Category Archives: Archive Board

Minutes – July 11, 2014 Special Meeting

 

NSCLD Special Board Meeting & Capital Campaign Planning Work Session Minutes

Friday, July 11, 2014 – 9:00 AM

At Saguache Road and Bridge Building

 

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Denny Davidson, Secretary; Carla Quintana, Treasurer; and Kim Smoyer. Other attendees: Parvin Johnson, Thom Ontko, Marika Popovits, Burt Wadman, Shirley Clark, Bea Ferrigno, and Sarah Koehn Frey, Library Director.

 

  • Call to Order

Vasha called the meeting to order at 9:05 AM.

 

  • Public Input

There was no public input.

 

  • Crestone Baca Library Relocation Process (Kim Smoyer)
  1. Facilities Committee Report & Recommendation

Smoyer outlined the Facilities Committee’s final meeting and vote to move forward with Site 18. She then related the Facilities Committee’s follow-up discussion regarding an offer with an option to ask for more time to raise the funds to purchase the lots. The Facilities Committee recommendation was as follows:

  • The NSCLD obtain an appraisal on the land (which the District would pay for at approximately $1500 – $2000).
  • The NSCLD provide 5% of the final agreed upon asking price up-front (which would be subtracted from the full amount) that the landowner would keep regardless of whether or not the NSCLD is able to raise all of the funds.
  • The NSCLD ask for 1 year to raise the remaining funds owed and close out the purchase contract.
  • The NSCLD as the landowner to consider an option that if after one year the NSCLD has raised half (or more) of the remaining amount, the NSCLD be given an additional year to raise the remaining funds.
  • If the option gets used, the NSCLD would give the landowner an additional 5% of the remaining amount owed (which the landowner would keep if the NSCLD proved unable to raise the additional funds).

 

Smoyer then presented additional information that had recently been received from the landowner, who had requested $6,000 and a time frame of 15 months to raise the remaining funds for the land purchase. The Board discussed both options extensively. Anderson made a motion to offer $6,000 and a time frame of 15 months, with the option to add up to 9 months with no additional payment to the landowner. Included in the motion was the caveat that the NSCLD will pay the appraised value of the land OR the asking price, whichever is lower. The NSCLD will pay for the appraisal and would split the closing costs. Davidson seconded, and the motion passed unanimously.

 

  1. Crestone Baca Library – Site Selection Recommendation

Smoyer asked the Board to take the Facility Committee’s recommendation of Site 18. Davidson made a motion to accept this recommendation, Anderson seconded, and the motion passed unanimously.

  1. Other Discussion/Questions

Discussion arose regarding the need to consider amending Wadman’s contract to include some form of depiction of the future library to use in future advertising and fundraising efforts. Anderson made the motion that the Board ask Wadman to provide a proposal with details, including cost, of different depictions, from simple drawings to a 3-D model, for the Board to consider at it’s August meeting. Davidson seconded, and the motion passed unanimously. Wadman agreed to provide a proposal to the Board.

  1. Next Steps

Smoyer will email the landowner to detail the process the Facilities Committee and the Board has gone through along with the NSCLD offer. Her response will inform the next steps.

 

  • Capital Campaign Planning (Kim Smoyer)
  1. Campaign Structure – Options/Ideas

Smoyer led the participants in creative thinking exercises designed to generate lists that will serve the District well in the capital campaign. Additionally, the participants worked in groups on exercises that crystallized why a new library is important. Participants then worked together to create messages that take detracting arguments into consideration, yet still present a strong case for supporting a new library.

  1. Land Acquisition Funding Discussion vs Capital Campaign (Building)

Smoyer suggested that at this point, the District should focus on raising the funds for the land acquisition “quietly”, without going to large foundations. After discussion, the general consensus was that the District should initially raise $100,000 to cover the land purchase plus have a bit of a startup fund for the capital campaign. Smoyer will work with the Fundraising Committee to determine a plan for raising the $100,000.

  1. Feasibility Study – Professional Development Hire

Smoyer outlined the need for a Feasibility Study conducted by a professional. Koehn Frey questioned what the cost of such a study might be, and Smoyer estimated a figure of around $2,000. Discussion ensued regarding where the money for such a study would come from and who would write an RFP. In the end, Vasha and Koehn Frey offered to work together to write an RFP, and the proposals will be presented at the August meeting, at which time the Board will determine how to pay for such a service.

