Hepburn Library of Madrid Board Meeting Minutes – February 8, 2024

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

Call to Order:  Meeting was called to order at 6:06 PM

Open Comment/ Question:

Approval of Previous Minutes: 

Motion made by Emily Huntley to approve last month’s meeting minutes.  Seconded by Allison Barkley.  Approved.

Workshops and Communications:

Per NCLS, public computers will need to be updated (MS 10 Basic Suite) by 2025.  TechSoup offers staff computer upgrades at $222 per computer, including enhanced suite services.  One staff PC will also need to be updated.

Director’s Report :(Deborah Chase-Lauther)
Preparations continue for the library to host the 2024 Battle of the Books on March 2nd.  Goodie bags have been prepared for participants with 65 reported attendees, including parents/siblings.

Financial Report (Emily Huntley):

Motion to accept the bills as read by Emily Huntley made by Jenn Coakley, seconded by Susan McAvoy.  Approved.


  • Grants:
    • Grant 1- CCTV/Fire alarm/Generator –  Final Assurances completed and payment has been authorized upon return of signed FS-10-F form.
    • Grant 2 – Kitchen & Community Room Flooring
      • The board toured the kitchen again.  Major appliances still need to be installed.  Cornell Cooperative Extension will add the kitchen to a list of public access kitchens for future events.
    •  * * Upcoming grants –  Research has begun on potential suppliers for quotes to repair the outside steps.

Community Events

  • Feb 7 -14 – Blind Date with a Book and Chocolate!
  • Feb 14, 3:30pm – Be My Valentine!  Crafts and Stories with Chocolate
  • Feb 22, 7pm – Book Club, Frederik Backman – “Winners”.  All Welcome!
  • Feb 27, 5pm – How Sensory Issues Affect Behavior, Taylor McLear, Occupational Therapist, Children’s Behavioral Health.  All Welcome!
  • Feb 29 –  End of Winter Reading Challenge! 
  • FRENCH CLUB – Every Wednesday at 2:15. Everyone Welcome!
  • Story Time and Craft with Mrs. Paige – Every Wednesday at 3:30pm

Old Business

The lift continues to work!

New Business

Adjournment: Motion to adjourn made by Emily Huntley; seconded by Allison Barkley. Adjourned at 6:42 PM

Next Meeting:  March 14, 6PM

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