Board Agendas and Minutes

The following are this year’s agendas and minutes from the Library Board of Trustees in chronological order. If you wish to see the agendas and minutes from previous years, click here.



Agenda – March 13, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

March 13, 2017 at 4:45 PM

                                           Location: Saguache Public Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • Assignments and Commitments Review
  • Approval of the Minutes from February 13, 2017 Regular Meeting.
  • Advocacy Review
  • Public Input
  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report (Thom Ontko/representative of FOL)
  • Saguache Friends of the Library report (Hillary Conroy/representative of FOL)
  • MOU Review

 

  • Other Business
  • Ratify Town of Crestone Meeting Decision (Debbie Westra)
  • Foundation Proposal (Richard Adams et al.)
  • Future Library Discussion
    • Land Update: Town of Crestone Property (Megan Riley)
    • Marketing Committee Next Steps (Megan Riley, Michael Pacheco)
    • Next steps (All)
  • Logo Discussion (Sarah Koehn Frey)
  • Policy Review (All)
    • Personnel Handbook

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Debbie Westra)
  • Public Input
  • Executive Session (optional)
  • Adjourn (Debbie Westra)

Agenda – February 13, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

February 13, 2017 at 4:45 PM

                                               Location: Baca Grande Library

 

  • Call to Order (Michael Pacheco)
  • Approval of Agenda (Michael Pacheco)
  • Assignments and Commitments Review
  • Approval of the Minutes from January 9, 2016 Regular Meeting.
  • Advocacy Review
  • Public Input
  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report (Thom Ontko/representative of FOL)
  • Saguache Friends of the Library report (Hillary Conroy/representative of FOL)

 

  • Other Business
  • 2017 Board Elections (Michael Pacheco)
  • Annual Administrative Agreement (Michael Pacheco)
  • Policy Review (All)
    • Financial Policy
    • Internet Use Policy
  • Future Library Discussion
    • Land Update: Philleo property (Marketing Committee)
    • Marketing update: Attendance and Commitment (Marketing Committee)
    • Next steps (All)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Michael Pacheco)
  • Public Input
  • Executive Session (optional)
  • Adjourn (Michael Pacheco)

Minutes – January 9, 2017

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Attendees: Board members Debbie Westra, Chair; Michael Pacheco, Vice-Chair; Kathy Geddes, Secretary; Amy Garoutte, Treasurer; and Megan Riley. Other attendees: Sarah Koehn Frey, Library Director; Lisa Cyriacks, NSCLD Bookkeeper; and community members Richard Adams, Don Geddes, Haley Marcus, and Jake Marcus.

 

  • Call to Order

Westra called the meeting to order at 4:45 PM.

 

  • Approval of Agenda

Westra asked to move the executive sessions to immediately after the approval of agenda. Pacheco made this motion, Riley seconded, and the motion passed unanimously.

 

Executive session

Pacheco moved to go into executive session for the following reason: (§24-6-402(4)(a), C.R.S.), the purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest; and/or (§24-6-402(4)(e), C.R.S.), developing strategy for negotiations, instructing negotiators, and determining positions relative to matters that may be subject to negotiations. Garoutte seconded, motion passed unanimously. Executive session began at 4:47 PM.

Executive session ended at 5:08, and the board resumed regular meeting.

 

Executive session

Riley moved to go into executive session for the following reason: (§24-6-402(4)(f), C.R.S.), personnel matters. Geddes seconded, and the motion passed unanimously. Executive session began at 5:10 PM.

Executive session ended at 5:28 PM, and the board resumed regular meeting.

 

  • Assignments and Commitments Review

Koehn Frey indicated all assignments and commitments had been completed. Geddes wondered whether Cyriacks had contacted the county assessor to determine how the USDA classifies agricultural land. Cyriacks is waiting on a call back from the assessor. Koehn Frey related her conversation with county commissioner Jason Anderson, who suggested Wendi Maez may be better suited to answer questions relating to agricultural land use and the USDA’s classification system.

 

  • Approval of the Minutes from December 12, 2016 Special Budget Hearing, December 12, 2016 Regular Meeting, and December 21, 2016 Special Meeting

Riley moved to approve all three sets of minutes, Geddes seconded, and the motion passed with Pacheco abstaining, as he was absent from those meetings.

 

  • Advocacy Review

Riley will create an article for the February Eagle. Geddes’ article will be submitted to the Crescent.

