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


  • 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.