ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, OCTOBER 25, 2021
21-165 I. CALL TO ORDER
S. Kerene Moore, Vice President
Vice President Moore called the meeting to order at 7:02 p.m.
21-166 II. ATTENDANCE
Board Present: Dharma Akmon, Molly Kleinman, S. Kerene Moore, Onna Solomon, Scott Trudeau, Jamie Vander Broek
Board Absent: Jim Leija
Staff: Josie Parker, Eli Neiburger, Len Lemorie, Karen Wilson (recorder)
Others Present: Daniel Beard, Yeo & Yeo, CPA’s
21-167 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Treasurer Akmon, supported by Trustee Solomon, moved to approve the agenda as presented.
A roll call vote was taken.
AYES: Akmon, Kleinman, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-168 IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of September 27, 2021 and October 11, 2021
CA-2 Approval of September 2021 Disbursements
Trustee Solomon, supported by Trustee Trudeau, moved to approve the consent agenda.
A roll call vote was taken.
AYES: Akmon, Kleinman, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-169 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
21-170 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker reported that tax receipts received to date are at $14.6 million which is 81.6% of the annual budget. The Fund Balance sits at $10.5 million which will decrease with a resolution this evening to move monies to the Capital Fund.
Year-to-date revenues exceed expenses by $420,368. Actual cash receipts are at 81.43% of the budget and actual cash expended is at 24.83% of the budget. Donations have had little movement. There is a resolution later in the agenda moving funds into the Memorial Expense line to account for FAADL monies being spent.
21-171 VII. COMMITTEE REPORTS
21-172 A. LIBRARY DIRECTOR SEARCH COMMITTEE
S. Kerene Moore
Vice President Moore reported the committee met on October 27th with Bradbury Miller to discuss a tentative timeline for the Director search process. This information will be provided to the full Board for deliberation at the tentative November 1st Special Board meeting.
21-173 B. BUDGET & FINANCE COMMITTEE
Dharma Akmon, Chair
Treasurer Akmon reported the committee met with Yeo & Yeo on October 21st and reviewed the FY2020-2021 Audit being presented tonight.
21-174 VIII. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker reported that calls for Black Lives Matter artists have gone out to display images and videos of works on the Downtown Library Lobby Gallery screen.
Congratulations were offered to 5th Avenue Press author Linda Cotton Jeffries on her third book which is now available from Sunbury Press.
Several patron social media comments were viewed. It was noted that 1,800 AADL t-shirts were order during the Summer Game.
21-175 IX. OLD BUSINESS
21-137 A. RESOLUTION TO AUTHORIZE BUDGETED EXPENDITURES FOR PARKLAND PLAZA PURCHASE
(Item of action)
Roll call vote
Trustee Kleinman, supported by Trustee Solomon, moved whereas, the Board approved the purchase of the building and property located at 265 Parkland Plaza in Scio Township, MI at a Special Meeting of the Board on September 13, 2021 and; whereas, the Director of the Library executed the purchase of the building on September 23, 2021, now, therefore, be it resolved that: the Board now authorizes the transfer of $3,720,874 of General Funds to the Capital Fund; 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, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-176 X. NEW BUSINESS
21-177 A. AUDITOR’S REPORT
Daniel A. Beard, Yeo & Yeo, CPAs
Mr. Beard from Yeo & Yeo was introduced. He gave an overview of what an audit entails.
Mr. Beard noted that an unmodified opinion of the financial statements was given and that they were free of misstatements.
He then reviewed a summary of the 2020-2021 audit report with the Board including revenue and expenditures with comparisons to the previous fiscal year. He also noted that drops in expenditures in several line items could be attributed to Covid closures.
Graphs presented showed Fund Balance and General Fund Balance activities.
He noted 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 required.
Mr. Beard apprised the Board of upcoming changes in GASB regulations and that Administration is aware of them. He noted that the Michigan Department of Treasury has made changes to the Chart of Accounts requiring the Library to make adjustments. Administration reported that implementation of the new Chart of Accounts is under discussion.
Mr. Beard thanked Administration and the Finance staff for their great work.
