ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 18, 2020
20-080 I. CALL TO ORDER
President Song called the meeting to order at 6:04 p.m.
20-081 II. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Molly Kleinman, Jim Leija, S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker
20-082 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION
20-083 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2020-2021 AT 7:00PM
President Song reconvened the meeting to order at 7:00 p.m.
20-084 V. CALL FOR PUBLIC COMMENT ON THE 2020-2021 BUDGET
Library Board Members,
My name is David Diephuis and I live at 2096 S. State, Ann Arbor.
Earlier today Executive Director Parker promptly and thoughtfully answered some questions I had about the Merit Pool for salary increases. I appreciate her timely and thorough reply.
I do have another question that I hope can be addressed during the Board discussion about the Library Programming line item of the budget. Given the challenges posed by COVID-19 how does the staff see that money being used in the upcoming fiscal year?
As you all know, many people are having a difficult time adjusting to our new realities caused by Covid-19, especially in the most vulnerable communities in the Ann Arbor district. I hope the AADL can generate some innovative ideas to serve these communities and allocate some of its Library Programming budget to fund those ideas that can meet and serve the needs of our vulnerable communities.
20-085 VI. RECONVENE TO REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2020-2021 BUDGET
20-086 VII. ATTENDANCE
Board Present: Dharma Akmon, Victoria Green, Molly Kleinman, Jim Leija, S. Kerene Moore, Linh Song, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker and Eli Neiburger
20-087 VIII. 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, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-088 IX. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of April 20, 2020
CA-2 Approval of April 2020 Disbursements
Trustee Vander Broek, supported by Vice President Moore, moved to approve the consent agenda.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-089 X. CITIZENS’ COMMENTS
There were no citizens’ comments.
20-090 XI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reviewed the Financial Reports presented in the Board Packet. Cash has decreased from $14 million in March to $12.9 million at the end of April. Tax receipts are at 97.7% of the budgeted amount with two months remaining for collection. She noted the fund balance has increased from March. Actual cash receipts are at 100.01% of the budget with actual cash expended at 83.09% of the budget.
Budget lines that will need adjusting include Accounting and auditing and Copier expense. Communications is also at 94% of the budgeted amount and may need adjustment also.
Director Parker also noted that the Library Fines and Fees under revenue will not increase due to the Library being closed and material due dates being extended.
It was noted that the Library has a healthy fund balance. Budgeting for fiscal year 2021-2022 will reflect anticipated changes in the economy and impact on property taxes.
The Library does have the ability as a future option to seek a Headlee override but one is not anticipated at this time.
20-091 XII. COMMITTEE REPORTS
A. EXECUTIVE COMMITTEE
President Song reported the Executive Committee did not meet.
20-092 XIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker reviewed the Library’s Service Phasing Plan based on the Michigan Safe Start Plan. AADL is located in Region 1 of the Michigan Safe Start Plan and will progress with library services based on each stage of the State plan. Full library services are not anticipated until we move to Stage 6 which is post-pandemic.
Staff is working on various ways to provide services and materials to the public in the different phases of the Library’s plan.
PPE has been acquired for staff use and masks will be available for the general public once Library buildings are open.
AADL TV has 8,100 hours of content and has received over 76,000 views. Minecraft is still growing in popularity. Points-0-Matic News Sprinter has been activated where patrons are helping identify Ann Arbor newspaper microfilm information. To date, 2,400 pages have reached a consensus.
The IEEE Symposium on Privacy and Security study on Mock Voting held at AADL has been published. The call center is still active and 300 library cards have been issued online.
The Summer Game 10th year returns on June 12, 2020 at 9:59 a.m.! This game will be online and also have outside playing.
A summary of public and staff comments was viewed.
