Notice: This meeting of the Lake Bluff Library Board of Trustees was held with a quorum of Trustees physically present. The meeting was simulcast for any members of the public who did not wish to attend the meeting in-person at the Lake Bluff Public Library building. Guidelines and access codes were published before the meeting so members of the public could log in. The meeting was recorded, with the recording made available through the Library’s website. As required by law, at least one representative from the Library was present at the Library while participating in the meeting.

  1. Call to Order: Board President Bonnie Shaul called the meeting to order at 7:03 pm.
  2. Roll Call: Trustees Friedeman, Jardine, Zaute, Graziano, Hayes, and Shaul were present; Trustee Jerch was absent. Martha Trotter (CPA, Sikich LLP) and Bettina O’Connoll (Finance Director, Village of Lake Bluff) were also in attendance. Library Director Renee Grassi and library staff member Eliza Jarvi were present.
  3. Additions & Corrections to the Agenda:
    1. Trustee Friedeman requested the addition of the minutes from the January 24, 2024 meeting to the Approval of Board Meeting Minutes section. These meeting minutes did not pass at the February Board meeting due to absences and abstentions.
  4. Opportunity for Public to Address the Board: There was none.
  5. Approval of Board Meeting Minutes
    1. Trustee Jardine moved to approve the Board meeting minutes from February 20, 2024, Trustee Graziano seconded; Trustees Shaul, Graziano, Zaute, Friedeman, and Jardine voted aye; Trustees Hayes abstained.
    2. Trustee Shaul moved to approve the Board Retreat meeting minutes from February 24, 2024, Trustee Zaute seconded; Trustees Shaul, Graziano, Zaute, Friedeman, and Jardine voted aye; Trustees Hayes abstained.
    3. Trustee Hayes moved to approve the Board meeting minutes from January 24, 2024, Trustee Jardine seconded; Trustees Zaute, Hayes, Friedeman, and Jardine voted aye; Trustees Shaul and Graziano abstained.
  6. 2023 Final Audit Report for Lake Bluff Library: Martha Trotter of Sikich LLP presented the 2023 Final Audit Report for the Library for 2022-2023. Ms. Trotter reported that the Library received a clean audit. Bettina O’Connoll presented a Library Funds Summary that mirrors the audit’s presentation of the General and Grant Funds in the Library’s budget. a. Trustee Zaute moved to approve the 2023 Final Audit Report presented by Sikich, LLP, Trustee Hayes seconded; all voted aye.
  7. Library Director Updates:
    1. Director’s Report: Library Director Grassi provided an overview of February 2024 happenings at the library. She highlighted the outcomes from the Board retreat on February 24th, which will go live on the Library website next week. Director Grassi reported on staffing challenges due to one full-time staff member taking emergency 12-week leave and a part-time staff member taking indefinite leave. The Library applied for multiple grants in February to secure funding for community engagement, accessibility change and per capita funds. The Library has also identified a technology grant that is being pursued with a due date at the end of March.
    2. Monthly Statistics Report: Director Grassi provided a Library usage overview, noting that the Library visitor and website page counts were incorrect due to an issue with Google Analytics and Libcal. Once this issue is resolved, the report will be rerun.
  8. Committee Reports (Met)
    1. Bylaws & Policy Committee (CHAIR: Friedeman. MEMBERS: Zaute): The Bylaws & Policy Committee revised the Governance and Organizational Structure Policy to reflect new hours and the combination of the Finance & Technology committee. This revision is being presented to the full Board for review and approval tonight. The committee also reviewed a sample compensation policy to be added to Section 4 of the Personnel Policy. Renee will bring this revision to the committee next month.
    2. Building & Grounds Committee (CHAIR: Jerch. MEMBERS: Berg, Shaul): The Building & Grounds Committee discussed the Engberg Anderson Master Plan Proposal, air quality testing report and possible part-time maintenance support.
    3. Human Resources Committee (CHAIR: Graziano. MEMBERS: Jerch and Shaul): The HR Committee met to review the Library Director’s annual review.
