MELSA BOARD OF TRUSTEES and ADVISORY BOARD JOINT … · MELSA BOARD OF TRUSTEES and ADVISORY BOARD JOINT MEETING AGENDA ... 178,884 students in preK-12 MELSA area public schools who

MELSA BOARD OF TRUSTEES and ADVISORY BOARD JOINT MEETING AGENDA

THURSDAY, MAY 21, 2015 Noon - 2:00 P.M. MCIT Building (See attached directions)

I. CALL TO ORDER (Chair Gayle Degler) II. INTRODUCTIONS

III. PUBLIC COMMENT

IV. CONSENT AGENDA

A. Approval of Agenda B. Approval of Meeting Minutes (March 19, 2015) C. Approval of Bills and Financial Statements

V. PRESENTATION: 2014 MELSA AUDIT Bill Lauer, Malloy Montague, Karnowski, Radosevich (MMKR)

VI. DISCUSSION/ACTION ITEMS A. LSTA Grant Application

B. Search Firm Approval C. Fund Balance Assignment Revision

VII. REPORTS

A. Interim Executive Director’s Report B. Other Staff, Team and MELSA Group Updates D. Other

VIII. ADJOURN

Next meeting: Board of Trustees: Thursday, June 18, 2015, Noon – 2 p.m., MELSA Conference, Saint Paul.

MELSA Board of Trustees

Presentation

Agenda Number: V. 2014 MELSA Audit

Meeting Date: May 21, 2015

Bill Lauer of Malloy, Montague, Karnowski, Radosevich & Co. will present the 2014 audit report.

Lauer will be available for questions as will Melissa Brechon, MELSA Interim Executive Director

and Mona Scott, MELSA Business Manager.

Lauer discussed the preliminary draft of this audit with President Degler, Treasurer Braastad,

Brechon and Scott on May 7th.

An electronic copy of the audit will be sent to the Trustees a week before the meeting and a

paper copy will be distributed at the meeting.

RECOMMENDED ACTION:

The MELSA Board of Trustees accepts the 2014 audit and authorizes its submission to the

State Library Agency of the Minnesota Department of Education.

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Federal Fiscal Year 2015 – Library Services and Technology Act [LS-00-15-0024-15] – Minnesota State Fiscal Year 2016

GRANT PROGRAM CONTACT INFORMATION

Name Melissa Brechon

Title Interim Executive Director

Organization Metropolitan Library Services Agency Address 1619 W Dayton Ave # 314

City, ZIP Saint Paul, MN 55104-6207

Phone 651-645-5731, ext. 105

Email [email protected]

BUSINESS MANAGER/ACCOUNTING CONTACT INFORMATION

Name Mona Scott

Title Business Manager

Organization Metropolitan Library Service Agency (MELSA)

Address 1619 W Dayton Ave # 314

City, ZIP Saint Paul, MN 55104-6207

Phone 651-645-5731, ext. 107

Email [email protected]

REMINDER: Your application must be received by (not postmarked by) the due date and time of May 1, 2015, 3:30 p.m., Central Time.

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B. PROJECT PARTNERS

Name of Partner Organization(s): NONE

Reminder: A completed Project Partnership Agreement (PPA) must be included in your application for all partner(s) identified in your application. (Please see section I of this application form for the PPA template).

C. PROJECT INFORMATION

1. Project Title Please select a project name that distinguishes it from broad activity areas, for example “Teen e-Reader Book Club” rather than “e-Readers for Teens,” and “Computer Skills for Job Seekers” rather than “Computer Classes.”

Identifying Access Needs for E-Government Services

2. Identify the primary audience that will be served by the proposed project Use an X to select all that apply. X All ages

0-5 years 6-12 years 13-17 years 18-25 years 26-49 years 50-59 years 60-69 years 70+ years

American Indian or Alaska Native Asian Black or African American Hispanic or Latino Native Hawaiian or other Pacific Islander

X Urban X Suburban Rural Intergenerational groups (excluding families)

Families Immigrants/refugees

X Low income X Unemployed X People with disabilities X Library staff, volunteers and/or

trustees People with limited functional literacy or informational skills

3. Estimate the number of individuals who will be served

a. How many individuals do you expect will be served by this project (include all beneficiaries, even if they are outside of the primary audience identified in question number two).

586,256

b. Describe how you arrived at this number.

While LSTA goals are primarily targeted to underserved individuals, a broad swathe of the residents of the Minneapolis/St. Paul metropolitan area would benefit from a greater understanding of their e-government needs. In 2013, there were 3.78 million uses of library public access computers. Data is not yet available on the total number of wireless sessions in libraries but it was substantially larger than this. Unfortunately, no additional demographic or website usage data is available regarding the residents who used these resources. For the purposes of this application, MELSA has focused on known demographics. The estimate is derived from underserved individuals who would benefit from the project, in the primary audiences of:

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278,233 people with one or more disabilities, representing 9.5% of the metropolitan area population;

178,884 students in preK-12 MELSA area public schools who are eligible for free and reduced price school lunch. While this number may represent families with more than one child, it is a good estimate of impact, as MELSA libraries also serve non-public and homeschool students;

129,839 people who are unemployed, representing 4.4% of the service area;

An average number of elected officials, library staff, volunteers trustees from each of the eight member organizations within the MELSA consortium for a total of 300 individuals.

4. LSTA Subgoal Area: Use an X to select one subgoal that best reflects the need that your project will address.

Goal 1: Facilitate increased access to resources in all types of eligible libraries, especially through collaborative public and private partnerships, for the purpose of expanding programs and services supporting Minnesotan’s needs for education, lifelong learning, continuing education, workforce development and 21st century digital literacy skills.

Subgoal 1.1: Support literacy, including but not limited to 21st century and digital literacy skills

PREFERRED SUBGOAL 1.2: Provide educational opportunities for children from early learning through postsecondary, especially targeting children from birth through age 17 from families living in poverty or facing barriers including but not limited to language, race, ability, geography or access to resources such as technology. Projects must serve at-risk children or youth and improve library-based early learning activities, strengthen connections between schools and public libraries and/or engage families in their child’s education through library programs. Projects should be designed to bolster school readiness, help children read well by third grade, meet grade-level milestones and/or foster the transition to college or career.

