Minutes – August 11, 2015

Regular Meeting Minutes

Northern Saguache County Library District Board

August 10, 2015 at 9 AM

                                               Location: Baca Grande Library

Attendees: Board members Peter Anderson, Chair; Kim Smoyer, Vice-Chair; Carla Quintana, Treasurer; Kathy Geddes, Secretary; and Michael Hayes. Sarah Koehn Frey, District Library Director and Lisa Cyriacks, District Bookkeeper, also attended.

  • Call to Order

Anderson called the meeting to order at 9:00 AM.


  • Approval of Agenda

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


  • Assignments and Commitments Review

Koehn Frey reported that all assignments and commitments were completed or near completion.


  • Approval of the Minutes from July 13, 2015

Hayes moved to approved the minutes, Quintana seconded, motion carried unanimously.


  • Public Input

There was no public input.


  • Committee Reports


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

Quintana had 2 questions about numbers on the Budget Vs. Actuals document. Koehn Frey answered.


Friends of the Libraries

  • Crestone/Baca Friends of the Library report

-No Friends of the Baca Grande Library were present.

  • Saguache Friends of the Library report

-No Friends of the Saguache Public Library were present. Koehn Frey read the report sent to her by FOL President Conroy.


  • Other Business
  • Future Library: Where are we? Next steps?
    • Steering committee progress

Anderson related that Peter Taylor of the Steering Committee is working on a video project to be included on the website. The Steering Committee is also considering holding a fundraising event on the building site in early October. Discussion turned to relationship of the Steering Committee to the FOL and the NSCLD. Cyriacks suggested putting the relationship in writing, much like the MOU document the FOL has with the District. Smoyer suggested creating a flow chart to show the relationships in a visual way. Hayes said he feels there should be a project plan detailing who is responsible for what parts of the plan. There was general agreement with all suggestions.

  • Sponsorship levels

Smoyer led discussion on the sponsorship levels document she created. She suggested creating a document that would clearly define the breakdown of the remaining $2 million price tag. Koehn Frey volunteered to work with Smoyer and architect Burt Wadman to create this document, then create a more finalized version of the gift chart.


  • Audit update

The NSCLD audit will take place August 26.


  • Health Insurance Reimbursement Discussion

As of July 1, reimbursing employees for health insurance costs became illegal under the Affordable Care Act. Cyriacks asked for ideas from the Board on how to proceed. Hayes indicated the NSCLD should come up with short- and long-term plans to avoid cutting the pay of the full-time employees. Geddes suggested a re-evaluation of the pay scale in general, to be sure the NSCLD is in line with similar library systems. Smoyer indicated that for the immediate future, the NSCLD’s policy of reimbursing health insurance expenses must be changed. Geddes moved to update the personnel handbook to reflect that the NSCLD does not provide a health care plan and does not reimburse for health insurance costs. Smoyer seconded, and the motion carried unanimously.


  • Adjust By-Laws

Koehn Frey is waiting to receive wording from the attorney regarding a change to the by-laws to make a provision for lack of board member applications.


  • New board member update

Koehn Frey has received one application for the Crestone/Baca Grande board member. Anderson indicated he believes there may be another application in the coming week.


  • Director Report

There were no questions about the Director’s report.


  • Other Discussion

There was no other discussion.



  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, September 14 at 9 AM at the Saguache Public Library.


  • Public Input

There was no public input.


  • Adjourn

Anderson adjourned the meeting at 10:30 AM.


Assignments and Commitments: Koehn Frey will begin work on documents showing the relationship amongst the NSCLD, BG FOLs and steering committee, including an MOU for the Steering Committee and NSCLD, a flow chart of responsibilities for the different Crestone groups, and a project plan. Smoyer, Wadman and Koehn Frey will work together to create the project budget. Koehn Frey, Smoyer and Wadman will finalize the gift chart. Koehn Frey will change the personnel handbook to reflect the health insurance reimbursement changes.