Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, April 5, 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
Ed Dupke, Library Advisory Board Vice-Chairman
Marianne Warnock, Friends President
Pamela Vander Ploeg, KDL Facilities Planning
Mary Carpenter, Historical Society
Robert Vos, Board Member
Jane McRobb, Cascade Assistant Branch Manager
Diane Cutler, Cascade Library Branch Manager
Lynne Marie Quinlan, Finance Committee
Maureen Sullivan, Board Member
Phil Davis, Architect

Excused Attendees:
Barbara Kalinka, Board Member
Ron Goodyke, Township Trustee
Holly Sturges, Board Member

Chuck welcomed and thanked all for attending and noted he would have everyone out of the meeting in time for the NCAA Basketball Championship game.

February 2, 2004 Approval of Meeting Minutes: The February meeting minutes were previously distributed. Chuck opened for discussion and Maureen noted on page 3 under the expansion project, the dates/years listed were off by one year; Diane to correct dates. No further discussion. The Board unanimously approved the February 2, 2004 minutes.

March 1, 2004 Approval of Meeting Minutes: The March meeting minutes were also previously distributed. Chuck opened for discussion and Mary noted that under the section wishing Lynne Marie congratulations, Marianne's last name should be added; Diane to add Warnock. No further discussion. The Board unanimously approved the March 1, 2004 minutes.

Friends Report: Marianne noted the March paperback book sale went quite well this past Saturday. Marianne reported that Friends made $1,000.00 during the sale and the books sold at 50¢ a piece. Friends also learned that newspaper ads for sales don't spur community interest/attendance as much as Friends members receiving postcards for events. At the book sale, Friends volunteers were asking patrons how they heard about the book sale and an overwhelming majority heard about it off the Internet. Marianne said there is a website www.booksales.com that lists book sales in the area and this attracts book dealers who purchase books for smaller libraries.

Friends is also preparing for their luncheon "Chicken Soup for the Volunteer's Soul" and expressed a sincere "thank you" to the Township for publishing an article regarding the luncheon in the Township's newsletter. Friends have mailed 80 invitations to volunteer coordinators for the luncheon.

Marianne also noted that Friends plans to be more interactive with Internet book sales; they have lots of collectibles. Friends future plans is to hold a dealer sale where dealers pay $25.00 to get in the door and allowed to purchase large quantities of books at discounted rates. Friends are considering doing this in July because of the overwhelming amount of books they currently have. Questions arose if the community would become upset if dealers were able to purchase books prior to the July sale and also asked how a book is defined as a collectible. Marianne and Friends do not believe a dealer sale would promote a problem in the community; they have SO MANY books. Collectibles are usually a first edition of a book, or a book in a series from a particular author that is in VERY good shape (no broken binding, bent pages, etc.). Collectibles would be sold at a separate sale, not the July sale. General discussion summarized by noting community groups, such as the Boy Scouts, who come and pick up books.

Discussion of Preliminary Building Plans: Phil distributed updated financials and upper and lower floor plans.

Catering area - Phil began that the room has been readjusted in size. Phil has met with Tom Noto and referred to the detailed catering kitchen plan; which Tom Noto felt was adequate for Library purposes. Phil reviewed the individual costs for a dishwasher (one load in 90 seconds), moveable tables, refrigerator, ice machine, etc. Phil questioned if the Board wanted warming cabinets installed and noted that Tom Noto said that usually the caterers provide their own. Ed questioned how many events does the Library foresee holding once the expansion is completed. Ed also noted that ice machines, if not used FREQUENTLY, can carry disease and not sure if the Board wants to be involved in potential health issues if one were installed. Diane said she foresees the Friends luncheons being held at the facility and noted other groups that hold their meetings at the Library. Jane asked if the current refrigerator could be replaced with a refrigerator/freezer model so if groups needed to bring bags of ice in, they could and would have a place to store it. Diane asked the Board if the room would be open to the public for use for holding birthday parties, showers, etc. The Board felt the room should be utilized for non-profit groups. Phil reviewed the financials and noted, with the catering area and other proposed changes, the project has increased by $185,000.00. Chuck asked the Board to think about the kitchen area for the next 30-days and share opinions/ideas at the next meeting.

