The Regular Meeting of the Library Board of Directors of the Kanawha County Public Library was held on Monday, February 8, 2010 at 4:00 p.m. in the John V. Ray Room of the Library.

The following members were present:

• Ms. N. Chilton
• Ms. C. Cloer
• Mr. J. Miller
• Ms. S. Poffenbarger
• Mrs. Rugeley
• Ms. A. Russell
• Ms. A. Sibernagel
• Mr. M. Smith
• Ms. Woody

Mr. M. Albert joined the meeting in progress following his attendance at a Kanawha County Board of Education meeting.

KCPL staff members present were Mr. Alan Engelbert, Director; Ms. Linda Miller, Associate Director for Public Services; Ms. Pat Abbot, Riverside/Glasgow/Marmet/Mobile Library Branch Manager; Ms. Amy Arey, Teen Collection and Programming Librarian; Ms. Rachelle Beckner, Manager for Marketing and Development; and Ms. Tricia Stringer, Administrative Coordinator.

Also present was Jane Turner, Friends of the Library.

Mr. M. Smith presided. The Director served as Secretary. The Secretary reported that a quorum was present.

Approval of Minutes. Upon motion duly made, seconded and unanimously carried, the minutes of the January 11, 2010 meeting were approved as distributed to the Board.

Approval of Bills. In accordance with Bylaws and on motion duly made, seconded, and unanimously carried, the payment of Book Bills in the amount of $125,612.12 and the General Bills in the amount of $181,673.54 were approved and transmitted for payment by the Library Director to the Board of Education of the County of Kanawha.

Approval of Bills – Special Funds. The Library Director submitted bills to be paid from Special Funds of $3,314.90 duly certified and approved in accordance with the Bylaws and on motion duly made, seconded, and unanimously carried, it was ordered that the bills set out on the said list be paid.

Approval of Bills - Construction Fund. The Library Director submitted bills to be paid from the Construction Fund in the amount of $2,016.25 duly certified and approved in accordance with the Bylaws, and on motion duly made, seconded, and unanimously carried, it was ordered that the bills set forth on the list be paid.

Ms. Turner addressed the Board regarding the Friends of the Library Basket Auction. The Annual Event will be held on April 10th. Ms. Turner discussed the planning that has gone into this year's event and the modifications that were made. The new Mobile Library will be parked at the event for guests to tour. She showcased one of the baskets up for auction. All Board members are encouraged to attend and to help sell tickets.

Mr. Engelbert gave a report on activities for the month, including:

• The quarterly report of revenue and expenditures through December 2009 was discussed with the Board.

• All KCPL locations will be closed on Wednesday, February 24th for Staff Development Day. Invitations and schedules were distributed to Board members. Mr. Engelbert gave an overview of the Linda G. Wright Award for Excellence in Library Service. The Personnel Committee will meet prior to the event to decide the recipient of the based on a Staff Committee's review of nominees and recommendation.

• KCPL's BTOP applications were not funded. Most of the approved applications appear to be statewide projects or projects in major metropolitan areas. There will be a second round of applications accepted with a due date of March 15th. The staff BTOP Committee has looked for statewide partnership opportunities for the second round, but has not found any that would be a good fit, and none that are likely to assist with local building projects.

• Mr. Engelbert attended WVLA Legislature Day at the Capitol and the reception held in the evening. In speaking with legislators, he focused on seeking to have reinstated Grant in Aid funds proposed to be cut in the Governor's Budget. There is legislation proposed that would fund all public libraries in West Virginia using rates found in existing special acts. This would greatly help libraries throughout the state, but opens all special acts to legislative scrutiny. Mr. Engelbert has been selected as the Chair elect of the WVLA Legislative Committee and will be Chair next year. Ms. Rugeley addressed the Board to pass on compliments to Alan for a letter he drafted on behalf of WVLA that went to all legislators.

