The final version will be posted along with a pdf of the final version after the following meeting.

Hepburn Library of Madrid
Board Meeting Minutes – May 9, 2024 DRAFT

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

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 the meeting minutes from the previous meeting.  Seconded by Allison Barkley.  Approved.

Workshops and Communications

The library has solicited comments from the community regarding the upgrade of the kitchen from a teaching space to a commercial kitchen (which requires a biannual fee and a license).

  • The library will update its policy on the Community Room to add that under no circumstances is the A/V equipment to be used by parties or groups.

  • The board confirmed with Deborah that the library attic is off limits to the public and also that the items contained in the attic are not available to the community.

Building and Grounds

  • The lift continues to work.
  • The area by the bus shelter has a trash can as well as a sticker indicating that the area is monitored by a surveillance camera.
  •  The locks to the Community Room will be changed on June 10th at a cost of $290.

Director’s Report :(Deborah Chase-Lauther)

  • With the cancellation of Fantasy Faire, the initial $100 grant will be applied to an offsite function (the July 4th parade was mentioned as a possible event).

  • The area of the Community Room that houses the shelves and books is being reorganized and weeded in order to select books for the book sale.

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

  • Motion made by Emily Huntley to transfer $33,776.46 from the capital account to the checking account to cover grant expenses.  Seconded by Jenn Coakley.  Approved. 


  • Grants:
    • Grant 2 – Kitchen & Community Room Flooring
      • Awaiting final statement and dates of encumbrance of payment checks to Northern Tier.
    • Front Entry Stairs Grant – (Ongoing) Requesting quotes from Northern Tier, Robla’s, and Gardner’s Flooring.

Community Events

  • May 6-12 – National Children’s Book Week!  Come in for a bookmark and a coloring sheet!
  • May 10 – Mother’s Day at HLM!  Are you a mum?  Come in for a treat!
  • May 23, 7 PM – Book Club –  James Appleton’s “Adirondack Campfire Stories”.  All Welcome!
  • May 25, 4 PM in the Community Room.  SPECIAL AUTHOR EVENT: Ottawa actor and author Robert Bockstael will discuss his work “Willow’s Run”.
  • May 27 – Memorial Day.  Library Closed.
  • Every Wednesday at 2:15pm – FRENCH CLUB – .  Everyone Welcome!
  • Every Wednesday at 3:30pm – Story Time and Craft with Mrs. Paige.

Old Business

Summer Reading Program – July 5th – August 16th

New Business

Halloween Theme – “What are YOU scared of?”  Come dressed as your worst nightmare!

Banned Books Week – Sept 22-25th

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

Next Meeting :  June 13, 6PM 

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Agenda for May 2024 Meeting

Directors Report for May 2024 Meeting

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