Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, September 13, 2004 at 7:00 p.m.

Meeting was called to order at 7:04 p.m. and Chuck thanked everyone for attending and the members shared their summer experiences.

Attendees:
Charles Fry, Library Advisory Board Chairman
Marianne Warnock, Friends President
Barbara Kalinka, Board Member
Pamela VanderPloeg, KDL Facilities Planning
Jane McRobb, Cascade Assistant Branch Manager
Diane Cutler, Cascade Library Branch Manager
Lynne Marie Quinlan, Board Member
Ron Goodyke, Township Trustee
Holly Sturges, Board Member
Maureen Sullivan, Board Member

Excused Attendees:
Ed Dupke, Library Advisory Board Vice-Chairman
Robert Vos, Board Member
Phil Davis, Architect

June 7, 2004 Approval of Meeting Minutes: Chuck asked the Board if everyone had a chance to review the minutes from the June meeting. A few minor corrections were noted and Diane will make the revisions. Ron motioned for approval of the June 7th Board Meeting Minutes, Barb seconded. All were in favor, none opposed. The Board approved the June 7, 2004 minutes.

Campaign Finance Committee: Ron extended his thanks to Wendell Champion, Lynne Marie, Diane, Chuck and Pamela for their assistance in writing a case statement. The committee has reviewed how much money to raise and think the financial goal is reasonable. Ron asked the Advisory Board if they want to present the case statement to the Township Board and if so, present to the current Board or to the new Board after November 20. Chuck supported the good work of the committee and reviewed some of the information previously distributed to the board members. Ron noted that the committee did meet with a professional in the fundraising area and they have developed plans to target various donors.

Marianne motioned for approval of the proposed plans; Holly supported the motion. All in favor, none opposed; motion carried.

Tax Exempt Building Funds:
The Fundraising committee had informally asked the Friends if the Friends would be willing to be the organization of record for receiving donated money for the expansion. Marianne is concerned over the co-mingling of funds between Friends and the Township. The Friends needs to protect their 501c3 status. Marianne noted she has reviewed documents of Incorporation and there are legalities and accounting assistance needs involved and wants to make sure the funds are not co-mingled. With an informal vote at that morning's Friends' Board meeting, the Friends were not in favor of being the organization of record for the fundraising project.

Presentation to Township Board (October/November): Ron asked the LAB if they wanted to approach the Township Board now or once the new board has been installed. The Library Advisory Board agreed to approach the Township Board as soon as possible and agreed to ask for time on the October agenda. Chuck explained that the LAB should update the Township Board on the proceedings of the expansion and ask for permission to approach the public for gifts.

Ron suggested that the Township Board might develop a sub-committee to help with donations. The Library Board agreed to approach at the Township's October 13th Board Meeting and also present the case statement at the meeting.

Library Informational Session with New Township Trustees: Diane noted that the Township Board has seven (7) members on the Board of Directors and four (3) new members will take office in November. Diane wants to form a positive relationship with the new trustees and would like to explain KDL and the branch to the new trustees: Rob Beahan, Brian Currier, and Jim Koessel,. Sandi Frost Parrish is returning for a second term. Diane was visioning inviting the new members to a two-hour session at the Township Library prior to their installation. The Advisory Board unanimously supported Diane's session.

Friends Report: Marianne began by noting the July 4th booksale raised over $11,800.00 and the Perpetual Sales are raising approximately $1,500 per month. Approximately 600 boxes of books were sold at the annual booksale.

Marianne also noted that Friends have received roughly 220 boxes of books since the July sale. The Friends gave several boxes of romances to KDL's Walker branch. The Grand Rapids Public Schools is in need of some children's books and one of the correctional facilities is also asking for some.

The Friends have decided to rethink how they do the bag sales at the July sale due to too much confusion this year.

The Friends are working on an Early Literacy series of programs. At the first session, three educators will discuss practical ways parents can help promote reading. The first program is scheduled for October 7th and Jacque Viol, Youth Specialist has been very helpful

Branch Report: Diane said the staff is recovering from the busy summer and children's programs they had at the Branch. Over two hundred (200) children attended one program. The Branch staff spent a lot of time talking and campaigning for the August elections. General discussion was held amongst the Board about the August election.

Diane also said she has starting talking the East Grand Rapids Branch regarding hosting their branch's youth programs when they move into their temporary facility. East Grand Rapids Branch is looking for program space from Spring 2005 through Fall 2006. Currently, both branches host youth programs on the same days and times and the youth librarians are looking at calendars to see what can be worked out.

Diane said the Branch staff is very excited about the literacy programs beginning on October 7th. There will be an attendance limit of fifty (50) attendees and a waiting list will be created.

The Cascade Branch will be storing the township's voting machines because their former "home", the Buttrick Fire Station will be undergoing construction soon. The Branch is starting to get some face-lifts to the building. Over the years, book carts have been banged up against the walls and have removed pieces of drywall and wallpaper. The Branch has new carts that are smaller and this should help alleviate the problem in the future.

Diane also commented how fortunate Cascade Township is and its community support of the KDL branch. While vacationing, she visited some of the libraries (of course) and noted how some books were too dirty to touch, long lines at the counters, high printing costs and volunteers (rather than staff) run the library. Diane came back feeling very blessed for what Cascade Township, and KDL, has.

October 4, 2004 LAB Meeting: Chuck invited the Library Advisory Board to his house for the next meeting on Monday, October 4th. The Board graciously accepted the Fry's invitation and Diane would distribute maps to the Fry's house.

Emerging Items: No other items of discussion at this time.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, October 4, 2004 at 7:00 p.m. at the Fry's.

Meeting adjourned at 8:15 p.m.

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