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 – July 10, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

July 10, 2017 at 4:45 PM

                                               Location: Baca Grande Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • Assignments and Commitments Review
  • Approval of the Minutes from June 12, 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)

 

  • Other Business
  • Policy Review (All)
    • Trustee Code of Ethics Policy
    • Volunteer Policy
  • Audit Review (All)
  • Auditor Discussion (All)
  • Future Library Discussion
    • Land Update: Town of Crestone Property update (Sarah Koehn Frey)
    • 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 – June 12, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

June 12, 2017 at 4:45 PM

                                           Location: Saguache Public Library

Board attendees: 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 Hillary Conroy, Friends of the Saguache Public Library President.

 

  • Call to Order

Westra called the meeting to order at 4:46 PM.

 

  • Approval of Agenda

Geddes moved to approve the agenda; seconded by Riley. Motion passed unanimously.

 

  • Assignments and Commitments Review

Koehn Frey indicated all assignments and commitments were complete.

 

  • Approval of the Minutes from May 8, 2017 Regular Meeting and the May 30, 2017 Special Meeting

Geddes moved to approve the May 8 meeting minutes. Pacheco seconded, and the motion passed with Riley and Garoutte abstaining, as they were absent from the May 8 meeting. Koehn Frey mentioned she had found and corrected one mistake on the May 30 special meeting minutes since the board packet had gone out. Riley moved to approve the minutes as amended. Garoutte seconded, and the motion passed with Westra and Pacheco abstaining, as they were absent from the May 30 meeting.

 

  • Advocacy Review: Westra completed June; Geddes for July; Riley for August

 

  • Public Input

There was no public input.

 

  • Committee Reports

Financial Reports

  • Balance Sheet

Garoutte had a question on the balance sheet that she offered to speak to Cyriacks about after the meeting.

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

Geddes moved to approve the check register. Pacheco seconded. The motion carried unanimously.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

There was no representative of the Friends of the Baca Grande Library present. Pacheco questioned whether the board should be concerned at the lack of attendance this year by the FOBGLs. There was a bit of discussion, and Koehn Frey was directed to write a letter to Thom Ontko expressing the board’s concerns.

 

  • Saguache Friends of the Library report

Conroy reported that the Friends of the Saguache Public Library had held a Memorial Day Root Beer Float and bake sale, and made less than they had hoped (though still nearly $400). They also had sponsored the meal for the memorial service for Kate Vasha, longtime FOL member and NSCLD board member. The Saguache Public Library approved the use of FOL money for this. Their next fundraiser is the annual community appreciation pig roast, to be held on Father’s Day, Sunday, June 18.

 

  • Other Business
  • Logo Round III

The board immediately and unanimously agreed on the latest iteration from Slate. Pacheco moved to approve the latest designs as the district’s logo; Riley seconded; and the motion passed unanimously.

  • Policy Review
    • Petty Cash Policy

Koehn Frey suggested some wording changes regarding donations to a specific branch being retained in that branch’s dedicated fund. Garoutte moved to approve the policy with the new wording; Riley seconded; and the motion passed unanimously.

  • Public Comment Policy

There was much discussion surrounding the time limit of 3 minutes/speaker in the Public Comment Policy. Pros and cons of longer comment period were examined, and in the end, Garoutte moved to approve the Public Comment Policy as written, with no changes, and the motion was seconded by Riley and passed unanimously.

  • Grant Review

Koehn Frey reviewed which grants were still outstanding and how much she expects to receive from them.

  • Future Library Discussion
    • Land Update: Town of Crestone Property update

Koehn Frey, Garoutte, and Riley related the gist of the Town of Crestone’s board meeting they had attended earlier in the day. Though there was no real action on accepting or declining the NSCLD’s offer, the Town’s attorney is drafting a Memorandum of Understanding between the Town and the NSCLD. In the meantime, Koehn Frey will be attending the Tract 1 Working Group meetings to participate in the planning process.

    • Next Steps

Koehn Frey may need to call a special meeting if the first draft of the MOU comes to her before the July meeting.

 

 

  • Director Report

Koehn Frey updated the board on the process to change the Saguache Public Library’s nonfiction classification from the Dewey Decimal system to the bookstore model. The next step will be deciding on and ordering signage. Garoutte questioned whether this could be something some local students could complete. After some discussion of the details, it seems this may not be a good fit.