Subgoal 1.3: Promote lifelong learning and continuing education, including the enhancement and expansion of services and resources relating to health, access to justice, workforce and community development in order to cultivate a more informed citizenry.

Subgoal 1.4: Promote training and professional development, including continuing education, to expand the current and future library workforce to support end user needs.

Goal 2: Through partnerships and statewide initiatives and networks, facilitate access, preservation and sharing of resources in all types of eligible libraries locally, regionally, statewide, nationally, and internationally to support research, education and innovation. Projects to address this goal are typically initiated by State Library Services and carried out through targeted (sole source) grants. Competitive grant awards for these subgoals are infrequent.

X Subgoal 2.1: Support technology and infrastructure initiatives and services that build the capacity of Minnesota’s libraries to serve their patrons

Subgoal 2.2: Support statewide initiatives that build the capacity of Minnesota’s libraries and their staff to serve their communities.

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D. PRIORITY POINT APPLICANTS – 10 PRIORITY POINTS POSSIBLE

5. Eligible for Priority Points? Has applicant/benefiting public library, if applicant is fiscal agent, received an LSTA funded grant award since July 1, 2013 (federal fiscal year 2013 or 2014) from the Minnesota Department of Education?

Yes (0 points added)

X No (10 points added)

Unsure

E. REVIEWED AND SCORED SECTION – 100 POINTS POSSIBLE

NARRATIVE – Complete applications must have responses to all numbered questions in this section. Please review the questions and instructions in the instructions document to ensure that you are responding to all elements of each question. Enter your narrative responses within each numbered question below. Please refer to the grant instructions for additional information.

6. Executive Summary – 5 points maximum Provide a brief overview of the proposed project and describe how it will achieve the LSTA subgoal you selected. The executive summary will be used to announce and describe your project, if it is selected for a grant. 100-300 words recommended; you may want to write your executive summary last.

The Executive Summary must describe: your project’s overarching goal(s) the audience and need your project addresses the service or program you plan to implement

Metro libraries and the governmental units that fund them know that electronic access to government services will be core to future library and other governmental services. Planning for mitigation of the impact on underserved populations is vital. However, planning and innovation is ineffective if accurate measurements of need and outcomes are unavailable; current data gathering methods are not scientifically valid and do not include library non-users. The overarching goal of “Identifying Access Needs for e-government Services” is to obtain accurate information about metro area residents’ knowledge of, access to, skills, and use of information and communication technologies. The data will provide the information required for metro libraries and their counties and cities to develop infrastructures that enable all residents to participate in e-government and e-learning.

The primary audience is residents of the MELSA area, particularly those with barriers to use and access of the internet and digital technologies. Secondarily, this project will supply accurate, statistically relevant information to local elected officials governing counties, cities and education institutions in the metro area.

The project will develop and implement a statistically-significant survey of metropolitan area residents regarding their skills, use of, and access to technology. Devices used and hi-speed internet access will also be surveyed. The project will provide information necessary to determine a) how local governments and education institutions can improve access to e-government and e-learning so it is available to all, and b) how library governing bodies and

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administrators can best deploy services, utilize technology and train staff to support e-government and e-learning.

7. Needs Statement – 20 points maximum

a. Community Need: Describe the primary audience that will be served by this project and indicate why this population needs this project.

A complete response will: Identify the primary audience and explain why they need this project. Use data (i.e. poverty status, academic achievement, free and reduced lunch %) to

describe the project’s primary audience and need. Indicate the geographic area that will be impacted by the project.

Given the evolving transition to e-government, metro libraries have seen increasing use of libraries’ wired computers, printers, and copiers to access a wide variety of governmental services including MNSure, the Social Security Administration, tax filing, etc. at the same time that there has been rapid growth in residents using personal portable devices on wireless networks. The Pew Research Center reports: "Some smartphone owners — particularly younger adults, minorities and lower-income Americans — depend on their smartphone for internet access." Library patrons’ frustration with using personal devices such as smart phones to access websites designed to run on computer monitors is often apparent. All residents need better access and populations who experience barriers to service need even more support to access e-government.

The primary audience that will benefit from this project, therefore, is residents of the MELSA service area whom do not have access to the technology needed 1) to make use of the e-government services rapidly replacing traditional services and 2) for successful participation in their geographic and civic communities due to technology barriers. The audience includes demographic groups such as people with disabilities, unemployed people, and low income families with children.

According to the Minnesota Office of the Demographer, the population of MELSA’s service area was 2,950,885, or 54% of the state’s population. This population includes 278,233 individuals, or approximately 9.5% of the population who have one or more disabilities. Many of those individuals receive some support from the Department of Human Services which manages publicly funded programs to assist people with a variety of disabilities. As with many government agencies seeking efficiencies, the Department of Human Services website is the primary point of access for news, services and economic assistance. Alternative resources are limited. For example, a recent news release on Olmstead Plan changes contained two hyperlinks and no reference to any other source for the information it contained.

Employment in the Twin Cities metro area is recovering rapidly. However, 4.4% of the population, or approximately 130,000 individuals, remain unemployed. MELSA libraries effectively responded during the recession by creating programs to address the support residents needed to find jobs. While libraries are now planning support programs that are appropriate for the recovery, many unemployed and under-employed individuals continue to report problems encountered using websites devoted to assisting them.

According to the American Community Survey five year data for 2007-2011, overall poverty in the seven county metro area increased during this time period to include 10.3% of the population. Poverty disproportionally affects individuals of color with 24.8% of this group living

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in poverty contrasted to 6% of white, non-Hispanics. Students in low income families, as indicated by free and reduced-price lunch eligibility, comprise 38% of the students in the MELSA service area, or 178,884 students according to the Minnesota Department of Education. This compares to 39% statewide. These students and their families are particularly impacted by barriers to digital inclusion.

MELSA area schools vary in their reliance on e-communications with parents, ranging from online portals for individual student progress reports to email updates about school-wide activities. Practices vary from classroom to classroom, depending on a variety of factors, which can leave parents floundering to find and use appropriate technology. Some districts are adopting iPads as the platform for the majority of student work; some of these districts have failed to create options for access to the internet to complete work outside of the school day.

The final key audience for this project is cities and counties, their governing bodies for libraries, and library leadership. These decision-makers must have accurate local and regional information about e-government trends and demads as they allocate and design resources for their own agencies. According to the 2013 Digital Inclusion Survey funded by IMLS, 97% of Minnesota libraries reported assisting patrons with filling out government forms.

