Category Archives: Archive Board

Minutes – December 11, 2014 Special Meeting

Public Budget Hearing and Special Session Minutes

Northern Saguache County Library District Board

December 11, 2014

5:00 PM Public Budget Hearing

                                               Location: Baca Grande Library

Attendees: NSCLD Board members Kate Vasha, Chair; Peter Anderson, Vice Chair; Denny Davidson, Secretary; Carla Quintana, Treasurer; and Kim Smoyer; Lisa Cyriacks, NSCLD Bookkeeper; and Sarah Koehn Frey, NSCLD Director.

  • Call to Order of Public Budget Hearing

Vasha called the meeting to order at 5 PM.

  • Hear Discussion of 2015 Proposed Budget

No members of public were present.

Koehn Frey noted the 2015 Assessed Valuation went down, thereby lowering the property tax income the NSCLD can expect to receive in 2015.

  • Adjourn Public Budget Hearing

Vasha adjourned the Public Budget Hearing at 5:12 PM.

 

 

Minutes – December 11, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

December 11, 2014 at 6 PM

                                               Location: Baca Grande Library

Attendees: Board members Kate Vasha, Chair; Denny Davidson, Secretary; Carla Quintana, Treasurer; Peter Anderson, Vice-chair; and Kim Smoyer. Other attendees: Library Director Sarah Koehn Frey; Friends of the Baca Grande Library President Thom Ontko; District Bookkeeper Lisa Cyriacks; and Kathy Geddes.

  • Call to Order

Vasha called the meeting to order at 5:13 PM.

 

  • Approval of Agenda

Davidson moved to approve the agenda, seconded by Anderson, and the motion passed unanimously.

 

  • Assignments and Commitments Review

Koehn Frey reported that the assignments and commitments from the November meeting had been completed.

 

  • Approval of the Minutes from November 19, 2014

Quintana moved to approve the November minutes, seconded by Anderson, and the motion passed with Smoyer (who was absent in November) abstaining.

 

  • Public Input

There was no public input.

 

  • Committee Reports

Budget

  • Balance Sheet
  • Budget vs Actuals
  • Approval of Check Register

There were no questions on the financial statements.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko reported that nothing new has been happening with the Friends of the Baca Grande Library.

  • Saguache Friends of the Library report

There was no Friends of the Saguache Public Library report.

 

  • Other Business
  • Budget Resolution

Anderson moved to adopt the Budget Resolution, as read by Vasha. Davidson seconded, and the motion passed unanimously.

  • Discussion of Capital Campaign Process

Smoyer led discussion about the Feasibility Study Final Report. She and other Board members shared concerns about the possibility of a Capital Campaign, and ultimately agreed to hold a special meeting in January to discuss this in depth.

  • Conditional Use Permit outcome

Koehn Frey updated the Board on the Conditional Use Permit process and showed a map of the final site plan, including Town easements.

  • Discussion of POA loan forgiveness

Anderson reported on his conversation with a POA board member, who advised against the NSCLD Board asking the POA Board to forgive their last loan payment at this time.

  • January Board Retreat Discussion

The Board agreed to schedule a special meeting instead of a retreat. This meeting is currently scheduled for Saturday, January 17, and the purpose of the meeting is to discuss the possibility of a Capital Campaign. It was agreed that the meeting should take place in Crestone.

 

Assignments and commitments: Anderson will secure a suitable location in Crestone for the special meeting. Koehn Frey will contact Shelley Walchak and invite her participation at the special meeting.

 

  • Director Report

Koehn Frey informed the Board that she had been asked to join the Crestone Performances, Inc Board of Directors. Anderson suggested this may be a good opportunity to get to know the Crestone community better.

 

  • Other Discussion

There was no other discussion.

 

  • Next Meeting Date & Time & Agenda items

The next regular meeting will take place Wednesday, January 14 at 9 AM at the Saguache Public Library. The special meeting will take place Saturday, January 17, time and place to be determined.

 

  • Public Input

There was no public input.

 

  • Executive Session may be called if needed

An Executive Session was called by Quintana for the reason of determining positions and developing strategies for negotiations and instructing negotiators under C.R.S. Section 24-6-402(4)(e). The Board went into Executive Session at 6:43 PM. The Executive Session was adjourned at 7:00 PM. At 7:01 PM Vasha brought the Board back into regular session.

 

  • Adjourn

Vasha adjourned the meeting at 7:02.

