BOARD OF TRUSTEES and ADVISORY BOARD MEETING AGENDA Thursday, November 20, 2014 Noon 2:00 p.m. MCIT Building (See attached directions)

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1 \ BOARD OF TRUSTEES and ADVISORY BOARD MEETING AGENDA Thursday, November 20, 2014 Noon 2:00 p.m. MCIT Building (See attached directions) I. CALL TO ORDER (President Gayle Degler) II. III. IV. INTRODUCTIONS PUBLIC COMMENT APPROVAL OF AGENDA V. CONSENT AGENDA FOR BOARD OF TRUSTEES A. Approval of September 18 and October 22, 2014 Minutes B. Approval of Bills and Financial Statements VI. VII. VIII. IX. ACTION/DISCUSSION/UPDATE ITEMS A. E Gov Task Force Presentation (Ludwiczak) B. Personnel Committee Report (Workman) C. MELSA Executive Director Update (Degler and Todd) D. CY2015 MELSA Budget Adoption (Degler and Scott) E. RLTA FY2015 Distributions Round Two (Scott) F. EDGE Initiative (Hadley) G. Associate Library Policy (Thompson) H. MELSA Trustees Nominating Committee (Degler) I Meeting Dates (Degler) MEETING REPORTS A. E-Resources Due Diligence Reports (Todd) B. Other Reports OTHER ADJOURN NOTE DATE AND TIME: Next meeting: January 2015 TBD at Meeting

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21 MELSA Board of Trustees Discussion/Action Items Agenda Number: VI.A. E Gov Task Force Presentation Meeting Date: November 20, 2014 The MELSA E Government Task Force has made progress in their work examining e government and the effect on public libraries. The task force co chairs, Mary Freyberg of Scott County Library and Suzanne Hunt of Carver County Library, have requested 15 minutes on the agenda to update the MELSA boards on the task force s progress to date.

22 MELSA Board of Trustees Discussion/Action Items Agenda Number: VI.B. Personnel Committee Report Meeting Date: November 20, 2014 The Personnel Committee met November 12 to discuss MELSA staff position classifications and salaries for the 2015 budget. Ray Kennedy, Dakota County Compensation Administrator, briefed the Committee on the position classification study he conducted for MELSA in July (Dakota County has provided employee benefits and HR services to MELSA since 2005). A copy of the evaluation is attached. Summary: The study recognized the expansion of duties and responsibilities for most positions since the last evaluation in 2005, but determined six of seven positions were accurately classified at current grades. The Administrative Assistant position has been elevated two grades to reflect increased website responsibility and project support duties rather than administrative assistance. Two position title changes were recommended: Administrative Assistant Senior Program Associate, and Community Relations Manager Communicaons Manager. The study confirmed the addion of Project Manager to the Youth Services and Project Manager position (already in use). The Committee discussed the value of a written policy to provide direction for annual salary increases but determined it would not be consistently implemented as board members and economic environments change. As background, a comparison of Dakota and MELSA increases since 2007 is attached. The Committee reviewed the Dakota County merit matrix and ranges for 2015 and has made the following recommendation to the Board: Four of six employees whose current salary is higher than midpoint on the Dakota range will receive up to a 3% increase over base, using current salary as base. Two employees below midpoint on the Dakota range will receive up to a 3% over base, using the following as base: Business Manager Midpoint, and Senior Program Associate Q2. Salary increases for the Executive Director position will be evaluated once the position has been filled. Additional salaries detail will be provided at the Board of Trustees meeting. Ray Kennedy will also be available for questions. RECOMMENDED ACTION The Personnel Committee recommends the Board of Trustees accept the results of the 2014 MELSA position classification study, and recommends an increase for MELSA staff of up to 3%, as outline above. Motion By: Seconded By: Motion Approved: Motion Language:

23 Job evaluation ns Metropolitan Library Service Agency Prepared by Dakota Cou unty Employee Rela ations 1590 Highway 55 Has stings, MN September 22, 2014

24 Introduction: The previous full scope review of position at the Metropolitan Library Service Agency (MELSA) was in Since that time we have had a few minor comparison reviews. Dakota County s recent move to a new compensation system became the catalyst for a full review. In the last decade, MELSA has experienced dramatic growth under guidance of Executive Director, Chris Olson. The staff has experienced minor turn over. The office has increased by one position to address the ever growing need in project management, and the administrative support position is growing into full time work. Overall, MELSA is a stable organization, which is a natural fit. Team MELSA has been ready and prepared to accept challenges for growth. Numerous new initiatives, both internal and caused by legislation are cause for the financial growth and expanded stability. Business initiatives now include web based, mobile application and other electronic means of reading, rather than print style. The team has been very successful on the journey toward e media. Purpose: Expansion of classification decisions and conversion of the compensation model deployed by Dakota County has directed to review grade assignment of all positions throughout the organization. Since the positions in MELSA are subject to the classification and evaluation methods it is advisable to initiate assessment of the assigned work of the organization to maintain equitable pay. I visited the organization on 22 July 2014 and talked extensively with all members of the team. Job evaluations: Each of the positions assigned is unique to MELSA. Several jobs obviously collaborate to secure mission accomplishment. However, due to the individual contribution of each of the jobs the following paragraphs provide a separate general description and evaluation of the work accomplished. Administrative Assistant: Sarah Teske Provide support to MELSA office staff in completion of tasks and projects that benefit the library systems in the metro area. The incumbent is responsible for a variety of administrative and clerical duties necessary to support the organization efficiently. Organize and maintain electronic calendars and files, create and post web and graphic design content, conduct research, and provide information by using the telephone, mail and . Communicate with vendors, maintain the organizational website, calendar and lists needs. Prepare statistical reports. Provide event and meeting support and facilitation. Incumbent regularly reviews policies, work methods and procedures to ensure she provides the most efficient and practical support to the team. She also provides assistance in preparing board 1

