Hepburn Library of Madrid Board Meeting Minutes – March 16, 2023

In Attendance: Jennifer McAvoy, Allison Barkley, Susan McAvoy, Deborah Chase-Lauther, Jennifer Coakley, Emily Huntley
Special Guest: 

Call to Order:  Meeting was called to order at 6:06 PM

Open Comment/ Question:

Approval of Previous Minutes: Motion made by Emily Huntley; seconded by Allison Barkley.  Approved.

Workshops and Communications:

  • Polaris training is ongoing for staff.  This new system will replace the current library catalog.  The system will be offline between April 19th and April 25th.  This means:
    • Patrons will NOT be able to place holds.  
    • Patrons will need to transfer any lists they have made in the old system – they will NOT transfer to the new system 
    • Library cards will NOT be able to be updated
    • New cards will NOT be able to be issued

Director’s Report :(Deborah Chase-Lauther) 

The lift is currently working.

Another new computer has been ordered to replace a staff member terminal.  A patron terminal will be replaced by the end of 2023.    

Motion to approve adjusted compensatory time policy made by Emily Huntley; seconded by Allison Barkley.  Approved.

Financial Report (Emily Huntley):

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


  • Grants:
    • Grant 1 -CCTV/Fire alarm/Generator Update –  Liberty is installing a larger meter to handle generator load.
      • Motion to approve proceeding with DLD Addendum (money remaining will be used to install additional outlets in the community room as well as an outside outlet) – made by Allison Barkley; seconded by Emily Huntley.  Approved.
    • Grant 2 – Kitchen and Community Room Flooring –  During the process of completing the community room floor, Robla’s needed extra epoxy (15-16 gallons), in order to repair the extensively cracked subfloor.
      • Motion made by Allison Barkley to authorize the additional cost of $5,500 for the additional epoxy; seconded by Jenn Coakley.  Approved.  
  • Buildings and Grounds
    • Coots has informed Deborah that the library is #1 on their list as the weather allows for the crane to be brought onsite.
    • Watson Electric is aware there is a problem with the panel switch and outlet in the new wing.  A service call has been requested.
    • Board is further discussing the future of community room kitchen use: hospitality vs. commercial will affect usage cost by those who reserve the facilities.

Motion to move to Executive Session made by Emily Huntley at 6:36pm; seconded by Allison Barkley.

Motion to move out of Executive Session made by Emily Huntley at 6:46pm; seconded by Allison Barkley.

Community Events

  • March 15 – Cricut Design Basics – All Welcome!
  • March 17 – Wearing of the Grin – Come to the library dressed as your favorite literary character for some green treats!  
  • March 20 – Across the Fence – Introduction to the NCLS Polaris for Patrons
  • March 21 – Spring Reading Challenge! – “Books are EGGs-celent!”
  • March 23 at 7pm – The Sweetness of Forgetting by Kristen Harmel.

Old Business

  1.  Board photo has been postponed until the April meeting.



Motion to adjourn made by Emily Huntley; seconded by Allison Barkley. Adjourned at 6:51 PM

Next Meeting : April 4, 6PM

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