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 – March 14, 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 6:04 PM

Open Comment/ Question:

Approval of Previous Minutes:  Motion made by Emily Huntley to amend the meeting minutes from February 2024 as the transfer of the $2,000 from the operating account to the capital account did not happen.  Seconded by Allison Barkley.  Approved.

Workshops and Communications:

Annual Report has been NCLS-audited and submitted.

Director’s Report :(Deborah Chase-Lauther)

The new PC for the front desk has arrived. 

Deborah requested an additional table to sit outside of the “kitchen service window” in the Community Room.  Motion made by Emily to purchase another table.  Seconded by Susan McAvoy.  Approved.

The library has been asked by the representatives of Fantasy Faire to have a donation jar for Renewal House set up at the library for the Open Mic event held on July 27th at the Madrid Municipal Park.  Motion made by Allison Barkley, seconded by Emily Huntley.  Approved.

The updating of the locks on the Community Room will change once construction is completed.

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

Motion made by Emily Huntley to transfer $10,000 from money market account to checking account.  Seconded by Susan McAvoy.  Approved.


  • Grants:
    • Grant 1- CCTV/Fire alarm/Generator –  Grant closed.
    • Grant 2 – Kitchen & Community Room Flooring
      • Major appliances installed and in working order.  Lighting will be updated.  Pendant lights have been selected.

* * Upcoming grants –  Repair of the outside steps – requesting quotes from Northern Tier, Robla’s, and Gardner’s Flooring.

Community Events

  • Mar 2 – Battle of the Books – HLM hosting!
  • Mar 13, 3:30pm – St. Patrick and the Snakes – Finger-Knit your own snake!
  • Mar 21, 7pm – Book Club, Frederik Backman – “Winners”.  All Welcome!
  • Mar 25, 6pm – Interactive Eclipse Presentation with Michelle Robinson, MWCS.  All Welcome and all will receive eclipse-viewing glasses.
  • Every Wednesday at 2:15pm – FRENCH CLUB – .  Everyone Welcome!
  • Every Wednesday at 3:30pm – Story Time and Craft with Mrs. Paige.

Old Business

The lift continues to work!

New Business

Summer Reading theme – Outdoor Adventures

A possible back-to-school ice cream social with a visitation from authors of “Great Scoops: Recipes from a Neighborhood”

Adjournment: Motion to adjourn made by Emily Huntley; seconded by Allison Barkley. Adjourned at 6:28 PM

Next Meeting:  April 11, 6PM

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