ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MARCH 22, 2021
21-031 I. CALL TO ORDER
Jim Leija, President
President Leija called the meeting to order at 7:05 p.m.
President Leija stated that on behalf of the Ann Arbor District Library Board of Trustees they stand in solidarity with the Asian-American Community in light of recent events.
21-032 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
21-033 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Vice President Moore, supported by Treasurer Akmon, moved to amend the agenda by adding Remote Board Meetings under New Business.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
Vice President Moore, supported by Treasurer Akmon, moved to approve the agenda as amended.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-034 IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of February 22, 2021
CA-2 Approval of February 2021 Disbursements
Trustee Vander Broek, supported by Treasurer Akmon, 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.
21-035 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
21-036 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker noted that at the end of February cash was at 11,875,979. As of February 28th $17,399,704 has been received in tax receipts that is 101.1% of the budgeted amount. The Fund Balance has increased to $9,406,485.
Year-to-date revenue over expenditures is $1,757,299. Actual cash receipts are at 100.9% of the budget with actual cash expended at 60.32% of the budget. Grants and Memorials are static with no additional funds anticipated from the Friends of the Ann Arbor District Library this fiscal year.
The Statement of Revenues and Expenditures now reflect Non-resident fees that have been received. Library fines and fees have been adjusted accordingly. At the end of the fiscal year funds not expended are being considered for transfer into the Capital Fund.
21-037 VII. COMMITTEE REPORTS
21-038 A. EXECUTIVE COMMITTEE
Jim Leija, Chair
President Leija reported that the committee met prior to tonight’s meeting and discussed the following:
- The Committee reviewed tonight’s agenda.
- Discussed a preliminary re-opening timeline.
- Touched on the 2021-2022 budget planning process and the current fund balance surplus due to the pandemic.
- Reviewed the extraordinary amount of work done on facilities while closed.
- The Director’s evaluation process has begun. The Committee has received the Director’s self-evaluation document and provided additional feedback. Board members will receive evaluation documents that will be summarized by the Committee and distributed to the Board. The Board will provide the Director with an assessment letter.
21-039 B. BUDGET & FINANCE COMMITTEE
Dharma Akmon, Chair
Treasurer Akmon reported that the committee met on March 10th and discussed the progress of 2021-2022 budget. It was reported that Department Heads are working on their budgets, and that no major increases are being anticipated. It was also reported that there will be no major increase in health insurance costs. The Committee reviewed data presented by Deputy Director Neiburger regarding overdues. The Committee also reviewed the renewal of the lease with Oxford.
21-040 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker began her report with updates:
- Good Housekeeping gave a shout out to Sacramento Public Library and the Ann Arbor District Library for our tool lending collections.
- The UM School of Information highlighted Director Parker during Women’s History Month.
- The Black Lives Matter mural project banner work was previewed. The install date is anticipated for March 27th – 29th, weather permitting. A dedication event is to be determined.
- A number of social media comments were viewed.
21-041 IX. OLD BUSINESS
20-113 A. IDI ASSESSMENTS
(Item of discussion)
Director Parker reported that Trustees Solomon and Trudeau have been contacted by Intercultural Competence Edge to schedule IDI assessments. Intercultural Competence Edge would like to present to the Board once the two new Board members have completed their assessments. It was the consensus of the Board to arrange for this presentation.
The Board discussed at length possible ideas to expand on this topic and what goals would look like. It was noted that further discussion could also be incorporated into a Board retreat.
21-042 X. NEW BUSINESS
21-043 A. REOPENING TIMELINE AND CONSIDERATIONS
Josie B. Parker, Director
(Item of discussion)
A review of AADL’s Service Phasing Plan which is based on the MI Safe Start Plan was presented. We are currently in Level D which is vestibule service only. At this time it may be possible to transition to browsing service by early summer. Once a lower level of Covid transmission is reached branches would close for two to three days to transition vestibules back to normal to allow for browsing access. When browsing services are instituted:
- Computers will be made available at reduced sessions.
- Bathrooms will be opened.
- Staff will be masked.
- Public will be asked to we
- ar masks, but will not be challenged.
- Furniture will be reduced.Social distancing queues will be placed on flooring.
- Sanitizer will be provided.
- Study and meeting rooms will not be available.
- No games/toys/IPads, etc. will be available for use in-house.
- Plexiglas will shield desk staff.
Vaccine access for staff was inquired about and it was noted that while Administration is encouraging staff to take opportunities to secure vaccines, AADL cannot require them. If staff is scheduled for a vaccine when we open to the public, but have not yet had one, they will not be placed on a public desk.
There was concern regarding not enforcing masks be worn by the public. Director Parker stated that staff will not be required to enforce mask wearing. Those in the public who do not or will not wear masks are sometimes looking for engagement. Staff will have the ability to refuse service if a patron is not respectful or will not socially distance.
It was inquired whether HVAC systems have been evaluated. It was reported that upgrades have been made where possible. Unfortunately the basement area of the Downtown Library where the Friends have space is not an area that can be upgraded. Standalone air cleaners are the only available recourse in that location.
Reopening will be based on infection rates. Events scheduling will begin based on vaccination rates. AADL hopes to have full opening by January 2022.
21-044 B. FIRST DISCUSSION AND DATA REPORT ON OVERDUE FINES
Josie B. Parker, Director
(Item of discussion)
Deputy Director Neiburger presented a comparison of transactions and rate of returns from July 2019 through February 2020 and July 2020 through February 2021.