The geographic area to be served by this project is comprised of the members of MELSA. MELSA is the regional library system for the Minneapolis/St. Paul metropolitan area. It includes the counties of: Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, and Washington, and the City of St. Paul.

b. Project Need: Use this section to describe how the proposed project will help the organization respond to the need(s) identified in 7.a.

A complete response will describe how the project and its activities: address the needs of the primary audience achieve the LSTA goal and subgoal selected will use, create or improve library services for the primary audience

There is general agreement that e-government is quickly becoming the norm for all the different ways that government offices expect people will interact with them to receive public services: accessing information, studying and completing school work, training and improving workforce skills, applying for benefits, making and receiving payments, transacting business, and participating in policy debates. Yet little information exists at the local level in MELSA jurisdictions about differing levels of access and ability to use the internet and its valuable digital technologies and content. More information is necessary for counties, cities and school districts to take full advantage of the efficiencies, convenience and cost saving potential of e-government and e-learning.

Surveys in recent years have begun to provide some information. The U.S. Impact Study, published in 2010, was a scientifically valid national examination of the impact of free access to computers and the internet in public libraries. Many people, especially those who do not own or have access to digital and internet technologies, count on public libraries to provide access to technology and the internet. They also rely on librarians to help them use E-government websites, locate information and resources, and complete applications and other forms – particularly as state and local government agencies reduce public service staff. – Information Policy and Access Center (iPAC) E-Government Issue Brief.

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Given the recent rapid expansions in e-government, MELSA libraries are interested in understanding the experience of people who use library resources (wired computers, wireless networks, printers, etc.) to access tax/licensing/property forms, make INS appointments, apply for MNSure benefits or Section 8 housing vouchers, manage Social Security information, etc. MELSA sees the trend for all government departments/offices (including libraries) to employ public electronic access tools as one that will be continuing. MELSA libraries do not find clear data, however, on how many people that trend might affect negatively (or how libraries might mitigate the impact.) MELSA members are also unsure how many of the people who do not regularly use library services to access e-government services have made that decision because of impediments they perceive in libraries’ systems.

The Impact Study and subsequent surveys by the Information and Policy Access Center (IPAC) at the University of Maryland are valuable but provide no reliable local information. Local Impact Surveys, designed by the University of Washington Information School and administered by local libraries, provide information only from people taking the survey electronically on library websites and have no validity for the general population. Finally, surveys like the Minneapolis Community Technology and Digital Inclusion Survey provide useful, valid information but exist only for one city within one MELSA library system. From internal MELSA member data, it is also known there is a sizeable growth in the number people using personal portable devices to access information on library wireless networks – or others networks. Dakota County Library alone reports that queries to its catalog from mobile devices jumped from 1.1 million in 2012 to 3.1 million in 2014. This generates questions about the user experience when visiting e-government websites (typically designed for full computer-sized screens) on a mobile phone or tablet. Data about use patterns of access and equipment would help libraries (and other governmental departments at all levels) determine the point at which it becomes practical and necessary to optimize e-government for such mobile devices as well as computers. Therefore, MELSA proposes to undertake a survey of the general population that will be scientifically valid for each MELSA jurisdiction. It will provide information for local elected officials governing all the public and education institutions in the MELSA region as they make decisions about scarce resources for e-government services, website development, e-learning and training, and new approaches to citizen engagement.

The purpose of this project is a combination of discovery and capacity building. In this regard, MELSA libraries propose to take a leadership role in identifying e-government data trends for the benefit of their users, their staff, their broader govenmental units -- and will do so in a way that produces results that can be extrapolated for greater Minnesota. To that end MELSA will present the data collected as well as their responses at the Minnesota Library Association conference and other national Library conferences. In addition, as federal and state agencies increasingly move to e-service delivery, the public comes to libraries for questions, help, and access to technology. Better information will help local decision-makers deploy resources to address what is essentially an unfunded mandate for locally-funded public libraries.

8. Project Plan – 30 points maximum Describe your plan for implementing this project. You may include a chart or matrix to show how your project will move forward.

Include timeline for the project.

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Your timeline should identify project activities, milestones and/or strategies that make up your project plan. Each activity must help your project achieve the LSTA goal and subgoal selected.

For each activity in your project timeline include a description of:

the activity and how it will help the project to achieve your LSTA goal key project personnel (names and titles are helpful, if available) who will be involved in

each activity when and how partner organization(s) will be involved, if applicable outputs for each project activity

If funded for this program, MELSA and its member libraries intend to organize a process to survey residents of the region to determine: 1) The means by which they secure access to the internet, 2) The degree to which internet utilization includes access to e-government services at the

federal state or local level; and 3) The types of devices they employ to do so. Particular attention in the survey process will be paid to securing statistically meaningful data about the use practices of residents within each MELSA member jurisdiction and any variations that might exist among various demographic groups within the general Twin Cities/metro area populations. An additional focus of the project will be to determine if there are impediments to accessing e-government services, particularly those associated with MELSA member libraries. In planning the development of survey question sets, foundational literature will include Building Digital Communities: Getting Started, by The Institute of Museum and Library Services, together with the University of Washington and the International City/County Management Association. Libraries are among the essential community anchors that have a significant role to play in providing access, encouraging adoption, and impacting the health and vitality of their communities. This document provides the following framework for addressing digital inclusion:

a. Access Principles, which address the infrastructure a community needs to have in place to provide opportunities to benefit from digital life.

b. Adoption Principles, which overcome individual barriers that make use of broadband

technology less likely, even when access is available.

The report also identifies a strategic priority in Civic Engagement: Electronic interaction between community institutions, government agencies, and individuals creates enhanced opportunities for active participation in community affairs. Upon selecting a firm to conduct the survey, MELSA and MELSA library staff will work with that firm to finalize a survey instrument to be used to collect relevant data. The firm selected will be asked to conduct interviews with a sufficient number of residents to ascertain statistically valid findings for each MELSA member. Queries related to the types of devices used to access internet information, including e-government and library information, will be collected to determine the potential necessity of designing government websites in ways that maximize usability for users of portable, small screen devices. Information from this survey will be shared with MELSA governmental units and, more broadly, with other interested parties through the Minnesota Library Association, the Public Library Association, the American Library Association and other interested professional organizations.

