ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE SPECIAL MEETING
FRIDAY, MARCH 27, 2020
20-044 I. CALL TO ORDER
President Song called the meeting to order at 7:01 p.m.
20-045 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker and Eli Neiburger
20-046 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Vice President Moore, supported by Secretary Leija, moved to approve the agenda as presented.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-047 IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of February 17, 2020
CA-2 Approval of February 2020 Disbursements
Treasurer Akmon, supported by Secretary Leija, moved to approve the consent agenda.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-048 V. CITIZENS’ COMMENTS
Sara Mayman:
AADL has done an amazing job filling in the void we are experiencing at this time. (I panicked hearing that the library was closing!) I am so thankful for the Bummer Game, the YouTube events, the digital resources, and online support including issuing new library cards. So thankful to have such a wonderful Library! Thank you!
Keith D. Foote:
I'd like to see the libraries reopened, with appropriate safety measures taken. For example, there are machines available for self-checkouts in each of the libraries. Any communications with someone at the front desk could be done at a distance of 10 feet, as communicated by tape, better yet, stanchions with retractable belts. I have never felt crowded in the library, with other patrons generally maintaining a distance of well over 10 feet. I don't anticipate crowding being a problem.
Rubber gloves for handling books are an option.
If you have to approach Gov. Whitmer to get special permission, make the effort.
The long term effects of "indefinite closure" could have a negative impact on the library, as people change their habits and find alternative resources on the internet (movies, ebooks). Basically, if the library is closed indefinitely (which in my mind translates to: a long, long time, maybe forever), I'll do what I have to do to get my reading material. If that means changing my habits, so be it.
Another idea for checking out books- I would also like to suggest the option of checking books out using the book reservation system and delivering them to the air lock between the foyer and the front steps. It would work like this: I reserve three books located in the branch I'm using on the internet. The library notifies me through my account the books await my pickup. I send an email to a prepared address with the time and date I can pick them up.
The library responds with an okay (or a request to reschedule), and the books get picked up at the appropriate time. If you pick standardized times, there could be 3 or 4 pickups at once (because somebody should be on the other side of the glass door, checking ID and monitoring). I'd recommend 10 minutes before the hour, and 20 after, using the bus schedule as a baseline. I'm sure this concept can be fine-tuned.
Sincerely, Keith D. Foote
20-049 VI. FINANCIAL REPORTS
Josie Parker, Director
Director Parker reviewed the Financial Reports presented in the Board Packet. She noted that all reports show regular and usual activity. The Accounting/Auditing line is the only one over budget and it is anticipated. This and any other budget adjustments will be brought to the Board for approval before the end of the fiscal year.
20-050 VII. COMMITTEE REPORTS
20-051 A. EXECUTIVE COMMITTEE
President Song reported the committee met by phone to discuss planning for the Director’s Evaluation. The committee received a draft evaluation for review. The Board will receive the draft evaluation next week.
20-052 B. BUDGET & FINANCE COMMITTEE
Treasurer Akmon reported the Budget & Finance Committee had met and discussed Maner Costersian services for handling finances and reviewed an RFP proposal for janitorial services. The committee will meet on April 6th to discuss the draft FY2020-2021 budget.
Secretary Leija inquired about the impact of business closures due to COVID-19 and the potential impact on the tax base. Director Parker noted that she has had conversations with local governments regarding this possibility. Based on past experience minimal impact is anticipated for the 2020-2021 fiscal year. She stated the Library will budget accordingly, keeping the budget neutral. Future impacts will be addressed as they have been in the past.
The Library has a strong fund balance and can pull from that for any unanticipated expenses.
Trustee Green inquired on the anticipated impact of this year’s expenditures due to our closure.
Director Parker responded that the Library is not concerned over the loss of fines. Staff is being paid and programs are being cancelled but the vendors are being compensated. Efforts are being made to expend the materials budget however, receiving materials is an issue. Utility costs are anticipated to decrease as buildings are now being set to unoccupied. Buildings have been deep cleaned.
20-053 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker presented her report and highlighted the following:
To date no staff has reported any COVID-19 illness.
On March 17th AADL TV was launched on YouTube. Statistics to date show 981 subscribers and over 11,000 views.
The Bummer Game has had over 2,000 players in ten days. The AADL Badge team created the game. Points gathered will be available for use when the summer game shop opens.
Kudos was sent to Sleeping Bear Press for offering 138 of their ebook titles for use in our catalog.
AADL staff is making library cards available remotely; are curating downloads of the day; providing storytime from home and Library call center staff are providing service from home.
A summary of public and staff comments was viewed.
Director Parker and members of the Board expressed their appreciation of how staff have come together providing services to the public since the Library closed.
20-054 IX. NEW BUSINESS
20-055 A. DISCUSSION AND DECISION OF BOARD MEMBER REPLACEMENT
(Item of discussion & action)
Roll call vote
President Song informed the Board that she had received one inquiry from a potential candidate for appointment to the Board.
Molly Kleinman submitted the following statement to the Board along with a video which was then played.
To: Ann Arbor District Library Board From: Molly Kleinman Date: March 16th, 2020 Re: Candidate Statement for Appointment to Library Board
I am seeking appointment to the open seat on the Ann Arbor District Library Board because I am eager to help the AADL chart its course through the next several years, and I believe that my professional, educational, and service experience have uniquely prepared me to do so.