 

  • Other Discussion

Pacheco mentioned the Chromebooks the Crestone Charter School donated to the Baca Grande Library. He will be available for help on how to use them. Cyriacks wondered if, since so many patrons sit outside the two library branches during closed hours to use the Internet, it might be a good idea to give them a place to sit outside the Baca Grande Library. She suggested covered picnic tables. The Saguache Public Library has 3 benches, one located under a flowering crab tree. Patrons definitely appreciate the shade in the summer.

 

  • Next Meeting Date & Time & Agenda items

The next meeting date is July 10 at 4:45 PM at the Baca Grande Library.

 

  • Public Input

There was no public input.

 

  • Adjourn

Westra adjourned the meeting at 6:11 PM.

 

Assignments and Commitments: Koehn Frey will send a letter to Ontko expressing the board’s concerns about the FOBGL’s attendance at the NSCLD meetings; Koehn Frey will communicate with Slate Communications to determine next steps in the logo process; Koehn Frey will take the Chromebooks to the Baca Grande Library, along with the suggestion about covered picnic tables. This may be a good project for the Friends of the Baca Grande Library.

Agenda – June 12, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

June 12, 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 May 8, 2017 Regular Meeting and the May 30, 2017 Special Meeting.
  • Advocacy Review: Westra completed June; Geddes for July; Riley for August
  • 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
  • Logo Round III (All)
  • Policy Review (All)
    • Petty Cash Policy
    • Public Comment Policy
  • Grant Review (All)
  • Future Library Discussion
    • Land Update: Town of Crestone Property update (Sarah Koehn Frey, Amy Garoutte, Megan Riley, Lisa Cyriacks)
    • Next steps (All)

 

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

Special Meeting Minutes – May 30, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

May 30, 2017 at 5:00 PM

                                           Location: Saguache Public Library

 

Attendees: Board members Kathy Geddes, Secretary; Amy Garoutte, Treasurer; and Megan Riley. Sarah Koehn Frey, Library Director; and Lisa Cyriacks, NSCLD bookkeeper, also attended.

 

  • Call to Order

Geddes called the meeting to order at 5:00 PM.

  • Approval of Agenda

Garoutte moved to approve the agenda as written; Riley seconded; motion passed unanimously.

  • New Business
    • Crestone Land Purchase Discussion (All)

Discussion focused on the plot of land in Tract 1, Crestone, which the NSCLD would like to purchase from the Town of Crestone. Koehn Frey related her recent conversation with a Town of Crestone Trustee, who suggested it may be in the library’s best interest to purchase more than a 1-acre plot to allow for green space, an alley-way, and parking. After looking at different configurations, Garoutte suggested the NSCLD make an offer on a plot 201.98’ (the width of Tract 1) x 300’. Discussion then turned to how much to offer. Cyriacks has done research on similarly sized plots in Baca Grande Chalet 1 (the closest comparable land to the Tract 1 plot) and found they are going for $4,000-$10,000/acre. Geddes reminded the board that the initial appraisal for Block 59 (the acre-plot the NSCLD initially wished to purchase) was $12,000, and suggested the land values may be slightly higher in Crestone than in the Baca Grande. Garoutte then made a motion to authorize Koehn Frey to commit the NSCLD to a purchase agreement with the Town of Crestone for up to $15,000 for the north 300 feet of Tract 1. Riley seconded, and the motion passed unanimously. Geddes asked the board what number the negotiations should start at, and the board agreed on $13,000 as an initial offer. The number is based on money the NSCLD has in hand and what comparable lots are selling for.

Garoutte and possibly Riley will attend the Town of Crestone board meeting on June 12 with Koehn Frey.

 

  • Public Input

There was no public present.

  • Adjourn

Garoutte moved to adjourn the meeting at 6:45; Riley seconded, and the motion passed unanimously.

Special Meeting Agenda – May 30, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

May 30, 2017 at 5:00 PM

                                           Location: Saguache Public Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • New Business
    • Crestone Land Purchase Discussion (All)

(Executive Session Optional: (§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)

 

  • Public Input
  • Adjourn (Debbie Westra)

Minutes – May 8, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

May 8, 2017 at 4:45 PM

                                               Location: Baca Grande Library

 

Attendees: Board members Debbie Westra, Chair; Michael Pacheco, Vice-Chair; and Kathy Geddes, Secretary. Other attendees: Sarah Koehn Frey, NSCLD Library Director; Lisa Cyriacks, NSCLD Bookkeeper; and Hillary Conroy, Friends of the Saguache Public Library President.

