MELSA ADVISORY BOARD. 2:00 2:10 p.m. I. CALL TO ORDER (Chair Ken Behringer)

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1 MELSA ADVISORY BOARD Friday, June 2, :00 P.M. 4 P.M. Scott County Library Prior Lake Eagle Creek Ave. S.E., Prior Lake, Minnesota Map of location is available at: 2:00 2:10 p.m. I. CALL TO ORDER (Chair Ken Behringer) II. CONSENT AGENDA Approval of Agenda Approval of Meeting Minutes (May 15, 2014) 2:10 3:50 p.m. III. DISCUSSION/ACTION ITEMS A. Phase Fund Distribution (Olson) B. Associate Library Policy (Olson) C. Strategic Plan Review (Olson) D. CY2015 Budget: Review of Draft E. Other 3:50 4:00 p.m. IV. OTHER REPORTS A. Executive Director s Report (Olson) B. Other Staff, Team and MELSA Group Updates 4:00 p.m. V. ADJOURN Next meeting: Monday, July 7, 2014, 2 p.m. 4 p.m. Anoka County Library Northtown Library

2 MELSA STRATEGIC PLAN for 2014 to 2017 Adopted June XX, 2014 MELSA STRATEGIC PLAN for 2014 to 2017 Adopted June XX, 2014 MISSION The Metropolitan Library Service Agency makes great metro public libraries better. VISION The Metropolitan Library Service Agency is a national leader among library collaboratives. GOALS FOR Goal 1: Support innovative and collaborative services that are responsive to the needs of our member libraries. Help member libraries deliver learning services, concentrating upon: a. Community Engagement: MELSA will support its member libraries to engage in innovative services geared toward addressing current social, economic, and environmental issues, often through partnerships with governments and other organizations. b. Digital Inclusion: Technology and internet use strategies will continue to be developed with local member libraries to provide services featuring digital literacy, e Government, technology training for workforce development, and disability accessibility. c. Student Support for Success: Strong libraries improve student achievement. MELSA will support its member libraries to support students to become critical thinkers, enthusiastic readers, skillful researchers and ethical users of information. d. Early Literacy: Early connections between home, language, and emergent literacy have significant influence on the later reading achievement of children. MELSA will continue to invest in providing opportunities in youth services to children, their parents and caregivers. e. Lifelong Learning: MELSA, through its member libraries, will offer convenient and engaging programs for people of all ages that inspire curiosity and support individual growth. Minnesota s Arts and Cultural Heritage Fund provides MELSA s member libraries with many greater opportunities to experience the arts, history, and literature. Support the professional development skills of member library staff. Assist member libraries in responding to community needs associated with demographic changes.

3 Goal 2: Leverage MELSA s size in order to strengthen collaborative purchasing power and the ability to seek out new funding opportunities. Identify non traditional venues/partnerships to strengthen funding for service priorities. Expand cooperative purchasing opportunities by working with traditional and non traditional vendors in the marketplace. Develop new relationships with community and business partners. Goal 3: Create a greater understanding among stakeholders of the value of member libraries services Promote the concentrated learning services and demonstrate their impact for our communities of users. Utilize the technology benchmarks identified through the Edge assessment. Goal 4: Improve MELSA s internal operations Strengthen leadership opportunities with local library boards. Link MELSA management reporting for Trustees and Advisory Board to Strategic Goals. Review the MELSA funding allocations.

4 MELSA Advisory Board Discussion/Action Items Agenda Number: III. A. Phase Funds Requests Meeting Date: June 2, 2014 Requests from the following libraries have been received to have Phase Funds distributed after approval by the Board of Trustees in June The individual request letters are attached. Anoka County $ 52,195 Carver County $30,000 Ramsey County $171,000 Saint Paul $166,255 Scott County $ 60,000 Washington County $ 42,000 RECOMMENDED MOTION #1: The MELSA Advisory Board recommends to the MELSA Board of Trustees to accept the following requests for Phase Funds: Anoka County Library $52,195; Carver County $30,000; Ramsey County Library $171,000; Saint Paul Public Library $166,255; Scott County Library $60,000; and Washington County $42,000. RECOMMENDED MOTION #2: The MELSA Advisory Board recommends to the MELSA Board of Trustees to accept the following request from Carver County: Reassign $51,000 of funds requested previously for an ILS upgrade/migration to now be used for hardware and software support for new technologies. Motion By: Second By: Motion Approved: Motion Language:

