regular meeting agenda · leave again. the new collection system is much easier to discover books...

Regular Meeting Agenda

Monday, May 20, 2019

Published by Ann Arbor District Library

June 2019

S M T W T F S

1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 AADL

Board Mtg

18 19 20 21 22

23

30

24 25 26 27 28 29

July 2019

S M T W T F S

1 2 3 4 Closed

Holiday

5 6

7 8 9 10 11 12 13

14 15 AADL

Board Mtg

16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31

May 2019

S M T W T F S

1 2 3 4

5 6 7 8 9 10 11

12 13 14 Board

Retreat

15 16 17 18

19 20 AADL

Board Mtg

21 22 23 24 25

26

27 Closed

Holiday

28 29 30 31

MEMORANDUM

To: District Library Board From: Josie Parker, Director Subject: Regular Meeting, Monday, May 20, 2019 at 5:30 p.m. Ann Arbor District Library, Conference Room A, 5:30 p.m. Lower Level Multipurpose Room, 7:00 p.m. 343 S. Fifth Avenue, Ann Arbor, MI 48104

REGULAR MEETING AGENDA 19-074 I. CALL TO ORDER

19-075 II. ATTENDANCE

19-076 III. RECESS TO CLOSED SESSION FOR DIRECTOR’S

EVALUATION

19-077 IV. RECONVENE TO PUBLIC HEARING ON BUDGET FOR FISCAL YEAR 2019-2020 AT 7:00PM

19-078 V. CALL FOR PUBLIC COMMENT ON THE 2019-2020 BUDGET

19-079 VI. RECONVENE TO REGULAR MEETING IMMEDIATELY FOLLOWING PUBLIC HEARING ON THE 2019-2020 BUDGET

19-080 VII. APPROVAL OF AGENDA (pp. 1-3) (Item of action)

19-081 VIII. CONSENT AGENDA (Item of action) CA-1 Approval of Minutes of April 15, 2019 (pp. 4-16) CA-2 Approval of April 2019 Disbursements (pp. 17-20)

19-082 IX. CITIZENS’ COMMENTS

19-083 X. FINANCIAL REPORTS (pp. 21-25) Bill Cooper, Finance Manager

19-084 XI. COMMITTEE REPORTS

wilsonk

Typewritten Text

1

19-085 A. EXECUTIVE COMMITTEE (10 minutes)

19-086 B. STRATEGIC PLANNING COMMITTEE (10 minutes)

19-087 XII. DIRECTOR’S REPORT Josie B. Parker, Director

19-088 XIII. OLD BUSINESS

18-049 A. UPDATE ON CONSTRUCTION PROJECTS Len Lemorie, Facilities Manager (5 minutes)

19-069 B. RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY (pp. 26-34) (Item of action) (10 minutes)

19-070 C. RESOLUTION ADOPTING REVISIONS TO RULES OF

BEHAVIOR POLICY 5.1 (pp. 35-38) (Item of action) (10 minutes)

19-089 XIV. NEW BUSINESS

19-090 A. RESOLUTION TO APPROVE ANNUAL BUDGET FOR THE FISCAL YEAR 2019-2020 (pp. 39-42)

(Item of action) (15 minutes)

19-091 B. RESOLUTION TO AUTHORIZE MILLAGE RATE TO BE

LEVIED BY TAXING AUTHORITIES (pp. 43-44) (Item of action)

(10 minutes)

19-092 C. RESOLUTION TO ADOPT THE 2019-2020 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS (pp. 45-46)

(Item of action) (10 minutes)

wilsonk

Typewritten Text

wilsonk

Typewritten Text

wilsonk

Typewritten Text

wilsonk

Typewritten Text

2

19-093

D. DIRECTOR’S EVALUATION LETTER FROM AADL BOARD Linh Song, President

19-094 XV. CITIZENS’ COMMENTS

19-095 XVI. ADJOURNMENT

CITIZENS' COMMENTS – REQUEST TO ADDRESS THE BOARD 1. Persons who wish to address the Library Board may reserve time on any regular or special meeting

agenda by calling 734.327.8311 by 5:00 PM of the weekday preceding the meeting. Persons who have not reserved time in advance may speak after those who have reserved time.

2. Maximum time for individual speakers will not exceed three minutes. 3. One speaker may yield his/her time to another if both have signed up and both are in attendance at the

meeting. 4. No person may speak more than once on the same subject during a single meeting. 5. Citizens' Comments at special meetings or study sessions will occur at the end of the meeting.

Maximum time for individual speakers will not exceed three minutes. 6. Trustees, Director, and Administrators will not answer questions during Citizens' Comments. The

speaker may request a response in writing. Trustees may, with the permission of the Board President, ask a question of a speaker. No dialog will occur.

7. Individuals addressing the Board should take into consideration rules of common courtesy.

wilsonk

Typewritten Text

wilsonk

Typewritten Text

wilsonk

Typewritten Text

3

ANN ARBOR DISTRICT LIBRARY BOARD PROPOSED MINUTES OF THE REGULAR MEETING MONDAY, APRIL 15, 2019

ANN ARBOR DISTRICT LIBRARY BOARD 343 S. FIFTH AVENUE, ANN ARBOR, MI MINUTES OF THE REGULAR MEETING

MONDAY, APRIL 15, 2019 19-054 I. CALL TO ORDER

President Song called the meeting to order at 7:02 p.m.

19-055 II. ATTENDANCE Board Present: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek Staff: Josie Parker, Eli Neiburger, Bill Cooper, Len Lemorie, Karen Wilson (recorder)

19-056 III. APPROVAL OF AGENDA (Item of action) Vice President Leija, supported by Trustee Vander Broek, moved to approve the agenda. AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek NAYS: None Motion passed 7-0.

19-057 IV. CONSENT AGENDA (Item of action) CA-1 Approval of Minutes of March 18, 2019 CA-2 Approval of March 2019 Disbursements Treasurer Sherman, supported by Vice President Leija, moved to approve the consent agenda. AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek NAYS: None Motion passed 7-0.

wilsonk

Typewritten Text

wilsonk

Typewritten Text

4

ANN ARBOR DISTRICT LIBRARY BOARD PROPOSED MINUTES OF THE REGULAR MEETING MONDAY, APRIL 15, 2019 19-058 V. CITIZENS’ COMMENTS

Lat Brown Hello, my name is Lat and I am a student at EMU and I’ve been a patron of AADL my whole life. This is about the new collection system at Malletts Creek. I would personally never ever go to the Westgate Library if I had a chance because Malletts Creek is my home library. So Westgate is on the other end of town for me. But the emerging writer’s workshop changed from meeting at Traverwood Library to Westgate so I’ve had to spend a lot more time there. I like to get to places early so I often find myself browsing the shelves at Westgate and as a result finding new books I didn’t know I wanted to read or recognize books I wanted to read two years ago but forgot about. I’ve discovered lots of books and genres I might of missed otherwise. It feels much easier to browse at Westgate and I’ve brought some discoveries with me today. I discovered Raising Steam by Terry Pratchett, this is the sequel to Making Money and Going Postal, two books that I really loved. I had no idea a third came out. This book called Summer Days and Summer Nights, which is a book of short stories. This book was absolutely the thing I needed in the dead of winter this year and I didn’t even know I needed it. I discovered a bunch of new authors that I never heard of before reading this book. If I want something very specific from the library, I’ll request it and it will magically be at Malletts Creek and I’ll stop, check out, pick up my holds and leave again. The new collection system is much easier to discover books with. I’m very excited to have it at Malletts Creek. Thank you.

19-059 VI. FINANCIAL REPORTS Bill Cooper, Finance Manager Finance Manager Cooper presented the March 2019 financials. March tax receipts of $15,801,005, 97.6% of the budgeted amount was received. Year-to-date revenue over expenditures was at $5,061,795. No line items are over budget.