25 agenda review and background documentation, as well as, back up support to the Office Manager for board meetings when necessary. Recommendation: This position has significantly grown over the past decade. Electronic media continues to play a more and more important role. The member libraries have come to expect e services from MELSA, and while direct public contact is arguably less important, many products and services demand much heightened e expertise. This position provides much of the backbone for the office. As creation of e media has a tendency to grow exponentially, it is imperative that someone watches carefully that data remains minimized and multiple copies are not stored in various places. The Admin Assistant has become the responsible person for oversight and ensure this side of the business keeps flowing smoothly. For several programs, Sarah has done research, as she undoubtedly will in the future, to make it work. The expanded role demands that the grade of this position must be adjusted in accordance with the growth of responsibilities. I recommend adjusting the grade to 105 and amending the title to Senior Program Associate to more aptly reflect assigned work. Grade Minimum Q 2 Midpoint Q 3 Maximum 103 $ 30,953 $ 34,823 $ 38,692 $ 43,528 $ 48, $ 38,828 $ 43,681 $ 48,535 $ 54,602 $ 60,669 Office Manager: Judy Todd This position serves as Clerk to the Board of Trustees and Advisory Board, including responsibility for managing the boards; agenda review, proceedings and resolutions process; manages administrative support functions for the Boards. Manage the office support functions and assigned staff. Assist in developing and implementing office management policies. Monitor office equipment and supplies expenditures and make budget recommendations. Manage inventory and purchase office equipment. Perform advanced administrative duties relating to general office support or business operating requirements. Recommendation: The Office Manager is the most steadfast position in the MELSA office. With the growth of services and expanded role this position continues to be the rock in the office. She ensures that others are able to perform at their best. Judy Todd has continued to provide data and products necessary for the Board and Advisory Board members to perform their functions, as well as, services for the staff in the office. This position is correctly classified at its current 107 grade and title. Grade Minimum Q 2 Midpoint Q 3 Maximum 107 $ 48,706 $ 54,794 $ 60,882 $ 68,492 $ 76,103 2

26 Youth Services and Project Manager: Kathleen James This position is responsible to facilitate, develop and implement region wide youth service (ages 0 18, plus parents/caregivers) needs including: projects, collaborative programming, Summer Reading, funding, and training. The incumbent is expected to plan and execute small and large scale events on regional and state levels. She is responsible for project coordination and management responsibilities, as well as grant writing and administration in all library service areas. The scope of the position includes curriculum development and implementation of regional training. The incumbent is expected to represent MELSA on state and national committees, initiatives and conferences. Recommendation: This position has seen significant change during the past decade. Its focus has shifted to collaboration, project management and curriculum development. Incumbent is responsible for oversight and execution of numerous projects and collaborate with multiple groups at a regional, state wide level. The incumbent maintains a variety of budget streams, actively pursues funding through regional advocacy, exploring partnerships and grant writing. The one constant in this job remains emphasis on youth programming and development. The conversion of classification and expansion of the range results in grade 108 remaining the most accurate reflection of the work assigned. Grade Minimum Q 2 Midpoint Q 3 Maximum 108 $ 54,550 $ 61,369 $ 68,188 $ 76,712 $ 85,235 Project Manager: Melinda Ludwiczak This professional position requires managing multiple projects; serving as staff liaison and facilitating committees; coordinating external consultants; conducting research; and reporting on a variety of issues relating to support of the regional library system and member libraries. She manages complex projects related to Legacy funded programs as well as task force projects in areas of new initiatives economic development and e Government for 100 libraries in 8 library systems across the region. These innovative region wide approaches improve library services and strengthen collaboration across various jurisdictions. She recommends a strategic course of action for task force activities. Incumbent develops policies and procedures for implementing and tracking Legacy programs, new and improved methods of delivering digital literacy and other direct services and programs for the public, planning and implementation for professional staff development content, as well as establishment and cultivation of mutually beneficial relations with hundreds of community organizations and government agencies. Most time is spent creating mutually beneficial relationships, developing policies and procedures, interpreting policies and procedures to other library staffers, designing and implementing new programs and projects, and evaluating results. The following skills come into play: fiscal management for $1.4M annually, coaching and motivating library staff not under direct supervision, team building to implement projects, strategic planning, marketing, report writing and analysis, board relations and public speaking. Incumbent must stay current on library information and technologies through professional webinars, conferences, seminars, research and reading. 3

