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January 22, 2019 Minutes of the Annual Meeting

ANN ARBOR DISTRICT LIBRARY BOARD

343 S. FIFTH AVENUE, ANN ARBOR, MI

MINUTES OF THE ANNUAL MEETING

TUESDAY, JANUARY 22, 2019

 

19-001 I. CALL TO ORDER 

President Vander Broek called the meeting to order at 7:01 p.m. 

19-002 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, Karen Wilson (recorder)           

19-003 III. ADMINISTRATION OF OATH OF MEMBERS

Judge Elizabeth Hines, Presiding  

Judge Hines administered the oath of office to the following trustees: Dharma Akmon, Jim Leija and S. Kerene Moore

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF MICHIGAN, AND THAT I WILL FAITHFULLY DISCHARGE THE DUTIES OF THE OFFICE OF MEMBER OF THE DISTRICT LIBRARY BOARD OF THE ANN ARBOR DISTRICT LIBRARY, WASHTENAW COUNTY, MICHIGAN ACCORDING TO THE BEST OF MY ABILITY.”

Director Parker thanked Judge Hines on behalf of the Board and staff for attending this evening’s meeting and administering the oath of office to newly elected/re-elected board members.

19-004 IV. PRESIDENT’S REMARKS  

President Vander Broek remarked that during her term as president she has learned so much. She thanked Jan Barney Newman and Prue Rosenthal for encouraging her to be on the Board. She thanked Director Parker and Associate Director Neiburger as being a “dream team” to work with. President Vander Broek also thanked her Board colleagues for their support during her tenure.  

Trustee Leija thanked President Vander Broek for her leadership and courageousness, for being kind and diligent. Several other Board members expressed their appreciation for her also.  Director Parker presented President Vander Broek with a bouquet of flowers in appreciation and staff gave her a standing ovation.  

19-005 V. ELECT LIBRARY BOARD OFFICERS 

1. PRESIDENT

(Item of action)

Roll call vote 

Trustee Vander Broek, supported by Trustee Leija, nominated Linh Song for Board President. No other nominations were made. 

A roll call vote was taken. 

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 7-0.

2. VICE PRESIDENT

(Item of action)

Roll call vote

Trustee Sherman, supported by Trustee Song, nominated Jim Leija for Board Vice President. No other nominations were made. 

A roll call vote was taken. 

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 7-0. 

3. TREASURER

(Item of action)

Roll call vote 

Trustee Green, supported by Trustee Leija, nominated Colleen Sherman for Board Treasurer. No other nominations were made. 

A roll call vote was taken. 

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None

Motion passed 7-0. 

4. SECRETARY

(Item of action)

Roll call vote

Trustee Song, supported by Trustee Leija, nominated S. Kerene Moore for Secretary.

A roll call vote was taken. 

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 7-0. 

19-006 VI. INSTALLATION OF OFFICERS  

The oath installing Board officers for 2019 was administered as follows: Trustee Song as President, Trustee Leija as Vice President, Trustee Sherman as Treasurer and Trustee Moore as Secretary. 

“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.” 

19-007 VII. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS 

President Vander Broek relinquished control to the new officers. President Song presided over the remainder of the meeting. 

19-008 VIII. APPROVAL OF AGENDA

(Item of action) 

Vice President Leija, supported by Secretary Moore, moved to approve the agenda.  

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 7-0. 

19-009 IX. CONSENT AGENDA

(Item of action)

CA-1 Approval of Minutes of November 12, 2018 and November 14, 2018. 

CA-2 Approval of November and December 2018 Disbursements.  