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MELSA and its member library systems anticipate using this as a grounding framework for the survey data to be collected. Based on preliminary interviews with two firms it is anticipated that the data collection and analysis part of this project would be finished no later than first-quarter 2016. This timeline presumes approximately one to two months for question drafting, from four weeks to two months in the actual field collecting data, one month of data entry, and one month of data analysis.

This timeline provides for the fourth quarter of the grant to be devoted to advocacy work by all eight member bodies of MELSA, as well as the development of a best practices/highest needs model for each entity, as well as decision-making for MELSA as a whole.

Activity Time Who Outputs

Create RFP and present to Board for approval

August-September 2015

Project Manager (MELSA executive director), Business Manager

Request for Proposal created

Release RFP and obtain proposals from research firms

September-October 2015

Project Manager (MELSA executive director), Business Manager

Proposals collected and reviewed

Collaborate with Univ of Washington Information School on use of Impact Study format and questions

October 2015 Project Manager, MELSA leadership team

Base framework of survey questions to best extract information sought

Present recommendation to Board, contract research firm

November 2015 Project Manager & Business Manager

Contract signed for work to be completed by April 2016

Survey finalization November 2015

Research Firm , MELSA leadership team, Project Manager, E-Government Task Force

Survey to address needs with logic branching incorporated

Collection of data December 2015-January 2016

Research Firm Updates from firm on progress reaching statistical significance

Data entry February 2016 Research Firm Data section of report

Data Analysis and report preparation

February-March 2016

Research Firm Full report

Review and discussion of report results/implications

March 2016 Project Manager, MELSA leadership team

Outline of most significant implications, effect on agency by agency basis

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Dissemination of report to stakeholders (Including other government agencies)

April 2016 MELSA leadership team

Presentations and/or meetings with governing boards, emails to peer agency heads

Creation of recommended best practices based on stakeholder feedback in presentation format

April 2016

Project Manager, MELSA leadership team, MELSA E-Government Task Force

Presentation with guidelines – to be available on MELSA website

Dissemination of recommended best practices to stakeholders, present to MELSA Board of Directors

May 2016 Project Manager, MELSA leadership team

Presentations and/or meetings with governing boards, emails to peer agency heads

Evaluation surveys of all stakeholders to include MELSA Board, parallel agencies such as DEED as delineated in evaluation plan

June 2016 Project Manager, MELSA leadership team

Surveys created, provided electronically, emailed twice to stakeholders identified in evaluation plan

The MELSA leadership team consists of the Library Directors from the eight member systems: Marlene Moulton Janssen, Anoka County; Heidi Hoks, Carver County; Ken Behringer, Dakota County: Lois Thompson, Hennepin County; Susan Nemitz, Ramsey County; Kit Hadley, Saint Paul; Jacob Grussing, Scott County; and Joyce Schneider, Washington County

In addition, MELSA has a member library task force on e-government services and it is anticipated that, if the grant is approved, they will be involved in most of the activities from February 2016 onward.

9. Evaluation Plan – 20 points maximum The state is committed to funding projects that produce measurable results for the people of Minnesota. Please describe the outcomes you hope to achieve and how you will measure and evaluate the project’s success.

Your Evaluation Plan must describe the projects: intended outcomes methods, tools and criteria that you will use to measure and evaluate your success in

meeting outcomes and project goals evaluation team members

There are both short-term outcomes, achievable within the grant schedule, and long-term outcomes that will require time and partnerships to achieve, associated with this project.

Within the timeline of the grant, intended short-term outcomes are:

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1. Increased knowledge by MELSA member governing bodies and library leadership of the current access to, and adoption of, digital resources, particularly e-government resources, by their constituents.

Increased knowledge by peer government agency leadership (DEED, DHS, licensing, property taxes, parks and recreation) of their constituents’ access and adoption of digital resources to learn about or take advantage of their services.

This outcome will be measured via survey which will be distributed electronically to the leaders identified above. Each MELSA Library leader will identify at least three peer agencies to which this will be distributed. The survey will be developed by the MELSA E-Government Task Force, with review by MELSA Executive Director before disbursement.

2. Increased appreciation by peer government agency leadership (DEED, DHS, licensing, property taxes, parks and recreation) of the role libraries are playing in increasing their ability to transform their services to e-government platforms.

This outcome will be measured via survey which will be distributed electronically to the leaders identified above. Each MELSA Library leader will identify at least three peer agencies to which this will be distributed. The survey (or set of questions which may be included with #2 above) will be developed by the MELSA leadership team, with review by MELSA executive director before disbursement. The Wilder Collaboration Factors Inventory will be incorporated into this survey instrument.

3. More informed planning frameworks by each MELSA members and the MELSA regional agency in addressing allocation of resources in support of e-government services.

This outcome will be measured by survey (or set of questions which may be included with #1 above), developed by MELSA project management staff not associated with the grant.

Long term intended outcomes include:

Increased access to, and adoption of, e-government services by all MELSA area residents.

More effective and transparent government services in the MELSA region.

Higher public satisfaction with e-government services in the MELSA region.

Other Minnesota regional library systems or individual libraries, as well as other Midwestern metropolitan areas, can extrapolate data based on demographics, and/or replicate the process to inform their own resource allocation decision making.

The improvements anticipated as a result of this project and the resulting impacts will be difficult to implement and measure during the limited timeframe of the grant period. They will also be difficult to comprehensively measure. Therefore, MELSA will seek an opportunity to work with State Library Services to initiate collaborative efforts to develop means for measuring such important impacts.

10. Sustainability – 5 points maximum All applicants must respond to this section. Please respond to a.) or b.).

for projects expected to continue beyond the grant period, response should describe:

what activities will continue beyond the grant period

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how project activities will be sustained and how you will secure additional funds, if needed

a. for projects that will stop at the end of the grant period, response should describe: how you will know that you achieved your project’s goals how this project will impact future services without requiring resources beyond the grant

period

B. The dissemination of the information collected and developed will extend beyond the grant. This will include assessment and sharing of information regarding user demographics and access device-type information with member libraries, their governing entities, other libraries in Minnesota and beyond. This information should assist MELSA, it member libraries and other governmental entities to better understand access issues, resource allocation and training considerations, and website development/customization based on that statistically significant survey information, The project is designed to allow the best and most effective use of resources available, whether this should include allocation of new resources or reduction of overall resources. Upon completion of survey drafting, collection and analysis, MELSA and its member libraries will offer to disseminate project information through the Minnesota Library Association, the Public Library Association, and the American Library Association and, upon request, other settings, as an in-kind contribution.

