ANN ARBOR DISTRICT LIBRARY BOARD
343 S. FIFTH AVENUE, ANN ARBOR, MI
MINUTES OF THE REGULAR MEETING
MONDAY, SEPTEMBER 27, 2021
21-140 I. CALL TO ORDER
Jim Leija, President
President Leija called the meeting to order at 7:02 p.m.
21-141 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
Other Present: Scott Dietzel, David Rhodes, Shambaugh; Jim Greene, Courtney Kissel, Dykema
21-142 III. APPROVAL OF AGENDA
(Item of action)
Roll call vote
Vice President Moore, supported by Treasurer Akmon, moved to approve the agenda as presented.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
21-143 IV. CONSENT AGENDA
(Item of action)
Roll call vote
CA-1 Approval of Minutes of July 26, 2021 and September 13, 2021
CA-2 Approval of July and August 2021 Disbursements
Vice President Moore, supported by Trustee Trudeau, 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.
21-144 V. CITIZENS’ COMMENTS
There were no citizens’ comments.
21-145 VI. FINANCIAL REPORTS
Josie B. Parker, Director
Director Parker noted that both July and August financial reports are presented in the Board packet. Concentrating on the August report she noted that cash receipts increased to $9 million from $6.4 million as of the end of August. Tax receipts are at 69.7% of the budgeted amount. The General Fund Balance has increased to $10,332,468.
Total cash receipts received through August are at $12,753,962. Actual cash receipts are at 69.71% of the budget with actual cash expenditures are at 19.34% of the budget.
The Grants and Memorials budget line shows a deficit of $7,544. This reflects monies spent from funds previously received from the Friends of the Library. That fund had a balance of $18,145 which the Library anticipates spending. The Grants and Memorials line item will need a budget adjustment before the end of this fiscal year. Currently no additional funds are anticipated from the Friends this fiscal year.
21-146 VII. COMMITTEE REPORTS
21-147 VIII. A. EXECUTIVE COMMITTEE
Jim Leija, Chair
President Leija reported that the Executive Committee met on Monday, September 20th with legal counsel on the process of conducting the Library Director search.
Three proposals received from search firms will be reviewed later in this agenda. President Leija noted the process would be open.
He noted that the Board was very sorry about losing Director Parker to retirement and stated appreciation of Director Parker’s leadership and contributions to the community.
21-148 IX. DIRECTOR’S REPORT
Josie B. Parker, Director
Director Parker presented several interior views of the new AADL property located on Parkland Plaza. This new operations space will house the archives, acquisitions, purchasing and deliveries. Movement of these functions will allow for the opening of more public space at the Downtown Library.
Director Parker noted the following:
- On October 18th Library services hours will be from 10:00 a.m. to 8:00 p.m.
- Access to Westgate during Sweetwaters hours will resume.
- Express Shelf has returned.
- 10,000 streaming videos have been added to the collection.
- 5th Avenue Studios for audio creations has been developed.
- On October 1st traditional interlibrary loan services return.
- Final Summer Game orders arrive next week.
- Also on October 1st overdue fees resume on MeLCat and interlibrary loan overdue items. This is a requirement of lending agencies.
- Billing on items 45 days overdue begins in October. Accounts with items overdue by 45 days and having a balance of $25 will be referred to collections. Youth patrons are not sent to collections.
- Summer game statistics were shared: 7,858 players participated; 141,708,438 points were earned; 610 home codes were created; 266,374 codes were earned; home code redemptions were at 804,046; 786 overall badges for the Bummer/Summer/Winter games have been created.
- Nikole Hannah-Jones appeared at the Rackham Auditorium discussing the impact of the 1619 Project. The event was an AADL program and had 175 attendees present along with an additional 881 attendees who live-streamed the event.
- Washtenaw Reads has selected Being Heumann by Judith Heumann. Over 506 public votes were recorded for the various books proposed.
- Several patron social media comments were viewed.
Director Parker responded to several Board inquiries regarding the overdue collections process. She noted that notification of overdue material is sent prior to the collection process and that the Library is willing to work with patrons on their accounts. Overdue fees are not charged, patrons are billed only for the cost of the unreturned material.
President Leija commented that the purchase of the property on Parkland Plaza is a great asset for the system. He also noted that it was nice to see the Library coming back to life.
21-149 X. OLD BUSINESS
21-126 A. NPBI AIR PURIFICATION SYSTEMS
Len Lemorie, Associate Director
(Item of discussion)
Associate Director Lemorie introduced Scott Dietzel and David Rhodes from Shambaugh. They were invited to this meeting to review the pros and cons of ultra violet light versus needlepoint bipolar ionization systems.