19-060 VII. COMMITTEE REPORTS

19-061 A. EXECUTIVE COMMITTEE President Song reported the committee met last week and discussed Director Parker’s evaluation. Vice President Leija noted that this was the second year for the new evaluation process. The Executive

wilsonk

Typewritten Text

wilsonk

Typewritten Text

wilsonk

Typewritten Text

5


Committee meets with the Director and reviews her self-evaluation which will then be passed onto the full Board for input. President Song will integrate all input into a written document for discussion next month. Vice President Leija reported Director Parker has been asked to outline challenges ahead for the Board and to begin looking at a possible capital campaign in response to growing Library services and decrease in tax income due to Headlee.

19-062 B. BUDGET & FINANCE COMMITTEE

Treasurer Sherman reported the committee met last week and interviewed three audit firms to conduct the 2018-2019 audit. The committee is presenting its recommendation for an audit firm later in the agenda along with the draft 2019-2020 budget.

19-063 C. STRATEGIC PLANNING COMMITTEE Trustee Vander Broek reported the committee met last Friday with Kerry Sheldon and Anica Madeo from Bridgeport Consulting to discuss the strategic plan process and duration. Bridgeport staff will be interviewing Board members and AADL staff. Bridgeport will also lead the May 14th Board retreat. Board members briefly discussed which type of strategic plan was desired: a tactical, an aspirational, or a high level plan. Trustee Vander Broek noted the committee’s next steps are the Board interviews and finalizing the retreat agenda.

19-064 VIII. DIRECTOR’S REPORT Josie B. Parker, Director In addition to her written report in the Board Packet, Director Parker highlighted the following: AADL in partnership with the University of Michigan Stamps School of Art and Design and the University of Michigan Library brought author Sarah Vowell to the Michigan Theatre ending the Penny Stamps Lecture season with a packed house. AADL’s FestiFools workshops in March had over six hundred participants. Over one hundred patrons marched with Library staff in the parade.

wilsonk

Typewritten Text

wilsonk

Typewritten Text

wilsonk

Typewritten Text

6


Photos of the Malletts Creek Branch and Downtown Library fourth floor remodels were viewed. Record Store Day on April 13th saw 2,749 attendees up from 2,391 in 2018. VISIONS will be held again on May 15th in the Downtown Library. Previously held bi-annually, this event featuring technology and services for the blind, visually impaired and physically disabled has been so well received that it has been shifted to an annual event. A summary of public and staff comments were viewed. President Song thanked the staff for their awareness and response to the stabbing that happened in the City’s Library Lot parking garage last week. Director Parker recommended viewing “The Public” directed by Emilio Estevez now being shown at the Michigan Theater. Vice President Leija commented on the 2019 ALA State of America’s Libraries report and recommend that Board members review it before going into strategic planning.

19-065 IX. OLD BUSINESS

18-049 A. UPDATE ON CONSTRUCTION PROJECTS Len Lemorie, Facilities Manager

Facilities Manager Lemorie reported that Malletts Creek has been closed for a week now. Layouts for the new meeting rooms have been done, 12,700 items have been labeled so far and the flooring will be going down this week. Furniture for the fourth floor remodel arrives April 22nd and work should be completed by the 26th.

19-048 B. RESOLUTION ADOPTING REVISIONS TO MEETING ROOM USE POLICY 4.1 (Item of action) Vice President Leija, supported by Treasurer Sherman, moved the Board resolves that Meeting Room Policy 4.1 is revised as proposed; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

wilsonk

Typewritten Text

wilsonk

Typewritten Text

wilsonk

Typewritten Text

7


Trustee Green inquired who determines who can use the meeting rooms. Director Parker stated the meeting spaces are first and foremost public spaces. Unless a rental, the meetings are considered open public meetings and all have access. AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek NAYS: None Motion passed 7-0.

19-050

C. RESOLUTION ADOPTING REVISIONS TO SMOKE-FREE POLICY 6.5

(Item of action)

Vice President Leija, supported by Treasurer Sherman, moved the Board resolves that Smoke-Free Policy 6.5 is revised as proposed; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded. Treasurer Sherman noted that discussion on this policy last month was very helpful. Trustee Green noted that in the third paragraph, “-environmental” needs the “-“removed. The Board concurred. AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek NAYS: None Motion passed 7-0.

19-066 X. NEW BUSINESS

19-067 A. RESOLUTION TO APPROVE ACCOUNTING FIRM TO COMPLETE THE LIBRARY’S AUDIT FOR FISCAL YEAR 2018-2019 (Item of action)

Vice President Leija, supported by Treasurer Sherman, moved the Board resolves to approve the accounting firm of Yeo & Yeo of Ann Arbor, Michigan, to complete the Library’s audit for the fiscal year of July 1, 2018 through June 30, 2019 with a possible three-year extension; that all resolutions and parts of resolutions that conflict with the provisions of this resolution are rescinded.

wilsonk

Typewritten Text

8


Treasurer Sherman gave an overview of the Budget & Finance Committee’s interview with Yeo & Yeo. Dan Beard from Yeo & Yeo, present this evening, was introduced. Mr. Beard will be one of the Senior CPA’s who will work on the audit. Vice President Leija inquired regarding their fees. Treasurer Sherman noted that the first year was front loaded for the amount of work that will be necessary and subsequent years were lower. Vice President Leija thanked the committee for their work. AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek NAYS: None Motion passed 7-0.

19-068 B. DISCUSSION OF PROPOSED 2019-2020 BUDGET (Item of discussion) Treasurer Sherman reported the Budget & Finance Committee reviewed the proposed budget. Finance Manager Cooper reviewed the proposed budget narrative as outlined in the Board packet. He noted the millage rate has decreased to 1.838 mills due to Headlee, but anticipates a $550,000 increase based on a 5% increase in the tax base. Salaries and Wages reflect a 9.5% adjustment to the salary schedule and adding thirteen positions. Vice President Leija remarked that the personnel costs reflect a significant jump and inquired how will it stabilize in the future? President Song and Treasurer Sherman responded that discussion on Headlee may be forthcoming. Treasurer Sherman reported the committee discussed that new positions would be removed if the numbers from the County did not support a 5% increase in the tax base. Director Parker stated that the Library operates lean in staffing. Finance Manager Cooper noted that Salaries and Wages reflect roughly 55% of the total budget. Director Parker responded that in the last downturn salaries were frozen, there were no new initiatives, maintenance was deferred in some areas and a hiring freeze was

wilsonk

Typewritten Text

wilsonk

Typewritten Text

9


initiated. No layoffs were required. She noted that Headlee would be discussion item in the future. Finance Manager Cooper reviewed the proposed capital outlay expenditures including replacing the carpeting on the second floor; relocating the Downtown Library drop box; renovating the youth department restroom; resurfacing the Downtown Library staff parking lot; remodeling the third floor staff area and additional furniture.

19-069 C. SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY (Item of discussion)

Director Parker stated the only change being proposed to the agreement is the change in location of allocated basement space. FAADL materials will be moved to the area where the WLPBD material was housed. The space is slightly less than was previously provided to the Friends. The Friends have been notified of the change and that the Library now has two rental storage units to accommodate our need of storage space.

