ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 20, 2019
19-074 I. CALL TO ORDER
President Song called the meeting to order at 5:45 p.m.
19-075 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek
Staff: Josie Parker, Karen Wilson (recorder)
19-076 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION
19-077 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2019-2020 AT 7:00PM
President Song reconvened to the Public Hearing on the 2019-2020 Budget at 7:03 p.m.
Additional Staff Present: Eli Neiburger, Bill Cooper, Len Lemorie
19-078 V. CALL FOR PUBLIC COMMENT ON THE 2019-2020 BUDGET
President Song called for public comment on the budget. There was no public comment. President Song closed the Public Hearing on the 2019-2020 Budget.
19-079 VI. RECONVENE TO REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2019-2020 BUDGET
President Song reconvened to the regular meeting at 7:04 p.m.
19-080 VII. APPROVAL OF AGENDA
(Item of action)
Trustee Vander Broek, supported by Vice President Leija, moved to add to the agenda a vote for a closed session for discussion of real estate at the June 17, 2019 Board meeting under New Business.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
Treasurer Sherman, supported by Vice President Leija, moved to approve the agenda as amended.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-081 VIII. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of April 15, 2019
CA-2 Approval of April 2019 Disbursements
Treasurer Sherman, supported by Trustee Vander Broek, moved to approve the consent agenda.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-082 IX. CITIZENS’ COMMENTS
There were no citizens’ comments.
19-083 X. FINANCIAL REPORTS
Bill Cooper, Finance Manager
Finance Manager Cooper presented the April 2019 financials. March tax receipts of $15,979,550, 98.7% of the budgeted amount was received. Year-to-date revenue over expenditures was at $4,122,834. No line items are over budget.
19-084 XI. COMMITTEE REPORTS
19-085 A. EXECUTIVE COMMITTEE
President Song reported the committee met briefly earlier today and were preparing for next month’s meeting. The Executive Committee is looking forward to a monetary donation coming from the Ladies Library Association.
19-086 B. STRATEGIC PLANNING COMMITTEE
Trustee Vander Broek reported the committee met prior to the Board Retreat and focused on the retreat agenda. President Song stated the committee was engaged at looking for a “bigger picture” strategic plan.
Several Board members commented on the Retreat. A thank you was expressed to Bridgeport Consulting and Library staff who participated.
19-087 XII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker presented her written report and highlighted the following:
Author Elizabeth George is speaking this evening on the first floor and author Cecile Richards will be speaking tomorrow evening at the same location.
AADL is being honored by Ann Arbor Historic District Commission on June 3rd for ongoing work of digitizing the Ann Arbor News. Staff members Andrew MacLaren and Amy Cantu along with other archives staff members were recognized for their work on this project.
VISIONS was held on May 15th and had over 2,400 participants. Staff and volunteers were commended for their involvement in this event.
This past weekend had two well attended major events. The Gardening & DIY Festival saw 2,600 attendees and AACME had 1,900 in attendance.
Renovation of the Malletts Creek Branch is nearing completion and will be re-opening in early June.
A summary of public and staff comments were viewed.
Upcoming events include: Summer game begins June 14th, A2CAF begins with an opening reception on June 14th followed by the beginning of the Ann Arbor Summer Festival.
19-088 XIII. OLD BUSINESS
18-049 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Facilities Manager
Facilities Manager Lemorie reported the 4th floor staff area remodel is complete.
Malletts Creek is being put back together and the new meeting space blends in.
Final drawings for the 4th floor meeting room space upgrade to the podcast area are almost complete.
19-069 B. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)
Trustee Green, supported by Vice President Leija, moved the Board resolves that the President of the Board of Trustees of Ann Arbor District Library be authorized to sign a one year extension of the space use agreement along with the President of the Board of the Friends of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Director Parker noted the only change to the agreement was that space in the basement area has been moved and reduced slightly. Facilities Manager Lemorie is working with the Friends on this move.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-070 C. RESOLUTION ADOPTING REVISIONS TO RULES OF BEHAVIOR POLICY 5.1
(Item of action)
Vice President Leija, supported by Trustee Vander Broek, moved the Board resolves that Rules of Behavior Policy 5.1 is revised as proposed; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
President Song thanked Secretary Moore and Administrative staff for taking a closer look at this policy.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-089 XIV. NEW BUSINESS
19-090 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2019-2020
(Item of action)
Treasurer Sherman, supported by Vice President Leija, moved the Board approves and adopts the budget for the fiscal year ending June 30, 2020, as presented; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Finance Manager Cooper noted that the 5% estimated increase in property taxes has been adjusted to a 5.24% increase lowering the millage rate, but increasing the budget by an estimated $130,000. The additional monies were placed in the salaries line.
Treasurer Sherman stated the Budget and Finance Committee did not hold an additional meeting as she felt comfortable with the changes.
Per President Song’s request, Director Parker gave Board members background information on the Headlee Act and its impact on the AADL budget.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-091 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)
Vice President Leija, supported by Trustee Vander Broek, moved that as to the 2019-2020 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 1.8519 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, 2019, 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.
Director Parker noted that the Library is responsible for notifying taxing authorities the millage rate amount once it is authorized by the Board.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-092 C. RESOLUTION TO ADOPT THE 2019-2020 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)
Vice President Leija, supported by Treasurer Sherman, moved that appropriations by the Board as the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2019-2020 the total amount of $17,672,236 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; Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.
Director Parker noted that this process is dictated by the State, although the Board determines the amount of any single expenditure that requires prior Board approval.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-093 D. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD
Linh Song, President
Vice President Leija, supported by Trustee Vander Broek, moved to table the Director’s Evaluation Letter to the June Board meeting.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-094 E. VOTE FOR CLOSED SESSION AT THE JUNE 17, 2019 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote
Vice President Leija, supported by Treasurer Sherman, moved for a closed session for discussion of real estate at the June 17, 2019 Board meeting.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 7-0.
19-095 XV. CITIZENS’ COMMENTS
There were no citizens’ comments.
19-096 XVI. ADJOURNMENT
President Song adjourned the meeting at 8:05 p.m.