 

Agenda – December 11, 2014 Special Meeting

Public Budget Hearing and Special Session Agenda

Northern Saguache County Library District Board

December 11, 2014

5:00 PM Public Budget Hearing

                                               Location: Baca Grande Library

  • Call to Order of Public Budget Hearing (Kate Vasha)
  • Hear Discussion of 2015 Proposed Budget (Kate Vasha)
  • Adjourn Public Budget Hearing (Kate Vasha)

 

 

Agenda – December 11, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

December 11, 2014 at 6 PM

                                               Location: Baca Grande Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from November 19, 2014
  • Public Input
  • Committee Reports

Budget

  • Balance Sheet (Lisa Cyriacks, Sarah Koehn Frey)
  • Budget vs Actuals (Lisa Cyriacks, Sarah Koehn Frey)
  • Approval of Check Register (Lisa Cyriacks, Sarah Koehn Frey)

 

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
  • Budget Resolution (Kate Vasha)
  • Discussion of Capital Campaign Process (Kim Smoyer)
  • Conditional Use Permit outcome (Burt Wadman, Sarah Koehn Frey)
  • Discussion of POA loan forgiveness (Peter Anderson)
  • January Board Retreat Discussion (Sarah Koehn Frey)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Kate Vasha)
  • Public Input
  • Adjourn (Kate Vasha)
  • Executive Session may be called if needed (Kate Vasha)

 

Minutes – November 19, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

November 19, 2014 at 9 AM

                                           Location: Saguache Public Library

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Denny Davidson, Secretary; and Carla Quintana, Treasurer. Also attending were Robert Eiserman, Feasibility Study Consultant; Lisa Cyriacks, District bookkeeper; Burt Wadman, architect; Hillary Conroy, President, Friends of the Saguache Public Library; Thom Ontko, President, Friends of the Baca Grande Library; Sarah Koehn Frey, Library District Director; and Kathy Geddes.

  • Call to Order

Vasha called the meeting to order at 9:02 AM.

  • Approval of Agenda

Anderson moved to approve the agenda, Davidson seconded, and the motion passed unanimously.

  • Assignments and Commitments Review

Koehn Frey updated the Board on the process and progress of obtaining new board member applicants.

  • Approval of the Minutes from October 8, 2014

Quintana moved to approve the minutes as written, Anderson seconded, and the motion passed unanimously.

  • Public Input

There was no public input.

  • Committee Reports

Budget

  • Balance Sheet
  • Budget vs Actuals
  • Approval of Check Register

The Board had no questions on any of the financial statement.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko asked that if the attendees knew of anyone who would like to take a leadership role in the FOL, they let him know.

  • Saguache Friends of the Library report

Conroy invited the attendees to support the FOL by coming to the 4th annual Holiday Bazaar, to be held at the Saguache Community Building on December 6 from 9-3.

  • Other Business
  • Feasibility Study Final Report

Eiserman presented the final report on his study of feasibility for a capital campaign to build a new library, concluding that, although it will require much hard work on the part of all stakeholders, it does appear that a capital campaign does have a reasonable chance for success. The Board accepted his report and thanked him for his efforts.

  • Conditional Use Permit process

Koehn Frey updated the Board on the next steps for the CUP. Quintana, Vasha and Davidson will join Koehn Frey and Wadman at a special meeting of the Town of Crestone’s Board of Trustees on Friday, November 21 in order to gain approval of the Conditional Use Permit. Koehn Frey asked the Board to agree to an extension for Burt Wadman’s contract, as the CUP process has slowed the Schematic Design process considerably. Anderson moved to approve an extension until February 28, 2015, seconded by Quintana, and the motion passed unanimously.

  • Updated Budget

Cyriacks gave an update regarding the unanticipated Specific Ownership Tax, and suggested the Board authorize a new line item reflecting an allowance for uncollected taxes. The unanticipated Specific Ownership Tax would go straight to this line item. Anderson so moved, Quintana seconded, and the motion passed unanimously.

  • Mill Levy Certification

Koehn Frey asked that the Board certify the Library District’s 5 mills for 2015. Anderson so moved, Quintana seconded, and the motion passed unanimously.

  • Discussion of POA loan forgiveness

Anderson and Cyriacks both expressed they thought the new POA Board may be more amenable to forgiving the NSCLD’s last loan repayment. Anderson will call POA Board member Matie Belle Lakish to ascertain her feelings on this possibility. The NSCLD Board will offer to put the amount of the loan payment into the Capital Campaign fund instead.