  1. Capital Campaign Checklist

Smoyer presented a checklist for planning a capital campaign, which made clear what work the NSCLD still has to complete before beginning such a fundraising campaign. Smoyer assured the participants that the contracted fundraiser will work closely with the District to ensure all pieces of the campaign are in place.

 

  • Public Input

There was no public input.

 

  • Meeting Adjourn

Vasha adjourned the meeting at 1:45 PM.

 

 

 

Minutes – June 11, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

June 11, 2014 at 9AM

                                               Location: Baca Grande Library

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice Chair; Carla Quintana, Treasurer; Denny Davidson, Secretary; and Kim Smoyer. Sarah Koehn Frey, Library Director; Lisa Cyriacks, District Bookkeeper; Hillary Conroy and Burt Wadman also attended.

  • Call to Order

Vasha called the meeting to order at 9:03 AM.

  • Approval of Agenda

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

  • Approval of the Minutes from May 7, 2014

Davidson moved to approve the minutes from May, Quintana 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 Budget reports. Koehn Frey related that Blair & Associates had done the yearly audit the day before the Board Meeting, and that the auditors indicated they would complete the report in July or August.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Koehn Frey updated the Board on the upcoming July 4th Root Beer Float fundraiser.

  • Saguache Friends of the Library report

Conroy reported on the Memorial Day fundraiser, where the FOL sold books, baked items, and root beer floats. The FOL also partnered with Mike Norris in May to present a evening program on fly-tying and fly-fishing.

 

  • Other Business
  • Postings and Exhibits Policy

Koehn Frey related the need for such a policy. Smoyer questioned whether it was appropriate for the libraries, as information hubs, to NOT post candidate campaign literature. Discussion ensued, and the Board eventually agreed that the library should provide places patrons can access relevant election information, including websites. Anderson moved to approve the Postings and Exhibits Policy, seconded by Smoyer, and the motion passed unanimously.

  • Update on Crestone-Baca Grande Library Relocation Process

Wadman updated the Board on the locations identified by the Facilities Committee as being the most desirable for the Crestone-Baca Grande Library Relocation. Wadman and Smoyer went over the next steps for the Facilities Committee and for Wadman as planning architect. The Board expressed their gratitude for the hard work of Wadman and Smoyer.

 

  • Director Report

Koehn Frey added that she had recently heard that the NSCLD was awarded a Saguache County Sales Tax Grant to purchase new patron and staff desktop computers for the Saguache Public Library.

  • Other Discussion

Smoyer discussed the importance of the Board holding a capital campaign work session to plan the beginning of the capital campaign for the Crestone-Baca Grande Library relocation. This will take place on Friday, July 11 at 9 AM at the Saguache County Road and Bridget meeting room at 305 3rd Street in Saguache.

  • Next Meeting Date & Time & Agenda items

The next meeting will be held Wednesday, August 20 at 4 PM at the Saguache Public Library. Following the Board Meeting, the Board is invited to Koehn Frey’s house for dinner.

  • Public Input

There was no public input.

  • Adjourn

Vasha adjourned the meeting at 10:25 AM.

 

Agenda – June 11, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

June 11, 2014 at 9AM

                                               Location: Baca Grande Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from May 7, 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, Kim Smoyer, Sarah Koehn Frey)
  • Postings and Exhibits Policy (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 – May 7, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

May 7, 2014 at 10 AM

                                           Location: Saguache Public Library

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Denny Davidson, Secretary; Carla Quintana, Treasurer; and Kim Smoyer. Friends of the Saguache Public Library President Hillary Conroy and Library Director Sarah Koehn Frey also attended.

  • Call to Order

Vasha called the meeting to order at 10:00 AM.

 

  • Approval of Agenda

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

 

  • Approval of the Minutes from April 9, 2014

Quintana noted one mistake on the minutes. Davidson moved to approve the amended minutes, seconded by Smoyer, 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 for April.

 

Friends of the Libraries

  • Crestone/Baca Grande Friends of the Library report

There was no report on the activities of the Crestone/Baca Grande FOL.

  • Saguache Friends of the Library report

Conroy reported that the Friends have several upcoming events, including their book and bake sale at the May 24 Museum Opening celebration in the park and a 5th Friday event on May 30. Mike Norris will be speaking on tying flies and fly fishing.

