ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, AUGUST 17, 2020
20-138 I. CALL TO ORDER
President Song called the meeting to order at 7:01 p.m.
20-139 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Molly Kleinman, S. Kerene Moore, Linh Song, Jamie Vander Broek (arr. 7:05 p.m.)
Board Absent: Jim Leija
Staff: Josie Parker, Eli Neiburger, Len Lemorie
20-140 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Vice President Moore, supported by Trustee Kleinman, moved to approve the agenda as presented.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song
NAYS: None
Motion passed 5-0.
20-141 IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of July 20, 2020
CA-2 Approval of July 2020 Disbursements
Treasurer Akmon, supported by Vice President Moore, moved to approve the consent agenda.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song
NAYS: None
Motion passed 5-0.
20-142 V. CITIZENS’ COMMENTS
Lisa Nichols
Hello, Trustees, and thank you for your service to the library and the community! I'm a fan of the Summer Game, but I wanted to comment today that I know a handful of people using the library's wi-fi from the parking lot, and I wanted to comment that any boosting of the signal you might be able to accomplish would be quite helpful. In the parking lot at the Mallet's Creek branch, for instance, my phone doesn't pick up the wi-fi at all, and a fellow I know who works there on his laptop routinely has told me he has to park in certain strategic places and then only sometimes has a reliable signal. Is it crazy to suggest the library make the areas outside the branches more effective "hot spots"? You tell me.
Thanks again.
Molly B.
Hi, Thank you all so much for everything you do. I'm sure running a library is difficult enough in normal times--I can't imagine what difficult decisions would need to be made in times such as these. However, I do have a question for the library--I’ve noticed that the library has some downloadable knitting pattern books. Are there plans to expand downloads like these to sewing patterns, or other downloadable maker-type plans? Thank you again.
Taina Price
To the AADL board: I appreciate the effort that's gone into making the Summer Game interesting and enjoyable amidst this year's challenges. Thanks for doing the Bummer Game, the AADL TV programming, the contactless pickup of library materials, and especially the fine forgiveness! The best part of the Game for me this year has been the badges that highlight the Community Collections.
One thing I miss about normal library-going is perusing the New Book shelves. I know it's possible to view new books, videos, music, and more via catalog search links lower down on the homepage, but could you come up with a better way to highlight new books as they become available?
Trustee Vander Broek arrived at 7:05 p.m.
Rachel Newman
Hello,
If the original goal of the summer game was to get people familiar with and using the library catalog more, then I am a success story. I had never used the online catalog before playing the summer game. But because of it I have read books I never would have otherwise discovered, my family and I request things ALL THE TIME, and I rediscovered my love of reading that I thought I didn't have time for after having kids.
I'm not a big fan of summer, but the game gives me something to look forward to and enjoy to help me through the season. I get challenged, learn new things, groan or even laugh at clues and badge descriptions. There were years I joked that my kids were doing camp public library because of all the programs we attended. Library swag fills our house. The "Bummer Game" made me smile at a time when little else did.
So thank you. Thank you the board of directors. Thank you to the entire staff of the AADL - an incredible creative and dedicated group of people. Thank you to the Friends of the AADL for providing all their support. I'm always bragging to out of town friends and relatives about the amazing library system we have in Ann Arbor.
Thor Ham
Hi, My name is Thor and I am 11 years old. I have a few ideas on how the summer game could be more intriguing to more people and increase the number of people that play and read over the summer. My first idea would help the school system and is not related to the summer game but could easily be. It is that schools could request multiple books at a time so that reading groups could happen and could go for more the than normal check out and return time. Usually reading groups go for about half of a trimester; at least at my school and grade. Next, maybe some books that are checked out could have codes in them to encourage reading and give extra points. Speaking of codes, The home codes map is very helpful for finding the home codes but maybe the parks that have codes could be put on the map to help plan walks or bike rides and even drives that are meant to find more codes. Thank you for the summer game.
20-143 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reviewed the Financial Reports presented in the Board Packet. Cash has decreased by $106,255 at the end of July and sits at $10,331,302. Tax receipts are at 9.23% of the budgeted amount. She noted the fund balance increased from $7.9 million in June to just over $8 million in July. Current revenue is at 8.27% of the budget and expenses are at 6.87% of the budgeted amount. Actual cash receipts are at 10.46% of the budget and actual cash expended is at 11.08% of the budget.
Auditors are scheduled to be in next week to begin the 2019-2020 fiscal year audit. They hope to have the audit completed for presentation at the October Board meeting.
Trustee Green inquired about the salary line item being at less than one half of one twelfth of the budgeted amount. Director Parker noted that the cost of financial services is not reflected in that line and that several positions are currently unfilled. Every effort is being made to operate in a lean fashion anticipating the uncertainty regarding future tax revenue.
President Song inquired if other libraries have sought Headlee overrides. Director Parker noted that district libraries have not done so, but have had successful millage renewals.
20-144 VII. COMMITTEE REPORTS
20-145 A. EXECUTIVE COMMITTEE
President Song reported that the Executive Committee did not meet.
20-146 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker once again reviewed the AADL Service Plan for Stages 4, 5 and 6. AADL currently remains in Stage 4. Building access is limited to hold pickups only.
