Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting

Monday, June 7, 2004 at 7:00 p.m.

Meeting was called to order at 7:02 p.m. and Chuck expressed his gratitude towards those who were able to attend the meeting.

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

Excused Attendees:
Mary Carpenter, Historical Society
Ron Goodyke, Township Trustee
Maureen Sullivan, Board Member
Phil Davis, Architect

Guest: Michael Maier, KDL Board Member

May 3, 2004 Approval of Meeting Minutes: Chuck asked the Board to review the minutes from the May meeting. Barb noted a correction to the dealer book sale on page one - date should be corrected to June 27th, not June 17th. No further discussion. Barb motioned for approval of the May 3rd Board Meeting Minutes, all were in favor, none opposed. The Board approved the May 3, 2004 minutes.

Chuck asked Diane to introduce the guest at the meeting. Diane introduced Michael Maier from the KDL Board of Trustees. Michael is the representative from the Cascade, Ada, Grand Rapids Townships and city of East Grand Rapids. Diane shared that Michael was in attendance for questions regarding the upcoming millage vote and other questions pertaining to KDL. Diane showed a promotional video regarding the KDL millage.

After the video was viewed, Pamela stated that KDL has been showing this video to selected public and has received a lot of compliments. Michael noted that he is one of the newest KDL Board Members and noted how supportive the Cascade staff was in pulling information needed for this video and thank you to the staff at Cascade.

Michael explained the KDL Board is very sensitive with the community's needs and the other millages on the ballot in August. The KDL Board decided that due to the economy, a full mill increase would probably not pass, thus the two-tiered mill. The marketing push from KDL will focus on the second-tier of the millage and the belief of the Board is that the public isn't fully aware of all of the benefits KDL has to offer. The public has asked KDL to deliver more technology, best-selling books. KDL has delivered on each of the promises made in the 2000 millage campaign, now it's time for KDL to ask the public for its support with this millage increase. By establishing a two-tiered question, the hope of the KDL Board is that they won't get totally shutdown on the ballot. The KDL Board is confident both questions will be approved but need to focus on marketing. The KDL Board is very confident that the first-tier of the millage will be approved.

Diane noted that she had attended a Township Board Meeting that included a report for the Cascade fire millage increases. The feedback she heard was favorable for the Library millage and the zoo millage is more questionable.

Michael noted that the first question is a renewal, which is good. The KDL Board's role is to be good stewards of the money and they have a good accounting system in place. Chuck is impressed that this millage increase is for ten (10) years, not four (4). Pamela noted that Mike Julien, Township Supervisor, had expressed his pleasure with the ten (10) year renewal at the millage presentation to the Township Board.

Ed asked if the KDL Board has planned for potential "damage control" regarding Martha's pay increase that the public views as too high and the purchasing of the new corporate office for KDL. Ed also noted he served on the Perpetual Millage Committee and the committee did not submit anything due to the Michigan Law that once a perpetual millage is established, there is no way to get out of it.

Michael and Pamela explained that Martha's pay increase was based on union standards/guidelines: three (3) percent was given for merit performance and three (3) percent granted for cost of living. Pamela also noted KDL's rebuttal that was published in the newspaper. Chuck noted the initial publicity was poorly timed and misleading; his wife was hopping mad when she read the initial article. Michael said the KDL Board agreed to hit this issue head-on; it was the only way to handle it.

As for the Service Center building acquisition in 2000, Michael noted that the office space issue was solved in the most cost efficient way and the move was necessary. Diane said she visits the Service Center regularly and it is really amazing the volume of books they process. Pamela said there has always been a struggle to streamline the circulation process and the new building allows free movement of people and materials. Pamela noted the new book acquisition/ distribution time is down to a two-week turn around; in March/April 2004, the turnaround time was three (3) months. Ed asked what KDL's goal is for turnaround of new materials and Pamela said one (1) week. Diane noted that most books are turned around within a few days and gave the example of the new Harry Potter release that hit the Service Center on a Thursday and were in the branches for the patrons on Saturday. Ed suggested KDL promote the new book turnaround time as a benefit in the millage renewal.

