Hepburn Library of Madrid Board Meeting Minutes – May 11, 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 6:14 PM 

Open Comment/ Question: 

Approval of Previous Minutes:

Motion made by Susan McAvoy; seconded by Allison Barkley.  Approved. 

Workshops and Communications:  

  • The new library catalog, Polaris, has been implemented and all is going well.     
  • Emily Huntley and Allison Barkley virtually attended “The Power of the Modern Library” by Dr. Bob Dillon 

Director’s Report :(Deborah Chase-Lauther)  

The lift continues to be in working order.  
Watson Electric has repaired the faulty breaker switch and the outlet that were non-functional during the last board meeting. 

Financial Report (Emily Huntley): 

Motion to accept the bills as read made by Jennifer Coakley, seconded by Allison Barkley.  Approved. 


  • Grants: 
  • Grant 1- CCTV/Fire alarm/Generator Update –   
  • DLD Request to Amend form has been completed and we are awaiting a decision regarding adding outlets in the Community Room.   
  • Watson Electric has submitted a quote of $4,500 to reconfigure the electrical breaker panel to allow for installation of more outlets and an outdoor GFI outlet. 
  • Grant 2 – Kitchen and Community Room Flooring –  Quotes received from Coakleys (cabinetry only), Northern Tier Construction and awaiting quote from Kenyon Chase (Sparx Construction and General Contracting) for complete kitchen and repair work.. 
  • Buildings and Grounds   
  • Coots has completed the flashing on the East and West wings and has provided a verbal quote of $500 for wall repair and painting both wing panels.   
  • LaFaver’s Painting does not have a record of the paint chip, but we can probably take a sample from the wall and have it paint matched. 

Community Events 

  • May 12, 10am – 2pm – VIP Mother’s Day Event. 
  • May 18, 7pm – Book Club – The Lions of Fifth Avenue by Fiona Davis 
  • May 24, 6pm – Across the Fence: Gardening 101 with Monica McKinnie 

Old Business 

  1.  Board photo taken 

New Business 

  1. Discuss a new policy for vetting contractors 


Motion to adjourn made by Jen McAvoy; seconded by Susan McAvoy. Adjourned at 6:43 PM 

Next Meeting : June 8, 6PM  

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