Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, October 6, 2003 at 7:00 p.m.

Meeting was called to order at 7:04 p.m.

Attendees:
Charles Fry, Library Advisory Board Chairman
Marianne Warnock, Friends President
Diane Cutler, Cascade Library Branch Manager
Lynne Marie Quinlan, Finance Committee
Mary Carpenter, Historical Society
Robert Vos, Board Member
Maureen Sullivan, Board Member
Holly Sturges, Board Member
Pamela Vander Ploeg, KDL Facilities Planning
Ron Goodyke, Township Trustee
Barbara Kalinka, Board Member

Excused Attendees:
Ed Dupke, Library Advisory Board Vice Chairman
Jane McRobb, Cascade Assistant Branch Manager
Debbie Straub, Friends Alternate
Phil Davis, Architect

Chuck opened the meeting and welcomed the group.

Minutes of September 8, 2003 Meeting: Diane suggested the Board approve the August and September's minutes at the November meeting due to a lot of items on the agenda. Approval of the August 4 and September 8, 2003 LAB Minutes to be done in November.

Board Membership: Chuck announced that the new Friends President is Marianne Warnock and Lynne Marie Quinlan is now on the Finance Committee. Congratulations Marianne and Lynne Marie!!!!

Maureen also noted that she has a new e-address for the Board roster. Her new e-address is: adasully@comcast.net.

Chuck also noted that he will not be attending the Library Advisory Board Meeting in November, Ed will be Chair for that meeting.

Evaluate Presentation to Township Board (Wednesday, September 24, 2003 at 7:00 p.m.): Bob thought the presentation went very well. Lynne Marie was extremely pleased and thanked Ron for asking more questions. Ron noted that the need for the expansion and support for the project were shown at the meeting. Ron also mentioned that the Cascade Township Board are starting to discuss utilizing the new space the Library will have for some of their Township meetings. General discussion was held regarding Library, parks and trails usage. Diane noted the Library keeps statistics on users and where they're from, unfortunately there is no way to keep statistics on the usage of the Township's parks and trails. People from through southeast Kent County use the Library, parks and trails in Cascade, and the user numbers are increasing. Marianne also noted that the book donations Friends receives come from residents all over Greater Grand Rapids, not just Cascade Township.

Pamela noted an e-mail was received by one resident of the Township who was not in favor of the expansion. Pamela sent a detailed response back to the resident explaining why funds cannot be transferred from other accounts and why the Library facilities need to be expanded and/or renovated. Pamela suggested having a "script" developed for future questions that may arise or be asked of the Board. Pamela said everyone needs to be giving the same answer. Marianne noted that those who made phone calls asking residents to attend the September 24th Township Board Meeting was given a script and an article will be published in the "Cascade Connection".

Pamela suggested merging Friends' and KDL's information onto one document for distribution to members of Friends, Library staff and those on the Township Board. The Board shared the basic concerns they've heard from Township residents and the main concern/question is why can't current funds be used for the expansion. General discussion was held regarding what these funds are for so all understand.

Discussion continued into if the expansion would be voted on by the Township Board at the November meeting; Chuck and Ron said not necessarily. The Township Board still needs to review the twelve (12) letters sent to them regarding the expansion. KDL will be asking for a millage renewal and possibly an increase, which if approved, will help the expansion in the long-term. Ron summarized by saying the Township Board was very impressed with the presentation.

Special Gifts Report: Chuck noted that two families have come forward with supporting funds for the expansion. Chuck asked the members who else should be contacted.

Securing Private Funds - Brain Storming Session: Chuck said there are two ways to obtain private funds: 1) securing private donations; 2) hire professionals to solicit funds. Barbara thought the public may respond negatively if they're solicited by an outsourced firm/consultant. Chuck divided the Library Advisory Board into small groups for 10 minutes of brainstorming.

After the brainstorming session, members came up with the following suggestions regarding obtaining additional funds:

" John Shiply - Michigan Bell former executive
" Finkelstein - owner of MC Sports and sister is involved with the Library
" Foyer bricks/tiles - $1,000 each and bricks/tiles will be personalized with messages from donors
" Noto's, Whitenbach's, DeVos, Fox, Sharpe, Birmachers, and Boonenberg were all families/area businesses mentioned to try to obtain contributions from
" Chad Curtis - former major league baseball player who resides in Cascade
" Mahash Maheed - a resident who has built a beautiful home in the Township recently
" Gift matching by a Family Foundation

Ron suggested forming a fund raising committee outside the Board to assist with this and the committee could be a "model" for the public. The committee could contact previous donors and find other family contributions. A suggestion was also made to develop "touchpoints" - what are the benefits of the expansion (children's programs, larger/needed area for meetings with groups over 150, etc.).

Other ideas included:
" Business underwriters (summer concert in the park or dinners)
" Sandy Parrish - consultant for fundraising
" Joyce Wisner - possible prospect for Committee Chair
" Martha Windom - possible Public Relations Chair

Librarian Report: Diane is working toward increasing awareness of staff of who the Library Board Advisors are. Diane requested the Board members present to remain after the meeting; she would like to take photos of the Board for posting on the staff bulletin board.

Activities planned for the month include the Friends Luncheon on October 23rd. John Wagner will be doing a presentation and he is a nationally known author and has a fabulous book of Michigan Lighthouses, Diane passed his book around to the Board.

Diane also showed the Fall Basket that will be one of the prizes for the 2nd Annual Color Tour. Each Branch has a basket. Those on the Color Tour will be given a map of all the Kent District Libraries and those participating will visit four different branches, obtain a sticker at each Branch and the completed cards will be submitted for a drawing. One of the baskets contains a gift certificate for a pair of diamond earrings.

Diane also noted that Chris Crutcher will be here for Teen Read Week on October 14th. Schuler Book Store will be holding its "Book Days" October 27th through November 2nd. The "one book, one county author" will not be able to happen until May of 2004. Rick Bragg, Pulitzer author who is currently writing a biography on Jessica Lynch, will be at Meijer Gardens on November 13th.

Friends Report: Marianne reported that Friends have about 16,000 books that have been donated and Friends will be having a paperback sale on November 7th & 8th, the cost of the books will be fifty-cents each and will be held in the program room of the Library.

Marianne also said that Friends is planning their April luncheon and the author of "Chicken Soup for the Volunteer's Soul" will be doing a presentation.

Emerging Items: Chuck asked for open discussion. Marianne noted that an article done by Friends will be in the "Cascade Connection" regarding the Library expansion project.

Brain Storming: general ideas were re-visited by the Board and agreed that the Fundraising Committee should approach the Family Foundations. Other shared ideas included John Warnock serving as the Public Relations Committee Chair. Questions arose as to who the Fund Raising Committee would report to and Chuck said they would report to Finance.

Lynne Marie asked if some of the start-up money needed for the expansion could come from the contribution Friends is donating. Start-up money is needed for printing of documents/brochures, stamps, and other public relation needs. Marianne said if the Library Advisory Board could develop a budget, she will approach Friends for their approval. General discussion was held regarding how much money to ask for to start-up the process and all agreed $5,000.00 should cover it.

Bob motioned by asking Friends for up to $5,000.00 for start-up money, seconded by Maureen. All in favor; none opposed. Motion carried. Lynne Marie will contact Ed and ask him to submit a formal request for the start-up funds.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, November 3, 2003 at 7:00 p.m.

Meeting adjourned at 8:30 p.m.

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