Category Archives: Board Agendas&Minutes

Minutes – October 9, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

October 9, 2017 at 4:45 PM

                                           Location: Saguache Public Library

Attendees: Board members Michael Pacheco, Vice-Chair; Amy Garoutte, Treasurer; and Kathy Geddes, Secretary. Other attendees: Sarah Koehn Frey, Library District 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 4:45 PM.

 

  • Approval of Agenda

Garoutte moved to approve the agenda as written. Geddes seconded. Motion carried unanimously.

 

  • Assignments and Commitments Review

All assignments and commitments were completed.

 

  • Approval of the Minutes from September 11, 2017 Regular Meeting

Geddes moved to approve the minutes of the last meeting. Garoutte seconded; motion passed unanimously.

 

  • Advocacy Review

Pacheco will write the article for November, Koehn Frey will write the article for December.

 

  • 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

Geddes moved to approve the check register; Garoutte seconded; motion carried.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko reported that the Friends had recently held a very successful meeting with several new attendees. Board elections were held at this meeting, and all officer positions were filled and there are now 2 at-large board members.

  • Saguache Friends of the Library report

Conroy reported the Friends’ book/bake sale at the Saguache Fall Festival was a success, and brought in nearly $500. She also reported that most of the $3,000 the Friends had given to the Saguache Public Library was already spent, and the Friends would be giving more in the future. Lastly, she recently learned that the Colorado Trust would be giving fewer grants in our area, and asked that the NSCLD plan to contribute half the money for the annual community appreciation pig roast if that grant isn’t available.

 

  • Other Business
  • Auditor Search Discussion

Pacheco and Garoutte both advocated for hiring Wall, Smith, and Bateman to do an audit exemption for the library district. There was general agreement, so Garoutte made a motion to this effect, Geddes seconded, and the motion passed unanimously. Cyriacks will contact Wall, Smith, and Bateman and will obtain language for a resolution from them. She will also contact the other audit firms to let them know of the board’s decision.

  • Initial Budget Discussion

Since there will be a bit of extra money in the Accounting and Audit Expenses line item if the NSCLD does an audit exemption, Pacheco asked that it be moved to a line item where it will directly impact and improve patron experience. Cyriacks pointed out that the Books, Subscriptions, and Videos line item had been increased for the first time since 2011. She also noted that the budget would not balance without grant income. Garoutte asked Cyriacks to bring an end-of-year projection of finances to the November meeting so the board can determine if bonuses might be a possibility this year.

  • Set Budget Public Hearing Date

The December regular meeting date (December 11) falls before the deadline for filing the budget with the state (December 15), so Garoutte moved to set the public budget hearing for Monday, December 11 at 5:30 PM in Saguache. Geddes seconded, and the motion passed unanimously. Koehn Frey will put out notices.

 

  • Director’s Report

Koehn Frey and Cyriacks touched on the public meeting for Tract 1 that had been held at the Elephant Cloud, and gave the date and time for the next one. Geddes asked Koehn Frey to send out the district contact list to all board members and staff before she leaves on vacation.

 

  • Other Discussion

Koehn Frey received an email from Megan Riley, who is resigning her board position. Koehn Frey will advertise for this position. Garoutte and Pacheco are both applying for their positions again at the end of the year.

 

  • Next Meeting Date & Time & Agenda items

The next regular monthly meeting will be held November 13 at 4:45 PM at the Baca Grande Library.

 

  • Public Input

There was no public input.

 

  • Adjourn

Garoutte moved to adjourn the meeting at 5:30 PM. Geddes seconded. Motion carried.

 

Assignments and Commitments: Cyriacks will contact Wall, Smith, and Bateman regarding an audit exemption; Cyriacks will contact the unsuccessful audit firms to let them know of the board’s decision; Cyriacks will bring an end-of-year financial projection to the November meeting so the board can discuss the possibility of bonuses; Koehn Frey will put notices in the Crestone Eagle and the Saguache Crescent for the public budget hearing; Koehn Frey will advertise for the open board positions.