 

  • Public Input

Don Geddes related his disappointment in the outcomes of the meeting with the Board of County Commissioners and the County Assessor. Geddes would like to write a letter to both the assessor and the state agency that oversees the assessor’s office. The letter would contain specific questions for the assessor. He assured the library district the letter would be from a concerned citizen, not from any special district (including the library district). Pacheco asked him to copy the letter to the library district.

 

  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals Review of Credit Card Statement
  • Approval of Check Register

Geddes had a question on the budget vs actuals. Garoutte moved to approve the check register, Riley seconded, and the motion passed unanimously.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

No member of the FOL was present.

  • Saguache Friends of the Library report

No member was present. The next meeting will be held in February.

 

  • Other Business

 

  • Director Leave Discussion

An executive session was held.

In regular meeting, Garoutte moved to change Koehn Frey’s contract to make her an hourly employee at a current rate of $21.52/hour, and that Koehn Frey can use her paid time off as she would like, or may take unpaid leave time while she is in Kansas caring for her mother. Riley seconded. The motion passed unanimously. This change will take effect January 1. Pacheco also let Koehn Frey know that the board members will check in with the staff members weekly while Koehn Frey is gone. Koehn Frey also let the board know that the boiler went out, and that Eric Frey and Mike Norris spent many hours over a weekend fixing it. The board will send a thank you note to both of them.

  • Landowner Conversation
    • An executive session was held.

No motions came from the executive session. There is no extension on this land deal, and the library district is not pursuing it further.

  • Policy Review
    • Meeting Room Policy
    • Displays and Exhibits Policy
    • Snow Closure Addition to Emergency Policy

Geddes moved to approve all three, Garoutte seconded, and the motion passed unanimously.

  • Future Library Discussion
    • Land purchase update

The previously contracted land is unavailable to be purchased at this time.

  • Marketing update

The marketing committee is meeting once a week. Upcoming events/fundraisers: Fundraiser kick-off on January 21 to update community on where the project is and how the community can be involved. A dinner is being planned at the Desert Sage with speakers. There is talk of a silent auction and dinner at the brewery. Scott Swartz has offered to do a fundraiser Grateful Dead show.

The marketing committee has a bottle at the brewery, and is looking for more carboys for other locations.

Garoutte complimented the marketing committee on the work they are doing.

The board discussed where the money from FOLs’ fundraising for the building fund is going.

Pacheco questioned whether there are rules for the marketing committee, and whether there should be an appointed leader, and if there should be approved members to keep the meetings more on point. Cyriacks suggested there be a charter of how the committee works and how appointments are made to that committee. Pacheco indicated the marketing committee would do that at the next meeting. Westra asked the committee to regularly bring how much money the marketing committee has raised and how many firm pledges are in place. Pacheco has a fundraising thermometer to share with the marketing committee to graphically show the raised funds.

Cyriacks questioned whether the marketing committee will be searching for new land. Garoutte and Westra said they feel the board should direct that effort. Cyriacks mentioned that the Crestone Town Board has been gifted several acres, and perhaps the library district could approach the town board about procuring part of that land. Garoutte asked for some guidance and timeline on what we want to do and how to get there. Cyriacks suggested holding a work session specifically to discuss next steps and how to complete those steps.

  • Next steps

The board planned a work session for February 4 from 9 AM till 12 PM. The agenda is simply to identify next steps, and no actions can be taken since this is not a formal meeting. Everyone should come prepared by knowing the history of what has happened thus far in the new library project.

 

  • Director Report

There were no questions on the director’s report.

 

  • Other Discussion

There was no other discussion.

 

  • Next Meeting Date & Time & Agenda items

The next regular monthly meeting will be held Monday, February 13 at 4:45 at the Baca Grande Library.

 

  • Public Input

Adams suggested the NSLCD set up a special fund for all capital campaign funds. Cyriacks answered there is one—the capital campaign account at First Southwest Bank. Pacheco said the reason there is money in other line items is that those other monies are not slated specifically and only for the capital campaign—they could be used for other purposes.

 

  • Adjourn

The meeting adjourned at 6:30 PM.

 

Assignments and Commitments: Cyriacks will meet with either the County Assessor or the County Land Use Administrator regarding how the USDA classifies land; Koehn Frey will send out a list of upcoming commitments to the board; Koehn Frey will ask Anne Nielsen how to close the escrow account; Pacheco and Riley will create a Marketing Committee charter at the next committee meeting; Koehn Frey will create and send out an agenda for the work session on February 4.

