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Structure
Ann Hutton, Executive Director
The Structure Committee presented their final recommendation at last evening's quarterly board meeting, this in turn was approved by the Board of Directors. The two-part recommendation stated:
- The Structure Study Committee and the Executive Director recommend that the SELCO/SELS Board of Directors suspend the Structure Study and timeline.
- Further, the Executive Director recommends that the Board recognize the thorough and diligent work performed by the Structure Study Committee and the SELCO staff during the extensive timeframe of the Structure Study, September 2006 – February 2009.
| Structure Study Committee | Structure Study Team | |
| Arlene Compton | Ann Hutton | |
| Fran Johnson | Aurora Jacobsen | |
| Teri Hill, Chair | Donovan Lambright | |
| Marcy Irby | Aimee Lake | |
| Lorin Pohlman | Mollie Pherson | |
| Don Regelman | Michael Scott | |
| Alan Nilson | Angie Taylor | |
| Jane Ryan | Previous Team Members | |
| Gretchen Schade | Barbara Misselt | |
| Bonnie Williams | Mary Beth Sancomb-Moran |
Ann Hutton, Executive Director
Traverse des Sioux Library System (TdS) and the Southcentral Minnesota Inter-Library Exchange (SMILE) have announced the hiring a Regional Library System Director. This is the first step in the Merge Pilot Project between the two organizations. Dayle Zelenka, from Skokie, Illinois, will be the director of the new regional library system. He has many years of library experience in Iowa and Illinois and is presently employed as the Director of Technical Services & Systems at North Park University in Chicago. Mr. Zelenka serves on the Board of Trustees for the Skokie Public Library and on the Board of Directors of the North Suburban Library System (a multitye system with over 600 members). Based on the job description, the new director will "provide visionary leadership, planning and administrative direction for libraries of all types."
A draft structure, including governance and draft bylaws has been developed by the TdS/SMILE Merge Committee and approved by the Board but implementation and further development will be delayed until the new Director has become more familar with the southcentral region.
Angela Taylor, Administrative Services Manager
The following February Structures Study notes were electronically approved:
- Meeting Notes (PDF 101KB)
Sara Berquam, Business Assistant
The following November Structures Study notes were approved at the February meeting:
- Meeting Notes (PDF 67KB)
Sara Berquam, Business Assistant
The following materials were distributed for the Structure Study Committee meeting on February 23, 2009:
- Agenda (PDF 67KB)
- Online Meeting Flyer (PDF 89KB)
- Online Meeting Instructions (PDF 103KB)
- DRAFT November Meeting Notes (PDF 67KB)
- Goals and Activities 2009-01 (PDF 42KB)
- Policy Model Revised (PDF 138KB)
- 2008 Minnesota Statutes 134.351 (PDF 78KB)
- Shared Governance Model (PDF 116KB)
- Citizen-Staff Model JK 2009-01 (PDF 100KB)
Janice Kunkel, Director, Cannon Falls Library
While I still have other reservations about various elements of the proposed merger of SELCO and SELS, the governing board models intrigue me, as we already have a joint Board, so that discussion is relevant in and of itself, regardless of what else happens in relation to the ongoing structures discussion.
In looking at the various governance systems currently in place around the state (as compiled by SELCO staff, thank you), those of the other multitype regions most interest me, since that is what a combined SELCO-SELS organization would be. Of the seven multi-type regions listed, all but two -- SELS and SMILE -- are currently governed by a board comprised of a combination of citizens and member library staff. Total size varies from 9 to 38, though the range becomes 9 to 11 if only considering those with a citizen/staff board. Means of selecting members varies – election vs. appointment, at-large vs. some sort of apportionment (geography, type of library, etc.), with some attempt at representative apportionment most common.
