Minutes – October 8, 2014

Regular Meeting Minutes

Northern Saguache County Library District Board

October 8, 2014 at 9 AM

                                               Location: Baca Grande Library

Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Denny Davidson, Secretary; and Kim Smoyer. Sarah Koehn Frey (Library Director) attended, as did Lisa Cyriacks (District Bookkeeper), Hillary Conroy (Friends of the Saguache Public Library President) and Robert Eiserman (Feasibility Study Consultant).

  • Call to Order

Anderson called the meeting to order at 9:15 AM


  • Approval of Agenda

Davidson moved to approve the agenda, seconded by Smoyer, and the motion passed unanimously.


  • Assignments and Commitments Review

Assignments and commitments were all completed.


  • Approval of the Minutes from August 20, 2014 and July 11, 2014

Anderson suggested a change to the minutes for July. Smoyer moved to approve the amended minutes, seconded by Davidson, and the motion passed unanimously. Smoyer then moved to approve the August minutes, Davidson seconded, and the motion passed unanimously.


  • Public Input

There was no public input.


  • Committee Reports


  • Balance Sheet
  • Budget vs Actuals
  • Approval of Check Register

There were no questions on the financial reports. Koehn Frey reported that the Library District received checks for Specific Ownership Taxes that had been underpaid by the County to the Library District since 2011. Smoyer moved to put the money into the Board Designated Reserves, was seconded by Davidson, and the motion carried.


Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Anderson reported that the gathering of mountain poets on October 4 was a huge success. Half of the proceeds from this event will go to the Friends of the Baca Grande Library. Anderson said this may become a yearly event.

  • Saguache Friends of the Library report

Conroy spoke about the success of the last Fourth Friday event, which was a presentation on the art of Colcha. The Friends’ next event is the Halloween costume party on October 3, and they are already gearing up for the Holiday Bazaar, which takes place annually on the first Saturday of December.


  • Other Business
  • Conditional Use Permit process

Koehn Frey updated the Board on the CUP application. Burt Wadman has been working hard to get the application completed by the October 15 deadline for the November 3 meeting of the Planning Commission.

  • Land acquisition progress

Koehn Frey related that she is waiting to hear from the Real Estate Agent in Saguache regarding the option and contract, and then it will go to the seller’s agent.

  • Update on Feasibility Study

Eiserman went through the documents and schedule with the Board. There are 115 names that have been marked as suitable for interviews. Smoyer will coordinate setting up of interviews. Eiserman is hoping conduct interviews throughout the remainder of October and early November and would like to have a final report done by the November 19 meeting.

  • Preliminary budget

Cyriacks led the discussion on the proposed 2015 budget. The Board was satisfied with the preliminary budget. Cyriacks asked that Board look through it all carefully and contact her or Koehn Frey with any questions or concerns.

  • Board giving discussion

Vasha asked the board members to consider matching her gift to the Crestone-Baca Grande Library Relocation process before the end of the calendar year, and emphasized the importance of 100% giving from the Board.

  • Schedule of remainder of 2014 meetings

Koehn Frey went over the schedule for the remainder of the year. Due to travel restraints for 2 of the board members, Davidson requested that the Budget Hearing be moved to December 11. Koehn Frey will reschedule. Vasha offered to publish the notice in the Saguache Crescent.

  • Discussion of POA loan forgiveness

Anderson and Cyriacks updated the Board on those who are running for the POA board. The discussion of asking them to forgive the last loan repayment will be revisited at the November meeting.


  • Director Report

The Board of Trustees asked Koehn Frey to keep a log of extra, unpaid hours she works weekly.

  • Other Discussion

Vasha brought up the idea of Anderson taking over as Chair of the Library District so that he is at the helm as the Crestone-Baca Grande Library Relocation process gets underway. Smoyer suggested waiting to change officers till the elections in January, and the Board agreed.

Since both Saguache board members’ terms are up in December, Koehn Frey and Smoyer will put out the advertising for new board members and will complete the interview process.

  • Next Meeting Date & Time & Agenda items

The next NSCLD Board Meeting will take place Wednesday, November 19 at 9 AM at the Saguache Public Library.

  • Public Input

There was no public input.

  • Assignments and Commitments: Koehn Frey and Smoyer will advertise the two Saguache Board Member positions in the Saguache Crescent.
  • Adjourn

Anderson adjourned at 11:29 AM.