 

 

Agenda — January 9, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

January 9, 2017 at 4:45 PM

                                           Location: Saguache Public Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • Assignments and Commitments Review
  • Approval of the Minutes from December 12, 2016 Special Budget Hearing, December 12, 2016 Regular Meeting, and December 21, 2016 Special Meeting
  • Advocacy Review
  • Public Input
  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report (Thom Ontko/representative of FOL)
  • Saguache Friends of the Library report (Hillary Conroy/representative of FOL)

 

  • Other Business

 

  • Director Leave Discussion (All)
    • Executive session (§24-6-402(4)(f), C.R.S.), personnel matters (optional)
  • Landowner Conversation (All)
    • Executive session (§24-6-402(4)(a), C.R.S.), the purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest; and/or (§24-6-402(4)(e), C.R.S.), developing strategy for negotiations, instructing negotiators, and determining positions relative to matters that may be subject to negotiations
  • Policy Review (All)
    • Meeting Room Policy
    • Displays and Exhibits Policy
    • Snow Closure Addition to Emergency Policy
  • Future Library Discussion
    • Land purchase update (Marketing Committee)
    • Marketing update (Marketing Committee)
    • Next steps (All)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Debbie Westra)
  • Public Input
  • Executive Session (optional)
  • Adjourn (Debbie Westra)

 

 

Minutes – December 21, 2016 Special Meeting

Special Meeting Minutes

Northern Saguache County Library District Board

December 21, 2016 at 9:15 AM

                                           Location: Saguache Public Library

Attendees: Board members Debbie Westra, Chair; Kathy Geddes, Secretary; Michael Pacheco, Vice-Chair (by telephone) and Megan Riley. Other attendees: Marketing Committee members Richard Adams; Haley and Jake Marcus; and Thom Ontko; and Sarah Koehn Frey, Library Director.

 

  • Call to Order

Westra called the meeting the meeting to order at 9:15 AM.

  • Approval of Agenda

Riley moved to approve the agenda, Geddes seconded, and the motion passed unanimously.

  • Executive Session

Geddes moved to go into executive session for the reason of developing strategy for negotiations, instructing negotiators, and determining positions relative to matters that may be subject to negotiations (24-6-402(4)(e), C.R.S.). Riley seconded, and the motion passed unanimously. The regular meeting was closed at 9:16 AM.

The Board of Trustees and the Marketing Committee entered into executive session at 9:17 AM.

The Board of Trustees and the Marketing Committee ended the executive session at 10:18 AM.

The Board of Trustees re-entered the regular meeting at 10:19 AM.

  • Action Items

Discussion took of wording for a motion took place amongst the board and Marketing Committee members. Geddes made the following motion: The board of the Northern Saguache County Library District directs Anne Nielsen, real estate agent of the District, to prepare an amendment of the existing land purchase contract for property located at Block 59, Lots 1-6 in Crestone, Colorado, that states the NSCLD will pay a down payment of $15,000 to be paid at closing (with a closing as soon as possible) and a balloon payment of $45,000, plus 5% interest per annum, to be made on or before December 31, 2017, and that Ms. Nielsen is directed to receive response within 24 hours of delivery of this amendment. Motion was seconded by Riley, and passed unanimously.

  • Other Discussion

Geddes thanked all for baking and buying at the recent land purchase fundraiser bake sale. Ontko questioned who is tracking pledges. Riley stated the Marketing Committee would be working on a system at their next meeting (which was scheduled for 1 PM this same day).

  • Public Input

There was no public input.

  • Adjourn

Westra adjourned the meeting at 10:40 AM.

 

 

 

Minutes – December 12, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

December 12, 2016 at 5:15 PM

                                               Location: Baca Grande Library

Board attendees: Debbie Westra, Chair; Kathy Geddes, Secretary; Amy Garoutte, Treasurer; and Megan Riley. Other attendees: Sarah Koehn Frey, Library Director; Lisa Cyriacks, NSCLD Bookkeeper; Hillary Conroy, Friends of the Saguache Public Library President; Thom Ontko, Friends of the Baca Grande Library President; Richard Adams; Haley and Jake Marcus; and their associate Roland.