27 Recommendation: This position was developed since previous evaluation. Similar to the youth services position, the job requires an extensive background, experience and graduate level degree in library science or information media. Certification and extensive experience in project management is a plus. Incumbent is required to develop teams, groups and task forces and lead, motivate, coach and develop our talent across the region. Melinda sets high expectations and work with others to set the MELSA direction. Internal and external relations are extremely important, she must be comfortable working across all levels of government federal, state, county, local and city. Able to understand local issues, capacity and politics; and respond in a respectful manner, needs to understand the complexities at each local level in light of achieving a region wide agenda. This position is appropriately classified at grade 108. Grade Minimum Q 2 Midpoint Q 3 Maximum 108 $ 54,550 $ 61,369 $ 68,188 $ 76,712 $ 85,235 Community Relations Manager: Sally Lederer This position manages all aspects of marketing, promotions, public relations, media relations and communications to member libraries, ALA, current and potential corporate and media sponsors, partner organizations, and the general public. She is responsible for overseeing branding and marketing, broadcast, web and print media, communications, and community/public relations activities Position evolves as media outlets and public information formats evolve. For example, MELSA is now doing a lot more web and mobile app advertising, which was not a priority when this position was last reviewed. A new skills category could be defined as manage development, distribution and maintenance of all print and electronic collateral. It will continuously evolve as webbased formats for offering programs and services evolve. A primary example is the new smartpass web based arts outreach initiative. This position is responsible for program development, promotion and maintenance. Recommendation: This job has significantly morphed since previous evaluation. Incumbent is required to understand communication strategies and strategic brand identity development. Program development and effective, consistent messaging are key. Position requires an exceptional communications professional with in depth knowledge of branding and marketing, broadcast, web and print media, communications, and community/public relations. Position develops and provides promotional material and other marketing support to member library systems for metro wide initiatives. The conversion of the classification results in 108 being the most appropriate grade reflective of assigned work. I recommend amending the title to Communications Manager, since it is more broad than community relations. Grade Minimum Q 2 Midpoint Q 3 Maximum 108 $ 54,550 $ 61,369 $ 68,188 $ 76,712 $ 85,235 4

28 Business Manager: Mona Scott Incumbent is responsible for the overall direction and management of programs in support of the financial functions of MELSA. Manage the preparation and maintenance of the general accounting areas of general ledger, cost, and allocation. She is maintaining the accuracy and reliability of the entire accounting system and compliance with applicable regulations and policies. Mona is responsible for preparation and monitoring of annual budget. Lead program preparation for and participation in external financial audit. Provide financial reporting for decision making by director and boards. Serve as liaison with County for employee relations/benefits. In addition, Mona serves as facilitator for MELSA Technology Team and provides organizational support on various technology projects for Team. She works with Community Relations Manager to develop and execute various public programs for library systems. Recommendation: This position has become responsible for multiple imperative functions, central to successful operation of the organization. During the previous review the position was more narrowly focused on financial management and accounting. While these remain important, the incumbent s attention has expanded to include technology coordination related to e Applications, facilitation of the technology committee, financial support for technology projects and programs and managing computer inventory. Mona continues to provide subject matter expertise while collaborating with various staff members and the director to safeguard positive results in the many activities of MELSA. The most accurate grade to reflect the breadth of required knowledge for this job is 109. Grade Minimum Q 2 Midpoint Q 3 Maximum 109 $ 61,096 $ 68,734 $ 76,371 $ 85,917 $ 95,463 Executive Director: Vacant The incumbent of this position works under the direction of the Governing Board and in collaboration with the Advisory Board. The Executive Director of MELSA is responsible for implementation of policies, goals and objectives set forth by the Board of Trustees, as well as the financial management, program, and administrative management of the organization, operating within the guidelines set by state statute. He develops process and procedures, and administers all programs. MELSA is continually evaluating how to enhance or improve programs implemented by the region. Incumbent is responsible for implementing, accomplishing and enhancing the strategic plan as developed and approved by the governing boards. Lead teams and staff in development, implementation and maintenance of organizational goals, objectives, policies and programmatic activities. Recommendation: This position is required to interpret board decisions into actionable programs, processes and objectives. Under his guidance MELSA has significantly grown during the past decade, and is clearly poised for continued advancement in the future. The Executive Director establishes the work to be accomplished and determines how the resources allocated by board action are to be deployed most advantageous to the organization. This position holds the ultimate decision authority to 5