July 2019-February 2020 saw over 8 million overall transactions and July 2020-February 2021 saw over 5 million overall transactions. Of these transactions 97% came back within two weeks of the due date and 0.8% of items were more than six weeks overdue in 2019-2020. In 2020-2021 91% came back within two weeks of the due date and 2.6% of items were more than six weeks overdue.
Administration is looking for direction on proceeding with removing fines on media materials. Revenue from fines is approximately $150,000 in a $17 million budget. Fine revenue is not used to pay for the material collection.
It was the consensus of the Board to suspend the policy around fines on media materials and to review the action in one year for impact before a policy change is made.
21-045 C. RESOLUTION TO AWARD CONTRACT FOR LAWN MAINTENANCE AND SNOW REMOVAL SERVICES FOR THREE YEARS
Len Lemorie, Associate Director
(Item of discussion and action)
Roll call vote
Director Parker noted to the Board that normally a contract is brought before the Board one month for review and voted on at the next month’s meeting, but due to Covid this process is being interrupted.
Vice President Moore, supported by Trustee Vander Broek, moved that the Board resolves that the contract for lawn maintenance and snow removal services be awarded to McIntosh Grounds Maintenance, Inc. from April 15, 2021 and ending April 15, 2024 for the annual bid amount of $71,750; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Associate Director Lemorie reported that this contract is standard and our last contract for this service was three years ago. Local contractors were solicited and the RFP was placed on the AADL website. We received only three responses and were happy with all three. The tiered billing response in snow removal from one of the contractors is tiered on the amount of snow received within a year. In his discussion with McIntosh Grounds Maintenance he was impressed with the level of service provided and approach for snow removal.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-046 D. RESOLUTION TO AMEND AND EXTEND THE ARCHIVE LEASE WITH OXFORD COMPANIES FOR FIVE YEARS
Len Lemorie, Associate Director
(Item of discussion and action)
Roll call vote
Trustee Trudeau, supported by Vice President Moore, moved that the Board resolves to amend and extend the lease with Oxford Companies for five (5) years commencing December 1, 2021 through November 30, 2026 for the Archive location on South Industrial Avenue, Ann Arbor, Michigan; the annual base rent will be as follows: 2021-2022, $98,822.52; 2022-2023, $102,281.40; 2023-2024, $105,861.24; 2024-2025, $109,566.36; 2025-2026, $113,401.20; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Associate Director Lemorie noted that the current lease is up at the end of November. The space currently works well for the archive and archive staff. It is located on a bus route and close to food outlets. The long-term goal is to have the archive in an AADL location.
It was noted that the Finance Committee has had discussion regarding this lease. The lease does contain an exit clause allowing for cancellation of the lease if the AADL purchases a property that could house the Archive.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-047 E. DISCUSSION ON HVAC SYSTEMS
Len Lemorie, Associate Director
(Item of discussion)
Associate Director Lemorie informed the Board that upon researching UV lights being added to commercial HVAC’s the series of lights that it would take within an air handler to kill viruses is extremely costly and its actual effectiveness has not been determined.
Our mechanical contractor introduced a new process of bi-polar ionization that attaches to particulates. This process seems to be more effective. Grants are currently available to install this process and AADL is researching them. The possibility of grants and additional costs for this process will be brought to the Board within a month or two.
At the beginning of the Covid outbreak AADL began making air purges at the end of the day in our locations. This was decreased during the winter months because of the cold, but is ongoing. Filter changes have also been increased.
21-048 F. RESOLUTION TO AUTHORIZE REMOTE BOARD PARTICIPATION OF AADL BOARD MEETINGS
(Item of discussion and action)
Roll call vote
President Leija informed the Board that Director Parker learned that the Washtenaw County Board of Commissioners has passed an emergency act allowing us to choose to meet remotely as a public body.
Director Parker noted this action allows public bodies within Washtenaw County to make the decision to meet remotely. If AADL chooses not to, in April we will need to revert to public meetings within our buildings, wearing masks, socially distancing and would have to accommodate all public who wish to attend. It was also require the public to attend physically if they wish to make a public comment to the Board.
Treasurer Akmon, supported by Vice President Moore, moved that:
Whereas, pursuant to the Open Meetings Act, public bodies may meet entirely remotely after March 31, 2021 and up to December 31, 2021 if a local state of emergency has been declared; and
Whereas, pursuant to Act 390 of 1976, the Emergency Management Act, as amended, the Chair of the Washtenaw County Board of Commissioners, Sue Shink, declared a local state of emergency exists in Washtenaw County as of March 17, 2021 due to the sustained presence of COVID-19 within Washtenaw County; and
Whereas, by declaring a local state of emergency, public bodies within Washtenaw County will be able to conduct remote meetings while the emergency is in effect as permitted in the Open Meetings Act; and
Whereas, the local state of emergency shall continue to be in effect until December 31, 2021 unless a change in circumstances justifies cessation by the Washtenaw County Board of Commissioners by resolution at an earlier date,
NOW THEREFORE BE IT RESOLVED:
- That the AADL Board Trustees going forward through December 31, 2021, or until the Washtenaw County Board of Commissioners rescinds the local state of emergency, may 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.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-049 XI. CITIZENS’ COMMENTS
There were no citizens’ comments.
21-050 XII. ADJOURNMENT
President Leija adjourned the meeting at 8:49 p.m.