ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 21, 2020
20-153 I. CALL TO ORDER
President Song called the meeting to order at 7:01 p.m.
20-154 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Molly Kleinman, Jim Leija (arr. 7:02 p.m.), S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Len Lemorie, Sara Wedell
20-155 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Trustee Kleinman, supported by Vice President Moore, moved to approve the agenda as presented.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-156 IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of August 17, 2020
CA-2 Approval of August 2020 Disbursements
Treasurer Akmon, supported by Trustee Kleinman, moved to approve the consent agenda.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-157 V. CITIZENS’ COMMENTS
Glen Modell
Good evening. My name is Glen Modell, and I am a 45-year employee of the Ann Arbor District Library, which I think is a record for this organization. I have decided to retire at the end of September, so this is a farewell to the good people of the Ann Arbor Library District.
Most of you do not know me. I have spent the greater part of my career in the back rooms, mostly in the I.T. department. It has been my privilege to participate in the installation of all four library automation systems, in 1986, 1992, 2005, and finally our new open-source system in 2018. It’s been fun, it’s been stressful, and I have enjoyed it.
I am especially gratified to see the changes the library has undergone in recent years. I have come to believe that the public library is one of the most civilized, and civilizing, social institutions ever devised, and I feel fortunate to have spent my career working at the Ann Arbor District Library.
Finally, this organization, for me, has been a continual source of great and enduring friendships. There is something about library people. We become friends for life. It has happened more than once.
I am sorry to be leaving, but there comes a time when the older folks need to step aside and let the younger ones carry on. When I first began at the AADL, I was 25, and now I am 70. It is time to go. So, to the people of the Ann Arbor Library District, I will say this: farewell, and thank you. It’s been good.
20-158 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reviewed the Financial Reports presented in the Board Packet. She noted that at the end of August over $10 million has been received in tax receipts. She also reported that the Budget & Finance Committee met with both Old National Bank and the Bank of Ann Arbor. Director Parker reported that $4.9 million of the Fund Balance is in investments. Actual cash receipts are at 60.78% of the budget with actual cash expended at 16.31% of the budget. Tax receipts are being received as usual. Per the auditor’s recommendation balances are reflected for restricted gift and memorial funds. The Fund Balance currently sits at $8,042,122.
Director Parker recognized two recent donations. The family of a volunteer at AADL donated $1,000 in the memory of their father. Those funds were placed in the Westerman Fund. Another donation for $500 was received by a patron making amends for past errors in judgement that led to their not returning library materials.
20-159 VII. COMMITTEE REPORTS
20-160 A. EXECUTIVE COMMITTEE
President Song reported that the Executive Committee met and discussed the Library opening in Phase 5 and the scope of work of the Policy Committee. Secretary Leija also reported the Committee reviewed the IDI process.
20-161 B. BUDGET & FINANCE COMMITTEE
Treasurer Akmon reported that the Budget & Finance Committee met with Old National Bank on August 26th and the Bank of Ann Arbor on September 17th to review investments held in both institutions.
20-162 C. POLICY COMMITTEE
Vice President Moore reported that the Policy Committee met on September 10th and reviewed and discussed building use policies. An open statement on staff training and using community resources will be developed. Vice President Moore noted that the work of this committee should be done before the end of the year. Trustee Green noted that policies are being revised to reflect actual practice.
20-163 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker began her report with October service updates:
- MeLCat resumes October 5th. All outstanding requests will be cancelled and patrons will be notified that they can re-submit their requests. Traditional interlibrary loans are currently not available until more libraries open their doors.
- Shelf service bags will be available. Forms for browsing shelves will be available for staff picks based on patron criteria for reading materials. Material will be checked out and placed in a sealed grocery bag for pickup.
- Printing services are improving. Patrons will be able to upload their print requests up to 30 pages.
- Art prints are now available for circulation.
- Tools circulation will begin in October for smaller tools. Games will not be available at this time. Vestibule changes are being made to accommodate tool requests.
- Traverwood lockers should be ready by next week. Westgate lockers availability is 30 to 60 days out. Locker pickups will be from 6:00 p.m. to 2:00 p.m. the next day.
- Bulletin boards will be hung out facing the glass for viewing outside of the library. Posting requests will be going through administration. Some newspapers along with the Michigan Daily are currently available in the vestibules. League of Women voter guides will be made available when received.
- Instant access to the New York Times is now available at https://aadl.org. The cooking and the crossword puzzle sections are not currently available at this time.
- Coming soon bookable Zoom meetings! AADL will make our Zoom meeting space available for bookings up to two hours with no limits on attendees.
- The no computer help line is continuing with about five sessions a week.
The Black Lives Matter Call for Artists Committee is wrapping up reviewing 29 applications. The judges are Omari Rush, Marianetta Porter, Rochelle Riley and Jamall Bufford. Applicants will receive a response in early October.
