ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, JULY 20, 2020
20-123 I. CALL TO ORDER
President Song called the meeting to order at 7:00 p.m.
20-124 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Molly Kleinman, S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: Jim Leija
Staff: Josie Parker, Eli Neiburger, Len Lemorie
20-125 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Treasurer Akmon, supported by Trustee Vander Broek, 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.
20-126
IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of June 15, 2020 and June 29, 2020
CA-2 Approval of June 2020 Disbursements
Vice President Moore, supported by Trustee Kleinman, moved to approve the consent agenda.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-127 V. CITIZENS’ COMMENTS
Sangini
Hi! My name is Sangini and I'm a medical student at UM. This is my first year playing the summer game and I love that it's introducing me to more of Ann Arbor, even though I've been a Michigander my whole life. I'm hoping to find some to read more than just my textbooks this year, and the game is a great motivator. A huge kudos to everyone involved for your enthusiasm, creativity, and excellent wordplay! Thanks.
Patricia Griffin & Son Toviel
Thank you for commencing the book pickup procedures in June. We have been very keen to refresh our books since March. We'd like to request that the Children's librarians add some Swahili language books to the collection as there are currently none in the collection. Thank you.
Brianna C. Marble
Hello! My name is Brianna, a student at Umich. While living in Ann Arbor, I have discovered the joys of the AADL system as well as the ingenuity of the Summer (and Bummer) Games. I always participated in the summer reading programs K-12 at my local library, and was worried about missing them upon moving to Ann Arbor. However, I am entering my third year of playing the Summer Game and look forward to it each year. It easily makes up for me missing my hometown's reading program! Thank you for everything that you do and I, like another citizen's comment from the last meeting, hope to see more vintage buttons in the 2020 store!
Soledad Beck & Cadir
Dear AADL, I am 11 years old and I love going to the library, and I love reading. My brother is 7, and also loves these things. We both love playing the summer game, love that it is still happening. I would like to say thank you to all the people who put time and effort into making the libraries such a fun and enjoyable place to be! THANK YOU AADL STAFF!
P.S. We 💘❤💓💕💖💗💙💚💛💜💝💞💟 you guys SO MUCH!!
Karen Thurman
We miss you and are looking forward to visiting once the library can re-open!
Erica Kwiatkowski
Hello! My name is Erica Kwiatkowski. I grew up in Jackson, MI, but have since moved to Lisbon, New Hampshire. I just learned about your summer game, and it is brilliant! I love the engagement with the library, catalogue, and community. Not to mention, the searches are tricking me into learning a ton of cool facts. I was elected to the board of my tiny town’s library right before the pandemic, and I am very inspired by what you have going on. Congrats to you all, and if you have any hot tips, please feel free to let me know! Regards.
Helen Fuller
Good morning, This is a comment to the Library Board for the meeting on July 20. We want to thank the AADL staff for all their hard work. Our family is so glad the library has reopened for pickups, and we are endlessly amused by the Summer Game badges and AADL TV. We love how Summer Game encourages us to engage with our community and surroundings, and the staff has adapted it beautifully for this challenging time. All the best.
Patricia L.
Hello, My name is Patricia L. at Leslie Park Circle. Here is my message for the board of trustees meeting tomorrow. Thank you to AADL for all of your time and energy you put into making the Summer Games happen. I thoroughly enjoy doing the badges because I learn so much. I am especially grateful for the badges on Ann Arbor parks because you helped me to find a fun park that's in the shade!!!
We are very lucky to have such tremendous talent and support from the library. Thank you so very much.
Marionette Cano
Hi. My name is Marionette Cano. And my comment is:
I would like to THANK the AADL for everything you all are doing during the COVID crisis. You have done so much to accommodate the patrons from having convenient pickups, providing entertaining and educational videos and finding clever ways to continue the summer game. All of your hard work is greatly appreciated!!!! THANK YOU AGAIN!
Meg Hixon
As an Ann Arbor resident and frequent library visitor, I would like to thank the AADL's Board of Trustees and the library's leadership team for their actions during the COVID-19 pandemic. I am especially thankful to the library for keeping staff members employed throughout and after the lengthy closure period and for coming up with innovative ways that staff from across the library can continue to interact with and serve the public. AADL.TV has been a consistent source of entertainment and connection since March, and the Bummer & Summer Games have been an especially welcome distraction this year. I am happy to see that the library has implemented no-contact lending procedures that protect both staff and borrowers while still allowing for circulation. Finally, I would like to thank the library for hosting thoughtful and engaging Black Lives Matter programming and I hope to see this become a consistent priority in the AADL's programming and collection development policies going forward. I would like to thank you, and thank all AADL employees, for all of the hard work you have done, and continue to do, to serve the community during this challenging period.
