ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, MAY 24, 2021
21-070 I. CALL TO ORDER
Jim Leija, President
President Leija called the meeting to order at 6:01 p.m.
21-071 II. ATTENDANCE
Board Present: Dharma Akmon, Molly Kleinman (arr. 6:04 p.m.), Jim Leija, S. Kerene Moore, Onna Solomon, Scott Trudeau, Jamie Vander Broek
Board Absent: None
Staff: Josie Parker, Eli Neiburger, Len Lemorie, Rich Retyi, Karen Wilson (recorder)
Other Present: William Stapleton, Hooper Hathaway
21-072 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S EVALUATION AND DISCUSSION OF REAL ESTATE
21-073 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2021-2022 AT 7:00PM
President Leija reconvened to the Public Hearing on the FY2021-2022 budget at 7:02 p.m.
21-074 V. CALL FOR PUBLIC COMMENT ON THE 2021-2022 BUDGET
President Leija called for public comment on the budget. Deputy Director Neiburger verified and reported no public comment was received. President Leija closed the Public Hearing on the 2021-2022 Budget.
21-075 VI. RECONVENE TO REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2021-2022 BUDGET
President Leija reconvened to the regular meeting at 7:04 p.m.
21-076 VII. 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
21-077 VIII. 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.
21-078 IX. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of April 26, 2021
CA-2 Approval of April 2021 Disbursements
Treasurer Akmon, 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.
21-079 X. CITIZENS’ COMMENTS
Ginger Darrow
Dear Director Parker and members of the Board, thank you for everything you and the AADL staff have done over the last year to provide materials and online programing to the residents of Ann Arbor. I applaud your creativity and dedication. I now urge you to reconsider current library operations and begin offering in-person services including browsing and library computer use and outdoor and in-person summer programming for the members of the Ann Arbor community starting in June. With very high rates of vaccinations in the county coupled with the new guidance on masking released by the CDC on May 13th the library’s slow approach to initiating reopening needs to be reconsidered and revised. The physical buildings are crucial third spaces in our community and Director Parker you have the ability to bring them back to life. Sincerely, Ginger Darrow, MLIS
Tara Shankar
Hi, I wanted to first thank the library for all the wonderful services they’ve continued throughout this difficult year. I was wondering whether the Board is planning to revisit this proposed phased reopening plan which was created before the wide-spread availability of vaccinations or the new masking measures proposed by the CDC and MDHHS. I’m so hopeful we can return to browsing soon. Thank you.
21-080 XI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reviewed the ten month financial summary as presented in the Board packet. Tax receipts are at 100.8% of the budgeted amount with expenditures at 71.26% of the budgeted amount. Administration anticipates budget adjustments in June that reflect moving monies to the Capital Fund and adjustments in only a few line items.
21-081 XII. COMMITTEE REPORTS
21-082 A. EXECUTIVE COMMITTEE
Jim Leija, Chair
President Leija reported the Executive Committee did not meet.
21-083 B. BUDGET & FINANCE COMMITTEE
Dharma Akmon, Chair
Treasurer Akmon reported the Committee met on May 11th and discussed the 2021-2022 budget. The Committee also reviewed revised Policy 7.6 on Gifts which is being presented to the Board for review later on the agenda.
21-084 XIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker gave the following updates:
The Black Lives Matter mural was installed on the Library Lane side of the Downtown Library this past Friday. A dedication will be held after the Library opens to the public. Avery Williamson, Artistic Coordinator, was commended for the amazing work in overseeing the mural creation.
AADL is celebrating Pride Month with 30 Days of Pride crafts, quotes, history, poems and more.
The Summer Game is back beginning on Friday, June 11th through August 29th. A shout out was given to Justine Allenette Ross for her Summer Game artwork.
AADL’s re-opening phasing plan has been revised based on the new guidelines from the State of Michigan.
Deputy Director Neiburger reviewed the previous process used in determining how the Library would reopen post Covid-19 based on the MI Safe Start Plan. With vaccines currently available, a continued drop in positive case rates, and new guidelines issued by the State of Michigan, AADL has revised its reopening plans as follows:
·
Target reopening date of Monday, July 12th.
All public seating will be available at all locations.
Bathrooms will be open and available.
All collections will be available for browsing.
All meeting and study rooms available on a first-come, first-served basis.
Hold shelves and self-checkout stations return.
Public computing, printing and copying return.
Some outdoor events this summer, in partnership with the Ann Arbor Summer Festival and others.
Room bookings, rentals, exhibits, and indoor events resume in September.
Shelf Service, Printout Pickup Service, and Locker pickup appointments will continue.
