Attendees: Board members 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 community members Richard Adams, Don Geddes, Haley Marcus, and Jake Marcus.
- Call to Order
Westra called the meeting to order at 4:45 PM.
- Approval of Agenda
Westra asked to move the executive sessions to immediately after the approval of agenda. Pacheco made this motion, Riley seconded, and the motion passed unanimously.
Pacheco moved to go into executive session for the following reason: (§24-6-402(4)(a), C.R.S.), the purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest; and/or (§24-6-402(4)(e), C.R.S.), developing strategy for negotiations, instructing negotiators, and determining positions relative to matters that may be subject to negotiations. Garoutte seconded, motion passed unanimously. Executive session began at 4:47 PM.
Executive session ended at 5:08, and the board resumed regular meeting.
Riley moved to go into executive session for the following reason: (§24-6-402(4)(f), C.R.S.), personnel matters. Geddes seconded, and the motion passed unanimously. Executive session began at 5:10 PM.
Executive session ended at 5:28 PM, and the board resumed regular meeting.
- Assignments and Commitments Review
Koehn Frey indicated all assignments and commitments had been completed. Geddes wondered whether Cyriacks had contacted the county assessor to determine how the USDA classifies agricultural land. Cyriacks is waiting on a call back from the assessor. Koehn Frey related her conversation with county commissioner Jason Anderson, who suggested Wendi Maez may be better suited to answer questions relating to agricultural land use and the USDA’s classification system.
- Approval of the Minutes from December 12, 2016 Special Budget Hearing, December 12, 2016 Regular Meeting, and December 21, 2016 Special Meeting
Riley moved to approve all three sets of minutes, Geddes seconded, and the motion passed with Pacheco abstaining, as he was absent from those meetings.
- Advocacy Review
Riley will create an article for the February Eagle. Geddes’ article will be submitted to the Crescent.
- Public Input
Don Geddes related his disappointment in the outcomes of the meeting with the Board of County Commissioners and the County Assessor. Geddes would like to write a letter to both the assessor and the state agency that oversees the assessor’s office. The letter would contain specific questions for the assessor. He assured the library district the letter would be from a concerned citizen, not from any special district (including the library district). Pacheco asked him to copy the letter to the library district.
- Committee Reports
- Balance Sheet
- Budget vs Actuals Review of Credit Card Statement
- Approval of Check Register
Geddes had a question on the budget vs actuals. Garoutte moved to approve the check register, Riley seconded, and the motion passed unanimously.
Friends of the Libraries
- Crestone/Baca Friends of the Library report
No member of the FOL was present.
- Saguache Friends of the Library report
No member was present. The next meeting will be held in February.
- Other Business
- Director Leave Discussion
An executive session was held.
In regular meeting, Garoutte moved to change Koehn Frey’s contract to make her an hourly employee at a current rate of $21.52/hour, and that Koehn Frey can use her paid time off as she would like, or may take unpaid leave time while she is in Kansas caring for her mother. Riley seconded. The motion passed unanimously. This change will take effect January 1. Pacheco also let Koehn Frey know that the board members will check in with the staff members weekly while Koehn Frey is gone. Koehn Frey also let the board know that the boiler went out, and that Eric Frey and Mike Norris spent many hours over a weekend fixing it. The board will send a thank you note to both of them.
- Landowner Conversation
- An executive session was held.
No motions came from the executive session. There is no extension on this land deal, and the library district is not pursuing it further.
- Policy Review
- Meeting Room Policy
- Displays and Exhibits Policy
- Snow Closure Addition to Emergency Policy
Geddes moved to approve all three, Garoutte seconded, and the motion passed unanimously.
- Future Library Discussion
- Land purchase update
The previously contracted land is unavailable to be purchased at this time.
- Marketing update
The marketing committee is meeting once a week. Upcoming events/fundraisers: Fundraiser kick-off on January 21 to update community on where the project is and how the community can be involved. A dinner is being planned at the Desert Sage with speakers. There is talk of a silent auction and dinner at the brewery. Scott Swartz has offered to do a fundraiser Grateful Dead show.
The marketing committee has a bottle at the brewery, and is looking for more carboys for other locations.
Garoutte complimented the marketing committee on the work they are doing.
The board discussed where the money from FOLs’ fundraising for the building fund is going.
Pacheco questioned whether there are rules for the marketing committee, and whether there should be an appointed leader, and if there should be approved members to keep the meetings more on point. Cyriacks suggested there be a charter of how the committee works and how appointments are made to that committee. Pacheco indicated the marketing committee would do that at the next meeting. Westra asked the committee to regularly bring how much money the marketing committee has raised and how many firm pledges are in place. Pacheco has a fundraising thermometer to share with the marketing committee to graphically show the raised funds.
Cyriacks questioned whether the marketing committee will be searching for new land. Garoutte and Westra said they feel the board should direct that effort. Cyriacks mentioned that the Crestone Town Board has been gifted several acres, and perhaps the library district could approach the town board about procuring part of that land. Garoutte asked for some guidance and timeline on what we want to do and how to get there. Cyriacks suggested holding a work session specifically to discuss next steps and how to complete those steps.
- Next steps
The board planned a work session for February 4 from 9 AM till 12 PM. The agenda is simply to identify next steps, and no actions can be taken since this is not a formal meeting. Everyone should come prepared by knowing the history of what has happened thus far in the new library project.
- Director Report
There were no questions on the director’s report.
- Other Discussion
There was no other discussion.
- Next Meeting Date & Time & Agenda items
The next regular monthly meeting will be held Monday, February 13 at 4:45 at the Baca Grande Library.
- Public Input
Adams suggested the NSLCD set up a special fund for all capital campaign funds. Cyriacks answered there is one—the capital campaign account at First Southwest Bank. Pacheco said the reason there is money in other line items is that those other monies are not slated specifically and only for the capital campaign—they could be used for other purposes.
The meeting adjourned at 6:30 PM.
Assignments and Commitments: Cyriacks will meet with either the County Assessor or the County Land Use Administrator regarding how the USDA classifies land; Koehn Frey will send out a list of upcoming commitments to the board; Koehn Frey will ask Anne Nielsen how to close the escrow account; Pacheco and Riley will create a Marketing Committee charter at the next committee meeting; Koehn Frey will create and send out an agenda for the work session on February 4.