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May 23, 2018 Minutes of the Board Retreat

                                                       

ANN ARBOR DISTRICT LIBRARY BOARD

WESTGATE BRANCH LIBRARY, WEST SIDE MEETING ROOM

2503 JACKSON AVENUE, ANN ARBOR, MI

MINUTES OF THE BOARD RETREAT

WEDNESDAY, MAY 23, 2018

I. CALL TO ORDER 

President Vander Broek called the meeting to order 4:41 p.m.

II. ATTENDANCE

Board Present: Victoria Green, Jim Leija, Jan Barney Newman (arr. 4:48 p.m.), Colleen Sherman, Linh Song, Ed Surovell, Jamie Vander Broek

Absent: None

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

Others: Francine Alexander, Anica Madeo, Mary Eldridge, Bridgeport Consulting, LLC                                                                                                                                                                                                                                                                                                                                                                                                                                

III. WELCOME AND BACKGROUND

Jamie Vander Broek, Board President

President Vander Broek welcomed all those attending the Board Retreat. This discussion will be on the future of the Downtown Library using the goals of the Strategic Plan and also a discussion on future programming and what that might look like.

IV. OVERVIEW OF THE DAY

Francine Alexander, Bridgeport Consulting

Francine Alexander, moderator, gave an overview of the goals of the Board Retreat. She introduced her staff, Anica Madeo and Mary Eldridge.

V. INTRODUCTIONS, CONNECTIONS: PAST TO FUTURE

Library Board Members 

Introductions of Board members and the audience were made.

All were asked to share among those setting at each table an experience of going to the library when they were a child.

These discussions were then shared around the room by a table spokesperson.

VI. STRATEGIC PLAN

2017 Actions & Outcomes, 2018-19 Proposed – Administration

Deputy Director Neiburger along with Community and Marketing Manager Retyi presented an update of strategic plan goals accomplished for the second year of the Strategic Plan.

Clarification, Likes, Concerns, Suggestions – Public Discussion

Comments were made by public, staff and Board members regarding some of the activities the Library provides, including those to outside entities. 

Ed Surovell and Linh Song left the meeting between 6:00-6:10 p.m.

VII. EPIC-MRA SURVEY HIGHLIGHTS

Josie Parker, Director

Director Parker reviewed highlights from the EPIC-MRI most recent survey. She stated the Library has sought bi-annual surveys since 2012 and provided comparisons. 

VIII. DINNER BREAK – 6:00 P.M.

The Board recessed for a dinner break at 6:20 p.m.

Jan Barney Newman left the meeting at 6:35 p.m.

The meeting resumed at 6:45 p.m.

IX. DOWNTOWN LIBRARY: THEN AND NOW

Josie Parker, Director; Eli Neiburger, Deputy Director 

Director Parker and Deputy Director Neiburger presented a photo montage reflecting the changes the Downtown Library building has experienced from 1957 to date.  

Jan Barney Newman and Ed Surovell returned to the meeting at 7:10 p.m.

X. DOWNTOWN LIBRARY SERVICE VISION

Public Discussion

Two groups were created from Board members, staff and public where all were asked to share a service, program, or experience at a favorite AADL Branch or other library that is seen as an important element of a service vision for the Downtown Library.

These thoughts and themes were captured at each table and presented around the room.

XI. BOARD ROUNDTABLE: DOWNTOWN LIBRARY’S PRESENCE

Library Board Members

Board members were asked prior to the Retreat to prepare an example of a library with a compelling, positive downtown presence and describe what is known of its impact on the community.

Board members expressed impressions and opinions of several public libraries including New York City-NY, Centerville-OH, Austin-TX, Salt Lake City-UT, Seattle-WA and the Philadelphia-PA.

XII. COMMUNITY THOUGHTS

Public Discussion 

Participants discussed among themselves and reflected on what resonated with them during the previous discussions. 

XIII. BOARD REFLECTION

Library Board Members  

Board members expressed appreciation for discussion in this forum and for public and staff input. 

XIV. NEXT STEPS, CLOSING, THANKS

Jamie Vander Broek, Board President

Evaluations were distributed. Bridgeport will capture and present comments/ideas to the Board and Administration.

President Vander Broek thanked all present for participating. She noted that this is just the beginning of the discussion and the Board will maintain this momentum in future board meetings.

XV. ADJOURNMENT 

President Vander Broek adjourned the meeting at 8:40 p.m.