Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, February 2, 2004 at 7:00 p.m.

Meeting was called to order at 7:04 p.m.

Attendees:
Ed Dupke, Library Advisory Board Vice-Chairman
Pamela Vander Ploeg, KDL Facilities Planning
Marianne Warnock, Friends President
Barbara Kalinka, Board Member
Jane McRobb, Cascade Assistant Branch Manager
Diane Cutler, Cascade Library Branch Manager
Lynne Marie Quinlan, Finance Committee
Ron Goodyke, Township Trustee
Robert Vos, Board Member
Maureen Sullivan, Board Member
Phil Davis, Architect

Excused Attendees:
Charles Fry, Library Advisory Board Chairman
Mary Carpenter, Historical Society
Holly Sturges, Board Member

Ron began the meeting, Ed was running a little late, and welcomed the group.

January 5, 2004 Approval of Meeting Minutes: The January meeting minutes were distributed. A few miscellaneous articles were noted and Diane will revise the minutes. Ed requested a motion for approval of the January LAB minutes. Ron motioned for approval and Bob seconded, all in favor, none opposed. Minutes approved.

Librarian's Report: Diane reported that the Teen Advisory Group would be meeting on Friday, February 13th. One item on the agenda is to obtain teen patrons' input regarding the expansion/renovation project. Diane noted that there are approximately ten teens who attend this group. Ron suggested Diane contacting some of the area schools for additional input.

Diane reported that February is the "Plastic Block Program/Project" where children will be able to build something at home out of the plastic blocks, similar to Lego's, and bring it into the Library for display and judging. Phil has agreed to be one of the judges and Diane is currently speaking with the Township Building Inspector and maybe a judge who's in the construction profession to also be judges.

Diane reported that Friends donated $200.00 in 2003 to the Kent County Literacy Council, and an additional $200 to purchase Adult Basic Education books. These beginning readers, specifically for adults, are starting to come into the branch.

Diane noted that her series of Strategic Planning Meetings have concluded. She served on the "Acceptable Substitute Committee" and their goal is to recommend to a patron a "substitute" book to read while waiting for one that is on request. Diane mentioned that Ed has been serving on the "Perpetual Millage Committee".

Ed shared what the "Perpetual Millage Committee" has been doing and noted that if a perpetual millage were developed, legally, residents would be financially responsible forever. There are both good and bad considerations with a perpetual millage.

Marianne noted a Grand Rapids Press article regarding Martha Smart, KDL Director, receiving a 6% raise recently when Cascade Township and other employees are only receiving 2-3%. Pamela noted that the KDL Board gave her that increase due to performance merit as well as the annual cost of living increase. Marianne shared public perception over this increase and the publicity.

Pamela appreciated hearing information on community perception regarding the Director's raise and will share that with the Director. She also indicated that KDL is not overconfident about the millage but feels very strongly that KDL product is strong and something the community can be proud of. Pamela shared plans for an "Information Campaign" and the work that needs to be done to achieve favorable votes.

Diane noted the new rosters distributed and Bob has FINALLY stepped into the technology-era and has purchased a home computer : Bob's new e-mail address is: barovo2@aol.com.

Diane received a phone call from the Cascade Wal-Mart asking her to come pick up her check for $600.00. Diane inquired as to what the check was for and they said the Library. When Diane picked up the check she learned that Wal-Mart has a grant they provide each quarter. The fourth quarter 2003 grant was not used and the Cascade Wal-Mart contacted Corporate as to whom they could issue the grant money to and Corporate suggested the local library. Diane to start file to note this contribution for future donations.

Diane proudly reported that in January 2003, she challenged her staff to increase the book circulation by 7%. THEY DID IT!!! Diane shared that the year the Library opened, 1996, circulation was 160,000; in 2003 the circulation is 402,000!

General discussion was held regarding the Literacy books from Friends; can these be circulated throughout the other branches? Diane said they are rarely requested and Wyoming and Kentwood branches also have the materials. Ron suggested putting an article in the newsletter and website. Diane to submit article to the Township for inclusion in their newsletter.

Township Expansion Project Update: Ron reported that the Fundraising Cabinet met last week and shared general conclusions regarding the expansion project. The Cabinet is very enthusiastic over the Library Expansion Project but feels everyone may be getting ahead of himself or herself. Ron shared a timeline the Cabinet has developed if the KDL millage is approved. In mid-January through June 2004, the Cabinet would like to see a case study showing support of the project, share floor plans; hold informed discussion and preparing materials. August through October 2004, the fundraising committee would be trained and October through June 2005 would be designated for fundraising. Ed noted this would delay the expansion for another year. Lynne Marie also noted that committee members cannot be asked to serve on the committee until dates are defined and that cannot happen until the outcome of the KDL millage. Lynne Marie also clarified that if the millage does pass, printed materials can be distributed to the public on August 4th. Ron summarized that the Township Board will have to approve the expansion project after the millage passes and their meeting will be the 2nd Wednesday in August. Based on millage approval, Ron could foresee Township approval the 2nd Wednesday in August, commitments by December 2004 and break-ground Spring 2005. Phil cautioned about delaying the project too long because construction costs could go up. Ed summarized by stating to be fiscally responsible as a Township Board, the KDL millage needs to pass.

