ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, NOVEMBER 18, 2019
19-166 I. CALL TO ORDER
President Song called the meeting to order at 7:00 p.m.
19-167 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green (arr. 7:02 p.m.), S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek
Board Absent: Jim Leija
Staff: Josie Parker, Eli Neiburger, Len Lemorie, Karen Wilson (recorder)
19-168 III. APPROVAL OF AGENDA
(Item of action)
Secretary Moore, supported by Trustee Vander Broek, moved to approve the agenda as presented.
AYES: Akmon, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 5-0.
19-169 IV. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of October 21, 2019
CA-2 Approval of October 2019 Disbursements
Treasurer Sherman, supported by Trustee Akmon, moved to approve the consent agenda.
AYES: Akmon, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 5-0.
19-170 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
Trustee Green arrived at 7:02 p.m.
19-171 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reported that as of October 31st the Library received $16,114,939.00 in tax receipts which is 95.4% of the budgeted amount. The general fund balance is currently at $8,418,164.00. Later on the agenda is an item to transfer from the General Fund to the Capital Projects Fund. Year to date revenue over expenditures is $482,050.00. Actual cash expended is at 33.8% of the budget. Grant monies carried forward from last year show the Friends of the AADL at $40,768.00 and the Archives Grant at $47,392.00.
Treasurer Sherman inquired of the narrative reporting Library fines and fees showing negative revenue for October. Director Parker responded that as noted in the summary, a correction was made to funds incorrectly classified.
19-172 VII. COMMITTEE REPORTS
19-173 A. EXECUTIVE COMMITTEE
President Song reported that prior to tonight’s meeting Secretary Moore and herself met with Administration, reviewed staff day and had a brief discussion regarding the feasibility study and strategic planning.
19-174 B. BUDGET & FINANCE COMMITTEE
Treasurer Sherman reported the committee met on Halloween with David Youngstrom of Yeo & Yeo and reviewed the 2018-2019 Audit. The committee was also informed of a generous gift from the Ladies Library Association.
Director Parker noted that the Ladies Library Association was in the process of donating to the Library funds to purchase a large digital screen for the Downtown Library lobby allowing for seventy-two hours a week of digital art exhibitions and use during programs and large events. Overall they will be donating $250,000.00 towards this screen. An anonymous donor has also come forward and is interested in providing the balance of the funds for this project.
19-175 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker presented her written report and highlighted the following:
Pittsfield Branch Library opened on November 12th and Traverwood Branch Library will close on December 16th for ten weeks. A bookable meeting room will be created at Traverwood, the floors will be refinished and the large doors to the program room will be replaced. Glass needs to be installed yet in Pittsfield’s meeting room; the Bernoulli has been moved to the children’s area and surrounded by IPads.
On November 9th AADL hosted the Ann Arbor Synth Expo which saw over 500 attendees. This event also used the newly created Secret Lab Annex.
On November 10th AADL Fifth Avenue Press launched nine new titles. This event was attended by over 200.
A summary of public and staff comments was viewed.
19-176 IX. OLD BUSINESS
18-049 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Facilities Manager
Facilities Manager Lemorie reported on Pittsfield’s Branch re-opening and the upcoming closure of Traverwood Branch for remodeling and maintenance work.
Facilities Manager Lemorie is looking into HVAC replacement costs for the Downtown Library.
The Board was updated on the needs of the branch libraries for installation of back-up generators for use during power outages. Life spans of generators are roughly 20 to 25 years and their maintenance costs would be added to our HVAC service contracts.
Consensus of the Board was to proceed with seeking bids for generators at the branches. Facilities Manager Lemorie hopes to have more information for the Board in January.
19-177 X. NEW BUSINESS
19-178 A. AUDITOR’S REPORT
David Youngstrom, Yeo & Yeo, CPAs
Director Parker introduced Mr. Youngstrom of Yeo & Yeo. Mr. Youngstrom thanked Director Parker and the entire staff for their support during the audit process.
Mr. Youngstrom reviewed a summary of 2018-2019 audit report with the Board including revenue and expenditures. He noted that an unmodified opinion of the financial statements was given and that they were free of misstatements. He also noted that no material weaknesses, significant deficiencies or compliance issues were found. There were no issues with management or staff and no additional journal entries were needed.
