ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 15, 2019
19-054 I. CALL TO ORDER
President Song called the meeting to order at 7:02 p.m.
19-055 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek
Staff: Josie Parker, Eli Neiburger, Bill Cooper, Len Lemorie, Karen Wilson (recorder)
19-056 III. APPROVAL OF AGENDA
(Item of action)
Vice President Leija, supported by Trustee Vander Broek, moved to approve the agenda.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-057 IV. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of March 18, 2019
CA-2 Approval of March 2019 Disbursements
Treasurer Sherman, supported by Vice President Leija, moved to approve the consent agenda.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-058 V. CITIZENS’ COMMENTS
Lat Brown
Hello, my name is Lat and I am a student at EMU and I’ve been a patron of AADL my whole life. This is about the new collection system at Malletts Creek. I would personally never ever go to the Westgate Library if I had a chance because Malletts Creek is my home library. So Westgate is on the other end of town for me. But the emerging writer’s workshop changed from meeting at Traverwood Library to Westgate so I’ve had to spend a lot more time there. I like to get to places early so I often find myself browsing the shelves at Westgate and as a result finding new books I didn’t know I wanted to read or recognize books I wanted to read two years ago but forgot about. I’ve discovered lots of books and genres I might of missed otherwise. It feels much easier to browse at Westgate and I’ve brought some discoveries with me today. I discovered Raising Steam by Terry Pratchett, this is the sequel to Making Money and Going Postal, two books that I really loved. I had no idea a third came out. This book called Summer Days and Summer Nights, which is a book of short stories. This book was absolutely the thing I needed in the dead of winter this year and I didn’t even know I needed it. I discovered a bunch of new authors that I never heard of before reading this book. If I want something very specific from the library, I’ll request it and it will magically be at Malletts Creek and I’ll stop, check out, pick up my holds and leave again. The new collection system is much easier to discover books with. I’m very excited to have it at Malletts Creek. Thank you.
19-059 VI. FINANCIAL REPORTS
Bill Cooper, Finance Manager
Finance Manager Cooper presented the March 2019 financials. March tax receipts of $15,801,005, 97.6% of the budgeted amount was received. Year-to-date revenue over expenditures was at $5,061,795. No line items are over budget.
19-060 VII. COMMITTEE REPORTS
19-061 A. EXECUTIVE COMMITTEE
President Song reported the committee met last week and discussed Director Parker’s evaluation. Vice President Leija noted that this was the second year for the new evaluation process. The Executive Committee meets with the Director and reviews her self-evaluation which will then be passed onto the full Board for input. President Song will integrate all input into a written document for discussion next month.
Vice President Leija reported Director Parker has been asked to outline challenges ahead for the Board and to begin looking at a possible capital campaign in response to growing Library services and decrease in tax income due to Headlee.
19-062 B. BUDGET & FINANCE COMMITTEE
Treasurer Sherman reported the committee met last week and interviewed three audit firms to conduct the 2018-2019 audit. The committee is presenting its recommendation for an audit firm later in the agenda along with the draft 2019-2020 budget.
19-063 C. STRATEGIC PLANNING COMMITTEE
Trustee Vander Broek reported the committee met last Friday with Kerry Sheldon and Anica Madeo from Bridgeport Consulting to discuss the strategic plan process and duration. Bridgeport staff will be interviewing Board members and AADL staff. Bridgeport will also lead the May 14th Board retreat.
Board members briefly discussed which type of strategic plan was desired: a tactical, an aspirational, or a high level plan.
Trustee Vander Broek noted the committee’s next steps are the Board interviews and finalizing the retreat agenda.
19-064 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
In addition to her written report in the Board Packet, Director Parker highlighted the following:
AADL in partnership with the University of Michigan Stamps School of Art and Design and the University of Michigan Library brought author Sarah Vowell to the Michigan Theatre ending the Penny Stamps Lecture season with a packed house.
AADL’s FestiFools workshops in March had over six hundred participants. Over one hundred patrons marched with Library staff in the parade.
Photos of the Malletts Creek Branch and Downtown Library fourth floor remodels were viewed.
Record Store Day on April 13th saw 2,749 attendees up from 2,391 in 2018.
VISIONS will be held again on May 15th in the Downtown Library. Previously held bi-annually, this event featuring technology and services for the blind, visually impaired and physically disabled has been so well received that it has been shifted to an annual event.
A summary of public and staff comments were viewed.
President Song thanked the staff for their awareness and response to the stabbing that happened in the City’s Library Lot parking garage last week.
Director Parker recommended viewing “The Public” directed by Emilio Estevez now being shown at the Michigan Theater.
Vice President Leija commented on the 2019 ALA State of America’s Libraries report and recommend that Board members review it before going into strategic planning.
19-065 IX. OLD BUSINESS
18-049 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Facilities Manager
Facilities Manager Lemorie reported that Malletts Creek has been closed for a week now. Layouts for the new meeting rooms have been done, 12,700 items have been labeled so far and the flooring will be going down this week.
Furniture for the fourth floor remodel arrives April 22nd and work should be completed by the 26th.