 

  • Call to Order

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

 

  • Approval of Agenda

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

 

  • Assignments and Commitments Review

All assignments and commitments were completed.

 

  • Approval of the Minutes from March 13, 2017 Regular Meeting

Pacheco moved to approve the minutes as written, Geddes seconded, and the motion passed unanimously.

 

  • Advocacy Review

Koehn Frey suggested Westra write the June article, and then we get back on schedule with Geddes writing the July article.

 

  • Public Input

There was no public input.

 

  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register, March and April

There were no questions on the financial statements. Geddes moved to approve both the March and April check registers, Pacheco seconded, and the motion passed unanimously.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

No FOL representative was available.

 

  • Saguache Friends of the Library report

Conroy reported on the 2 most recent Fourth Friday events (MVS middle-schoolers reporting on their Iceland trip and the MVS administration talking about safety at school and the need for a new facility). The FOLs are planning their Memorial Day fundraiser at the annual museum opening, and will be holding a bake and root beer float sale in the museum yard that day. As far as upcoming expenses, they are paying a handy-person to make several small repairs and updates to the library and will also be paying for the lunch for Kate Vasha’s memorial service, as she was such an integral part of the FOLs and the NSCLD for so many years.

 

  • Other Business
  • Personnel Handbook Discussion and Update

Discussion began on re-instating the bereavement policy, which had been accidentally deleted in a previous update. Mountain States Employers Association suggested specifying how closely related an employee must be to the deceased in order to use the bereavement policy. Geddes questioned why that was necessary, and suggested employees can make their own decision about whose death necessitates using their bereavement leave. She moved to accept the language “NSCLD employees are entitled to 5 working days paid bereavement leave per year.” Pacheco seconded, and the motion passed unanimously. Geddes then moved to adopt the evaluation language as previously stated to the employee handbook (“All employees will be evaluated by their direct supervisor yearly. The Library Director will be evaluated by the Board of Trustees yearly. If an employee disagrees with the outcomes of their evaluation, they are encouraged to utilize the grievance procedure, outlined in section 17.”) This motion was seconded by Pacheco, and passed unanimously.

 

  • Special Exception Circumstance to Financial Policy

2 special exceptions to the financial policy were given a green light between the March and May board meetings. Therefore, Geddes moved to ratify the decision to allow Koehn Frey to purchase a new laptop for her work. Pacheco seconded, and the motion carried unanimously. The second ratification involved discussion before the motion. Pacheco emphasized the district should always try to use local labor, when possible, for library projects. There was agreement all around, but Koehn Frey felt no local contractors could compete with the deal offered by the prison system woodshop: the library district ONLY pays for materials, and the workmanship is cabinetry-shop quality. However, in nearly every other instance, local labor is preferable. Pacheco moved to ratify the decision to allow Koehn Frey to order a new custom-built circulation desk for the Baca Grande Library from the Colorado Federal Corrections Fremont County woodshop without putting out bids. Geddes seconded, and the motion passed unanimously.

 

  • Friends of the Saguache Public Library MOU update

Koehn Frey told the board the Friends of the Saguache Public Library approved the changes at their March meeting, and that it now needs to be signed by the NSCLD and the FOLs. Westra signed and Conroy will take it back to the next FOL meeting.

 

  • Cost of Living Adjustment

Though the 2017 cost of living adjustment nationwide is only 0.3%, NSCLD employees will receive the 1.5% increase included in the 2017 budget. This increase takes effect June 1.

 

  • Koehn Frey Contract

Pacheco moved to approve Koehn Frey’s renewal of contract, which will run through May 31, 2018. The only change made to her current contract was to update the compensation to include the cost of living increase of 1.5%.

 

  • Logo Round II

The board discussed the second round of logos provided by Slate Communications, and wanted to see some changes made.

 

  • Future Library Discussion
    • Community Meeting Report

Pacheco reported that the community meeting, though sparsely attended, had been very positive.

    • Land Update: Town of Crestone Property update

Koehn Frey updated the board on her conversations with the Crestone Town Mayor.

    • Next steps

The board directed Koehn Frey to reach out to the Crestone Town Manager to determine next steps in working with the town.

