Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, August 4, 2003

Meeting was called to order at 7:01 p.m.

Attendees:
Charles Fry, Library Advisory Board Chairman
Ed Dupke, Library Advisory Board Vice chairman
Diane Cutler, Cascade Library Branch Manager
Jane McRobb, Cascade Assistant Branch Manager
Lynne Marie Quinlan, Friends President
Robert Vos, Board Member
Wendell Champion, Liaison for Finance
Holly Sturges, Board Member
Marianne Warnock, Board Member
Debbie Straub, Friends Alternate
Pamela VanderPloeg, KDL Facilities Planning
Ron Goodyke, Township Trustee
Phil Davis, Architect

Excused Attendees:
Mary Carpenter, Historical Society
Maureen Sullivan, Board Member
Barbara Kalinka, Board Member

Chuck opened the meeting and asked the attendees to review the agenda and add any other topics of discussion for the evening. No discussion. Chuck also requested the Board members to take a few minutes and review the meeting minutes from July 7th's meeting.

Finance & Building Plans Report: Chuck began by stating he and Ed have met with the Township regarding the library expansion. The Township is in full support of the expansion project, however, the funds are not available for the total cost of the project.

Ed reported on the financial projections discussed in the meeting with the Township. The goal for the expansion project is no additional millage taxes. Jay Cravens has reviewed the expansion project and the costs involved. Jay stressed keeping $500,000 in the Major Repair Fund for building repairs that may be needed in the future. Ed said that after Jay's review, funds for the expansion project are approximately $1,000,000 short and a budget of $2.2 or $2.3 million is more realistic unless a major gift is received. Marianne asked for clarification regarding the payoff of bonds and monies saved. Ed summarized that with the current monies available and if the Board borrows $2.8 million for the expansion that in the year 2016, $1,000,000 will be short in paying off the principal and interest of the bonds. Chuck also noted that gifts are not included in the $2.8 million projected and said that some funds need to remain in the Building Repair Fund. Chuck then mentioned that the expansion could be proceed with a "bubble contract" - meaning, construction can begin, however, the project is not to exceed a certain dollar amount. Phil summarized steps which have led up to this point noting that wish lists have been developed, various renovations needed to the existing building, etc. Phil also noted that he has met with a sub-committee from the Township and they felt the expansion was too much and the Library Advisory Board needs to assess how much can they really afford and guess a bottom line. Ed said he could re-work some of the figures and develop new numbers based on the Township's growth; which may add more dollars to what the LAB has. Ed noted that if he does this, he could be very conservative and safe with the projected numbers regarding growth. Chuck also noted that not all funds are dedicated to the expansion; some of the monies are being allocated for renovations to the current Library, such as the basement renovation for public access, book drops, meeting room renovation, etc.

Phil asked the Board to consider what approach should be taken with the new information: does the Board want to keep the quality of the expansion to match that of the current building and shrink the square footage of the expansion or does the Board want to keep the square footage of the expansion but not utilize the high quality of materials and construction work? Phil also cautioned the Board not to heavily rely on a private donation. Chuck suggested slowing down a bit regarding the expansion until further contacts can be made asking for a gift. Ron asked Pamela if she knows if any grants are available. Pamela summarized that not much luck has been achieved in the past and this is hard to do. Lynne noted that a solid design and proposal needs to be developed prior to approaching the public for gifts and feels the current plans are not solid enough yet. Some general discussion was held regarding if the Board wanted to reduce the square footage of the project, the Board decided no. Diane also noted that the Skutt Fund which was specifically donated to the Library for children's use; this fund has approximately $100,000 in it.

Chuck asked everyone to take a break from this discussion for a minute and to review the July 7th Meeting Minutes.

LAB Approval of the July 7, 2003 Meeting Minutes: The meeting minutes from the July LAB meeting were approved with some amendments from Lynne; Diane will make the amendments. All in favor with none opposed.

Finance & Building Plans Report Continued: Phil reviewed the Revised Estimate of Cost Report and noted where cost increases have been made since November, 2002, up until July, 2003. Questions arose regarding what is related specifically to the expansion and most of the renovations to the current Library are contingent to the expansion. Jane suggested breaking down the renovations into sub-categories to help define the dollars needed and general discussion was held regarding having two projects: one for the expansion and one for the renovations. Chuck and Ed said that even if this were done, the money still isn't there to complete the project.

Diane also mentioned that only 33% of the branch use is from Cascade residents; 67% utilizing the Library are from other Townships. Ed suggested approaching those cities/townships for financial support of the project. Diane will breakdown the 67% per city/township.

General discussion regarding Ed's projected numbers with increased residences and what renovations were truly necessary was held.

Chuck asked the Board what do you want to do: proceed with the expansion as a "bubble" project instead of as a "brick and mortar"? Chuck also asked if the Board wanted to hold a quick meeting prior to the next Board meeting scheduled for September 8th? Ed stated he could have the new numbers by Sunday of this coming weekend and the Board agreed to meet on Monday, August 18th at 7:30 a.m. in the Library.

Ed also cautioned the Board that if they were to approach other cities/townships for financial support of the expansion, they might ask Cascade for funding of their projects in the future. This needs to be thought out a bit more before approaching other cities/townships.

Chuck concluded that due to the time taken to review Finance & Building Plans Report, the remainder of the Agenda items would be tabled for now unless there were any objections. No further discussion.

Next Meeting:
A brief meeting will be held discussing the Expansion Project on Monday, August 18, 2003 at 7:30 a.m. at the Library.

The next regularly schedule Cascade Township Library Advisory Board Meeting will be held on Monday, September 8, 2003 at 7:00 p.m.

Meeting adjourned at 8:34 p.m.

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