Minutes – September 11, 2017

Regular Meeting Minutes

Northern Saguache County Library District Board

September 11, 2017 at 4:45 PM

                                               Location: Baca Grande Library

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


  • Call to Order

Pacheco called the meeting to order at 4:45.


  • Approval of Agenda

Garoutte moved to approve the agenda, Geddes seconded, and the motion carried unanimously.


  • Assignments and Commitments Review

Koehn Frey had completed all the assignments and commitments.


  • Approval of the Minutes from August 14, 2017 Regular Meeting

Geddes moved to approve the minutes from the August 14 meeting. Garoutte seconded, and the motion passed unanimously.


  • Advocacy Review

(Upcoming: Garoutte for October, Pacheco for November, Koehn Frey for December)


  • Public Input

Ontko mentioned he’d like an update on the planning process for the Tract 1 land. Pacheco suggested that happen in Other Discussion.


  • Committee Reports

Financial Reports

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

There were no questions on the financial reports. Geddes moved to approve the check register; Garoutte seconded; motion passed unanimously.


Friends of the Libraries

  • Crestone/Baca Friends of the Library report

Ontko thanked the board for their generosity in the past month with providing some meals while he was ill. He reported there is an FOL meeting coming up to elect officers, and that he is stepping down as president.

  • Saguache Friends of the Library report

Conroy reported the FOLs gave the Saguache Public Library $3,000 at the last FOL meeting. The staff has already planned several necessary purchases that the $3,000 will cover. The FOLs will have a book-bake-root beer float sale at the Saguache Fall Festival.


  • Other Business
  • Auditor search discussion

Cyriacks went over the matrix for the auditor search, which included the responses of 4 Colorado auditors recommended by other library districts. The responses also included prices for audit exemptions, since the NSCLD falls well within the monetary bounds to be exempt from audit. Koehn Frey had checked with the Anschutz Family Foundation, who assured her they accept audit exemptions from small organizations in lieu of true audits. The Auditor Search Committee (Garoutte, Pacheco, Cyriacks, and Koehn Frey) will discuss the different options and will have a recommendation for the board by the October 9 meeting.

  • Director Employment Discussion

Koehn Frey expressed her frustration with her physical work environment, including needing to take phone calls outdoors and the lack of a quiet place to work. Pacheco suggested doing a trial till the end of the year of working from another location, and wondered if there may be office space available at the public health building. Geddes suggested there might be a way to wall off an office space if the desks were smaller. Pacheco wondered about temporary, modular walls. Garoutte asked how the pay would work during the trial period. Koehn Frey asked to become salaried once again at her next contract year (she had been made hourly when the FMLA law was about to change, but the law never came to fruition). Garoutte suggested the director contract be changed to match the budget cycle (Jan 1- Dec 31) and that Koehn Frey go back to being salaried on January 1. Geddes moved that, until the end of the year, Koehn Frey spend at least one full day per week at the Saguache Public Library, and at least one full day per week at the Baca Grande Library, with the remainder worked at a place of Koehn Frey’s choosing, to improve efficiency and creativity. Garoutte seconded, and the motion passed unanimously.


  • Director’s Report

Garoutte suggested the comparison chart format be changed.


  • Other Discussion

Koehn Frey and Cyriacks provided an overview of the planning process for the Tract 1 land in Crestone. Cyriacks suggested Koehn Frey contact Burt Wadman to find out what has happened since the final planning meeting.


  • Next Meeting Date & Time & Agenda items

The next meeting will take place Monday, October 9 at 4:45 PM at the Saguache Public Library. Agenda items to date: auditor discussion and 2018 budget.


  • Public Input

Lee related his experience in visiting a small library in Washington.


  • Adjourn

Garoutte moved to adjourn at 5:42 PM, Geddes seconded, and the motion passed unanimously.

Assignments and Commitments: Koehn Frey will create an informational flyer about how community members can contribute to the Friends of the Libraries through Amazon Smile; Koehn Frey will change the format of the comparison chart in the Director’s Report. Koehn Frey will contact Burt Wadman to determine what has taken place since the final planning working group meeting for the Tract 1 plot of land in Crestone.