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6 Phase Funds as of 1/31/14 Library Remaining Funds Requested Remaining Library Balance Available Funds Requested Remaining Systems Balance at 1/31/13 Jul 2013 Balance at 7/31/13 Systems Formula Allocation NCIP Maint Jan 2014 Jan 2014 Balance at 1/31/14 Anoka $144,072 $51,909 $92,163 Anoka 9.92% $49,595 $2,600 $144,358 $144,358 Carver $91,874 $91,874 Carver 6.36% $31,777 $2,600 $126,251 $126,251 Dakota $349,477 $349,477 Dakota 13.24% $66,197 $2,600 $418,275 $240,000 $178,275 Hennepin $2,851 $2,851 Hennepin 24.22% $121,106 $2,600 $126,557 $122,675 $3,882 Ramsey $563,133 $320,000 $243,133 Ramsey 21.25% $106,264 $2,600 $351,997 $100,000 $251,997 St Paul $112,410 $112,410 St Paul 10.25% $51,244 $2,600 $166,255 $166,255 Scott $322,946 $65,000 $257,946 Scott 6.66% $33,322 $2,600 $293,868 $293,868 Washington $65,570 $65,570 Washington 8.10% $40,495 $2,600 $108,664 $108,664 $1,652,333 $436,909 $1,215, % $500,000 $20,800 $1,736,224 $462,675 $1,273,549 from 2013 from 2014 for request in June 2014, Phase transfer NCIP transfer and distribution in July

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11 MELSA Advisory Board Discussion/Action Items Agenda Number: III. B. Associate Library Policy Meeting Date: June 2, 2014 Olson has worked with the subcommittee (Conley, Moulton Janssen, Nemitz and Behringer) on the associate library policy during the past weeks via . The group reviewed the attached policy and agreed it might be best to have a more in depth discussion with the full Advisory Board. The current draft is a combined version of the handout distributed by Pat Conley at the last meeting and a former draft version of a policy created on the plan of association from the 1970s. Some of the discussion questions include: Do we declare that no additional associate libraries will be created within MELSA? If so, after what date? Are there any additional responsibilities the Associate Libraries must meet to become a member of the regional system? Are there any additional qualifiers that the local county library needs to address with a potential associate library? Once the Advisory Board feels comfortable with the draft policy, it will be brought forward to the MELSA Board of Trustees for their consideration. RECOMMENDED MOTION: To be developed, if necessary, at the meeting. Motion By: Second By: Motion Approved: Motion Language:

12 Policy for Associate Libraries Metropolitan Library Service Agency Draft May 2014 BACKGROUND The Metropolitan Library Service Agency (hereinafter referred to as MELSA ) is established under Minnesota Statutes, Chapter (Joint Exercise of Powers) in order to improve public library service in the seven county Twin Cities Metropolitan area through cooperation and coordination of public library service in any way deemed mutually satisfactory and appropriate. The signatories to the original agreement in 1967 were the seven metropolitan counties of Anoka, Carver, Dakota, Hennepin, Ramsey, Scott and Washington as well as the two cities of the firstclass, Minneapolis and St. Paul. In 1975 MELSA established a Plan of Association and a process to permit independent city libraries, not signatory to the Joint Powers Agreement, to participate in MELSA services and programs as Associate Libraries. This status was granted only if a City Library had reached a cooperative agreement to provide service, called a contract of association, with their County Library system. At that time, and historically thereafter, MELSA has encouraged the consolidation and merger of independent city libraries into their county library systems where feasible and practical. As of XXXX 2013, four cities remain within MELSA with Associate Library status: the City of Comment [PC1]: December 31??? Columbia Heights in Anoka County; the City of South St. Paul in Dakota County; and the Cities of Bayport and Stillwater in Washington County. The MELSA Board of Trustees agree that the most cost effective process for providing library services is via the existing seven county library systems in the metro area. Therefore, Associate status will only be recognized for those libraries, in effect, as of January 1, No additional Associate libraries will be created after that date. Comment [PC2]: In effect this becomes the date by which LE either agrees to affiliate with WCL or comes back in completely to the county library levy or they are out?

