Library Advisory Board Minutes

Meeting was called to order at 7:08 p.m.

Attendees:

Ed Dupke, Library Advisory Board Vice chairman

Diane Cutler, Cascade Library Branch Manager

Jane McRobb, Cascade Assistant Branch Manager

Lynne Marie Quinlan, Friends President

Mary Carpenter, Historical Society

Pamela Vander Ploeg, KDL Facilities Planning

Holly Sturges, Board Member

Robert Vos, Board Member

Maureen Sullivan, Board Member

Excused Attendees:

Phil Davis, Architect

Meher Dustoor, Board Member

Charles Fry, Library Advisory Board Chairman

Debbie Straub, Friends Alternate

Marianne Warnock, Board Member

Absent:

Ron Goodyke, Township Trustee

Ed began the meeting by apologizing for being a little late; work obligations. Ed welcomed and introduced the new Recorder for the Advisory Board Meetings, Lisa Hern, President of A Little Executive Assistance. Each attendee introduced themselves and their role on the Advisory Board.

Ed asked for updates from each department.

Township: Diane asked Mary to summarize the tax information. Mary stated that the Treasurer’s Department is working on the 2003 taxes and collections. Mary noted that new housing is going up on Cascade and Spaulding and 24 duplexes are also being built on Burton St. Mary has also been working on re-financing the Township’s debt services, including the library fund. The re-financing is completed and Ed noted that thanks to Mary, they have completed five (5) re-financings this year. Diane also noted she had attended a Cascade Business Association meeting and an additional 450 houses are being built in Ada. The Advisory Board needs to think of programming for the all these new children. Diane also noted that the Library will be able to provide housing assessment information to those who are interested from the Township Assessing Department.

Historical: Mary said the Historical Society is busy with their fundraiser. An afghan with Cascade Museum in the center and various Township buildings surrounding it is the design that is chosen for the afghan. Mary said the afghan shall be loomed in North Carolina and will contain notable Township landmarks such as the Cascade Dam; Christian Church; Steketee House, etc. will be on it. The Township office will sell afghans. Ed asked if this is a wall hanging or a true afghan; Mary stated this is a real afghan and will sell for roughly $75.00 each. Mary then reported she is also working on memberships for Historical. Ed asked Mary if she knew how big the room will be for Society in the new construction. Mary said plans are changing but believes the room will be approximately 20 x 30 feet. Ed said he had a meeting with Jay Cravens, Township Manager who supports the Historical Society. Lynne commented that Ada Township has a very nice Historical Society and described some of their exhibits. Pamela commented that if you have exhibits of history, people are very interested in them and often contribute things to them.

Friends: Lynne stated the approved budget for library expenditures is approximately $13,000.00. Friends welcomed a new board member, John Warnock, who is serving as newsletter editor. John has also developed a Website for the Friends, and serves as Webmaster and host, all volunteer. The Web address is www.cascadefriends.org Proposed additions to the site are links to KDL and Cascade Township.

Branch: Diane reported that all KDL staff will be meeting on Monday, February 17^th, at the new Prince Center and learn new theories on customer service. Diane said the meeting will focus on Bill Schroer’s theory which suggests standards of service; high and low levels. Diane gave examples of various requests the staff receives from customers. Pamela also contributed to the sometimes unreasonable and time-consuming requests the staff receives. Pamela noted that one really doesn’t know how long a project may take until into it. Ed suggested one researcher/staff member for half an hour and if project is not complete, refer the customer to a Research Service. Mary said there was a policy she worked by that gave a 24-hour notice. Diane wants to establish consistent guidelines throughout the district. Ed said if KDL will not establish guidelines, Cascade certainly will. Pamela noted KDL’s commitment in defining these guidelines.

