Hepburn Library of Madrid Board Meeting Minutes – October 13, 2022

In Attendance: 

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


Special Guest: 

Call to Order:  

Meeting was called to order at 6:13 PM

Open Comment/ Question:

Approval of Previous Minutes: 

Motion made by Emily Huntley; seconded by Allison Barkley.  Approved.

Workshops and Communications: 

Director’s Report :(Deborah Chase-Lauther) 

      A meeting with Coots has been requested to document and discuss the bubbling paint on the inside of the library.  

    Board members discussed a grace period of one week for users of the community room to pick up their key deposit.  Motion made to by Jen McAvoy and seconded by Allison Barkley to update the library policy to the following: In the event that the deposit has not been picked up, the library staff will consider the unclaimed money to be a library donation.

Financial Report (Emily Huntley): 

Motion to approve the bills as read made by Jenn Coakley; seconded by Allison Barkley.  Approved.


  1. Grants:
    1. Grant 1 -CCTV/Fire alarm/Generator Update –
      1. Watson Electric has ordered the generator.
    2. Grant 2 – Kitchen and Community Room Flooring – No updates.
    3. Walmart VAP and Community Grants Program (2022-2023) – Registration is complete.  
  2. Buildings and Grounds
    1. Lift – Lift working sporadically  Accessibility Solutions will reach out to Savaria (the manufacturer).
    2. Leo will salt the stairs this winter.  The library staff and volunteers will handle shoveling.
  3. Community Events
    1. Book Club – Meeting October 27th at 7pm, A Man Called Ove by Frederik Backman.
    2. Grant Writing Workshop, October 26th, 3-5pm.
    3. Trunk or Treat – October 29th (4 -5:30pm for little goblins, 5:30 -7pm for older spooks.

Old Business

  1. The auction for State of Terror! by Louise Penny and Hillary Rodham Clinton helped raise $300.  These funds will greatly help fund the Fall and Winter reading programs.


Motion to adjourn made by Allison Barkley; seconded by Emily Huntley. Adjourned at 6:53 PM

Next Meeting : November 10, 6PM

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