Hepburn Library of Madrid
Minutes 11-7-12
Present: Lauren Briggs, Laurean Pelkey, Brad Van Patten, Mickie Van Patten,
Judith DeGroat, Kathy Paige. Guest Bill Barkley, Highway Dept.
Call to Order: 7:05pm
Minutes: Lauren Briggs motioned to accept minutes as written, Judith DeGroat
seconded, all in favor.
New Business: The Building and Grounds Committee generated a list of all
maintenance issues which was reviewed with Mr. Barkley. The list was generally
divided into areas the town can help with, projects which would be good to plan
completing with volunteers at a work day, and which items we will need to hire a
contractor for. Liability relating to the use of volunteers for certain projects was
discussed and will be taken into consideration when planning a work day.
Soliciting local businesses for materials donation was discussed. Lauren Briggs will
get feedback on the subject from her husband, a Lowe’s employee. It was also
mentioned by Mr. Barkley that the town may make a dumpster available for
cleanup at a work day.
Laura McGrath prepared a letter to send to Legislator Kevin Acres related to the
importance of keeping funding for libraries. All members of the Board signed it.
Director’s Report: The Quilt raffle earned $383, Halloween fundraiser party
earned $70, for a total of $453.
Programs: Story Hour 2 adults, 1 child. Yu Gi Oh 3 dates: 1st 5 children, 2nd 4
children, 3rd 2 children. Teen Reads Tournament on 9/27 had 9 children, 3 adults.
Movie night 10/12 had 8 children 7 adults. Movie night on 10/27 had 10 children
and 4 adults. While no final tally on attendance for the Halloween party was
gotten, all present report many families did come, stay, and leave with smiles.
Money Matters:
Copies
$57.95
Faxes
6.00
Overdues
43.75
Booksale
.50
Other
21.35
Total deposit
$129.55 on 11/2/12
We can expect a bill from D & T Construction for the repair of the front outside
light fixture.
Personnel: Kathy will be on vacation from 11/15 to 11/25. Scheduling and contact
information has been left with Julie Gomez, who will take command while Kathy is
on vacation.
Staff hours are as listed below, as per Board request:
Mandy Bowman $7.25/hr substitute since 2008
Melissa Pierce
Philip Paige
$7.25/hr substitute since 1/12
$7.25/hr for substitute, $10/hr for shoveling since 2010
Michelle Fitzgerald $10/hr Custodian since October 2012
Martha Sharlow $7.25/hr library aide 1 day/week for total 3 hours since 2012.
Buildings and Grounds: The upstairs exit door still leaks, Tim Thisse will order the
part needed to repair this fully.
Purchases: A light needs to be purchased for the attic space at the top of the
stairs. It was agreed that a touch light would suffice. A new clock and new book
marks also need purchasing.
Other: Kathy and Kate Castaldo were able to meet with Emily Owen with
information about forming a friends group. Adults will need to form the main unit
of the friends group, as it will need to have its own governing board, then youth
groups may join as a part of the main body.
Financial Report: The annual report is due within 2 months. There are training
classes and informative meetings to help learn how to file the report properly.
Old Business: The subject of donations and raising more revenue was
brainstormed again. Ideas such as a kitchen use fee, donation rates based on a
group’s size and rate of use, such as one time use vs. regular scheduled
gatherings. Offering patrons the opportunity to volunteer labor or supplies in lieu
of a dollar donation was also an important point made. This discussion is still
ongoing, and no final decisions have been made.
Adjourn: Meeting finished at 8:55pm, next meeting will be on December 5,2012
Submitted by Mickie Van Patten