29 cover the myriad of projects and programs to maintain, as well as, new activities to expand into. The current 112 grade adequately reflects the broad responsibilities. Grade Minimum Q 2 Midpoint Q 3 Maximum 112 $ 85,836 $ 96,566 $107,295 $120,707 $134,119 Summary: The table below reflects a summary of the position titles and grades proposed for each employee of MELSA. Employee Position title Grade Sarah Teske Senior Program Associate 105 Judy Todd Office Manager 107 Kathleen James Project Manager (Youth Services) 108 Melinda Ludwiczak Project Manager 108 Sally Lederer Communications Manager 108 Mona Scott Business Manager 109 Vacant Executive Director 112 VACANT EXECUTIVE DIRECTOR TODD, JUDY OFFICE MANAGER JAMES, KATHLEEN YOUTH SERVICES & PROJECT MANAGER SCOTT, MONA MANAGER, BUSINESS LEDERER, SALLY MANAGER, COMMUNITY RELATIONS LUDWICZAK, MELINDA PROJECT MANAGER TESKE, SARAH ADMINISTRATIVE ASSISTANT

30 Dakota and MELSA Salary Increases Year Dakota County Increases MELSA Increases 2007 Q1, Q2, Q3, Q4: 4.5% base to 5.5% base 3% of Q3 added to 2006 salary 2008 Q1, Q2, Q3, Q4: 5% base to 6% base 3% of Q3 added to 2007 salary 2009 Q1, Q2, Q3, Q4: 5% base to 6% base 3% of Q3 added to 2008 salary % all levels 0% Q1 to Q4: 1% all levels, plus $400 as incentive to choose 2011 Three for Free (less costly) insurance plan 0%, $400 insurance incentive * 2012 Q1 to Q4: 1.5% all levels 2% of 2009 Q3 added to 2009 salary; grid unchanged from Q1, Q2, Q3, Q4: 2.5% to 3% base + 1% lump sum 3% of Q3 added to 2012 salary, plus 1% of Q Q1 & Q2: from 3% base to 5% base 2% over 2013 salary, grid not used Q3 & Q4: from 2% to 3% base + 1% to 3% lump sum 2015 Q1 & Q2: from 3% base to 5% base Q3 & Q4: from 2% to 3% base + 1% to 3% lump sum * MELSA pays entire single medical premium

31 MELSA Board of Trustees Discussion/Action Items Agenda Number: VI.C. MELSA Executive Director Update Meeting Date: November 20, 2014 The Dakota County Human Resource Department has posted the MELSA Executive Director position on the following sites: MN Job Works Minnesota Library Association University of Minnesota St. Catherine University Monster Minnesota Association of Counties American Library Association Library Journal s JobZone Minitex Listservs Metronet MELSA The postings will be available for the month of November. During the October 22 meeting, you discussed mirroring the Interview Committee process used during the last Executive Director Search two Trustees, two Library Directors, and two MELSA staff. At this time the Governing Board may want to discuss who would be available for this committee.

32 MELSA Board of Trustees Discussion/Action Items Agenda Number: VI.D. CY2015 MELSA Budget Adoption Meeting Date: November 20, 2014 In June 2014, the Trustees adopted a preliminary 2015 budget with the knowledge that a final version would be considered when information became available from State Library Services about the FY15 RLBSS appropriation, and the Personnel Committee has met to discuss 2015 salaries. An updated CY2015 budget and summary are attached, reflecting the revisions to RLBSS revenue, salaries expense, and various other adjustments. Board Treasurer Julie Braastad has reviewed and approved the documents but will not be present at the meeting. President Degler and MELSA staff will summarize the highlighted changes to the 2015 budget at the meeting. RECOMMENDED ACTION: The MELSA Board of Trustees adopts the CY2015 budget. Motion By: Seconded By: Motion Approved: Motion Language:

33 Summary of Adjustments to CY2015 Budget Revenue: Adjusted RLTA revenue to 90% of FY2015 estimate received from State Library Services. Actual FY2015 revenue will not be confirmed until 3 rd quarter RLTA funds are distributed to library systems so Revenues = Expenses. Adjusted RLBSS revenue to actual amount of FY2015 grant anticipated, FY2016 grant for second half of CY2015 is still unknown so using FY2015 as estimate. In Modified Accrual, 2015 revenue is ½ of FY15 + ½ of FY16. Adjusted Equalization that 1) will be received in CY2015, and 2) was carried forward from CY2014, to actual amount of Equalization from FY15. As with RLBSS revenue, Equalization is ½ of FY2015 Equalization + ½ of FY2016 Equalization in Modified Accrual. Added estimate of funds remaining at 12/31/14 and available to be spent in 2015 for BookLens project (originally assigned from Fund Balance in March 2013). Expenses: Adjusted RLTA expenses as per above revenue adjustment. Adjusted Equalization paid to earning library systems (10% of total) with actual FY15 Equalization numbers received from State Library Services. Adjusted Catalog Enhancements with remaining BookLens assigned funds from Fund Balance. Adjusted Collaborative Projects with new balance from Revenues less Expenses (previously, not available for spending until FY16 revenue numbers are received in August September 2015). Adjusted salaries and employer FICA with results of November 20 Personnel Committee discussion: generally 3% over bases, generally using 2014 salaries as base with two exceptions). Benefits adjusted by actual 2015 numbers received from Dakota County.