    4. Long Range Planning Committee (CHAIR: Shaul. MEMBERS: Friedeman): The Long Range Planning Committee met after the Board retreat to discuss the initial draft of the long range planning timeline. Phase I (board review of final reports) and II (board retreat) of the long range planning process are complete. The committee is entering Phase III of the process, which includes the engagement of a strategic planning consultant (April-June). Phase IV is formal long range planning that incorporates all aforementioned elements (June-December). A subset of Phase IV is community engagement work, which will be concentrated in September-November 2024. Phase V will be the presentation of the final long range plan presented in December 2024-February 2025.
    5. Engagement Committee (CHAIR: Jardine. MEMBERS: Graziano): The Engagement Committee has put together a calendar of onboarding tasks for Trustees. The committee also discussed developing a cohesive message for engagement with other community groups.
    6. Special Topics Committee (MEMBERS: Zaute, Shaul and Jerch): The special topics committee met to finalize the report stemming from the October 2022 violation of the Library’s Computer Use Policy. (Did Not Meet)
    7. Finance Committee (CHAIR: Hayes. MEMBERS: Shaul, Zaute)
    8. Technology Committee (CHAIR: Berg. MEMBERS: Graziano)
    9. Intergovernmental Committee (MEMBERS: Jerch, Grassi)
  9. February 2024 Financial Reports: a. February 2024 Detailed Revenue & Expense Report: Trustee Zaute moved to approve the February 2024 revenue and expense report, Trustee Jardine seconded; all voted aye. b. February Monthly Check Disbursement (15941-15969): The Board reviewed all checks from February 2024. Trustee Zaute moved to approve checks numbered 15941-15969, Trustee Hayes seconded; all voted aye.
  10. New Business:
    1. Engberg Anderson Proposal for Master Plan: The Board reviewed the proposal from Engberg Anderson for a facility master plan, which includes a three-tier approach to planning that would take approximately 150 days to complete. The Board reviewed the proposal from Engberg Anderson and discussed the proposed cost and scope of the project. Trustee Shaul requested that Engberg Anderson compile a one page project plan that summarizes Parts 1-6 of the proposal. Director Grassi will request this from Shaun Kelly.
      1. Trustee Hayes moved to approve the Engberg Anderson Master Plan proposal not to exceed $18,500 upon the receipt of a one-page summary that details community engagement and timeline, Trustee Zaute seconded; all voted aye.
    2. Discuss and vote to approve proposed policy update to Library’s Governance and Organizational Structure Policy
      1. Trustee Zaute moved to approve the policy update to the Library’s Governance and Organizational Structure Policy with the addition of Friday hours from 10 am to 5 pm, Trustee Friedeman seconded; all voted aye.
    3. Discuss and vote to approve CVI two-year LAN Contract
      1. Trustee Zaute moved to approve the CVI two-year LAN Contract, Trustee Hayes seconded; all voted aye.
    4. Discuss and vote to approve CVI Quote for a Security Server: The Board reviewed a quote for hardware and software to support a future security & camera system, which would be funded by a grant secured in 2019.
      1. Trustee Friedeman moved to approve the CVI Quote for the Security Server, Trustee Jardine seconded; all voted aye.
    5. Hours Pilot Report – Month 2, Feb. 2024: Library Director Grassi reported visit counts, staff leave, and library services. Next month marks a halfway point in the pilot and survey results will be available for consideration.
  11. Library Correspondence: Director Grassi provided an overview of patron correspondence, including Board President Bonnie Shaul’s letter to the public, comment cards, patron feedback letter and an ALA press release regarding a 92% increase in book challenges across the country.
  12. Any and all other business which may come before the Board:
    1. Director Grassi reminded Board members that the Statement of Economic Interest is due May 1, 2024. Trustee Jardine shared a statement that can be included on page 2 of the Statement of Economic Interest if Trustees desire – “Completed following guidance by the Illinois Municipal League.”
    2. Senator Julie Morrison signed on as a co-sponsor to increasing the purchasing limit, per the Board’s resolution from last month.
  13. Executive Session(s) if needed: There was none.
  14. Adjournment: Trustee Zaute moved to adjourn, Trustee Hayes seconded; all voted aye. The meeting adjourned at 9:30 pm.

Respectfully submitted,

Alexandra Friedeman

Secretary