Library Advisory Board Minutes

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

Attendees:
Charles Fry, Library Advisory Board Chairman
Ed Dupke, Library Advisory Board Vice-Chairman
Diane Cutler, Cascade Library Branch Manager
Pamela Vander Ploeg, KDL Facilities Planning
Debbie Straub, Friends President
Robert Vos, Board Member
Holly Sturges, Board Member
Maureen Sullivan, Board Member
Lynne Marie Quinlan, Board Member
Michael Maier, KDL Board of Directors
Brian Currier, Township Trustee

Excused Attendees:
Barbara Kalinka, Board Member
Ron Goodyke, Township Trustee
Laura Weld, Cascade Library Asst. Branch Manager

Chuck welcomed the attendees and introduced Michael and Brian to the Library Advisory Board.

Approval of January and February, 2005 Minutes: Chuck asked the Board if they had any corrections or amendments to the January and February minutes. Ed motioned for approval of January and February, 2005 Library Advisory Board Minutes, Lynne Marie seconded. All were in favor, none opposed. Motion carried.

Introduction and Remarks by Mike Maier: Chuck asked Mike if he'd like to share any thoughts/comments with the Library Advisory Board.

Mike noted he's happy to be at tonight's meeting and noted Cascade Township has a great library! Mike noted that the expansion project is in good hands with Pamela and it's an exciting time for the branch.

Ed asked Mike to share feedback from the KDL Board's thoughts regarding the millage. Mike noted the Board was a little discouraged that both didn't pass and they will do their best to run the budget as they can. He said he believes that everyone (staff) is happy considering the millage's outcome and KDL's future will be improving their libraries with technology. The branches will see benefits technology, once the public learns how to use it. Mike also noted that going for a 10-year millage was a good plan.

Branch Report: Diane began by saying she has completed her four (4) action items from January's meeting. She reported that KDL has designed some stationary that will be used for the fundraising portion of the expansion project. Diane also noted that this stationary could be updated if needed.

She and Deb have met regarding Friends' signage in the Library and plans are moving forward.

Diane also said that she asked the Board if they wanted to hold April's meeting on the first Monday of the month; this is during spring break, and so far, the Board is not opposed to keeping the meeting on April 4th. Ed noted he has a conflict on the 4th and Chuck said that next month's meeting would be discussed after the close of this meeting.

Diane also noted she was successful in getting Mike to a Library Advisory Board Meeting, thank you for attending, Mike.

Diane then notified the Board of Bob Voss' resignation, he and his wife have moved. Bob further explained that their current home was too big for them and they have moved to Grand Rapids Township. Bob thanked the Board for all of their hard work over the years and has enjoyed his association with them. Diane noted that Bob's resignation leaves a vacancy on the Board and if anyone knows someone who's interested in filling the position, she'd be happy to approach them. Lynne Marie suggested approaching Marianne Warnock to see if she can fill the remainder of Bob's term; Diane to contact Marianne.

Diane referred to a list of upcoming events for March in the branch. Diane summarized that the month of March will feature a Teen's Poetry Contest and the branch has received ten (10) applications so far.

The Branch will also be sponsoring a Perennial Plant Exchange in the months of April and May. The staff will set up a display of gardening books and a bulletin board for those interested in getting rid of some of their perennials, or to post the types of plants they have to see if anyone wants them.

Author, Joseph Finder, who KDL brought in during November, will be at Wyoming's Branch in April promoting his new book that is loosely based around Grand Rapids and Steelcase. It is a murder mystery.

Diane also noted that the Iditarod dog display is up and the display has generated interest and seventy-five (75) books have been checked out based on the Iditarod. The patrons are having fun watching the sled dogs' progress being marked on the display.

Diane also said April will hold a Kname our Knight Kontest. The Library has received a donation of a five (5) and a half (1/2) foot knight and he needs a name. The families are asked to come up with a kname for the knight and put it into a drawing. The winner of the drawing will receive a gift certificate to Schuler's Books.

Diane also noted that the staff has been testing walkie-talkies throughout the building. There is a safety concern regarding volunteers who work in the basement alone and carrying a walkie-talkie would be a safety precaution. The staff has found the walkie-talkies will work throughout the building and she is looking into ones that have big buttons for easier use.

Diane summarized her Branch Report by thanking Friends for purchasing the Public Performance Rights license for the Library. Friends paid $355.00 for the license and the first showing will be a Teen Program during spring break. Diane noted that the Branch will now be able to play current, popular movies and envisions a "read-the-book/watch-the-movie" program in the near future.

Friends Report: Debbie reported that 290-families are represented in Cascade Friends and this is the largest organization within Cascade Township.

Friends approved $14,000 towards the branch budget request and most of their March meeting focused on the Library's Expansion Project.

Diane recognized the Friends for allocating funds for a color printer for the Branch. She noted that the colored printer was initially purchased for another branch that said they didn't need it. Cascade Friends purchase it for the Cascade Branch - thank you, Friends!

Building Committee Report: Diane said the plans are solidifying and the outside of the building, on the plans, looks good; it flows nicely. She said the Township agreed to allow naming/signage of the entrance to the new program room. Currently a donation of $250,000 is being sought for the entire expansion and the name over the entrance.

Diane reviewed the interior plans and said the current program room will become the teen room. Diane drove to city hall in Portland to see ribbed glass they utilize and believes the ribbed glass would work for the teen room. Diane noted that the ribbed glass is very similar to that used in a shower and will allow the teens and staff enough privacy.