An online exhibit: Mandali: India and the World by Mia Risberg can be viewed at AADL.TV on YouTube from October 1st to November 12th.
VISIONS 2020 will also be held online at AADL.TV on October 7th. Online presentations begin at 9:00 a.m. A live Q&A with Ingrid Ricks begins at 1:00 p.m. Director Parker thanked the Outreach staff for their efforts in making VISIONS possible this year.
The Black Lives Matter discussions series are continuing.
The AADL-GT Stay-At-Home Smash series launches with a pre-season exhibition on September 26th.
Packing for the summer game shop will be held in the Downtown library. Volunteers have packed shop requests in the past, but staff will be doing the packing due to Covid. Prize pickups will be available beginning in October.
On September 22nd in partnership with the League of Women Voters, AADL presents Elaine Weiss discussing her book The Woman’s Hour: The Great Fight to Win the Vote.
A summary of public and staff comments was viewed.
20-164 IX. OLD BUSINESS
18-049 & 19-181 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Associate Director
Associate Director Lemorie reported that at Traverwood the program room doors are almost ready to be re-hung; that the lockers are ready to go online and the cold room drawings need to be reviewed before being submitted to the City for approval.
Work on installing the lockers at Westgate requires a room to be built and several sprinklers need to be moved.
At Downtown the Fourth Floor meeting room needs the punch list reviewed and completion of the podcast room. Pricing is being sought for moving the shelving on the Second Floor for carpet installation. The Youth restroom fixtures are being removed and demolition is starting this week on that project.
18-049 (6/19) B. UPDATE ON GENERATOR PROJECT
Len Lemorie, Associate Director
(Item of discussion)
Associate Director Lemorie reported bids have been received for the generator project. Slides were viewed showing placement of generators at Malletts Creek, Pittsfield and Traverwood branches.
Project costs were received at $449,386 for Malletts Creek; $238,342 for Pittsfield; $342,885 for Traverwood for a total of $1,030,613 for the project.
Associate Director Lemorie noted that installing generators would protect the buildings during brown and black outs, which have happened. Malletts Creek has experienced building equipment issues when power has been lost.
Installation would begin over the winter at Malletts Creek and Pittsfield. Traverwood installation would begin in the spring.
A cost breakdown of other possible alternative solutions along with a comparison of standard daily carbon emissions of the generator project was requested.
Associate Director Lemorie noted that the branch buildings were all built well and are very energy efficient. He also noted that the generators once installed would last to around 2050.
20-113 C. BLACK LIVES MATTER
(Item of discussion)
President Song reported that all trustees participated in an Intercultural Development Inventory assessment.
Director Parker noted that staff has participated in unconscious bias training and that supervisory staff also participated in the recent IDI assessment.
Secretary Leija left the meeting at 8:23 p.m.
Director Parker noted a composite report should be received on the IDI assessment.
President Song asked for feedback on the IDI process.
Vice President Moore noted the goal was to get some perspective and to be critical thinkers as a board.
20-165 X. NEW BUSINESS
20-166 A. AADL COLLECTION DEVELOPMENT - UPDATE
Sara Wedell, Collections Manager
Collections Manager Wedell informed the Board of the diversity audits project which inventories and measures the makeup of the collection. Slides were shown that reflect the publishing industry’s percentages of children’s books being published reflecting diversity. AADL staff will begin with the children’s picture book collection auditing authors and their backgrounds and establishing representation goals.
Trustee Kleinman inquired about the process for the eBook collection. Collection Manager Wedell noted that the consortium that provides the Overdrive collection is limited by what Overdrive licenses. AADL does attempt to locate other alternative sources such as Sleeping Bear Press for additional eBook materials.
Secretary Leija returned to the meeting at 8:44 p.m.
Collections Manager Wedell noted that the collection audit being performed is a diversity audit, not a maintenance one. Cultural stories will need to be accurate. Quality and author qualifications are a big part of going forward.
Bisac relabeling is not part of this process at this time. It is currently being evaluated in branches and bringing it into the Downtown Library collection will require more breakdowns in categories.
20-167 B. RESOLUTION OF THANKS TO GLEN MODELL ON HIS RETIREMENT
(Item of action)
Roll call vote
Vice President Moore, supported by Trustee Vander Broek, moved the Board resolves as follows: that it would like to officially thank Glen Modell upon his retirement for his service as an employee from September 4, 1975 to September 30, 2020 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 that at a Zoom staff meeting earlier today a montage of Glen’s time at the AADL was viewed by all attending and he was wished well and thanked.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-168 XI. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
20-169 XII. ADJOURNMENT
President Song adjourned the meeting at 8:56 p.m.