Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, September 8, 2003

Meeting was called to order at 7:02 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
Paula Rowland, Friends Representative
Mary Carpenter, Historical Society
Robert Vos, Board Member
Maureen Sullivan, Board Member
Wendall Champion, Board Member
Holly Sturges, Board Member
Debbie Straub, Friends Alternate
Pamela Vander Ploeg, KDL Facilities Planning
Ron Goodyke, Township Trustee
Phil Davis, Architect
Dan Durkee, Senior Architect
Barbara Kalinka, Board Member

Excused Attendees:
Lynne Marie Quinlan, Friends President
Marianne Warnock, Board Member

Chuck opened the meeting and welcomed the group.

Minutes of August 4, 2003 Meeting: Diane is back to work full-time and will distribute the August 4 Minutes after her review.

Recommendation to Township Board for Library Expansion: Chuck reviewed the printed recommendation that was distributed with the agenda. Ed said one item was missing in the wording. Ed would like to see mention of "…in the event public funding not available, project will be scaled back…." Chuck noted that phrase can be added to the recommendation and Ed will develop the wording. Ron said the recommendation is fine and doesn't foresee any problems. Paula Rowland noted that Friends has increased their gift by $25,000 for a total of $100,000 for the expansion project. Thank you, Friends! Expansion project concept plans will be available.

Further review of the recommendation continued and questions arose regarding the $500,000 mentioned for major maintenance of the Library. The $500,000 is designated for a new roof, if necessary, or other unforeseeable maintenance/repairs. The Board agreed to delete the words in the paragraph "…in the seasons following construction". Other questions regarding when all $500,000 would be in the fund for repairs and it will be there at the end of 2005. The current mileage expires at the end of 2013 and planning to replenish the funds needs to be done. Phil noted they've included the contingency fund in the budget and may not have to utilize that fund, depending on construction.

Presentation Practice to Township Board (scheduled for Wednesday, September 24, 2003 at 7:00 p.m.): The Board went through their presentation; time for questions and answers will be allowed and it is believed that the Township Board will ask the general public in attendance if they have any questions.

Chuck will be presenting opening comments/information and Diane will focus on community growth, increase in the number of users at the Library which also affects the numbers of attendees at Library programs. Diane will also focus on Friends' needs and the need for more study rooms and program areas.

Dan and Phil will present their firm's solutions and focus on the sub-divided program room/area, teen area, study rooms, book returns and Friends new area in the public basement. Dan and Phil also have graphics for their presentation. Dan and Phil also distributed plans and the Board reviewed.

Ed distributed two budget plans for the expansion project; one for $2.25 million and the other for $2.0 million. The Board agreed to present the $2.25 million budget plan. Ed also noted that the projections are VERY conservative. Ed noted that he worked on the budgets with Jay and the general maintenance (such as: cleaning, heat and other operational expenses) have been included in the budget.

Diane and Ed will update the PowerPoint presentation and Ron noted that the real concern amongst the Township Board will be community support. Diane commented that she would include that in her part of the presentation.

Paula said that Friends is publishing the Township meeting in their newsletter and are inviting members to either attend the Township Meeting or write them a letter of support for the Library expansion.

Other general discussion was held and it was agreed that based on the Wisconsin Study (a study which is done on Library standards) there is a need for the expansion project; the study reflected a need for more space.

Paula suggested that the maintenance budget information being presented be pulled out of the budget; all agreed.

Ed asked if additional storage space could be done to help accommodate Friends' needs; and Paula said that would be greatly appreciated.
Phoning Plan for September 24th: Paula said Friends will utilize a list and will focus on the residents of the 49546 zip code. Friends will divide the list for callers. Barb and Bob volunteered to help with phone calls and will be further dissecting other zip codes for Township residents.

Librarian Report: Diane announced that she was married to Dave last weekend, Friday night. Jane will be adjusting her hours at the Cascade branch because she will be acting as Branch Manager for the Spencer Library until a new Branch Manager is found.

Storytelling with Quilts Program will be held and the Library already has another program schedule at the same time as this one.

The Library will also be hosting a Fall Color Tour. Attendees will visit four branches of the Library and will obtain stickers at each branch. Those obtaining all four stickers will be entered into a drawing for a chance to win a set of earrings as well as a basket of goodies that is put together by the Friends.

Schuler Book Days will be happening at the end of October into early November. If you mention the Kent District Library at check out, a percentage of your total purchase will be donated to the KDL Alliance of Friends.

Friends Report: Paula noted the total gift contribution on behalf of Friends for the Library expansion is now a total of $100,000. Thank you, Friends! A luncheon on October 23rd with John Wagner, who has a coffee table took with wonderful photos on Michigan lighthouses.

By-Laws: Diane stated that the township attorney has reviewed the revised By-laws and the changes have been done in a different colored ink. Some of the changes made were under Membership and Members at Large along with Finance. All were in favor of the revised By-Laws, none opposed. By-laws approved.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, October 6, 2003 at 7:00 p.m.

Meeting adjourned at 8:15 p.m. and cake was served, celebrating Diane's nuptials.

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