Call to Order and Roll Call
President Bloom called the meeting to order at 6:30 pm. Secretary Yamamoto took roll.
Present: Colin Bird-Martinez, Megan Butman, Susanne Fairfax, Mika Yamamoto, Annie Wilkinson, Virginia Bloom, Kristina Rogers
Also attending: Elsworth Carman (Executive Director), Suzy Antell (Deputy Director), Billy Treece (Director of Finance & Human Resources), Leigh Tarullo (Director of Collections & Technology), Alexandra Skinner (Director of Communications), James Rachlin, Meristem Advisors LLC
Public Commentators: Kina Collins
Approval of Minutes
Monday, January 12, 2026 Finance Committee Meeting
Motion to approve the January 12, 2026 Finance Committee Meeting minutes.
Moved by Butman. Seconded by Bird-Martinez. Approved by all present.
Wednesday, January 21, 2026 Special Board Meeting
Motion to approve the January 21, 2025 Special Board Meeting minutes.
Moved by Fairfax. Seconded by Rogers. Approved by all present.
Tuesday, January 27, 2026 Regular Board Meeting
Motion to approve the January 27, 2026 Regular Board Meeting minutes.
Moved by Wilkinson. Seconded by Butman. Approved by all present.
Monday, February 2, 2026 Governance Committee Meeting
Motion to approve the February 2, 2026 Governance Committee Meeting minutes.
Moved by Bloom. Seconded by Yamamoto. Approved by all present.
Public Comments
Kina Collins provided public comment, announcing her candidacy for Congress in Illinois’ 7th Congressional District. She discussed early voting and the upcoming election, noting that it will be the first time in 30 years that the district will have a new representative. She thanked the Library Board for its proactive engagement during the election cycle, including efforts to connect with community members. She also expressed appreciation for the Board’s support and advocacy, particularly in opposing book bans and supporting immigrant communities. Collins encouraged residents to participate in the upcoming election and to view the President’s State of the Union address, which was taking place that evening.
Trustee Comments and Calendar
The Board reviewed upcoming meeting dates, including the Governance Committee Strategic Planning session on February 26, the Governance Committee meeting on March 9, and the regular Library Board meeting scheduled for Wednesday, March 25.
New Business
Dole Library Intergovernmental Agreement (IGA)
Carman discussed the Dole Library Intergovernmental Agreement (IGA), noting that conversations began in January with Jan Arnold, Executive Director of the Park District of Oak Park, regarding use of the Dole meeting room for after-school activities. The need for additional after-school space for Whittier Elementary School was highlighted. The IGA outlines designated after-school hours, which coincide with peak usage times for the space, as well as exceptions such as election days and occasions when the Library requires priority use. The agreement spans 20 months. Carman also shared that staff were consulted, with feedback reflecting overall support alongside questions about logistical considerations.
Motion to accept the Dole Library Intergovernmental Agreement.
Moved by Yamamoto. Seconded by Bird-Martinez. Approved by all present.
Fund Balance Policy Revision
Treece provided an overview of the Fund Balance Policy. James Rachlin of Meristem Advisors LLC shared his experience working with other libraries on similar policies and described revisions made to improve the document’s clarity and readability. He also provided a breakdown of fund balance components, noting the importance of maintaining flexibility to address cash needs, including capital expenses.
Motion to approve the Fund Balance Policy with proposed revisions.
Moved by Yamamoto. Seconded by Butman. Approved by all present.
Executive Directors Report
Carman reviewed his report, highlighting the removal of the indoor and outdoor lockers and the relocation of the vending machines, along with other changes to the lobby space. He noted the installation of a new automated materials handling outdoor book return, which has seen high usage. Carman also provided an update on the hiring timeline for the Director of Equity and Anti-Racism position, including upcoming interviews. Additionally, he shared progress on the master facilities plan, beginning with a departmental meeting with the architects to review the planning process.
Staff Reports
Strategic Priorities Report
Carman reviewed key highlights from the report, including the promotion and expansion of home delivery services. He highlighted the collaborative intergenerational program Winter Sowing for Seeds, which engaged a diverse audience, and noted improvements to the Library’s IT infrastructure. Carman also reported on the success of the Rapbrary programs, emphasizing strong community support and participation from both local and neighboring areas.
Library Core Use Statistics (2023-2025)
The Board reviewed the Library Core Use Statistics report covering the years 2023 through 2025.
Additions & Separations Report
The board reviewed the Additions & Separations Report for January 2026.
Staff Changes Report
The Board reviewed the Staff Changes Report for January 2026, noting a title change for Claire Ong from Health & Wellness Specialist to Health & Wellness Librarian.
Financial Reports
January 2026 Financial Reports
The Board reviewed the January 2026 Financial Reports. Treece highlighted key elements, noting approximately $2 million in operating cash available at the end of January and average monthly expenses of about $1 million. He also reported that 92% of the expected second installment of tax revenue had been received, with payments from the Cook County Treasurer continuing to be processed.
January 2026 Resolutions on Disbursements
Motion to approve the January 2026 Resolutions on Disbursements
Moved by Bird-Martinez. Seconded by Rogers. Approved by all present.
Committee Reports
Finance Committee
Bird-Martinez provided a summary of the recent committee meeting, highlighting discussions on the master facilities plan, the fund balance policy, and the financial report. The timeline for the facilities master plan was also reviewed, including a presentation from Woolpert Architects outlining the planning process and phases, such as visioning, programming, and the concept phase, with staff and community engagement incorporated throughout.
Governance Committee
Butman provided a summary of the recent committee meeting, highlighting James Rachlin’s presentation on the fund balance policy, discussions on board trustee training, and the upcoming strategic planning meeting scheduled later in the week.
Advocacy Committee
The committee has not met since the last update; however, Wilkinson indicated plans to convene within 30 to 60 days after the hiring of the Director of Equity & Anti-Racism, aiming to meet following the strategic planning session. Copies of the book Belonging Without Othering were provided for the Board, with members asked to read Chapters 1 and 2 prior to the next meeting. Board members are encouraged to share a summary of the chapters, engage with the content, and consider how the insights can inform their support of the Library.
Additional Reports
Intergovernmental Committee (IGov)
Rogers reported that the webpage is nearing completion and highlighted a presentation by Mary Reynolds from the Collaboration of Early Childhood.
Council of Governments (CoG)
Bloom reported on the February 11 meeting, highlighting a collaborative session among boards focused on addressing questions and understanding the balance between their responsibilities as elected officials and the limitations of their roles. She noted efforts to facilitate discussions both among board members and within the community, and the meeting also included a discussion on police responses to ICE-related activities.
PlanIt Green
Carman reported on notes shared by Matt Bartodziej, Director of Facilities, who attended the meeting held earlier in the month. The discussion highlighted the Land Generator initiative, provided an update from the Village of Oak Park on the One Stop Energy Residential Navigator program, and included the Park District’s plans for thermal improvements.
Friends of the Oak Park Public Library
Did not meet.
Out with Purpose
Fairfax reported that the official name of Out with Purpose has been confirmed and is listed on their website.
Collaboration for Early Childhood
Did not meet.
Adjournment
Bloom adjourned the meeting at 8:59 pm.