 

  • Director Report

There were no additions to the Director’s Report. Westra questioned if there were any grants expected in May. Koehn Frey said the library district should hear from the Anschutz Family Foundation on whether our grant application was successful, but that she didn’t have high hopes for it.

 

  • Other Discussion

Pacheco said he felt Koehn Frey’s new work laptop could cause health issues, as it is quite small and her posture is affected while using it. He suggested she purchase a second monitor, and quickly found a suitable and affordable one to show her. Westra agreed wholeheartedly that this would make Koehn Frey’s work physically easier.

 

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, June 12 at 4:45 PM at the Saguache Public Library.

 

  • Public Input

There was no public input.

 

  • Adjourn

Westra adjourned the meeting at 6:30 PM.

 

Assignments and Commitments: Westra will write an article for the June Crestone Eagle. Koehn Frey will communicated changes to Slate Communications and will bring new logos to June board meeting. Koehn Frey will speak to the Crestone Town Administrator to determine next steps in the planning process with the Town of Crestone. Koehn Frey will purchase a second monitor for her desk.

Agenda – May 8, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

May 8, 2017 at 4:45 PM

                                               Location: Baca Grande Library

 

  • Call to Order (Debbie Westra)
  • Approval of Agenda (Debbie Westra)
  • Assignments and Commitments Review
  • Approval of the Minutes from March 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, March and April

 

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
  • Personnel Handbook Discussion and Update (Sarah)
  • Special Exception Circumstance to Financial Policy (Sarah)
  • Friends of the Saguache Public Library MOU update (Sarah)
  • Cost of Living Adjustment (All)
  • Koehn Frey Contract (All)
  • Logo Round II (All)
  • Future Library Discussion
    • Community Meeting Report (Megan, Michael, Sarah)
    • Land Update: Town of Crestone Property update (Sarah Koehn Frey)
    • 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 – March 13, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

March 13, 2017 at 4:45 PM

                                           Location: Saguache Public Library

Attendees: Board members Michael Pacheco, Chair; Kathy Geddes, Secretary; Amy Garoutte, Treasurer; and Megan Riley. Other attendees: Sarah Koehn Frey, Library Director; Lisa Cyriacks, NSCLD Bookkeeper; Thom Ontko, Friends of the Baca Grande Library President; and Hillary Conroy, Friends of the Saguache Public Library President.

 

  • Call to Order

Pacheco called the meeting to order at 4:46 PM.

 

  • Approval of Agenda

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

 

  • Assignments and Commitments Review

Koehn Frey indicated all assignments and commitments had been completed.

 

  • Approval of the Minutes from February 13, 2017 Regular Meeting

Garoutte moved to approve the minutes; Riley seconded; motion passed unanimously.

 

  • Advocacy Review

Westra will be writing an article for April. The schedule Koehn Frey sent to board members in February is one month behind.

 

  • Public Input

There was no public input.

 

  • Committee Reports

Financial Reports

  • Balance Sheet – Pacheco had a question about how the Gallagher Amendment will impact the NSCLD. Cyriacks went over possible scenarios. She has had several conversations about this issue with the BOCC members and the County Assessor.
  • Budget vs Actuals – Geddes had a question about planning costs listed on the Budget Vs. Actuals. Cyriacks answered.
  • Review of Credit Card Statement
  • Approval of Check Register

Garoutte moved to approve the checkbook register. Geddes seconded. Motion passed unanimously.

 

Friends of the Libraries

  • Saguache Friends of the Library report

Conroy reported that the FOL Fourth Friday event in February was a total success. She also related the results of the annual officer elections and the decision for the FOLs to only hold meetings prior to events. Upcoming events: March Fourth Friday speakers will be local students who recently travelled to Iceland. April Fourth Friday will be the Mountain Valley School Superintendent giving details about the new school project.

  • Crestone/Baca Friends of the Library report

Ontko indicated he is ready to step aside and let someone else take the reins of the organization, but that the FOLs can’t hold board elections until the other two officers return from Florida. He said paid memberships keep trickling in, which is an indication of the continued community support, even if they don’t attend meetings. The FOLs are preparing for their popular annual Tax Day Bake Sale.