Director Parker inquired as to the accrual accounting presentation.
Mr. Youngstrom noted that the Michigan Department of Treasury requires this type of financial reporting.
19-179 B. RESOLUTION TO ACCEPT THE 2018-2019 FINANCIAL AUDIT
(Item of action)
Trustee Green, supported by Trustee Akmon, moved that the Board resolves to accept the 2018-2019 financial audit prepared by Yeo & Yeo, CPAs; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Akmon, Green, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 6-0.
19-180 C. BONNER ADVISORY GROUP REPORT
Luke Bonner, Bonner Advisory Group
President Song introduced Luke Bonner of Bonner Advisory Group.
Mr. Bonner introduced members of his team, Travis Maezes from Bonner Advisory Group; John Myefski of Myefski Architects; Scott Collins of BDC Consulting.
Mr. Bonner presented and reviewed the Feasibility Study/Mixed-Use Library Report his group was engaged to provide. This study provided an analysis of the Downtown Library building site and various development scenarios available for Board consideration.
He noted that any project would take several years and would need feedback and input from the community.
Board members asked a number of questions regarding the report and the various options available. Mr. Bonner noted that the report is not a document for bonding or financing purposes. It reflects several options available to the Library depending on what the Board sees as a feasible future plan for the Library.
19-181 D. RESOLUTION APPROVING THE PROJECT BUDGET FOR THE 4TH FLOOR RENOVATION PROJECT
Len Lemorie, Facilities Manager
(Item of action)
Facilities Manager Lemorie reviewed with the Board the renovation plans for the 4th floor meeting room and adjacent area. Seating will increase from 120 to 180, the podcast room will be moved, and a check-in area and a green room will be created. An audio-visual package similar to the one in the Multi-Purpose Room will be installed. This space will become one of the main programming rooms.
Trustee Vander Broek, supported by Secretary Moore, moved the Board resolves to approve a project budget of $550,000 for the Downtown Library 4th Floor Renovation project to be paid out of the Capital Projects Fund; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
The Board discussed the cost of the project versus the needs of a new library. Director Parker noted that any new library project would take years to accomplish and this project will help address some of the Library’s current programming needs.
AYES: Akmon, Green, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 6-0.
19-182 E. RESOLUTION TO TRANSFER FROM FUND BALANCE TO CAPITAL PROJECTS FUND
(Item of action)
Treasurer Sherman, supported by Secretary Moore, moved the Board resolves to transfer $1,500,000.00 from the undesignated Fund Balance to the Capital Projects Fund; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
AYES: Akmon, Green, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 6-0.
19-183 F. RESOLUTION OF THANKS TO LAURA PERSHIN RAYNOR UPON HER RETIREMENT
(Item of action)
Trustee Vander Broek, supported by Secretary Moore, moved the Board resolves that it would like to officially thank Laura Pershin Raynor for her service as an employee from May 9, 1990 to November 15, 2019 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Trustee Vander Broek along with Director Parker expressed their appreciation of Laura’s exceptional service through the years.
AYES: Akmon, Green, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 6-0.
19-184 G. VOTE FOR CLOSED SESSION ON DECEMBER 16, 2019 FOR DISCUSSION OF REAL ESTATE AND OPINION OF COUNSEL
(Item of action)
Roll call vote
Treasurer Sherman, supported by Secretary Moore, moved for a closed session for discussion of real estate and opinion of counsel on December 16, 2019.
A roll call vote was taken.
AYES: Akmon, Green, Moore, Sherman, Song, Vander Broek
NAYS: None
Motion passed 6-0.
