Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, December 6, 2004 at 7:00 p.m.

Meeting was called to order at 7:06 p.m. and Chuck welcomed everyone to the meeting and thanked them for attending.

Attendees:
Charles Fry, Library Advisory Board Chairman
Ed Dupke, Library Advisory Board Vice-Chairman
Debbie Straub, Friends President
Robert Vos, Board Member
Diane Cutler, Cascade Library Branch Manager
Laura Weld, Cascade Library Asst. Branch Manager
Holly Sturges, Board Member
Maureen Sullivan, Board Member

Excused Attendees:
Lynne Marie Quinlan, Board Member
Barbara Kalinka, Board Member
Ron Goodyke, Township Trustee
Pamela Vander Ploeg, KDL Facilities Planning

Chuck asked Diane to introduce Laura Weld, the new Assistant Branch Manager, to the Library Advisory Board. Diane briefly introduced Laura and Laura provided background information on herself and answered some of the Board's questions regarding her experiences on the original KDL Board and the Library for the Blind. Welcome, Laura! :

Approval of November 1, 2004 LAB Meeting Minutes: Chuck noted that the November Meeting Minutes would be approved at the next LAB Meeting in January.

Report - Campaign Finance Committee: Chuck announced that the Library Advisory Board has received their first contribution of $1,000.00 from the Township's Supervisor and asked that the contribution be filed with the Township Offices.

Since neither Lynne Marie nor Ron were present, Diane gave an update on the Finance Committeee. Diane noted that the Finance Committee has been meeting regularly and have approached four (4) individuals asking them to be honorary chairs. Mike Julien, Cascade Township's Supervisor, and George Haga, Ada Township's Supervisor, have both accepted positions as honorary chairs. The remaining two candidates' would be announced when they accepted the invitation.

Diane reported that the 8-page colored, glossy brochure should be ready soon and three hundred (300) will be printed. A less detailed brochure will be printed for general mailings and will be a tri-fold brochure highlighting the information from the 8-paged brochure.

Fundraising training will begin sometime after the beginning of the year.

Chuck shared some of the fundraising ideas the committee has been considering. Debbie shared Lynne Marie's idea of a penny drive to involve the children and Diane supported that fundraising idea noting it's important to the entire community to have a chance to be involved.

Maureen asked if she should start handling the contributions for the Library's expansion project beginning with the check received at this meeting. Chuck and Diane agreed that Maureen should serve as the Fundraising's Financial Officer and developed a process for gifts received. Maureen to record the check received, send a thank you to the donor and bring the check(s) to Mary at the Township. Maureen to also follow-up with Mary regarding Township letterhead the thank you's should be written on.

Report - Building Committee Report: Ed noted the Building Committee has been working with the new architect, Tom Smith, and he is still working with the estimated costs of the project. Ed noted new drawings have been developed with updates to the mechanical systems and parking lot. The Committee has been discussing issues related to the lack of lighting in the parking lot and had discussions regarding the re-routing of parking lot/Library traffic. Diane demonstrated the revisions on the drawings and also showed additional parking being added to the lot. Diane recently learned that the Township has a green-space ordinance in parking lots and if new light posts are added to the additional parking, grass will have to be planted as well, like the current green-space and parking lot lights. The proposed additional parking spaces would allow sixteen to twenty (16 to 20) additional spots and be located on the east side of the current lot. Diane also noted that the garbage dumpster also needs to be enclosed in a fenced in area and showed the proposed area to house the dumpster.

Diane also had a tree expert come to the Library and look at the White Pine (Diane's Tree) on the property because it has recently lost six or seven new branches and she wasn't sure if it was worth saving. The consultant said that even though it has recently lost more branches, the tree is worth saving, believes it is approximately sixty to seventy years old and is one of the oldest trees in the township.

Diane noted that the Library parking lot is part of the P.U.D. ordinance along with Noto's. Diane said that Comcast recently had a large breakfast event at Noto's and Diane found many of their trucks parked in the Library's lot; the trucks left soon after the library opened and their presence only caused minor inconvenience Library patrons. Diane noted that the Library would need to work closely with Noto's regarding large events either venue plans so ample parking is available to attendees. The Library's parking lot will not be expanded to accommodate all parking needs of large events, only to meet the number of cars on a normal day of usage. Ed noted Library patrons will be able to use Noto's parking for larger events and included other businesses covered under the P.U.D. ordinance.

Ed noted that the committee has identified some indoor signage needs for the Library. The budget currently reflects an aggregated cost of $3.2 million and allows for a seven-percent (7%) contingency. Ed said the committee is separating the "wish list" items out of the budget and asking the staff where electrical outlets should be. Ed also noted that at the next meeting, the Building Committee would be looking at the teen room and electrical systems.

General discussion was held and Debbie asked if there would be both a dumb-waiter and an elevator. Ed confirmed that an elevator has been added to the plans and would be large enough to accommodate two (2) large book carts and one person and help with making the Friends booksale area handicapped accessible.

Friends Report: Debbie reported that Friends will not be meeting in December and will begin their monthly meetings after the first of the year.

Debbie reported that the November paperback sale went very well and the sales are going up to around $700.00 per sale. Debbie noted that the perpetual sales are now raising close to $1,500.00 with each sale.

Debbie noted she met with architect Tom Smith regarding the Friends needs when he came to tour the Library. The Friends trimmed two holiday trees in the library over Thanksgiving weekend.

Debbie also received a phone call from Wal-Mart regarding a $1,000.00 contribution they wanted to make to the Friends. All she had to do was show up at a meeting and accept the check! Debbie was very surprised to have received such a phone call!

Friends has also received Diane's budget for the 2005 year and they will be reviewing it at the January Friends Meeting. Debbie noted that the budget Diane submitted was around $14,000.00 and anticipates Friends will support her requests. Diane noted that approximately $9,000.00 of the budget was for the purchase of new books for the Library, including the large print collection. Diane noted that all contributions, such as this one, become property of KDL and are eligible to circulate at any Lakeland library, not just remain at the Cascade Branch. General questions were asked of the budget submitted and Debbie noted that the budget is broken down into line items so Friends may approve certain requests, if not all.

Debbie summarized the Friends report by saying they have committed to $100,000.00 contribution for the Library's expansion.

Branch Report: Diane was very happy to announce that Laura is now on board with the Library! Diane noted that Laura will be the first to go through KDL University, a new training opportunity. KDL is currently working on training for its staff and the first session will be for all assistant branch managers and will focus on Human Resources.

Diane noted Laura will be the first to

a mentoring program with East Grand Rapids will begin after the first of the year.

Diane also noted that the Library's year-end purchasing budgets were to be submitted by November 30th and she submitted one for $183,000.00 for the 2005 year. Diane is looking to obtain more white boards, filing cabinets and youth programming.

Diane said the teens are also becoming involved in the new program area of the Library and are even choosing the colors of the room (bright colors, yellows, oranges, greens, etc.) and are working with Fishbeck regarding some of their requests. The teens also have expressed an interest in club chairs and Diane believes the Library may have some in storage that may work. Diane summarized they're reviewing lots of options and it's very exciting.

Emerging Items: Chuck asked if there were any other items for discussion, none at this time.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, January 3, 2005 at 7:00 p.m. in the Library's Program Room. Chuck also noted that Ed would chair this meeting, he will be gone the month of January.

Meeting adjourned at 8:08 p.m.

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