  • MOU Review

The MOUs with both FOLs were read and reviewed. Conroy asked that this happen every 5 years. It was also decided to equalize the language between the two MOUs. Garoutte moved to add language stating the MOUs will be reviewed and signed every 5 years. Geddes seconded. Motion passed unanimously.

With the recent time change of the Saguache FOL meeting, Koehn Frey cannot make it to both FOL meetings. She asked if the Saguache FOLs would be willing to move their meeting time to later (4 PM). Conroy offered that they could possibly move to another Friday. She will bring this request to the next FOL meeting.

 

  • Other Business
  • Ratify Town of Crestone Meeting Decision

Geddes moved to ratify the February 25 decision that the NSCLD meet with the Town of Crestone Board of Trustees to continue the planning process together for the property the town owns. Garoutte seconded. Motion passed unanimously.

  • Foundation Proposal

There were no foundation representatives present, so the item was tabled.

  • Future Library Discussion
    • Land Update: Town of Crestone Property

Riley and Koehn Frey both attended the Town of Crestone’s Board of Trustees meeting earlier in the day, where the Town agreed to the NSCLD’s proposal to partner on the planning of the town property in question. A Crestone Charter School representative was also present at the meeting and offered their support for the process and for the library being close to CCS, in particular. There is also a possibility the school could provide some additional parking to be used by both the school and the library. The mayor of Crestone indicated they should be hearing whether a planning grant was successful in the near future, and at that time she will reach out to both Koehn Frey and CCS.

    • Marketing Committee Next Steps

Pacheco stated the Marketing Committee had been formed specifically to raise money for and purchase the Karen Kenney property, and since that didn’t happen, he questioned whether the Marketing Committee should be dissolved. Garoutte said she would like for the Crestone/BG board members to continue taking the lead on board participation in that community, and there was general agreement. Geddes feels the scope of the Marketing Committee has changed, especially in light of a partnership with the Town of Crestone and Crestone Charter School. Garoutte moved to dissolve the Marketing Committee. Riley seconded. Motion passed unanimously.

    • Next steps

Koehn Frey asked the board to consider moving the planned community meeting on April 10 to 6 PM. She feels more people would be able to attend at that hour. It was decided that the regular monthly meeting will take place at the Crestone Charter School in a classroom, to be followed at 6 PM by the community meeting in Rainbow Hall.

  • Logo Discussion

The discussion about the NSCLD logo was wide-ranging, but the board all agreed on one logo, though they would like to see some variations of it. Several suggestions and ideas were mentioned, which Koehn Frey will pass along to Slate Communications for round 2 of the logo design.

  • Policy Review
    • Personnel Handbook

Pacheco suggested it would be appropriate to indicate in the personnel handbook that employees will be subject to yearly evaluations. There was agreement amongst the board, and Koehn Frey offered to ask the MSEC attorney for appropriate language to bring back to the board.

Koehn Frey told the board that Cyriacks had originally paid her bereavement pay, but upon looking through the personnel handbook, they realized the bereavement pay section had inadvertently been removed when changing from discretionary pay to paid time off. Discussion ensued, and Garoutte moved to add 5 days bereavement pay per year for employees, to be retroactive to January 1, 2017, pending MSEC attorney language and approval. Geddes seconded, and the motion passed unanimously.

Koehn Frey will ask our MSEC attorney for appropriate language, and will bring the document back for final review in May.

 

  • Director Report

Koehn Frey had nothing to add to her report. Pacheco offered to use the Crestone Charter School email list to garner support and attendance at the Baca Grande Baby Story Time when that program is begun again.

 

  • Other Discussion

There was no other discussion.

 

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, April 10 at 4:45 at the Crestone Charter School, to be followed by the community meeting at 6, also at CCS.

 

  • Public Input

Ontko expressed his desire to see the NSCLD draft an MOU for the foundation.

 

  • Adjourn

Pacheco adjourned the meeting at 6:15 PM.

 

Assignments and Commitments: Koehn Frey will update the FOL MOUs to indicate they will be reviewed every 5 years, and will send them to the FOL groups for approval. Koehn Frey will make the language consistent between the two FOL MOUs. Koehn Frey will inform Slate Communications of ideas for the logo. Koehn Frey will work with the MSEC attorney on language to update the Personnel Handbook. Pacheco will reserve Rainbow Hall for the April 10 community meeting.