• KCPL is cooperating with the U. S. Census Bureau. The Bureau will have an employee 15 hours a week at all KCPL facilities except Elk Valley, Glasgow, and Marmet to assist people with completing the census questionnaire. It will not interfere with library activities or staff. KCPL wants to support the Census and assist in the project, especially since part of our funding is based on population.

• A staff committee met at length to review the draft Long Range Plan (LRP). A revised draft will be reviewed with all supervisory staff at the upcoming Cabinet meeting. The Plan will then be presented to the Board's LRP Committee at the end of this month. Mr. Engelbert plans to have a public review session in March and bring the Plan to the Board for approval at the April meeting.

• Work on developing the proposed 2010-2011 Budget has begun. Mr. Engelbert will have the final proposed budget for the Board to approve at either the May or June Board meeting.

• Mr. Engelbert will be contacting Branch Advisory Boards to discuss issues raised by Suttle & Stalnaker regarding financial support provided to KCPL and how the boards are structured.

Ms. Arey spoke to the Board about the recent addition of the Wii Gaming System to KCPL programming. Wii programming proved successful with teens and has been expanded to include children and adults. Ms. Arey showed the Board the operating and programming manual that accompanies the gaming system at all locations. All staff must go through training in order to be permitted to do programming utilizing the Wii. As of now, thirty-one staff members have been trained. Ms. Abbott then demonstrated some of the games for the Board.

1. Personnel Committee. Mr. Rugeley reported that the Committee had considered the creation of the position of Development Coordinator and recommended on behalf of the committee that the position be approved.

   Upon motion duly made, seconded and unanimously carried, the following resolution was approved:

   RESOLVED, that the Kanawha County Public Library Board of Directors hereby creates a full-time position of Development Coordinator and authorizes the allocation of $66,000 from undesignated reserves to initially fund the salary and benefits of the position, prorated through the remainder of fiscal year 2010-2011, and

   BE IT FURTHER RESOLVED, that the Director proceed with the employment of the person selected to fill the position; and

   BE IT FURTHER RESOLVED, that the position is expected to continue for an initial period of three years subject to availability of funding, acceptable performance and business necessity and the at-will nature of employment at Kanawha County Public Library.

2. Membership/Board Development Committee. Mr. Albert advised the Board that Ms. Elizabeth O. Lord has been appointed by the Kanawha County Board of Education on a 5-0 vote to fill the unexpired term of Mr. T.D. Kauffelt on the Board of Directors of the Library.

Elk Valley ADA Project. The Board discussed the scope of the ADA/remodeling project at Elk Valley given that BTOP funs will not be available to help pay for the project. The Board again reviewed the options developed by Chapman Technical Group. After discussion, the matter was referred back to the Building Committee to further explore the options and determine the best method of contracting to carry out the project with Chapman Technical Group.

Joyce Coombs Retirement Resolution. Upon motion duly made, seconded and unanimously carried, the following resolution was approved:

WHEREAS, Ms. Coombs was employed by the Kanawha County Public Library in September 2004 and has submitted her intent to retire effective March 10, 2010; and

WHEREAS, Ms. Coombs served as the Branch Manager for the Sissonville Branch from September 2004 until her retirement; and

WHEREAS, Ms. Coombs fulfilled the responsibilities her position in an exemplary fashion, with diligence, loyalty and integrity;

NOW THEREFORE BE IT RESOLVED, that the Board of Directors of the Kanawha County Public Library recognize with deep appreciation Ms. Coombs's years of service to the library.

AND BE IT FURTHER RESOLVED, that the Board of Directors of the Kanawha County Public Library wishes Ms. Coombs a retirement filled with good health and enjoyment in whatever areas of interest and endeavor she may choose;

AND BE IT FURTHER RESOLVED, that this resolution be spread upon the minutes of this meeting of the Kanawha County Public Library Board of Directors and a copy be furnished to Ms. Coombs.

There being no further business the meeting was adjourned.