Minutes – May 8, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

May 8, 2017 at 4:45 PM

                                               Location: Baca Grande Library


Attendees: Board members Debbie Westra, Chair; Michael Pacheco, Vice-Chair; and Kathy Geddes, Secretary. Other attendees: Sarah Koehn Frey, NSCLD 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 4:45 PM.


  • Approval of Agenda

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


  • Assignments and Commitments Review

All assignments and commitments were completed.


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

Pacheco moved to approve the minutes as written, Geddes seconded, and the motion passed unanimously.


  • Advocacy Review

Koehn Frey suggested Westra write the June article, and then we get back on schedule with Geddes writing the July article.


  • 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, March and April

There were no questions on the financial statements. Geddes moved to approve both the March and April check registers, Pacheco seconded, and the motion passed unanimously.


Friends of the Libraries

  • Crestone/Baca Friends of the Library report

No FOL representative was available.


  • Saguache Friends of the Library report

Conroy reported on the 2 most recent Fourth Friday events (MVS middle-schoolers reporting on their Iceland trip and the MVS administration talking about safety at school and the need for a new facility). The FOLs are planning their Memorial Day fundraiser at the annual museum opening, and will be holding a bake and root beer float sale in the museum yard that day. As far as upcoming expenses, they are paying a handy-person to make several small repairs and updates to the library and will also be paying for the lunch for Kate Vasha’s memorial service, as she was such an integral part of the FOLs and the NSCLD for so many years.


  • Other Business
  • Personnel Handbook Discussion and Update

Discussion began on re-instating the bereavement policy, which had been accidentally deleted in a previous update. Mountain States Employers Association suggested specifying how closely related an employee must be to the deceased in order to use the bereavement policy. Geddes questioned why that was necessary, and suggested employees can make their own decision about whose death necessitates using their bereavement leave. She moved to accept the language “NSCLD employees are entitled to 5 working days paid bereavement leave per year.” Pacheco seconded, and the motion passed unanimously. Geddes then moved to adopt the evaluation language as previously stated to the employee handbook (“All employees will be evaluated by their direct supervisor yearly. The Library Director will be evaluated by the Board of Trustees yearly. If an employee disagrees with the outcomes of their evaluation, they are encouraged to utilize the grievance procedure, outlined in section 17.”) This motion was seconded by Pacheco, and passed unanimously.


  • Special Exception Circumstance to Financial Policy

2 special exceptions to the financial policy were given a green light between the March and May board meetings. Therefore, Geddes moved to ratify the decision to allow Koehn Frey to purchase a new laptop for her work. Pacheco seconded, and the motion carried unanimously. The second ratification involved discussion before the motion. Pacheco emphasized the district should always try to use local labor, when possible, for library projects. There was agreement all around, but Koehn Frey felt no local contractors could compete with the deal offered by the prison system woodshop: the library district ONLY pays for materials, and the workmanship is cabinetry-shop quality. However, in nearly every other instance, local labor is preferable. Pacheco moved to ratify the decision to allow Koehn Frey to order a new custom-built circulation desk for the Baca Grande Library from the Colorado Federal Corrections Fremont County woodshop without putting out bids. Geddes seconded, and the motion passed unanimously.


  • Friends of the Saguache Public Library MOU update

Koehn Frey told the board the Friends of the Saguache Public Library approved the changes at their March meeting, and that it now needs to be signed by the NSCLD and the FOLs. Westra signed and Conroy will take it back to the next FOL meeting.


  • Cost of Living Adjustment

Though the 2017 cost of living adjustment nationwide is only 0.3%, NSCLD employees will receive the 1.5% increase included in the 2017 budget. This increase takes effect June 1.


  • Koehn Frey Contract

Pacheco moved to approve Koehn Frey’s renewal of contract, which will run through May 31, 2018. The only change made to her current contract was to update the compensation to include the cost of living increase of 1.5%.


  • Logo Round II

The board discussed the second round of logos provided by Slate Communications, and wanted to see some changes made.


  • Future Library Discussion
    • Community Meeting Report

Pacheco reported that the community meeting, though sparsely attended, had been very positive.

    • Land Update: Town of Crestone Property update

Koehn Frey updated the board on her conversations with the Crestone Town Mayor.

    • Next steps

The board directed Koehn Frey to reach out to the Crestone Town Manager to determine next steps in working with the town.


  • Director Report

There were no additions to the Director’s Report. Westra questioned if there were any grants expected in May. Koehn Frey said the library district should hear from the Anschutz Family Foundation on whether our grant application was successful, but that she didn’t have high hopes for it.


  • Other Discussion

Pacheco said he felt Koehn Frey’s new work laptop could cause health issues, as it is quite small and her posture is affected while using it. He suggested she purchase a second monitor, and quickly found a suitable and affordable one to show her. Westra agreed wholeheartedly that this would make Koehn Frey’s work physically easier.


  • Next Meeting Date & Time & Agenda items

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


  • Public Input

There was no public input.


  • Adjourn

Westra adjourned the meeting at 6:30 PM.


Assignments and Commitments: Westra will write an article for the June Crestone Eagle. Koehn Frey will communicated changes to Slate Communications and will bring new logos to June board meeting. Koehn Frey will speak to the Crestone Town Administrator to determine next steps in the planning process with the Town of Crestone. Koehn Frey will purchase a second monitor for her desk.