Amanda Kowalcze

Key discussions during the meeting included the Treasurer's Report for November 2025, noting expenses such as a water bottle filling station repair and overall performance being 5% under budget on expenses while achieving 94.64% of budgeted income. Committee reports covered plans for Finance and Strategic Plan Committees meetings, as well as the Policy & Personnel Committee reviewing several policies. Old Business featured a second discussion on the Required and Recommended Renovation Work Project, including the possibility of forming an ad hoc committee, and an update on the Reading Room Project, which had its bid advertisement released. New Business focused on discussing FY 2025-2026 Capital Priorities, such as sound issues in meeting rooms, parking lot improvements, and the creation of specialized spaces, followed by a discussion on the Strategic Plan timeline. The Board also acknowledged an anonymous $20,000 unrestricted donation. The Librarian's Report mentioned upcoming changes effective January 1, 2026, related to FOIA definitions and remote meeting attendance, and updates on staff safety training.

The Strategic Planning Committee conducted its quarterly review of the Strategic Plan progress covering August through September. Discussions included utilizing a recent storywalk to promote library services and card sign-ups, potential engagement tracking methods like QR code surveys, and reviewing new community partners. Progress on 'Space' initiatives, such as completing the HVAC project and starting a regrading project, was reviewed. Experience-related growth areas covered the Library of Things, the Outreach Vehicle Fundraiser, developing a new Person in Charge Manual, and creating a Staff Culture Statement. The committee also reviewed updates to webpages for The Lab, 3D Printer, and Glowforge to enhance accessibility. Additionally, the committee discussed the positive impact of new Senior Planet programs on older community members and continued conversations regarding a native plant inspired landscape plan with potential external partners. Upcoming items include cross-department collaboration and planning the Library's 60th Birthday. Next steps involve presenting the Quarterly Assessment to the Library Board in November and shifting focus in the January meeting toward developing the next Strategic Plan, aiming for a debut in July 2026.

The Policy and Personnel Committee reviewed and discussed several policies intended for forwarding to the full Board. Key discussions included revisions to the Photography & Recording Policy, specifically limiting filming in meeting rooms during private use by non-Library organizations, and the Reference & Readers' Advisory Policy, emphasizing the confidentiality of transactions. In New Business, the Committee discussed the Whistleblower & Anti-Retaliation Policy, noting the need to research a legal definition of retaliation and add a step for complainants to escalate issues to the Library Board President if the Director closes a complaint without perceived thorough investigation. The committee also reviewed the Telecommuting Policy and the Volunteer Policy, suggesting alternative parameters for teen volunteers based on grade level (6th-12th) instead of just age. The committee decided to revisit the Whistleblower & Anti-Retaliation, Telecommuting, and Volunteer policies at the next meeting.

The committee discussed the Reading Room Project, confirming it is out for bid with a prebid meeting scheduled for January 18th. Building and grounds updates addressed a broken window shade, a running toilet, icing in the staff parking lot, and a temporary closure of Study Room 3 due to an odor issue related to a missing weep vent. For improving soundproofing in Meeting Rooms, the committee debated a three-phase window insulation proposal, ultimately requesting additional quotes and limiting the scope to insulating panels beneath the windows. The investigation into the Adult Services Desk location continues, with a decision to keep it in its current vicinity. Regarding FY2026-2027 Capital Priorities, the committee prioritized replacing the staff parking lot drainage pipe, updating existing greenery, and budgeting for professional building painting and rooftop fence replacement. Other considerations included researching projection screen replacements, acquiring a fireproof file cabinet, adding a public bike repair station, and exploring options to contain sound and smells spreading from the break room.

The Finance Committee reviewed the draft Fiscal Year 2024-2025 Audit from Illinois NFP. The Auditor Management Letter noted one material weakness concerning tracking requirements under Government Standard Board (GASB) No. 34 related to depreciations, compensated absences, and net pension liability, which the Library handles annually due to software limitations. The Committee also reviewed routine Auditor's Journal Entry recommendations related to GASB34 tracking, a loan change from February 2025, a copier lease, and the recognition of a matching donation in FY2025. A typo regarding the new debt certificate interest rate was noted for correction. Additionally, the Committee discussed the Fixed Asset Capitalization Policy and concluded that no specific focus areas need to be flagged for the auditors ahead of the October Board Meeting presentation.