Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting

Monday, December 1, 2003 at 7:00 p.m.

Meeting was called to order at 7:08 p.m.

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

Excused Attendees:
Jane McRobb, Cascade Assistant Branch Manager
Maureen Sullivan, Board Member
Ron Goodyke, Township Trustee
Debbie Straub, Friends Alternate
Phil Davis, Architect

Chuck opened the meeting and welcomed the group. Chuck also thanked Ed for chairing last month's meeting.

November 3, 2003 Approval of Meeting Minutes: The November meeting minutes were distributed earlier that day and not all Board members had a chance to read them prior to the meeting. Chuck asked this be moved further back on the agenda so all could review them.

Report on November Action of Township Board: Ed summarized the past couple of months' events and the Township trustees have agreed they are awaiting approval of the KDL milage BEFORE they, the Township Board, approves the Cascade Township Library expansion project. Ed noted that the Township Board is very receptive and supportive of the project. The Township did approve funds of $25,000 for continued development of the expansion project that includes obtaining preliminary plans from Fishbeck, Thompson, Carr & Huber.

Securing Private Funds/Finance Committee: Lynne reported that Ron Goodyke has agreed to chair this committee that includes Wendell Champion, Chuck Fry and Lynne. Open discussion was held regarding this committee filing a separate 501 c 3 for the start-up funds. Chuck asked Ed to establish an appropriate plan for the recently donated funds and will re-visit Ed's plans later in the meeting.

The Road to Preliminary Plans: Chuck summarized that the Township is prepared to move ahead in obtaining preliminary drawings from Fishbeck and once drawings are received, the Township will proceed forward from there. Chuck believed that a LAB committee was charged to work with Fishbeck and the Township regarding the drawings. Chuck thought that he, Ed, Mary and Diane were on the committee and would like the committee to meet by mid-January. Mary will check the Township Meeting Minutes and Diane will check the LAB Minutes to see if this committee was clearly established. Chuck also noted that Phil, from Fishbeck, wants to meet with all parties concerned to understand everyone's needs relating to the expansion project. Ed noted the designs are really up to LAB, Friends and Historical Society.

Securing Private Funds: Lynne Marie reported that they are currently developing names for private contributors; a lot of the names have come from the suggestions of the LAB. The listed names will be contacted by the committee and the committee will be meeting again this coming Monday at 8:00 a.m. The committee has agreed that those who personally know the outstanding individuals in the community would be personally contacting that individual. Ron will be developing a case for support (including preliminary drawings and an outline of the PowerPoint presentation) for presentation to the potential donors; Diane to re-work the PowerPoint presentation into the case for support. Lynne Marie also noted that an updated/current list of donors will be developed and support from the Library staff and users would be appreciated, such as statements of support from the staff and public.

Chuck opened the discussion, asking if anyone had any other contacts they would like to add to the list. Barb said she will contact Rom Biermacher to see if they would like to be on the committee. Pam and Art Crocci were also mentioned; Art is the Vice President of Wolverine World Wide. Marianne noted that she would contact Pam, who has expressed support of the Library and community in the past, to see if Pam would like to join the committee. Diane suggested contacting Linda VanderJagt from Forest Hills Schools, with whom she has been working a lot lately. Dan Pfeiffer also wrote a letter of support to the Township and someone should contact him and the others who wrote letters.

Financial Policy: Chuck asked Ed if he was ready to present a solution regarding donations for start-up needs. Ed reported that:
1) Form a committee "Cascade Library Building Committee"
2) Apply to the IRS for a tax ID number
3) Open a checking account
4) Periodic accounting reports
5) Continuously updated/current donations page to be included in accounting report
Ed volunteered to apply for the tax ID number and maintain the checking account once established. Chuck requested a formal motion in support of Ed's plans: Marianne motioned and Ed seconded. All were in favor, none opposed - motion carried.

Approval of November's Meeting Minutes: Diane noted that she did receive changes from Lynne Marie and Ed and will make the revisions. Chuck asked if anyone else had any revisions and Pamela noted that the mayoral candidates statement should be stricken from the minutes; Diane to remove. Ed motioned for approval of November's Meeting Minutes with support from Rob. All were in favor, none opposed - November's Meeting Minutes approved with revisions.

Bylaws: Diane summarized that questions regarding if LAB had bylaws kept emerging and she was able to locate bylaws developed pre-1990 - which Jay Cravens, Township Manager had never seen. Diane summarized that LAB has been working on the bylaws over the past months and she presented them to the Township Board for approval on November 19, 2003. The Township Board approved the bylaws as submitted with minor changes to 3.2 and 3.3. Attendees reviewed the approved bylaws and Chuck questioned if a nominating committee needed to be established by LAB. Ed suggested placing this on January's LAB agenda due to time constraints for tonight's meeting. General questions arose regarding when upcoming LAB meetings are held; always first Monday of the month? Chuck confirmed that LAB meetings would be held on the first Monday of each month unless otherwise noted. Mary also stated that the Township has LAB's meeting schedule indicating the first Monday of each month.

Library Report: Diane reported that the "Let It Snow Reading Club" will be starting and she has cards for those interested. The "Let It Snow Club" will be reading ten (10) books between now and March 31st. Diane suggested for those interested to read OUTSIDE your comfort zone and listed books and authors as ideas.

Diane also reported that there were approximately 250 attendees for Rick Bragg who was at the Meijer Gardens on November 13th. Diane also learned that Rick Bragg's speaking agent recommended Bragg visit Grand Rapids (in lieu of being on the Tonight Show) as KDL's "Let It Snow Reading Club" is a premiere program for adults in the country.

Diane showed the LAB the 2004 Pet Calendars that are now available. Diane said the community submitted the photos of the pets with books and the Library staff chose the top 13 for the calendar. Diane also noted that in the back of the calendar are some wonderful coupons to PetsMart. Cost of the calendar is $5.00.

Diane also distributed a December - February activities calendar for the Cascade Township Library noting on Tuesday, December 2nd the guitarist is scheduled and other upcoming events include Thomas the Tank, sled dogs and creative construction projects.

Friends' Report: Marianne thanked Diane for her help in decorating the Friends' holiday tree. Friends made approximately $705.00 from their paperback sale and the rest of the unsold books were donated to Sand Lake Branch. Marianne noted that Jerry Fellinger built a new drop box, which Friends greatly appreciates.

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

Marianne asked Pamela if KDL has a contingency plan if the milage doesn't pass. Pamela listed various survey information and studies that have been done and KDL is working with communities and demonstrating fiscal responsibilities. KDL is also looking at the term of the milage as well; general consensus is that KDL is returning too soon after the last milage request. The current milage is .87 mills and KDL has streamlined a lot of services since then. Diane is pleased and proud that services have been streamlined and it's too bad that the Governor can't come and see how KDL has worked with the staff to achieve such progress.

Pamela also noted that quite a few new libraries will be opening soon and invited everyone to the open house at Byron Center's new facility on December 20th.

Marianne suggested linking the school system with Cascade Township's Library and this is a "draw". Pamela noted the role the Library has established with schools and all connect as life-long learning.

No further comments.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, January 5, 2004 at 7:00 p.m.

Meeting adjourned at 8:38 p.m.

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