ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
TUESDAY, JANUARY 21, 2020
20-001 I. CALL TO ORDER
President Song called the meeting to order at 7:02 p.m.
20-002 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green (arr. 7:05 p.m.), Jim Leija, S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: Colleen Sherman
Staff: Josie Parker, Eli Neiburger, Len Lemorie, Karen Wilson (recorder)
20-003 III. PRESIDENT’S REMARKS
President Song acknowledged accomplishments of the past year including being recently recognized again as a Five Star Library. She also recognized AADL staff and administration.
Trustee Green arrived at 7:05p.m.
20-004 IV. ELECT LIBRARY BOARD OFFICERS
1. PRESIDENT
(Item of action)
Roll call vote
Trustee Vander Broek, supported by Trustee Leija, nominated Linh Song for Board President. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
2. VICE PRESIDENT
(Item of action)
Roll call vote
Trustee Song, supported by Trustee Vander Broek, nominated Kerene Moore for Board Vice President. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
3. TREASURER
(Item of action)
Roll call vote
Trustee Song, supported by Trustee Moore, nominated Dharma Akmon for Board Treasurer.
Trustee Leija inquired of Trustee Green of her interest in an executive board position. Trustee Green expressed her appreciation for consideration but she concurred with Trustee Akmon’s nomination. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
4. SECRETARY
(Item of action)
Roll call vote
Trustee Moore, supported by Trustee Leija, nominated Jim Leija for Secretary. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-005 V. INSTALLATION OF OFFICERS
The oath installing Board officers for 2020 was administered as follows: Trustee Song as President, Trustee Moore as Vice President, Trustee Akmon as Treasurer and Trustee Leija as Secretary.
“I, (name stated), DO SOLEMNLY SWEAR THAT I WILL ABIDE BY THE BYLAWS, RULES, AND REGULATIONS OF MY OFFICE AS TO THE BEST OF MY ABILITY.”
20-006 VI. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS
President Song presided over the remainder of the meeting with new officers acknowledged.
20-007 VII. APPROVAL OF AGENDA
(Item of action)
Secretary Leija, supported by Vice President Moore, moved to approve the agenda as presented.
Secretary Leija inquired if the Draft Strategic Plan was on the agenda. It was confirmed that it was located under New Business.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-008 VIII. CONSENT AGENDA
(Item of action)
CA-1 Approval of Minutes of November 18, 2019 and December 16, 2019
CA-2 Approval of November and December 2019 Disbursements
Vice President Moore, supported by Treasurer Akmon, moved to approve the consent agenda.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-009 IX. CITIZENS’ COMMENTS
There were no citizens’ comments.
Director Parker acknowledged three Skyline High School students in the audience in attendance as part of their government class.
20-010 X. FINANCIAL REPORTS
Josie Parker, Director
Director Parker reported that November and December financial reports were included in the Board packet. She noted December’s Fund Balance graph reflects the authorized transfer of monies to the Capital Fund. She noted that the Accounting and Auditing line is over for the year and will be adjusted at year end when budget adjustments are made.
Construction costs for the 4th floor remodel will come out of the Capital Fund and the proposed HVAC replacement has been budgeted under Capital Outlay.
Trustee Green inquired about the excess in the Interest Income line versus the budgeted amount.
20-011 XI. COMMITTEE REPORTS
20-012 A. EXECUTIVE COMMITTEE
President Song reported that the Executive Committee did not meet.
20-013 B. STRATEGIC PLANNING COMMITTEE
Trustee Vander Broek reported the committee met last week to review the proposed draft document and made one change to the narrative. Feedback from the staff was reviewed and showed very positive responses on the Values statement. Committee members appreciated the amount and content of staff responses.
20-014 XII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker presented her written report and highlighted the following:
AADL participated in UM voting machine research.
On February 3rd, AADL will be a satellite location for the 2020 Iowa Caucus.
The curtain wall has been constructed for the 4th floor meeting room renovation.
An RFP has been issued for a coffee bar vendor service at the Downtown Library and is due by February 14, 2020.
A summary of public and staff comments was viewed.
AADL, for the twelfth year in a row has been identified as a Five Star Library by Library Journal. Director Parker thanked the staff and the public for making this designation possible. She also congratulated the following Michigan libraries who also received a Star designation: West Bloomfield Township Library and Richland Community Library were Five Star; Kent District Library and Hopkins District Library were Four Star; Litchfield District Library and Kalamazoo Public Library were Three Star.
20-015 XIII. OLD BUSINESS
19-032 A. PRESENTATION OF DRAFT 2020 STRATEGIC PLAN
Kerry Sheldon, Bridgeport Consulting, LLC
Kerry Sheldon of Bridgeport Consulting presented the draft 2020 AADL Strategic Plan to the Board. She reviewed the process used in creating the document.