Phil continued with revisions to the maintenance room and said he had spoken with Jay Cravens, Township Manager, who said a 10 x 10 foot room would be adequate. Phil also said that there is no need for an exterior storage building either. Phil summarized the changes to the downstairs including the maintenance room. Diane asked Phil if he found out how many people maximum are allowed in the basement per Township fire safety codes. Phil did not discuss that; Diane will find out the maximum.

Exterior changes Phil made regarding traffic flow into the parking lot. Phil noted a boulevard could be installed at the driveway opening to help divert traffic to the back of the parking lot. The boulevard cost would be an additional $10,000.00.

Phil reviewed the estimated costs for the recent changes and Phil would like to have the Board make the final changes (refrigerator/freezer, warming cabinets, etc.) and just let him know how to proceed. Marianne supported, in preference, the expansion to the basement, traffic flow and kitchen area. Ed suggested that since a fairly stabilized plan has been made, should the LAB approach the Township asking if the facilities make sense for future use. Marianne asked how other Board members felt about the revisions to the project and all felt the basement renovation/expansion is necessary. Chuck requested a motion for affirmation of the schematics with adjustments as proposed and the budget to accompany the project. Ed motioned for approval; seconded by Bob. Chuck requested Board approval; six (6) in favor, none (0) opposed, motion carried. General discussion was held regarding future community use and Diane will also obtain information from West Bloomfield's Library regarding their fees for non-profit vs. profit use of their facility. Mary cautioned the Board about competing with Noto's across the street and Pamela noted that the Library staff should not be responsible for room set-up, clean-up, etc.

: CONGRATULATIONS, PHIL, YOU DID IT!!! Phil to make final revisions within the next couple of weeks.

Ed also suggested Chuck approach the Township regarding their future needs of the Library.

Librarian's Report: Diane previously distributed the 2003 Annual Report of the Branch for all to review.

Diane noted that Rescue One has a partial fire truck in the children's area of the Library displaying safety information. This display was free courtesy of Pizza Hut, who raised $53,000 to place fire safety displays in area libraries. The Library is currently working on a partnership with the Cascade Fire Department promoting fire safety.

Diane also said the big news is KDL is asking for a 10-year millage which is two-part, one millage requests a renewal .88 mills and the second part requests a .12 mill increase which totals a 1.0 millage.

KDL Report: Diane noted that Kent District is the busiest library system in the State and Diane reviewed the presentation. After the presentation was reviewed, Diane said she has set up a meeting in June to go before the Township Board.

Ed suggested a campaign committee for millage support and Pamela noted that a separate committee needs to be formed; staff cannot go public asking for support. Pamela also noted that the LAB can voice their support once the campaign committee is formed.

General discussion was held regarding absentee ballots and how to obtain them. Mary stated that July 6th is the last day to register to vote in the August elections and on July 31st, absentee ballots will be available. Mary said the absentee ballots can be picked up at the Clerk's office or it can be faxed to you.

Emerging Items: Chuck asked if anyone had anything else to add or share.

Ed said he would like to give Mary and Jay a "thank you" for allowing the Board use of the Township's savings funds for the donations for the expansion project. Ed said it was wonderful to have the Township's support on the project. Chuck also noted that the Township supports the Library Advisory Board and Lisa's services are another example of their support.

Chuck also noted that Ron will be starting to gear-up for fundraising supporting the expansion project.

Mary thanked Diane for attending the Historical Society's meeting and showing the Library's support.

No further discussion.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, 3, 2004 at 7:00 p.m.

Meeting adjourned at 8:44 p.m.

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