Library Advisory Board Minutes

Cascade Township Library Advisory Board Meeting
Monday, April 18, 2005 at 7:00 p.m.

Attendees:
Charles Fry, Library Advisory Board Chairman
Ed Dupke, Library Advisory Board Co-Chairman
Diane Cutler, Cascade Library Branch Manager
Laura Weld, Cascade Library Asst. Branch Manager
Pamela Vander Ploeg, KDL Facilities Planning
Barbara Kalinka, Board Member
Debbie Straub, Friends President
Maureen Sullivan, Board Member
Lynne Marie Quinlan, Board Member
Mary Carpenter, Historical Society
Ron Goodyke, Township Trustee

Excused Attendees:
Holly Sturges, Board Member

Guest(s): Marion Robinson, Friends Representative
Marilyn Meyer, Friends Representative
Marianne Warnock, Friends Representative
Pete Paap, Historical Society Representative
Joann King, Historical Society Representative
Pamela Daugavietis, Historical Society Representative
Vic Jillen, Historical Society Representative

Chuck welcomed the attendees, thanked them for attending tonight and adding a significant contribution to the Library's Expansion Project.

Chuck also noted "kudos" to the Library for their recent award from "On The Town Magazine" that awarded the branch the Silver Award for 2004 for outstanding service. Congratulations!

Building Committee Report: Chuck reviewed the e-mail he distributed previously regarding tonight's special meeting with those closely involved with the Library Expansion Project. Chuck noted that a meeting was held this morning with Ron, Diane, the Township Manager, himself and a few others regarding the project. Chuck asked Diane to summarize the morning's discussions.

Diane began by explaining the exterior drawings of the Library and the expansion will maintain the architectural identity of the building. Diane described the 9,500 square feet to be added in the back of the building including the lower level expansion. Diane noted the two (2) stairwells into the lower level and the new area to be utilized by Friends for book storage and the July sale. Diane noted the current Friends area would become storage for the Township; the voting machines from the Buttrick Fire Station will be stored here.

After reviewing the changes to the lower level, Diane continued with the main level. Diane began with the current Program Room that Friends donated, the room will accommodate up to sixty (60) people/children and frequently, the Library is experiencing attendance numbers far greater than this; some programs have drawn up to two-hundred (200) children and their parents.

The Library is also focusing on the area of customers they're losing - teens. The staff has been speaking with the teens asking them what would keep them using the Library and noted how the current Program Room will become the new Teen Area. The area will have glass walls to allow for privacy but yet supervised by staff on a continuous basis. Diane also noted where the staff would be located in relation to the new Teen Area.

Diane noted the circulation desk would be re-constructed. RFID tags are being added to the Library's materials to prevent theft and speed-up the check-out process. Diane noted the new circulation desk would keep the three (3) current stations and add three (3) self-check stations.

The book drop will have a conveyor installed to help the staff minimize their bending to pick up books since the bin will have a pressure-sensitive base to keep the books at a reasonable level for the individual to retrieve the books from. Diane also noted that staff often comes into the Library during the holidays to empty the book drop, seems customers love to drop off their books on the holidays and if the bin isn't emptied, customers will not be able to return their books.

Diane also noted the Township Board Meeting area to be added. The Township is in support of this area for use of their Township Meetings and other Board Meetings within the Township (i.e. Planning & Zoning Commission, Community Foundation, etc.). The room will accommodate the furniture currently in the Township's Museum and will be kept locked when not in use.

Diane also noted the proposed Children's Program Rooms # 1 and # 2 (as part of the large program room area) noting this area designated for the children would keep them from disturbing the other patrons.

Diane reviewed the new designated Friends Book Sale area and explained the Library's current floor plan/book shelving. If the shelving configuration were to be kept the same, the new program room would not be located conveniently to the children's books. Diane also noted that the idea was proposed this morning to change the current adult reading room into part of the children's area and rearrange the children's bookshelves around the alcove. Diane has asked her staff to develop various floor plans with the children's shelving and tables, etc. around the current adult reading area. Diane noted that the Friends booksale and designated Historical Room would remain as the drawings indicate.

Diane noted that various staff members have been working with the kids' collection and how to rearrange the books. Children's bookshelves are lower, thus creating a visual towards the children's collection since the area will be more open. The interior design for the Early Literacy room is currently being developed and the idea of separating the children's area with different colored carpeting (maybe a yellow brick road theme) has been suggested to more clearly help identify the area. Diane noted the staff is committed to make the ideas work.

Chuck opened the meeting for discussion to the attendees. Clarifications were given to Friends' new areas and the Special Services Room and the equipment stored in there.

Chuck also noted that the Township would be financially contributing towards their new area since it will help save them from building a new building for Township Meetings.

Diane also further explained the potential the new program rooms have to offer: Friends luncheons, theater seating, etc. and the area is very flexible with expanding walls to accommodate large groups. Diane also noted that Program Room #1 will have vinyl flooring, the others carpeting. The reason for the vinyl flooring is easier to clean up after the children's activities regarding glue, glitter and other materials used.

Ron noted the Library Advisory Board and Library Staff have been planning this project for a long time and it definitely contains something for everyone. Ron noted the importance of children at a Library and thanked Marion for keeping the teams focused. Ron also noted the importance of the Historical Society and Friends who have supported the Library so much.

Open discussion was held regarding the Historical Room and if book shelves would block the display cases and signage to the Library. Diane noted the room would be identified on the bulkhead above the room; new signs would be hung in the Library once changes are underway and a new directory/floor plan will be displayed. Diane also explained the glass shelving to display historical artifacts and the room may also be closed off from the rest of the Library or, if Historical is using one of the program rooms, the Historical Room could be opened for their events without connecting to the main Library.

Marion questioned if the children would have the same square footage in the new area and Diane noted the staff would make it work. The books and shelves need to be planned first, then develop areas for the chairs and tables and possibly add children's computers. Pamela also noted that the children's area will be designed with bright colors and it will be very obvious where the children's materials are.

Questions arose if holding more programs at the branch would mean more work for the staff. Diane noted that programs might be added once the expansion is completed but, for the time being, the new program areas will allow for better accommodations for those who attend the programs and have been squished into tight quarters due to space restrictions. Diane noted that KDL has "interchangeable staff" and explained how staff members from East Grand Rapids and Spencer have been added to assist with hours at the Cascade Branch. Diane noted that when the branch opened in 1996 there were a total of nine (9) staff members, three (3) full-time. Now the Library staffs twenty-two (22) employees. Pamela also noted that the need already exists for more room for the children, the attendance numbers are already there, just need more space.

Lynne Marie noted that the theme for the expansion project has been "Imagine the Possibilities" and the Library Advisory Board has researched and planned to accommodate all within the community. The plan is very exciting!

Chuck noted that the architect continues to work on the plans and they hope to gain support from the neighboring township and other major contributors.

Maureen also noted that a tri-fold brochure is being developed that will include the floor plans of the project and other information such as the art piece that would recognize donations from the residents. Lynne Marie also noted that Friends has donated $100,000 for the project and they have also received two (2) gifts of $50,000 each.

Chuck asked if all attendees affirm tonight's plan as presented and Lynne Marie noted that Friends is very supportive of the early literacy area.

Mary thanked the members from the Historical Society for attending and general discussion was held regarding staffing the new Historical Room with Historical Society Members.

No further discussions.

Chuck thanked everyone for attending.

Next Meeting:
The next Cascade Township Library Advisory Board Meeting will be held on Monday, May 2, 2005 at 7:00 p.m. in the Library's Program Room.

Meeting adjourned at 8:04 p.m. "Amen!"

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