19-185 XI. CITIZENS’ COMMENTS
Scott Trudeau
I don’t have a ton to say, but I was really excited to come and hear about the feasibility study for dealing with this piece of land. I wanted to thank you all for recognizing how much value was here and looking for a way to unlock that not just to make a library’s job easier to reinvent this space but to look to address other really critical needs especially for the housing. And that I’m super excited about the potential here. I think shooting for what the zoning would be if this were a private parcel and really going for that maximum scale makes sense to really try and unlock all that value and give it back to the community. There’s a lot said about how unusual Ann Arbor is and doing something like this is unusual there really isn’t a city that’s done this before. There’s other housing a library branch has been discussed. I think that in a lot of ways Ann Arbor isn’t as unique as it thinks it is but I think that in this case it could really take a step forward and really lead the way. I think the library in particular has done an excellent job of really being a leader and I’m certainly looking forward to seeing you all take this on. I had one question which I think was answered, my last was that zoning, I guess, I assuming that the City zoning laws actually applied to the library even though it’s a separate entity from the city. Given that, that came up in the discussion, I know that other public entities do not have to actually follow the city’s zoning.
Director Parker responded that we are public land so that if we chose to do something ourselves as a library only, we are not bound by some of the process that others are. If we were to do something like this then we would be.
Scott Trudeau continued,
Right, so any public/private sort of arrangement you’re not going to build housing on your own. So that answers that question. I appreciate that. So yeah I’m excited to see that this go forward and kind of where it leads. Hopefully the uptake here in the city is and the people here will join along making this happen. It’s really exciting. The one other thing I’ll comment on is it makes me a little sad that we’re actually investing in a bunch of fossil fuel infrastructure for our branches. I could think of a lot of things that if they were different, it would be easier to argue against buying generators and fueling them with fossil fuels, but batteries are expensive, micro grids aren’t really allowed, community solar isn’t there yet. It would be cool if there were new suitability, kinda be creative in leading the way to help us figure out how these public institutions can be more sustainable with renewable energy and not a fossil fuel infrastructure, but I also understand the realities of where the library’s coming with twenty years of a fossil fuel system. So thank you.
Dave
Hi, so just as a side, Josie I missed your Director’s report, that’s really one of my favorite parts of the meeting. So I’m sad for that. Normally it doesn’t happen so early in the meeting. But aside from that this meeting was like, my reflection on it was, this was a really good meeting. I appreciate everything that Scott said. But now I’ll just move to the original comment. So I noticed that the library programs said extended weekend hours at Westgate, but it’s kind of an aside in italics and I was talking with somebody that didn’t even know that it was a little bit longer and on the program it doesn’t say how long it’s open. I don’t know if that’s intentional or not but since the programs are coming out monthly now it would probably make sense to say hey Westgate’s open to eight on the weekends. Aside from that I’m just going to plug the board meeting should also be in the printed program, a thing that I plug a bit.
Director Parker responded a thing for you to know, the library hours at Westgate match Sweetwater’s if that helps you.
Jessica Letaw
Hi, my name is Jess Letaw. I’m a renter on Ann Arbor’s Westside. I wear a lot of hats in the community but I don’t have any of them on tonight. I’m just here as a fan of buildings. The way they look and how they act for us. All of the things I have to say are about the prospective new downtown branch. First of all I had the opportunity to visit with the architectural team a couple of weeks ago who designed the library/housing project that you guys reviewed tonight. It was really fun to talk to the team but even more than that they talked about where it is going. That was a prototype project they really kinda designed it as a experiment and the city wanted to see how it went. The city was so happy with the results that there are six more in the pipeline either being designed or developed right now. So this may be new but that doesn’t mean that there’s not a lot of energy behind it. I also wanted to say that I hope for an outreach process that is as thoughtful, as diverse and as inclusive as the library itself. Community engagement is a really hard thing to do and there is no really right way to do it but I’m just excited to see the library leading the way in community education and asking in a way that’s challenging to do. So I’m excited for that. I also wanted to say when it comes to this being a unique project in Michigan and even nationally Ann Arbor and Washtenaw County are already leaders. We’re 80th out of 83 in terms of income inequality in Michigan. We’re the eighth most economically segregated community in the county and we’re the most expensive rental market in Michigan. We’re already leaders. I’m delighted to see the library is helping us be a leader out of these issues. And helping us address our community issues as well as our community opportunities going forward. The last thing I wanted to say is that I’m delighted to see that the inspirational is one of the new branch’s goals and that I hope that, that applies to the eventual design as well as its function as well to have an amazing building as well as a building that functions amazingly for the people who live here. Thank you.
19-186 XII. ADJOURNMENT
President Song adjourned the meeting at 8:52 p.m.