Meeting Date
Wednesday, November 12, 2025
MINUTES of the Annual meeting of the Pitkin County Library Board of Trustees on November 12, 2025. The meeting was called to order at 12:02 PM in the William R. Dunaway Community Room.
Roll Call:
Trustees Present:
Pres. John Wilkinson (JW)
V.P. Elizabeth Nix (EN)
Sec. Anna Lookabill Scott (ALS)
Tres. Audrey Ellis (AE)
Austine Stitt (AS)
Elizabeth Stewart-Severy (ES-S)
Alternate Present:
Chris Keleher (CK) – Voting Member
Staff Present:
Genevieve Smith (GS), PC Librarian
Anna Steinberg, Assistant to PC Librarian
Melissa Knight, PC Director of HR
Anne Marie McPhee, PC Attorney’s Office
Approval of Minutes for October 8, 2025
- Moved by Elizabeth Nix 2nd by Audrey Ellis
- Passed by Board, unanimously
Approval of Minutes for October 29, 2025
- Moved by Austine Stitt 2nd by Chris Keleher
- Passed by Board, unanimously
Public Comment:
- None
Trustees Comments & Librarian’s Report:
- Trustee Comments-
- None- John keeping us on our toes with no commentary!
- Librarian’s Report- Skipped in person discussion. Based on report sent out to Board.
- Redstone Holds Update: Library has launched a new holds pickup program in Redstone through the website. Once notified, patrons have three weeks to retrieve the item. The initiative hopes to expand access for Crystal Valley residents and services to the remote part of Pitkin County.
- Security Guard Update: Security contract began October 27th with guards attending staff meetings to introduce themselves. Guards work directly with the Director (Genevieve) and have been granted access to the library security log & calendar to review past issues and understand future events/programs. They perform regular sweeps and assist with closing and securing the facility. So far, their presence has been professional and reinforces as safe, welcoming environment.
- Strategic Plan Update: Committee has started work with the Consulting Team- meeting today after Board meeting
- Priority to recruit community members for Steering Committee to provide diverse perspectives and reflect the broader community. Representatives from Aspen Rotary, Music Festival, Chamber, Pitkin County Admin, Community Church, City of Aspen, Aspen Ski Co, Redstone, A Way Out, and the Senior Center have confirmed. Awaiting confirmation from TOSV and School District. First meeting will be held in December.
- Next Phase is data analysis and assessment, survey development and SOAR sessions which includes input from staff, the board, and key stakeholders.
- Building Closure Request: January 15, 2026. Proposal to close building so staff can participate in SOAR/Strategic Planning process along with essential safety and professional development training, including active shooter & safety training, and setting and maintaining professional boundaries with patrons as presented by County EAP team. See New Business.
- AV Replacement RFP Update: Consultants will be on site December 10th to complete the upgrade.
- Staff training is included in the project scope in addition to the service contract that provides ongoing technical support and maintenance.
- Building Update:
- Library Boilers: BOCC held a work session on November 6th to review the outcome of the analysis reducing the scope of the electrification project in connection with Health & Human Services in order to meet County Carbon Reduction Goals.
- Four alternatives were presented and BOCC approved the recommended Hybrid Value-Engineered (VE) option. Additional funds will be sought to augment the DOLA grant along with REMP and County General Funds.
- Library Board will be informed of advances in project including final designs, timelines, closures, and coordination with County Facilities and contractors.
- Budget Update: Q3 financials were reviewed by Board Treasurer with no new concerns. Actual verses Budget will be presented at end of year.
- The 2026 budget was submitted to the BOCC after first reading with a request for Seasonal versus Temporary staffing with all County Capital Projects and FTE requests. Was well received with no issues, though the BOCC is still deliberating on several requests from other departments.
- Finalization of Budget is anticipated in December
- Need to update Policy on timing of Budget for future to align with County
- Library Policy Updates: On going review of policies should happen, however, it is recommended to be postponed until 2026. Review of policies updated this past year have been in the PC Attorney’s office for legal review- however, they do not see anything that looks like it needs to be changed. Two new policies may be needed to address service animals and volunteers at the Library. Goals for 2026 will include development and adoption of these new policies.
Old Business-
- 2026 Budget- 2nd Reading
- Moved by Audrey Ellis 2nd by Austine Stitt
- Passed by Board, unanimously
- PCL Governance Q & A: Presented by Anne Marie McPhee, PC Attorney’s Office
- Anne Marie walked the board through the different roles the Board, the BOCC, and Director of the Library all have, and how they align in a structural diagram and fiduciary responsibility. A few questions were asked about what happens when there isn’t alignment, but she will have to get back to the Board about specifics because as she is new to the role, she will have to research past precedence.
New Business-
- Library Director Review Process: Purpose to share accomplishments, review areas of growth, observations and feedback. Presented by Melissa Knight, PC Director of HR
- The County restructured their review process, decoupling meeting goals to salary increases to a more coaching methodology. They are 18 months into the new process with successes and still growing into the process. Last year Genevieve’s review was postponed due to various circumstances, so this year the review period covers Nov 2024-Oct 2025
- Questions/Decisions- anonymous or open feedback?- Board decided open feedback
- Questions sent to Board & Deputy Directors and sent to Melissa to compile memo
- Survey to Board- Question- additional questions or changes?- no changes on questions from Board
- December 10- Executive Session with Annual Review Memo- will meet in the Clock Tower
- January 2026- TBD- Board President & Deputy County Manager meet with Genevieve to discuss feedback.
- Library Closure Request- January 15, 2026- Closure for staff to participate in Strategic Planning Process (SOAR) + additional training
- Moved by Anna Lookabill Scott 2nd by Audrey Ellis
- Passed by Board, unanimously
- Establish a Policy Review Subcommittee - Tabled
Review Future Meetings Schedule
- 2025 Dates: December 10- meet in the Clock Tower due to AV upgrade
- 2026 Dates: January 14, February 11, March 11, April 8, May 13
Adjourned @ 12:54 PM
Moved by Audrey Ellis 2nd by Elizabeth Stewart-Severy