  • Request for Funds from Board Designated Reserves

Koehn Frey requested $30,000 of the Board-Designated Reserves be moved to the checking account to cover regular transactions during the first 5 months of 2015, with the understanding that the entirety will be repaid into the Board-Designated Reserves by June 1, 2015.

 

Assignments and Commitments: Koehn Frey will send the Mill Levy Certification to the County Commissioners; all available Board members will attend the special meeting with the Town of Crestone Board of Trustees on Friday, November 21. Anderson will call Matie Belle Lakish regarding the possibility of the POA forgiving the last loan payment of the NSCLD.

 

  • Director Report

Koehn Frey thanked the Board for allowing her to go on vacation.

  • Other Discussion

There was no more discussion.

  • Next Meeting Date & Time & Agenda items

The next regular meeting will take place Thursday, December 11 at 6 PM at the Baca Grande Library. The Special Budget Hearing will be held at 5 PM that evening in the same location.

  • Public Input

Eiserman questioned whether it would be helpful for him to be at the special meeting of the NSCLD and the Town of Crestone Board of Trustees. There was general agreement that his presence would be appreciated.

  • Adjourn
  • Vasha adjourned at 10:45 AM.

 

Agenda – November 19, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

November 19, 2014 at 9 AM

                                           Location: Saguache Public Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from October 8, 2014
  • Public Input
  • Committee Reports

Budget

  • Balance Sheet (Lisa Cyriacks, Sarah Koehn Frey)
  • Budget vs Actuals (Lisa Cyriacks, Sarah Koehn Frey)
  • Approval of Check Register (Lisa Cyriacks, Sarah Koehn Frey)

 

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
  • Feasibility Study Final Report (Robert Eiserman)
  • Conditional Use Permit process (Burt Wadman, Sarah Koehn Frey)
  • Updated Budget (Lisa Cyriacks, Sarah Koehn Frey, Carla Quintana)
  • Mill Levy Certification (Sarah Koehn Frey)
  • Discussion of POA loan forgiveness (Sarah Koehn Frey)
  • Request for Funds from Board Designated Reserves (Lisa Cyriacks, Sarah Koehn Frey)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Kate Vasha)
  • Public Input
  • Adjourn (Kate Vasha)
  • Executive Session may be called if needed (Kate Vasha)

 

Minutes – October 8, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

October 8, 2014 at 9 AM

                                               Location: Baca Grande Library

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Denny Davidson, Secretary; and Kim Smoyer. Sarah Koehn Frey (Library Director) attended, as did Lisa Cyriacks (District Bookkeeper), Hillary Conroy (Friends of the Saguache Public Library President) and Robert Eiserman (Feasibility Study Consultant).

  • Call to Order

Anderson called the meeting to order at 9:15 AM

 

  • Approval of Agenda

Davidson moved to approve the agenda, seconded by Smoyer, and the motion passed unanimously.

 

  • Assignments and Commitments Review

Assignments and commitments were all completed.

 

  • Approval of the Minutes from August 20, 2014 and July 11, 2014

Anderson suggested a change to the minutes for July. Smoyer moved to approve the amended minutes, seconded by Davidson, and the motion passed unanimously. Smoyer then moved to approve the August minutes, Davidson seconded, and the motion passed unanimously.

 

  • Public Input

There was no public input.

 

  • Committee Reports

Budget

  • Balance Sheet
  • Budget vs Actuals
  • Approval of Check Register

There were no questions on the financial reports. Koehn Frey reported that the Library District received checks for Specific Ownership Taxes that had been underpaid by the County to the Library District since 2011. Smoyer moved to put the money into the Board Designated Reserves, was seconded by Davidson, and the motion carried.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Anderson reported that the gathering of mountain poets on October 4 was a huge success. Half of the proceeds from this event will go to the Friends of the Baca Grande Library. Anderson said this may become a yearly event.

  • Saguache Friends of the Library report

Conroy spoke about the success of the last Fourth Friday event, which was a presentation on the art of Colcha. The Friends’ next event is the Halloween costume party on October 3, and they are already gearing up for the Holiday Bazaar, which takes place annually on the first Saturday of December.

 

  • Other Business
  • Conditional Use Permit process

Koehn Frey updated the Board on the CUP application. Burt Wadman has been working hard to get the application completed by the October 15 deadline for the November 3 meeting of the Planning Commission.

  • Land acquisition progress

Koehn Frey related that she is waiting to hear from the Real Estate Agent in Saguache regarding the option and contract, and then it will go to the seller’s agent.

