Hepburn Library of Madrid Board Meeting Minutes – January 11, 2024

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

Call to Order:  Meeting was called to order at 6:00 PM

Open Comment/ Question:

Approval of Previous Minutes:  Motion made by Emily Huntley to approve last month’s meeting minutes.  Seconded by Susan McAvoy.  Approved.

Workshops and Communications:

 NCLS requests 1% decrease on e-rated discount; 74% from 75% so an increase of 1% for libraries.

Director’s Report :(Deborah Chase-Lauther)

The board previously discussed updating the policy for the rental of the Community Room.  A motion was made by Emily Huntley, seconded by Susan McAvoy, to update the policy to a $50 donation with $100 key deposit.  Approved.

Deborah reports that the review of Policies and Procedures has been completed and invites all board members to review at their leisure.

 Preparations continue for the library to host the 2024 Battle of the Books on March 2nd.

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

Emily reports that the checking account is low and makes a motion to transfer $5,000 from the money market account to the checking account in order to cover expenditures.  Seconded by Jenn Coakley.  Approved.


  • Grants:
    • Grant 1- CCTV/Fire alarm/Generator –  Final Assurances completed.
    • Grant 2 – Kitchen & Community Room Flooring
      • The board toured the kitchen remodel, noting what has been completed and what still needs to be completed.  Room has been gutted of old materials, painted, necessary repairs made, Ansul system installed.  Major appliances have yet to be installed.
    •  * * Upcoming grants –  The outside steps have been identified as the future grant project.

Community Events

  • Jan 8 – Feb 29 – Hot Cocoa and a Fire – Winter Reading Challenge!
  • Jan 12, 11a – Vision Boards for 2024 – Everyone Welcome!
  • Jan 15 – Martin Luther King Jr. Day – Library Closed
  • Jan 18 – Book Club – “The Borrower” by Rebecca Makkai 
  • Jan 3, 10, 17, 24, 31 – Language Club meetings – All Welcome!

 Old Business

The lift continues to work!

New Business

Board discussed possible fundraisers for 2024.

Adjournment: Motion to adjourn made by Emily Huntley; seconded by Jenn Coakley. Adjourned at 6:44 PM

Next Meeting :  February 8, 6PM

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