20-093 XIV. OLD BUSINESS
20-076 A. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY
(Item of action)
Roll call vote
Vice President Moore, supported by Trustee Vander Broek, moved the Board resolves that the President of the Board of Trustees of Ann Arbor District Library be authorized to sign a one year extension of the space use agreement along with the President of the Board of the Friends of the Ann Arbor District Library; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Director Parker informed the Board that she was in communication with FAADL and that no changes were requested to the agreement. FAADL is also aware that resumption of their activities is on hold for the foreseeable future.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-094 XV. NEW BUSINESS
20-095 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2020-2021
(Item of action)
Roll call vote
Vice President Moore, and supported by Secretary Leija, moved the Board resolves that the Board approves and adopts the budget for the fiscal year ending June 30, 2021, as presented; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Director Parker briefly reviewed the budget presented in the Board Packet. She noted the millage rate did change from last month’s presentation. Programming will still continue but will be provided in a variety of different formats. Emphasis will also be given to working with other social service and support agencies.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-096 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)
Roll call vote
Secretary Leija, and supported by Vice President Moore, moved the Board resolves as follows: That as to the 2020-2021 fiscal year of the Ann Arbor District Library, and as to that portion of said Library within the City of Ann Arbor, and that portion of the Library within the territory, townships, or areas outside the City of Ann Arbor, the voted millage for Library operational purposes shall be the amount of 1.8365 mills; that the foregoing amounts are levied by the Ann Arbor District Library and the Secretary of the Board of Trustees is authorized and directed to report the same as the Library tax levy to the proper assessing officer(s) of the appropriate agencies and the Secretary may provide copies of this resolution when requested by any appropriate agency; that the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2020, except as subsequently altered or amended by appropriate certification; that a certified copy of this Resolution may be issued as though the original with the certification provided; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-097 C. RESOLUTION TO ADOPT THE 2020-2021 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)
Roll call vote
Secretary Leija, and supported by Vice President Moore, moved be it resolved that Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2020-2021 the total amount of $17,831,200 for the expenditure categories set forth in the budget; Disbursements for Payroll and Related Payroll Taxes and Withholdings. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, the Director of the Library, the Deputy Director of the Library or Senior Human Resources Specialist of the Library (each as “Authorized Officer”) are hereby authorized to provide for the disbursement of Library funds for payroll (including related payroll taxes and withholdings) provided such disbursements are within the budgeted amounts set forth in the Approved Budget; Disbursements for Recurring Expenses that are necessary to Avoid Finance of Late Charges. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for payments that are for recurring expenses and are necessary to avoid finance or late charges, such as payments for utilities, equipment leases and similar expenses, provided such disbursements are within the budgeted amounts set forth in the Approved Budget; Disbursements for Appropriated Amounts. As provided by the Uniform Accounting Procedures Manual of the Department of Treasury, each Authorized Officer is hereby authorized to provide for the disbursement of Library funds for expenditures that have been previously appropriated by the Board pursuant to Paragraph No. 1 of this Resolution, provided such disbursements are within the budgeted amounts set forth in the Approved Budget; Presentation of Disbursements to the Library Board. All disbursements made pursuant to the authority of this Resolution must be presented to the Library Board for approval at a subsequent Board meeting; Limitation of Disbursements to $33,000. Notwithstanding any provision to the contrary in this Resolution, no Authorized Officer shall be allowed to approve any single expenditure in excess of $33,000 unless that expenditure has been previously approved in a resolution by the Library Board or in an agreement authorized by the Library Board; Requirement for Dual Signatures. Nothing in this Resolution shall be construed as modifying the current Library Board policy that requires two authorized signatures on all checks, excluding payroll checks, in the amount of $2,500 or more; Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded with the exception of Resolution 20-056.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-098 D. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD
Linh Song, President
President Song read the following:
Dear Josie,
Many congratulations on another successful year as Library Director for the Ann Arbor District Library. This marks your 18th year with this institution and it’s clear that your influence has shaped much of what we know and love about the AADL. The Executive Committee and Board of Trustees are honored to serve alongside you, learning and working collaboratively to ensure that the AADL continues to deliver on its reputation as a 5-Star Library and more importantly, as a social anchor for so many in our community and beyond.
In the past year the AADL focused on developing a new strategic plan and building feasibility study for our downtown property. This work fulfills a commitment that the Board made to staff and to voters to responsibly manage AADL assets and plan for the future. But as with any visioning work, planning relied a great deal on staff time, efforts, and ability to candidly share their own visions and plans based on their own daily work experiences. We thank you for your leadership in rallying staff and developing processes so that communication was effective and timely. We understand that this could not have been done without establishing a culture of trust and innovation at the AADL well beforehand. The resulting work reflects this high-level of collaboration. Our dreams for the AADL is a shared one that will see us through the challenges ahead.
You had noted that this last quarter will be a challenging one, before the COVID-19 crisis had hit. This was a prescient observation based on the impact of losing 2 staff members. We are now 2 months into closing the AADL, a decision that was made even before our Governor issued her Executive Orders. Personal losses continue to impact staff members. We also see this from our community partners we work with to keep people safe and well. And so the AADL adjusted its work, created virtual programs to support people here and beyond, did what we could with what we have, and re-assured staff that they have the job security needed in these difficult times. Thankfully, we have the reserves to be able to make this commitment, in large part due to your keen eye on finances and close work with staff and our finance committee.
In this past year, all branches underwent physical updates and closures, a new catalogue system was introduced to more branches, meeting spaces were expanded upon or added, and all staff underwent Narcan training as well as unconscious bias training. In your last review, the Board had issued this challenge to develop stronger diversity, equity, and inclusion programs. We are happy to hear that it was a welcomed learning opportunity and one that you’ve taken the initiative to expand upon in hiring processes. AADL staff leadership will shift, as has the community, as will the Board. We feel strongly that this institutional work helps prepare the organization to navigate the post-COVID-19 world. The AADL’s role in our community is to function as a trusted entity that is well-managed, with stable and steady leadership, and where many possibilities can be explored. With 18 years in, you’ve managed to bring the AADL through to a new maturity. We are ready to plan for the next week, month, and beyond.
Again, congratulations to another year full of accomplishments and reflection. The Trustees and I remain steadfast supporters in your efforts. We look forward to serving our community with you by our side.
Director Parker thanked the Board, Library staff and the taxpayers for their support.
20-099 XVI. CITIZENS’ COMMENTS
Heidi Pratt
Wow appreciate discussion regarding public wearing or not wearing masks. I was conflicted but these were good points made and I feel it’s safe and fair decision.
Penny Poppins
You guys are AWESOME doing this!!
20-100 XVII. ADJOURNMENT
President Song adjourned the meeting at 8:33 p.m.