Current MDHHS guidelines require “good faith” effort to let non-exempt patrons know that masks are required. Signage to that effect will be posted in all branches.
In order to transition from vestibule pick-ups, all AADL locations will be closed from July 9th through July 11th.
Initial opening hours will remain from noon to 8:00 p.m., seven days a week. If no issues arise, regular normal hours should return by September.
There will be no in-building Summer Game codes this year. Codes will be posted and visible from the outside.
The AADL Volunteer program will resume in August.
Virtual programming, including storytimes, will continue through the summer on AADL/TV.
Board members concurred with the reopening timeline and plans.
Also viewed were recent renovations of the Downtown Library Youth Department restroom and the installation of the large digital program/event screen installed in the lobby area.
21-085 XIV. OLD BUSINESS
21-064 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 Treasurer Akmon, moved the Board resolves,
1.) 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.
2.) 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.
21-086 XV. NEW BUSINESS
21-087 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2021-2022
(Item of action)
Roll call vote
Vice President Moore, supported by Trustee Kleinman, moved
Pursuant to Act 2, Michigan Public Acts of 1968, as amended, before adoption of a budget, a public hearing shall be held as required by Act No. 43 of the Public Acts of the Second Extra Session of 1963, as amended (“Act 43”), and Act No. 267 of the Public Acts of Michigan 1976, as amended. Pursuant to Act 43, notice of a public hearing on the proposed budget of the District Library must be given by publication in a newspaper of general circulation in the Library District at least 6 days prior to the date of such hearing.
The Board, after due and proper notice, conducted a public hearing on Monday, May 24, 2021, on the approval of the proposed budget.
The Board resolves as follows:
1.) The Board approves and adopts the budget for the fiscal year ending June 30, 2022, as presented.
2,) 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 passed7-0.
21-088 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES
(Item of action)
Roll call vote
Vice President Moore, supported by Trustee Kleinman, moved the said Board of Trustees of the Ann Arbor District Library (the “Library”) has given due reflection to the budget and operational requirements of the Library as to the 2021-2022 fiscal year.
The said Board of Trustees is desirous of providing for the appropriate certification of operational millage relative to the Library.
The Board resolves as follows:
1.) That as to the 2021-2022 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 1.8333 mills.
2.) 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.
3.) That the amounts certified are essential for the fiscal year of the Ann Arbor District Library commencing July 1, 2021, except as subsequently altered or amended by appropriate certification.
4.) That a certified copy of this Resolution may be issued as though the original with the certification provided.
5.) 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.
21-089 C. RESOLUTION TO ADOPT THE 2021-2022 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS
(Item of action)
Roll call vote
Vice President Moore, supported by Treasurer Akmon, moved:
Whereas, on an annual basis the Board adopts an Operating Budget for the Library and;
Whereas, the Michigan Department of Treasury’s Uniform Accounting Procedures Manual includes the following requirements for approval of disbursements:
All disbursements must be approved by the legislative body prior to disbursement unless addressed otherwise in the charter. The legislative body may establish a formal policy to authorize payments prior to approval to avoid finance or late charges and to pay appropriated amounts and payroll (including related payroll taxes and withholdings). This policy must be very limited and a list of payments made prior to approval must be presented to the legislative body for approval.
Now, therefore, be it resolved that:
1.) Appropriations by the Board. As the Legislative Body of the Library, the Board hereby appropriates for fiscal year 2021-2022 the total amount of $18,294,500 for the expenditure categories set forth in the budget.
2.) 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.
3.) 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.
4.) 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.
5.) 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.
6.) 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.
7.) 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.
8.) Prior Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution are hereby rescinded.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-090 D. PROPOSED CHANGES TO POLICY 7.6 GIFTS, GRANTS & BEQUESTS
(Item of discussion)
Treasurer Akmon noted the draft policy was greatly expanded from the current policy and was reviewed by the Budget & Finance Committee.
Director Parker noted that the policy was drafted by Dykema. It allows for acceptance of our usual donations, but provides a vehicle via policy and procedure for acceptance of larger donations which could require Board involvement.
No changes to the draft policy were proposed and it will be brought to the Board next month for a vote.
21-091 E. VOTE FOR CLOSED SESSION AT THE JUNE 28, 2021 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION AND DISCUSSION OF REAL ESTATE
(Item of action)
Roll call vote
Trustee Vander Broek, supported by Vice President Moore, moved for a closed session at the June 28, 2021 Board meeting for discussion of real estate and the director’s evaluation.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-092 XVI. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
21-093 XVII. ADJOURNMENT
President Leija adjourned the meeting at 8:01 p.m.