19-070 D. PROPOSED REVISED 5.1 RULES OF BEHAVIOR POLICY (Item of discussion)

Vice President Leija noted that the Rules of Behavior policy was a topic of discussion at an Executive Committee meeting. Director Parker reviewed the proposed changes to the policy. Trustee Green noted that the policy prohibits smoking, but it does not state about vaping, etc. Director Parker noted that the Smoke-Free Policy is the overarching document, but that language can be added to this policy. Board members inquired about the number of persons trespassed. Director Parker noted that the number of trespasses and offenses can be seasonal. The Library works with local police and social workers and staff is trained in dealing with a variety of scenarios. Trustee Green noted in paragraph eleven the word handicapped is still used and recommended it be changed to “person with a disability”.

wilsonk

Typewritten Text

10


Trustee Green also stated that the Board should hold a special meeting for any person whose library privileges are withheld in accordance with the policy if they request an appeal and are unable to attend a regularly scheduled Board meeting. Board members requested a statistical review of incident activities on an annual basis.

19-071

E. VOTE FOR CLOSED SESSION AT THE MAY 20, 2019 REGULAR BOARD MEETING FOR DIRECTOR’S EVALUATION (Item of action) Roll call vote

Vice President Leija, supported by Treasurer Sherman, moved for a closed session for the director’s evaluation at the May 20, 2019 Board meeting at 5:30 p.m. A roll call vote was taken. AYES: Akmon, Green, Leija, Moore, Sherman, Song, Vander Broek NAYS: None Motion passed 7-0.

19-072 XI. CITIZENS’ COMMENTS There were no additional citizens’ comments.

19-073 XII. ADJOURNMENT President Song adjourned the meeting at 9:18 p.m.

I hereby certify that the foregoing is a true and complete copy of the minutes adopted by the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, State of Michigan, at the regular meeting held on April 15, 2019 and that said meeting was conducted and public notice of said meeting was given pursuant to and in full compliance with the Open Meetings Act, being Act 267, Public Acts of Michigan, 1976, as amended, and that the minutes of said meeting were kept and will be or have been made available as required by said Act.

S. Kerene Moore, Board Secretary

wilsonk

Typewritten Text

11

BOARD OF TRUSTEES OF ANN ARBOR DISTRICT LIBRARY

RESOLUTION 19-048

RESOLUTION TO ADOPT REVISIONS TO MEETING ROOM USE POLICY

Minutes of the regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 15th day of April, 2019 at 7:00 p.m. PRESENT: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek ABSENT: None The following resolution was offered by Vice President Leija and supported by Treasurer Sherman: THE BOARD RESOLVES AS FOLLOWS: 1.) That Meeting Room Policy 4.1 is revised as proposed 2.) That all resolutions and parts of resolutions that conflict with the provisions of this

resolution are rescinded. A vote on the foregoing resolution was taken and was as follows: AYES: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek NAYS: None RESOLUTION DECLARED ADOPTED. I hereby certify that the foregoing is a true and complete copy of a resolution adopted by the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, State of Michigan, at a regular Board meeting held on April 15, 2019 and that said meeting was conducted and public notice of said meeting was given pursuant to and in full compliance with the Open Meetings Act, being Act 267, Public Acts of Michigan, 1976, as amended, and that the minutes of said meeting were kept and will be or have been made available as required by said Act.


wilsonk

Typewritten Text

12

4.1 Ann Arbor District Library Meeting Room Use Policy

Ann Arbor District Library Policy Manual, Policy 4.1: Meeting Room Use Policy Policy adopted 2/18/97—Resolution 97-182 Revisions adopted 3/16/98—Resolution 98-159; 4/21/03—Resolution 03-190; 4/15/19—Resolution 19-048 This document was printed on 4/24/19 Page 1 of 1

Ann Arbor District Library meeting rooms are available for use by individuals and non-profit or for-profit groups subject to procedures and fees established by Library Administration. The primary purpose of Library facilities is to implement regular Library programming. Library-sponsored and administered activities shall have priority in determining use of Library facilities. Individuals and groups approved to use Library meeting rooms may not charge admission, use the Library rooms for fund-raising purposes, or engage in commercial activity inconsistent with the mission and purpose of the Library. Use of Library meeting rooms may not interfere with normal Library functions and operations. Permission for use of Library meeting rooms in no way implies Library endorsement of the goals or activities of any individual or organization receiving such permission. Individuals and groups approved to use Library meeting rooms shall not discriminate against any individual on the basis of age, race, sex, ethnicity, color, national origin, ancestry, sexual orientation, height, weight, marital status, veteran status, physical or mental disability, gender identity or expression, or religion with respect to access to Library space. The Library reserves the authority to maintain order and discipline on its premises and to take such action as may be necessary or appropriate to protect the well-being of its staff, employees and the patrons.

wilsonk

Typewritten Text

13


RESOLUTION 19-050

RESOLUTION TO ADOPT REVISIONS TO SMOKE-FREE POLICY

Minutes of the regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 15th day of April, 2019 at 7:00 p.m. PRESENT: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek ABSENT: None The following resolution was offered by Vice President Leija and supported by Treasurer Sherman: THE BOARD RESOLVES AS FOLLOWS: 1.) That Smoke-Free Policy 6.5 is revised as proposed. 2.) That all resolutions and parts of resolutions that conflict with the provisions of this



wilsonk

Typewritten Text

14

6.5 Ann Arbor District Library

Smoke-Free Policy

Ann Arbor District Library Policy Manual, Policy 6.5: Smoke-Free Policy Policy adopted 12/12/95—Resolution 96-034 Revisions adopted 6/19/06—Resolution 06-201; 4/15/19—Resolution 19-050 This document was printed on 4/24/19 Page 1 of 1

In accordance with the Michigan Clean Indoor Air Act (Public Act 368 of 1978), and the Washtenaw County Regulation Eliminating Smoking in Public and Private Worksites and Public Spaces, Section 1005, the Ann Arbor District Library Board declares it to be the policy of the Ann Arbor District Library that all buildings, indoor facilities, and vehicles be smoke-free. This policy includes, but is not limited to, all employees and visitors. Tobacco, tobacco products and/or other burnable products may not be used in the library or on library property. This includes no smoking, chewing, rolling or display of tobacco, other burnable products, electronic cigarettes, personal vaporizers or other electronic delivery systems. The Ann Arbor District Library is dedicated to providing a healthy, comfortable, and productive environment for staff and visitors and members of the community. Smoking has been proven dangerous to both users and persons exposed to "second-hand smoke," also known as environmental tobacco smoke (ETS). Copies of this policy shall be distributed to all employees and contractors. Prominent signs displaying the following statement will be posted at all entrances throughout the buildings, and indoor facilities, and in vehicles. SMOKING IS PROHIBITED IN THIS BUILDING/INDOOR FACILITY/VEHICLE PURSUANT TO THE MICHIGAN CLEAN INDOOR AIR ACT. Rules and regulations for the enforcement of this policy shall include a procedure for complaints, investigations, and enforcement action to which violators are subject. The district will provide assistance to employees who wish to stop smoking.

wilsonk

Typewritten Text

15


RESOLUTION 19-067

RESOLUTION TO APPROVE ACCOUNTING FIRM YEO & YEO TO COMPLETE THE LIBRARY’S AUDIT FOR FISCAL YEAR JULY 1, 2018

THROUGH JUNE 30, 2019

Minutes of the regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 15th day of April, 2019 at 7:00 p.m. PRESENT: Dharma Akmon, Victoria Green, Jim Leija, S. Kerene Moore, Colleen Sherman, Linh Song, Jamie Vander Broek ABSENT: None The following resolution was offered by Vice President Leija and supported by Treasurer Sherman: THE BOARD RESOLVES: 1) To approve the accounting firm of Yeo & Yeo of Ann Arbor, Michigan, to complete

the Library’s audit for the fiscal year of July 1, 2018 through June 30, 2019 with a possible three-year extension.

