Minutes – June 12, 2017

Regular Meeting Agenda

Northern Saguache County Library District Board

June 12, 2017 at 4:45 PM

                                           Location: Saguache Public Library

Board attendees: 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 Hillary Conroy, Friends of the Saguache Public Library President.


  • Call to Order

Westra called the meeting to order at 4:46 PM.


  • Approval of Agenda

Geddes moved to approve the agenda; seconded by Riley. Motion passed unanimously.


  • Assignments and Commitments Review

Koehn Frey indicated all assignments and commitments were complete.


  • Approval of the Minutes from May 8, 2017 Regular Meeting and the May 30, 2017 Special Meeting

Geddes moved to approve the May 8 meeting minutes. Pacheco seconded, and the motion passed with Riley and Garoutte abstaining, as they were absent from the May 8 meeting. Koehn Frey mentioned she had found and corrected one mistake on the May 30 special meeting minutes since the board packet had gone out. Riley moved to approve the minutes as amended. Garoutte seconded, and the motion passed with Westra and Pacheco abstaining, as they were absent from the May 30 meeting.


  • Advocacy Review: Westra completed June; Geddes for July; Riley for August


  • Public Input

There was no public input.


  • Committee Reports

Financial Reports

  • Balance Sheet

Garoutte had a question on the balance sheet that she offered to speak to Cyriacks about after the meeting.

  • Budget vs Actuals
  • Review of Credit Card Statement
  • Approval of Check Register

Geddes moved to approve the check register. Pacheco seconded. The motion carried unanimously.


Friends of the Libraries

  • Crestone/Baca Friends of the Library report

There was no representative of the Friends of the Baca Grande Library present. Pacheco questioned whether the board should be concerned at the lack of attendance this year by the FOBGLs. There was a bit of discussion, and Koehn Frey was directed to write a letter to Thom Ontko expressing the board’s concerns.


  • Saguache Friends of the Library report

Conroy reported that the Friends of the Saguache Public Library had held a Memorial Day Root Beer Float and bake sale, and made less than they had hoped (though still nearly $400). They also had sponsored the meal for the memorial service for Kate Vasha, longtime FOL member and NSCLD board member. The Saguache Public Library approved the use of FOL money for this. Their next fundraiser is the annual community appreciation pig roast, to be held on Father’s Day, Sunday, June 18.


  • Other Business
  • Logo Round III

The board immediately and unanimously agreed on the latest iteration from Slate. Pacheco moved to approve the latest designs as the district’s logo; Riley seconded; and the motion passed unanimously.

  • Policy Review
    • Petty Cash Policy

Koehn Frey suggested some wording changes regarding donations to a specific branch being retained in that branch’s dedicated fund. Garoutte moved to approve the policy with the new wording; Riley seconded; and the motion passed unanimously.

  • Public Comment Policy

There was much discussion surrounding the time limit of 3 minutes/speaker in the Public Comment Policy. Pros and cons of longer comment period were examined, and in the end, Garoutte moved to approve the Public Comment Policy as written, with no changes, and the motion was seconded by Riley and passed unanimously.

  • Grant Review

Koehn Frey reviewed which grants were still outstanding and how much she expects to receive from them.

  • Future Library Discussion
    • Land Update: Town of Crestone Property update

Koehn Frey, Garoutte, and Riley related the gist of the Town of Crestone’s board meeting they had attended earlier in the day. Though there was no real action on accepting or declining the NSCLD’s offer, the Town’s attorney is drafting a Memorandum of Understanding between the Town and the NSCLD. In the meantime, Koehn Frey will be attending the Tract 1 Working Group meetings to participate in the planning process.

    • Next Steps

Koehn Frey may need to call a special meeting if the first draft of the MOU comes to her before the July meeting.



  • Director Report

Koehn Frey updated the board on the process to change the Saguache Public Library’s nonfiction classification from the Dewey Decimal system to the bookstore model. The next step will be deciding on and ordering signage. Garoutte questioned whether this could be something some local students could complete. After some discussion of the details, it seems this may not be a good fit.


  • Other Discussion

Pacheco mentioned the Chromebooks the Crestone Charter School donated to the Baca Grande Library. He will be available for help on how to use them. Cyriacks wondered if, since so many patrons sit outside the two library branches during closed hours to use the Internet, it might be a good idea to give them a place to sit outside the Baca Grande Library. She suggested covered picnic tables. The Saguache Public Library has 3 benches, one located under a flowering crab tree. Patrons definitely appreciate the shade in the summer.


  • Next Meeting Date & Time & Agenda items

The next meeting date is July 10 at 4:45 PM at the Baca Grande Library.


  • Public Input

There was no public input.


  • Adjourn

Westra adjourned the meeting at 6:11 PM.


Assignments and Commitments: Koehn Frey will send a letter to Ontko expressing the board’s concerns about the FOBGL’s attendance at the NSCLD meetings; Koehn Frey will communicate with Slate Communications to determine next steps in the logo process; Koehn Frey will take the Chromebooks to the Baca Grande Library, along with the suggestion about covered picnic tables. This may be a good project for the Friends of the Baca Grande Library.