The circulation area currently has two (2) checkouts and one (1) return, the staff would like to have five (5) checkouts and move the reserved books out on the floor for self service pickup. Diane noted the more the staff talks about the area, the more excited they become. The vision for the five (5) checkouts is to have a tall station on each end and three (3) lower stations in the middle with the self-checkouts.

Diane also noted that the RFID tags have arrived and will help alleviate some of the security issues the staff is discovering regarding stolen CD's. Currently, the barcodes are on the cases of the CD's, not on the CD's themselves. The RFID tags will be on the CD's and hopefully, this will help curtail the problem. Pamela noted the tags have arrived and training will begin in two (2) weeks. KDL is looking for volunteers to assist patrons with self-checkouts; the volunteers will be trained. Pamela noted that the implementation of the self-checkouts and RFID are targeted for 2006 in Cascade's Branch. Pamela also noted that the RFID system would be able to scan approximately five (5) items at once.

Diane also said that the book drop may happen sooner than the rest of the expansion and there are discussions of utilizing a conveyor system and have received plans from Metzgar Conveyor and are waiting for a quote. There is some hope that the conveyor could be installed this year and it would alleviate the staff coming in on major holidays to empty the current book drop area. Diane noted that for some reason, residents love to drop their books off on major holidays. Diane explained the conveyor system to the Board and noted it's ergonomic benefits to the volunteers and transferring books from one area to another.

Diane also noted Lynne Marie's idea for installing vinyl flooring in the book sale area that looks like hardwood cherry flooring. Diane also noted that the Historical Room would have glass display areas where windows/doors are currently. Diane also noted that there has been a change in the Friends' book drop area. When Metzgar was evaluating the elevator situation, they suggested a circular slide instead. Initially, Diane envisioned an opening for the shoot large enough to hold a paper grocery bag, however, Fishbeck cautioned her on an opening too large because people will dispose of some undesirable things (including, potentially, children). Fishbeck then suggested a smaller opening. At the bottom of the slide would be a pressure sensitive bin to receive the books. Diane noted that the bin being pressure sensitive would keep the books at the staff's waist-level, thus not requiring over exertion on the person's back for unloading.

Diane also noted the staff is looking into a twenty-four seven book pick up area next to the book deposit. Diane said lockers could be installed and if a patron is unable to pick up a book by 8:00 p.m., the staff could put the book into the locker, the patron given the combination to their locker and retrieve their book. Pamela noted the combinations would be changed per patron, they would not remain the same and combinations would reflect the first three digits in someone's telephone number or library card, as examples.

The catering kitchen area will be reviewed this week to finalize those plans. Diane also said she saw the audio/visual equipment the City of Kentwood has in their city council chambers. They have a special camera on the ceiling focused on a document table for large books or architectural plans. Diane said this projector would be especially helpful in story times because the books are large and rather cumbersome. This projector would allow the story to be projected easily onto a wall.

Diane shared the Township is interested in adding more square footage to the plans so that the Township Board meetings and sub-boards could meet at the library. Diane explained the wall dividers would allow for other groups to meet at the library during township meetings (unless they were very large).

The Township has also correctly re-installed the lights over the reference desk, and now reading is much better. Diane also noted that a couple of light banks will be added to help with the few other dim areas.

Diane reviewed the plans for the lower level and said that the voting machines from the Buttrick Station will be stored in the current Friends area. She also double-checked with the Township regarding the maximum number of people in the new lower section and they confirmed up to sixty-eight (68) people maximum. Ed also noted that the plumbing will now be easily accessible with the additional basement; the original plans didn't have easy access to the fixtures.

Diane summarized that the architect is working on the plans and will be ready in twelve (12) weeks.

Finance Committee Report: Chuck began by noting that the largest gift received for the expansion is $100,000 from Friends. Chuck also referred to the Skutt and Good Funds on the bottom of tonight's agenda and noted that $50,000 from these funds will also be donated towards the project. Ed believed the rates weren't current and said he would look into rates posted for March. Chuck said they currently have $130,000 donated and he encouraged everyone to approach the Community, as the committee needs more "askers". Chuck noted that pledges are coming in that cover so many dollars over a five (5) year period and this is wonderful! He also reported that Ada has been approached since twenty-percent (20%) of the Branch's patrons are Ada residents, and they are reviewing their contribution.

Ed provided a review of the financial breakdowns for Brian noting the funds from Skutt/Good Funds, donations, etc. and reviewed what monies are allocated for maintenance vs. the expansion.

Debbie questioned if Grand Rapids Township should be approached, asking for a contribution. Pamela fully supported presenting to the Grand Rapids Township but noted their patrons primarily use the Plainfield Branch. Grand Rapids Township would have to be approached a little differently than Ada, but worth pursuing.

Emerging Items: Chuck asked if the Board had any other items for discussion. Ed thanked Mike and Brian for attending tonight's meeting and appreciates their enthusiasm with the expansion project and credit to them and Friends for their continued support.

Holly asked if film festivals were in the future and Deb noted she has had this same dream for years! Holly and Deb will begin working together for future events.

Chuck asked the Board if they wanted to hold April's meeting on the 4th or 11th. Ed noted he will be vacationing on the 4th and the Board agreed to keep the date, everyone else could attend - enjoy, Ed!

No further discussion.

Meeting adjourned at 8:34 p.m.

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