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)

Minutes – February 13, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

February 13, 2017 at 4:45 PM

                                               Location: Baca Grande Library

Attendees: Board members Kathy Geddes, secretary; Amy Garoutte, treasurer; and Megan Riley. Debbie Westra and Michael Pacheco joined via telephone. Other attendees: Sarah Koehn Frey, Lisa Cyriacks, Hillary Conroy, Thom Ontko, Richard Adams, Haley and Jake Marcus, and Winter Ross.

 

  • Call to Order

Geddes called the meeting to order at 4:48 PM.

 

  • Approval of Agenda

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

 

  • Assignments and Commitments Review

Koehn Frey indicated all her assignments and commitments had been completed. Cyriacks is still waiting on information from the county assessor. The charter for the marketing committee has not been completed.

 

  • Approval of the Minutes from January 9, 2016 Regular Meeting

Koehn Frey informed the board of corrections she had made to the minutes after sending them out. Riley moved to approve the amended minutes, seconded by Garoutte, and the motion passed unanimously.

 

  • Advocacy Review

Riley’s article appeared in the February Eagle. Koehn Frey will send out the schedule for the remainder of the year to all board members.

 

  • Public Input

Winter Ross presented a fundraising idea to the board. The board expressed their enthusiasm for the idea, and Ross agreed to look into costs and report back.

 

  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals There were no questions on the financial reports.
  • Review of Credit Card Statement
  • Approval of Check Register

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

Ontko reported the FOBGL now has over 85 members. They recently wrote a sales tax grant application to fund computer classes for seniors at the library.

  • Saguache Friends of the Library report

Conroy reported the FOSPLs held board elections at their February meeting. They are planning 3 Fourth Friday events for the months of February, March, and April.

 

  • Other Business
  • 2017 Board Elections

Riley moved to elect the same officers as in 2016: Debbie Westra as chair, Michael Pacheco as vice-chair, Kathy Geddes as Secretary, and Amy Garoutte as treasurer. Garoutte seconded the motion, and it passed unanimously.

  • Annual Administrative Agreement

Garoutte moved to accept the Annual Administrative Agreement, seconded by Riley, and the motion passed unanimously.

  • Policy Review
    • Financial Policy

Koehn Frey corrected a mistake in the wording of the Financial Policy. Garoutte moved to approve it as amended, Riley seconded, and the motion passed unanimously.

    • Internet Use Policy

The board reviewed the Internet Use Policy and made no changes.

  • Future Library Discussion
    • Land Update: Philleo property

Riley updated the board on the meeting with the Town of Crestone Board of Trustees, where she had requested the town consider selling or donating a portion of land to the NSCLD to build a new library. The town trustees were unanimously in favor of looking into this possibility, and expressed their excitement at the idea. They asked the NSCLD to come with a proposal to their March 13 meeting, as they are soon beginning a planning process for the property, and would like to have the NSCLD’s input as they do so.

    • Marketing update: Attendance and Commitment

The marketing committee emails have been unreliable recently: committee members are not receiving emails from Riley. She asked Garoutte and Pacheco to help her look into this.

The Marketing Committee has held 3 successful fundraisers recently: there was a dance at the Crestone Brewery featuring Scott Swartz; there are 2 new beers at the Brewery that benefit the library project; and the CYP Thriftstore was staffed by library friends one day in January, with all proceeds benefiting the library project. Upcoming events: another CYP Thriftstore work day on February 27 from 1-6. Additionally, Riley has asked the band Blue Rooster to play a fundraiser, and they have agreed to do so for free.

    • Next steps

Garoutte suggested the NSCLD board hold a workshop on February 25 from 10-1 at the Saguache Public Library to discuss next steps with the Crestone library project, including a proposal for the Town of Crestone. Westra will send out agenda ideas.

 

  • Director Report

There were no additions.

 

  • Other Discussion

There was no other discussion.

 

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, March 13 at 4:45 PM at the Saguache Public Library.

 

  • Public Input

Ontko questioned how far in advance notices for board meetings must be posted. Koehn Frey answered: public meeting notices must be posted no less than 24 hours prior to the meeting. She will send the specific statute to Ontko.

  • Adjourn

Geddes adjourned the meeting at 5:55 PM.

 

Assignments and Commitments: Koehn Frey will send to board members a schedule of when they are slated to write articles; Westra will send workshop agenda ideas to the board; Koehn Frey will send Ontko the specific statute regarding posting meeting notices.