I came to Ann Arbor in 2005 to pursue a Masters in the Science of Information from the University of Michigan School of Information. While I was still completing my degree, the University of Michigan Libraries hired me as their first copyright specialist, and I spent the next several years there. For my last two years I served as Special Assistant to Dean of Libraries Paul Courant, where I learned about many aspects of library administration, including the annual budget process, change management, and leadership development.
In 2011 I left the University Library and returned to graduate school to pursue a Ph.D. in Higher Education. I was interested in how the knowledge and information produced at colleges and universities does and does not flow out into the broader world. Over the course of my studies I researched the higher education patent system, federal funding for scientific research, and for my dissertation, the motivations and experiences of some of the first people to teach Massive Open Online Courses (MOOCs).
Throughout, I kept asking how systems could do a better job of getting information and knowledge into the hands of people that need it.
I hope to serve on the AADL Board because this is clearly a library system that never stops asking how it can do better. In my years as an Ann Arbor resident I have come to value the AADL as a user, a parent, and a member of the community. I am consistently impressed with its amazing programming, services, and resources, and blown away by the creativity its leaders and staff have shown in the face of challenges both near and far. From the Lobbytorium events that subtly highlight the Library’s need for more and different space, to the Bummer Games that staff are creating from their home offices in order to educate and entertain quarantined Ann Arborites, I see the AADL always striving to serve its users with every tool at its disposal (including actual tools!). I want to serve on the AADL board because I want to help support the amazing library staff and leadership as it navigates the challenges coming the years ahead.
President Song opened the meeting for Board discussion. A point of order was brought forward to request a motion before discussion.
Secretary Leija, supported by Vice President Moore, moved to appoint Molly Kleinman to the AADL Board of Trustees for the remainder of the calendar year.
President Song noted that due diligence was completed on Ms. Kleinman and she meets the requirements for appointment to the Board.
Trustee Green inquired whether there were any other candidates. President Song stated that only one other person inquired, talked with Director Parker and withdrew their interest at this time.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-056 B. RESOLUTION TO AUTHORIZE THE DIRECTOR TO NEGOTIATE AND EXECUTE LEASES FOR REAL PROPERTY AND APPROVE CONTRACTS UP TO A MAXIMUM OF $275,000
(Item of discussion & action)
Roll call vote
Secretary Leija, supported by Vice President Moore, moved whereas, in recognition of the operational challenges posed by the COVID-19 outbreak the Board resolves that through June 30, 2020: that the Director may negotiate and execute leases for real property; the Director may approve contracts for services that ensure the ongoing operations of the AADL system up to a maximum of $275,000 per contract per year; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
President Song noted that she had approached Director Parker and inquired what was needed to insure that Library operations could continue without major delays. Director Parker had expressed concern that if illness was experienced by a quorum of the Board no actions could be taken. This motion allows for the continuation of Library operations, is valid only through this fiscal year and the Board can be notified of any contracts signed.
Secretary Leija, supported by Trustee Green, moved to amend the motion that any contracts that are between $33,000 and $275,000 would be communicated to the Board of Trustees within 72 hours of execution via email.
A roll call vote was taken on the amendment.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
A roll call vote on the amended resolution was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-057 C. RESOLUTION TO AUTHORIZE REMOTE BOARD PARTICIPATION OF AADL BOARD MEETINGS
Item of discussion & action)
Roll call vote
Secretary Leija, supported by Trustee Green, moved whereas, in recognition of Executive Order 2020-15 issued on March 18, 2020 by Governor Gretchen Whitmer outlining remote electronic participation in public meetings the Board resolves that the AADL Board Trustees going forward through April 15, 2020 will participate remotely in AADL Board meetings. All actions taken at AADL Board meetings will require roll call votes; that every effort will be taken to allow for public participation in any public meeting held by the Ann Arbor District Library Board of Trustees; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Director Parker recommended that the motion be authorized through the end of June.
Secretary Leija, supported by Trustee Vander Broek, moved to amend the resolution that the AADL Board Trustees going forward through September 1, 2020, or until The Governor of Michigan reverses the Executive Order, may participate remotely in AADL Board meetings.
A roll call vote was taken on the amendment.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
A roll call vote on the amended resolution was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-058 D. VOTE FOR CLOSED SESSION AT THE APRIL 20, 2020 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION
(Item of action)
Roll call vote
Secretary Leija, supported by Treasurer Akmon, moved for a closed session for Director’s Evaluation at the April 20, 2020 regular Board meeting.
A roll call vote was taken.
AYES: Akmon, Green, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 6-0.
20-059 X. CITIZENS’ COMMENTS (YouTube comments received)
Reena Pang:
Hello! My name is Reena and I am a new desk clerk at AADL! I super appreciate that even though I'm relatively new, the library is still paying me a stipend to stay home. It means a lot to me.
Latitude Brown:
Quarantine Quest is the name of the 'team' I'm working with for the Bummer Game. it is just so alliterative. Also, I would like to say that our 'team' (it is me and my friends from school, some of whom have never played the Summer Game!!) is really enjoying it!
20-060 XI. ADJOURNMENT
President Song adjourned the meeting at 8:13 p.m.