Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, July 7, 2003

Meeting was called to order at 7:03 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
Maureen Sullivan, Board Member
Barbara Kalinka, Board Member
Phil Davis, Architect

Excused Attendees:
Maryann Warnock, Board Member
Pamela Vander Ploeg, KDL Facilities Planning
Debbie Straub, Friends Alternate
Ron Goodyke, Township Trustee
Holly Sturges, Board Member
Mary Carpenter, Historical Society

Chuck began the meeting by welcoming everyone and introduced Barbara Kalinka as a new Board member.

Chuck also summarized the terms of the following Board members:
Holly Sturges' term expires in December, 2005
Maureen Sullivan's term expires in December, 2005
Diane Cutler's term expires in December, 2006
Chuck Fry's term expires in December, 2004

Chuck opened the meeting for any other general discussion.

Diane began by stating she will be on an indefinite "intermittent leave" due to her partner's illness. She will be checking her voice mail and e-mail, which will be the best way to contact her until further notice.

LAB Approval of the May 12, 2003 Meeting Minutes: The meeting minutes from the May LAB meeting were approved; all in favor with none opposed.

Township: Diane attended the June 24th Township meeting with the branch annual report; this is in KDL's Strategic Plan to increase communication with the local unit of government. Diane shared with the Township Board statistics such as who uses the Library, collection size and use, and areas that need improvement, such as adult programs.

Diane has also received numerous requests for road construction plans ever since the Cascade Road construction has begun. Diane has obtained plans from Kent County Road Commission for public viewing regarding the construction within Cascade Township. Diane noted that property assessments are also available at the Library; this information is updated by the Assessing Department each winter.

Historical: noted that they sold the quilts at the July 4th Sale.

Friends: Lynne Marie announced that the Fourth of July Sale, despite the weather, earned $14,500. The heavy rains didn't dampen the spirits of the volunteers and they had a rain sale since some of the books were getting wet.

Branch: Diane reported that the Summer Reading Club has started. Bill Vits from the Grand Rapids Symphony was at the Library and his program was very popular. The Friends contribute $300 - $400 for special programs. This allows for two programs each week during Summer Reading Club. The appearances scheduled for next week will be the "Frisbee guys" and a magician, which the children really enjoy.

The website is up and running. KDL purchases an online database specially designed for researching biography resources; the program costs approximately $10,000 per year. Jane also noted that the "Novelists" program is great too in helping people find books, names and subjects. There is also a business directory database that will search contact information on businesses. Jane said other programs are being tested. Diane said these databases are available on www.kdl.org; staff hand out a user guide to increase use. Diane admitted that these databases need to be publicized more, both by KDL and branch staff. Lynne noted that Friends are looking forward to having a larger room once the expansion is completed for bringing speakers in for programs. General questions regarding the new web access arose and Diane noted that KDL handles spam, virus protection and the Library's firewall. All seems to be going well and hasn't heard any objections from the users.

Community Presentation Report: Chuck contacted 44 residents by letter and phone asking them to attend the Library expansion presentation at his home; approximately 8 stated they would attend, but only 3 showed up. Ed noted that good questions came up at the meeting and Diane's presentation went very well. Chuck noted he is working on commitments for the September meeting. Ed also noted that Diane presented at the Oliver Woods Annual Homeowners' Meeting and, again, did a great job. Lynne said that on July 25th, she and her husband are hosting a homeowners' meeting and will provide hand-outs to the attendees. Diane stated the most frequently asked question is "why a new library" and once the public hears it's an expansion to the current program rooms and there aren't any new taxes; residents are highly in favor. Diane strongly feels an article in the Grand Rapids Press and/or Advance Newspaper is still a good thing to pursue. Chuck said the Board needs to receive the Township Manager's consent and support first and noted that he and Phil have a meeting scheduled with him on the 14th at 9 a.m. Diane felt that September would be a good month to publicize the addition and Chuck will check with the Township Manager first and develop something next month if approved.

Program Areas Building Plans: Phil distributed the drafts of the floor plans and he has met with the Township regarding the expansion. The Township does not want to expand the parking areas until a need is established. The main level consists of 8,186 square feet and the lower level will consist of 2,060 square feet. Phil noted there was at some point water at basement level and a drain field. They have tried digging holes to see if they would strike more water and all seemed to be okay but not sure if the water will come back. They have also discovered some fill in some of the borings. Precautions are being taken, tests run on the fill material looks to be some old trees and other things. Ed asked if an environmental assessment has been done on the area and Phil will check with Jay to see if there are any records. The plan is to remove the fill and to replace it with an engineered fill. Phil also said they were able to bore past the fill, approximately 20 - 25 feet down, and did hit clay. Phil then began reviewing the floor plans and the three rooms proposed; a collapsible wall could separate these rooms. Lynne asked if windows could be added to the temporary exterior wall and there was general discussion regarding windows and Phil will look into various options.

Diane mentioned that theft is happening with donations being turned in and the drop off areas need to be changed. She has been asking other Branches how their return areas are designed and the systems they use. Diane will ask her staff to review the situation and suggest some ideas.

Chuck noted he is still working on finding a private donation for the expansion and will also look into what is included in the millage and bonds at his meeting on the 14th.

Barb suggested naming the programs rooms after the donors.

Phil distributed an updated cost sheet and reviewed the comparison between November, 2002 and July, 2003. Ed expressed concerns on the cost of the Library project compared to the expansion at his company. Phil said the numbers seemed high to him too and invited Ed to Fishbeck to speak with the guru there. An example of Byron Center's Library regarding cost was given but no one is sure of the quality of materials used for that project. Chuck also said that Jay will be obtaining bids and pre-qualifying the construction firms because he's had some good and bad experiences in the past; and he may not take the lowest bid. Chuck reminded the Board that these numbers are estimates. Ed also said that now is the time for Friends and Diane and her staff to get with Phil regarding changes. Brief discussion was held regarding a coffee bar in the Library, a place will be provided for coffee but nothing big, the Library does not want to compete with local vendors and Wyoming's café isn't doing well, their hours have been cut back for their coffee bar.

Library Advisory Board By-laws: Diane has been working on these.

Emerging Items: Chuck asked if anyone had any further open discussion. Bob asked if anyone followed up regarding who the group was that was opposed to the fire millage. Chuck said he would find out in his meeting Monday morning.

Next Meeting: Will be held on Monday, August 4, 2003 at 7:00 p.m.

Meeting adjourned at 8:58 p.m.

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