2) That all resolutions and parts of resolutions that conflict with the provisions of this



wilsonk

Typewritten Text

16

wilsonk

Typewritten Text

wilsonk

Typewritten Text

17

wilsonk

Typewritten Text

wilsonk

Typewritten Text

18

wilsonk

Typewritten Text

19

wilsonk

Typewritten Text

20

Ann Arbor District Library

Financial Summary for April 2019

Cash The unrestricted cash balance as of April 30, 2019 is $11,694,687 down from $12,763,557 at the end of March 2019.

Tax Receipts The Library has received $15,979,550 which is 98.7% of the annual budgeted tax receipts of $16,186,497 as of March 31, 2019.

Fund Balance Activity

The Library has a positive fund balance of $12,085,568 down from $13,024,529 at the end of March 2019.

Year-to-Date Revenue (Budget vs. Actual):

Actual cash receipts as of April 30, 2019 were $16,419,488 which is $43,307 more than projected.

$7,000,000

$9,000,000

$11,000,000

$13,000,000

$15,000,000

$17,000,000

$19,000,000

$21,000,000

Jul-1

8

Aug-

18

Sep-

18

Oct

-18

Nov

-18

Dec-

18

Jan-

19

Feb-

19

Mar

-19

Apr-

19

Fund Balance

Fund Balance

wilsonk

Typewritten Text

wilsonk

Typewritten Text

21

Ann Arbor District Library

Financial Summary for April 2019

Year-to-Date Expenditures (Budget vs. Actual):

There were no line items over budget.

Grants & Memorials (Balances):

Grant balances as of April 30, 2019:

• Friends of the AADL = $76,946.34 Expenditures for April 2019 were $1,612.78

• Archives Grant = $47,942.22 There were no expenditures for April 2019

• City Lore Grant = This grant has been fully expended

Capital Project Fund:

There were no capital project fund expenditures for April 2019.

Year-to-Date Revenue over Expenditures is $4,122,834.

wilsonk

Typewritten Text

22

ANN ARBOR DISTRICT LIBRARY

Statement of Revenues, Expenditures and Changesin Fund Balances - Budget and ActualGeneral FundFor the Period July 1, 2018 through April 30, 2019

Actual Budget Variance Actual Budget VarianceREVENUES: Property taxes, net 166,244$ 166,200$ 44$ 15,968,249$ 15,956,710$ 11,539$ State aid - - - 20,536 20,536 - State penal fines - - - - - - Interest income 10,948 10,950 (2) 163,968 132,930 31,038 Copier revenue 3,138 3,138 0 27,339 27,299 40 Grants and memorials - - - 52,058 50,000 2,058 Library fines, fees and other 13,514 13,500 14 138,612 137,435 1,177 Non-resident fees 1,725 1,725 - 16,575 15,975 600 Rental revenue 5,845 5,845 - 32,150 35,295 (3,145)

TOTAL REVENUES: 201,415$ 201,358$ 56$ 16,419,488$ 16,376,180$ 43,307$

EXPENDITURES: Current: Personnel: Salaries and wages 584,833$ 585,000$ (167)$ 5,809,014 5,877,058 (68,044)$ Employee benefits 152,417 152,500 (83) 1,472,447 1,496,014 (23,567) Employment taxes 43,770 44,000 (230) 431,678 443,439 (11,760) Purchased services: Custodial services - - - 236,867 259,440 (22,573) Accounting/Audit 2,100 2,100 - 18,033 18,033 - Legal - - - 11,208 11,550 (342) Professional services 8,840 8,845 (5) 147,105 153,687 (6,582) Utilities 34,326 34,350 (24) 337,715 347,022 (9,307) Property Insurance 9,338 9,400 (62) 78,596 80,111 (1,515) Communications 18,344 18,345 (1) 167,499 168,545 (1,046) Materials 102,410 103,000 (590) 1,313,697 1,347,289 (33,592) Software Licenses/Maint 4,513 4,520 (7) 61,306 73,411 (12,106) Building Rental 45,790 45,800 (10) 567,200 589,305 (22,105) Seminars, conferences and travel 5,256 5,260 (4) 23,473 27,257 (3,784) Copier Expense 2,695 2,700 (5) 28,761 30,374 (1,613) Library Programming 39,964 40,000 (36) 482,544 505,949 (23,405) Grant and Memorial Expenditures 1,613 1,613 - 42,083 42,870 (787) Operating Supplies 14,984 15,000 (16) 191,492 210,040 (18,548) Repairs & Maintenance 50,215 50,220 (5) 448,444 467,020 (18,576) Postage 2,551 2,570 (19) 12,646 15,210 (2,564) Other Operating Expenditures 1,634 1,640 (6) 16,073 18,247 (2,174) Capital Outlay/Maintenance Expense 15,782 15,785 (3) 398,774 405,480 (6,706)

TOTAL EXPENDITURES: 1,141,376$ 1,142,648$ (1,272)$ 12,296,654$ 12,587,350$ (290,696)$

Revenue over (under) expenditures (939,961)$ (941,289)$ 1,328$ 4,122,834$ 3,788,830$ (247,389)$

Other financing sources (uses) Transfers in -$ -$ -$ -$ -$ -$ Transfers out -$ -$ -$ -$ -$ -$

Total other financing sources (uses) -$ -$ -$ -$ -$ -$

Net change in fund balances (939,961)$ (941,289)$ 1,328$ 4,122,834$ 3,788,830$ (247,389)$

Fund balance, beginning of year 6,575,909$ 6,575,909$ -$ 6,575,909$ 6,575,909$ -$

Fund balance, end of year 5,635,948$ 5,634,620$ 1,328$ 10,698,743$ 10,364,739$ (247,389)$

April Year To Date

wilsonk

Typewritten Text

23


Statement of Revenues, Expenditures and Changes in Fund BalancesGovernmental FundsFor the Period July 1, 2017 through April 30, 2019

Total

General Capital All Governmental

Fund Fund Endowment Funds

REVENUES:

Property taxes, net 15,968,249 -$ -$ 15,968,249$ State aid 20,536 - - 20,536 State penal fines - - - - Interest income 163,968 - 1,903 165,871 Copier revenue 27,339 - - 27,339 Grants and memorials 52,058 - - 52,058 Library fines, fees and other 138,612 - - 138,612 Non-resident fees 16,575 - - 16,575 Rental revenue 32,150 - - 32,150

TOTAL REVENUES: 16,419,488$ -$ 1,903$ 16,421,391$

EXPENDITURES:

Current:Personnel:

Salaries and wages 5,809,014$ -$ -$ 5,809,014$ Employee benefits 1,472,447 - - 1,472,447 Employment taxes 431,678 - - 431,678

Purchased services:Custodial services 236,867 - - 236,867 Accounting/Audit 18,033 - - 18,033 Legal 11,208 - - 11,208 Professional services 147,105 - - 147,105

Utilities 337,715 - - 337,715 Property insurance 78,596 - - 78,596 Communications 167,499 - - 167,499 Materials 1,313,697 - - 1,313,697 Software Licenses/Maint 61,306 - - 61,306 Building Rental 567,200 - - 567,200 Seminars, conferences and travel 23,473 - - 23,473 Copier Expense 28,761 - - 28,761 Library Programming 482,544 - - 482,544 Grant and Memorial Expenditures 42,083 - - 42,083 Operating Supplies 191,492 - - 191,492 Repairs and Maintenance 448,444 - - 448,444 Postage 12,646 - - 12,646 Other Operating Expenditures 16,073 - - 16,073

Capital Outlay/Maintenance Expense 398,774 - - 398,774

TOTAL EXPENDITURES: 12,296,654$ -$ -$ 12,296,654$

Revenue over (under) expenditures 4,122,834$ -$ 1,903$ 4,124,737$

Other financing sources (uses)

