Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting

Monday, April 14, 2003

Meeting was called to order at 7:05 p.m.

Attendees:
Charles Fry, Library Advisory Board Chairman
Ed Dupke, Library Advisory Board Vice chairman
Diane Cutler, Cascade Library Branch Manager
Jane McRobb, Cascade Assistant Branch Manager
Lynne Marie Quinlan, Friends President
Robert Vos, Board Member
Holly Sturges, Board Member
Marianne Warnock, Board Member

Excused Attendees:
Pamela VanderPloeg, KDL Facilities Planning
Debbie Straub, Friends Alternate
Ron Goodyke, Township Trustee
Maureen Sullivan, Board Member
Mary Carpenter, Historical Society

NOTE: Phil Davis, Architect, will not be attending future LAB meetings unless requested.

Chuck began the meeting by welcoming everyone and asked if anyone had any other items to be covered on the agenda.

LAB Approval of the February 10, 2003 Meeting Minutes: The meeting minutes from the February LAB meeting were approved; all in favor with none opposed.

LAB Approval of the March 10, 2003 Meeting Minutes: The meeting minutes from the March LAB meeting were approved; all in favor with none opposed.

LAB Assignments: Members of the Cascade Advisory Board were asked last month to provide three (3) contacts this month to share the expansion program with. Chuck summarized last month's meeting to Robert, who was absent. Chuck offered his three suggestions to the Board members:
1) The Fry's are willing to host a gathering at their residence for his neighborhood association. The event will be by invitation and Diane and Ed to do presentation to attendees. Bob questioned the length of the presentation and Ed said the presentation can be anywhere from 20 minutes to 2 hours in length but 20 minutes is the minimum in order to present properly. Chuck stated he and Ed are targeting April 21, 2003 for the presentation.
2) Chuck also said he was thinking of having a general library presentation for the Grand Rapids Lions Club, of which many members are Cascade residents. He thought as part of the general discussion of libraries, a brief description of the Cascade project would get our information out.
3) Chuck also proposed inviting the Cascade Township Board to his home.

Diane offered her ideas for target groups:
1) Forest Hills Cultural Arts Council, this idea came from Friends
2) Forest Hills Elementary Media Specialists
3) Forest Hills Secondary Media Specialists
4) Thornapple River Association - Upstream
5) Thornapple River Association - Downstream
6) Sequoia Drive Annual Picnic

Jane offered her ideas:
1) Home School Building
2) Bright Ideas
3) Pine Ridge Elementary PTA/PTO
4) Ada Vista Elementary - Spanish Language Support
5) Cascade Christian Church - summer school-aged program
6) Tutor Time - day care center near the branch
NOTE: currently the Cascade Township Library cannot accommodate Cascade Christian Church and Tutor Time children at programs due to size of groups.
Jane thought sending brochures home with the children regarding the Library's expansion might generate more interest.

Lynne began by stating currently the agenda for the next Friends meeting is already at 2-hours to cover items; expansion awareness needs to be made on the upcoming agendas. Lynne said the needs to provide a "hook" for those at the Friends meeting and Chuck stated that no new taxes is a great "hook" to get their attention. Lynne suggested the following:
1) Cascade Foundation
2) Forest Hills Foundation or Forest Hills Education Foundation

Ed suggested the following:
1) Southeast YMCA Board that is next to the Cultural Center. Ed summarized that the Y is planning to expand their intellectual offerings and has briefly spoken with a Board member who is a colleague in his office.
2) Homeowner's Association in his sub-development. Ed said the best attendance at these meetings is May and September and said the presentation needs to be very short and sweet.
3) Parents who are currently here for programs, such as Story Time and etc. Chuck suggested sending the children home with brochures regarding the expansion. Ed showed the Board members an article regarding Byron Center's low bids they're receiving for their construction project. Ed believes the Board can be ready by the end of August or early September. Diane stated would need to go before the Cascade Township Board first.

Via email, Maureen Sullivan offered the following suggestions:
1. Toastmasters International 363-2293. There is a Toastmaster's club 404 that meets at Baker Bookstore 887-6165 or toastmasters404.org
2. W. Michigan Leather Crafters Guild, currently meet once a month is Ada. Michael 874-6866 or Isak010@aol.com
3. Odyssey of the Mind at Forest Hills schools
4. Secretaries of the various FH schools who would be aware of groups who are turned away.
i. FH Central Middle - Roberta 493-8750
ii. FH Central Woodlands - Rita 493-8790
iii. FH Central High School - 493-8700

Marianne said would propose a presentation to the Forest Hills music Boosters.

