Director Parker reviewed the Financial Reports presented in the Board Packet. Cash has decreased by $1,049,156 from October to November. She noted that at the end of November over $17.1 million has been received in tax receipts which are 99.5% of the budgeted amount. The Fund Balance has increased to $8,711,422.
Per GAAP requirements, MPSERS pass-through income and expense are now being shown on the financial statements. Total cash receipts through November stand at $17,738,050. Total cash expended through November is at $6,374,406. Year to date revenue over expenditures is $1,062,236. Actual cash receipts are at 99.48% of the budget with actual cash expended at 37.27% of the budget.
Director Parker noted that revenue this year is on target. Larger refunds for changes in taxable values in property, especially commercial, are anticipated to arrive in the 2022-2023 fiscal year.
The salary line item was discussed and it was stated that due to COVID-19, hiring has been limited. Director Parker noted that vacancies should be filled before the end of the fiscal year. She also pointed out that the salary line is below 70% of the entire budget which is very good.
20-213 VII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker began her report with updates:
Vestibule service resumed on December 9th. Staff schedules were adjusted in order to minimize COVID-19 exposure among the staff.
Parking lot Wi-Fi capabilities are being expanded at all branch locations by this Friday.
AADL was included in a recent National Citizen Survey for the Ann Arbor area and was rated exceptionally well. The City of Ann Arbor was thanked for sharing the information and acknowledged for providing good city services.
December 2020 through February 2021 rent is being fully abated for Sweetwaters at Westgate which will be reflected in budget revenue.
20-214 VIII. NEW BUSINESS
20-215 A. AADL PANDEMIC CLOSURE PROCESS
(Item of discussion)
Deputy Director Neiburger provided a Phasing Plan Update. He noted the following:
Prioritizing safety over speed.
Decisions based on metrics and thresholds produced by County and State Health authorities.
At least two weeks downward trend before next steps are instituted.
He reviewed the MI Safe Start Plan from March 2020 and noted incidences based thresholds.
Next reviewed was AADL’s Service Phasing Plan based on the MI Safe Start Plan. Outlined were Phase Three – Flattening w/remote service provided; Phase Four – Vestibule service provided; Phase Five – Libraries open with browsing services; Phase Six – Full services provided. He noted that requests for computer services have been very low. Staff are providing computer services for those needing materials available via the Internet.
Deputy Director Neiburger then reviewed a move from phases to risk levels. We are now looking at new cases per day, not at positive test rates. We will be basing service changes on risk level trends not on economic recovery phases.
Vestibule service provided at A-B-C levels.
Reduce vestibule service at D levels.
Remote services only provided at E levels.
Director Parker reported that currently MeLCat has been suspended as it requires two people. AADL is a heavy borrower/lender. The number of holds will be slowed down. Staff are now working days and evenings with Sunday/Monday groups and Tuesday/Saturday groups of staff in pods. This allows for better management of possible COVID-19 exposures.
Deputy Director Neiburger next reviewed vestibule service usage statistics from August through October.
When Washtenaw County risk levels reach D or higher operational changes to vestibule service may be needed to reduce the number of staff in the building at any given time including:
Suspension of MeLCat and/or shelf service.
Summer game shop orders not filled.
Reduce the number holds filled. Filling oldest first.
Reduce new material processing, longer wait for new materials and limits on staffing.
Daily appointment volume caps.
May need to reduce hours or days for vestibule services or intermittent branch closures.
Other changes as needed.
Director Parker thanked Deputy Director Neiburger for the presentation and assistance from administrative staff.
The Board commended the staff on the presentation.
20-216 IX. CITIZENS’ COMMENTS
There were no citizens’ comments.
20-217 X. ADJOURNMENT
Secretary Leija, supported by Trustee Kleinman, moved to adjourn the meeting.
Vice President Moore adjourned the meeting at 8:14 p.m.