13 MELSA POLICY ON ASSOCIATE LIBRARIES Full participation as an associate library is signified by a cooperative agreement between the city library and the county library that establishes the development of a single unit for the provision of library services as defined through the Terms of Association. In addition, the contract of association for existing MELSA Associate Libraries continues to be valid as long as there remains in force a separate cooperative agreement between the Associate Library and the County Library that is signatory to the Joint Powers Agreement establishing MELSA. Comment [PC3]: Is the contract of association the same as a cooperative agreement in the preceding paragraph? Should there be one phrase covering associate status? I like contract of association which is a cooperative agreement maybe define in beginning? TERMS OF ASSOCIATION MELSA recognizes Associate Libraries under the following terms: The County Library and City Library shall have a contract of association approved by their governing bodies that provides for cooperative services between the two libraries. Copies of the current contract must be filed with MELSA annually or as amended. This agreement should address the considerations listed in Appendix A, but may not be limited to them: The City shall provide the Associate Library sufficient operating funds as required by Minnesota Statute, Chapter , and as certified annually by the State Library Services Division, Minnesota Department of Education. Failure to meet minimum funding requirements in a timely manner shall result in termination of Associate Library status. The Associate Library will file an annual report with State Library Services of the Minnesota Department of Education by April 1 of each year. The Associate Library shall participate in basic statewide cooperative programs: MnLINK for the purpose of providing access to materials for inter library loan and the Minnesota Reciprocal Borrowing Compact. The Associate Library shall participate in the county s integrated library system. The Associate Library shall maintain common or compatible policies and procedures

14 with either MELSA or the County Library in areas affecting those programs. Where MELSA has adopted uniform policies for its members, the Associate Library shall conform. In accordance with standards set by the County Library, the Associate Library will maintain an adequate number of open hours and will employ paid staff trained in providing best practices in library service. In addition, the Associate Library will provide an organized collection of materials that is accessible through the County Library s integrated library system that can be searched remotely for ILL and as a best practice. The Associate Library shall participate in reciprocal statewide borrowing. Reciprocal borrowing means that cards issued by the Associate Library will be honored in other Minnesota libraries for services covered by the reciprocal borrowing agreement. Likewise, cards issued by any Minnesota regional public library member must be honored by the Associate Library. There shall be no fee for this service. The Associate Library shall provide for reciprocal return of materials as part of reciprocal borrowing. It shall make provision for the return to MELSA of non locally owned materials which may be returned to the Associate Library. A system shall be developed in each county which provides regular delivery between the Associate Library and the County Library. The Associate Library shall have procedures for follow up of reciprocally borrowed materials that are overdue that conform to statewide or county library procedures. Communication about such overdue materials shall be made through the County Library. The Associate Library shall participate in studies or measurement programs established by MELSA if requested to do so by MELSA. The Associate Library shall respond promptly through the County Library to MELSA inquiries regarding policies and procedures affecting MELSA programs and shall communicate promptly

15 through the county library about local policy decisions or other local situations which may affect such programs. The Associate Library shall cooperate with the County Library and MELSA in the promotion of cooperative programs. MELSA shall provide materials and services in any or all of its programs may be made available at Associate Library through the County Library in the same way they may be made available at County Library branches. MELSA shall count each Associate Library as a branch of the County Library for programs which require allocation materials and services based on the number of branches. The population served by Associate Library shall be included in that of the County Library for programs which require allocating materials and services based on the population served. MELSA shall offer the opportunity for employees of the Associate Library to share in the development of MELSA programs through membership on MELSA committees, task forces and interest groups subject to appointment by the Director of the County Library and the approval of the Director of the Associate Library. Associate Library membership status is determined by MELSA Board of Trustees, Plan of Association Adopted October 29, 1975 Revised, October 25, 1976 Associate Library Policy Adopted XXXX