BUDGET – Complete the Budget Plan and Justification document. Your responses must identify and describe all grant funded and grantee cost share expenditures. Please refer to the grant instructions for additional information.

11. Budget Plan and Justification (Excel worksheet) - 20 points possible

COMPLETE THE EXCEL SPREADSHEET AND SUBMIT WITH THE GRANT APPLICATION AS AN ATTACHMENT.

LSTA 2015 Competitive Grant Budget Plan and Justification

Name of Legal ApplicantMetropolitan Library Service Agency (MELSA)

Cost

Code Budget Item Descriptions Quantity

Cost Per

Unit Activity Cost Quantity

Cost Per

Unit Activity Cost

100 Series: Salaries and Wages hours hourly wage position cost hours hourly wage position cost

Position 1 $0.00 166 $50.17 $8,328.22

Position 2 $0.00 52 $37.57 $1,953.64

Position 3 $0.00 352 $60.10 $21,155.20

Position 4 $0.00 32 $40.86 $1,307.52

100 Series Sub Totals $0.00 $32,744.58

200 Series: Fringe Benefits

position

cost benefit rate benefit cost

position

cost benefit rate benefit cost

Benefit costs for Position 1 $0.00 0.00% $0.00 $8,328.22 22.00% $1,832.21

Benefit costs for Position 2 $0.00 0.00% $0.00 $1,953.64 22.00% $429.80

Benefit costs for Position 3 $0.00 0.00% $0.00 $21,155.20 22.00% $4,654.14

Benefit costs for Position 4 $0.00 0.00% $0.00 $1,307.52 22.00% $287.65

200 Series Sub Totals $0.00 $7,203.81

LSTA Grant Expenditures Grantee Cost Share (not partners)

Salaries and Wages Justification Narrative: explain why each position is needed to achieve the goals of this project. Include justifications for both LSTA and Cost

Share personnel.

Fringe Benefits (Justification Narrative is not required) You may use this space if you want to provide additional information.

This grant will require coordination from a Project Manager, Business Manager, and Leadership Team to direct the research objectives of the selected survey

firm, keep budget on track throughout the length of the grant, file reports as necessary, prepare and deliver stakeholder presentations, and identify best

practices from project outcomes.


number of

days/hours

cost per

day/hour

contract

amount

number of

days/hours

cost per

day/hour

contract

amount

Purpose and nature of contract 1 $0.00 $0.00

Purpose and nature of contract 2 $0.00 $0.00

303 - Consultant Services - Sub Totals $0.00 $0.00

number of

days/hours

cost per

day/hour

contract

amount

number of

days/hours

cost per

day/hour

contract

amount

contract 1 $0.00 $0.00

contract 2 $0.00 $0.00

304 - consultant Services Sub Totals $0.00 $0.00

Research firm

Purpose and nature of service 2

303 - Other Purchased Services Sub Totals

Research firm

contract 2

304 - Other Purchased Services Sub Totals

320 - Telecommunication Services quantity cost per unit quantity cost per unit

contract amount UP TO $25,000 contract amount UP TO $25,000

$25,000.00

$0.00

$0.00

$0.00

$25,000.00 $0.00

$75,000.00

$0.00

$75,000.00

$47,000.00

$0.00

$47,000.00

contract amount EXCEEDING $25,000

Consultant Services Justification Narrative: describe the expertise of the consultant and the role they will have in the project. Include justifications for LSTA and

Cost Share consultant services. Include the consultant’s name, if known.

In collaboration with MELSA, the research firm will design and execute the survey, and prepare an analysis of the results. This survey is required to fulfill the

core objectives of the project: identifying access needs for e-government service at metro public libraries.

303 Consultant Services: /portion of each contract UP TO $25,000

304 Consultant Services: /portion of each contract EXCEEDING $25,000

303 Other Purchased Services: portion of each contract UP TO $25,000

304 Other Purchased Services: /portion of each contract EXCEEDING

$25,000 contract amount EXCEEDING $25,000

(Justification Narrative is not required)

(Justification Narrative is not required)

Other Purchased Services Justification Narrative: describe the service and the contribution that it will make to the project.


Identify cost 1 $0.00 $0.00


320 - Telecommunication Services Sub Totals $0.00 $0.00

329 - Postage and Parcel Services

# of items

mailed

postage per

item

# of items

mailed

postage per

item

What will be mailed 1 $0.00 $0.00



329 - Postage and Parcel Services Sub Totals $0.00 $0.00

366 - Staff Travel In-State

number of

trips cost per trip

number of

trips cost per trip

Identify type of travel cost 1 $0.00 $0.00




366 - Staff Travel In-State Sub Totals $0.00 $0.00

368 - Staff Travel Out-of-State

number of

trips cost per trip

number of

trips cost per trip


Telecommunication Services Justification Narrative: describe the need and purpose for the identified Telecommunications Services.

Postage and Parcel Services Justification Narrative: describe what information will be sent to whom and how this activity supports the project.

Staff Travel In-State Justification Narrative: describe the destination and purpose of the travel and how it will help to achieve project goals. Provide additional

details to substantiate total cost – transportation, accommodation, registration, etc.



368 - Staff Travel Out-of-State Sub Totals $0.00 $0.00

370 - Rental of Meeting Rooms

number of

meetings

cost per

meeting

number of

meetings

cost per

meeting

Location or Purpose of Meetings 1 $0.00 $0.00

Location or Purpose of Meetings 2 $0.00 $0.00

370 - Rental of Meeting Rooms Sub Totals $0.00 $0.00

401 - Supplies and Materials - Non-Instructional quantity cost per unit quantity cost per unit







401 - Supplies and Materials - Non-Instructional $0.00 $0.00

number of

licenses

cost per

license

number of

licenses

cost per

license



Rental of Meeting Rooms Justification Narrative: describe the purpose of the meeting room rental and indicate why the particular meeting location is suited to

the needs of the project.

Supplies and Materials - Non-Instructional Justification Narrative: describe the purpose of the items to be purchased and why they are needed to support the

grant project.