19-048 B. RESOLUTION ADOPTING REVISIONS TO MEETING ROOM USE POLICY 4.1
(Item of action)
Vice President Leija, supported by Treasurer Sherman, moved the Board resolves that Meeting Room Policy 4.1 is revised as proposed; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Trustee Green inquired who determines who can use the meeting rooms. Director Parker stated the meeting spaces are first and foremost public spaces. Unless a rental, the meetings are considered open public meetings and all have access.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-050 C. RESOLUTION ADOPTING REVISIONS TO SMOKE-FREE POLICY 6.5
(Item of action)
Vice President Leija, supported by Treasurer Sherman, moved the Board resolves that Smoke-Free Policy 6.5 is revised as proposed; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Treasurer Sherman noted that discussion on this policy last month was very helpful.
Trustee Green noted that in the third paragraph, “-environmental” needs the “-“removed. The Board concurred.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-066 X. NEW BUSINESS
19-067 A. RESOLUTION TO APPROVE ACCOUNTING FIRM TO COMPLETE THE LIBRARY’S AUDIT FOR FISCAL YEAR 2018-2019
(Item of action)
Vice President Leija, supported by Treasurer Sherman, moved the Board resolves to approve the accounting firm of Yeo & Yeo of Ann Arbor, Michigan, to complete the Library’s audit for the fiscal year of July 1, 2018 through June 30, 2019 with a possible three-year extension; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Treasurer Sherman gave an overview of the Budget & Finance Committee’s interview with Yeo & Yeo. Dan Beard from Yeo & Yeo, present this evening, was introduced. Mr. Beard will be one of the Senior CPA’s who will work on the audit.
Vice President Leija inquired regarding their fees. Treasurer Sherman noted that the first year was front loaded for the amount of work that will be necessary and subsequent years were lower.
Vice President Leija thanked the committee for their work.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-068 B. DISCUSSION OF PROPOSED 2019-2020 BUDGET
(Item of discussion)
Treasurer Sherman reported the Budget & Finance Committee reviewed the proposed budget.
Finance Manager Cooper reviewed the proposed budget narrative as outlined in the Board packet. He noted the millage rate has decreased to 1.838 mills due to Headlee, but anticipates a $550,000 increase based on a 5% increase in the tax base. Salaries and Wages reflect a 9.5% adjustment to the salary schedule and adding thirteen positions.
Vice President Leija remarked that the personnel costs reflect a significant jump and inquired how will it stabilize in the future?
President Song and Treasurer Sherman responded that discussion on Headlee may be forthcoming. Treasurer Sherman reported the committee discussed that new positions would be removed if the numbers from the County did not support a 5% increase in the tax base.
Director Parker stated that the Library operates lean in staffing. Finance Manager Cooper noted that Salaries and Wages reflect roughly 55% of the total budget. Director Parker responded that in the last downturn salaries were frozen, there were no new initiatives, maintenance was deferred in some areas and a hiring freeze was initiated. No layoffs were required. She noted that Headlee would be discussion item in the future.
Finance Manager Cooper reviewed the proposed capital outlay expenditures including replacing the carpeting on the second floor; relocating the Downtown Library drop box; renovating the youth department restroom; resurfacing the Downtown Library staff parking lot; remodeling the third floor staff area and additional furniture.
19-069 C. SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of discussion)
Director Parker stated the only change being proposed to the agreement is the change in location of allocated basement space. FAADL materials will be moved to the area where the WLPBD material was housed. The space is slightly less than was previously provided to the Friends. The Friends have been notified of the change and that the Library now has two rental storage units to accommodate our need of storage space.
19-070 D. PROPOSED REVISED 5.1 RULES OF BEHAVIOR POLICY
(Item of discussion)
Vice President Leija noted that the Rules of Behavior policy was a topic of discussion at an Executive Committee meeting.
Director Parker reviewed the proposed changes to the policy.
Trustee Green noted that the policy prohibits smoking, but it does not state about vaping, etc. Director Parker noted that the Smoke-Free Policy is the overarching document, but that language can be added to this policy.
Board members inquired about the number of persons trespassed. Director Parker noted that the number of trespasses and offenses can be seasonal. The Library works with local police and social workers and staff is trained in dealing with a variety of scenarios.
Trustee Green noted in paragraph eleven the word handicapped is still used and recommended it be changed to “person with a disability”.
Trustee Green also stated that the Board should hold a special meeting for any person whose library privileges are withheld in accordance with the policy if they request an appeal and are unable to attend a regularly scheduled Board meeting.
Board members requested a statistical review of incident activities on an annual basis.
19-071 E. VOTE FOR CLOSED SESSION AT THE MAY 20, 2019 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote
Vice President Leija, supported by Treasurer Sherman, moved for a closed session for the director’s evaluation at the May 20, 2019 Board meeting at 5:30 p.m.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-072 XI.CITIZENS’ COMMENTS
There were no additional citizens’ comments.
19-073 XII. ADJOURNMENT
President Song adjourned the meeting at 9:18 p.m.