Minutes – February 12, 2018

Regular Meeting Minutes

Northern Saguache County Library District Board

February 12, 2018 at 4:45 PM

                                           Location: Saguache Public Library

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


  • Call to Order

Pacheco called the meeting to order at 4:48 PM. He began the meeting by reiterating some ground rules for board meetings, including that only the board, Koehn Frey, and Cyriacks should be at the table; that public comments should be kept to 3 minutes (as per policy); and that, other than the FOL reports and public comment periods, the discussion at board meetings is limited to those at the table.


  • Approval of Agenda

Westra moved to approve the agenda. Geddes seconded. Motion passed unanimously.


  • Assignments and Commitments Review

Koehn Frey completed all assignments and commitments for which she was responsible. Pacheco will create a user satisfaction survey. Westra reminded the board she needs completed evaluation forms for Koehn Frey.


  • Approval of the Minutes from January 16, 2018 Regular Meeting

Geddes moved to approve; Westra seconded; motion passed unanimously.


  • 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

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


Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Lee reported that the January FOL meeting was well attended and that the FOLS have a full slate of officers. A new member suggested the FOLs look into taking over the thrift store. To this end, FOL members attended the Crestone Town Board meeting on February 12 to present the idea and gather more information. For several reasons, it seems this may not work out.

Lee wrote a Sales Tax Grant application to cover costs for another 5 Geezers into Geeks courses (the popular technology-assistance classes held at the Baca Grande Library).

  • Saguache Friends of the Library report

Conroy reported that the January Fourth Friday event had proven less successful at getting young members for the FOLs than had been hoped. The February Fourth Friday will be a presentation on stamp collecting. Attendees are invited to bring interesting stamps they have.

Tom Dessain of Crestone Performances, Inc. (CPI) approached Conroy about the possibility of the FOLs partnering with CPI’s Youth Enrichment Program to bring a carnival-type event for kids in the summer. Garoutte suggested there be at least 3 such events. Conroy and Dessain will stay in touch about this idea.


  • Other Business


  • Tract 1 Update

Koehn Frey had heard from the Crestone mayor in response to the NSCLD’s invitation to a joint meeting. The mayor is interested. Garoutte briefly stated her ideas for meeting parameters (the NSCLD is looking to open communication pathways with the Crestone Town Board; the NSCLD will not promise more than $2,000 to anything without the full board making the decision; the NSCLD is not interested in purchasing land from the Town, but would rather work out a lease agreement). There was general agreement all around. Pacheco volunteered to attend this initial meeting along with Koehn Frey, and asked Garoutte if she would consider it as well. Garoutte agreed, and asked that Koehn Frey procure several possible meeting dates (either Fridays or evenings) from the Crestone mayor.

  • New Crestone/Baca Grande Board Member Update

Pacheco related that he and Westra had met with NSCLD trustee applicants, and had sent their recommendation on to the Board of County Commissioners. The BOCC will be making their appointment at their February 20 meeting. Pacheco will then let the applicants know of the decision.

  • Ideas for the Future of our Libraries Discussion

Westra and Garoutte have already posted some information on the NSCLD Facebook page, and they, Koehn Frey and Pacheco will continue to do so in order to keep that page fresh and current. Westra asked if she could get a list of new materials at each library periodically, and offered to post those lists.

Pacheco asked that, since the materials budget is higher this year than in past years, part of it go to expanding services beyond only offering print, audio, and video materials for check-out.

Discussion then turned keeping the libraries current, and specifically the crowded atmosphere in the Baca Grande Library. The board expressed their pleasure at reading that the collection is constantly being weeded, but felt it is not going far enough to make the library welcoming and user-friendly. Garoutte suggested a one-day goal of removing 10% of the materials. Koehn Frey told the board about the nationally accepted CREW method of weeding materials, and suggested this would be a better way of doing a one-day weeding. The Saguache Public Library has held 3 such weeding days in the past 6 years, and always has volunteers from the Colorado Library Consortium, Friends of the Library, and NSCLD Board of Trustees, in addition to the regular staff. The board agreed this is a good way to go about creating some breathing room in the library. To this end, Garoutte moved to mandate the Baca Grande Library do a weeding day using the CREW method. Westra seconded, and the motion passed unanimously.

Geddes expressed her concern that by only continuing to do what we have been doing the past years, our communities may find less usefulness in our libraries. She reiterated a survey should be composed to determine how the communities WANT to use the libraries.


  • Director Report

Pacheco asked if there is a way to determine how many unique patrons check out materials. Koehn Frey will work on this.


  • Other Discussion

There was no other discussion.


  • Next Meeting Date & Time & Agenda items

The next regular meeting is scheduled for Monday, March 12, 4:45 PM at the Baca Grande Library. Agenda items to date: Tract 1 Update; Library Use Survey; Audit Exemption Resolution.


  • Public Input

There was no public input.


  • Adjourn

Pacheco adjourned the meeting at 6:20 PM.


Assignments and Commitments: Pacheco will create a user satisfaction survey; all board members will complete evaluation forms for the Library District Director and return them to Westra; Koehn Frey will work with the Crestone mayor to come up with meeting dates; Koehn Frey, Garoutte, and Pacheco will (hopefully) meet with the representatives from the Town of Crestone before the next NSCLD meeting; Koehn Frey will tell Pacheco the outcomes of the BOCC appointment to the NSCLD Board of Trustees on February 20; Pacheco will communicate with both the successful and unsuccessful NSCLD Board of Trustees candidates; Koehn Frey will send Westra periodic lists of new materials at each library for Facebook posts; Koehn Frey will consider what the libraries could check out to patrons beyond print, audio, and visual offerings; Koehn Frey will schedule a weeding day at the Baca Grande Library, to include volunteers from the Colorado Library Consortium, the NSCLD Board, and the Friends of the Baca Grande Library; Koehn Frey will create a report to determine unique visitor check-outs for the next meeting; Pacheco will determine if there is a way to check wifi usage statistics.