Transfers in -$ -$ -$ -$ Transfers out -$ -$ -$ -$

Total other financing sources (uses) -$ -$ -$ -$

Change in fund balance 4,122,834$ -$ 1,903$ 4,124,737$

Fund balance, beginning of year 6,575,909$ 1,386,825$ -$ 7,962,734$

Fund balance, end of year 10,698,743$ 1,386,825$ 1,903$ 12,087,471$

wilsonk

Typewritten Text

wilsonk

Typewritten Text

24


Balance SheetGovernmental FundsApril 30, 2019

Total

General Capital All Governmental

Fund Fund Endowments Funds

Assets

Cash and cash equivalents 5,617,143$ 1,386,825$ 523,499$ 7,527,467$ Investments 4,690,719 - - 4,690,719 Due from other governmental units 262,500 - - 262,500 Prepaid items 427,889 - - 427,889

Total assets 10,998,252$ 1,386,825$ 523,499$ 12,908,575$

Liabilities

Accounts payable 18,392 - - 18,392 Accrued payroll and benefits 224,738 - - 224,738

Total liabilities 243,130$ -$ -$ 243,130$

Deferred Outflows

Unavailable Property Tax Revenue 2,479,502$ -$ -$ 2,479,502$

Fund balances

Nonspendable:Prepaid items 427,889$ -$ -$ 427,889$ Permanent corpus - - 325,000 325,000

Restricted for endowments - - 198,499 198,499 Committed for capital projects - 1,386,825 - 1,386,825 Encumbered 381,321 - - 381,321 Unassigned 7,466,409 - - 7,466,409

Total fund balances 8,275,620$ 1,386,825$ 523,499$ 10,185,943$

Total liabilities and fund balances 10,998,252$ 1,386,825$ 523,499$ 12,908,575$

wilsonk

Typewritten Text

wilsonk

Typewritten Text

wilsonk

Typewritten Text

25


RESOLUTION 19-069

RESOLUTION TO EXTEND SPACE USE AGREEMENT WITH THE FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY (FAADL)

Minutes of a regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 20th day of May 2019 at 5:30 p.m. PRESENT: ABSENT: The following resolution was offered by ___________ and supported by ____________: 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.) All resolutions and parts of resolutions that conflict with the provisions of this

resolution are rescinded.

A vote on the foregoing resolution was taken and was as follows: AYES: NAYS: RESOLUTION DECLARED ADOPTED.


wilsonk

Typewritten Text

wilsonk

Typewritten Text

26

SPACE USE AGREEMENT

This Space Use Agreement (“Agreement”) is entered into this 20th day of May, 2019, between the ANN ARBOR DISTRICT LIBRARY, a Michigan district library and public body corporate (“Library”) and the FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY, a Michigan nonprofit corporation (“FAADL”).

RECITALS

A. The Library is organized as a district library pursuant to the Michigan District Library Establishment Act, MCL 397.171 et seq., and operates the Main Library located at 343 S. Fifth Street, Ann Arbor, Michigan (“Main Library”) in addition to multiple branch Library locations within its library district.

B. The FAADL was organized as a Michigan nonprofit corporation effective May 22, 1953, and is recognized by the Internal Revenue Service as an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code. The FAADL is not owned, operated, or legally related to the Library.

C. Pursuant to its corporate charter, the FAADL engages in sales of books for fundraising purposes and for the benefit of the Library. Book sales are conducted in space designated by the Library within the Main Library and branch Library locations consistent with the terms and conditions of an Interim Use Agreement dated November 24, 2006, between the Library and the FAADL.

D. By execution of this Agreement, the Library and FAADL intend to terminate the Interim Use Agreement and provide for use of space by the FAADL for the purposes stated above under the terms and conditions provided in this Agreement.

AGREEMENT

I. DESIGNATION AND USE OF PREMISES.

1.1 Premises. The Library will make available to FAADL throughout the term of this Agreement space located in the basement of the Main Library building as designated on the floor plans attached to, and incorporated in, this Agreement as Exhibit A, and space in the branch Library locations as determined by the Library to be available and appropriate to FAADL book sales (the “Premises”). The Library may designate alternative space for FAADL book sales in the Main Library and branch Library locations upon reasonable notice. The FAADL may access the Premises only during hours that the Main Library and branch Library locations are open to the public and will comply with Library policies as to entry procedures and security. The Library retains all property rights and interests in and to the Premises. The Premises will not include access to any telephone or internet lines of the Library. The FAADL will maintain at its own expense a telephone line, telephone number, internet line and internet website for its operations that are separate from those of the Library.

wilsonk

Typewritten Text

27

2

1.2 Permitted Uses. The FAADL may use the Premises for book sales and activities integral to such sales during hours that the Library is open to the public. The FAADL will bear full legal responsibility for any and all of its operations on the Premises.

1.3 Obligation to Maintain Premises Free from Hazards. The FAADL will keep the Premises in a neat, orderly condition and free from hazards at all times. In particular, entrances to and passageways through the Premises will be maintained free of obstacles or debris that could impede emergency access to, and egress from, the area.

1.4 No Alterations or Signage. The FAADL may not alter the Premises or place signs on or in the Premises unless approved by the Library.

1.5 Compliance; Security; Nondiscrimination. In the use of the Premises, FAADL will comply with all laws, codes, and regulations, including requirements of state and local fire safety codes or ordinances applicable to the Premises, state and federal requirements under the Americans With Disabilities Act and other laws that address nondiscrimination and access to public facilities, and compliance with all applicable policies and procedures of the Library with respect to use of the Premises. Specifically, FAADL employees, volunteers and agents (“FAADL Agents”) will comply with all Library policies and procedures for security and safety, including compliance with fire drills and emergency evacuation procedures. FAADL Agents will not bring items, materials or substances onto Library premises that are prohibited under Library policies. The Library will provide FAADL with copies of pertinent policies and procedures relevant to this Agreement. In the use of the Premises, the FAADL will not discriminate against any person because of race, color, religion, national origin, ancestry, age, sex, sexual orientation, height, weight, marital status, veteran status, physical or mental disability, or other factors prohibited by applicable law.

1.6 Name Badges. FAADL Agents will wear name badges on the Premises that include the name of the individual and the FAADL. FAADL Agents will not hold themselves out as agents or employees of the Library.

1.7 Library Right of Access. Library will have the right to enter the Premises at any time for any purpose, including to inspect the Premises or for the purpose of making repairs, additions, or alterations. If the Library determines that repairs or maintenance activities are reasonably likely to disrupt FAADL’s use of the Premises, Library will provide three (3) days advance notice of such repairs or maintenance. Advance notice to FAADL will not be required for an emergency repairs or maintenance determined by Library to be necessary for safe use of the Premises or the Library building as a whole. If Library observes, in its reasonable judgment, any unsafe practices or operations by FAADL or noncompliance with applicable laws or Library policies, Library will notify FAADL within twenty-four (24) hours. FAADL will investigate the practices or operations identified in the notice within twenty-four (24) hours and will either (i) notify Library that all practices and operations are in compliance, including the reasons for such conclusions; or (ii) notify Library of any corrective action to be taken by FAADL and the timeframe for completing the correction.

wilsonk

Typewritten Text

wilsonk

Typewritten Text

28

3

2. OTHER OBLIGATIONS OF FAADL.

2.1 Operational Issues. The FAADL agrees that, as of the date of execution of this Agreement and for the entire term this Agreement remains in effect, it will:

(a) Be a Michigan nonprofit corporation in good standing and recognized as exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended;

(b) Hold a current Michigan Charitable Solicitations License;

(c) Have in effect policies and procedures for handling cash and other donations;

(d) Appoint or elect a full slate of directors and officers and promptly fill any vacancies in such positions;

(e) Commencing with the 2017-18 fiscal year and every third fiscal year thereafter, obtain audited financial statements for the fiscal year then ended, including an auditor opinion that the financial statements fairly represent, in all material respects, the financial position of the FAADL and the changes in net assets and cash flows for the year then ended, in conformity with accounting principles generally accepted in the United States of America;

(f) For each fiscal year it does not obtain the audited financial statement provided in Section 2.1(e) above, have a review performed in accordance with accounting principles generally accepted in the United States of America, including a review of the handling of cash utilizing the same procedures normally used in the performance of an audit; and

(g) Timely file its IRS Form 990 and post that, the IRS exempt organization determination letter, and its audited financial statements on its website for public disclosure and inspection purposes.