Diane also mentioned that a new card catalog is coming March 31^st and hopes by April, can present it at the LAB meeting. Diane also reported the branch will host a Lighthouse program on March 25th; tinting the front windows of the building was completed from the 2003 Township Budget -; new rugs have been installed and only one person has fallen since, the rugs are vacuumed daily and professionally cleaned once a month. KDL has also installed new computers with flat screens and $9,000.00 has also been received from Friends to purchase materials. Holly questioned what was purchased and Diane summarized various things including CD’s. Bob asked if CD books last longer, Pamela stated yes. Jane noted, however, that tapes are still being utilized. Diane also showed the Board the new signs regarding cell phone usage in the Library. There are 20 signs in various places around the building and she has been receiving thanks you’s from customers for them. Diane is hoping this will help solve the problem of cell phone usage in the Library.

KDL Board Appointment: Diane reported that Pam DiMuzio, Region 5, has decided to resign from her position due to a conflict of interest regarding her husband’s employer. KDL’s Director is currently seeking a replacement from Cascade, Ada, Grand Rapids Township or East Grand Rapids.

Membership Changes: Diane distributed new Board rosters; the yellow one is the most current and noted Ron Goodyke’s e-address has changed. Ed wants to make sure Chuck receives one. Lynne expressed a concern over those Board members not in attendance this evening. Ed asked what should be done and Diane sent various e-mails regarding date and time. Bob suggested an 80% attendance for Board members; this may already be in by-laws.

Focus Group: Diane said they met on January 8^th and spoke a lot on Forest Hills Schools at the meeting. Diane also noted the groups listed on her minutes and noted to the Board that this is not a conclusive list of targeted groups. Diane also noted that Grand Rapids area schools usually has a history assignment due in May, this is when the Grand Rapids Public Library will be closed for its move. Forest Hills Schools have been contacted letting them know of the Library’s move and that Cascade is willing to support any of the students. Diane said she will also be speaking with the Lions Club the first Monday in March. Diane also requested that if any Board members have other ideas for Focus Groups; please let her know. Diane also said she did receive Phil Davis’ PowerPoint presentation. Ed asked that it be forwarded to him electronically and will make the proper revisions. Diane asked if anyone was interested in speaking to the Focus Groups; Bob, Maureen, and Ed volunteered himself and his wife. Holly said she could be an Alternate. Ed began discussing the air mouse he would like to have available for presentations. Ed gave a description of it and its efficiencies. Ed also stated that if Diane cannot find one, he would loan his until one is purchased; Diane is following up. Pamela asked if Phil’s presentation could be presented at the next meeting; Diane said she would bring it. Lynne suggested outsourcing the PowerPoint presentation and Ed said the Board would attempt the changes first. Pamela is confident that something can be worked out without outsourcing the presentation. Diane concluded that no dates, except with the Lions Club, have been established with the focus groups. Ed reiterated that if anyone has any other groups to please suggest them; the list is not conclusive.

Diane also said that she approached a regular customer who comes in every weekend to study and asked if he would attend the Township Board Meeting and support the need for study rooms. The gentleman declined, his schedule will not permit him to attend, and he asked if he could submit an e-mail of support. Diane wants to tap into these customers. Mary said she receives e-mails all the time. Lynne suggested an e-mail "chain letter". Mary said those letters loose effectiveness and the Township does not record these. Mary said an e-mail consisting of three or four lines is best and the Clerk will compile these and present to the Township Board. Ed said a strategy needs to be developed.

Fire Millage: Diane brought to the Board’s attention a group who opposed this; they had a website but cannot find it now. Diane provided copies of an article published by The Advance. The Library doesn’t plan on going for a millage regarding the expansion. Diane is bringing this to the Board’s attention because she would like them prepared just in case anything else develops. Ed said the flier that came out was very damaging to the fire millage. Ed said he reviewed the Library Millage for the initial construction and the millage has been reduced to .3882 mills. This is applied to a tax role of $1.2 million through 2013. The roof on the Library will need repair and half a million dollars is set for major repairs in a five year plan. Construction costs and interest rates are down and Ed said this Spring is a good time to do it. Ed also said it is important to have support and understanding from the community but the Board is a little hesitant and encourages LAB to support it. Ed said the more publicity we get (Forest Hills/Ada Advance) the better and would like the Advance to do a story.

Other: There was no other business.

Meeting Adjourned at 8:22 p.m.

Next Meeting: Monday, March 10, 2003 at 7:00 p.m.

Approved: April 14, 2003