Board members discussed the content of the plan noting that there were no specific measures of accountability or success. Concerns were expressed with wording focusing on the individual versus groups.
Ms. Sheldon noted that she understands Board concerns and has noted comments made in order to refine the document.
18-049 & 19-181 B. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Facilities Manager
Facilities Manager Lemorie reported that that the glass panels for the two small meeting rooms at Pittsfield have been received.
Construction at the Traverwood Branch is proceeding on schedule.
The dust walls for the 4th floor meeting room construction project are going up and demolition will begin soon. That project is scheduled to be finished by March 1st with the exception of the podcasting room. Deputy Director Neiburger reported that twenty-five events have already been scheduled for that program room in March.
20-016 XIV. NEW BUSINESS
20-017 A. ROLE OF THE BOARD, BOARD BYLAWS, ROLE OF DIRECTOR
James Greene, Dykema
James Greene of Dykema was introduced.
Mr. Greene noted that he has served as counsel for the Board for twenty-five years. He expressed his appreciation of the Board’s discussion this evening regarding their proposed Strategic Plan.
Mr. Greene reviewed the Board’s role as monitoring the efficiencies of the organization, reviewing the financial reporting and budget, advocating for the library, adopting policies and hiring and evaluating the director.
The director is responsible for the day to day operations of the library including hiring staff.
He noted that the Board’s function is also outlined in the Board Bylaws and he is confident that the Board understands its role and the role of the director.
20-018 B. APPROVAL OF BOARD MEETING DATES FOR 2020
(Item of discussion & action)
Secretary Leija, supported by Trustee Vander Broek, moved to approve the 2020 Board meeting calendar as presented.
The Board discussed the calendar. Trustee Green inquired about the August meeting being scheduled since it is usually cancelled.
Administration noted that if the meeting was not originally scheduled, finding a location at a later date could be problematic. Secretary Leija noted that the Board could consider other days of the week to meet besides Monday. Vice President Moore noted that she already has commitments on several other evenings during the week. No additional changes were made to the proposed meeting calendar.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-019 C. APPROVAL OF BOARD BUDGET & FINANCE COMMITTEE APPOINTMENTS
(Item of discussion & action)
President Song appointed Treasurer Akmon, Trustee Green and Trustee Vander Broek to the Board Budget and Finance Committee.
Vice President Moore, supported by Secretary Leija, moved to approve the Budget and Finance Committee appointments.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-020 D. RESOLUTION ADOPTING 2020 STRATEGIC PLAN
(Item of discussion)
Secretary Leija, supported by Vice President Moore, moved to table adopting the 2020 Strategic Plan to the next Board meeting.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-021 E. RESOLUTION AUTHORIZING HVAC REPLACEMENT FOR THE DOWNTOWN LIBRARY BUILDING
(Item of action)
Secretary Leija, supported by President Song, moved to award Goyette Mechanical with HVAC repairs/replacement in the Downtown Library building in the amount of $99,026.00; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Facilities Manager Lemorie informed the Board the air handler for the Multipurpose Room will be replaced. The Secret Lab will have a mini-split installed to control the humidity in that room along with the temperature.
Trustee Green inquired on the energy efficiency of the equipment. Facilities Manager Lemorie responded that efficiencies will be in place due to new equipment and controls.
Trustee Green inquired if there were additional options not brought to the Board for consideration due to costs. Facilities Manager Lemorie responded that the most efficient option would be geothermal wells which the Library does not have space for.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-022 F. VOTE FOR CLOSED SESSION AT THE FEBRUARY 2020 REGULAR BOARD MEETING FOR DISCUSSION OF REAL ESTATE & OPINON OF COUNSEL
(Item of action)
Roll call vote
Secretary Leija, supported by Vice President Moore, moved for a closed session for discussion of real estate and opinion of counsel at the February 2020 regular Board meeting.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-023 XV. CITIZENS’ COMMENTS
Dave
Hi, happy new year. I missed part of the earlier discussion but I caught on when discussing the strategic plan page 5 which had the one paragraph with at lot of focus. My eyes drifted down to the paragraph below it that starts with prioritizing patron privacy and that led me to recollect that there’s individuals that have a harder time providing comments than others and to my knowledge the comments on the website says, if you remain anonymous you won’t get a response. And comments here as well have to be done in person. So there are many demographics, many individuals who might be discouraged from commenting just because that if you don’t get a response they ask oh, is anybody going to read it. But also for other reasons they may not be able to comment safely. And so, just wanted to mention that. Look, it was not the point of the paragraph but that’s what triggered it.
20-024 XVI. ADJOURNMENT
President Song adjourned the meeting at 8:57 p.m.