Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting

Monday, December 5, 2005 at 7:00 p.m.

Attendees:
Charles Fry, Library Advisory Board Chairman
Ron Goodyke, Township Clerk
Edward Dupke, Library Advisory Board Co-Chairman
Diane Cutler, Cascade Library Branch Manager
Barbara Kalinka, Board member
Lynne Marie Quinlan, Board Member
Holly Sturges, Board Member
Marilyn Meyer, Friends Co-President
Debbie Strauss, Friends Member
Laura Weld, Cascade Library Asst. Branch Manager

Excused Attendees:
Jacque Miller, Friends Co-President
Maureen Sullivan, Board Member
Pamela Vander Ploeg, KDL Facilities Planning
Michael Maier, KDL Board Trustee

Absent:
Brian Currier, Township Trustee

Approval of November, 2005 minutes: Chuck motioned for approval of the November, 2005 Library Advisory Board Minutes. The Board unanimously seconded. All were in favor, none opposed. Motion carried.

Review of the Newest Moving Dates: Diane stated that pencil dates thus far are as follows:

January 15, 2006, the Program, Literacy and Special Services rooms and the two towers will be closed for remodeling. Children's programming will be out on the floor.

Thursday, March 2 at 12:00 p.m. the library will close for four days. They will be bringing in lots of volunteers and movers to move the books in preparation for remodeling.

Monday, March 6, 2006, movers will be brought in to take shelving down.

Tuesday, March 7, 2006, Dan Vos will remove the old carpet and install new carpet tiles.

After carpet tiles sit for 24 hours, the shelves will go back in and books put back on the shelves.

March 20, 2006, the branch will re-open.

Dates will be confirmed during a meeting with the contractor on January 3, 2006. Diane will then submit a letter to the Kent District Library Board of Trustees for the approval to close on the new pencil dates, which then become ink dates.

The library will extend the dates that books are due back for those that take them out just before the closing period. Citizens will be encouraged to use other libraries during this time, as the library will be closed completely during the renovation. The library staff will be working hard during the renovation period.

New possible date for the Ribbon Cutting ceremony is on Sunday, April 23, 2006.

Grand Opening / Ribbon Cutting: Chuck mentioned that we may want to consider educators or the DeVos family to speak at the Ribbon Cutting ceremony. Diane suggested possibly asking the new State Librarian, Nancy Robinson. It was also suggested to ask Mike Washburn, Mike Julian, Doug DeVos, the Klopcics, or the Wisners.

Branch Manager's Report: All attendees received Diane's summary of her survey of other libraries and what their meeting room rules are. Bloomfield Township, Clinton, Macomb, Southfield and West Bloomfield are all leaders in library services in the state. Bloomfield Township uses a software program for room scheduling that Diane is interested in. It is designed by librarians for library program room reservations. It can be hosted on the company's website and will make the job of room reservations easier and more accessible.

The library staff has come up with questions to assist in putting together a list of rules for room use. Several issues have to be addressed in regards to profit groups, non-profit groups and fees associated with a particular group. Diane suggested not charging a fee for the smaller meeting room for non-profit groups. These questions and issues will have to be brought before the Township Board also. The Cascade Township Library Advisory Board and the Township Board will both have to make these decisions. The other question that will have to be decided is whether or not to charge for equipment use and how much. Most public meeting places do charge a fee for equipment rental.

The group discussed the findings in the Summary Report. The group reviewed several rules and guidelines that other libraries use. Diane will put together a draft of the new library room rules as approved by the LAB and send copies to all members. The draft should be to the Township Board sometime in January.

Diane, Ron and Butch will be meeting with the three moving companies that will be bidding on the moving project to include the lower level on December 6, 2006.

Friends Report: Lynne wanted to clarify that according to the end of year Financial Report for the Friends, sales are up 7% over 2004. The Friend's Newsletter will be out by the end of the year. The next meeting is in January. This will be a Saturday afternoon, full Board of Director's meeting with public invited. They will be discussing Diane's budget. They are also working on the move details.

Building Finances and Tile Sales: According to Ron, tile sales have slowed down for the time being. He believes that sales should pick up again near the end of the year and when the new addition becomes more visible. Everything is in budget to date.

Ed Dupke announced to the group that he would be retiring on 12/31/05, from his firm and moving to the Phoenix, Arizona area. He and his wife will be moving there in January 2006. Chuck thanked Ed for bringing his talents and skills to the group. Ed stated that he has enjoyed working with this group very much and feels it took the effort of every member of this team to accomplish this project.

Diane gave the entire group a tour of the new addition to show the progress that has been made to date. Everyone seemed very pleased with the layout, size and features.

Next Meeting: The next Cascade Township Library Advisory Board meeting will be held on January 9, 2005 at 7:00 p.m. in the Library's Program Room.

Meeting adjourned at 8:23.

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