 

  • Call to Order

Westra called the meeting to order at 5:17 PM.

 

  • Approval of Agenda

Geddes moved to approve the agenda; Garoutte seconded; motion passed unanimously.

 

  • Assignments and Commitments Review

Koehn Frey noted they are all completed with the exception of going through the Personnel Policy for Exempt/Non-Exempt language. The employers council attorney advised against it, as it is commonly believed the FLSA ruling will not pass. Westra asked if the board needs to review Koehn Frey’s contract in light of this information, and asked Koehn Frey bring her recommendations to the January meeting.

 

  • Approval of the Minutes from November 14, 2016 Regular Meeting and November 20, 2016 Special Meeting

Geddes moved to approve the regular monthly meeting minutes; seconded by Garoutte; motion passed unanimously. Riley moved to approve the special meeting minutes; seconded by Geddes; motion passed with Garoutte abstaining, as she was absent.

 

  • Advocacy Review

Geddes noticed that Koehn Frey’s article did not appear in the December Eagle. Adams will check with Kizzen Laki about what we need to do to have an article in each and every edition. Koehn Frey suggested the board send a thank you card to Laki for printing library articles every month. It was suggested that Koehn Frey begin posting the articles on FaceBook as well.

 

  • Public Input

Ontko encouraged everyone to read the Crestone Eagle, as it is a good way to get the “pulse” of Crestone/Baca Grande. He also commended Saguache Public Library employee Penny Bruce on her story time skills with the toddlers.

 

  • Regular Monthly Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register

Garoutte moved to approve the check register. Geddes seconded, and the motion passed unanimously.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko outlined the FOLs activities of the past month, which included purchasing 5 rolling chairs for the Baca Grande Library, beginning work on a historical timeline of the BGL, and ascertaining the yearly 501(c)(3) processes for the FOL organization are being completed properly. He invited all present to the annual holiday open house at the BGL, December 16 from 1-4.

  • Saguache Friends of the Library report

Conroy updated the board on what the FOLs for the Saguache Public Library accomplished in November, including purchasing 2 armchairs with tablet tables for the library and hosting the annual community holiday bazaar. They will begin their springtime Fourth Friday events in February.

 

  • Other Business
  • 2016 Supplemental Budget Resolution

Garoutte moved to adopt the 2016 Supplement Budget Resolution; seconded by Riley. Westra read the resolution and called for a vote: motion passed unanimously.

  • 2017 Budget Resolution

Garoutte moved to adopt the 2017 Budget Resolution; seconded by Riley. Westra read the resolution and called for a vote: motion passed unanimously.

  • 2017 Resolution to Set Mill Levies

Garoutte moved to adopt the 2017 Resolution to Set Mill Levies; seconded by Geddes. Westra read the resolution and called for a vote: motion passed unanimously.

  • Library Director Evaluation

Koehn Frey outlined the procedure for the Board’s evaluation of her, and asked that all evaluations be returned to Westra (either electronically or in hard copy) by January 12.

  • Discussion of Meeting with BOCC

The attendees of the meeting shared their experience, which was generally positive, and left everyone with some answered questions and many more questions. A major question for attendees is how the USDA assesses agricultural land. Cyriacks will find a state contact and will follow up on this.

  • Policy Review
    • Board-Designated Reserves Policy

Garoutte shared her concerns and suggested changes with the board. Geddes moved to approve the amended policy; Riley seconded, and the motion passed unanimously.

  • Financial Policy – tabled
  • Internet Use Policy – tabled
  • Future Library Discussion
    • Land purchase update

Adams is planning to reach out to the landowner by December 14.

  • Marketing update

Riley has been working on an Every Door Direct Mail postcard for end-of-year gifts to the library land purchase fund. There is a community bake sale and cakewalk planned for December 17. All proceeds will go towards the land purchase. Koehn Frey will create handouts for the event that detail how to give to the project. Discussion then turned to details of the cakewalk.

  • Next steps

Adams expressed his strong feelings that there should be a major kick-off fundraiser for the land purchase early in 2017.

 

  • Director Report

Koehn Frey had nothing to add to her report.

 

  • Other Discussion

There was no other discussion.

 

  • Next Meeting Date & Time & Agenda Items

The next meeting will take place on Monday, January 9 at 4:45 at the Saguache Public Library. Agenda items to date: Library Director contract discussion; policy reviews; property tax information.

