Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, March 1, 2004 at 7:00 p.m.

Meeting was called to order at 7:00 p.m. with shared discussions on vacations some of the Board members had taken during the past month.

Attendees:
Charles Fry, Library Advisory Board Chairman
Marianne Warnock, Friends President
Barbara Kalinka, Board Member
Jane McRobb, Cascade Assistant Branch Manager
Diane Cutler, Cascade Library Branch Manager
Lynne Marie Quinlan, Finance Committee
Ron Goodyke, Township Trustee
Holly Sturges, Board Member
Maureen Sullivan, Board Member
Phil Davis, Architect

Excused Attendees:
Ed Dupke, Library Advisory Board Vice-Chairman
Pamela Vander Ploeg, KDL Facilities Planning
Mary Carpenter, Historical Society
Robert Vos, Board Member

February 2, 2004 Approval of Meeting Minutes: The February meeting minutes were distributed prior to Diane's vacation. Chuck opened for discussion; there was no discussion. Chuck asked the Board to review the minutes and would table their approval until later in the meeting.

Securing Private Funds/Financial Policy Update: Diane reported on Ed's behalf from an e-mail she received. Ed's e-mail noted that the two checks received have been given to Mary Carpenter for deposit into the Township accounts. The available balance is $2,000.00. Ed's e-mail also noted that anyone with bills or invoices to be reimbursed or paid should forward them to Ed; he will authorize payment and get them to Mary for payment. Ed also noted he will do the accounting. Ed asked in his e-mail that if anyone had any questions regarding the Building Fund, to contact him.

KDL Reporting: Diane noted that Carol Simpson, who was scheduled to attend this meeting, is ill and unable to attend this evening. KDL is meeting on March 11th to discuss and plan for their millage. The various strategic planning committees have concluded and KDL is reviewing their proposals. Diane further summarized the roles and planning committees she and Ed served on. On a quick side-note, Chuck shared Jay Cravens' letter of congratulations to Lynne Marie Quinlan for her term as an LAB member to fill Marianne Warnock's term. Congratulations, Lynne Marie!

Discussion of Preliminary Building Plans: Phil summarized the renovation of the basement per Ed's request of only renovating half of the space. Phil noted the renovation improves accessibility of the basement to the public, moving staircases from the center of the building to one on the far end. Phil noted the re-working of the dumb-waiter area and added supply area in the women's restroom for supplies.

The catering kitchen has added 50% more space and some of the details still need to be worked through. Phil also noted an exterior-access storage area and the recommendation that came from Cascade Township's Buildings & Grounds Supervisor that the Library provide a 10 x 20 storage area for snow blowers, salt and other equipment. Currently the snow blower is being stored in the Library's basement, which is not the safest of areas. General discussion was held regarding a new exterior building and Ron supported an exterior auxiliary building. Diane said the request for a 200 square foot room for storage came directly from the people who use the equipment. Phil said he will explore some options.

Phil also requested a meeting regarding the catering area; he would like to discuss the details with a designated representative from Friends and a Library representative. Marianne volunteered to meet and Diane will organize the meeting with Phil. Lynne Marie suggested that Friends member, Jackie Miller, be contacted to assist with the details. Diane will also contact Noto's and Gourmet to Go. Phil asked Diane to ask the caterers for their list of needs.

Ron asked what would be considered part of the renovation project and what would be considered as part of the expansion project. Phil reviewed those areas such as the book drop, lighting, teen room, circulation desk would be considered as renovations. Phil also noted that the staff area could be re-configured with the components they already have. Phil reviewed the Estimated Budget Cost, which he previously distributed. Phil allowed for a 7.5% in contingencies and noted the re-modeled furnishings and has inflated the furniture budget; assumed they were buying all new. The total budget for the renovation project is $185,800.00 and the expansion project is $2,871,500.00. Phil said the basement renovation is adding nearly 3,000 square feet to the area for $147,000.00. Ron noted this surpasses $3,000,000.00. Diane asked when the Library Capital Repair fund would be fully funded at $500,000.00 and Ron believes the end of 2005. Ron also noted that these numbers may all change depending on community growth. Phil would like to give provide information and plans to the Fundraising Cabinet and asked when the "final plans" would be needed. Ron believes what the current plans Phil has submitted could be used in the information packet for fundraising. Chuck requested a motion for approval of amending the Preliminary Expansion/Renovation Plans to include the 3,000 square feet of basement area and increase in the project's budget of approximately $150,000.00. Marianne motioned for support, seconded by Holly. All were in favor, none opposed. Motion carried.

Phil summarized he will meet with the catering committee and maintenance and revise the plans adding color.

Marianne expressed concern of pedestrians coming to the Library's entrances and the flow of traffic and pedestrian safety. Diane noted that Jack Smith had contingencies on his donation of land. Chuck suggested meeting with the Township Manager regarding pedestrian safety.

Librarian's Report: Diane distributed a new phone list and added Bob's e-mail to the roster.

Diane thanked Phil for judging "Plastic Block Program/Project" where children will be able to build something at home out of the plastic blocks. Diane noted that she had trouble transporting a tractor and dropped it twice! Diane was very grateful to Phil and Butch Visser, Township Building Inspector, who were able to put it back together. Diane hopes to have pictures and an article regarding the fun in the Township newsletter. Diane said they would be doing this program again next year.

Diane noted that the KDL Board will be meeting on March 11th regarding the millage and Jane has returned from the PLA conference in Seattle with lots of ideas.

Maureen asked how the Teen Board went regarding the teen's opinions on the renovation/expansion of the Library. Diane noted it didn't happen, no one showed up. Diane said the Youth Staff would attempt it again and promote it more the second time.

Diane also reported that the Library has started to run out of tax forms in the middle of February. Barb noted that not a lot of forms were mailed and the government is trying to get more people to file on-line.

KDL and Grand Rapids Public Library are looking into shared training for the reference staff. KDL is starting to look into RFID technology (radio frequency identification). With RFID and self-check machines, entire stacks of books can be checked in or out without having to scan individual barcodes and it is much more forgiving in that barcodes don't have to be lined up exactly with the scanner.

Friends Report: Marianne said that Friends has around 40,000 books and a paperback sale is scheduled for March 27th from 10:00 a.m. - 4:30 p.m. All books will be 50-cents each and the sale will be held in the program room. Marianne said that those books that don't sell would go to Sand Lake for their fundraising projects. Diane mentioned how Pamela had enlightened her on how giving residents of Cascade Township are, we have a strong economic base, something that all communities don't have. Diane to submit a "thank you" article to the residents of the Township for their Library donations. Holly noted her connections with some of the homeless shelters and would be happy to deliver any donations to them. Marianne noted that Friends is looking for other areas to outreach to. Chuck asked the Board to submit their ideas to Marianne for charitable contributions of books.

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

No further comments.

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

Meeting adjourned at 8:37 p.m.

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