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

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 7-0 

19-010 X. CITIZENS’ COMMENTS 

Alan Haber 

Hello, Board. I am a little apprehensive. I know that I’m not the one person you are most enthusiastic to hear about. I represent the Ann Arbor Committee for the Community Commons, which wasn’t one of your favorite ideas. But the people did say yes on Proposal A. I was here first about nine years ago, 2009 to first present the proposal for an Ann Arbor community commons when the City first put up the Library Lot with a request for proposals. And that proposal was not approved then and we worked and worked and worked. The people did an election, as you all know, last November and decided that was preferable and in the best interests of Ann Arbor for the use of the Library Lot as a community commons, a central park, a civic center and as a neighbor of the Library. And you also are a community commons and I’m really saying how can we as neighbors develop this center of the city, which this block is now called, in the best way for everyone. I think we should be partners. I am eager to see what development you want to see in the library. Our view of the community commons is really three part. A sculpture and maybe you have seen the picture around a green roof over the surface of the parking lot, a terrace balcony over where the parking ramps go abutting onto the property of First Martin and connecting to the Liberty Plaza. And over Library Lane from Division Street up to the Library a several story community civic center building. Some of the functions that we see needed are also some of the functions that you see is more necessary, a municipal auditorium, a ceremonial room, classrooms. We’re interested in having a visitor center so when someone comes to Ann Arbor like they would come to Yosemite Park they would come to the visitor center, see what is this place, are we located in the Huron River Valley Watershed, what does the town look like, what is its history and have ongoing classrooms about particularly sustainability and what people know and need to about relays of living and about what is the commons. And I hope you will see in your task at the library of collection, begin to develop increasingly the language and literature of the commons. Which is not like just any commercial place. We take Elinor Ostrom’s Nobel Prize winning book on governance of the commons “Is that which is a community resource held in the tradition of community not by the government, not by the corporation, but by the people themselves, self-generating, self-creating and taking care of future responsibilities, mutual respect and mutual benefit.” I know there are many questions about difficulties that you have, that society has and I read through in your survey the several pages of concerns people had about homeless and such who are around here and that is certainly a concern I have as a community organizer and I think these problems of the difficult conditions of our society and people in difficulty can well be addressed not as problems but as opportunities and I will see this place in the center of the city also as a helpful place, as a healing place. When I first spoke I said my vision and now its many visions coming together. We are in the process of a vision quest. Looking back seven generations and forward seven generations including all the people here. What really is the vision of a center of the city, it speaks to the future of sustainability, to the culture of peace and non-violence. I think that is what we need to create together. I’m basically here to say let’s find out how to do it with we on our side of the Library Lane lot and let’s cooperative and see what we do with you.   I hope you will see also define, designate some liason from the Board or staff to work with an ongoing way with we, the Committee for the Community Commons and the Library Conservancy and the City Council task force that is being created about this is doing. We need a close cooperation with all the commons. It was a very important concept, when I spoke, I was interviewed by a student from Community High about the petition process and at the end of it I asked her so what do you know about the commons? Well they don’t teach anything. That’s a problem with curriculum. The commons is what people struggle for all over the world against the privatizers. For what is a public resource on which our survival really depends. Thank you.  

19-011 XI. FINANCIAL REPORTS

Bill Cooper, Finance Manager 

Finance Manager Cooper presented the November and December 2018 financials in the Board Packet. He reviewed the components of his report for new Board members.  

December tax receipts of $15,638,772, 96.6% of the budgeted amount was received. Year-to-date revenue over expenditures was at $15,867,858. No line items are over budget.  

In response to a Board question he noted that City Lore Grant monies are expended when film showings with a speaker are scheduled.  

19-012 XII. COMMITTEE REPORTS  

19-013 A. EXECUTIVE COMMITTEE 

President Song reported that the Executive Committee met in December. The committee worked with HBM and reviewed the annual meeting calendar. Trustee Vander Broek reported the committee talked about a 2019 Board Retreat and discussed the process for the strategic plan.  

19-014 XIII. DIRECTOR’S REPORT

Josie B. Parker, Director 

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

The African American Cultural and Historical Museum of Washtenaw County presented AADL with their Community Service Award.

The Downtown Library will be closed for 10 days for re-carpeting and painting of the first floor lobby area beginning on February 25th.  

AADL hosted WAPUR robotic championships in the Lobbytorium on December 16th. Rudolph Steiner High School and Jonesville High School won the event. Joe Malcoun and Dug Song took on the winning teams in an exhibition match.  

Preschool Expo will be hosted in the AADL Lobbytorium on January 27th.  

The 16th annual Washtenaw Reads was held on January 16th at Rackham Auditorium. Author Michelle Kuo spoke about her book Reading with Patrick. She was an amazing speaker.  