34 % a MELSA BUDGET CY2015 ACCOUNT CODE DESCRIPTION AMOUNT NOTES GRANT EXPENSES: CORPORATE, FEDERAL, STATE LEGACY, STATE RLTA 2015 PRELIMINARY BUDGET EXPENSES changes in blue 2015 FINAL BUDGET FOR REVIEW NOVEMBER CORPORATE/FOUNDATION GRANTS MACY'S SUMMER READING EXPENSES 10,000 Macy's Summer Reading grant 10,000 TOTAL OTHER GRANTS 10,000 10,000 FEDERAL GRANT EXPENSES LSTA GRANT - no LSTA grants for 2015 at time of budget preparation - TOTAL FEDERAL GRANT EXPENSES - - LEGACY STATE GRANT REGIONWIDE ADMIN SYSTEMS ALLOCATIONS STATEWIDE CONTRIBUTION Used total FY15 grant (same as FY14); will be adjusted by TOTAL LEGACY STATE GRANT EXPENSES 1,141,083 carryforward from CY14 to CY15 1,141,083 In Modified Accrual: Legacy revenue = Legacy expenses RLTA STATE GRANT EXPENSES MEMBER LIBRARY RLTA REFUNDS MEMBER LIBRARY REIMBURSEMENTS FOR T-1 LINES TOTAL RLTA STATE GRANT EXPENSES 558,144 Used actual FY13 RLTA revenue as estimate 454,857 Used 90% of estimated FY15 RLTA number from State Library Services (RLTA funds received are distributed to library systems) (RLTA revenue will equal RLTA expenses) TOTAL GRANTS EXPENSES (OTHER THAN RLBSS) 1,709,227 1,605,940 GENERAL EXPENSES FROM RLBSS GRANT, OTHER REVENUE AND USE OF FUND BALANCE COOPERATIVE PROGRAMS EXPENSES DISTRIBUTIONS - MEMBER LIBRARIES FORMULA PAYMENTS FOR ALL SYSTEMS 1,000,000 1,000, EQUALIZATION FOR EARNING SYSTEMS 129,807 10% of FY14 as estimate; will be adjusted when Equalization is known 136,837 updated with 10% of FY15 Equalization number PHASE ALLOCATION TO MEMBER LIBRARIES 500, , NCIP 6 MAINTENANCE FOR MEMBER LIBRARIES 21,600 Estimated increase for ,600

35 % a MELSA BUDGET CY PRELIMINARY BUDGET ACCOUNT CODE DESCRIPTION AMOUNT NOTES EXPENSES changes in blue 2015 FINAL BUDGET FOR REVIEW NOVEMBER COLLABORATIVE REGIONWIDE PURCHASES ELECTRONIC DATA BASES 1,168,305 Estimate using 3-5% increase 1,168,305 May be some adjustments once December-January renewal costs are known In modified accrual, estimate is based on coverage period, not payments In modified accrual, estimate is based on coverage period, not payments HOMEWORK HELP SERVICE 250, , EMPLOYMENT HELP SERVICE 45,000 45, DOWNLOADABLE AUDIOBOOKS 174, , E-BOOK COLLABORATIVE PROJECT 585, , SHARED CALENDAR 27,000 27, FEDERATED SEARCHING - Expired March 2014; not renewed MOBILE APPLICATION 79,460 79,460 Will decrease--waiting for renewal quote without Hennepin CATALOG ENHANCEMENTS 163,682 Includes $20,000 for BookLens maintenance if needed 221,364 Added estimated funds remaining from 2013 fund balance designation available for completion of BookLens project in UDESIGNATED COLLABORATIVE PROJECTS 71,067 Remaining from Revenue less Expenses 172,323 Remaining from Revenue less Expenses CONTRACTED SERVICES FOR MEMBER LIBRARIES DELIVERY SERVICE 51,171 Did not increase estimate for delivery costs for , PRINTING - MEMBER LIBRARIES 12,000 12, E-RATE CONSULTANT 10,000 10,000 STAFF AND BOARD TRAINING-MEMBER LIBRARIES WORKSHOPS--MEM LIB STAFF 17,000 17, WORKSHOPS--LEADERSHIP SEMINARS 4,000 4, PROFESSIONAL DEVELOPMENT MEMBER LIBRARY SYSTEMS 88,000 88, TECHNOLOGY TRAINING/CONSULTING - MEMBER LIBRARIES 40,000 40, TRAINING/CONF--MELSA BOARDS 2,700 2, URBAN LIBRARY COUNCIL MEMBERSHIP YOUTH SERVICES PROGRAMS-MEMBER LIBRARIES YOUTH SUMMER READING PROGRAM 57,300 57, TEEN SUMMER READING PROGRAM 14,000 14, SUMMER READING PROGRAM WEBSITE DEVELOPMENT/MAINTENANCE 10,000 10, CONTRACTED SERVICES FOR SUMMER READING PROGRAM YOUTH SERVICES LITERACY INITIATIVE 38,000 38,000