Staff Travel Out-of State Justification Narrative: describe the destination and purpose of the trip, state which project staff will travel and explain how the trip

adds value to this project. Provide additional details to substantiate total cost – transportation, accommodation, registration, etc.

405 - Non-Instructional Computer Software and Software Licensing


405 - Non-Instructional Computer Software and Licensing Sub Totals $0.00 $0.00

430 - Supplies and Materials - Instructional quantity cost per unit quantity cost per unit




430 - Supplies and Materials - Instructional Sub Totals $0.00 $0.00

quantity cost per unit quantity cost per unit




470 - Media Resources Sub Totals $0.00 $0.00

490 - Meals for Workshop Trainings meals

cost per

meal meals

cost per

meal




405 - Non-Instructional Computer Software and Software Licensing Justification Narrative: describe what software will be purchased, the effective dates of

the license and why it is needed to support the grant project.

Supplies and Materials - Instructional Justification Narrative: describe the purpose of the items to be purchased and why they are needed to support the grant

project.

470 - Media Resources - Library Collection Materials and Online Resources Justification Narrative: indicate the format and purpose of the resources.

470 - Media Resources - Library Collection Materials and Online

Resources


490 - Meals for Workshop Trainings Sub Totals $0.00 $0.00

530 - Library Equipment and Furniture quantity cost per unit quantity cost per unit




530 - Library Equipment and Furniture Sub Totals $0.00 $0.00

555 - Other Technology Equipment quantity cost per unit quantity cost per unit




555 - Other Technology Equipment Sub Totals $0.00 $0.00

820 - Automation Software

number of

licenses

cost per

license

number of

licenses

cost per

license




820 - Automation Software Sub Totals $0.00 $0.00

Meals for Workshop Trainings Justification Narrative: describe the food that will be purchased and the nature and length of the training that the food is

needed for.

Library Equipment and Furniture Justification Narrative: describe the purpose of the items to be purchased and why they are needed to support the grant

project.

Other Technology Equipment Justification Narrative: describe the purpose of the items to be purchased and why they are needed to support the grant project.


899 - Other Expenditures quantity cost per unit quantity cost per unit




899 - Other Expenditures Sub Totals $0.00 $0.00

895 - Indirect Cost1 Total project costs before indirect

2 Costs not eligible for indirect (total of 304, 530, and 555 costs)

3 Modified Total Direct Costs (MTDC) (line 1 minus line 2)4 Indirect Approved Restricted or De minimis rate of 10%

895 Indirect Cost - (MTDC in line 3 x indirect rate in line 4)

TOTAL Project Costs (Amount in line 1 plus 895)

$100,000.00 $86,948.39

LSTA Cost Share

Automation Software Justification Narrative: describe what automation software will be purchased, effective dates of the license, and why it is needed to

support the grant project.

Other Expenditures Justification Narrative: describe the purpose of the items to be purchased and why they are needed to support the grant project.

$47,000.00

$39,948.39

$0.00

$86,948.39

0.00%

Comments

$100,000.00

Comments

$75,000.00

$25,000.00

0.00%

$0.00


Discussion/Action Items

Agenda Number: VI.B. Search Firm Approval


MELSA Personnel Committee unanimously approved and recommends to the MELSA Governing

Board for approval the firm of Springsted Company to conduct an executive search for the

MELSA Executive Director positon.

Professional Fee: $17,500 not to exceed $20,000 (extra costs for advertising and background

check on final candidate)

RECOMMENDED ACTION:

Approval for Interim Executive Director to contract with Springsted Company to provide

executive recruitment services.

Motion By:

Seconded By:

Motion Approved:

Motion Language:

Proposal

Metropolitan Library Service Agency

Proposal to Provide Executive Recruitment Services

April 21, 2015

INTRODUCTORY LETTER

I GENERAL INFORMATION ................................................................... 1

II. SPECIFICATIONS AND CONFLICT OF INTEREST STATEMENT ................. 2

III. REFERENCES ................................................................................... 2

IV. STAFF QUALIFICATIONS .................................................................... 2

V. GENERAL STRATEGY SUMMARY ........................................................ 3

VI. PROPOSED TIMELINE ........................................................................ 4

VII. PRICING .......................................................................................... 5

VIII. SUMMARY OF GUARANTEE ................................................................ 5

Table of Contents

INTRODUCTORY LETTER April 21, 2015 Ms. Melissa J. Brechon, Interim Executive Director Metropolitan Library Service Agency 1619 Dayton Avenue Suite 314 Saint Paul, Minnesota 55104 Re: Request for Proposal to Provide Executive Recruitment Services Dear Ms. Brechon, Thank you very much for the opportunity to submit a proposal to assist the Metropolitan Library Service Agency (“MELSA”) in conducting an executive search and recruitment for the position of Executive Director. In our role and partnership as executive search consultants, WCER is committed to working closely with all MELSA officials to conduct a thorough, well-executed search that identifies qualified candidates with proven skills that match your needs. Within the past year, Springsted acquired the Waters Consulting Group. WCER is a national firm with offices in St. Paul, Minnesota; Richmond, Virginia; Milwaukee, Wisconsin; Des Moines, Iowa; Kansas City, Missouri; Denver, Colorado; Los Angeles, California and Dallas, Texas. We have one of the largest and most prominent search firms in the country with a significant number of searches within three main offices: Dallas, Richmond and St. Paul. We will incorporate all of our offices in the recruitment of candidates for this position. Our model and business strategy is to provide you with a strong process while remaining flexible to adapt to MELSA’s expectations. We approach each search by establishing positive and effective communication and trust with everyone. We will work hard to understand MELSA’s issues, challenges and future goals. We will use this information to recommend best practices, prepare professional materials and administer effective recruitment strategies. We understand our proposal is subject to review and discussion. Please contact me at 651-223-3047 if you have any questions on our proposal. Respectfully submitted, David J. Unmacht, Senior Vice President sml