Financial Policy Update: Ed summarized that two private donations of $1,000 each from the Quinlans and Frys has been received. Ed shared information learned regarding 501(c)3 formation and one was established in 1995 and wondered if gifts received for the expansion project could go into there; however, it has been closed. Ed said that it would cost approximately $500 - $800 to establish a 501(c)3 due to numerous applications which need to be filed and reviewed by an attorney. Ed expressed some concern using part of the $2,000 donation for filing of the 501(c)3 and thought maybe this expense could be shared with the Community Foundation and Ed will investigate. Ed also said he has shared brief discussion with Sandy regarding the Township Foundation and she noted that the foundation may not work, must have minimal balance and the LAB may not have that amount yet. Ron said he will share this information with the Township trustees and Ed will also contact Jay Cravens for other avenues to pursue.

Ed also shared that while researching what other libraries have done, such in Grand Rapids Public Library, they have developed a perpetual millage and endowment - they are not under the KDL millage. Pamela cautioned that there are risks with endowments and perpetual millages. KDL is faced with future demands on staff and is at the mercy of the communities since the buildings are owned by the Townships/cities. Pamela shared general millage history and the last millage increase was 4-years ago. Pamela stated with the right funding, a community could leave the district but the library would experience an increase in taxes and expenses. General questions arose regarding KDL's ballot and Pamela stated the ballot language is due to the County Clerk in May; the KDL Board is still working on millage amounts, whether it will be one question or two, and related issues.

Pamela requested the Library Advisory Board's support of the KDL millage. She noted that KDL would be happy to do presentations for any of their groups or committees. Marianne stated she would approach Friends and see if they would allow a short presentation. Marianne also suggested KDL approaching the PTO's of local schools before dismissed for summer vacation. Diane commented that Forest Hills has really closed its doors to the library and should focus on people who can open those doors for us. Pamela requested any suggestions be e-mailed to her.

Ed asked if there were any other negatives the Board was hearing that should be addressed. Marianne said the economy is starting to turn around and that's good. Ron noted that there will be a lot of millage competition on the ballots: zoo, fire department, 911 will all be voted upon.

Friends Report: Marianne and Lynne Marie quickly shared that D & W was offering a portion of their sales donated to the Library and it was good on purchases, today, Tuesday and Wednesday. Marianne distributed the D & W information. There are 40,000 books downstairs. Lynne Marie noted the Friends approved a $14,000 budget request from the Cascade branch, $10,800 of which was for materials.

Preliminary Building Plans: Phil distributed floor plans and noted adjustments in the Special Services room. Phil discussed various seating arrangements in the program areas and the developed renovation areas (Friends Sale area, Staff area, book drop, etc.). Some concern was expressed amongst the Board members regarding the new circulation area and the flow of traffic and self-check out areas. Diane wants to develop "visual lines" to help flow the people throughout the area. Phil noted the new teen space and Diane said the staff still needs to evaluate the young adult and children's area as there needs to have better definition between the early readers and the older ones.

Phil also showed the catering room and Lynne Marie asked if the catering room could be moved into the Yard Storage Area to make it larger. Marianne noted that more room would be needed in that area because they would be serving up to 80 people and caterers she's been speaking with need space. Discussion was held regarding if a dishwasher is necessary and other necessities. Phil to develop various "levels" of catering areas/kitchen for the Library's needs.

Ron distributed the revised estimate cost of the project and Phil summarized the totals up to February 2004. Phil discussed what would be needed if additional basement area were done and Phil will develop plans and budget to renovate half of the area in the basement.

Phil unveiled exterior drawings - BEAUTIFUL, Phil, love the palm trees! Diane asked where the exterior mechanicals would be placed, and Phil believes in the back of the building. Pamela noted the current lighting issue in the parking lot and is this problem addressed in the new plans. Ron thought the current lighting issue could be presented to the Township.

Phil said he can forward the electronic files of the graphics so they can be included in the PowerPoint presentation.

Ed asked Phil to continue to develop plans for the downstairs addition and to budget $100,000 - $140,000 for the area. Phil concluded that he would like to wrap up the plans for the kitchen/catering area and the addition in the basement.

Concluding Remarks: Ed asked if anyone had anything else to add or share.

No further comments.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, March 1, 2004 at 7:00 p.m.

Meeting adjourned at 9:08 p.m.

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