Agenda – October 9, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

October 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 September 11, 2017 Regular Meeting
  • Advocacy Review

(Upcoming: Pacheco for November, Koehn Frey for December)

 

  • 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
  • Auditor Search Discussion (Garoutte, Pacheco)
  • Initial Budget Discussion (all)
  • Set Budget Public Hearing Date (all)

 

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

Minutes – September 11, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

September 11, 2017 at 4:45 PM

                                               Location: Baca Grande Library

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

 

  • Call to Order

Pacheco called the meeting to order at 4:45.

 

  • Approval of Agenda

Garoutte moved to approve the agenda, Geddes seconded, and the motion carried unanimously.

 

  • Assignments and Commitments Review

Koehn Frey had completed all the assignments and commitments.

 

  • Approval of the Minutes from August 14, 2017 Regular Meeting

Geddes moved to approve the minutes from the August 14 meeting. Garoutte seconded, and the motion passed unanimously.

 

  • Advocacy Review

(Upcoming: Garoutte for October, Pacheco for November, Koehn Frey for December)

 

  • Public Input

Ontko mentioned he’d like an update on the planning process for the Tract 1 land. Pacheco suggested that happen in Other Discussion.

 

  • Committee Reports

Financial Reports

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

There were no questions on the financial reports. Geddes moved to approve the check register; Garoutte seconded; motion passed unanimously.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko thanked the board for their generosity in the past month with providing some meals while he was ill. He reported there is an FOL meeting coming up to elect officers, and that he is stepping down as president.

  • Saguache Friends of the Library report

Conroy reported the FOLs gave the Saguache Public Library $3,000 at the last FOL meeting. The staff has already planned several necessary purchases that the $3,000 will cover. The FOLs will have a book-bake-root beer float sale at the Saguache Fall Festival.

 

  • Other Business
  • Auditor search discussion

Cyriacks went over the matrix for the auditor search, which included the responses of 4 Colorado auditors recommended by other library districts. The responses also included prices for audit exemptions, since the NSCLD falls well within the monetary bounds to be exempt from audit. Koehn Frey had checked with the Anschutz Family Foundation, who assured her they accept audit exemptions from small organizations in lieu of true audits. The Auditor Search Committee (Garoutte, Pacheco, Cyriacks, and Koehn Frey) will discuss the different options and will have a recommendation for the board by the October 9 meeting.

  • Director Employment Discussion

Koehn Frey expressed her frustration with her physical work environment, including needing to take phone calls outdoors and the lack of a quiet place to work. Pacheco suggested doing a trial till the end of the year of working from another location, and wondered if there may be office space available at the public health building. Geddes suggested there might be a way to wall off an office space if the desks were smaller. Pacheco wondered about temporary, modular walls. Garoutte asked how the pay would work during the trial period. Koehn Frey asked to become salaried once again at her next contract year (she had been made hourly when the FMLA law was about to change, but the law never came to fruition). Garoutte suggested the director contract be changed to match the budget cycle (Jan 1- Dec 31) and that Koehn Frey go back to being salaried on January 1. Geddes moved that, until the end of the year, Koehn Frey spend at least one full day per week at the Saguache Public Library, and at least one full day per week at the Baca Grande Library, with the remainder worked at a place of Koehn Frey’s choosing, to improve efficiency and creativity. Garoutte seconded, and the motion passed unanimously.

 

  • Director’s Report

Garoutte suggested the comparison chart format be changed.

 

  • Other Discussion

Koehn Frey and Cyriacks provided an overview of the planning process for the Tract 1 land in Crestone. Cyriacks suggested Koehn Frey contact Burt Wadman to find out what has happened since the final planning meeting.

 

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, October 9 at 4:45 PM at the Saguache Public Library. Agenda items to date: auditor discussion and 2018 budget.

 

  • Public Input

Lee related his experience in visiting a small library in Washington.

 

  • Adjourn

Garoutte moved to adjourn at 5:42 PM, Geddes seconded, and the motion passed unanimously.

Assignments and Commitments: Koehn Frey will create an informational flyer about how community members can contribute to the Friends of the Libraries through Amazon Smile; Koehn Frey will change the format of the comparison chart in the Director’s Report. Koehn Frey will contact Burt Wadman to determine what has taken place since the final planning working group meeting for the Tract 1 plot of land in Crestone.