Mr. Dietzel discussed his involvement with the Doresy Institute in 2020 studying the GPS needlepoint system. Evidence collected showed the system was highly effective. UV front costs appear to be 40-50% higher.
Mr. Rhodes reported that the needlepoint bipolar system releases hundreds of millions ion charged particles into the air via the existing HVAC system. Particles then cluster and are easier to filter out. Studies have been done by ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers), John Hopkins University and the University of Michigan.
Trustee Trudeau requested more independent studies and expressed concern whether the needlepoint system generates ozone. He noted that ultraviolet light does not.
Several Board members expressed concerns that the value of the product was inconclusive. It was also noted that this is a good opportunity to look at the air health of our buildings.
Shambaugh staff stated they will look into locating more third party research. They left the meeting at 7:43 p.m.
Associate Director Lemorie recommended looking at data as it becomes available in the upcoming year before determining if investment in this technology is sound. He noted that if the data supports the technology, it would be a good fit for the Library system.
18-049 & 20-149 B. UPDATE ON CONSTRUCTION PROJECTS
Len Lemorie, Associate Director
Associate Director Lemorie reported the generator project is 95% complete. Generators at Malletts Creek and Traverwood both have engaged during recent power outages. This project has come in under budget.
He reported the youth restroom remodel at the Downtown Library is complete. This project came in $46,000 under budget.
21-150 XI. NEW BUSINESS
21-151 A. DISCUSSION OF DIRECTOR SEARCH PROCESS
Jim Greene & Courtney Kissel, Dykema
(Item of discussion)
Legal Counsel informed the Board on how to conduct the search within the requirements of the Open Meetings Act.
Ms. Kissel noted that under the Open Meetings Act decisions including deliberations are to be done in public. If a candidate requests that their application be private, a closed session may be held to review the application. She noted the following:
- A search firm may be used with the Board’s criteria for a candidate.
- A sub-committee of the Board may be established to assist in the search.
- The whole Board is the decision making body.
- All interviews are to be held in public with the full Board.
Mr. Greene noted that Dykema would work closely with the search firm engaged. He also noted:
- A search firm would do the initial screening of resumes narrowing the field down to 15-20 candidates.
- The Executive Committee could narrow the candidates further down to 8-10 candidates. The full Board should have access to the resumes received.
- The Board should look at all candidates if so desired.
- The Executive Committee would not be making the final decision.
Ms. Kissel noted that an applicant may request anonymity to keep their resume confidential in the initial review of their application. All interviews however are to be done in the public.
Mr. Greene noted that it would not be unusual for a large amount of candidates to seek confidentiality. Once semi-final and final interviews are established the candidate would be revealed at that point when public interviews are scheduled.
Dykema staff left the meeting at 8:21 p.m.
President Leija suggested the Board invite two of the search firms for thirty minute interviews. He recommended holding a special Board meeting on Monday, October 11th. During the interviews he would be looking for a sense of their process and the amount of their engagement with staff, community and the AADL Board.
Trustee Akmon was assigned to complete client reference checks before the next meeting.
Further Board deliberation determined:
- Narrowing down the three search firms to two. Interviewing them at a special Board meeting.
- Determining the search firm’s commitment to diversity, equity and inclusion of potential candidates.
- Determining their ability to draw qualified candidates.
- Accessing the amount of engagement with staff, Board and community members.
- Their interest in learning the “quirks” of the community and organization.
After additional discussion and input it was the consensus of the Board to request interviews of Bradbury Miller and June Garcia.
Trustee Kleinman, supported by Vice President Moore, moved to bring Bradbury Miller and June Garcia in for interviews.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
Trustee Vander Broek, supported by Trustee Kleinman, moved to hold a special Board meeting on Monday, October 11, 2021 at 7:00 p.m. for the purpose of considering the two possible search firms to use for the Director search.
President Leija would like the first fifteen minutes of that meeting to establish interview protocols followed by the first interview from 7:15 p.m. to 7:45 p.m. and the second interview from 7:50 p.m. to 8:20 p.m. after which the Board will deliberate before voting.
Trustee Vander Broek was also assigned to assist in client reference checks.
A roll call vote was taken.
AYES: Akmon, Kleinman, Leija, Moore, Solomon, Trudeau, Vander Broek
NAYS: None
Motion passed 7-0.
Library staff will inform both search firms and setup the interviews.
21-152 XII. CITIZENS’ COMMENTS
There were no additional citizens’ comments.
21-153 XIII. ADJOURNMENT
President Leija adjourned the meeting at 9:06 p.m.