Notice: The Long Range Planning committee meeting of the Lake Bluff Library Board of Trustees was held with a quorum of Trustees present. The meeting was conducted with all committee members attending in person.

  1. Call to Order: Trustee Shaul called the meeting to order at 10:46 am.
  2. Roll Call: Trustees Shaul and Friedeman were present.
  3. Public Comment: There was none.
  4. Vote to approve Committee Meeting Minutes from March 4, 2024: Trustee Shaul moved to approve the meeting minutes from March 4, 2024; Trustee Friedeman seconded; all voted aye.
  5. New Business
    1. Long Range Planning RFP: The committee discussed funding for the strategic plan and will create a tiered structure ranging from fully Library-led to hybrid to fully consultantled Long Range Planning process. The committee has requested that the Library Director reach back out to Standerfer Consulting to request a more precise cost estimate for strategic planning where we provide completed capital, financial and salary benchmarking plans as well as a list of what a “robust” strategic plan consists of for a library of this size. The committee will request clarification from the Library Director regarding a three versus five year strategic plan.
      1. Major Deliverables for RFP for Consultant: The committee discussed and determined the major deliverables for the RFP, which include:
        1. Complete Long Range Plan as word document (target audience: Board & Library Director)
        2. Presentation deck version of the Long Range plan (target audience: Board & Community Partners)
        3. Development of a one-page, infographic style version of the Long Range Plan (target audience: Community & Patrons)
        4. One remote read out of final Long Range Plan for the LRP Committee
        5. One in-person presentation to the full Board
        6. One flex presentation to support communication with key stakeholders and/or community members
      2. Assign Sections for Writing RFP: The committee assigned the following sections for the RFP Draft:
        1. Renee: Summary & Statement of Purpose, Library Resources
        2. Bonnie: Background (Budget & Financial Planning), Project Objective, Project Scope of Work, Budget
        3. Allie: Background (History, Community & Demographics), Timeline, Proposal Format & Guidelines
      3. Identify Deadline for Draft: Each committee member will complete their RFP draft sections by May 17th for review at the May 22nd committee meeting.
    2. Finalize timeline for drafting, review, finalizing, posting, interviewing and hiring consultant. The committee determined the following timeline for the RFP posting, interviewing and hiring process.
      • May 17th Draft RFP Complete
      • May 22nd Review and Finalize Draft RFP
      • Week of June 1st RFP Posted
      • Month of July Interviews Conducted
      • By August 15th Selection & Hiring of Consultant Complete
    3. Identify and discuss roles for Director, Board, Long Range Planning Committee, Staff: This will be included in the Library Resources portion of the RFP document.
  6. Executive Session(s) if needed: There was none.
  7. Any and all other business that may properly come before this committee: There was none.
  8. Adjournment: Trustee Friedeman moved to adjourn, Trustee Shaul seconded; all voted aye. The meeting adjourned at 11:50 am.

Respectfully submitted,

Alexandra Friedeman

Secretary