was the artist who created the sculpture.  

AADL participated in Raspberry PI events during their birthday weekend celebrated around the world.  

On April 7th AADL is partnering with the University of Michigan for an Art and Gaming Symposium. 

On April 13th AADL is once again sponsoring Library Camp, an unconference which is open and free to participants. The camp is intended for library staff, board and enthusiasts.  

The draft 2018-2019 budget will presented to the Board at the April meeting; the EPIC-MRA survey results will be presented this evening; meeting rooms at branches is a topic of discussion this evening also; a communications strategy report is being prepared for the Board Retreat; employee contract negotiations are expected to begin in early April. 

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

18-047 IX. OLD BUSINESS  

17-165 A. AADL STRATEGIC PLAN GOAL 3.3: 2018 EPIC-MRA SURVEY PRESENTATION

John Cavanagh, EPIC-MRA 

John Cavanagh of EPIC-MRA was introduced. Mr. Cavanagh reported on the 2018 Resident Satisfaction Survey his company completed. 500 samples were collected between February 5th and February 10th from land line and cell phone users. Cell phone numbers reflected 40 percent of those contacted. He reviewed the questions asked; responses received and provided applicable comparisons from all four surveys taken since 2012. 

Takeaways include:

* AADL is a well-loved institution with a very high value in the community

* The Downtown Library is the most visited location

* Westgate Branch is the 2nd most active location

* Overall customer satisfaction is at 89%

* On the topic of a millage proposal for improvements to the Downtown Library facility only 59% gave a yes response for support, 3% would lean towards support and 27% were no votes. Mr. Cavanagh noted that no dollar amounts had been attached to the questions which could change responses.  

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

Eli Neiburger, Deputy Director 

Deputy Director Neiburger stated work is nearing completion and several previous functions are now up and running. Staff will be moving onto summer game development. MeLCat is in the hands of the vendors and we are not in control of the process at this time. We anticipate it will be several more months before the service is reinstated. Traditional inter-library loan services are still being provided to our patrons.  

18-048 X. NEW BUSINESS

18-049 A. DISCUSSION TO REALLOCATE BALANCE OF APPROVED FUNDS FROM THE TRAVERWOOD MSE PROJECT TO USE TOWARDS PUBLIC MEETING SPACE IN AADL BRANCHES

Len Lemorie, Facilities Manager 

Facilities Manager Lemorie outlined his proposal to incorporate additional bookable meeting rooms in Pittsfield, Malletts Creek and Traverwood branch libraries.  

The Capital Projects Fund has a balance of $378,000 left from the monies earmarked for the MSE wall at Traverwood. With the popularity of the bookable meeting rooms at the Westgate Branch he anticipates all branch locations could support additional meeting spaces.  

Deputy Director Neiburger reviewed bookings at the Westgate Branch and the Downtown Library giving Board members a brief overview of usage.  

Facilities Manager Lemorie reported the door counters should be operational in April.  

18-050 B. SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY

(Item of discussion) 

Director Parker noted the Space Use Agreement is reviewed annually by the Board. Administration is not recommending any changes to the document. A draft copy has been delivered to the FAADL Board for their review. It will be brought back to the Board in April for approval.  

18-051 C. VOTE FOR CLOSED SESSION FOR AT THE APRIL 16, 2018 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION

(Item of action)

Roll call vote 

Trustee Sherman, supported by Trustee Barney Newman, moved for a closed session for discussion of real estate, labor negotiations and director’s evaluation at the April 16, 2018 Board meeting.  

A roll call vote was taken. 

AYES:    Green, Barney Newman, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 5-0. 

18-052 XI. CITIZENS’ COMMENTS 

There were no citizens’ comments./aboutus/2018march19

18-053 XII. ADJOURNMENT      

President Vander Broek adjourned the meeting at 8:54 p.m.