Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting

Monday, January 5, 2004 at 7:00 p.m.

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

Attendees:
Charles Fry, Library Advisory Board Chairman
Ed Dupke, Library Advisory Board Vice-Chairman
Pamela Vander Ploeg, KDL Facilities Planning

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
Maureen Sullivan, Board Member
Phil Davis, Architect

Excused Attendees:
Barbara Kalinka, Board Member
Jane McRobb, Cascade Assistant Branch Manager
Ron Goodyke, Township Trustee

Chuck opened the meeting and welcomed the group, Happy New Year to Everyone!

December 1, 2003 Approval of Meeting Minutes: The December meeting minutes were distributed and Diane is still awaiting some final corrections. General discussion was held regarding the bottom of page 1 in last month's minutes. The Board felt the entire section regarding the details of the private contributions and second Friends checking account could be removed; Diane will remove the information.

Lynne Marie also noted that Debbie Straub could be removed from the "Excused Attendees" section of the minutes; Debbie is an alternate and attends when the President is not able.

The Board approved the December 1, 2003 Minutes once revisions have been; all in favor, none opposed. Minutes approved.

Election of Officers: Diane noted that the Board did not a have quorum and asked if anyone knew of someone else attending the meeting tonight. The Board decided to elect officers later in the meeting in case some members were running a little late; Marianne arrived, Board continued with next item to allow her some time to settle in before the Officer's Election.

Securing Private Funds/Finance Committee: Lynne noted they would be meeting with the Finance Committee next week Monday morning and noted that Sandi Frost Parrish would be providing some pro-bono work for the expansion project; Diane stated she had forwarded the case for support to Sandi. Ed questioned if Sandi was working in "conflict of interest" and after further explanation all agreed she is not in conflict of any interests.

Financial Policy Update: Ed summarized the decision regarding the building fund and will be looking into the Incorporation next week and held off with Incorporation to avoid paying 2003 taxes. Ed will have paperwork at February's meeting.

Marianne mentioned that she had approached ??Crosee??? regarding volunteering on the Finance Committee and ??Crosee?? had some questions regarding expectations. The Board answered her questions and also noted that the training details have not been established and may have more definitives at next month's meeting.

Election of Officers: Diane distributed ballots and gave instructions. Diane requested nominations and Ed nominated Charles Fry for Chairperson; Marianne nominated Ed Dupke for Vice-Chairperson; no other nominations. Diane collected the ballots and will announce results later in the meeting.

Pamela took a moment to share the brochure created for the Wyoming Library project. Chuck requested copies of the information for a meeting Monday morning. Pamela will provide copies.

Preliminary Building Plans: Chuck began by stating he, Phil and Diane have been having lots of meetings and discussions.

Phil showed the plans after hearing "wishes" from various groups, Friends, Historic Society, Staff, etc.

Phil began with the room for Historical Society noting the display cases and wood shelving. Phil noted the room was designed this way to help maintain the original structural foundation, noting the windows becoming a doorway. Phil discussed features of the shelving, bulletin/display board and other details. Mary explained to the Board that she and other Historical members spoke with Phil and Historical Society plans to display more paper, photos and items of that type of nature. The larger historical items will remain in the museum. Phil noted that this room is meant to be a "teaser", enticing the public's interest to the Museum.

Phil then explained the areas designed for Friends beginning with a book sale area. Phil presented three plans and explained the differences. Marianne noted the location is really good, nicely located near the circulation desk. Lynne noted the room should have a separate "feel" to it and Phil confirmed there are various ways to establish that there is something "special" in the room and it's separate, in a sense, of the Library. Questions arose if someone would be staffing the room, not at this time but volunteers could if need be.

Phil then continued with the Friends area in the basement explaining the dumbwaiter and sorting space. Phil also noted that the room is sub-divided by the furniture, leaving flexibility for future use. Discussion arose regarding space constraints, fire codes and the July 4th Book Sale. Diane will be meeting with Dean and will ask him fire code capacity information. Ed asked why the other area of the lower floor wasn't being built, could it be built? Phil said there is some bad soil in there but they are bringing sand in. General discussion was held regarding a walkout area being built; Phil will provide additional plans for expanding the basement.

Group Study Rooms were noted by Phil and the room next to the book drop will be plumbed if the Library were to decide if to add vending machines in the future.

Phil continued with the Teen Room and noted the targeted storage area is 300 square feet. Phil discussed some of the challenges of security with the room and defined doorways and glass areas and additional alarms. The room is established to accommodate additional staff and storage of the large items needed for the children's programs. Ed asked Phil to keep separate financials for each part of the project, one for renovation, one for new area.

Phil briefly discussed the book drop and the challenges with the fire suppression system in the basement and continued with the Circulation Area. Phil presented Plan A & Plan B of the circulation area. Pamela noted that circulation in the Library has increased and KDL's Strategic Plan includes 50% of all checkouts are "self-check", meaning the desk needs to be examined for possible reconfiguration.

Chuck reminded the Board that these plans are preliminary, eraser marks can still be made but these plans are a direction. Chuck asked if the Board was comfortable with the preliminary plans. Ed asked if all groups concerned were comfortable with the plans. Ed motioned for approval of the preliminary plans based on the comfort of Friends, Historical Society and the Library Staff; Holly supported Ed's motion. All in favor of the preliminary plans, none opposed; plans approved.

Librarian's Report: Diane distributed a Librarian's report and also announced that the Library can now accept credit cards for Library fines and fees.

Diane talked about the Board the "One Book, One County" and how the title will be revealed in Cascade at the next Friends meeting on January 12th.

Diane also quickly announced that the preschool reading program "Michigan Reads" will be beginning soon and the new Library cards are now available. The new cards contain one for your wallet and two for key chains - must have Library card with you from now on :.

Election of Officers: Diane announced that the results were a landslide: Charles Fry for Chair and Ed Dupke for Vice Chair - CONGRATULATIONS!!

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

Ed noted he will be serving on the KDL Task Force for perpetual millage, Ed will share more next month.

Diane said that Harder & Warner of Caledonia planted three trees in December, a Commemoration Maple and two Blue-Eyed Blue Spruce. The trees are a memorial for Robert Viol, husband of librarian Jacque Viol, who passed away in 2003. The Staff made donations for the trees and a private donator matched the Staff's donations.

Ed thanked Phil for his innovative thinking regarding the building project and the Board thanked him.

No further comments.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, February 2, 2004 at 7:00 p.m.

Meeting adjourned at 9:04 p.m.

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