Michael summarized that the challenge for the KDL is to plan for future library expansions and budget for them in the future. KDL Board realizes their competition is the bookstores and KDL needs to focus on how to have best sellers available to the public.

Ed summarized by saying the information presented this evening was very helpful and the Board would like to receive a list of "talking points" they can share with the public. Michael noted the brochure that KDL has developed and this is an excellent source of the benefits the Library Advisory Board can share with the public.

Chuck noted that real stories need to be shared and another way the Library Advisory Board can assist with the promotion of the millage renewal is to assist with the KDL Fundraising Committee. Various Library Advisory Board members requested signs and information and Pamela would forward information to Diane. Chuck also noted that if any of the board members know some small business owners to speak with them, noting your own personal contributions to the Library, and ask them if they would like to support the Library as well.

Ed expressed his appreciation of the good work Diane and Pamela have provided, thank you.

Lynne Marie asked Michael how often he plans to attend future Cascade Library Advisory Board Meetings in the future. Michael noted that a lot of his appointments are in the evenings and often conflict with others but he will make an effort to attend more.

Chucked thanked Michael for attending tonight's meeting.

Program Room Housekeeping Tips Memos: Diane noted that during the month of May, some groups using the Program Room have left it in disarray after their meetings and the Library staff is spending a lot of time getting the room back in order. Diane approached Jay Cravens regarding some housekeeping tips for the groups and he suggested that she develop the guidelines and mail them to the groups who use the room. Jay said he would put his seal of approval on the document, once the Library Advisory Board approves them.

Diane reviewed the two (2) memos she created, one for community groups (which is for the general groups like Boys Scouts or whomever) and one for Cascade Township groups (such as the Community Foundation, Friends, etc.). The Library Advisory Board was in favor of both documents and commended Diane on her good verbiage in the documents, not too harsh. Chuck requested a motion for approval of the Housekeeping Tips. Marianne motioned for approval, Ed seconded. All were in favor, none opposed; memos approved unanimously.

Fundraising Committee Report: Lynne Marie reported that after a short hiatus, the committee is back with lots of momentum. Lynne Marie thanked Diane and Pamela for the printing they needed done. Lynne Marie also announced that Sandi Parrish has joined the Fundraising Committee and she is a world of knowledge! George Haga, Ada Township Supervisory, has also agreed to serve as an honorary board member and is very supportive of the Library's expansion project and will approach his Township Board for a donation again. Lynne Marie was happy to announce that Ada Township is 100% on their side with the expansion project! :

Diane shared Sandi Parrish's concern over public perception of fundraising checks being deposited to the Township; public may perceive the Township in full support of expansion and the Library Advisory Board may want to establish the 501(c). Lynne Marie supported establishing the 501(c) because it is more "sentimental" for a donor to write a check directly to the organization than to a second party. The Board held general discussion regarding establishing the 501(c) and Ed said the biggest cost would be the attorney fees that could range from $500.00 to $600.00. The Board suggested that possibly Parrish Accounting could provide advice with this process. Ed will speak with Sandi and will e-mail a progress report to the Board.

Reporting to Jay Cravens, June 23rd Township Board Meeting: Ed began by stating he had a conversation with Township Manager, Jay Cravens, regarding their presentation of the Library expansion plans and drawings at the June 23rd Township Board Meeting. Jay cautioned Ed about presenting the material at this time, as it may be perceived as the Library Advisory Board's way of promoting through a back-door the KDL millage increase. Jay noted that he didn't believe a presentation should be made to the Township Board at this time and will include the expansion project information in his Manager's report to the Township Board. Jay suggested the Library Advisory Board keep a low profile for now.