On January 20th, a first for AADL, as we sponsored UM Women’s Basketball versus Ohio State. Over 6,000 attended and the first 1,000 through the door received UM/AADL scarves. A brief video narrated by AADL staff was shown during the event advertising AADL services. 

Meeting Room bids have been received and accepted. Malletts Creek will be closed for six weeks for construction and the collection will be converted to BISAC. Pittsfield and Traverwood will close for four weeks each. These closures will take place one at a time.  

Administrative and supervisory staff attended half-day training on identifying and eliminating unconscious bias in the hiring process in December. The entire staff will receive this training on staff day this year. 

Before the end of the fiscal year the fourth floor staff area will be re-carpeted, painted and staffing areas re-arranged.  

Relocation of the WLBPD has begun.  

A summary of public and staff comments were viewed along with a video of the robotics championship.  

19-015 XIV. NEW BUSINESS 

19-016 A. APPROVAL OF BOARD MEETING DATES FOR 2019

(Item of discussion & action)

Treasurer Sherman, supported by Secretary Moore, moved to approve the 2019 Board meeting calendar as outlined on page 44 of the Board Packet.  

The Board discussed the calendar and no issues were noted.  

In order to verify quorum, Director Parker asked Board members to notify Administration if they are unable to attend a meeting.  

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 7-0. 

19-017 B. BOARD BUDGET & FINANCE COMMITTEE APPOINTMENTS

(Item of discussion & action) 

President Song appointed Treasurer Sherman, Trustee Akmon and Trustee Green to the Board Budget and Finance Committee. 

Treasurer Sherman, supported by Secretary Moore, moved to approve the Budget and Finance Committee appointments. 

AYES:    Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek

NAYS:    None 

Motion passed 7-0. 

19-018 C. HBM ARCHITECTS, LLC PRESENTATION

Peter Bolek and Renee Moldovansky  

Director Parker introduced Peter Bolek of HBM Architects. 

Mr. Bolek gave an overview of the Downtown Library Building Program report his firm prepared. 

The following was reviewed in his presentation:

  • An overview of the AADL and the role of the Downtown Library.
  • The intent of the building program and the process used.
  • A summary of short-term space needs.
  • A summary of long-term space needs.
  • Recommendations of needed spaces within the library.
  • An overview of the existing conditions of the current library.
  • Recommended adjacency diagrams on various levels of the library based on square footage and footprint of the library.
  • Proposed square footage for interior spaces.
  • Estimated cost comparisons with other peer library sites. 

Board members discussed the presentation and asked several follow-up questions.  It was noted that this program statement is the first step in the process.  

Vice President Leija noted that the need to develop space leads to the need for an analysis of operational outlay for increased space and programming. Mr. Bolek noted that test fits would look at timelines for budget and increases in operating costs.  

President Song asked Mr. Bolek for information on his firm. 

Mr. Bolek stated that 95% of HBM’s work is library related. His firm works all over the country and is based in Cleveland. The firm has a total of eighteen staff, all familiar with libraries. The firm was established in 1976 and has worked on over 400 library buildings. Of those one half were renovations and one half were new builds. He has been with the firm for twenty years.  

19-019 XV. CITIZENS’ COMMENTS 

Jess Letaw 

Hi, I Jess Letaw. I’m a renter in Ann Arbor. I moved here for school as many people did. In my encounter with the community was when Josie talked to our class, talking to us about the architecture of Traverwood Library. So my introduction to the community outside of campus was really through AADL. I am super excited about the buildings, I love about talking about buildings and I love thinking about buildings. I feel the same way about the library and so thinking about a library building is a special treat. I was thinking a little bit earlier today about the Detroit activist Grace Lee Boggs who said “is a right and a … forum for a new dream.” I’m kinda excited for what the building and the place of a new library could be. I just kinda wanted to be a voice for excitement and whatever that is, whatever the process is. It’s really fun for those of us who geek out on spreadsheets and sixty-three page reports. But the building is going to be what ends up serving us all. So I’m just advocating for architecture with a capital on the end and I’m delighted to see HBM, really thoughtful partners on board.  

19-020 XVI. ADJOURNMENT 

President Song adjourned the meeting at 9:07 p.m.