ANN ARBOR DISTRICT LIBRARY BOARD
PITTSFIELD BRANCH LIBRARY
2359 OAK VALLEY DRIVE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 19, 2020
20-170 I. CALL TO ORDER
President Song called the meeting to order at 7:06 p.m.
20-171 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, Eli Neiburger, Len Lemorie
Others: Daniel A. Beard, Yeo & Yeo, CPAs
20-172 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Secretary Leija, supported by Treasurer Akmon, moved to amend the agenda to include changing the November and December Board meetings to virtual Zoom meetings.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
Secretary Leija, supported by Treasurer Akmon, moved to approve the agenda as amended.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-173 IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of September 21, 2020
CA-2 Approval of September 2020 Disbursements
Secretary Leija, supported by Trustee Vander Broek, 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.
20-174 V. CITIZENS’ COMMENTS
David Diephuis
Hi everyone, My name is David Diephuis. I live on South State St. in Ann Arbor. I’m writing about the possible generator purchases mentioned in tonight’s agenda. Thank you for the opportunity to communicate my thoughts. I have two points.
First, Covid 19 still has a grip on Library operations and at this time, there is no way of knowing when the hoped for vaccines will be forthcoming or what the vaccines efficacy will be. It’s not hard to imagine a possible future where it may not be possible to fully reopen the Library in the same fashion as pre pandemic. To safely serve the community and ensure the safety of the staff might require redesigned and repurposed spaces, better air handling and air filtration, PPE’s for staff and visitors, enhanced and frequent cleanings, and so on. Programming may have to become even more creative than it even has been-----perhaps we’ll see something like drive in lectures, or maybe a patron could check out a zoom Tutor to help their child with their homework. Who knows. And that’s the point. To engage the public in a substantial and meaningful way in our Covid 19 future will cost money, perhaps quite a bit of money.. Until we know more about the future of the Covid-19 crisis, it does not seem prudent or a wise stewardship of resources to spend a million dollars on a generator system that, from my point of view seems only ancillary to the Library’s mission, values and goals ..
My second point is more about process. It’s clear Mr. Lemorie and staff have done a thorough review of the overall health and maintenance of all the Library’s facilities and have established a program to get everything updated and in tip top shape. What is less clear at least to me, is how staff and the Board are prioritizing capital improvements for the Library infrastructure. Each of you and many members of the public probably have a wish list of what they’d like to see the Library incorporate in the future-----perhaps a small outdoor or indoor auditorium or an advanced workshop is on someone’s list. Let’s get the ideas for future projects out in the open, available for the public and Board to fully discuss, review, and prioritize.
Finally, Thank you for your time, and also, for all your efforts to make the AADL a valuable resource to each and every member of our community.
20-175 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reviewed the Financial Reports presented in the Board Packet. She noted that at the end of September over $14 million has been received in tax receipts which are 87% of the budgeted amount. Year to date revenue over expenditures is $559,514. Total cash expended through September equals $4,320,542. Actual cash receipts are at 87.76% of the budget with actual cash expended at 24.23% of the budget. Grants and memorials remain the same. The Fund Balance has increased to $8,208,700. Tax revenue is being received as anticipated. Tax relief assessments are expected beginning in spring of 2021. The Library also anticipates tax revenue impacts in the 2021-2022 budget year.
20-176 VII. COMMITTEE REPORTS
20-177 A. EXECUTIVE COMMITTEE
President Song reported the Executive Committee met briefly before the Board meeting and discussed partnerships in the community.
20-178 B. BUDGET & FINANCE COMMITTEE
Treasurer Akmon reported that the committee met with Yeo & Yeo and reviewed the draft 2019-2020 audit report.
20-179 C. POLICY COMMITTEE
Vice President Moore reported the committee met and discussed proposed changes to policies presented in the Board packet. Most changes are being proposed to Policy 5.1 in regards to behavioral expectations and making the language more welcoming.
20-180 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker began her report with updates:
- The Black Lives Matter Call for Artists project is looking at March installations. Eight artists have been selected for the project with confirmations of acceptance from seven to date.
- Shelf service is averaging 100 requests per week. Feedback for this service has been very positive.
- Zoom bookable meeting rooms is getting responses. The first room booking was the bead group who met regularly at Westgate.