36 % a MELSA BUDGET CY PRELIMINARY BUDGET EXPENSES changes in blue ACCOUNT CODE DESCRIPTION AMOUNT NOTES TEEN SERVICES LITERACY INITIATIVE 10,000 10, STEM PROGRAMMING 25,000 25, FINAL BUDGET FOR REVIEW NOVEMBER OTHER-MEMBER LIBRARIES JOBS AND SMALL BUSINESS INITIATIVE 85,000 85, DIGITAL LITERACY INITIATIVES 25,000 25, E-GOVERNMENT INITIATIVES 25,000 25, CULTURAL PASS 50,000 50, COMMUNITY RELATIONS & PROMOTIONS 100, ,000 TOTAL COOPERATIVE EXPENSES 4,880,072 5,046,040 ADMINISTRATIVE EXPENSES SALARIES/BENEFITS SALARIES 493,698 Used 5% over 2014 rates as placeholder 481,167 generally using 3% over current salaries (with 2 position specific corrections) BENEFITS 103,826 Used estimate of 6.5% increase for medical insurance per Dakota Co. 100,661 Actual rates from Dakota County EMPLOYER PAYROLL TAX EXPENSE 37,768 36, OTHER PAYROLL EXPENSE 2,500 2,500 STAFF TRAVEL/TRAINING TRAVEL--LOCAL 6,500 6, TRAINING/CONFERENCE - MELSA STAFF 16,000 16,000 SUPPLIES/PRINTING OFFICE SUPPLIES 7,500 7, POSTAGE 2,000 2, PRINTING & COPYING 2,300 2,300 CONTRACTUAL SERVICES CONTRACTED TECH SUPPORT FOR MELSA OFFICE 10,700 10, MELSA WEBSITE HOSTING, MAINT,DESIGN, NETWORK SUPPORT 9,740 9, LEGAL SERVICES 10,000 10, ACCOUNTING SERVICES 21,725 21, STRATEGIC PLANNING CONSULTANT COMPENSATION STRUCTURE CONSULTANT EQUIPMENT, SOFTWARE & REPAIRS SOFTWARE 3,500 3, EQUIPMENT 15,200 15,200

37 % a MELSA BUDGET CY PRELIMINARY BUDGET EXPENSES changes in blue ACCOUNT CODE DESCRIPTION AMOUNT NOTES REPAIRS/MAINT 2,500 2, OFFICE MINOR EQUIPMENT 1,000 1, FINAL BUDGET FOR REVIEW NOVEMBER MEETING EXPENSES MTG EXP--GENERAL 4,000 4, MTG EXP--MELSA TRUSTEES 5,000 5,000 OTHER RENT 66,908 Current lease expires Oct 2014; 2015 rent not known 66,908 New lease signed; estimate sufficient TELEPHONE 3,000 3, INSURANCE 15,146 Using actual paid for 2014 plus 10% as estimate 15, INTEREST EXPENSE DUES/MEMBERSHIPS 3,400 3, CRPLSA EXPENSE 20,000 20, BANK SVC FEES OTHER EXPENSES 1,000 1,000 TOTAL ADMINISTRATIVE EXPENSE 865, ,756 TOTAL ALL EXPENSES 7,454,709 7,500,735 REVENUE IN EXCESS (DEFICIT) OF EXPENDITURES 0 0 Percent of Total Budget: Other Grants Expense + Cooperative Programs (with Formula, Phase, NCIP) 88.39% 88.68% Other Grants Expense + Cooperative Programs (without Formula, Phase, NCIP) 66.24% 66.57% Formula only 13.41% 13.33% Phase + NCIP only 7.00% 6.95% Administrative 11.61% 11.32% EXPLANATION OF TERMS: 1 LSTA: Library Services and Technology Act 2 RLTA: Regional Library Telecommunications Aid 3 RLBSS: Regional Library Basic Systems Support-used for MELSA general operations 4 Equalization: component of RLBSS grant earned from counties' and cities' net tax capacity 5 E-rate: Federal telecommunication aid program

38 % a MELSA BUDGET CY PRELIMINARY BUDGET ACCOUNT CODE DESCRIPTION AMOUNT NOTES 6 NCIP: NISO (National Information Standards Organization) Circulation Interchange Protocol NCIP is a software program used by libraries to increase efficiencies in processing interlibrary loans EXPENSES changes in blue 2015 FINAL BUDGET FOR REVIEW NOVEMBER

39 MELSA Board of Trustees Action Item Agenda Number: VI. E. RLTA FY2014 Distributions Meeting Date: November 20, 2014 MELSA receives grant funds from the State through the Regional Library Telecommunication Aid (RLTA) program to help cover member library system costs for Internet access and data transmission between branches. From these funds, MELSA reimburses each system and the MELSA office the equivalent of a T 1 line for the system s headquarters, and distributes the remaining funds to the library systems based on their percentage of actual costs submitted on the annual RLTA report. Distributions from two of the four RLTA grant payments received were made to the library systems in September. Funds from grant payments three and four are available for distribution in November as calculated on the attached report. RECOMMENDED ACTION: THE MELSA BOARD OF TRUSTEES APPROVES THE DISTRIBUTION OF THE CY2014 RLTA FUNDS (FROM PAYMENTS 3 AND 4) TO THE MEMBER LIBRARY SYSTEMS. Motion By: Seconded By: Motion Approved: Motion Language By:

