Pending Library Board approval at the September 23 regular board meeting
Minutes Prepared By: Camayia Dantzler, Communications Specialist
Call to order and Roll Call
Vice President Bird-Martinez called the meeting to order at 6:33 pm. Secretary Yamamoto took roll.
Present: Colin Bird-Martinez, Megan Butman, Mika Yamamoto, Annie Wilkinson, Kristina Rogers
Absent: Virginia Bloom, Susanne Fairfax
Also attending: Elsworth Carman (Executive Director), Billy Treece (Director of Finance & Human Resources), Alexandra Skinner (Director of Communications), Gabriela Denton (Graphic Designer), Kristen Romanowski (Content Strategist)
Public Comments
There were no public comments submitted in person or in writing for this meeting.
Consent Agenda (Meeting Minutes, Routine Personnel Reports, Partner Reports, Financial Reports, Executive Director’s Report & Strategic Priorities Report)
Motion to approve all items in the consent agenda.
Moved by Yamamoto. Seconded by Wilkinson. Approved by all present.
New Business
Communications Team Staff Presentation
Gabriela Denton, Graphic Designer, and Kristen Romanowski, Content Strategist, presented an overview of the Library’s communications strategy, organized around the why, what, who, how, when, and where of communications.
The Library’s mission and vision guide communications efforts, which focus on informing and engaging patrons and demonstrating how the Library supports the goals of the Oak Park community. The Communications team manages the Library’s digital and visual presence, brand, media and reputation, external communications, marketing to prospective cardholders, and promotion of events, resources, and collections.
The team serves patrons, community members, and staff through a variety of channels, including:
- Email newsletters, including 10 interest-based patron newsletters and communications for new cardholders.
- Print calendars, event posters, brochures, and digital displays, with an emphasis on accessibility and equitable access to information.
- Library News in the Village of Oak Park’s bimonthly OP/FYI mailer and the twice-yearly Storyline magazine.
- Social media, which highlights Library programs, local creators, authors, artists, and community engagement.
- Strategic marketing campaigns targeting residents who are not currently Library users.
Gabriela highlighted a recent postcard campaign that reached more than 3,000 households and resulted in 919 new library cardholders, a 30% response rate. She also discussed the Library’s Metra advertising campaign, conducted in partnership with 13 other libraries along the Union Pacific West line. The campaign has generated 1.8 million views to date, with 3.6 million views projected by year-end.
The presentation also highlights the work the Communications team does, through supporting staff with signage, promotional displays, communications requests, Canva support and training, online calendar support, and other day-to-day needs. Kristen discussed efforts to position staff as experts through media opportunities, social media, and articles and posts published through external and Library channels. The presentation ended with a summary of the many activities that occur on an ongoing basis across daily, weekly, monthly, bimonthly, biannual, and annual cycles and are designed to provide timely, relevant, accessible, and equitable information throughout the Oak Park community.
DRAFT 1–FY 2027 Budget
The Board discussed Draft 1 of the proposed 2027 budget. Billy Treece reviewed the budget and referenced a memo provided to the full Board outlining the following areas:
- Budget process reminder
- Staff budget goals
- Building improvements
Billy reviewed the budget development process, noting that Draft 1 represents the initial version of the proposed budget. Draft 2 will be prepared and presented to the full Board at the September meeting, followed by Draft 3 at the October meeting, when the Board is expected to consider the budget for approval by vote.
The Board discussed staff budget goals and the ongoing work by staff over the past several months to maintain a balanced budget. Staff is working to increase revenues at a rate greater than expenses in order to generate a surplus that can be used to fund certain capital expenses. Key components of the 2027 budget, including revenues, operating expenses, and capital expenses, were discussed as part of the overall effort to develop a balanced budget.
The Board asked questions regarding specific line items in Draft 1, including sales, gifts from the Friends of the Oak Park Public Library, and per-capita grant revenue. The Board also reviewed changes in the wages and salaries, employee health benefits, and IMRF pension budget lines, including the percentage increases and decreases reflected in the draft.
The Board requested that two versions of Draft 2 be prepared for review: one version generally consistent with Draft 1 and incorporating a limited number of changes, and a second version incorporating more significant changes to demonstrate and reflect a balanced 2027 budget.
Reports and Updates: Trustee Comments and Calendar
The Board reviewed the upcoming meetings on the calendar, including the next Governance Committee meeting and the next regular Board meeting. Finance Committee members discussed scheduling the date and time for their next meeting.
Adjournment
The meeting adjourned at 8:07 pm.