Agenda – September 11, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

September 11, 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 August 14, 2017 Regular Meeting
  • Advocacy Review

(Upcoming: Riley for October, Pacheco for November, Koehn Frey for December)

 

  • 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
  • Auditor search discussion (Auditor Search Committee)
  • Director Employment Discussion (Westra, Koehn Frey, Garoutte)

 

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

Minutes – August 14, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

August 14, 2017 at 4:45 PM

                                           Location: Saguache Public Library

Board members present: Debbie Westra, Chair; Michael Pacheco, Vice-Chair; Amy Garoutte, Treasurer; and Megan Riley. Other attendees: Sarah Koehn Frey, Library District Director; Lisa Cyriacks, NSCLD Bookkeeper, Suzanne McGregor, Baca Grande Library Branch Manager; Hillary Conroy, Friends of the Saguache Public Library President; and Burt Wadman.

 

  • Call to Order

Westra called the meeting to order at 4:44 PM.

 

  • Approval of Agenda

Westra suggested changes to the agenda, including postponing the MOU discussion and moving Wadman’s presentation to the end of the agenda. Pacheco moved to approve the amended agenda; Riley seconded; motion passed unanimously.

 

  • Assignments and Commitments Review

Koehn Frey indicated all Assignments and Commitments were completed, except she couldn’t register the library district for Amazon Smile. Pacheco suggested she do it under the umbrella of the Friends of the Library.

 

  • Approval of the Minutes from July 10, 2017 Regular Meeting

There were no additions or corrections. Pacheco moved to approve the minutes; Riley seconded; motion passed unanimously.

 

  • Advocacy Review

Westra will write September’s article, followed by Garoutte in October, Pacheco in November, and Koehn Frey will submit highlights from the year-end report for December.

 

  • Public Input

There was no public input.

 

  • Committee Reports

Financial Reports

  • Balance Sheet – no questions
  • Budget vs Actuals – Cyriacks checked into the higher county treasurer’s fee. It was changed from 1.5% to 3% by statute. The NSCLD budget committee will be sure to budget for this amount in 2018.
  • Review of Credit Card Statement – no questions
  • Approval of Check Register – no questions

Garoutte moved to approve transactions; Pacheco seconded; motion carried unanimously.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

No representatives were present to report.

  • Saguache Friends of the Library report

Conroy reported that the FOLs had not held a July meeting, but had a Root Beer Float sale at the Hollyhock Festival in late July. Conroy is planning a full book/bake/root beer float for the Saguache Fall Festival in late September.

 

  • Other Business
  • MOU with Friends of the Baca Grande Library
  • Auditor Discussion
    • Review RFP

Garoutte had a suggested addition to the MOU. Pacheco suggested we create a matrix to review proposals. Discussion turned to what evaluation criteria would be used, and there was agreement on the following 4: price; local audit group; special district experience; and the unmodified peer review report.

    • Establish Evaluation Committee to Review Proposals

Pacheco and Garoutte offered to be on the committee, which will also include Koehn Frey and Cyriacks.

  • Future Library Discussion
    • Tract 1 Planning Presentation

Wadman presented the planning work of the Tract 1 Working Group to date. The board expressed support and excitement for the work completed, and discussion turned to how to make the library a reality in the context of the grouping of different services. Wadman had several ideas, but the next steps depend upon the Town of Crestone.

    • Next steps

The Tract 1 Working Group will hold public input meetings in the next couple of months. Also during that time, Wadman will be presenting at several area organizations, and any support the NSCLD board can give would be appreciated.

 

  • Director Report

Koehn Frey had no additions to her report. Riley questioned whether she could add a comparison to the same month last year for the branch statistics. McGregor asked what the statistics were used for, and Pacheco explained it is simply for the board to see a snapshot of how the libraries are being used: it is NOT a comparison or competition between the two branches.

 

  • Other Discussion

Pacheco offered to teach some classes on how to build a computer for middle- and high-schoolers. He also asked about the possibility of doing a baby story time somewhere other than the Baca Grande library, and suggested the Cloud Station on Saturday mornings. Koehn Frey will check with Penny Bruce about this. It could mean a scheduling shift for 2 other employees, which must be taken into account.

 

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, September 11 at 4:45 at the Baca Grande Library.

 

 

  • Public Input

There was no public input.

 

  • Adjourn

Westra adjourned the meeting at 6:14 PM.

