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May 21, 2018 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD

343 S. FIFTH AVENUE, ANN ARBOR, MI

MINUTES OF THE REGULAR MEETING

MONDAY, MAY 21, 2018

18-071 I. CALL TO ORDER 

President Vander Broek called the meeting to order at 6:00 p.m.

18-072 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, Rich Retyi, Karen Wilson (recorder)                

Others Present: William Stapleton, Hooper Hathaway; Jim Greene, Dykema (arr. 6:29 p.m.)

18-073 III. RECESS TO CLOSED SESSION FOR DISCUSSION OF REAL ESTATE, LABOR NEGOTIATIONS AND DIRECTOR’S EVALUATION

18-074 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2018-2019 AT 7:30PM

President Vander Broek reconvened to the Public Hearing on the 2018-2019 Budget at 7:37 p.m.

Secretary Surovell was absent for the remainder of the meeting.

18-075 V. CALL FOR PUBLIC COMMENT ON THE 2018-2019 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 2018-2019 Budget.

18-076 VI. RECONVENE TO REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2018-2019 BUDGET 

President Vander Broek reconvened to the regular meeting at 7:38 p.m.  

18-077 VII. APPROVAL OF AGENDA

(Item of action)  

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

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

NAYS:    None 

Motion passed 6-0. 

18-078 VIII. CONSENT AGENDA

(Item of action)

CA-1 Approval of Minutes of April 26, 2018                                

CA-2 Approval of April 2018 Disbursements  

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

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

NAYS:    None  

Motion passed 6-0 

18-079 IX. CITIZENS’ COMMENTS 

There were no citizens’ comments. 

18-080 X. FINANCIAL REPORTS

Bill Cooper, Finance Manager

Finance Manager Cooper presented the April 2018 financials in the Board Packet. He noted that $15,460,356 in property taxes, 99.1% of the budgeted amount, has been received year-to-date. Currently year-to-date expenditures are under budget by $1,410,357.

18-081 XI. COMMITTEE REPORTS 

18-082 A. BUDGET & FINANCE COMMITTEE 

Treasurer Leija reported the committee met and  again discussed the 2018-2019 budget which is proposed for adoption later on the agenda. The committee is recommending maintaining the maximum millage rate allowable under Headlee. No consideration has been given to proposing a Headlee override.  

18-083 B. EXECUTIVE COMMITTEE 

President Vander Broek reported that she and Vice-President Song met with Fran Alexander of Bridgeport to fine tune the agenda for the Board Retreat.  Director Parker reminded the Board the Retreat is scheduled for this Wednesday at Westgate from 4:30 p.m. to 8:45 p.m.

18-084 XII. DIRECTOR’S REPORT

Josie B. Parker, Director

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

She read three thank you notes received from first graders at Ann Arbor Steam for the use of telescopes AADL provided to their classroom.  

Director Parker was interviewed by the Toldeo Blade for an article on the tools collection. The article can be found in their May 19th edition.  

FAADL’s 65th anniversary event held on the second floor of the Library saw an attendance of eighty people on May 18th. 

An AADL Board Candidate Information Session will be held on Tuesday, June 26th in the 4th floor meeting room for those interested in running for the Library Board.  

May, a busy month, saw large attendance at author events for Irene Butter and John U. Bacon, the Gardening and DIY Fest, Visions 2018 and at yesterday’s AACME (Ann Arbor Creativity and Making Expo).  All events were held in the “lobbitorium”  created on the first floor. 

Public comments were viewed.  

Director Parker recognized Trustee Jan Barney Newman for being named a Woman of the Year by Washtenaw Community College Foundation’s Women’s Council. 

Treasurer Leija expressed his appreciation to Trustee Barney Newman for her service on the AADL Board and also to the Friends for their recent $100,000 donation to the Library.  

President Vander Broek also expressed her appreciation to Trustee Barney Newman for going above and beyond in giving to the community and the Library.  

18-085 XIII. NEW BUSINESS 

18-086 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2018-2019

(Item of action)

Treasurer Leija, supported by Trustee Sherman, moved the Board approves and adopts the budget for the fiscal year ending June 30, 2019, as presented; 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:    None

Motion passed 6-0.

18-087 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 as follows: That as to the 2018-2019 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 1.8663 mills; 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; That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2018, except as subsequently altered or amended by appropriate certification; That a certified copy of this Resolution may be issued as though the original with the certification provided; 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:    None 

Motion passed 6-0. 

18-088 C. RESOLUTION TO ADOPT THE 2018-2019 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS

(Item of action)  

Treasurer Leija, supported by Trustee Sherman, moved the Board resolves as follows: Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2018-2019 the total amount of $16,956,107 for the expenditure categories set forth in the budget; 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; 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; 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; 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; Limitation of Disbursements to $33,000. Notwithstanding any provision to the contrary in this Resolution, no Authorized Officer shall be allowed to approve any single expenditure in excess of $33,000 unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board; 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; 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, Vander Broek

NAYS:    None

Motion passed 6-0. 

18-089 D. RESOLUTION RECOGNIZING THE 65TH ANNIVERSARY OF THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY

(Item of action)  

Trustee Green, supported by Treasurer Leija, moved that the Ann Arbor District Library Board would like to recognize the Friends of the Ann Arbor District Library on the 65th anniversary of their organization; For their continued support to the Ann Arbor District Library for programming, collections and special events for the community; 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:    None

Motion passed 6-0 

18-090 E. RESOLUTION TO ACKNOWLEDGE CRISTHIAN ESPINOSA-PINO AND THE PALMA ORGANIZATION

(Item of action)

President Vander Broek, supported by Trustee Barney Newman, moved the Board resolves that it would like to officially acknowledge Cristhian Espinosa-Piño for his leadership, and congratulate the PALMA organization as whole, for their 15 years of service providing English tutorials to the local Latino/a community; January 2018 marked the 11th year the Downtown Ann Arbor District Library has served as the regular meeting site for the bi-weekly one-on-one PALMA tutorial sessions; 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:    None

Motion passed 6-0.

18-091 F. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD

Treasurer Leija, supported by Trustee Sherman, moved to table the Director’s evaluation to the June Board meeting.

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

NAYS:    None

Motion passed 6-0.

18-092 G. VOTE FOR CLOSED SESSION FOR AT THE JUNE 18, 2018 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE AND LABOR NEGOTIATIONS

(Item of action)

Roll call vote

Trustee Sherman, supported by Treasurer Leija, moved for a closed session for discussion of real estate and labor negotiations at the June 18, 2018 Board meeting.

A roll call vote was taken. 

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

NAYS:    None 

Motion passed 6-0. 

18-093 XIV. CITIZENS’ COMMENTS 

There were no citizens’ comments.

18-094 XV. ADJOURNMENT    

President Vander Broek adjourned the meeting at 8:21 p.m.