40 Calculation of CY2014 RLTA Distributions FY14 RLTA Grant Revenue FY14 RLTA Grant Revenue Payments 1 and 2 received $306, Payments 3 and 4 received $199, Less T-1 Equivalent reimbursements -$59, Total Available for Distribution $246, Total Available for Distribution $199, Calculation of Distributions: Calculation of Distributions: Actual Costs from FY14 RLTA Final Report (Jul13-Jun14) System % of Total Costs CY14 Distribution from payments #1 and #2 CY14 Distribution from payments #3 and #4 Anoka County Library Anoka County HQ (Blaine) $26, Northtown (Blaine) $0.00 Rum River (Anoka) $14, Centennial (Circle Pines) $4, Crooked Lake (Coon Rapids) $14, Johnsville (Blaine) $5, Mississippi (Fridley) $7, North Central (Ham Lake) $6, St. Francis $6, Total Anoka $85, % $27, $22, Carver County Library Chanhassen $12, Chaska $12, Norwood Young America $14, Waconia $13, Watertown $14, Administration $10, Total Carver $77, % $25, $20, Dakota County Library Dakota Co. HQ (Eagan) $8, Farmington $1, Galaxie (Apple Valley) $1, Burnhaven (Burnsville) $1, Heritage (Lakeville) $1,830.00

41 Calculation of CY2014 RLTA Distributions System % of Total Costs CY14 Distribution from payments #1 and #2 CY14 Distribution from payments #3 and #4 Actual Costs from FY14 RLTA Final Report (Jul13-Jun14) Pleasant Hill (Hastings) $1, Inver Glen (Inver Grove Heights) $1, Robert Trail(Rosemount) $1, Wentworth (West St. Paul) $1, South St. Paul $0.00 Total Dakota $23, % $7, $6, Hennepin County Library Augsburg Park $6, Brookdale $16, Brooklyn Park $9, Central -$6, Champlin $6, East Lake $5, Eden Prairie $16, Edina $5, Excelsior $4, Franklin $5, Golden Valley $6, Hopkins $6, Hosmer $5, Linden Hills $6, Long Lake $4, Maple Grove $5, Maple Plain $10, Minnetonka $6, Nokomis $6, North Regional $8, Northeast $6, Osseo $4, Oxboro $9, Penn Lake $4, Pierre Bottineau $6, Plymouth $7, Ridgedale $18, Rockford Road $6, Rogers $6, Roosevelt $6, St. Anthony $5, St. Bonifacius $10, St. Louis Park $6, Southdale $16, Southeast $5, Sumner $6, Walker $4,218.88

42 Calculation of CY2014 RLTA Distributions System % of Total Costs CY14 Distribution from payments #1 and #2 CY14 Distribution from payments #3 and #4 Actual Costs from FY14 RLTA Final Report (Jul13-Jun14) Washburn $6, Wayzata $4, Webber Park $5, Westonka $10, Comcast Fees $30, CenturyLink Fees $ Washington Data Center $74, VISI $26, Total Hennepin $428, % $139, $112, Ramsey County Library Maplewood $5, Mounds View $2, New Brighton $0.00 North St. Paul $5, Roseville $0.00 Shoreview $0.00 White Bear $6, Internet Connection - RV $18, Total Ramsey $38, % $12, $10, Saint Paul Public Library Central Library (HQ)* $9, Arlington Hills $ Dayton's Bluff $ Hamline Midway $ Hayden Heights $ Highland Park $ Merriam Park $1, Rice Street $ Riverview $ Rondo $ Saint Anthony Park $ Sun Ray $1, West Seventh $ Total Saint Paul $16, % $5, $4, Scott County Library Scott Co. HQ (MELSA PD) $6, Jordan $3,975.57

43 Calculation of CY2014 RLTA Distributions System % of Total Costs CY14 Distribution from payments #1 and #2 CY14 Distribution from payments #3 and #4 Actual Costs from FY14 RLTA Final Report (Jul13-Jun14) Elko New Market $3, Shakopee $3, Savage $3, Prior Lake $3, New Prague $3, Belle Plaine $3, Total Scott $34, % $11, $9, Washington County Library R.H.Stafford (Woodbury)* $29, Oakdale $ Park Grove (Cottage Grove)* $6, Valley (Lakeland) $6, Wildwood (Mahtomedi) $ Hardwood Creek (Forest Lake)* $3, Stillwater Public Library $6, Bayport $1, Total Washington $55, % $18, $14, SUBTOTAL $759, MELSA office $6, TOTAL $766, $246, TOTAL $199,104.94