Hold pickups continue to increase. Since June just under ten thousand patrons have picked up over 126,817 items. Items checked back in since June 15th has reached 165,834. MeL delivery service has resumed but we will not begin participation until our patron hold requests have been caught up internally.
AADL.TV has seen 1.7 million video impressions since launch with 140,000 video views. Over half of the video views are storytimes and The Saturday Show.
As of 5:00 p.m. today 26 artists’ statements have been received for the Black Lives Matter call for artists. These statements will be reviewed by Omari Rush, Marianetta Porter, Rochelle Riley and Jamall Bufford.
Black Lives Matter book, movie and podcast discussions are continuing on a weekly basis. Prerecorded book discussions are in production for posting on AADL.TV. Director Parker thanked Associate Director Sherlonya Turner for organizing and participating in these discussions.
“Welcome to Commie High” online archive with historical photos and newspaper articles is now available on the AADL website.
The Summer Game to date has 6,134 active players; 150,900 badges earned; 91,585,649 points earned and 481 home codes created by players.
Now available on the website is a podcast “The Gayest Generation” hosted and developed by AADL Outreach Tech Jacob Gorski.
The 15th Annual Lego Contest has over 200 virtual entries so far. All ages are being accepted. Submissions close this evening at midnight. The awards ceremony will be held live on AADL.TV this Sunday, August 23rd at 4:00 p.m.
The UM Library and the AADL are partnering on a community-wide project asking everyone for postcards to their future selves. These postcards will reflect the times we are living through now.
A summary of public and staff comments was viewed.
President Song inquired about August elections being held in the library.
Director Parker reported that the Downtown and Pittsfield libraries were used as polling places for August elections.
Trustee Vander Broek inquired if a different strategy would be used if other staff were to test positive for Covid. Director Parker reported that administration has discussed this and is working on team schedules allowing that if one team is exposed to Covid a second team can be assigned in order to keep a location open for hold pickups.
20-147 IX. OLD BUSINESS
18-049 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Associate Director
Associate Director Lemorie reported that the original scope of the construction projects for the branch meeting rooms and 4th floor program room is complete. The program room doors at the Travewood Branch are currently being worked on. Materials for completing the storage room at Traverwood have been ordered. Audio-visual equipment, cable and wiring for the 4th floor podcast room are being installed. Bids for generators are out and are due next week.
20-113 B. BLACK LIVES MATTER
(Item of discussion)
Director Parker reported that she has contacted and received a proposal for an IDI assessment. Board members, managers and supervisors will be contacted individually to participate in this assessment. Confidentiality is assured. Coaching and support would be provided on an individual basis as needed.
Vice President Moore inquired if this process could be provided to incoming Board members in January. Director Parker responded that it could be arranged.
Trustee Kleinman inquired about collection development of eBooks. Director Parker will have Sara Wedell, Collections Manager, address the Board at the September meeting.
President Song inquired whether the archives are being brought into this discussion. Director Parker noted that it has been and the archives continues to work with the African American Cultural & Historical Museum.
20-134 C. RESOLUTION TO ESTABLISH BOARD POLICY COMMITTEE AND CHARGE
(Item of action)
Vice President Moore, supported by Trustee Kleinman, moved the Board resolves as follows: that the Special Policy Committee consists of S. Kerene Moore, Chairperson; Dharma Akmon and Jamie Vander Broek; that the charge to the Policy Committee is to review AADL building use policies for biases with an eye towards equity and public use that can be remedied with policy recommendations to the Board for review and approval no later than December 2020; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Vice President Moore expressed her concern that the December timeline may not be realistic and that the committee may need to come back to the Board for an extension.
Director Parker reported that she is scheduling meetings with the Ann Arbor Human Rights Commission and the Police Oversight Committee.
Trustee Vander Broek inquired whether the discussion could include online behaviors as well as behaviors in buildings. Director Parker noted that could be part of the conversation.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-148 X. NEW BUSINESS
20-149 A. RESOLUTION FOR FUNDS FOR DOWNTOWN LIBRARY YOUTH RESTROOMS RENOVATIONS
(Item of action)
Trustee Vander Broek, supported by Treasurer Akmon, moved the Board resolves as follows: to authorize $203,615.00 for building improvements from the Capital Fund for renovations of the Downtown Library youth restrooms; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Associate Director Lemorie reviewed the floor plans for the renovation. He noted that the restrooms will be barrier free, ADA compliant and gender free. The shelving on the outside wall of the restroom area will be expanded and the wall map will be removed.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-150 B. RESOLUTION FOR FUNDS TO INSTALL MATERIAL PICKUP LOCKERS AT THE TRAVERWOOD AND WESTGATE BRANCH LOCATIONS
(Item of action)
Treasurer Akmon, supported by Vice President Moore, moved the Board resolves as follows: to authorize $135,915.00 for building improvements from the Capital Fund to install material pickup lockers at the Traverwood and Westgate Branch Library locations; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Associate Director Lemorie reviewed the layout of the proposed pickup lockers at both locations. He anticipates installation sixty days after ordering the equipment. Installation at Traverwood is anticipated to go smoothly. Westgate installation will require additional construction work.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-151 XI. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
20-152 XII. ADJOURNMENT
President Song adjourned the meeting at 8:45 p.m.