Pending library board approval at the August 26, 2026 regular meeting
Minutes Prepared By: Camayia Dantzler, Communications Specialist
Call to order and Roll Call
President Bloom called the meeting to order at 6:36 pm. President Bloom took roll as Secretary Yamamoto was absent from the meeting.
Present: Susanne Fairfax, Megan Butman, Kristina Rogers, Annie Wilkinson, Virginia Bloom, Colin Bird-Martinez*
Absent: Mika Yamamoto
Also attending: Elsworth Carman (Executive Director), Billy Treece (Director of Finance & Human Resources), Leigh Tarullo (Director of Collections & Technology), Alexandra Skinner (Director of Communications), Matt Bartodziej (Director of Facilities), Magda Hebal (Architect & Designer, Woolpert Architects)
*Colin Bird-Martinez was absent at the time of roll call and arrived later during the meeting.
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, Library Core Use Statistics, Position Classification and Pay Policy Review & 2026 Non-Resident Library Cards and Annual Fee)
Bloom entertained a motion to approve all items in the consent agenda.
Moved by Rogers. Seconded by Fairfax. Approved by all present.
Unfinished Business
Strategic Facilities Plan Presentation
Magda Hebal, Architect & Designer with Woolpert Architects, presented the outreach findings from the Strategic Facilities Plan survey. The findings reflect several months of data collection and engagement with community members, staff, and library leadership to better understand current library use and identify community priorities and expectations for the future.
Hebal explained that the Strategic Facilities Plan serves as a long-term roadmap for the evolution of the library’s physical spaces. The plan is intended to support the library’s mission while addressing the needs of its collections, technology, services, staff, and community. She emphasized that the plan is not a building design or construction project, but rather a planning tool to guide thoughtful and informed facilities decisions over time.
The Strategic Facilities Plan consists of five phases:
- Visioning
- Programming
- Concept Planning
- Cost Estimate
- Final Report
Visioning Phase
Hebal highlighted the visioning phase, the first of the five phases, which focuses on data collection and engagement with staff, community members, and stakeholders. The purpose of this phase is to understand what users value, identify current challenges, and gather input regarding the library’s future.
The visioning phase consists of four components:
- Survey Outreach
- Focus Group Surveys
- Department Meetings
- Community Engagement
Survey Outreach
Hebal presented the results of the community survey, which received more than 1,600 responses. Results were organized by Board, staff, and community responses to identify the top priorities of each group.
Board Priorities:
- Enhance comfort, atmosphere, and seating
- Expand meeting, study, and event spaces
- Create dedicated youth and teen areas
- Upgrade staff spaces
Staff Priorities:
- Upgrade staff support spaces
- Provide additional small meeting rooms
- Expand access to power and charging
- Improve the overall inclusive and inviting atmosphere
Community Priorities for the Future:
- 66% – Inviting atmosphere (962 respondents)
- 54% – Quiet areas for reading and study (799 respondents)
- 42% – Browsing and discovering collections (611 respondents)
Existing Community Challenges:
- 44% – Parking and site access (485 respondents)
- 24% – Noise levels (265 respondents)
- Limited meeting and gathering spaces (134 respondents)
A total of 1,161 respondents provided at least one written comment. Among the “other” responses, the most common themes included:
- 54% – Technology, digital equity, and remote work (630 respondents)
- 28% – Books, collections, and literacy services (330 respondents)
- 25% – Community gathering (293 respondents)
Focus Group Surveys
The second component of the visioning phase involved targeted focus groups designed to provide a deeper understanding of the needs, experiences, and perspectives of specific user groups. The focus groups included:
- Middle and High School Students
- Older Adults
- Storytime and Caregiver Focus Group
- Supported Families Focus Group
- English Language Conversation Participants
Hebal noted that consistent themes emerged across all five focus groups, including welcoming spaces, accessibility, flexibility, learning opportunities, and community connection.
Middle and High School Students: Participants identified a need for dedicated spaces and social areas, quiet study environments, and places to charge electronic devices.
Older Adults: Participants emphasized comfort, natural light, accessibility, community gathering spaces, and opportunities for lifelong learning.
Storytime and Caregivers: Participants emphasized interactive children’s environments, age-specific spaces, family-friendly amenities, and access to collections.
Supported Families: Participants highlighted inclusive design, sensory-friendly spaces, accessibility, quiet areas, and flexible spaces.
English Language Conversation Participants: Participants identified meeting spaces, conversation areas, accessibility, and environments that support learning and community connection as priorities.
Department Meetings
The third component of the visioning phase consisted of department meetings, during which Hebal and Amy Schmieding met with each library department to discuss staff goals and visions for the future. These conversations provided additional insight into day-to-day operations and staff experiences within the building.
The department meetings also helped identify public-facing opportunities and behind-the-scenes operational challenges that may not have been evident through the survey results alone. Hebal identified ten key vision items expressed by staff for the future library, with the highest-priority items including improved accessibility, enhanced collections, expanded technology services, and improved service desks.
Hebal also presented the results of a library trends exercise in which staff were asked to identify emerging trends observed at other libraries. Four visioning boards—Adult Services, Middle & High School Services, Children’s Services, and Community Spaces—were presented during the department meetings. Staff used Post-it notes to identify trends they considered most important to themselves and the library.
The three trends receiving more than five responses were increased access to power, staff access to rooftop space, and additional staff parking.
Community Engagement
The fourth and final component of the visioning phase was community engagement. During Day in Our Village, residents were invited to participate in the Strategic Facilities Plan process by reviewing visual examples of library trends and identifying those they considered most important to the library’s future using Post-it notes.
Hebal noted that the community responses closely aligned with staff feedback. Trends receiving strong interest included quiet reading spaces, expanded access to technology, sensory-friendly children’s environments, dedicated play spaces, teen collections, flexible community spaces, and individual study areas.
Hebal concluded the presentation by noting that the visioning phase is now complete and that the project will move into the programming phase. The remaining phases will include concept/master planning, cost estimating, and development of the final report.
The presentation concluded with a question-and-answer session. Board members asked questions regarding specific library trends and spaces, as well as strategies for reaching specific audiences to gather additional feedback and share information throughout the planning process.
Reports and Updates: Trustee Comments and Calendar
Bird-Martinez mentioned the Friends of the Oak Park Public Library and thanked the student volunteers for their assistance with the breakdown following the Annual Book Fair. The board reviewed the calendar of upcoming committee and regular meetings. The next Governance Committee meeting is scheduled for Monday, August 17 at 6:00 pm, followed by the Finance Committee meeting on Thursday, August 20, with the time to be determined. The next regular meeting will be held on Wednesday, August 26 at 6:30 pm, and the following Governance Committee meeting is scheduled for Tuesday, September 1 at 6:00 pm
Adjournment
The meeting adjourned at 7:43 pm.