The final version will be posted along with a pdf of the final version after the following meeting.

Hepburn Library of Madrid Board Meeting Minutes – August 11, 2022 DRAFT

In Attendance:

Jennifer McAvoy, Susan McAvoy, Deborah Chase-Lauther, Jennifer Coakley


Allison Barkley

Special Guest: 

Call to Order: 

Meeting was called to order at 6:18 PM

Open Comment/ Question:

Approval of Previous Minutes:

Motion made by Susan McAvoy; seconded by Emily Huntley.  Approved.

Workshops and Communications: 

  1. Deborah reported that BA5 COVID variant causes rates to climb in SLC.  Staff continue to mask.       
  2. NCLS has reported over 1 million bills residing in the system.  Boards are being asked to purge long overdue/lost items.  Motion made by Emily Huntley to purge up until the last 6 months in our system, seconded by Susan McAvoy.  Approved.
  3. Motion made by Emily Huntlley to accept Bryan Huntley’s resignation; seconded by Susan McAvoy.  Approved.  We thank Bryan for his contributions and insights at the board meetings. 

Director’s Report:

(Deborah Chase-Lauther) 

    The Caretaker job duties have been updated with a few added tasks, such as recycling newspapers.  

Financial Report

(Emily Huntley): Motion to approve the bills as read made by Susan McAvoy; seconded by Jennifer Coakley.  Approved.


  1. Grants:
    1. Grant 1 -CCTV/Fire alarm/Generator Update – Wright’s willing to install the new generator for a minimal fee (approx. $15–$200).
      1. Will look into leftover grant money to install new outlets.
    2. Grant 2 – Kitchen – No updates on funding.
  2. Buildings and Grounds  
    1. Mason Work/Roof – Coots has visited and Deborah is awaiting their recommendations.
    2. Lift – Lift not working again at the time of the board meeting.
    3. Leo has begun repairs on the outdoor front stairs.
  3. Community Events
    1. Book Club – Meeting August 18th at 7pm, Hamnet – A Novel of the Plague by Maggie O’Farell.
    2. Summer Reading – Final day is August 12th. 
      1. End of Summer Party – August 19th, looking to secure a bounce house vendor with insurance.  Emily will forward information to Deborah.

Old Business

  1. COVID update  – Staff continue to mask. 

New Business

  1. Sept Board meeting date
  2. 2023 budget
  3. Winter snow removal


Motion to adjourn made by Jennifer Coakley, seconded by Jen McAvoy 7:11 PM

Next Meeting :

September 1, 6PM

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