Minutes – March 13, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

March 13, 2017 at 4:45 PM

                                           Location: Saguache Public Library

Attendees: Board members Michael Pacheco, Chair; Kathy Geddes, Secretary; Amy Garoutte, Treasurer; and Megan Riley. Other attendees: Sarah Koehn Frey, Library Director; Lisa Cyriacks, NSCLD Bookkeeper; Thom Ontko, Friends of the Baca Grande Library President; and Hillary Conroy, Friends of the Saguache Public Library President.


  • Call to Order

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


  • Approval of Agenda

Garoutte moved to approve the agenda; Geddes seconded; motion passed unanimously.


  • Assignments and Commitments Review

Koehn Frey indicated all assignments and commitments had been completed.


  • Approval of the Minutes from February 13, 2017 Regular Meeting

Garoutte moved to approve the minutes; Riley seconded; motion passed unanimously.


  • Advocacy Review

Westra will be writing an article for April. The schedule Koehn Frey sent to board members in February is one month behind.


  • Public Input

There was no public input.


  • Committee Reports

Financial Reports

  • Balance Sheet – Pacheco had a question about how the Gallagher Amendment will impact the NSCLD. Cyriacks went over possible scenarios. She has had several conversations about this issue with the BOCC members and the County Assessor.
  • Budget vs Actuals – Geddes had a question about planning costs listed on the Budget Vs. Actuals. Cyriacks answered.
  • Review of Credit Card Statement
  • Approval of Check Register

Garoutte moved to approve the checkbook register. Geddes seconded. Motion passed unanimously.


Friends of the Libraries

  • Saguache Friends of the Library report

Conroy reported that the FOL Fourth Friday event in February was a total success. She also related the results of the annual officer elections and the decision for the FOLs to only hold meetings prior to events. Upcoming events: March Fourth Friday speakers will be local students who recently travelled to Iceland. April Fourth Friday will be the Mountain Valley School Superintendent giving details about the new school project.

  • Crestone/Baca Friends of the Library report

Ontko indicated he is ready to step aside and let someone else take the reins of the organization, but that the FOLs can’t hold board elections until the other two officers return from Florida. He said paid memberships keep trickling in, which is an indication of the continued community support, even if they don’t attend meetings. The FOLs are preparing for their popular annual Tax Day Bake Sale.

  • MOU Review

The MOUs with both FOLs were read and reviewed. Conroy asked that this happen every 5 years. It was also decided to equalize the language between the two MOUs. Garoutte moved to add language stating the MOUs will be reviewed and signed every 5 years. Geddes seconded. Motion passed unanimously.

With the recent time change of the Saguache FOL meeting, Koehn Frey cannot make it to both FOL meetings. She asked if the Saguache FOLs would be willing to move their meeting time to later (4 PM). Conroy offered that they could possibly move to another Friday. She will bring this request to the next FOL meeting.


  • Other Business
  • Ratify Town of Crestone Meeting Decision

Geddes moved to ratify the February 25 decision that the NSCLD meet with the Town of Crestone Board of Trustees to continue the planning process together for the property the town owns. Garoutte seconded. Motion passed unanimously.

  • Foundation Proposal

There were no foundation representatives present, so the item was tabled.

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

Riley and Koehn Frey both attended the Town of Crestone’s Board of Trustees meeting earlier in the day, where the Town agreed to the NSCLD’s proposal to partner on the planning of the town property in question. A Crestone Charter School representative was also present at the meeting and offered their support for the process and for the library being close to CCS, in particular. There is also a possibility the school could provide some additional parking to be used by both the school and the library. The mayor of Crestone indicated they should be hearing whether a planning grant was successful in the near future, and at that time she will reach out to both Koehn Frey and CCS.

    • Marketing Committee Next Steps

Pacheco stated the Marketing Committee had been formed specifically to raise money for and purchase the Karen Kenney property, and since that didn’t happen, he questioned whether the Marketing Committee should be dissolved. Garoutte said she would like for the Crestone/BG board members to continue taking the lead on board participation in that community, and there was general agreement. Geddes feels the scope of the Marketing Committee has changed, especially in light of a partnership with the Town of Crestone and Crestone Charter School. Garoutte moved to dissolve the Marketing Committee. Riley seconded. Motion passed unanimously.

    • Next steps

Koehn Frey asked the board to consider moving the planned community meeting on April 10 to 6 PM. She feels more people would be able to attend at that hour. It was decided that the regular monthly meeting will take place at the Crestone Charter School in a classroom, to be followed at 6 PM by the community meeting in Rainbow Hall.

  • Logo Discussion

The discussion about the NSCLD logo was wide-ranging, but the board all agreed on one logo, though they would like to see some variations of it. Several suggestions and ideas were mentioned, which Koehn Frey will pass along to Slate Communications for round 2 of the logo design.

  • Policy Review
    • Personnel Handbook

Pacheco suggested it would be appropriate to indicate in the personnel handbook that employees will be subject to yearly evaluations. There was agreement amongst the board, and Koehn Frey offered to ask the MSEC attorney for appropriate language to bring back to the board.

Koehn Frey told the board that Cyriacks had originally paid her bereavement pay, but upon looking through the personnel handbook, they realized the bereavement pay section had inadvertently been removed when changing from discretionary pay to paid time off. Discussion ensued, and Garoutte moved to add 5 days bereavement pay per year for employees, to be retroactive to January 1, 2017, pending MSEC attorney language and approval. Geddes seconded, and the motion passed unanimously.

Koehn Frey will ask our MSEC attorney for appropriate language, and will bring the document back for final review in May.


  • Director Report

Koehn Frey had nothing to add to her report. Pacheco offered to use the Crestone Charter School email list to garner support and attendance at the Baca Grande Baby Story Time when that program is begun again.


  • Other Discussion

There was no other discussion.


  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, April 10 at 4:45 at the Crestone Charter School, to be followed by the community meeting at 6, also at CCS.


  • Public Input

Ontko expressed his desire to see the NSCLD draft an MOU for the foundation.


  • Adjourn

Pacheco adjourned the meeting at 6:15 PM.


Assignments and Commitments: Koehn Frey will update the FOL MOUs to indicate they will be reviewed every 5 years, and will send them to the FOL groups for approval. Koehn Frey will make the language consistent between the two FOL MOUs. Koehn Frey will inform Slate Communications of ideas for the logo. Koehn Frey will work with the MSEC attorney on language to update the Personnel Handbook. Pacheco will reserve Rainbow Hall for the April 10 community meeting.