  • Update on Feasibility Study

Eiserman went through the documents and schedule with the Board. There are 115 names that have been marked as suitable for interviews. Smoyer will coordinate setting up of interviews. Eiserman is hoping conduct interviews throughout the remainder of October and early November and would like to have a final report done by the November 19 meeting.

  • Preliminary budget

Cyriacks led the discussion on the proposed 2015 budget. The Board was satisfied with the preliminary budget. Cyriacks asked that Board look through it all carefully and contact her or Koehn Frey with any questions or concerns.

  • Board giving discussion

Vasha asked the board members to consider matching her gift to the Crestone-Baca Grande Library Relocation process before the end of the calendar year, and emphasized the importance of 100% giving from the Board.

  • Schedule of remainder of 2014 meetings

Koehn Frey went over the schedule for the remainder of the year. Due to travel restraints for 2 of the board members, Davidson requested that the Budget Hearing be moved to December 11. Koehn Frey will reschedule. Vasha offered to publish the notice in the Saguache Crescent.

  • Discussion of POA loan forgiveness

Anderson and Cyriacks updated the Board on those who are running for the POA board. The discussion of asking them to forgive the last loan repayment will be revisited at the November meeting.

 

  • Director Report

The Board of Trustees asked Koehn Frey to keep a log of extra, unpaid hours she works weekly.

  • Other Discussion

Vasha brought up the idea of Anderson taking over as Chair of the Library District so that he is at the helm as the Crestone-Baca Grande Library Relocation process gets underway. Smoyer suggested waiting to change officers till the elections in January, and the Board agreed.

Since both Saguache board members’ terms are up in December, Koehn Frey and Smoyer will put out the advertising for new board members and will complete the interview process.

  • Next Meeting Date & Time & Agenda items

The next NSCLD Board Meeting will take place Wednesday, November 19 at 9 AM at the Saguache Public Library.

  • Public Input

There was no public input.

  • Assignments and Commitments: Koehn Frey and Smoyer will advertise the two Saguache Board Member positions in the Saguache Crescent.
  • Adjourn

Anderson adjourned at 11:29 AM.

 

Agenda – October 8, 2014

 

Regular Meeting Agenda

Northern Saguache County Library District Board

October 8, 2014 at 9 AM

                                               Location: Baca Grande Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from August 20, 2014 and July 11, 2014
  • Public Input
  • Committee Reports

Budget

  • Balance Sheet (Lisa Cyriacks, Sarah Koehn Frey)
  • Budget vs Actuals (Lisa Cyriacks, Sarah Koehn Frey)
  • Approval of Check Register (Lisa Cyriacks, Sarah Koehn Frey)

 

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
  • Conditional Use Permit process (Burt Wadman, Sarah Koehn Frey)
  • Land acquisition progress (Sarah Koehn Frey)
  • Update on Feasibility Study (Robert Eiserman)
  • Preliminary budget (Lisa Cyriacks, Sarah Koehn Frey, Carla Quintana)
  • Board giving discussion (Kate Vasha)
  • Schedule of remainder of 2014 meetings (Sarah Koehn Frey)
  • Discussion of POA loan forgiveness (Sarah Koehn Frey)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Kate Vasha)
  • Public Input
  • Adjourn (Kate Vasha)
  • Executive Session may be called if needed (Kate Vasha)

 

Minutes – August 20, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

August 20, 2014 at 4 PM

Location: Saguache Public Library

Attendees: Board of Trustees members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Carla Quintana, Treasurer; Denny Davidson, Secretary; and Kim Smoyer. Other attendees: Lisa Cyriacks, NSCLD bookkeeper; Sarah Koehn Frey, Library Director; Thom Ontko, Friends of the Baca Grande Library President; Hillary Conroy, Friends of the Saguache Public Library President; Parvin and Patricia Johnson; Pip Conroy; and Marika and Burt Wadman.

  • Call to Order

Vasha called the meeting to order at 4:02 PM.

 

  • Approval of Agenda

Quintana moved to approve the agenda, seconded by Anderson, and the motion passed unanimously.

 

  • Approval of the Minutes from June 11, 2014

Davidson moved to approve the June minutes, Smoyer seconded, and the motion passed unanimously. Smoyer requested Koehn Frey bring minutes from the July planning workshop to the September meeting.

 

  • Public Input

There was no public input.

 

  • Committee Reports

Budget

  • Balance Sheet
  • Budget vs Actuals
  • Approval of Check Register

There were no questions on the financial reports from June or July.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko reported that the Friends recently received their 501(c)(3) designation and that they are planning to purchase a wooden book carousel for the children’s room of the Baca Grande Library.