2.2 Sales Taxes on Book Sales; Liens. FAADL will be solely responsible for determining the amount of sales tax due on book sales on the Premises, any exemptions from sales tax that may apply to such sales, and for compliance with any and all applicable sales tax or other tax laws pertinent to its operations. If sales taxes are due to taxing authorities for book sales by FAADL on the Premises, the FAADL will be solely responsible for remitting any sales tax collected to applicable taxing authorities. FAADL will keep any property located on the Premises free of liens and encumbrances including any state or federal tax liens.

2.3 Insurance. During the term of this Agreement, the FAADL will maintain in effect a comprehensive general liability insurance policy that names the Library as an additional insured.

wilsonk

Typewritten Text

wilsonk

Typewritten Text

29

4

3. OBLIGATIONS OF AADL.

3.1 Maintenance; Repair; Janitorial Services. Library will maintain the Premises in good condition and repair. Library will be responsible for routine cleaning and janitorial services for the Premises, including basic trash disposal. Library is not responsible for disposal of unwanted books or other materials of the FAADL. The Library will arrange for, and incur the cost of, recycling services for books or other materials designated for recycling by the FAADL, unless such costs increase by more than 25% of the recycling costs being paid by the Library as of the Effective Date. If the Library incurs or will incur recycling costs related to FAADL materials in excess of the foregoing amounts, the FAADL will either reimburse the Library for such costs or, at the Library’s request, make its own arrangements for recycling services. Library will not be responsible for loss of items or property of FAADL or FAADL Agents that are deposited in or near trash containers, stored on floors without proper labeling or that could, in the reasonable judgment of Library, be mistaken as refuse.

3.2 Utilities. Library will provide utilities for the Premises including electricity, heat and water. Utilities will not include telephone or internet lines or access, which will be the responsibility of FAADL as provided in Section 1.1.

3.3 Insurance. During the term of this Agreement, the Library will maintain in effect a comprehensive general liability insurance policy that names the FAADL as an additional insured.

3.4 Library Point of Sale Service. The Library will provide point of sale service, using Library personnel and at Library’s cost, at all locations for sales of FAADL material available on bookcarts for purchase by the public. The Library will provide monthly reconciliation and reimbursement to FAADL for sales from bookcarts at the Main Library and branch Library locations.

4. TERM AND TERMINATION.

4.1 Term. This Agreement will become effective on the date shown on page one (the “Effective Date”) and will remain in effect for a one (1) year term. The parties may renew this Agreement for successive one (1) year terms upon mutual written consent.

4.2 Termination. This Agreement may be terminated without cause by either party upon seven (7) days written notice of termination to the other party.

4.3 Additional Remedies for Material Breach. Upon a material breach of this

Agreement by the FAADL, as determined in the sole discretion of the Library, the Library may suspend book sales by the FAADL on the Premises until such time that the breach is cured to the reasonable satisfaction of the Library or this Agreement is terminated. The Library’s right to suspend book sales under this Section will be in addition any other rights or remedies the Library has under this Agreement, including termination. A material breach of this Agreement

wilsonk

Typewritten Text

30

wilsonk

Typewritten Text

5

will include, without limitation, a material failure by the FAADL to comply with all operational requirements applicable to it under Section 2.1 of this Agreement.

4.4 FAADL Obligations on Termination. In the event this Agreement is terminated by either party, the FAADL will remove all books and other property from the Premises within thirty (30) days after the effective date of termination. Should the FAADL fail to do so, the Library may remove FAADL books and property and FAADL will reimburse the Library its reasonable and necessary costs.

5. GENERAL PROVISIONS.

5.1 Independent Contractors. The parties acknowledge that FAADL is an independent contractor of Library. In no event will FAADL or any FAADL Agents be deemed a joint venture party, partner, employee, or agent of Library by virtue of this Agreement. Library will exercise no control over the manner or method by which FAADL conducts its operations on the Premises provided that FAADL’s operations are in compliance with this Agreement. 5.2 Entire Agreement. This Agreement supersedes any and all other agreements related to use of the Premises, either oral or written, between the parties hereto and contains all the covenants and agreements between the parties with respect to its subject matter.

5.3 Amendments. The terms of this Agreement may not be amended or modified

except by a further written statement signed by the parties specifically referencing this Agreement.

5.4 Governing Law. This Agreement will be governed and construed in accordance with the laws of the State of Michigan.

5.5 Books, Documents, and Records Availability. FAADL will make its books and

records available for inspection by Library if review of such books and records may be required, in the reasonable judgment of Library, to determine compliance with any terms or conditions herein. FAADL will make the requested books and records available for inspection by Library within ten (10) days of receipt of a request for access.

5.6 Successors/Assigns. This Agreement may not be assigned by a party hereto

without the express written consent of the other party. 5.7 No Third Party Beneficiaries. There are no intended third party beneficiaries of

this Agreement.

5.8 Waiver or Rights. The failure of a party to exercise its rights in the event of a breach of this Agreement will not constitute a waiver of any rights with respect to that or any subsequent breach.

wilsonk

Typewritten Text

31

6

In WITNESS WHEREOF, the parties hereto, or their duly authorized officers or agents, have executed, sealed, and delivered this Agreement intending to be legally bound.

ANN ARBOR DISTRICT LIBRARY, a Michigan district library and public body corporate

By:

Print Name: Linh Song

Title: AADL Board President

Date:

FRIENDS OF THE ANN ARBOR DISTRICT LIBRARY, a Michigan nonprofit corporation

By:

Print Name: Pat McDonald

Title: FAADL Board President

Date:

wilsonk

Typewritten Text

32

Space Use Agreement – Exhibit A Ann Arbor District Library First Floor plan

7

wilsonk

Typewritten Text

33

8

Space Use Agreement – Exhibit A Ann Arbor District Library Basement Floor plan

wilsonk

Typewritten Text

34


RESOLUTION 19-070

RESOLUTION TO ADOPT REVISIONS TO RULES OF BEHAVIOR POLICY

Minutes of a regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 20th day of May 2019 at 5:30 p.m. PRESENT: ABSENT: The following resolution was offered by ___________ and supported by _____________: THE BOARD RESOLVES AS FOLLOWS: 1.) That Rules of Behavior Policy 5.1 is revised as proposed. 2.) That all resolutions and parts of resolutions that conflict with the provisions of this

resolution are rescinded. A vote on the foregoing resolution was taken and was as follows: AYES: NAYS: RESOLUTION DECLARED ADOPTED.


wilsonk

Typewritten Text

wilsonk

Typewritten Text

35


Rules of Behavior

Ann Arbor District Library Policy Manual, Policy 5.1: Behavior in Public Sectors of the Ann Arbor District Library Policy adopted 12/12/95—Resolution 96-034 Revisions adopted 8/1/97—Resolution?; 12/98—Resolution 99-111; 10/20/03—Resolution 04-082; 9/20/04—Resolution 05-037 and 1/28/08—Resolution 08-127; 2/17/14—Resolution 14-061 This document was printed on Page 1 of 3 AA01\359840.2 ID\PGD

