Hepburn Library of Madrid Board Meeting Minutes December 8, 2021

In Attendance:​ 

Jennifer McAvoy, Susan McAvoy, Bryan Huntley, Jennifer Coakley, Deborah Chase-Lauther, Emily Huntley

Absent: ​ 

Special guest:  

Allison Barkley

Allison attended the meeting and provided input regarding several of the library’s public use computers and how to best prolong their lifespans.  It was decided to revolve the computers every couple of years.

A motion was made by Emily Huntley and seconded by Bryan Huntley to accept Allison Barkley as library trustee.  Approved.  Welcome Allison!

Call to Order:​ 

Meeting was called to order at 7:16 PM

Approval of Previous Minutes: 

Motion made by Emily Huntley; seconded by Bryan Huntley.  Approved.

Workshops and Communications:​  

A video on Due North loaning procedure is available on the NCLS website.

NCLS Compliance requests open/close dates for the library.  Motion made by Jen McAvoy to add Juneteenth to the holiday schedule, seconded by Bryan Huntley.  Motion made by Bryan Huntley to keep, but reinvent the “Columbus Day” holiday, seconded by Emily Huntley.

Employee handbook has been updated by Deborah Chase-Lauther.  Motion to approve updates and/or changes made by Jenn Coakley, seconded by Emily Huntley.

Motion to approve all policies in accordance with the employee handbook as mentioned above made by Bryan Huntley, seconded by Emily Huntley.

Director’s Report:

DLD has finalized the 2019 boiler grant and FS10s have been mailed.

NCLS compliance requires that all documents presented to the Board must be uploaded to the website with Agenda and minutes, including the Director’s Report and the budget.


Financial Report:​  

Emily Huntley made a motion to reimburse the capital fund:
    22,822 from the money market account
    16,828 from the checking account

Seconded by Susan McAvoy.  Approved. 

Motion to approve the bills made by Bryan Huntley, seconded by Jenn Coakley.

Community Events: 

Craft and Cookie Decorating Day was adjusted as a “grab and go” event.

Book Club meeting December 30th –  Nine Days at Memorial; January – Atomic Weight of Love.

Across the Fence in conjunction with MDMS will host holiday festivities on December 19th, from 2-4pm.

Curbside pickup is still available for those who do not feel comfortable entering the library.

Committee Reports:

  1. Buildings and Grounds:
    • Service person from Accessibility Solutions witnessed firsthand the lift not working.
    • The electrical breakers will need to be labeled or labeled better.
    • Barkley’s will provide maintenance on the locks.
    • Generator will need to be placed no less than 5ft from the building.


Motion to adjourn made by Jenn Coakley, seconded by Bryan Huntley.


Adjournment:​ 

Meeting was adjourned at 7:58 PM

Next Meeting:  

Next meeting is scheduled for Thurs, January 13th, 6pm.

Happy Holidays!

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