44 MELSA Board of Trustees Discussion/Action Items Agenda Number: VI.F. EDGE Initiative Meeting Date: November 20, 2014 Kit Hadley, Saint Paul Public Library Director, will provide an overview of MELSA s participation in the Edge Initiative, a measurement tool for library technology services and programs as described below and in the attached documents. Background and purpose: from The Edge Initiative was developed by a national coalition of library and local government organizations, funded by the Bill and Melinda Gates Foundation, and led by the Urban Libraries Council. It was created with the vision that all people should have opportunities to enrich and improve their lives through open access to information, communication and technology provided by public libraries. Edge is a groundbreaking, first of its kind management and leadership tool, helping libraries create a path for the continuous growth and development of their public technology services. Toolkit The Edge provides a toolkit for assessing public technology planning, availability and use in libraries. The online assessment has 11 benchmarks in three areas: community value, engaging community and decision makers, and organizational management. Each benchmark has between one and five indicators (see attachment). Benefits The Edge is a measurement tool to help in making strategic decisions and identifying areas for improvement. It can be used to promote consistency year over year and among a regional or statewide consortium of libraries. It also connects public libraries technology decision making to community wide concerns around digital inclusion and access to e government. MELSA All MELSA libraries have completed the assessment. The Edge toolkit does not include definitions of terms so there is wide variability among the way that different libraries answered certain questions. The Advisory Board is discussing next steps for making the Edge a consistent measurement tool for the MELSA region.

45 Community Value Engaging Community & Decision Makers Organizational Management Edge Initiative Benchmark 1. Digital literacy help & training 2. Digital content & content creation 3. Meeting needs related to personal and community goals Domain score 4. Community outreach & advocacy 5. Strategic partnerships 6. Sharing best practices Domain score 7. Technology planning & policies 8. Staffing & expertise 9. Device & bandwidth sufficiency 10. Technology management 11. Ensuring technology inclusiveness Domain score Points Possible Indicators Overall Score

46 MELSA Board of Trustees Discussion/Action Items Agenda Number: VI.G. Policy on Associate Libraries Meeting Date: November 20, 2014 Associate libraries are independent city libraries, which for some reason never joined their county library system. In the mid 1970s there were a number of them in MELSA. The Board decided to create a plan one that could encourage these independent libraries to become a part of the larger library group. By participating with the larger group, the Trustees felt these libraries would be providing better service to their residents. Over the years, many of these libraries did join their county system. Today, only four libraries continue as Associates: Bayport and Stillwater in Washington County; South St. Paul in Dakota County; and Columbia Heights in Anoka County. The city of Lake Elmo is considered a stand alone library facility. Attached are the original documents that created Associate Libraries in the mid 1970s. A few years ago, the Advisory Board began looking at the older documents and agreed that it was time to update the language and practices identified as essential for participation. After a number of starts and revisions, the Advisory Board approved the attached policy at its last meeting. RECOMMENDED ACTION: THE MELSA BOARD OF TRUSTEES APPROVES THE POLCY FOR ASSOCIATE LIBRARIES. Motion By: Seconded By: Motion Approved: Motion Language:

47 Policy for Associate Libraries Metropolitan Library Service Agency Draft November 2014 PURPOSE OF POLICY The purpose of this policy is to outline the value of system library services to residents through costeffective efficiencies and enhanced access to resources. MELSA PRINCIPLES ON ASSOCIATE LIBRARIES For MELSA to realize its mission and strategic goals, the Board of Trustees believes the most effective structure is membership in a local comprehensive county/first class city system. This model is the best way to be good stewards of both local and state investments in public libraries In order to accommodate past agreements, MELSA acknowledges the four existing Associate Libraries members: the City of Columbia Heights in Anoka County; the City of South St. Paul in Dakota County; and the Cities of Bayport and Stillwater in Washington County. 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. BACKGROUND The Metropolitan Library Service Agency (hereinafter referred to as MELSA ) is established under Minnesota Statutes, Chapter (Joint Exercise of Powers).

48 The primary goal is to strengthen comprehensive 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 first class, Minneapolis and St. Paul. In 2008, this changed to seven metropolitan counties and one city of the first class St. Paul with merger of Minneapolis Public Library with Hennepin County Library. 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. The MELSA Agreement states that existing independent libraries, not signatory to the Agreement, may join only through participation in their established county library system. MELSA invites the participation of these libraries and hereby creates for them an Association Member status. 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.

49 TERMS OF ASSOCIATION MELSA recognizes Associate Libraries under the following terms: The county 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 will adhere to all standards created by the State Legislature for public libraries, including, but not limited to Minnesota Statute, Chapter 13.40, Government Data Practices. 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 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

50 that is accessible through an 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 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.

51 MELSA shall provide materials and services in any or all of its programs that may be made available to the 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

52 Appendix A Items to be considered in the Agreement between the county library and the associate library 1) A current strategic plan setting goals and objectives for library services and evaluation. 2) Affiliate s open hours 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 overdue materials and 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/city of St. Paul library s policies and procedures for cataloging and classifying materials.