 

  • Public Input

There was no public input.

 

  • Adjourn

The meeting was adjourned at 7:07 PM.

 

Assignments and Commitments: Koehn Frey will consider changes to her contract in light of the FLSA law likely not taking effect, and will bring thoughts to the January meeting; Koehn Frey will send link to the BOCC meeting minutes to the board; Koehn Frey will make approved changes to Board-Designated Reserves Fund policy and will get appropriate signatures. Koehn Frey will create handouts for the bake sale/cakewalk.

 

 

Minutes – December 12, 2016 Public Budget Hearing

Public Budget Hearing Minutes

Northern Saguache County Library District Board

December 12, 2016

5:00 PM Public Budget Hearing

                                               Location: Baca Grande Library

Board attendees: Debbie Westra, Chair; Kathy Geddes, Secretary; Amy Garoutte, Treasurer; and Megan Riley. Other attendees: Sarah Koehn Frey, Library Director; Lisa Cyriacks, NSCLD Bookkeeper; Hillary Conroy, Friends of the Saguache Public Library President; Thom Ontko, Friends of the Baca Grande Library President; Richard Adams; Haley and Jake Marcus; and their associate Roland.

  • Call to Order of Public Budget Hearing

Westra called the meeting to order at 5 PM.

 

  • Hear Discussion of 2016 Amended Budget

Cyriacks explained that the NSCLD had received more grant funding than anticipated in 2016, so the budget was amended. There were no questions.

 

  • Hear Discussion of 2017 Budget

Adams had questions about where the library district income comes from, and if any of the property taxes could go to the Crestone land purchase. Cyriacks explained that all property tax income goes to the district as a whole, and that the board has maintained that property tax income will not be used in the capital campaign project, if at all possible. Ontko stated that he knows of people who have completed their new residential construction, but are not paying taxes on it. He was encouraged to report his information to the county assessor.

 

  • Adjourn Public Budget Hearing

Westra adjourned the Budget Hearing at 5:17 PM.

 

 

Agenda – December 21, 2017 Special Meeting

Special Meeting Agenda

Northern Saguache County Library District Board

December 21, 2016 at

                                           Location: Saguache Public Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • Executive Session
  • Action Items
  • Other Discussion (All)
  • Public Input
  • Adjourn (Debbie Westra)

 

 

 

Agenda – December 12, 2016

Regular Meeting Agenda

Northern Saguache County Library District Board

December 12, 2016 at 5:15 PM

                                               Location: Baca Grande Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • Assignments and Commitments Review
  • Approval of the Minutes from November 14, 2016 Regular Meeting
  • Advocacy Review
  • Public Input
  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report (Thom Ontko/representative of FOL)
  • Saguache Friends of the Library report (Hillary Conroy/representative of FOL)

 

  • Other Business
  • 2016 Budget Resolution (Debbie Westra)
  • 2017 Budget Resolution (Debbie Westra)
  • 2017 Resolution to Set Mill Levies (Debbie Westra)
  • Library Director Evaluation (Sarah Koehn Frey)
  • Policy Review (All)
    • Board-Designated Reserves Policy
    • Financial Policy
    • Internet Use Policy
  • Future Library Discussion
    • Land purchase update (Marketing Committee)
    • Marketing update (Marketing Committee)
    • Next steps (All)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Debbie Westra)
  • Public Input
  • Executive Session (optional)
  • Adjourn (Debbie Westra)

 

 

Agenda – November 14, 2016

Regular Meeting Agenda

Northern Saguache County Library District Board

November 14, 2016 at 4:45 PM

                                           Location: Saguache Public Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • Assignments and Commitments Review
  • Approval of the Minutes from October 10, 2016 Regular Meeting
  • Advocacy Review
  • Public Input
  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report (Thom Ontko/representative of FOL)
  • Saguache Friends of the Library report (Hillary Conroy/representative of FOL)

 

  • Other Business
  • Update Director Contract (Sarah Koehn Frey)
  • Policy Review (All)
    • Board-Designated Reserves Policy
    • Collection Management Policy
    • Emergency Policy
  • Future Library Discussion
    • Land purchase update (Sarah Koehn Frey)
    • Marketing update (Michael Pacheco, Megan Riley)
    • Next steps (All)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Debbie Westra)
  • Public Input
  • Executive Session (optional)
  • Adjourn (Debbie Westra)