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

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1 MELSA ADVISORY BOARD Monday, July 7, :00 P.M. 4 P.M. Anoka County Library Northtown 711 County Rd 10 NE, Blaine, MN 55434, Phone 2:00 2:10 p.m. I. CALL TO ORDER (Chair Ken Behringer) II. CONSENT AGENDA Approval of Agenda Approval of Meeting Minutes (June 2, 2014) 2:10 3:50 p.m. III. DISCUSSION/ACTION ITEMS A. Policy on Associate Libraries (Olson) B. North Star Literacy Project (Hadley) C. State Librarian Report/Discussion (Jen Nelson) D. Libraries and Service Delivery Consultation: Metro Public Library Representative E. Next Steps for MELSA and Edge Initiative F. Other 3:50 4:00 p.m. IV. OTHER REPORTS A. MELSA Board of Trustee s Meeting: June 2014 (Behringer) B. Executive Director s Report (Olson) C. Other Staff, Team and MELSA Group Updates 4:00 p.m. V. ADJOURN Next meeting: Monday, August 4, 2014, 2 p.m. 4 p.m. Saint Paul Public Library Arlington Hills

2 MELSA Advisory Board Discussion/Action Items Agenda Number: III. A. E. Discussion/Action Items Meeting Date: July 7, 2014 A. Policy on Associate Libraries (Olson) Attached is the most current version of the draft plan. It includes some of the changes made by the Advisory Board from our last meeting. We have another month (August 2014) to make any changes to the document before we present it to the Trustees in September. B. North Star Literacy Project (Hadley) Kit Hadley would like to update the group on Northstar Digital Literacy Project (as you know, MELSA has been paying the fees for each system) and the LSTA funded statewide impact initiative which we have been co leading with the Minnesota Literacy Council on libraries and literacy organizations. We re working with partnerships in Saint Cloud, Moorhead, Duluth, Worthington, and Faribault. This is connected to work that IMLS is doing on libraries and literacy. C. State Librarian Report (Jen Nelson) State Librarian Jen Nelson will join the group to talk about several upcoming opportunities for Minnesota libraries, including topics such as, STEM programming through an IMLS grant, the Workforce Reinvestment Authorization and Libraries, and the Minnesota E Book Summit. D. Libraries and Service Delivery Consultation: Metro Public Library Representative Does the Advisory Board want to nominate any individual? The 2014 Minnesota Legislature directed the commissioner of the Minnesota Department of Education (MDE) to consult with people knowledgeable about state libraries and service delivery on increasing service delivery and collaboration between library governance systems. The consultation will include a review of options for changing current library procedures and governance systems, and ensuring equitable and cost effective access to library services statewide. The charge includes consideration of how to increase access to emerging electronic services. A report is due to the Legislature by February 1, The group will meet monthly at the Minnesota Department of Education. The first meeting is scheduled for Monday, August 18, 2014, from 1:30 3:30 p.m. Meetings are tentatively scheduled for: September 15; October 20; November 17; December 15; and January 12 (if needed)

3 Minnesota Session Laws, Chapter 272, Article 7, section 2 specifies broad representation from a number of different interest groups. On behalf of the commissioner, we are now accepting applications from individuals interested in representing the following stakeholders: Metropolitan area public libraries, other than regional public library systems. Greater Minnesota public libraries, other than regional public library systems. Greater Minnesota public school library media specialists. Metropolitan area public school library media specialists. Metropolitan area cities. Metropolitan area counties. One individual representing each of these stakeholders will be selected from applications received. To apply, please send your name, contact information, stakeholder group represented, brief resume and a short statement of related experience (no more than one page) by to Jennifer.r.nelson@state.mn.us. Application Deadline: 5 p.m. on July 18, E. Next Steps for MELSA and Edge Initiative (Olson) The Edge Initiative focuses on how technology supports programs and services in the following three strategic areas: Community Value Libraries provide programs and services that enable people to get value from their use of technology. (It includes workforce development, e government, health/wellness, educational opportunities, digital literacy, other electronic resources, etc.) Engaging the Community Libraries are a valuable community resource and a strategic partner in helping people and communities improve their quality of life. (Includes connecting with community leaders and the public to identify, support, and evaluate technology to meet community needs, etc.) Organizational Management Libraries manage resources so that members of the community who need or want access can get it regardless of ability, skill, personal technology, or available time. (Includes staff and public training on devices and software; determining appropriate connectivity levels, ensuring patrons with disabilities have access, etc.) 1. Does this approach meet the needs of the directors? Does it answer the questions raised several years ago by the directors that led to the creation of the Tech Measures Task Force and participation in the Edge Initiative? Such as: How do systems levels of technology compare within MELSA and/or similar sized systems throughout the U.S.? (Note: some of the Edge comparison information is not yet available.)

4 Are there best practices for technology levels, types, and allocation of resources at the libraries? How can libraries engage stakeholders to support an increase in technology levels and offerings, if needed? What other assistance/information is available to the libraries for technology decisionmaking? 2. Are the directors planning additional discussions about the Edge Assessment results, both to share their next steps for using the information, and to identify gaps in services/programs/ purchases that MELSA could fill? If so, is there any other information needed about the Edge or the Assessment results for this discussion? If not, do the directors see a role for the Tech Measures Task Force in discussing/analyzing the Assessment results? If so, please provide direction or a charge for this group.

5 Policy for Associate Libraries Metropolitan Library Service Agency Draft June 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 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 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. For MELSA to realize its mission and strategic goals, the Board of Trustees believes the most effective and cost effective structure is based upon strong membership of local comprehensive county systems. As a good steward of both local and state investments in public libraries and 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. 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.

6 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. 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

7 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 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

8 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

9 Appendix A Items to be Considered in the Agreement 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.