Metropolitan Library Service Agency Proposal to Provide

Executive Recruitment Services

I. General Information Waters & Company Executive Recruitment (WCER) recently merged with Springsted Incorporated, establishing one of the largest public sector executive recruitment and organizational management firms in the United States. Springsted Incorporated, the parent corporation, is a certified WBE. Three employee-owners lead the firms and their 70-member staff. WCER has a team of seven primary recruitment consultants available to meet your executive recruitment needs. Each consultant assigned to this recruitment has experience working with non-profit agencies and the many different disciplines that comprise the MELSA organization. Our consultants bring an experienced, participatory and energetic perspective to each engagement; our unique approach and personal touch are reflected in our internal standard to provide outstanding services that exceed the MELSA’s expectations. Since 2010 our combined consultant team has conducted more than 350 executive recruitments. The WCER Recruitment Project Team will partner with the Board of Trustees and designated staff as your technical advisor to ensure that the recruitment process for your next Executive Director is conducted in a thorough and professional manner. Our objective is to generate high-quality candidates and assist you with the screening and evaluation of these candidates. We have structured the WCER Recruitment Project Team to draw upon Springsted’s 50-plus years of service to the public sector and to leverage WCER’s experience and capacity to focus nationwide to find the most qualified candidates. Physical Address Waters & Company Executive Recruitment, a Springsted Company 380 Jackson St., Suite 300 Saint Paul, MN 55101

Office: 651-223-3000 Fax: 651-223-3002 Respectfully submitted, Rollie Waters, Executive Vice President Consultant

Metropolitan Library Service Agency. Proposal to Provide Executive Recruitment Services. 1

II. Professional Expectations We have a strong ability to meet and exceed your expectations. We will retain all confidentiality and will not breach any protocol or share any information that is privileged to MELSA. We have a strong working relationship with Dakota County and their Employee Relations Department and have partnered with them on previous county executive level recruitments.

III. References The following references provide you with an excellent understanding of our core search and recruitment services. These references are distinct and representative of the wide range of searches that we perform.

Red Wing Port Authority Executive Director Randall Olson, Executive Director 651-226-3056

Discover St. Louis Park, Minnesota

President/CEO Doug McIntyre, Board Chair 612-349-9853

City of Bloomington, Minnesota

City Manager Kay McAloney, Human Resources Director 952-563-4898

Washington County, Minnesota County Administrator Molly O’Rourke, County Administrator 651- 430-6002

Dakota County, Minnesota

Various Positions Brandt Richardson, County Administrator 651-438-4421

These references will provide you with an understanding of our ability to organize, coordinate all activities and lead the process toward a successful result. If you are interested in more references, please let us know.

IV. Staff Qualifications David J. Unmacht Senior Vice President and Consultant

Dave Unmacht will be in charge of the recruitment. He is a Consultant for WCER’s Organizational Management/Human Resources group. Mr. Unmacht brings more than 15 years of county administration experience, having worked for Scott and Dakota counties, Minnesota. He has also worked as City Manager in Prior Lake and City Administrator in Belle Plaine, Minnesota. Mr. Unmacht was the recipient of the Minnesota Association of County Administrators (MACA) Joe Ries Excellence in County Management Award in 2000 and the Minnesota City/County Management

Association (MCMA) Award for Management Excellence in 2006. Mr. Unmacht is also a Credentialed Manager with the International City/County Management Association (ICMA) and a community faculty member with Metropolitan State University in Saint Paul, Minnesota. He has a master’s in Public Administration from Drake University in Iowa and a bachelor’s degree in Business Administration and Political Science from Wartburg College in Iowa. In just over six years, Mr. Unmacht


has been involved either as the lead search consultant or as a strategic advisor for over 60 executive recruitments. He has participated in recruitments for city administrators, county administrators, department heads and executive directors. Library Experience

Mr. Unmacht is familiar with MELSA and its organization, purpose and operations. As Deputy County Administrator he was the Board and Administration’s liaison to the Library Board and Library Director. As the Scott County Administrator he partnered closely with the Library Director and staff as well as the Library Board.

V. General Strategy Summary A succinct summary of the process which will be used to support the consultant activities includes the following:

1. Trust and Working Relationship — WCER commits to meeting and exceeding the expectations of MELSA from the beginning to the end of the process. We will create strong lines of communication, be open to ideas and develop a strong partnership with the Board of Trustees and other MELSA officials. Our work with MELSA is open and transparent. We will coordinate all activities and ensure clear lines of communication with Dakota County Employee Relations.

2. Project Initiation — WCER meets with MELSA’s representative to define working relationships, determine preferred methods of communication and finalize the project schedule. The consultant estimates that up to four initial and ongoing meetings with MELSA and the Personnel Committees may be needed.

3. Position Analysis and Profile Development — We will review Minnesota hiring practices, review pay range and findings of expectations of job duties and ideal candidate characteristics. We will create the job posting and marketing brochure based on our meetings and interviews with MELSA officials. The completed profile and job announcement will be approved by MELSA before recruitment begins. The position profile will be central to our recruitment as well as candidate outreach.

4. Identification and Recruitment of Qualified Candidates — In consultation with MELSA, we will develop a customized recruitment strategy for the Executive Director position. We have performed recruitments that are local, regional and national. The scope of the recruitment is a function of the Board’s budget and goals. This includes ad placement in search sites, phone calls and contacts with prospective applicants and use of social media tools.

5. Email In Box — WCER sets up an e-mail inbox for each search and encourages an electronic submission of applications. MELSA receives timely updates on the status of the search. We also maintain open and professional communication with the applicants to keep them informed about the status of the search, their candidacy for the position and to track developments in their job search activities.

6. Applicant Screening — Applicant screening is based on position requirements and hiring criteria established by MELSA in the position description and position profile. Once we have identified the top candidates, we ask them to complete a questionnaire that addresses their professional and personal qualities so we can assess their fit with the characteristics identified in the position profile. Along with substantive information provided in the answers to the questions, we evaluate the candidates’ writing and comprehension skills.


7. List of Top Candidates — We recommend a list of qualified candidates. We prepare a candidate summary that includes: 1) the candidate’s resume; 2) completed questionnaire; 3) top candidate matrix and 4) relevant information from an internet search. MELSA selects the candidates who will be invited to interview. In a professional and respectful manner, WCER informs all applicants of their status in the selection process, in particular those that are not moving forward to the interview stage.

8. Interviews — We work with MELSA to design and coordinate the interview process. Mr. Unmacht will be in attendance during the interviews to provide support as needed. All candidates invited to an interview will complete a candidate assessment tool. The results of the assessment will be shared with MELSA prior to the interviews. He will handle all details and interview work as required and noted in the consultant activities. In addition, we will design a different candidate engagement process to use for the second interview.