Friends Report: Marianne reported that they have 40 - 45,000 books downstairs and they are busting at the seams! Sand Lake requested and received 100 boxes of books and Walker Branch requested and received 42 boxes of romances! Marianne said Friends voted to lower their prices for the Book Sale: hard covers will be $1.00 and paperbacks will be 50¢. The book sale will be held from 8:30 a.m. until 3:30 p.m. Marianne noted that the booksale storage area is jammed this year and this is going to be a "cheap and dirty" sale this year; children's books will be sold for 25¢ each and Harlequins will be FREE!!! Barb noted that last year; the Boy Scouts started packing up books while the public was still browsing through them. Marianne said the Boy Scouts will not be allowed to start packing the books early this year and there was about a half hour difference between the publics shopping and when the Boy Scouts are asked to come. Marianne said canvas book bags will be sold for $7.00 each. Those who purchase a book bag will be allowed to fill it up with books and take them home. Marianne noted that D & W has donated brown bags with handles on them for shoppers. Marianne noted that Friday night, prior to the book sale, they are in need of volunteers to start hauling books from the lower level upstairs, they will begin at 5:00 p.m. Various Board members agreed to assist in the book haul.

Marianne also reported that the Friends are working on more programs for the branch; they have many retired teachers in their membership who are interested in helping. The Friends are working with Youth Specialist Jacque Viol to develop an Early Literacy series of programs to promote and develop the foundation for reading in the very young. The Friends have earmarked $750 for speaker fees and supplies for the series.

Marianne attended a Michigan Friends of the Library meeting at Grand Rapids Public Library with attendees from all over Michigan. Members of other Friends organizations remarked that the booksale room as part of the renovation will probably allow the selling of more books.

Lynne Marie shared the current Friends Vice-President who has observed all the work Marianne has done during her term as President and has decided being President isn't what she had in mind for her retirement.

Branch Report: Diane reported that May has been a relatively slow month for the Branch and the Summer Reading Program begins next week. The Library is planning on four (4) to five (5) programs per week for the next six (6) weeks. The youth librarians have added expanded programs for teens this summer.

The Branch will be open on July 3rd, Saturday, and Friends have "bribed" the Branch staff with lunch for use of the breakroom during the book sale so they may count their sales in a secluded area. The Library staff will be working out of the Program Room for the day.

Diane also reported that with all the May monsoons they've had, only one small leak in the roof developed which the staff was able to fix until the grounds/maintenance crew were able to fix it. Diane said the small leak was around the lightning rod and was fixed with caulking.

Jane announced she would be gone for two weeks at the end of July; she's taking a trip to Iceland. Diane announced she plans to take three (3) weeks off in August.

Jane also noted the Branch is testing new shelving system by integrating the hard covers with the paperbacks. Diane said the Branch is testing the system in the Mystery section and all the mysteries are together - it's NICE!!! Pamela noted that one of the KDL goals is to create an "easy-to-find environment". Diane volunteered the Cascade Branch as an experimental branch if KDL would like to implement some of their ideas there. Pamela thanked Diane for the experimental use. KDL has also hired 6 "seasonal shelvers for each of the large branches in order to keep up with shelving during the summer.

Emerging Business: Chuck opened the floor to the Board asking if there were any other items of business that needed to be covered. No further discussion.

Next Meeting: Chuck asked the Board if they wanted to meet in July and Diane requested the Board meet after the millage vote. The Board agreed to hold the next Cascade Township Library Advisory Board Meeting in August, unless otherwise called to meet in July.

The next Cascade Township Library Advisory Board Meeting will be held on Wednesday, August 4, 2004 at 7:00 p.m.

Meeting adjourned at 8:33 p.m.

Government ~ Departments ~ Community
Business ~ Reference Desk ~ What's Happening
Help ~ Home ~ Search ~ Site Map

Comments? Feedback? Questions? Click here to send an email.

Site Use Policy

Site Design/Development by