 

  • Other Business
  • Update on Crestone Library Relocation Process

Smoyer asked for any discussion on the revised Group 3 Planners programming report. The Board had no questions, and generally felt positive about the report. Davidson moved to approve the report, Anderson seconded, and the motion passed unanimously. Smoyer then updated the Board on the site recommendations from the Facilities Committee. She walked the Board through the process the Facilities Committee had used to find the most desirable sites for the library relocation. Out of 19 initial sites, the Facilities Committee had 5 to recommend for further action. Anderson moved to approve this recommendation and asked that Burt Wadman, Architect, work with his team to investigate these 5 locations. Quintana seconded, and the motion passed unanimously.

  • Recommendation for Cost of Living Adjustments

Koehn Frey distributed a document lining out the costs associated with a 3.2% cost-of-living raise for all staff. Anderson voted to approve a 3.2% raise for all staff members, seconded by Smoyer, and the motion passed unanimously.

 

  • Director Report

Koehn Frey reported to the Board that the Saguache Public Library will be closed May 24. Staff will put notices up around town and in the newspaper.

 

  • Other Discussion

Smoyer led a discussion about moving the meeting times from 10 AM to 9 AM. Quintana made a motion to move Board meeting times to 9 AM, seconded by Davidson, and the motion passed unanimously.

 

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Wednesday, June 11 at 9 AM at the Baca Grande Library.

 

  • Public Input

There was no public input.

 

  • Adjourn

Vasha adjourned the meeting at 10:44 AM.

 

Agenda – May 7, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

May 7, 2014 at 10 AM

                                           Location: Saguache Public Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from April 9, 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, Kim Smoyer, Sarah Koehn Frey)
  • Recommendation for Cost of Living Adjustments (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 – April 9, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

April 9, 2014 at 10 AM

                                               Location: Baca Grande Library

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Carla Quintana, Treasurer; Denny Davidson, Secretary; and Kim Smoyer. Library Director Sarah Koehn Frey, District Bookkeeper Lisa Cyriacks, Friends of the Baca Grande Library President Thom Ontko, and Friends of the Saguache Public Library President Hillary Conroy also attended, as did community members Burt Wadman, Bea Ferrigno, and Sarah Grimes.

  • Call to Order (Kate Vasha)

Vasha called the meeting to order at 10 AM.

  • Approval of Agenda (Kate Vasha)

Davidson made a motion to approve the agenda, seconded by Anderson. Motion passed unanimously.

  • Assignments and Commitments Review

Koehn Frey reported that all assignments and commitments had been completed.

  • Approval of the Minutes from March 19, 2014

Anderson moved to approve the minutes from the regular March meeting, seconded by Davidson, and the motion passed unanimously.

  • Public Input

There was no public input.

  • Committee Reports

Budget

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

 

Anderson questioned the length of the payments to the POA and county. There were no other questions.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko reported that there will be a monthly meeting coming up, but that there were no fundraisers planned at this time.

  • Saguache Friends of the Library report

Conroy reported that the FOL had recently hosted a well-attended 4th Friday event about insulators at the Saguache Public Library. They are planning an April 25 4th Friday event featuring a speaker from Tu Casa in Alamosa.

 

  • Other Business
  • Update on Crestone Library Relocation Process

Wadman walked the Board through the first iteration of the programming report created by Group 3 Planners. The Board had many questions and concerns, which Wadman will take to Group 3 Planners. A revised copy will be available at the May meeting for discussion and approval. Approval of this document will complete Group 3 Planners’ part of the strategic planning process for the Crestone/Baca Grande Library relocation process.

  • Update Director Evaluation Form

Koehn Frey asked the Board for any more questions or concerns relating to the new Director Evaluation format. The Board agreed that Vasha and Koehn Frey should move forward with this form.

 

Assignments and Commitments: All board members will send to Wadman their comments on the Group 3 Planners document. Wadman will forward these to Group 3 Planners and will communicate with them regarding changes suggested for the programming report. Koehn Frey and Vasha will finalize the Director Evaluation Form.

 

  • Director Report

There were no questions regarding the Director Report.

  • Other Discussion

There was no other discussion.

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Wednesday, May 7 at 10 AM at the Saguache Public Library.

  • Public Input

Conroy complimented the Board and Wadman for the work they have done thus far on the Creston/Baca Grande library relocation project.

  • Adjourn

Vasha adjourned the meeting at 12:07 PM.

Agenda – April 9, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

April 9, 2014 at 10 AM

                                               Location: Baca Grande Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from March 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
  • Update on Crestone Library Relocation Process (Burt Wadman, Kim Smoyer, Sarah Koehn Frey)
  • Update Director Evaluation Form(Sarah Koehn Frey)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Kate Vasha)
  • Public Input
  • Adjourn (Kate Vasha)

Minutes – March 19, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

March 19, 2014 at 10 AM

                                           Location: Saguache Public Library

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Denny Davidson, Secretary; Carla Quintana, Treasurer; and Kim Smoyer. Library Director Sarah Koehn Frey, District Bookkeeper Lisa Cyriacks, Friends of the Saguache Public Library President Hillary Conroy, and Friends of the Baca Grande Library President Thom Ontko, and Planning Architect Burt Wadman also attended.

