Hepburn Library of Madrid Board Meeting Minutes – October 12, 2023

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

Call to Order:  Meeting was called to order at 6:08 PM

Open Comment/ Question:

Approval of Previous Minutes:  Motion made by Jennifer Coakley to amend the September meeting minutes to add the newly installed printer model information.  Seconded by Allison Barkley.  Approved.

Workshops and Communications:

  • The lift continues to work properly.   
  • NCLS News – The grant has been submitted for new computers.  Billing will be in 2024.

Director’s Report :(Deborah Chase-Lauther)

As mentioned in previous minutes, two patron computers will be eliminated from use.  A couple of local entities have been solicited to see if they could use the computers:  Waddington Catholic Church said no thank you and no response yet from United Church of Madrid. 

Financial Report (Emily Huntley):  Due to Emily’s absence, Allison read through the bills.  Motion to accept the bills as read made by Susan McAvoy, seconded by Jenn Coakley.  Approved.


  • Grants:
    • Grant 1- CCTV/Fire alarm/Generator –   Grant closed.
    • Grant 2 – Kitchen & Community Room Flooring – Waiting for Robla’s to repair the peeling steps inside the community room.      
    • Grant for 2024-2027 – Research has begun regarding companies that can provide sealant services for outdoor stairs.

Community Events

  • October 9 – Columbus Day/Indigenous People’s Day – Library Closed!
  • October 13, 12pm – Annular Eclipse – Info & Glasses Available! 
  • October 19, 7pm – Book Club – “How to Sell a Haunted House” by Grady Hendrix – All Welcome!
  • October 21, 5-7pm – Halloween Dance in Community Room –  Music by Josh ‘Wolfman’ Barkley – All Welcome!
  • Every Monday, 6pm – Bill Snakespeare’s Library Training
  • Every Wed, 3pm – French Club – All Welcome!

Old Business

None discussed.

New Business

Board discussed upcoming December events to celebrate Christmas, Kwanzaa, and Hanukkah.  Tentative date is set for the 2nd Sunday of December.

Adjournment: Motion to adjourn made by Allison Barkley; seconded by Jenn Coakley. Adjourned at 6:33 PM

Next Meeting : November 9, 6PM 

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