Behavior in the Public Sectors of the Ann Arbor District Library The Board of Trustees of the Ann Arbor District Library is empowered by the District Library Establishment Act, MCL 397.171 et seq., to supervise and control Library property, to adopt bylaws and regulations, not inconsistent with the Act and to do any other thing necessary for conducting the Library service. It is the policy of the Ann Arbor District Library that any person who poses a material threat to the efficient and effective supervision and control of Library property or who willfully and materially interferes with Library operations, including the use and enjoyment of the Library by other patrons, may be excluded from the use of the Library. An individual who violates this policy may be excluded from the Library upon the order of the Library Director or the Library Director's designee. For purposes of this policy, "withholding of Library privileges" means an individual may not enter or use the Library. The Board of Trustees of the Ann Arbor District Library has adopted this policy regarding behavior in the public sectors of the Library. The Ann Arbor District Library may establish and implement additional policies and procedures related to Library property and operations including without limitation user registration; scheduling and regulating use of Library equipment; scheduling and collecting fees for public use of meeting rooms; regulating usage of any Library property and materials, including without limitation, specialized equipment and/or services provided by the Library and made available to the public; and additional policies regulating use of or patron behavior on Library premises. Such policies and procedures shall seek to make Library property and/or services available to everyone on a safe and equitable basis, to allow staff members to conduct Library business, and to safeguard the Library's property against misuse or abuse. Behavior prohibited by Ann Arbor City or Pittsfield Township Charter and Ordinances, as appropriate, as well as Federal or State Law, is also prohibited on the premises of the Ann Arbor District Library. In addition, the Ann Arbor District Library: 1. Prohibits the consumption or possession of alcoholic beverages on Library property. Non-

alcoholic beverages in covered containers are permissible. 2. Prohibits smoking in or on any Library property that constitutes a “public place” pursuant to

Michigan Clean Indoor Air Act, MCL 333.12601 et seq., or other Library property (indoor or outdoor) that is posted with NO SMOKING signs or the international “no smoking” symbol. In accordance with AADL Policy 6.5 Tobacco, tobacco products and/or other burnable products may not be used in the library or on library property. This includes no smoking, chewing, rolling or display of tobacco, other burnable products, electronic cigarettes, personal vaporizers or other electronic delivery systems.

3. Bans all weapons from Library premises, except for concealed weapons that are exempt from licensure under Michigan law or lawfully licensed and carried in compliance with Act 372 of 1927, as amended.

wilsonk

Typewritten Text

36


Rules of Behavior


PERSONS WHO VIOLATE THE ABOVE RULES ARE SUBJECT TO THE WITHHOLDING OF LIBRARY PRIVILEGES AS FOLLOWS: FIRST OFFENSE: LIBRARY PRIVILEGES WILL BE REVOKED FOR SIX MONTHS. SECOND OFFENSE: LIBRARY PRIVILEGES WILL BE REVOKED FOR ONE YEAR. 4. Requires patrons to wear shirts and shoes, or other footwear, at all times in the Library for

hygiene and safety purposes. 5. Prohibits the disturbance of other Library patrons, or interference with other Library patrons’

use of the facilities through extremely poor personal hygiene. 6. Prohibits foods in the Library except in designated areas.

6. 7. Prohibits sleeping on Library property. 7. 8. Prohibits the use of roller skates, roller blades, skateboards or other similar devices on

Library property. 8. 9. Prohibits patrons from bringing bicycles into the Library buildings, securing bicycles to the

handicapped ramp railing at any entrance or exit, or parking bicycles in such a manner that they obstruct patrons entering or exiting the Library.

9. 10. Prohibits gambling on Library property. 10. 11. Bans conversation and other sounds in louder volume than the general noise level of the area. 11. 12. Bans animals from the Library and entrance/exit areas except service animals used to assist

the handicapped. persons with disabilities. 12. 13. Prohibits loitering in areas posted as “No Loitering.” 13. 14. Prohibits all campaigning, petitioning, interviewing, survey-taking, soliciting, sales, or other

speech or conduct, which results in the disruption of normal Library activities.

PERSONS WHO VIOLATE THE ABOVE RULES ARE SUBJECT TO THE WITHHOLDING OF LIBRARY PRIVILEGES AS FOLLOWS: FIRST OFFENSE: ONE WARNING, THEN OUT FOR THE DAY. SECOND OFFENSE: LIBRARY PRIVILEGES WILL BE REVOKED FOR ONE WEEK. THIRD OFFENSE: LIBRARY PRIVILEGES WILL BE REVOKED FOR ONE MONTH. SUBSEQUENT OFFENSE: LIBRARY PRIVILEGES WILL BE REVOKED FOR ONE YEAR. Notwithstanding the foregoing provisions, any person may, without prior notice or warning, be immediately removed or trespassed from the Ann Arbor District Library, in accordance with Local, State or Federal Law, if his or her presence or conduct on the premises poses an immediate and imminent danger to any person or property.

wilsonk

Typewritten Text

37


Rules of Behavior


Persons whose Library privileges are withheld for any duration pursuant to the above rules may appeal to the Library Director and will be given the Director’s contact information immediately upon notification of revocation of Library privileges. Persons whose Library privileges are withheld for more than 30 days pursuant to the above rules may appeal to the Library Board of Trustees by appearing in person during the Citizens' Comments portion of the agenda at a special or regularly-scheduled Board meeting. The Board may choose to call a special meeting to address an appeal request. This appearance must be within sixty (60) days after the Library’s mailing of notice of withholding of privileges. Such persons' suspension from Library premises shall be rescinded for the limited purpose of attending any Board meeting at which they appear to appeal. The Board of Trustees may extend the usual and customary time limit afforded to an individual for public comment to grant a person making an appeal sufficient time to address the Board. The Board shall hear the appeal, and respond in writing within 10 days.

wilsonk

Typewritten Text

38

Ann Arbor District Library Proposed Budget Fiscal Year 2019-2020

Revenues: Tax Revenue – The tax revenue shown is determined by two factors, the tax base the AADL can levy against and the millage that can be levied. The millage is determined by the Headley Act. As the tax base increases, the millage that can be levied decreases. For FY19-20, the tax base increased by 5.24% from $8.7B to $9.1B and the millage decreased by 0.77% from 1.8663 to 1.8519. These two factors yield an estimated tax receipt increase of 4.42% from $16.2M to $16.9M, a difference of over $700K. Library Fines, Fees & Other - This revenue item remains unchanged from the FY18-19 budget. Sweetwater’s Rent – Revenue based on lease agreement. This does not include Sweetwater’s share of common area maintenance charges. All Other Revenue – Projections remain unchanged from the FY18-19 budget. Expenses: Salaries and Wages – This reflects current salaries plus a 9.5 percent increase to incorporate the new salary schedule prepared by Ed Ura of Merces Consulting Group, the addition of the following specific positions and other additional positions as needed: Fulltime Librarian Collections Casual Clerk II Collections Fulltime Library Technician Archives Casual Production Tech (2) Marketing & Communications Casual Graphic Artist Marketing & Communications Fulltime Developer Information Technology

Employee Benefits – This number includes:

• Costs for health, dental, vision, life and LTD insurances based on the employee’s current family status and a 0.62% increase in the Library’s contribution to health insurance premiums.

• MPSERS employer contribution percentage of 26.18%. • 403(b) employer contribution percentage of 10% • Costs for worker’s comp. insurance and state unemployment insurance.