9. Reference Checks — We contact references and provide a thorough reference outline for each candidate participating in the second interviews. It is our practice to contact a minimum of three references per candidate. We believe that a more comprehensive reference profile can be compiled if we seek input from a representative of each of these areas.

10. Background Check and Employment Offer — We conduct a thorough background records check, which includes state and national criminal and civil history, driver’s license review, educational verification, a credit check and a review of social media activity. The timing is coordinated with the hiring decision and is typically completed prior to making an offer to a candidate. To date, there has not been an ethical issue with any WCER placement.

We will assist the Board in developing an employment offer and negotiate the compensation package with the successful candidate in accordance with the direction we receive. We will also develop a list of six month and one year goals for the Executive Director. This will include information collected from MELSA officials and the incoming Executive Director.

VI. Proposed Timeline The following is an illustration of the major steps within a timeline; the actual timeline will be developed in partnership with MELSA. In general, an executive search takes up to four months to complete.

Project Milestone Deliverables Proposed Date

Position review and analysis

• Gather all necessary information • Review pay ranges • Expectations of job duties • Develop marketing brochure

Recruitment and candidate outreach

• Placement of job announcement • Contact with prospective candidates • Status reports to MELSA

Applicant screening/Interviews • Screening questionnaire • Candidate screening • References

Interviews • First and second interviews


Project Milestone Deliverables Proposed Date Background checks • Candidate background report

Offer made/accepted • Draft employment offer and agreement • Thank you letter to candidates not

selected

Projected start date • Executive Director starts • Action plan for a successful transition

First year check-ins • Ongoing follow-ups (informal and formal)

VII. Fee

WCER’s professional fee to provide the search services outlined above is $17,500. This fee will not change unless additional services are requested by MELSA. Out-of-pocket costs for this project include such things as position advertising and background checks on the final candidates. For MELSA, out-of-pocket costs are estimated to be no more than $2,500. However, this total could change if decisions in the process are adjusted. Given the scope of services and factoring in reasonable search expenses, the total cost for MELSA is estimated to be $20,000. These costs do not include any reimbursement MELSA may provide to the applicants for travel to the interviews. The payment terms and conditions will be determined at the time of the contract approval.

VIII. Summary of Guarantee

Our commitment to MELSA does not stop after the appointment of the Executive Director. At the time of the hiring, we will provide the Executive Director with ideas on how to successfully transition to a new position. Experience shows that involvement and participation of the search consultant is a function of the experience, skills and background of the newly appointed Executive Director. At times more engagement is encouraged and at other times it is simply not needed. If WCER is hired to complete the search using all services in the work plan, we will perform another executive search if the new Executive Director voluntarily resigns or is dismissed for cause during the first 24 months of employment. The guarantee search and other ongoing services are provided at no additional cost to MELSA other than reimbursement for actual direct expenses we incur.



Discussion/Action Items

Agenda Number: VI.C. Fund Balance Assignment Revision


At the Joint Board meeting on March 19, the MELSA Trustees discussed the CY2014 fund

balance totaling $1,180,755. The following assignments were approved.

$400,000 for the Phase Technology program

$400,000 for collaborative E‐book program‐content purchases

$380,755 will remain unassigned.

At the Advisory Board meeting, the Directors discussed a modification of the fund balance

assignments to the following:

Up to $150,000 for the collaborative purchase of lyndaLibrary, a collection of online

training resources for library users. MELSA staff have been instructed to pursue final

pricing.

$80,000 for one year of systems’ platform fees for collaborative E‐book project.

Remaining funds of $570,000 from the approved assignment to be divided between the Phase

program and E‐book content purchases:

$285,000 to Phase program

$285,000 to collaborative E‐book program content

$380,755 to remain unassigned.

RECOMMENDED ACTION:

The Advisory Board recommends the above modifications to the fund balance assignments

approved in March, and the purchase of lyndaLibrary for the eight library systems.

Motion By:

Seconded By:

Motion Approved:

Motion Language:


Agenda Number: VII.A. Interim Executive Director’s Report Meeting Date: May 21, 2015 LEGISLATIVE UPDATE The Minnesota State Legislature is still in session with the goal of completing by May 19th. An update of legislation related to libraries will be presented at this meeting. Library issues still under consideration:

LEGACY funding

RLBSS & RLTA funding allocations (part of Omnibus Education Bill)

MN confirmation of MN State law to comply with federal law on Data practices between school and libraries for sharing student information.

CRPLSA Letter A letter sent to Kevin McHenry, Assistant Commissioner of Education and the President of each regional Board (MELSA) from the Chair of the CRSPLA Board is attached. This letter talks about an ongoing issue regarding the Pioneerland Library System and Regional Library Telecommunication Aid. In a conversation with Jennifer Nelson, State Librarian, this is part of an ongoing investigation which at this time has not been finalized. If the Board is interested in this investigation, an invitation will be sent to Jennifer Nelson to discuss this at the June 18th Board of Trustee meeting. Library Director Update Keith Ryskoski has been appointed the Director of the Washington County Library and is scheduled to start in this position on June 1, 2015. Keith is the former administrator of the Washington Country School District and the South Washington County District. Karen Pundsack was appointed Director of the Great River Regional Library and assumed that position immediately. MELSA Office Manager Position Interviews will be conducted on Tuesday, May 19th with 6 applicants for the position. Teen Lit Con 2015 MELSA and partners hosted the Teen Lit Con on May 9th at Henry Sibley High School in Mendota Heights. Over 800 attendees heard from their favorite authors: Gayle Forman, Matt de la Pena, E. Lockhart, and Gene Luen Yang and enjoyed book signing lines that stretched across the gymnasium. Along with author talks teens enjoyed writing workshops, book talking sessions and an exhibit hall with YA Lit publishers, a wall of Favs, reading recommendations from Book Genies, personalized poems from the Teen Lit Con Poet in Residence and time to get crafty with book arts. Thanks to Kathleen James for her expert coordination of successful event. Retirement Event On Thursday, June 19th after the Board of Trustees meeting all of MELSA will be honoring retiree Judy Todd on her 17 years of service to the organization. Invitations will be sent with details at a later date.

Documents

MELSA BOARD OF TRUSTEES and ADVISORY BOARD JOINT … · MELSA BOARD OF TRUSTEES and ADVISORY BOARD JOINT MEETING AGENDA ... 178,884 students in preK-12 MELSA area public schools who