Minutes – January 16, 2018

Regular Meeting Minutes

Northern Saguache County Library District Board

January 16, 2018 at 4:45 PM

                                               Location: Baca Grande Library

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

  • Call to Order

Westra called the meeting to order at 4:45 PM.


  • Approval of Agenda

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


  • Assignments and Commitments Review

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


  • Approval of the Minutes from December 11, 2017 Special Budget Meeting and Regular Meeting

Geddes moved to approve the special budget meeting minutes as written; Garoutte seconded; motion passed unanimously. Pacheco moved to approve the regular monthly meeting minutes as written; Geddes 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

Pacheco moved to table the Credit Card statement till the February meeting, as Koehn Frey forgot to include it in the board packet.

  • Approval of Check Register

Geddes moved to approve the check register; Westra seconded; the motion passed unanimously.


Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Lee reported that he is working on locating Friends of the Library information in order to change the official name to Friends of the Baca Grande Library. Martinez and Associates is helping him with this. The FOL will be holding a meeting this month to elect officers. Lee also would like to get the FOL to approve the MOU with the NSCLD.

  • Saguache Friends of the Library report

Conroy reported that the Friends are hosting a Fourth Friday library open house event in January, complete with food and live music. They are hoping to gain new members. Elections will be held in February.


  • Other Business
  • 2018 Board Elections

Garoutte moved to elect Pacheco as Chair; Westra as Vice-Chair; Geddes as Secretary; and Garoutte as Treasurer. Geddes seconded. Motion passed unanimously.

  • Annual Administrative Agreement

Westra read the Annual Administrative Resolution. Garoutte moved to accept it, seconded by Geddes, and the motion passed unanimously.

  • MOU with Town of Crestone

After much discussion, the board agreed that the MOU doesn’t apply to the Tract 1 Master Plan as accepted by the Town of Crestone Trustees. Koehn Frey was directed to contact the Crestone Town Administrator to set up a meeting. The NSCLD is interested in seeing a Tract 1 Foundation form, complete with a development person. The NSCLD is willing to commit to legal costs to help create such a foundation and help pay a salary for the development person, should such a foundation be created. Koehn Frey suggested she and the Crestone Town Administrator set up a meeting which includes the Crestone/Baca Grande NSCLD board members and a couple of the Town of Crestone Trustees.

  • Discussion of new board member process

Koehn Frey informed the board there are currently 2 applications for the vacant Crestone/Baca Grande NSCLD board position, and that she will be sending the applications to them after the January 31 deadline. Pacheco, Westra, and Koehn Frey will then discuss the applications and interview, if necessary, before sending a recommendation on to the Board of County Commissioners.

  • Director Evaluation

Westra asked all board members to complete the evaluation of Koehn Frey and return it to her by the February board meeting. She and Koehn Frey will then meet to discuss the results.

  • Director Contract

In September, the board indicated their intention to change Koehn Frey to a salaried employee beginning in January. Wording in her contract was changed to reflect that.

  • Board-Designated Reserves Request

Cyriacks asked the board to authorize use of board-designated reserves to cover budgeted expenditures in the first 4 months of the year, until the property tax income comes in at a high enough rate to repay the reserves. Garoutte so moved, Geddes seconded, and the motion passed unanimously.

Cyriacks suggested the NSCLD could earn slightly more interest if they moved some money from their money market account into the CD. Garoutte made a motion to move $10,000 from the money market account into the CD upon renewal. Geddes seconded, and the motion passed unanimously.

Koehn Frey asked the board to approve an expenditure to send the entire staff to the Colorado Library Consortium’s Spring Workshop in Pueblo in April. Conroy and Lee both indicated the Friends of the Libraries might help with this. Koehn Frey will bring more information (including a final amount) to a future board meeting, but there was general agreement that the board supported this expenditure.



  • Director Report

Koehn Frey expressed her dismay at the dwindling door count numbers. Discussion ensued, with Pacheco offering to create a patron survey. He also suggested the NSCLD could be using Facebook much more effectively. Koehn Frey expressed her frustration that she is not very Facebook-savvy, prompting Westra, Garoutte, and Pacheco to offer support with this. Pacheco asked about serving coffee in the Saguache Public Library, and everyone agreed this may be a good service, but Koehn Frey felt it would be awkward, considering there is a new coffee house in Saguache trying to get established. Garoutte suggested speaking to the coffee house owners about serving their coffee when the coffee house was closed (specifically on Monday mornings). Everyone agreed this is worth exploring further, which Koehn Frey will do.


  • Other Discussion

Geddes read several wonderful thank-you cards from the NSCLD staff for the holiday bonuses.


  • Next Meeting Date & Time & Agenda items

The next regular monthly meeting will take place Monday, February 12 at 4:45 PM at the Saguache Public Library.


  • Public Input

There was no public input.


  • Adjourn

Westra adjourned the meeting at 6:33 PM.


Assignments and Commitments: Koehn Frey will include both the December and January credit card statements in the February board packet; Koehn Frey will set up an initial meeting with the Crestone Town Administrator, to be followed by a meeting between the Town Trustees and the NSCLD; Koehn Frey will send board applications to Westra and Pacheco and will set a meeting to discuss candidates; Koehn Frey will move $10,000 from the money market to the CD when it comes up for renewal; Pacheco will create a survey to ascertain why patrons use the library and what they would like to see; Koehn Frey will add board members as administrators on the NSCLD Facebook account; Koehn Frey will speak to the proprietors of Wapiti about the possibility of purchasing coffee from them to serve in the Saguache Public Library on Monday mornings.