ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE ANNUAL MEETING
TUESDAY, JANUARY 19, 2021
21-001 I. CALL TO ORDER
Vice President Moore called the meeting to order at 7:01 p.m.
21-002 II. ATTENDANCE
Board Present: Dharma Akmon, Molly Kleinman, Jim Leija, S. Kerene Moore, Onna Solomon, Scott Trudeau, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Len Lemorie
III. OATH OF ELECTED MEMBERS
Vice President Moore confirmed that certifications for Oath of Office holders have been received for Molly Kleinman, Onna Solomon, Scott Trudeau and Jamie Vander Broek. All Board members were welcomed.
21-004 IV. ELECT LIBRARY BOARD OFFICERS
1. PRESIDENT
(Item of action)
Roll call vote
Trustee Vander Broek, supported by Trustee Akmon, nominated Jim Leija for Board President. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
2. VICE PRESIDENT
(Item of action)
Roll call vote
Trustee Leija, supported by Trustee Kleinman, nominated Kerene Moore for Board Vice President. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
3. TREASURER
(Item of action)
Roll call vote
Trustee Leija, supported by Trustee Vander Broek, nominated Dharma Akmon for Board Treasurer. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
4. SECRETARY
(Item of action)
Roll call vote
Trustee Leija, supported by Trustee Vander Broek, nominated Onna Solomon for Board Secretary. No other nominations were made.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-005 V. INSTALLATION OF OFFICERS
The oath installing Board officers for 2021 was administered as follows: Trustee Leija as President, Trustee Moore as Vice President, Trustee Akmon as Treasurer and Trustee Solomon 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.”
21-006 VI. OFFICERS RELINQUISH CONTROL TO NEW OFFICERS
President Leija presided over the remainder of the meeting with the new officers acknowledged.
21-007 VII. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Vice President Moore, supported by Treasurer Akmon, moved to approve the agenda.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-008 VIII. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of December 15, 2020
CA-2 Approval of December 2020 Disbursements
Trustee Kleinman, supported by Vice President Moore, moved to approve the consent agenda.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-009 IX. CITIZENS’ COMMENTS
Heidi Pratt
Hello, my name is Heidi Pratt and I am Co-President of the AADL Staff Associates Union. On behalf of Co-President Marianne Taylor and the rest of our members I would like to extend a warm welcome to Onna Solomon and Scott Trudeau. Happy New Year to everyone on the Board and thank you for the time and consideration you give to our library.
21-010 X. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker noted that we contract with Maner Costerisan to provide financial services for the Library along with two AADL Finance Department staff members. Reports are based on accrual accounting methods.
She noted that at the end of December over $17.1 million has been received in tax receipts which are 99.6% of the budgeted amount. The Fund Balance has increased to $8,924,664.
Per GAAP requirements, MPSERS pass-through income and expense are now being shown on the financial statements. Total cash receipts through December stand at $17,753,689. Total cash expended through December is at $8,238,517. Year to date revenue over expenditures is $1,275,478. Actual cash receipts are at 99.56% of the budget with actual cash expended at 46.20% of the budget.
Friends of the AADL beginning year balance was clarified as funds received from the Friends, not what is actually in their own accounts. The wording on this statement will be rephrased in future reports.
Donations for the purchase of a digital screen include $250,000 from the Ladies Library Association and $150,000 from an anonymous donor. Expenses to date for this project are at $412,416. The remaining grant and memorial funds were reviewed. The remaining financial documents were reviewed.
Treasurer Akmon inquired about Interest Income being at 208% of the budgeted amount. Associate Director Neiburger noted that due to interest being lower in previous years, this year was also budgeted at a lower amount. Budget adjustments will be made before the end of the fiscal year. Any revenue budgeted but not spent will roll over to the Fund Balance at the end of this fiscal year.
21-011 XI. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker began her report with updates:
- MeL service will resume on January 25th.
- Shelf service resumed on January 18th.
- Board games and puzzles have been added to the collection for circulation.
- New art prints have also been added.
