ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, APRIL 20, 2020
20-061 I. CALL TO ORDER
President Song called the meeting to order at 6:01 p.m.
20-062 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Molly Kleinman, Jim Leija, S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker
20-063 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION
20-064 IV. RECONVENE TO REGULAR MEETING AT 7:00 P.M.
President Song called the meeting to order at 7:00 p.m.
20-065 V. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Molly Kleinman, Jim Leija (arr. 7:02), S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker and Eli Neiburger
President Song welcomed Trustee Molly Kleinman to the AADL Board.
20-066 VI. 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, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
Secretary Leija joined the meeting at 7:02 p.m.
20-067 VII. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of March 27, 2020
CA-2 Approval of March 2020 Disbursements
Treasurer Akmon, supported by Trustee Vander Broek, 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.
20-068 VIII. CITIZENS’ COMMENTS
There were no citizens’ comments.
20-069 IX. FINANCIAL REPORTS
Josie Parker, Director
Director Parker reviewed the Financial Reports presented in the Board Packet. She noted the fund balance is up from March 31st and that revenue is anticipated to exceed expenses for 2020. Those funds will transfer into the fund balance. Expenditures currently are at 71.6% of the budgeted amount. She reported that the Friends did send a $25,000 check which was not received in March, but will be received in April. It is unknown if any further funds will be received from the Friends for the remainder of this fiscal year. As previously noted the Accounting/Auditing line is the only one over budget and it is anticipated. All other funds look good.
Trustee Green inquired about only 50% of Library Programming being spent. Director Parker noted that all June events are now being cancelled and programming vendors will all be paid for all cancelled events which will bring that budget line up.
Trustee Green inquired regarding the progress of the meeting space projects. Director Parker noted that the fourth floor meeting space in nearly complete. The podcast and control room still need to be completed. HVAC work is being done at the Downtown Library; heavy cleaning is being done throughout the system. The branch meeting rooms are waiting on the baffling for sound control. No impact is anticipated on the budget for these activities.
Director Parker also reported that additional costs for re-opening the system such as Plexiglas shields, sanitizer and masks will fall within the current budget.
20-070 X. COMMITTEE REPORTS
20-071 A. EXECUTIVE COMMITTEE
President Song reported the committee met by phone earlier today to discuss the process for the Director’s evaluation.
20-072 B. BUDGET & FINANCE COMMITTEE
Treasurer Akmon reported the Budget & Finance Committee met on April 6th and discussed the proposed budget.
20-073 XI. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker presented her report and highlighted the following:
AADL TV began on March 17th with storytimes, crafts and programming. These activities are archived on YouTube.
The Bummer Game first badge drop was March 16th. The game currently has 2,517 players earning to date 8,731,763 points and 36,693 badges. This game will be ending at the end of April. Staff will be using May to prepare for Summer Game. Points earned with the Bummer Game will be available for use in the Summer Game.
Minecraft Ann Arbor has been relaunched. Kids are exploring and playing hide and seek online in Downtown Ann Arbor.
Patrons are helping AADL improve its series data in the catalog by using the Points-O-Matic Super Serializer which staff launched on
April 13th. There were over 5,000 actions by players in the past week.
Operation Face Shield was launched on April 13th also. Three staff members are using Library 3-D printers to fabricate pieces and parts of face shields being constructed in the county.
So far 200 library cards have been issued remotely.
The call center which is operating remotely has received over 500 calls in twenty-three service days. It operates from 12:00 p.m. to 6:00 p.m. during the week. This service has noticed a drop in calls recently.
A summary of public and staff comments was viewed.
Director Parker noted that Administration is having discussion on needed steps to be taken before reopening. Due dates are now being extended from April 30th to May 30th.
President Song inquired about the Minecraft project. Director Parker noted the project was brought back and anyone can add to it.
Director Parker noted that Zoom backgrounds now available are being pulled from the Archive. President Song inquired if previous Summer Game artwork could be used also. Deputy Director Neiburger responded that would be possible.
Director Parker noted that staff proposes online programming ideas to “pitch-a-plan” managers who review and authorize programming.
20-074 XII. NEW BUSINESS
20-075 A. DISCUSSION OF PROPOSED 2020-2021 BUDGET
(Item of discussion)
Director Parker introduced Cindy Richmond from Maner Costerisan who reviewed the proposed budget narrative with the Board.
Tax revenue is projected to increase by an additional $312,000 under 1.8375 mills. A 3% merit pool is being proposed for staff. Health insurance costs are up 2.76%. Accounting/Auditing increase reflects contracted services with Maner Costerisan for financial services. Custodial Services is up reflecting deep cleaning of all locations. Overall expenses are anticipated to increase by $253,000 from this fiscal year.
Director Parker noted that the Library will pick up the increase in health insurance costs, that the 10% 403(b) is still included in the budget and the proposed 3% merit pool is a standard amount. The proposed millage rate will be finalized once figures from the County are received next week. If no major adjustments are needed this proposed budget will be brought to the Board in May for approval.
20-076 B. SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of discussion)
Director Parker noted that no changes have been made to the Space Use Agreement.
Director Parker will be in contact with FAADL for any additional input and will bring the agreement back to the Board for approval in May.
20-077 C. VOTE FOR CLOSED SESSION AT THE MAY 18, 2020 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote
Secretary Leija, supported by Trustee Vander Broek, moved for a closed session for Director’s Evaluation at the May 18, 2020 regular Board meeting.
Secretary Leija called for discussion. There was no discussion.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-078 XIII. CITIZENS’ COMMENTS
No citizens’ comments were received.
20-079 XIV. ADJOURNMENT
President Song adjourned the meeting at 7:57 p.m.