Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, October 4, 2004 at 7:00 p.m.

Meeting was called to order at 7:05 p.m. and Chuck welcomed everyone to his home for the evening (thank you, Chuck :).

Attendees:
Charles Fry, Library Advisory Board Chairman
Marianne Warnock, Friends President
Barbara Kalinka, Board Member
Robert Vos, Board Member
Jane McRobb, Cascade Assistant Branch Manager
Diane Cutler, Cascade Library Branch Manager
Lynne Marie Quinlan, Finance Committee
Ron Goodyke, Township Trustee
Holly Sturges, Board Member
Maureen Sullivan, Board Member
Wendell Champion, Finance Committee

Excused Attendees:
Ed Dupke, Library Advisory Board Vice-Chairman
Pamela Vander Ploeg, KDL Facilities Planning
Phil Davis, Architect

September 13, 2004 Approval of Meeting Minutes: Chuck asked the Board if everyone had a chance to review the minutes from the September meeting. Ron motioned for approval of the September 13th Board Meeting Minutes, Bob seconded. All were in favor, none opposed. The Board approved the September 13, 2004 minutes.

Campaign Finance Committee: Ron and Lynne Marie have been working behind the scenes with the Finance Committee and have developed a brochure that will be distributed to the Township Board members for the October 13th meeting. Lynne Marie noted that the committee has taken a new approach with the campaign; the theme is "Imagine the Possibilities". The brochure will be distributed to significant donors and will be scaled down for public distribution. General discussion was held regarding the brochure and Ron concluded by saying that although the brochure has been the committee's primary focus, the committee has also been planning ahead and needs the Township's support before taking action.

Tax Exempt Building Funds: Chuck reported due to work of Township Treasurer Mary Carpenter and LAB member Ed Dupke, the "Citizens for the Cascade Library" has been established for donations and contributions. Ron noted one task the Campaign Finance Committee has been looking into is hiring someone to keep updated records of the gifts received. Ron noted the Campaign Cabinet will be a large task and will need to be formed soon. The Board held general discussion. Lynne Marie reminded the Board George Haga, Ada Township's Supervisor, is very interested in serving on the cabinet; he may be the first honorary member.

Presentation to Township Board (October): Chuck distributed "Recommendations for Possible Board Action" and reviewed each recommendation to be presented to the Township Board.

Marianne questioned Item # 3 ($650,000 from the community, gifts, pledges…), if the Township Board would approve without gifts. Ron believes the gifts from Friends and the Skutt Foundation will help. General discussion was held regarding the Township's growth with new homes and Costco being built.

Chuck noted Item # 4; eventually there will be a need to hire someone as a project manager of the construction project to the library. The Township will review the construction bids, not the Library Advisory Board. General discussion was held regarding Fishbeck's involvement in the construction of the project. Ron said he will find out if Fishbeck is interested in the construction aspect of the project as well. Ron also noted that what Chuck presented are the targeted items, the Township Board may have more questions and may not approve.

Chuck requested Board approval of the recommendations and Wendell asked if repairs were covered under "Learning Center", Chuck said he would add something regarding the upgrades (lighting, circulation, etc.). The Board approved the recommendations as a working model.

Maureen Sullivan volunteered to coordinate/track the gifts instead of hiring someone. Ron noted everything involved in that responsibility and Maureen gladly volunteered to coordinate the gifts, thank you, Maureen.

Library Informational Session with New Township Trustees: Diane reported she will schedule a session in October with the incoming Township Board Members.

Friends Report: Marianne said Friends has a special Early Literacy program kicking-off this Thursday evening. Friends' Fall Luncheon is scheduled for October 28th and on November 6th Friends will be holding a paperback book sale in the Program Room; all the paperbacks will be on sale for 50¢.

Marianne shared with the Board that she has resigned as Friends President; Debbie Straub is now President. Marianne said that Debbie's husband travels and Debbie asked Marianne to attend the Library Advisory Board Meetings on her behalf, as Friends representative. The Advisory Board accepted Debbie's delegation. Diane to add Debbie to the Library Advisory Board's distribution list.

Branch Report: Diane reported that KDL has released the 2005 Business Plan that includes goals and objectives for the system. Branch hours of operation will be reduced on Sundays between Memorial Day and Labor Day. Diane noted that the Cascade Branch has not been affected as much as some of the other branches in terms of reduced hours. Overall, patron service cuts were kept to a minimum. Diane also reported that the Collection budget maintained at the same level as 2004; magazine subscriptions will be cut in 2005 for the 2006 subscription year. Jane noted that she and Diane have already reviewed Cascade's subscriptions and this cutback will also be minimal to the Branch.

Diane also reported that the biggest cutback is on the staff training and tuition reimbursements, a seventy-five percent (75%) cut. Also cut was annual staff recognitions on their anniversary. Open discussion was held and the Board asked Diane to ask Friends if they would support the certificates of appreciation.

The RFID (Radio Frequency Identification) project has received cuts as well, but will move forward. Diane described RFID and how it will impact patron services. RFID will include a security system that will reduce theft of CDs and DVDs.

The township Buildings and Grounds department and Diane cleaned out part of the basement last Tuesday for storage of the election equipment. The voter's boxes are nicely stored and there's even room for the snow blower; it looks great.

Diane also said the Library has thirty-five (35) programs scheduled for October: Alliance of Friends Fall Color Tour will be held throughout the month of October; Building Blocks of Learning will be held on Thursday at 7:00 p.m.; Teen Read Week will be held the week of October 17th; Intro to Digital Photography on October 20th; Spanish Story time is scheduled for October 21st; Grossology Workshop, for the teens, is scheduled on October 23rd; Booked for Lunch will be held October 28th and Blue's Clues will be held on October 28th at 7:00 p.m.

Events for November include: Schuler Book Days November 1st through 7th (mention KDL and Friends will receive a percentage of the purchases for their proceeds); Holiday Greeting Cards & Gifts will be held on November 2nd; Enjoying Books will be held on November 4th at 7:00 p.m.; the Fall Book Sale will be held on Saturday, November 6th from 10 a.m. until 4:30 p.m.; Polar Express is on November 11th at 7:00 p.m. and Let It Snow Kickoff with Joseph Finder will be held on November 16th.

Diane also mentioned that KDL has received a $280,000 grant for training and promoting Early Literacy. The trainers work with parents, caregivers and service providers about what they can do to increase a child's reading ability. The Friends' Early Literacy programs support this KDL focus.

Diane also made a bittersweet announcement: Jane will be leaving the branch, Michigan, and the US on October 22nd; she has accepted a position in Markham, Ontario, north of Toronto. Diane said Jane will be an assistant branch manager and will begin on November 8th. Diane gave kudos to Jane for her supreme performance over the years! Thank you, Jane!!! Jane shared some of her future adventures with the Board members and the Board congratulated her.

Emerging Items: Chuck asked if there were any other items for discussion.

Diane noted, in the past, Mike Julien has appointed a Township Trustee to serve on the Library Advisory Board. Now that Ron is the Township Clerk, will a new trustee be assigned? Ron noted that he has been speaking with the Township regarding this and they will decide.

Chuck invited the Board to attend the Township Board Meeting on October 13th.

No further discussion.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, November 1, 2004 at 7:00 p.m. in the Library's Program Room.

Meeting adjourned at 8:30 p.m.

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