  • Call to Order

Vasha called the meeting to order at 10:01 AM.

  • Approval of Agenda

Smoyer moved to approve the agenda, seconded by Quintana, motion carried.

  • Assignments and Commitments Review

Koehn Frey reported that all assignments and commitments had been completed.

  • Approval of the Minutes from January 8, 2014

Davidson moved to approve the January meeting minutes, seconded by Smoyer, motion carried.

  • 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.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko reported that the FOL had not met in March, and that they are looking forward to determining what next steps will take place for the Crestone-Baca Grande Library relocation process.

  • Saguache Friends of the Library report

Conroy reported that the FOL is starting up the Fourth Friday again this month, which will run monthly until June, then will stop until September.

 

  • Other Business
  • Update on Crestone Library Relocation Process

Wadman went through the draft programming report from Group 3 Planners. He explained several key points, and asked the Board to send him ideas for revisions and corrections. The Board will vote to approve this document at the April meeting.

  • Update Appropriate Patron Conduct Policy

Vasha suggested one correction. Smoyer moved to approve the amended policy, Anderson seconded, and the motion carried.

  • Discussion of Raises in 2014

Koehn Frey updated the Board on what the cost of living increases were for 2013 and 2014, and suggested the Board consider reallocating some of the 2014 materials budget for cost of living raises for the staff. The Board will discuss this at the May meeting.

  • Requested usage of Board-Designated Reserves

Frey requested usage of some of the Board-Designated Reserves to repair the Saguache Public Library drywall damaged by water earlier this spring. Anderson moved to allocate up to $350 for this purpose, with the understanding it does not need to be paid back. Any costs incurred above this amount will come from the Saguache Public Library dedicated funds. Smoyer seconded the motion, and it carried unanimously.

 

  • Director Report

The Board discussed the possibility of Koehn Frey taking a vacation in the fall.

  • Other Discussion

There was no other discussion.

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Wednesday, April 9 at 10 AM at the Baca Grande Library. Agenda items to date are: Facilities committee update and approval of the G3P Programming Report.

  • Public Input

There was no public input.

  • Adjourn

Vasha adjourned the meeting at 11:47 AM.

Agenda – March 19, 2014

Regular Meeting Agenda

Northern Saguache County Library District Board

March 19, 2014 at 10 AM

                                           Location: Saguache Public Library

  • Call to Order (Kate Vasha)
  • Approval of Agenda (Kate Vasha)
  • Assignments and Commitments Review
  • Approval of the Minutes from January 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
  • Update on Crestone Library Relocation Process (Burt Wadman, Kim Smoyer, Sarah Koehn Frey)
  • Update Appropriate Patron Conduct Policy (Sarah Koehn Frey)
  • Discussion of Raises in 2014 (Sarah Koehn Frey)
  • Requested usage of Board-Designated Reserves (Sarah Koehn Frey)

 

  • Director Report
  • Other Discussion (All)
  • Next Meeting Date & Time & Agenda items (Kate Vasha)
  • Public Input
  • Adjourn (Kate Vasha)

Minutes – March 12, 2014 Special Meeting

Annual Planning Retreat Minutes

Northern Saguache County Library District Board

March 12, 2014 at 11 AM

                                           Location: Saguache Public Library

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

  • Call to Order

Vasha called the meeting to order at 11:59 AM

  • Approval of Agenda

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

  • Board Discussion
    • Review of 2013 planning retreat

Koehn Frey discussed with the Board the progress on the one, 5 and 10 year plans created at the 2013 Annual Planning Retreat.

  • Discussion of Visioning meeting

Smoyer related her concerns that the District Board keep in mind the operational costs of a new Crestone-Baca Grande Library, and expressed her desire to explore ways the library could raise money to offset costs.

  • Director Evaluation restructuring

Koehn Frey led discussion relating to the yearly evaluation form for the Library Director. She and Vasha have begun working on a new format, and the Board discussed it briefly. Discussion will continue once Koehn Frey and Vasha finalize it.

  • Public Input

There was no public input.

  • Adjourn

Vasha adjourned the meeting at 12:36.