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November 12, 2018 Minutes of the Regular Meeting

ANN ARBOR DISTRICT LIBRARY BOARD

343 S. FIFTH AVENUE, ANN ARBOR, MI

MINUTES OF THE REGULAR MEETING

MONDAY, NOVEMBER 12, 2018

18-157 I. CALL TO ORDER 

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

18-158 II. ATTENDANCE  

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

Staff:  Josie Parker (arr 7:09 p.m.), Eli Neiburger, Bill Cooper, Len Lemorie, Karen Wilson (recorder)                

18-159 III. APPROVAL OF AGENDA

(Item of action) 

President Vander Broek noted that no new business was anticipated for the December 17, 2018 AADL Board meeting and added it to the agenda under New Business for discussion of cancellation. 

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

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

NAYS:    None  

Motion passed 7-0 

18-160 IV. CONSENT AGENDA

(Item of action)  

CA-1 Approval of Minutes of October 15, 2018  

CA-2 Approval of October 2018 Disbursements

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

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

NAYS:    None  

Motion passed 7-0. 

18-161 V. CITIZENS’ COMMENTS  

There were no citizens’ comments.  

18-162 VI. FINANCIAL REPORTS

Bill Cooper, Finance Manager  

Finance Manager Cooper presented the October 2018 financials in the Board Packet. October tax receipts of $15,530,494, 96% of the budgeted amount was received. Year-to-date revenue over expenditures was at $15,635,986. No line items are over budget.  

Vice President Song inquired about Capital Project Fund expenditures, if any. Finance Manager Cooper stated that no funds have been expended for the branch meeting room’s project yet.  

18-163 VII. COMMITTEE REPORTS  

18-164 A. EXECUTIVE COMMITTEE      

President Vander Broek reported the Executive Committee met earlier this evening. The Committee discussed the upcoming audit, attendance at Friends of the Library board meetings and bringing on two new AADL Board members. 

Director Parker arrived at 7:09 p.m.  

Parliamentary procedure and legal training will be arranged for Board members.  

Director Parker noted that several policies have been sent to our attorney for review now that marijuana has been made legal in Michigan.  

18-165 B. BUDGET & FINANCE COMMITTEE 

Treasurer Leija reported the Budget & Finance Committee met on Thursday, November 8th with the auditor and reviewed the draft 2017-2018 audit report.

18-166 VIII. DIRECTOR’S REPORT

Josie B. Parker, Director 

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

She accepted a plaque earlier this evening from the Michigan Taiwanese American Organization along with a book on the art and civilization of Taiwan.  

She read a letter received from Taizo Mikazuki, Governor of Shiga regarding his recent visit at AADL to view the calligraphy exhibit. 

The Downtown Halloween party and puppet shows brought in 2929 patrons. That number was surpassed by several hundred on November 6th, election day.  

AADL has been named a 5 Star library for the 11th year in a row by Library Journal. We are one of ten in the nation to receive that consecutive ranking. Director Parker also acknowledged and congratulated the following Michigan Libraries who were also ranked: 5 Stars -West Bloomfield Township Public Library and Richland Community Library; 4 Stars - Litchfield District Library; 3 Stars - Salem-South Lyon District Library and Kent District Library.  

Secretary Surovell stated that this is an enormous accomplishment and recognition of leadership, community and library partnerships. He acknowledged Director Parker and library staff.   

Director Parker acknowledged the library staff and management team.  

A variety of recent programs were well attended including Paint Along with Bob Ross, Murder at Raccoon Ranch, Author Susan Orlean, In Our Own Words, another Fifth Avenue Press launch and Ignite Ann Arbor, just to name of few.  

Director Parker reviewed projects and initiatives underway: The  bidding on the meeting room project is closed and more information will be forthcoming; the 4th floor staff area of the Downtown library will undergo remodeling; removal of the WLBPD cartridges will begin shortly along with the move of the FAADL space in the lower level; Cook Ross will be providing training for managers and supervisors on identifying and eliminating unconscious bias in hiring in early December; HBM Architects is working with administration and managers on the downtown library program statement.  

A summary of public and staff comments were viewed. 

Board members commented on use of the downtown building for programs and the staff needed to provide programs.  