16 Appendix A Items to be Considered in the Areement between the County Library and the Associate 1) A current strategic plan setting goals and objectives for library services and evaluation. 2) Affiliate s hours of opening and staffing should be compatible with other libraries of like size. In addition, a holiday schedule of hours should be created and the county informed of it. 3) Common policies and loan periods should be recognized and agreed upon. 4) Common procedures for fines, follow up on overdues, delinquent users shall be established. 5) Common patron registration process, including a system of reciprocal registration of borrowers, must be established. 6) Common methods for statistical gathering of all library services shall be created. 7) The Associate Library s must maintain a website that links to the county library. 8) The Associate Library will implement a collection development plan for physical and virtual materials in coordination with the county library. Materials selection policies should be created to guide the growth of the library s collections in the county to complement each other and avoid unnecessary duplication. 9) The Associate Library will develop personnel plans, including written job descriptions titles for its employees, and a plan for professional development.. 10) The Associate Library will follow the county library s policies and procedures for cataloging and classifying materials.

17 MELSA Advisory Board Discussion/Action Items Agenda Number: III. C. Strategic Plan Meeting Date: June 2, 2014 The current version of the Strategic Plan for is attached. This document reflects an update to the current plan after having several discussions with MELSA staff and the Advisory Board. The new plan is due to be submitted to State Library Services by July 1, 2014 and will be considered for approval by the MELSA Board of Trustees at their June 19 th meeting. The discussion at this meeting will again provide an opportunity for Advisory Board members to edit the document. RECOMMENDED MOTION: The MELSA Advisory Board recommends to the MELSA Board of Trustees to accept the Strategic Plan Motion By: Second By: Motion Approved: Motion Language:

18 MELSA Advisory Board Discussion/Action Items Agenda Number: III. D. CY2015 Budget Review Meeting Date: June 2, 2014 The Finance Committee of the Board of Trustees (Braastad, Rettman, Tolbert, Marschall and Degler) will meet on June 6 to discuss the preliminary CY2015 budget. MELSA staff has prepared a basic draft budget with known reductions/additions of expenses. Revenue will not be known until late August when the Department of Education releases information on the Regional Library Basic System Support funds. Staff used the same revenue numbers from CY2014 to establish this draft budget. At this time, there is no projected reduction for direct payments to the member library systems. At this meeting, the Advisory Board is encouraged to bring attention to any specific areas of interest or concern that may have impact of the next draft of the budget. RECOMMENDED MOTION: No action is necessary for this item.

19 MELSA Advisory Board Reports Agenda Number: IV.A. Executive Director s Report/Information Meeting Date: June 2, 2014 CRPLSA Meets May 29 I ll give you an update at the meeting about discussion items from the CRPLSA phone conference call which will take place later this week. On the agenda: statewide legacy projects, the Gateway ILL group and what s next for RLBSS. (BTW the Great River Regional Library Board also voted down the proposal for the new formula.) Teen Lit Con Was A Success More than 600 people visited the event held at Henry Sibley High School on May 17. The purpose of this day is to celebrate teen literature, promote reading and writing, and to create a community of readers by connecting teens and authors. Reviews show that it achieved all that and more. Planning for the 2015 event is already on its way. Hoopla. Request from Rochester Public Do you know if there are any MELSA libraries who have started to use Hoopla from Midwest Tapes? I am looking to learn from libraries who have implemented it how they have managed cost, how it has impacted the collection development for physical DVD collections, etc. Building Great Adult Programs (ALA Editions Workshop) A 90 minute webinar workshop, Wednesday, June 18, 2014, 1:30 3 PM, MELSA, 1619 Dayton Ave, St. Paul, Conference Room 320. There is no cost to attend. Please share with your colleagues. Registration required. Registration link and more info are below. library staff/registration/building great adult programsala editions workshop/ Adults are core patrons for any public library, and book programs are among the most popular library programs. In this workshop, Amy Alessio will show you how to improve the book programs you already have for adults or build new ones from scratch. She ll cover programs for both high and low tech users and a variety of themes and library settings. FY2013 Legacy Grant Comes To A Close MELSA finished expending Legacy dollars for FY2013 in April and we will be submitting a final report to the State Library by July 1. MELSA also passed through a desk review/monitoring audit from the Department of Education in April. No findings were found.