Employment Taxes – This is the employer portion of FICA for the proposed salaries and wages. Custodial – Includes janitorial service, carpet cleaning, window cleaning, etc. for all locations.

wilsonk

Typewritten Text

39

Accounting/Audit – The cost of the audit for next year. Legal – The estimated costs for next year. Purchased Services – Includes $60,000 for network cataloging services, $21,000 for Unique Management, $50,000 for the payroll service and $80,000 for consultants. Utilities – This includes costs for utilities at all locations. Property Insurance – This is the expense for all coverage at all locations. Communications – This includes phone and internet charges. Materials – This includes print and non-print material along with the necessary supplies needed to process the material. Software Licenses/Maintenance – Includes costs for license and maintenance agreements for all existing software in the Library and any new packages that will be purchased in the upcoming year. Building Rental – Includes costs for the Westgate branch and Archive locations. Seminars/Conferences/Training/Travel – Includes costs for conferences, system wide training, departmental training and mileage reimbursement for local travel. Copier Expense – Includes lease costs for the copiers and any paper charges related to copier usage. Library Programming – Includes costs for all public programs as well as printing, advertising and public relations. Grant and Memorial Expenses – This projected expense matches the projected revenue. Supplies – This includes departmental, IT supplies ($87,500), supplies for all facilities ($181,550), Lcards, book bags, and labeling supplies ($45,545). Repairs and Maintenance – This includes expected expenses for computers and facilities. Postage – This includes postage and freight. Other Operating Expenditures – This includes costs for membership dues, food, etc. Capital Outlays – This includes 2nd floor carpet $200K (DTN), drop box relocation $65K (DTN), youth restrooms renovation $50K (DTN), parking lot resurfacing $75K (DTN), 3rd floor staff remodel $150K (DTN), furniture $10K

wilsonk

Typewritten Text

40

(1.8663 MILLAGE) (1.8519 MILLAGE)OPERATING BUDGET Approved Proposed Proposed Vs. Projected Audited

2018-2019 2019-2020 Approved 2018 - 2019 2017 - 2018Budget Budget Variance Estimate Actual

Revenue: Tax Collections - Operating 16,186,497$ 16,902,626$ 716,129$ 16,186,497$ 15,613,343$

Penal Fines 225,000 225,000 - 225,000 228,869

State Aid 90,000 90,000 - 90,000 221,238

Interest 20,000 20,000 - 155,000 40,035

Copier Revenue 35,000 35,000 - 32,268 36,190

Grants/Memorials 100,000 100,000 - 102,058 134,808

Library Fines, Fees and Other 250,000 250,000 - 166,797 195,512

Non-Resident Fees 18,500 18,500 - 19,800 17,963

Sweetwater's Rent 31,110 31,110 - 35,073 41,285

Total Revenue: 16,956,107 17,672,236 716,129 17,012,493 16,529,243

Expenditures:

Salaries & Wages 7,287,594 8,502,255 1,214,661 6,566,332 6,549,058

Employee Benefits 1,721,107 1,832,836 111,729 1,711,649 1,760,462 Employment Taxes 557,500 638,000 80,500 489,212 485,859

Total Personnel Cost: 9,566,201 10,973,091 1,406,890 8,767,193 8,795,379

Custodial Services 287,000 287,000 - 307,927 270,145

Accounting/Audit 25,000 25,000 - 24,375 15,500

Legal Expense 100,000 50,000 (50,000) 14,750 37,027

Purchased Services 236,500 261,000 24,500 179,744 211,366 Utilities 485,000 462,000 (23,000) 394,404 410,289

Property Insurance 105,000 105,000 - 90,035 92,245

Communications 200,000 200,000 - 193,900 204,644

Materials 1,850,000 1,876,000 26,000 1,578,324 1,588,619 Software Licenses/Maintenance 175,000 150,000 (25,000) 75,169 175,533

Building Rental 690,000 680,000 (10,000) 673,230 684,237

Seminars/Conferences/Training/Travel 33,400 28,700 (4,700) 23,684 23,135 Copier Expense 45,000 35,000 (10,000) 33,886 31,821

Library Programming 708,200 790,000 81,800 575,353 459,237

Grants /Memorials 100,000 100,000 - 100,000 162,844

Operating Supplies 475,850 314,595 (161,255) 221,384 217,888

Repairs and Maintenance 606,800 570,500 (36,300) 518,396 468,209

Postage 20,000 30,000 10,000 13,124 19,208 Other Operating Expenditures 37,250 34,350 (2,900) 18,771 20,597

Total Operating Expense: 6,180,000 5,999,145 (180,855) 5,036,456 5,092,544

Operating Capital Outlays 1,209,906 700,000 (509,906) 497,889 850,866

Total Expenditures: 16,956,107 17,672,236 716,129 14,301,538 14,738,789

Net: -$ -$ -$ 2,710,955$ 1,790,454$

ANN ARBOR DISTRICT LIBRARY Budget Proposal 2019-2020

wilsonk

Typewritten Text

41


RESOLUTION 19-090

RESOLUTION APPROVING ANNUAL BUDGET FOR THE FISCAL YEAR 2019-2020 OF THE ANN ARBOR DISTRICT LIBRARY

Minutes of a regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 20th day of May 2019 at 5:30 p.m. PRESENT: ABSENT: The following resolution was offered by ___________ and supported by _____________: 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 20, 2019, 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,

2020, as presented. 2.) That all resolutions and parts of resolutions that conflict with the provisions of this



wilsonk

Typewritten Text

42


RESOLUTION 19-091

RESOLUTION AUTHORIZING MILLAGE RATE TO BE LEVIED BY TAXING AUTHORITIES

Minutes of a regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 20th day of May 2019 at 5:30 p.m. PRESENT: ABSENT: The following resolution was offered by ___________ and supported by ____________: 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 2019-2020 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 2019-2020 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 1.8519 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, 2019, 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.

wilsonk

Typewritten Text

43

5.) All resolutions and parts of resolutions that conflict with the provisions of this



wilsonk

Typewritten Text

44


RESOLUTION 19-092

RESOLUTION TO ADOPT THE 2019-2020 BUDGET AS A LINE ITEM BUDGET AND COMPLIANCE OF DISBURSEMENTS

Minutes of a regular meeting of the Board of Trustees of the Ann Arbor District Library, County of Washtenaw, Michigan, held in the City of Ann Arbor, on the 20th day of May 2019 at 5:30 p.m. PRESENT: ABSENT: The following resolution was offered by ___________ and supported by _____________: THE BOARD RESOLVES AS FOLLOWS: RESOLUTION ESTABLISHING POLICY FOR DISBURSEMENTS 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 2019-2020 the total amount of $17,672,236 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 Finance Manager 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.

wilsonk

Typewritten Text

wilsonk

Typewritten Text

45

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 vote on the foregoing resolution was taken and was as follows:

AYES: NAYS: RESOLUTION DECLARED ADOPTED.


wilsonk

Typewritten Text

46

ANN ARBOR DISTRICT LIBRARY BOARD

Dharma Akmon Victoria Green

Jim Leija S. Kerene Moore Colleen Sherman

Linh Song Jamie Vander Broek

2019 OFFICERS

President . . . . . . . . . . . . . . . . Linh Song Vice President . . . . . . . . . . . . Jim Leija Treasurer . . . . . . . . . . . . . . . . Colleen Sherman Secretary . . . . . . . . . . . . . . . . S. Kerene Moore

ADMINISTRATION

Josie Parker ………..….………………….…………………..… Director Eli Neiburger …….………………….…………………. Deputy Director

The Ann Arbor District Library Board will provide necessary reasonable aids and services to individuals with disabilities who desire information regarding board meetings upon three (3) business days notice. Individuals with disabilities requiring aids or services should contact the Ann Arbor District Library by writing or calling the following:

Ann Arbor District Library Board of Trustees

343 South Fifth Avenue Ann Arbor, MI 48104-2293

734.327.8311