Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, January 3, 2005 at 7:00 p.m.

Attendees:
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
Lynne Marie Quinlan, Board Member
Barbara Kalinka, Board Member
Ron Goodyke, Township Trustee

Excused Attendees:
Charles Fry, Library Advisory Board Chairman
Pamela Vander Ploeg, KDL Facilities Planning

Ed welcomed all in calling the meeting to order at 7:02 p.m. Ed noted that Charles was recuperating from all the hard work the Board has been doing over the months.

Approval of November 1 and December 6, 2004 LAB Meeting Minutes: Ed requested a motion for approving both sets of minutes and Rob motioned for approval, Maureen supported. All were in favor of the November 1 and December 6, 2004 LAB Board of Directors Meeting Minutes, none opposed. Minutes Approved.

Report - Building Committee Report: Diane noted that the committee has been meeting bi-weekly and have been discussing such details as the heating and cooling, mechanicals and heated sidewalks. Ed explained the mechanicals of the walkways to the Board. Ed added that parking would be added in the back and will not need a retaining wall and the dumpsters must also be enclosed, per Township regulation. There are plans to approach the Township Planning commission regarding exterior signage for the "Learning Center". Diane shared that she met with the electrical engineer who took readings of the light levels throughout the library. Most of the library had good levels except the information desk, which was very low. Diane noted the barrel lights in the cupola were installed upside down, so the light is projecting up instead of down on the desk. A future meeting with the interior designer is planned for February 10 to discuss the interior details. Ron noted the plans regarding carpeting, teen room, paint, etc. and that the designer has been working with the teens. Ron also commented that Diane has only scratched the surface regarding all the details the committee, and especially, Diane, have been working on over the past month. Ron noted how amazing it is working with this committee and all the details being considered.

Report - Campaign Finance Committee: Ron reported that a goal of $700,000 is needed for the project and have already received $200,000. Ron noted that the Klopcic Family (West Side Beer Distributing) pledged $50,000 and how this gift didn't just happen; Chuck has been working on their gift for a while. Ron challenged the Board to contact people they know and court them. Ron will be meeting again with Mark Oberlin for more potential donor names. Ron invited the Board to his office to discuss any of the Finance Committee's plans, he'd be happy to go over them. Ron noted that gifts are currently being sought from the DeVos Foundation and the Keller Foundation who has noted the may contribute a small gift.

Diane noted several Pakistani families use the library and the committee is trying to get a contact with several of them. Lynne Marie mentioned the Tassell Family possibly contributing and Ron noted that due to their recent family strife, they have not committed yet. Ron also mentioned that the Klopcic Family has chosen the lobby for their naming opportunity. Ron noted the committee is planning to approach the "Top Ten" of the community in not only asking for gifts but also in serving as an honorary member. He further commented that they would be approaching Ada Township for their support since their residents utilize this facility. Ron thanked Lynne Marie, especially, for all her hard work and attending every meeting. Lynne Marie noted that they'll be approaching Maria and Doug DeVos Foundation and inviting Maria as an honorary chair.

Open discussion was held and Diane noted she was sent saw a newspaper article about the death of Lee Patterson, former township manager, supervisor, etc. and thought it would be nice to see him recognized in some way because he's done so much for the community. Ron suggested pursuing someone to donate on Lee's behalf and also discussed contacting the local clergy for donors.

Ron noted to the Board that a lot of the Committee's Tuesday morning meetings consist of a lot of brain storming, as this Board has just done; it's been a lot of fun too. Ron noted that the brochures have been printed and he has plenty of copies in his office at the Township if anyone would like some.

Maureen showed her tracking sheet of contributors and said the banking is coming along nicely. She has spoken with Mary Carpenter at the Township regarding the tracking and they will develop as more donations are received. Maureen also noted thank you letters to donors and also mentioned creating personalized thank you (i.e. if someone were to contribute on Lee Patterson's behalf, etc.) letters and asked for revisions. Lynne Marie suggested that the Advisory Board obtain some nice stationary for the thank you's and utilize for the next five (5) years. Diane will see if KDL can provide.