- Wi-Fi access has been improved in Library parking lots.
- The Winter Game has begun.
- Summer Game shop orders are now being filled again.
- We have had 138 requests for booking Zoom meetings so far. A 4th Zoom meeting room has been added. Many bookings are weekly or multiple times per week.
AADL has been named for the 13th year a 5-Star Library by Library Journal. Usage is based on 2018-2019 data, per capita and budget range.
The MLK “Where do we go from here?” speech on video has been placed in windows for viewing in all AADL locations for the remainder of this week.
All libraries in Washtenaw County are participating in the 2021 Washtenaw Reads event based on the book All American Boys by Jason Reynolds and Brendan Kiely. Online events will happen in February.
AADL has produced The Saturday Show: The Album, which has nine tracks and is available for download and streaming.
Youth in grades 6-12 can enter AADL's “It's All Write” writing contest, from January 11-March 7, 2021. The annual "Write On!"
writing contest for grades 3-5 will be open from January 11-February 8, 2021.
Circulating bicycle repair toolkits will be coming soon.
The estate of Katherine M. Dohm, a WLBPD patron, has left $45,000 to the Washtenaw Library for the Blind and Physically Disabled. Director Parker publicly thanked the estate and AADL Outreach staff for all the work that they do.
A summary of public and staff comments was viewed.
Board members congratulated staff on another 5 Star rating and providing games and puzzles for circulation. It was noted that circulation is 60% of last year and the number of outstanding holds are being reduced as staffing permits.
Director Parker noted that the library staff is not considered essential workers in terms of receiving Covid-19 vaccines. AADL cannot mandate vaccines and staff wanting them will fall into their age and risk categories for receipt.
21-012 XII. OLD BUSINESS
18-049 & 19-181 A. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Associate Director
Associate Director Lemorie gave the following update:
- The locker installation at Westgate and Traverwood branches has been completed.
- At the Downtown Library the second floor carpeting project is also complete.
- The Downtown Library youth restroom completion is anticipated for March.
- Work on the generators for Pittsfield and Malletts Creek branches has been approved.
- The Downtown Library digital screen has been received and installation will begin soon.
- All branch locations are being inspected by Facilities staff for any necessary work to complete during closure.
20-113 B. BLACK LIVES MATTER
(Item of discussion)
Director Parker noted that the Black Lives Matter topic has been an ongoing agenda item now for almost a year. The Washtenaw Reads 2021 book choice reflects this topic and this spring will see murals installed on the Library Lane side of the Library done by Black artists. Director Parker noted that AADL will continue to acknowledge this topic on our website and programming events.
It was requested that the two new Board members complete an Intercultural Development Inventory (IDI) Assessment that the Board and Administration participated in last year.
21-013 XIII. NEW BUSINESS
21-014 A. APPROVAL OF BOARD MEETING DATES FOR 2021
(Item of discussion & action)
Roll call vote
Board members discussed the proposed calendar and expressed their meeting preferences.
Vice President Moore, supported by Treasurer Akmon, moved to meet on the fourth Monday of each month beginning in February for this calendar year.
The December meeting date was discussed and remains on the schedule to be dealt with at a later date.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-015 B. BOARD BUDGET & FINANCE COMMITTEE APPOINTMENTS
(Item of discussion & action)
Roll call vote
President Leija, supported by Vice President Moore, moved to appoint Dharma Akmon, Scott Trudeau and Jamie Vander Broek to the Board Budget and Finance Committee.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
The Executive Committee was discussed as outlined in the Bylaws. President Leija noted that he, Vice President Moore and Treasurer Akmon would comprise the committee with Secretary Solomon as a backup if one of the other officers were unavailable to attend a meeting.
21-016 XIV. CITIZENS’ COMMENTS
There were no additional citizens’ comments. It was noted by Deputy Director Neiburger that the two comments received appeared to be computer generated.
21-017 XV. ADJOURNMENT
Director Parker reminded the Board that the next meeting will now be held on Monday, February 22, 2021.
President Leija adjourned the meeting at 8:11 p.m.