Board of Trustees
River Forest Public Library
Facilities Committee – Landscaping Subcommittee- Meeting Minutes
Tuesday, March 29th 3:00 pm


Present: Trustees Harley Beck and Margaret Horstman, Director Sophia Anastos and staff member Joanna Bertucci. Also in attendance were President Joan O’Connor and Trustee Alice Calabrese.

Trustee Horstman calls the meeting to order at 3:10 pm and defers approval of the Minutes until the arrival of Trustee Beck.

Old Business
a. Reports
1. Trustee Horstman shares information about a meeting she attended with Trustee Beck, Director Anastos, and Colleen Hulen of Hulen Landscaping Contractors regarding the landscape design process, choosing a landscaper, requisite experience, and timeline specifications. 
2. Director Anastos shares information about a PlanIt Green meeting she attended in the community with Trustee Beck.

New Business
a. Discussion Timeline
1. Director Anastos shared a document on the Request for Qualifications furnished by Mr. Joe Huberty of Engberg Anderson and discussion about what to include in the RFQ ensued.  The result was the following items would be included in the RFQ:
i. Design plan that incorporates library’s wishlist within a $100,000.00 budget.
ii. Staff with requisite expertise
iii. Ability to provide progressive, sustainable solutions with regards to plants and materials
iv. Ability to present 3D renderings/visuals
v. Firm who can execute the project from beginning to end, as well as 
bid out smaller jobs.
vi. Firm who can conform to our timeline, with the install occurring in Fall 2011.
vii. Ability to meet firm’s Principal or at individual responsible for overseeing our job. 
2. The committee also discussed possible landscape architects who would receive the RFQ.

b. Timeline
1. Director Anastos and Trustee Horstman will prepare the RFQ and have it ready for mailing Wednesday, April 6th.
2. The RFQ will be due on Monday, April 25th by 5:00 pm and the Landscaping Sub-Committee will meet on Tuesday, April 26th at 9:15 to review RFQs.

c. Design Requirements
1. The design must meet the staff needs based on a previously prepared wish list and it must incorporate elements of beauty and sustainability.

Trustee Beck moved to approve the minutes, with amended changes, from the March 15th, meeting, Trustee Horstman so moved and the motion was passed unanimously.

At 5:00 pm, Trustee Beck moved to adjourn the meeting, Trustee Horstman so moved and the motion was passed unanimously.