Ron summarized by saying the committee will be seeking gifts in a three (3) prong approach involving different levels of gift asking. Ron noted that the committee is looking into the option of book spines with donor's names instead of bricks. Bricks tend to be expensive and need to be maintained. Lynne Marie suggested looking into wall tiles for the book spines with the individual's name on them instead of painting a mural on the wall. Debbie noted she has seen the book binds at other libraries and also suggested a penny campaign with a meter gauge for the donations received.

No further discussion.

Friends Report: Debbie reported that Friends' next meeting is Monday, January 10th and they will be reviewing Diane's budget.

Diane noted that she has a new tactic in promoting Friends to the patrons. She mentions to them that their donation or purchase of used books has enabled Friends to contribute $100,000 towards the expansion. Diane said it is amazing that people don't realize the impact Friends has on their Library. Barb commented that not many people know about Friends' contributions and support. Ed asked if an appropriate sign of recognition could be made for inside the Library. Deb and Diane will discuss details of appropriate signage.

Deb also reported that the Friends are struggling to keep up with the books that have been donated. Diane took credit for their struggles by saying the Library staff has been cleaning out their books for the upcoming RFID tag processing. Ed suggested a Memorial Day Sale or something and Lynne Marie and Deb noted space constraints and the expansion will allow for a "Continual Sale".

Branch Report: Diane noted she has updated the roster and has distributed to everyone. General discussion was held regarding the press announcement of Lynne Marie and Ed's positions being re-appointed. Maureen reviewed the 2005 LAB Board Meeting schedule and asked if April 4th's Meeting would work for everyone; that is Spring Break. Diane will look into possible alternate date.

Diane also reported that Baby Time Program will be starting soon and the Friends have donated pillows and rag dolls for the program.

Diane noted the piles of books all around the Program Room and said the staff has been cleaning out the inventory and going through each book to see if it is worth the 65¢ for the RFID tag. Rob asked if the RFID tags are interchangeable and Diane confirmed they are. Diane noted that all the books being purged from the Library's shelves are being donated to Friends; they have first choice.

Diane also mentioned that the newspapers have been publishing KDL's cuts in hours and reminded that the only hours cut in Cascade are to Sundays during the summer. General discussion was held regarding the Library's busiest times and slowest.

Diane noted the Library has upcoming programs during January and February and she found it interesting that there are five (5) times the amount of programs offered to the pre-schoolers than to the teens and other ages. The Library will be holding a teen book discussion and Frank Borland would be providing Oral History Workshops. Friends will be doing Building Blocks of Learning that involves things parents can do around the house to teach their children how to count, match colors and other things. Diane also said they will be having a Quilting for Smarties and the Dan Redner Trio at the Library as well.

Diane asked Laura how things were going and Laura said fine. She has been meeting wither her mentor now and is favorable of the program. Things are working well.

Lynne Marie asked if it was possible to have the KDL representative attend some of the LAB Meetings and Diane noted she would keep forwarding the information and continue to ask him to attend.

Election of Officers: Ed explained the election process and Diane distributed ballots. Diane also noted that she has spoken with Chuck prior to his departure regarding his desire to continue as Chairman. Ed nominated Charles Fry as Chairman; multiple Board Members seconded the nomination. Maureen nominated Ed Dupke as Vice-Chairman; Ron seconded. All were in favor, none opposed. Motions carry.

Emerging Items: Ed asked for any emerging items and Diane said she has been delighted to work with Chuck, Ed and Ron and this second building project is going very well. The Board openly expressed appreciation of those closely involved and the open communication is working. Ron noted Lynne Marie even e-mails him responses on the weekends and the group is having a lot of fun too. Diane also said that Tom has been great to work with and has a respect for the way individual's work, it's been wonderful.

No further discussion.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, February 7, 2005 at 7:00 p.m. in the Library's Program Room.
Meeting adjourned at 8:08 p.m.

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