  • Saguache Friends of the Library report (Hillary Conroy/representative of FOL)

Conroy reported the Friends had sold root beer floats at the Hollyhock Festival in July. They are planning to do a book, bake and root beer float sale at the Saguache Fall Festival in September.

 

  • Other Business
  • Update on Crestone Library Relocation Process

Wadman narrated a powerpoint presentation that highlighted the interaction of 4 main design principals he will use for the schematic design of the proposed Crestone-Baca Grande library. These design principals are the floor plan, site orientation, passive design, and structural system.

 

  • Board approval of Schematic Design Phase Launch

Smoyer moved the Board approve the conceptual design presented by Wadman. Anderson seconded, and the motion passed unanimously. Smoyer then made a motion to authorize the Burt Wadman Architect Firm to begin the Schematic Design Phase of the planning process. Anderson seconded and the motion carried unanimously.

 

  • Conditional Use Permit Process

Koehn Frey and Wadman updated the Board on the Conditional Use Permit Application timeline and documentation needed. Wadman can proceed with his part of the application package as he has now been authorized to begin the Schematic Design.

 

  • Promotional Materials Discussion

Wadman presented a document outlining ideas for promotional materials and their associated costs. After some discussion, Smoyer reminded the Board that these costs will be part of the capital campaign, and that the document should be used as a tool for planning how to budget for the promotional materials.

 

  • Discussion of Extension of Burt Wadman Architect contract

Koehn Frey reminded the Board that Wadman’s contract ends September 30, and suggested the contract be amended to extend until the end of the year. Quintana made a motion to extend his contract till December 31, 2014. Davidson seconded, and the motion passed unanimously. Vasha and Wadman signed the updated contract agreement.

 

  • Authorize opening Capital Campaign bank account at First SW

Koehn Frey suggested the NSCLD open an account at First Southwest bank instead of the local credit union, as the Public Deposit Protection Act covers banks but not credit unions. The Board agreed, and authorized Koehn Frey to do so.

 

  • Audit discussion, NSCLD depository discussion

The Board was satisfied with the audit, and had very few questions.

 

  • Review property tax revenue

Cyriacks informed the Board that the Net Assessed Valuation document must be mailed from the County Assessor by August 25, so she doesn’t have information yet to determine what the property tax revenue will be for 2015.

 

  • Feasibility Study Proposals

Smoyer recused herself from the discussion, as she applied for the Feasibility Study position. Davidson moved to go into executive session at 5:37 PM. At 5:57 PM, the Board came out of executive session. Anderson moved to accept Robert Eiserman’s proposal, and was seconded by Quintana. The motion carried with 3 yeas and one abstention.

 

  • Director Report

There were no questions on Koehn Frey’s report.

  • Other Discussion

There was no more discussion.

  • Next Meeting Date & Time & Agenda items

The next meeting will be held Wednesday, September 10 at 9 AM at the Baca Grande Library.

 

  • Public Input
  • Ontko questioned whether the Friends of the Baca Grande Library should move their bank account from Aventa Credit Union to First Southwest Bank. Smoyer encouraged him to keep the account at the credit union.

 

  • Adjourn (Kate Vasha)

Vasha adjourned the meeting at 6:06 PM.

Agenda – August 20, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

August 20, 2014 at 4 PM

                                           Location: Saguache Public Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from June 11, 2014
  • Public Input
  • Committee Reports

Budget

  • Balance Sheet (Lisa Cyriacks, Sarah Koehn Frey)
  • Budget vs Actuals (Lisa Cyriacks, Sarah Koehn Frey)
  • Approval of Check Register (Lisa Cyriacks, Sarah Koehn Frey)

 

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 on Crestone Library Relocation Process (Burt Wadman)
  • Conditional Use Permit Process (Burt Wadman, Sarah Koehn Frey)
  • Promotional Materials Discussion (Burt Wadman)
  • Discussion of Extension of Burt Wadman Architect contract (Sarah Koehn Frey)
  • Feasibility Study Proposals (Sarah Koehn Frey)
  • Authorize opening Capital Campaign bank account at First SW (Sarah Koehn Frey)
  • Audit discussion, NSCLD depository discussion (Lisa Cyriacks)
  • Review property tax revenue (Lisa Cyriacks)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Kate Vasha)
  • Public Input
  • Adjourn (Kate Vasha)
  • Executive Session may be called if needed (Kate Vasha)