Hepburn Library of Madrid Board Meeting Minutes – August 10, 2023

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

Call to Order:  Meeting was called to order at 6:01 PM

Open Comment/ Question:

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

Workshops and Communications:

  • The lift continues to work properly.   
  • The library staff are continuing with Polaris training.
  • Library will be partnering with DOH’s CYSHCN (Children and Youth with Special Health Care Needs) to host a special story hour focusing on increasing awareness of those with different health care needs.

Director’s Report :(Deborah Chase-Lauther)

 Books continue to be weeded from the Community Room and recycled to NCLS.

Julia developed a new bookmark with all the relevant library information on it; printed in French blue cardstock.

The Spice Library is underway for a September launch, as well as the Life Hacks and language groups.       
Financial Report (Emily Huntley):  Motion to accept the bills as read made by Allison Barkley, seconded by Jenn Coakley.  Approved.


  • Grants:
    • Grant 1- CCTV/Fire alarm/Generator –
      • Watson Electric has added outlets to the Community Room.
    • Grant 2 – Kitchen & Community Room Flooring –
      • Northern Tier has installed new baseboards and painted the remaining black baseboard to match the appropriate shade of gray.  Robla’s has been informed that the flooring is not lining up with the baseboards.  
    • Grant 3 – NCLS Coordinated Broadband Project –
      • No update.  
  • Buildings and Grounds
    • Jaiden Gomez, the new caretaker, is doing a fine job as reported by Deborah Chase-Lauther.
    • A new receipt printer needed to be purchased.  The model was recommended by NCLS as being compatible with the computers moving forward.

Community Events

  • Every Friday at 11am:  Story Time and Craft with Mrs. Paige
  • August 9, 3-5pm –  Tie-Dying!  Please sign up at 315-322-5673 or email madlib@ncls.org.
  • August 17, 7pm –  Book Club – Summer Reading Recommendations!
  • August 18, 11a-1p – Party in the Park with Animal Crackers and Kids on the Block puppets (At the Madrid Municipal Park).  Join us for hot dogs and sundaes!
  • SUMMER READING PROGRAM ends August 18th.  “Hands Across Madrid”

Old Business

  1. Instead of the library hosting a Trunk or Treat this year, a Halloween dance with games was suggested.  Possible dates include the weekend of October 21.

New Business

  1. Ideas for next grant – something simple

Adjournment: Motion to adjourn made by Emily Huntley; seconded by Susan McAvoy. Adjourned at 6:50 PM

Next Meeting : September 14, 6PM

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