21-178 B. RESOLUTION TO ACCEPT THE 2020-2021 FINANCIAL AUDIT
(Item of action)
Roll call vote
Trustee Solomon, supported by Treasurer Akmon, moved the Board resolves as follows: to accept the 2020-2021 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, Kleinman, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-179 C. RESOLUTION TO APPROVE VANARCHITECTS, PLLC FOR DESIGN SERVICES AT THE PARKLAND PLAZA FACILITY
(Item of action)
Roll call vote
Treasurer Akmon, supported by Trustee Kleinman, moved the Board resolves as follows: to approve VanArchitects, PLLC to provide design services for the Parkland Plaza facility not to exceed $68,000; that the expenditure be authorized from the Capital Fund; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Associate Director Lemorie noted the Library has worked with this architectural firm in the past and has had great results.
A roll call vote was taken.
AYES: Akmon, Kleinman, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-180 D. RESOLUTION TO AMEND THE 2021-2022 BUDGET
(Item of action)
Roll call vote
Trustee Kleinman, supported by Trustee Solomon, moved whereas, the Friends donation fund benefiting the AADL began the year with a balance of $25,689; whereas, the Director of the Library has authorized the use of the remaining funds in the 2021-2022 fiscal year; the Board authorizes a budget adjustment to account for the use of remaining funds; the Board resolves as follows: to transfer $25,689 from Library Programming to Grants and Memorial Expense; 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, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-181 E. RESOLUTION TO REALLOCATE THE BALANCE OF FUNDS FROM 2020-2021 YEAR END TO THE CAPITAL FUND
(Item of action)
Roll call vote
Trustee Trudeau, supported by Treasurer Akmon, moved whereas, AADL realized an increase in net assets in the General Fund of $2,083,425 in the fiscal year 2020-2021 and; whereas, Capital Funds are needed to allow for the build-out and renovation of 265 Parkland Plaza, the Board resolves as follows: to authorize an amount equal to the increase in net assets in the General Fund for fiscal year 2020-2021 to be transferred to the Capital Fund from the General Fund; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.
Associate Director Lemorie noted that no authorization has been given by the Board to proceed with the Parkland Plaza project other than hiring the architects. He anticipates the construction build-out will cost between $1 million to $1.2 million. Once architectural drawings have been received he will bring estimated construction costs to the Board for approval.
A roll call vote was taken.
AYES: Akmon, Kleinman, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-182 F. DECARBONIZING LIBRARY OPERATIONS
Eli Neiburger, Deputy Director & Len Lemorie, Associate Director
(Item of discussion)
Associate Director Lemorie led off the discussion inquiring on the Board’s interest in receiving green alternatives for upcoming proposed purchases and construction at the Parkland Plaza location. He noted that possible future purchases include a new delivery truck, a forklift and a lawn mower all of which have electric counterparts available. He is also interested in the possibility of geothermal installation at Parkland Plaza.
After discussion, consensus of the Board was to prioritize environmental friendly and sustainable options as much as possible while remaining fiscally responsible.
Deputy Director Neiburger and Associate Director Lemorie both discussed the possibility of bringing lawn maintenance in-house beginning with Parkland Plaza property. The current lawn maintenance contract does not expire for two years.
21-183 G. VOTE FOR A SPECIAL AADL BOARD MEETING ON MONDAY, NOVEMBER 1, 2021 AT 7:00 P.M. FOR DISCUSSION OF THE LIBRARY DIRECTOR SEARCH
(Item of action)
Roll call vote
Treasurer Akmon, supported by Trustee Trudeau, moved to hold a special Board meeting on November 1, 2021 at 7:00 p.m. for discussion of the Library Director search.
Director Parker noted that the Library is closed on November 1st for Staff Day and that all Board members were invited to attend.
A roll call vote was taken.
AYES: Akmon, Kleinman, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 6-0.
21-184 XI. CITIZENS’ COMMENTS
There were no citizens’ comments.
21-185 XII. ADJOURNMENT
Vice President Moore adjourned the meeting at 8:03 p.m.