- MelCat, copier print out pickups, art prints and small tools check out are all up and running.
- Summer Game shop orders are being packaged Downtown.
- The 2020-2021 Washtenaw Reads title selected is All American Boys by Jason Reynolds and Brendan Kiely. This event will be held online.
- AADL adapted Duke University Libraries creative commons video “How Contactless Pickup Works” to create one for our patrons.
- Tiny Expo Winter Showcase will be online at tinyexpo.com.
- An online Halloween Contest will be held this year.
- Westgate West Side meeting room is being offered as a warming center this winter. Plans are in the formative stage at this time.
A summary of public and staff comments was viewed.
Trustee Vander Broek noted that the joint project on Postcards to Our Future Selves will be bound depending on the number received.
20-181 IX. OLD BUSINESS
18-049 & 19-181 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Associate Director
Associate Director Lemorie reported that the meeting room doors at Traverwood have been rehung and the project is 99% complete.
At Downtown:
- The Fourth Floor project is 98% done and is waiting on receipt of equipment.
- The Youth restrooms have been demolished and construction is waiting on approval of plans submitted to the City.
- Carpeting of the second floor will begin this week and will take two to three weeks to complete. Material will still be accessible to fill hold requests.
18-049 (6/19) B. RESOLUTION TO APPROVE $1,100,000 FROM THE CAPITAL PROJECTS FUND FOR THE AADL BRANCH GENERATOR PROJECT
Len Lemorie, Associate Director
(Item of action)
Roll call vote
Associate Director Lemorie noted that the goal of the project was to provide emergency versus supplemental power to branch locations in the event of localized power outages. He reviewed Kilowatt and CO2 emission numbers at branch locations. He noted that damages, mainly at Mallets Creek, have been incurred due to “dirty power surges” which could be prevented with generators that would automatically start if it becomes an issue. Malletts Creek has experienced a number of power issues over the years, where previously Pittsfield and Traverwood had not. Now, however, with more new construction around both those locations, we are seeing more power issues. The Downtown Library power sources are mainly underground and the data center Downtown has a backup generator. Westgate is a lease location and has not experienced issues.
Secretary Leija, supported by Vice President Moore, moved to approve $1,100,000 from the Capital Projects Fund for the AADL Branch Generator Project in use to award contracts to solicited and verified vendors; 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, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: Green
Motion passed 6-1.
Secretary Leija thanked Trustee Green for encouraging the path taken to provide a very thorough look into greener alternatives.
20-113 C. BLACK LIVES MATTER
(Item of discussion)
Director Parker noted in the report response to the IDI assessment taken by Board, Administration and Management staff the challenge for this Management team and Governing Board is knowing that we operate more in a world of minimization generally and that we have a situation that is very uncommon in this experience as we have so many individuals within the group who completed the assessment who fall in acceptance and adaptation. It was stated that this was a result that should not be squandered and should be capitalized on going forward.
Board members discussed where to go forward with this information. Creating two person engagement teams was discussed along with having the ability to be in a position to help and support the community.
20-182 X. NEW BUSINESS
20-183 A. AUDITOR’S REPORT
Daniel A. Beard, Yeo & Yeo, CPAs
Mr. Beard was introduced and presented the 2019-2020 financial audit report. He noted that an unmodified opinion of the financial statements was given and that they were free of misstatements. Stability from year to year was shown. Decreases in expenditures can be attributed to COVID-19. General Fund revenue over expenditures is trending up over previous years. He also reported that no material weaknesses, significant deficiencies or compliance issues were found. There were no issues with management or staff and no additional journal entries were needed.
Director Parker thanked staff involved with the audit process and also Mr. Beard and the Finance Committee.
20-184 C. RESOLUTION TO ACCEPT THE 2019-2020 FINANCIAL AUDIT
(Item of action)
Roll call vote
Vice President Moore, supported by Treasurer Akmon, moved to accept the 2019-2020 financial audit prepared by Yeo & Yeo, CPAs; 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.