Ed suggested that Chuck approach the Township Board and ask for a date to be placed on their agenda. Chuck said he would contact Mike Julien, township supervisor, for time on the September 10th or 24th agenda. Lynne reminded the Board that once the Township date has been decided, it will be important to get the public to attend the meeting to show support of the expansion. Lynne suggested having sign-in sheets at prior presentations so attendees may be contacted by phone to attend the Township meeting.

Diane asked when LAB should go to the Grand Rapids Press and Advance Newspapers for publicity. Ed suggested Chuck and Mike Julien meet to discuss when appropriate time would be. Chuck requested a photo of the crowded children who attend Story Time; this photo could be used for publicity once the media is aware.

Lynne also suggested the Fourth of July Sale and to distribute a bookmark rather than a flier. Chuck asked if Friends could supply the bookmark. Marianne asked what the "target points" are for the expansion:
Ø No child will be turned away
Ø No new taxes
Jane suggested a poster or a banner at the sale or a poster board filled with information and brochures that attendees could take home with them. The suggestion was made to distribute the bookmark into the purchased books. Marianne suggested giving the public the financial facts to inform them; utilizing "lessons learned" regarding the Fire Department millage. Ed also suggested finding out who the group was that opposed the fire millage and do a presentation to them regarding the expansion; ask for their input. Ed will check with Mike to see if he knows who the group was.

Holly suggested the Board present to the Historical Society and the Firefighters, who are always supportive.

No further discussion regarding LAB Assignment.

Friends: Lynne announced the Luncheon is ready for the 24th. They're hoping for many reservations and a big turnout. The Friends are receiving outside requests for books and they're developing a policy regarding the requests. The group is preparing for the Fourth of July Sale.

Branch: Diane reported that Mike Maier of Grand Rapids Township and Rockford Construction has been appointed to the vacant position on the KDL Board. She will invite him to attend the LAB Meetings and Friends Meetings.

The new library catalog system is up and functioning; the staff is learning on the job. A special thank you to the Friends for sandwiches and fruit; staff also had chili, salad, donuts and ice cream during Go Live Week.

Sunshine Church was the location for the One Book One County program with author Leif Enger. Approximately 1200 people attended the program and gave very positive reviews of the program as well as the community read project.

Unfortunately, KDL's new website is not activated yet, so Diane couldn't run a demo.

Forest Hills Schools brought in author Patricia Polacco as part of their Young Author program. Mrs. Polacco expressed an interest in visiting a local public library, and so Cascade's youth librarians worked with Forest Hills schools to set up a visit. The Friends assisted by selling copies of Mrs. Polacco's books.
Approximately 80 people from all over the county attended the Saturday morning program.

Diane briefly mentioned the article she distributed with the agenda regarding coffee shops and libraries.

Diane also stated that during the ice storm, the Library had heat and electricity. Normal visitors on a Saturday ranges from 400 - 500 people; the Saturday after the ice storm 863 people came through the doors and another 347 on Sunday. People came to get warm, get water, power up cell phones and laptops. Many people inquired if the Library could be designated as an emergency shelter as no other place in the community was open that day. Diane has contacted Ron Goodyke and Pamela VanderPloeg asking what the Library's role is during such emergencies. Diane was told a decision has to come from both the LAB and the Township Board. Ed said a discussion regarding who volunteers should be from LAB and the Township needs to be considered. Chuck asked Diane to convey LAB's interest to the Township.

Diane noted the copy of the LAB's by-laws dating back to March, 2001; she happened to come across them recently. Diane noted the changes, different colored ink, she has been working on and asked the Board to review them and bring back next month. Diane stated that the by-laws have not been reviewed by the township board, nor were they signed by the Library Advisory Board.. The by-laws will be discussed at the May meeting.

SUB COMMITTEES
Education: Ed stated that if anyone has a presentation they would like him to give regarding the expansion; please contact him. He doesn't need a lot of time to prepare and would be more than happy to do it if he doesn't have other commitments.

Finance: Chuck reported that he hasn't had any success with the Tassell Family regarding a contribution for the expansion. Chuck has been attempting to reach them for the past three months and hasn't gotten the first appointment yet; he asks the Board for help. Lynne suggested Chuck go through Mike Julien as he made the contact for the Township. Diane suggested approaching the Klopcic Family, who own West Side Beer Distributing. Lynne also stated that the Kingland Family were disappointed they didn't have a bigger role in the past. Marianne asked how much money has been donated, Ed checked his notes and Chuck doesn't feel the funds are a major issue. Ed read the notes from Jay Cravens. The expansion is already establishing funds from a bond pay off and the current projected millage is set for retirement in 2013. Jay noted his concern over the current Library's roof and has been setting aside $100,000 into a fund per year.

Emerging Items: No other new business was discussed.

Meeting adjourned at 8:30 p.m.

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