 

Assignments and Commitments: Cyriacks will update the RFP for auditors. Koehn Frey will send Cyriacks the audit recommendations she has received from other Colorado library directors. Cyriacks will send out the RFP. Koehn Frey will include last year’s monthly data on future director’s report for comparison. Koehn Frey and Penny Bruce will discuss the possibility of a baby story hour in the town of Crestone.

Minutes – July 10, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

July 10, 2017 at 4:45 PM

                                               Location: Baca Grande Library

Board attendees: Debbie Westra, Chair; Michael Pacheco, Vice-Chair; Kathy Geddes, Secretary; and Megan Riley. Other attendees: Sarah Koehn Frey, Library Director; Lisa Cyriacks, NSCLD Bookkeeper; Thom Ontko, Friends of the Baca Grande Library President; David Lee, Friends of the Baca Grande Library Vice-President; 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

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

  • Assignments and Commitments Review

Koehn Frey indicated all assignments and commitments from the June meeting had been completed.

  • Approval of the Minutes from June 12, 2017 Regular Meeting

Geddes moved to approve the minutes; Pacheco seconded; motion carried.

  • Advocacy Review

Geddes’ article appeared in the June newspapers. Riley will write the July article.

  • Public Input

There was no public input.

  • Committee Reports

Financial Reports

  • Balance Sheet
  • Budget vs Actuals

Pacheco mentioned his students have recently built a computer, and that they could possibly build some new desktops for the library district when needed.

  • Review of Credit Card Statement

Pacheco questioned whether the NSCLD uses Amazon Smile. Koehn Frey will look into this.

  • Approval of Check Register

Pacheco moved to approve the check register; seconded by Riley; motion passed unanimously.

 

Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko said the 4th of July Root Beer Float booth was a success. The senior computer skills classes are going well, and there are 3 classes remaining. The FOLs are looking at benches to purchase for outside the BGL. Pacheco suggested contacting Adam Kinney, as he recently built a memorial bench for the Charter School. Ontko asked for some clarification on one item of the MOU, and Westra suggested the MOU be added to the August agenda. Lastly, Ontko said he is stepping down as President of the FOBGL. He will be advertising for someone to fill the position.

  • Saguache Friends of the Library report

Conroy reported that the annual pig roast went well. There were fewer people, but more donations, which totaled just under $700. The FOLs applied for and received a grant from the Colorado Trust in the amount of $1,500 to cover their expenses. The Memorial Day Root Beer Float booth went well, and brought in around $360. The next event for the FOLs is the annual Saguache Hollyhock Festival at the end of July. They will be selling root beer floats there.

 

  • Other Business
  • Policy Review
    • Trustee Code of Ethics Policy

Riley moved to accept as written; Pacheco seconded; motion carried.

  • Volunteer Policy

Geddes moved to accept as written; Riley seconded; motion carried.

  • Audit Review

Cyriacks and Koehn Frey detailed some of the corrections they had sent to the auditors. There were no questions on the audit.

  • Auditor Discussion

A brief discussion was held about changing auditors. Koehn Frey will ask other library directors in Colorado who they use.

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

Koehn Frey updated the board on the latest meeting of the Tract 1 working group. She suggested that the August board meeting agenda should include a presentation on the preliminary (pre-public) plan so the NSCLD can voice their concerns or questions.

    • Next steps

Koehn Frey and Cyriacks will continue attending the Tract 1 Working Group meetings. The public process will begin within a couple of months.

 

  • Director Report

There were no questions about the Director’s Report.

  • Other Discussion

Pacheco questioned when board member applications are due, and when we should start advertising. Koehn Frey normally advertises for open positions in October.

  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, August 14 at 4:45 at the Saguache Public Library. Agenda items to date: MOU with FOBGL; Tract 1 presentation; Auditors.

  • Public Input

Lee said he felt encouraged by the Tract 1 progress, and emphasized the need to get the word out widely. He also had some questions about the possibility of a foundation.

  • Adjourn

The meeting was adjourned at 5:55 PM.

Assignments and Commitments: Koehn Frey will investigate signing up for Amazon Smile; Koehn Frey will check with other library directors for auditor recommendations; Koehn Frey will request Burt Wadman do a presentation of the preliminary plan for Tract 1.

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.