Meeting Date
Wednesday, October 08, 2025
MINUTES of the Annual meeting of the Pitkin County Library Board of Trustees on October 8, 2025. The meeting was called to order at 12:01 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)
Ashley Connolly (AC)
Elizabeth Stewart-Severy (ES-S)
Chris Keleher (CK) – Voting Member
Alternates Present:
Staff Present:
Genevieve Smith (GS), PC Librarian
Anna Steinberg, Assistant to PC Librarian
Jody Grady Smith, PC Assets Director
Liz Woods, PC Finance Director, Treasurer & Public Trustee
Stuart Fox, PC Budget Analyst
Approval of Minutes for Sept 10, 2025
- Moved by Elizabeth Stewart-Severy 2nd by Audrey Ellis
- Passed by Board, unanimously
Public Comment:
- None
Trustees Comments & Librarian’s Report:
Trustee Comments-
- Elizabeth Nix thanked the Library for partnering with Aspen Words for the Literary Fest
- Audrey Ellis commented that the new PODs looked amazing
- John Wilkinson reported that CAL is looking at changing local Colorado Library Laws to protect trustees, as well as looking at the costs of online services- how they are structured as costs are rising.
Librarian’s Report-
- Aspen Literary Festival: Thanks to the Board’s support, and library staff along with co-host Aspen Words team for putting on an outstanding event. 510 participants attended events over the 3-day weekend.
Building Update:
- Library Boilers: twice in one week, the Aspen Fire Department detected a gas leak in the boiler piping requiring closure of the lower level to ventilate and shutting off service to the building by Black Hills. The Library passed inspection on the 18th, but testing revealed additional leaks in the boilers. Major HVAC failure in all three units. The Library has had to rely on space heaters for minimal comfort for staff and patrons. Highlighting once again the state of the boilers.
- Originally installed in 2009 with a long history of repairs
- Parts scarce and increasingly so
- PC is evaluating a permanent solution with further BOCC discussion slated for November 6th
- In the meantime, BOCC has authorized repairs for all three boilers at an estimated $110,000. Parts and repairs are in process and plumbers repurposed parts from one boiler to get one working and provide some heat.
- Meeting Pods:
- New Pods have been installed on each level and they have been well received by patrons and staff alike. They provide flexible quiet areas for meetings and studying and were reserved 25 times in the first week. Pods are reserved using the same access on-line as other meeting rooms.
- They are clear, so not visually private, but provide for a muffled sound barrier for private conversations. No security issues so far.
- Board took a break and toured the pods
- AV Replacement RFP Update: AV bid RFP had nine proposals and Smart Systems of Lakewood was selected to lead the upgrade. Their proposal offered the strongest support contract, good implementation plan and pricing, and had experience with other public libraries.
- Key improvements include ease of use, enhanced collaboration features, future-ready infrastructure, sustainability with energy-efficient equipment, and ongoing support with a service agreement for maintenance and remote/on-site assistance.
- Scope: Dunaway Room upgrades to displays, cameras and streaming capabilities and all the meeting rooms, teen space, lab, and director’s office will get replacement of displays that support video meetings, screen sharing, and interactive whiteboarding.
- Bid was $118,000 without the service contract (which will go in place after year warranty) which will be a new item that include preemptive updates and checks- hopefully will pay for itself in exchange for the number of service calls/ tech repairs.
- Budget Summary: Separate from the Electrification Project, here are the most significant increases in Library expenditures to address in 2026:
- Pipe lining- additional lining is planned as preventative maintenance to reduce future backups as occurred in 2024
- Roof heat tape- to prevent snow and ice slides into the alley
- Security guard: cost share for guard
- HVAC/Boiler repairs- $260,000 transfer from General Fund to cover urgent repairs (including the recent $110,000 for boiler repairs in Sept/Oct)
- Inflation/ Cost drivers- rising service costs, targeted investments in programs and resources such as e-books & databases
- One-time increases include- disaster planning consultant, installation of security camera system, equipment upgrades (coin ops, large format scanner, sound/lighting enhancements)
- Staffing- retention is a top priority and cost increases seen in transitioning temp positions to seasonal staff positions.
Outlook: Fund balance looks steady through 2028, but after building system maintenance and improvements are made, it will drastically reduce the reserves. But Library is committed to finding savings where possible to keep reserves.
Old Business-
- PCL Governance Q & A: Tabled-
- Electrification Update: Presented by Jody Grady, PC Assets Director
- Replacement of boilers was going to cost $600k + and whatever was available rather than the best, most efficient boilers. BOCC chose to pay for repairs at a cost of $110k instead
- Options & Proposals moving forward for electrification will be presented to the BOCC November 6th. Jody needs 1-1.5 weeks to pull together updated proposals and will run it by the Library Board prior to BOCC. Things to consider ▪ Structural Concerns & Costs
- Closures and impacts to staff and patrons
- Emissions estimates
- John Wilkinson requests Library Board to submit opinion
- Elizabeth Stewart-Severy requested looking into insulation values as recommended by Amory Lovins which can offset needs/emissions with efficiency
- Barriers Update: Presented by Jody Grady, PC Assets Director
- BOCC likes the general idea of where staff is going with the design concepts using natural and local elements
- She will present to Library Board a packet in November for us to choose preferred options before final approval by BOCC
New Business-
- 2026 Budget- First Reading- Presented by Audrey Ellis, Liz Woods & Stuart Fox
- Moved by Audrey Ellis 2nd by Elizabeth Nix
- Passed by Board, unanimously
Review Future Meetings Schedule 2025
- November 12, December 10, 2026 Dates: January 14, February 11, March 11
Adjourned @ 1:30 PM
Moved by Anna Scott 2nd by Chris Keleher