Tara Cohen (video submitted)
Hi. I just wanted to say thank you so much for everyone at Ann Arbor District Library who has made the summer game so much fun. Today it was really rainy and passing the time with our kids in the car, both under the age of six, and we had so much fun driving to the different library branches just to find the code on the banners and even saw a bonus or two outside the downtown library. Anyways it’s a great, great addition to the summer especially during the pandemic and sure beats reading the news all the time to be able to look up codes in the catalog. So thank you so much for all the wit and interesting fun facts that everyone has put into this to make this summer more interesting. Thanks, bye.
Oscar Cohen-Flintoft (video submitted)
O.K. I’m Oscar and I would like to tell you some things about the summer games. I love them and I would like to order four beach balls please. Thank you. Thank for saying I’ll get four beach balls. Thank you. I’ll be going now.
Evelyn
I love the Summer Game and was wondering how long each of the current members have been on the board of directors? Also, what is everyone’s favorite ever item sold at the summer game shop?
Cathy Chow
A big Thank You to the board and the staff of the Ann Arbor District Library for all of their work in making the AADL a community treasure. The AADL is one of a kind.
Wyche Family
Dear Board of Trustees and library staff, You’re great and you have awesome prizes for the summer game. We are some of your number one fans. We love the library and all that you do with the summer game. It’s amazing and one of the best parts of summer for us. We really like the parks badges and home codes that you have introduced this year. We also liked how you set up the contactless pick up, it feels very safe. We think you are doing a great job! Also, please permanently abolish late fees, as they doesn’t create equal access for all library patrons. Stay safe, stay great!
Towers Family
Thank you AADL for making the Summer Game 2020 just as fun as prior years. While we can't explore each branch looking for codes this year, we are having a lot of fun exploring all the parks and figuring out the codes from all the park signs. I'm also excited to see the new prizes this year in the Summer Game shop. Looking forward to seeing what other badges are dropped during the remaining weeks of this year's game.
20-128 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reviewed the Financial Reports presented in the Board Packet. She noted the reports are identified as draft until the auditors complete their final entries. Cash has decreased over $1.2 million at the end of June. Tax receipts are at 99.98% of the budgeted amount. She noted the fund balance decreased from May to just under $7.9 million in June. Actual cash receipts are just over $17.4 million through June and are at 98.76% of the budgeted amount. Actual cash expended is at 92.24% of the budgeted amount.
Director Parker thanked all staff involved in the development of the financials including HR, IT and Facilities.
20-129 VII. COMMITTEE REPORTS
20-130 A. EXECUTIVE COMMITTEE
President Song reported the Executive Committee consisting of herself and Vice President Moore met prior to the meeting and discussed the formation of a Board Policy Committee and topics for August’s meeting.
20-131 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker reviewed the AADL Service Phasing Plan noting:
- Drop boxes are open
- Hold pickup appointments are from 12:00 p.m. to 8:00 p.m., seven days a week
- The Call Center operates from 12:00 p.m. to 8:00 p.m., seven days a week
- Printer service is now available
- A no computer help line is being piloted
- Four work from home teams are active for staff
Once the State is moved to Stage 5, AADL will have limited open hours, walk-in computing, browsing and exhibits. At Stage 6 regular open hours will resume, open seating will be allowed along with in-person events.
Since June 22nd over seventy thousand material requests have been placed.
Associate Director Sherlonya Turner participated in an online U.K. What Matters Now conference on July 10th.
The Summer Game Shop is opening online on Friday, July 17th and closes on September 7th. Home Codes are new this year and we have 231 so far.
Black Lives Matter book discussions are ongoing, with some having up to 200 attendees. Associate Director Sherlonya Turner was thanked for organizing these events.
AADL has launched a call for Black artists to create an outside mural for viewing on the Library Lane side of the Downtown Library. The Library is also seeking artwork by Michigan area Black artists to be purchased for placement in our circulating Art Prints Collection.
A summary of public and staff comments was viewed.
20-132 IX. OLD BUSINESS
18-049 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Associate Director
Associate Director Lemorie reported that work is ongoing at Traverwood on the program room door and the cold storage room.
He has met with architects on preparations for installing generators and is getting ready to send out for bids on this project.
The 4th floor project is 95% done, which does not include equipment.
Trustee Green expressed her hesitation on making a large investment in this type of technology. Associate Director Lemorie noted the generators will run on natural gas and he has had discussions with DTE representatives who have stated they did not anticipate clean energy plants before 2050. Director Parker noted that installing solar panels on our locations at this time is not feasible. Too many panels would be needed along with huge additions to our buildings.
