Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, May 3, 2004 at 7:00 p.m.

Meeting was called to order at 7:02 p.m. and Chuck thanked everyone for attending.

Attendees:
Charles Fry, Library Advisory Board Chairman
Ed Dupke, Library Advisory Board Vice-Chairman
Barbara Kalinka, Board Member
Pamelaela 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
Ron Goodyke, Township Trustee
Holly Sturges, Board Member

Excused Attendees:
Marianne Warnock, Friends President
Maureen Sullivan, Board Member
Phil Davis, Architect

April 5, 2004 Approval of Meeting Minutes: Chuck asked the Board to review the minutes from the April meeting. No open discussion. Bob motioned for approval of the April 5th Board Meeting Minutes, Ed seconded. All were in favor, none opposed. The Board approved the April 5, 2004 minutes.

Friends Report: Lynne Marie reported on behalf of Marianne. Lynne Marie said the luncheon featuring "Chicken Soup for the Volunteer's Soul" was very interesting. Friends saw new faces; some attendees were from the Grand Rapids Community Foundation, Cystic Fibrosis, Red Cross and Habitat for Humanity.

Friends are planning a luncheon and a special speaker featuring the Edmond Fitzgerald. Lynne Marie also said that a Friends committee is looking ahead into programming and thinking of a "merge" between adult programming and the children. The four part series will focus on Emerging Literacy (or school readiness) and will expand on programming that KDL's Youth staff will be starting in September. The programs will be designed for adults and feature educational information and how to work with preschoolers on various concepts.

Bob asked if the dealer book sale is a "go" and Lynne Marie confirmed they will be having a dealer book sale on June 17th but the event is still being planned.

Branch Report: Diane announced that a new security system has been installed and showed what the new keys look like. The Township replaced the previous system because there are too many unauthorized keys. Diane also noted an alarm was installed by the back room; the alarm will sound if someone enters into the room. The new system also notes who entered the building on the date and at the time.

Diane said she is also working on a brochure for the Cascade Fire Fighters Association. The Cascade Business Association approached her and the Library for assistance with some printed materials. The Library is unable to assist financially, but Diane made arrangements for the graphics department to design the brochure. The Association has received donations from community businesses to cover the costs of the brochure and it will be complete by the July 3rd festival.

Diane reviewed the new Action Item document, which is a "to do list" the Board stated during the last meeting.

Item # 1: Completed
Item # 2: Completed
Item # 3: to be discussed
Item # 4: Diane said she found out that the lower level, including the expansion, would allow a total of 68 people per the fire code. Diane also has the breakdowns of each of the new program areas' fire codes and the total capacity if the three (3) rooms were joined is 230.
Item # 5: will cover during this meeting
Item # 6: the drawings were distributed

Program Room Guidelines: Diane, Holly, Lynne Marie and Sandra Otey, Township Assistant Manager, met last week and reviewed the guidelines and comparable services made available by other libraries. The Committee will discuss at their next meeting the charges for each of the rooms, how to charge, a/v equipment/rental fees and room set-up. Diane said once the committee has agreed on everything, they will present it to the Library Advisory Board for approval, then to the Township for approval. Diane also shared some other practices and noted one recommendation for a small room (under 25 people) to be available to all non-profit groups without charge. Ed cautioned as to whom the room would be available to because some groups are "messy" and the staff shouldn't be cleaning up the next morning. Jane noted they have already had "messy groups" and these groups are not allowed to use the Library for their meetings due to their unwillingness to clean up.

Diane also noted that Keyboard World loaned baby grand piano and Disklavier as part of a display to promote the Gilmore International Keyboard Festival. Diane also thanked the Friends for paying for the transportation of the display.
Discussion of Plans: Diane reviewed the final copies of the expansion plan; essentially this is where we are. Diane has the electronic file and will include the plans in her annual report to the Township. Mary requested a color code should be listed on the drawings, noting which areas are for Friends, staff, etc. Diane reviewed the new mechanical room in the lower level and the area next to the dumbwaiter. The Board requested that the word "Basement" on the plans be changed to "Lower Level". General discussion was held regarding miscellaneous areas.

Chuck reported that he and Ed have met with Jay and shared broader vision of future use for the Library. Ed also noted that the discussion was held with Jay Cravens, Township Manager, regarding the use of the $300,000 for remodeling and if that could be utilized for the project. Jay commented that if the expansion part of the project weren't being done, the re-modeling wouldn't be done. Jay will mention the need for the money at the next Township Board Meeting and Ed will make a formal presentation to the Township Board in June. Ed also reported that they have asked Jay to speak with department heads for their input regarding future use. Ed noted that if the $300,000 will not be covered by the Library Capital Repair Fund, he and Mary may need to revise the expenses/cost sheet. Ed reviewed the April 19th Estimated Cost sheet with a total cost of $3.1 million. Diane noted if the expansion doesn't go through, we will still need to remodel the lighting, book drop and circulation desk areas. Ed will ask the Township to tap into the Library Capital Repair Fund for those items. Ron noted that there will be three (3) Township Trustees who are not running for reelection; the new Board members will be coming on in November. Due to the nature of politics in Cascade, we will know who the new Board members will be in August. Chuck suggested an orientation for the new Board members to bring them up to speed on the expansion project.

Chuck asked the Board if they felt the catering area needed to be determined at this meeting. The Board agreed to make decisions at a later date.

Diane also noted the maximum seating in the large program area is based on auditorium seating, she is not sure what the total number is if tables were in the room.

Emerging Items:

KDL Report: Pamela distributed millage information brochure and reviewed. The brochures will be displayed on tables and available at the June presentation. Pamela also reported that KDL will be publishing a printed response in the Grand Rapids Press in response to the April editorial. Diane noted that the editorial was just asking questions regarding the millage that many others will be asking.

Pamela also noted that KDL is working on re-configuring the circulation areas at branches to allow for and self-check out stations. Another consideration is to allow self-pickup for reserve items.

Pam reported that Caledonia will be building a new library and the Township has contracted Design Works, the contractors who built Cascade Township's Library. The Caledonia building is being planned for 15,000 square feet with potential for possible expansion of an additional 25,000 square feet. Caledonia is very excited; they have the property and have been working on this for the past ten (10) years. Ed asked how far out has KDL planned for population growth and other new branches, such as Spencer Township which added a branch in 1998. Pamela said KDL can't plan for new branches other than to ask townships for a "heads up" that plans are being made as soon as possible. Pamela noted that Sparta has been discussing joining KDL, but nothing formal as of yet.

Pamela ended her report by noting KDL staff will be touring two (2) libraries on the east side of the state as an all-day event. They will be touring the Whittaker Road Branch, Ypsilanti District Library and Malletts Creek, Ann Arbor District Library that is an environmentally "green" building. Pamela opened the invitation to the Library Advisory Board and they'll be leaving at 7:00 a.m., Tuesday, May 4, from the Cascade Library parking lot. Pamela asked if anyone is interested to please let her know.

Mary announced that the Historical Society would be trying a D & W Fundraiser from May 24th - 26th. A coupon flier was distributed and for those utilizing this coupon at check out, 5% of the sales generated will be donated by D & W to the organization. Lynne Marie said Friends tried this and they spent lots of money on first class postage, mailing it to the community. Lynne Marie said Friends didn't make that much after the postage was paid. The Board agreed to spread the information by word of mouth or personally handing the coupon flier to people.

Diane also reported that the Branch will be open on July 3rd during the Township Festival.

No further discussion.

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

Meeting adjourned at 8:37 p.m.

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