18-167 IX. NEW BUSINESS  

18-168 A. AUDITOR’S REPORT

Richard Carpenter, Rehmann  

Director Parker introduced Richard Carpenter, from Rehmann. 

Mr. Carpenter congratulated Trustee Surovell and Trustee Barney Newman on their tenure on the Library Board.  

Mr. Carpenter briefly explained the audit process, what is required and what the responsibilities of the auditor are. 

Mr. Carpenter then reviewed the 2017-2018 audit report with the Board. He reviewed the Management’s Discussion and Analysis section of the audit and balance sheet as of 6/30/18. No material audit adjustments were needed. It was noted that GASB 75 has taken effect requiring notation of retiree health care benefits as a liability. An unmodified opinion of the financial statements was given.  

18-169 B. RESOLUTION TO ACCEPT THE 2017-2018 FINANCIAL AUDIT

(Item of action) 

Treasurer Leija, supported by Secretary Surovell, moved the Board resolves to accept the 2017-2018 financial audit prepared by Rehmann; 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. 

18-170 C. RESOLUTION TO AWARD THREE YEAR CONTRACT FOR SNOW REMOVAL

(Item of action)

Len Lemorie, Facilities Manager 

Facilities Manger Lemorie reported that four bids for snow removal were received. Request for bids were placed on two RFP sites. After review of the bids Administration is recommending A.M. Services.  

Treasurer Leija, supported by Trustee Sherman, moved the Board resolves that the contract for snow removal services be awarded to A.M. Services for the next three years for the bid amount of $47,000; 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. 

18-171 D. RESOLUTION OF APPRECIATION TO JAN BARNEY NEWMAN

(Item of action)  

Vice President Song, supported by Treasurer Leija, moved the Board resolves that the Ann Arbor District Library Board would like to officially thank Jan Barney Newman for her twelve years of outstanding service as an Ann Arbor District Library Board Trustee; that the Ann Arbor District Library Board would like to recognize Jan Barney Newman for her dedication, leadership, and commitment to the Library, community and staff; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.  

Secretary Surovell complemented Trustee Barney Newman on her many years on the Board as a wonderful trustee.  

President Vander Broek also noted that it was her privilege to work with both Trustee Surovell and Trustee Barney Newman over the past several years.

Secretary Surovell also recognized the support of the Friends of the Library and Leah and Bob Gunn.  

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

NAYS:    None 

Motion passed 7-0. 

18-172 E. RESOLUTION OF APPRECIATION TO EDWARD SUROVELL

(Item of action) 

Trustee Sherman, supported by Treasurer Leija, moved the Board resolves that the Ann Arbor District Library Board would like to officially thank Edward Surovell for his twenty-two years of outstanding service as an Ann Arbor District Library Board Trustee; that the Ann Arbor District Library Board would like to recognize Edward Surovell for his dedication, leadership, and commitment to the Library, community and staff; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded. 

Both Trustee Sherman and Trustee Green thanked Trustee Surovell for his service.

Treasurer Leija stated that it was an honor serving with Trustee Surovell and Trustee Barney Newman. The Board is very lucky to continue doing this work on the foundation of what has been done.  

Secretary Surovell stated that the Library is the soul of the community and that it is the most used community resource. 

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

NAYS:    None

Motion passed 7-0.

Director Parker thanked both Trustee Surovell and Trustee Barney Newman for their years of support of the Library.  

18-173 F. VOTE TO CANCEL THE DECEMBER 17, 2018 REGULAR AADL BOARD MEETING

Trustee Sherman, supported by Trustee Barney Newman, moved the Board resolves to cancel the December 17, 2018 regular Board meeting.  

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

NAYS:    None 

Motion passed 7-0. 

18-174 X. CITIZENS’ COMMENTS 

Melanie Baldwin 

Hello, I am Melanie Baldwin. I am from Whitmore Lake and I am not anymore the director of the Friends but I am grateful to be here. I just wanted to say that I really appreciate Jan and Ed and everything that you have done for me personally over the last almost three years as I was the FAADL Director and the whole board and everything you’ve done to help me. I just want to say congratulations on your retirement from this board and I wish you all the best. Thank you.  

18-175 XI. ADJOURNMENT      

President Vander Broek adjourned the meeting at 8:38 p.m.