20-185 C. RESOLUTION TO RATIFY MARCH 2020 THROUGH SEPTEMBER 2020 BOARD RESOLUTIONS
(Item of action)
Roll call vote
Secretary Leija, supported by Treasurer Akmon, moved Whereas, Governor Gretchen Whitmer, on March 10, 2020 declared a state of emergency across the State of Michigan in response to the novel coronavirus (COVID-19) and;
Whereas under Executive Orders issued by the Governor: EO 2020-15, EO 2020-48, EO 2020-59, EO 2020-75, EO 2020-129 and EO 2020-154 successive Executive Orders allowing for temporary authorization of remote participation in public meetings as a means to conduct government business during the COVID-19 pandemic and;
Whereas the Ann Arbor District Library Board of Trustees conducted official business during this time frame remotely via Zoom and allowing for remote public participation through various means of communication and with a quorum of Trustees present at all meetings held from March 2020 through September 2020,
NOW, THEREFORE, BE IT RESOLVED THAT:
That the Ann Arbor District Library Board of Trustees ratifies the following adopted resolutions:
-
- 20-056—Resolution to Authorize the Director to Negotiate and Execute Leases for Real Property and Approve Contracts up to a Maximum of $275,000
- 20-057—Resolution to Authorize Remote Board Participation of AADL Board Meetings
- 20-076—Resolution to Extend Space Use Agreement with the Friends of the Ann Arbor District Library
- 20-095—Resolution Approving Annual Budget for the Fiscal Year 2020-2021 of the Ann Arbor District Library
- 20-096—Resolution Authorizing Millage Rate to be Levied by Taxing Authorities
- 20-097—Resolution to Adopt the 2020-2021 Budget as a Line Item Budget and Compliance of Disbursements
- 18-049—Resolution to Increase the Project Scope of Public Meeting Spaces in AADL Branches
- 20-112—Resolution to Amend the 2019-2020 Approved Budget
- 20-120—Resolution to Amend and Restate the Ann Arbor District Library 403(b) Tax Sheltered Annuity Plan
- 19-181—Resolution to Increase 4th Floor Meeting Room Project Downtown to Include A/V and Control Room Equipment
- 20-135—Resolution of Thanks to Tim Grimes Upon his Retirement
- 20-134—Resolution Establishing a Special Policy Committee and Charge
- 20-149—Resolution for Funds for Downtown Library Youth Restrooms Renovations
- 20-150—Resolution for Funds to Install Material Pickup Lockers at the Traverwood and Westgate Branch Locations
- 20-167—Resolution of Thanks to Glen Modell Upon his Retirement
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.
20-186 D. PROPOSED RESOLUTION TO ADOPT POLICY REVISIONS
(Item of discussion)
Vice President Moore reported that Policy Committee is presenting changes to several policies to better reflect staff and Administration actions. The biggest change is to Policy 5.1 Rules of Behavior. The intent is to create a welcoming environment.
Trustee Green requested clarification on “material threat” language. Vice President Moore stated it is defined as a serious threat versus a hypothetical threat.
Treasurer Akmon inquired about prohibiting campaigning inside of the building versus outside of the building. Director Parker noted that the Library cannot policy outside of the building in areas that are not library property and that we do not currently have outside program spaces. Several Board members expressed concerns with the inside buildings wording. Director Parker noted that wording could be removed with additional staff training implemented. Several Board members see the Library having public square activity as a goal.
President Song requested any additional thoughts or changes be emailed to Vice President Moore.
20-187 E. PROPOSED RESOLUTION TO REPEAL LIBRARY POLICY 5.3
(Item of discussion)
There was no additional Board discussion regarding this proposed resolution.
20-188 F. VOTE TO CHANGE NOVEMBER AND DECEMBER AADL BOARD MEETING DATES
(Item of action)
Roll call vote
Secretary Leija, supported by Treasurer Akmon, moved to change the November meeting to November 17th and change the December meeting to December 15th and that both meetings be held virtually via Zoom.
It was noted that the January 2021 meeting could not be changed at this time due to legislation that allows for virtual meetings in 2021 only if a specific state of emergency has been called either statewide or by local jurisdiction.
A roll call vote was taken.
AYES: Akmon, Green, Kleinman, Leija, Moore, Song, Vander Broek
NAYS: None
Motion passed 7-0.
20-189 XI. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
20-190 XII. ADJOURNMENT
President Song adjourned the meeting at 8:53 p.m.