19-181 B. RESOLUTION TO INCREASE 4TH FLOOR MEETING ROOM PROJECT DOWNTOWN TO INCLUDE A/V AND CONTROL ROOM EQUIPMENT
(Item of action)
Roll call vote
Vice President Moore, supported by Treasurer Akmon, moved the Board resolves as follows: to increase the project scope of the 4th floor meeting room project in the Downtown Library to include audio-visual and control room equipment; to authorize the Capital Project Funds project increase of $99,127.00; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Associate Director Lemorie noted that he did not have the total amount for the equipment yet, but he did have constructions costs.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-113 C. BLACK LIVES MATTER
(Item of discussion)
Director Parker noted that Security staff are now known as Safety staff.
President Song recognized the passing of U.S. Representative John Lewis.
Director Parker reported that negative feedback on Black Lives Matter activities the Library is promoting is very low. The majority of the public response is in support of what AADL is doing. Staff is looking at representation within our collections and craft programs.
20-133 X. NEW BUSINESS
20-134 A. SPECIAL AADL BOARD POLICY COMMITTEE CHARGE
(Item of discussion)
President Song began the discussion regarding the creation of a Board Policy Committee to review patron related policies looking for any biases. She is looking to appoint Trustee Vander Broek, Trustee Akmon and Trustee Moore to this committee.
The Board discussed having implicit bias training provided to them. It was the consensus that individual training would be preferred. Director Parker will make inquiries for training this fall.
President Song will present a resolution at the August meeting appointing the committee members along with the committee charge.
20-135 B. RESOLUTION OF THANKS TO TIM GRIMES 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
Tim Grimes upon his retirement for his service as an employee from November 19, 1985 to July 31, 2020 of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Trustee Vander Broek expressed her appreciation of Tim Grimes. Director Parker also expressed her appreciation of Tim Grimes and noted that his presence will be greatly missed. President Song also shared her thanks and appreciation for his part in bringing the Library to where it is today.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-136 XI. CITIZENS’ COMMENTS
Alex
I feel safe to use AADL to check out books to read in the summer because you have very good COVID-19 without any perineal contact. Thank you for providing a safe environment for all kids to check out books.
Erich Jensen
Thank you for the book collection which is amazing and up-to-date (e.g., current bestsellers). Any recommendations from friends or other sources (PBS) to me and I find the book is in the collection or ready to be purchased. Kind regards.
Junko Sonk
Hello I am just watching your Board meeting TV. I am very amazed you are very creative. Without I did not join AADL summer game, I did not realize to watch board meeting, to discover parks, etc. Also, I am glad now I can borrow DVD and books again. Also, summer game is the best fun activity in this summer in local due to Art festival and summer festival was cancelled. Thank you for your creativity and letting our anticipations.
Heidi Pratt
I really appreciate Jamie's question and checking in on how the staff are faring in this. I agree with Josie's response and your perception of what it is like for staff. I just wanted to share it's a very different way of working without the contact of each other, I miss being able to find someone and bounce an idea off them and find that grounding experience in chatting with each other. It's wonderful seeing the patrons in the vestibule and talking with them on the phone but I miss chatting across the desk with patrons...I do my best not to engage too much when patrons arrive to pick up their holds since we need to move along quickly in the vestibule, but I often feel that loss over not having that extended friendly chat about the book they just returned or picked up or seeing friends with their families. I am fortunate to have many people in my life and none have been touched by the virus. I love programming for AADL.TV and I'm impressed by all my coworkers especially those who have been in the branches moving materials for our patrons to enjoy. In talking to with some of my coworkers, it seems we agree there is so much to appreciate about working at AADL during these strange days, but it's tiring not having the experience of being together in the library spaces on a daily basis.
Thank you!
Bonnie Cheng
AADL has really lead the way in COVID-19 response. As an epidemiologist, I was pleasantly surprised by AADL’s quick response that went above and beyond what was expected at the time. Thanks!!
Vera Schwankl
Hey there! Just dropped in a little bit ago. I can’t describe the benefit you’ve given to families by having contactless pickups! It’s been great for my family to have access to fresh books. Quick question: if the state Covid numbers continue to go up, will the library remain open for contactless pickup?
President Song chose to respond to the Citizen Comment in regards to favorite Trustee Summer Game item and how long trustees have been on the Board:
- Trustee Song: AADL Board cutting board; 2016-2020
- Trustee Akmon: Since 2018; pins
- Trustee Green: 2016-2020; AADL Board cutting board
- Trustee Kleinman: March 2020; umbrella
- Trustee Vander Broek: AADL Board cutting board; since 2015
- Trustee Moore: 2nd year; glass AADL water bottle
20-137 XII. ADJOURNMENT
President Song adjourned the meeting at 9:25 p.m.