Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting

Monday, November 3, 2003 at 7:00 p.m.

Meeting was called to order at 7:01 p.m.

Attendees:
Ed Dupke, Library Advisory Board Vice Chairman
Jane McRobb, Cascade Assistant Branch Manager
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
Ron Goodyke, Township Trustee

Excused Attendees:
Charles Fry, Library Advisory Board Chairman
Pamela Vander Ploeg, KDL Facilities Planning
Barbara Kalinka, Board Member
Paula Rowland, Friends Representative
Wendall Champion, Board Member
Debbie Straub, Friends Alternate
Phil Davis, Architect
Dan Durkee, Senior Architect

Ed opened the meeting and welcomed the group since Chuck is vacationing.

Library Report: Diane reported that Jane is still at the Spencer branch but she will be returning to Cascade soon, a new branch manager has been hired and transitioning to be discussed on Friday of this week.

Library staff is getting ready for Secret Shopping and there will be some changes this year. Secret shoppers will be testing and evaluating the library staff. The last shop was in the fall of 2000 and the Cascade Library scored 90% of the people who utilized the library would return. The staff was also evaluated regarding their procedures to handle various problems, concerns, etc. of the Secret Shoppers and the staff scored a 99%.

Diane also reported the library has Rick Bragg scheduled at Meijer Gardens on November 13th. Bragg is a Pulitzer Prize winner for his article on the Oklahoma City Bombing while a writer for the New York Times. He has been in the news this year regarding a crediting issue with a contributing intern. He has written the new biography of POW PFC Jessica Lynch. Some of the Board asked how advertising was done for Bragg's appearance and Diane said they used various means of fliers and articles, etc., including spots on Michigan Radio, and WFGR, calendar of events and the KDL webpage.

Diane concluded her report by saying the Friends' holiday tree will be put up the Sunday after Thanksgiving and a holiday guitarist is scheduled for December 2.

Approval of Minutes: Ed noted that the Board minutes needed approval for the months of August, September and October 2003.

Ed began with October's minutes and asked Diane to read the motion under Emerging Items regarding the start-up money for the library expansion project. Diane read the motion and Ed thanked Friends for graciously donating up to $5,000.00 for start-up projects (printing of flyers, public relations, etc.). Ed continued by noting that a few questions need to be addressed: what if the money is spent and the project doesn't go? Ed suggested obtaining Township support first and asking the Township for up to $5,000.00 for the start-up funds. Ron said he thinks the Township is in support of the expansion project but are waiting to see if the KDL millage will be approved. Ron continued by saying the Township Board is willing to spend money with Fishbeck for development of scaled drawings. Ed has spoken with Jay Cravens regarding start-up funds and Jay was supportive of the idea and the Library Advisory Board should approach the Township for these funds.

Marianne said she has thought about this too, what if the money is spent and the project doesn't proceed and asked if the trust funds are held separately; Ron confirmed they are. Questions arose regarding what funds are specifically designated for. Ed believes the foundations can be used for start-up funds. Marianne stated the need to work with the Township for marketing and soliciting plan. Ed also noted that the library couldn't spend the funds either. Ed asked Ron if the Township would place the expansion project on the "back burner" until they know if the KDL millage will be approved, which could take until August 2004. Ron believes the Township will wait for the KDL approval before continuing with the proposed expansion project.

Marianne suggested inviting the Cascade Community Foundation to meetings since they are separate from the Township.

Ron suggested that the Library Board keep making plans for the expansion project so if KDL is passed the Library Board will hit the ground running. Diane asked for clarification regarding spending tax dollars to raise money, can that be done? If the Board were to spend the next months making presentations and other publications, where does the money come from? Ed noted this isn't a fundraiser and Ron suggested asking the Township Board how to fund this. Diane noted brochures were created for the "new library" in the early 1990's
but that was a millage. Diane and also asked where the money came from for the brochures regarding the sale of personalized bricks at the Township's Museum. General discussions were held regarding how the Township would look at this. Ron supported the LAB approaching the Township Board for start-up funds and noted the Township is willing to spend up to $25,000 to Fishbeck for scaled drawings.

Ed requested a motion to rescind October's motion that Friends' donate up to $5,000.00 for start-up funding and the request should be presented to the Township Board. Marianne motioned, Rob seconded. All in favor with none opposed, motion carried. Ed asked for open discussion and Holly noted she is VERY impressed with Friends' for their willingness to help; Marianne said half of Friends were in support of funding the start-up and half were opposed; they had some very heated discussions. Marianne asked what if the Township declines; does LAB still want Friends to donate the start-up funds? Ron said that not all of the $25,000 may be needed to obtain the new drawings and if there is anything left over, the Township may be able to channel some of the funds for start-up. Ron said he would obtain quotes for scaled drawings.

Diane mentioned that she read an article in the Forest Hills Advance about the East Grand Rapids mayoral candidates and neither of them are library supporters, which is sad. It is comforting to know that Cascade township officials support this branch. Marianne asked who's going before the Township Board on Wednesday? Ed said LAB needs to work with the Township and encouraged the Board to attend the meeting at 7:00 p.m. at the museum. Ron also suggested he could request a feasibility study for the Board's information. The feasibility study would focus on issues such as can public funds be raised and Ron will mention this on Wednesday if he has the opportunity.

Bob asked what happens if the KDL millage fails and Diane said it would begin with the sale of equipment and other assets of the library and ultimately Cascade Township would have to develop their own library millage to purchase books, equipment, staff, etc.

Ed asked for any other discussion regarding the minutes from the previous three Library Advisory Board Meetings.

On August's minutes, Maureen is listed as an attendee and as absent; Maureen was absent. Diane will make revision.

In October's minutes, Diane noted the statement regarding SE Kent County use of library, parks, trails, etc. that she needs to put the verb back into the sentence.

On a motion from Bob, with support from Holly, the Cascade Township Library Advisory Board Minutes for the months of August, September and October 2003 were approved with the noted amendments. All were in favor, none opposed; minutes were passed.
Friends' Report: Marianne said Friends met that morning and 1,400 books were sold in October and their "Books for Lunch" had 100 people in attendance. Marianne said there were 22 people at the book discussion group. Friends will also be holding a paperback sale this weekend on Friday and Saturday. During the paperback sale, Friends would be offering memberships too. Marianne said they are receiving requests for books from other libraries for their sales. The April luncheon "Chicken Soup for the Volunteer's Soul" is all set and ready to go.

Ed expressed his sincere appreciation again for their generosity in funding the start-up money but feels the money should come from the Township - thanks again, Friends!

Concluding Remarks: Ed asked if anyone had anything else to add or share.

Diane asked if anyone had seen the Governor's speech noting the need for communities to work together. Ron said the Township Board has agreed to join the Metro Council based on the Governor's statements.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, December 8, 2003 at 7:00 p.m.

Meeting adjourned at 8:06 p.m.

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