Follow these models, then, I propose the following board model for your consideration:
- 21 member Board
- Comprised of both citizens and member library staff
- Meets monthly so that full Board can consider issues in a timely manner
- 11 citizen representatives
- 1 from each County
- must be a current member of local public library board
- may not be employed by a member library (public or otherwise)
- manner of selection/appointment to be determined by each County (i.e. County Commission may choose to appoint from the eligible candidates, may seek applications or recommendations from the local Boards, or may opt to have local Boards work together to select a representative)
- 10 member library staff representatives
- 1 from a special library
- 2 from school media centers
- 2 from college/university libraries
- 2 from large public libraries
- 2 from small and medium public
- 1 at-large from all publics
- must be currently employed in a member library within the peer group represented
- elected by peer groups (i.e. only large publics vote for the large public reps)
- Retains geographic diversity on Board
- Retains representation for each state-mandated member
- Retains citizen input and majority on Board
- Provides direct decision-making input to member staff
- Reduces size of Board by 45
- Selection of citizen reps from membership of local Boards increases likelihood of interest in and knowledge of regional library services
- Retains local control of how citizen representatives are selected (i.e. Counties that want to choose their own still may, albeit it from a limited pool, while those that would just as soon let the libraries decide still have that option as well) – balances power of counties and cities in citizen appointments
- Provides balanced member staff representation between public and non-public libraries
- Uneven number lessens the likelihood of deadlock -- while we all strive for consensus, sometimes it does have to come down to a vote
- At 21 members, is still larger than ideal and twice the norm for multi-type regions in Minnesota
- Frequency of meetings may limit number of citizens and staff willing and able to fill seats
Audrey Betcher, Director, Rochester Public Library
At yesterday's SELCO Advisory Committee meeting Teri [Hill] asked for input about structure, so I am putting some thoughts together.
The current SELCO board structure perpetuates a negative cycle of involvement among its members.
Because the board is so large and only meets four times per year with minimal contact between meetings, it can be difficult for members to get engaged, stay engaged, and, as a result, truly understand the big picture of SELCO's missions, goals, and values. Without being totally connected, the full board can only operate in a "rubber-stamp" fashion.
Big decisions are made at the committee level. This works well because committees are small with active, involved members (typically veteran "insiders" who truly understand SELCO.) However, this leads to an under-utilization of the majority of the board and continues the cycle of ineffectiveness and disengagement at the full board level.
I participate in a highly-functioning board that uses the John Carver model of policy governance. I encourage the Structure Committee to evaluate it seriously as a model. It changes the work of committees so that the full board retains ownership of all discussions that set direction and make policy.
Angela Taylor, Administrative Services Manager
The following September Structures Study notes were approved at the November meeting:
Angela Taylor, Administrative Services Manager
The following materials were distributed for the upcoming Structures Committee meeting on November 24, 2008:
Ann B. Hutton, Executive Director
The NonProfit Times’ October 20 weekly newsletter offers a
quick tip for nonprofits
suggesting they undertake a comprehensive compliance assessment that includes
five basic items. To each, SELCO can
respond in the affirmative!
- SELCO’s Form 990 returns are up-to-date.
- We respond quickly to any correspondence or inquiries from state or federal authorities.
- SELCO carefully differentiates between independent contractors and employees, as is evidenced by the hiring of regular, short-term staff for SELCO joint project with the Chatfield Brass Band and Music Lending Library.
- All tax payments are complete and timely.
- SELCO recently completed a salary study and adjusted each tier of the pay schedule to be comparable with other area library organizations, including the salary of the Executive Director.
Ann B. Hutton, Executive Director
Minnesota Statutes define how regional library boards are established, as well as duties and responsibilities. The SELCO bylaws offer specific details on the compostion of the board and the requirements to serve as a member of the corporation's Board of Directors. Additional details and historical perspective are outlined in the Composition of the SELCO/SELS Board of Directors (PDF 66KB).
Sara Berquam, Business Assistant
The following materials were distributed at the Committee meeting on Monday, September 22, 2008. The August Committee meeting notes were approved.
- Final August Meeting Notes (PDF 24KB)
- Kasson Response (PDF 122KB)
- Owatonna Response (PDF 74KB)
The above responses were written in response to the Nilson comments (PDF 23KB)
Ann B. Hutton, Executive Director
These additional materials were distributed at the September 22, 2008 Structures Committee meeting.
- Minnesota Rules 3530.1000 Criteria for Eligibility (PDF 75KB)
- FY2008 SELCO Delivery Cost Summary (PDF 47KB)
- A Letter from Susan Hart, Rushford Public Library Director, to Gretchen Schade, Member of the SELCO/SELS Board of Directors appointed by the Rushford Public Library and a Member of the Structures Study Committee to be shared with the Committee
Ann B. Hutton, Executive Director
Soutcentral Minnesota Inter-Library Exchange (SMILE) and Traverse des Sioux Library System (TdS) continue their discussions about a multitype and public library system merger and recently shared additional details about a pilot project.
- SMILE - TdS Merger Pilot Project, August 2008 (PDF 13KB)
- Proposed SMILE - TdS Merger Governance Structure (PDF 15KB)
Ann B. Hutton, Executive Director
SELCO has received an additional resolution from a library board as part of the discussion of a possible merger of SELCO and SELS.
- Northfield Public Library, received September 19, 2008 (PDF 73KB)
