Metropolitan Library Service Agency
Advisory Board Meeting Minutes
Friday, April 10, 2026
Virtual Meeting via Teams
10:00am-12:00pm

Advisory Board Members/Representatives Present:
Anoka: Colleen Haubner Ramsey: Pang Yang
Carver: Jodi Edstrom Saint Paul: Maureen Hartman
Dakota: Jennifer Reichert Simpson Scott: Jen Schultz
Hennepin: Scott Duimstra Washington: Jacquie Kramer

Staff Present: Jennifer Baker, Abigail Dillon, Nan Her, Gina Goettl, Kathleen James, and Sherry Wichitchu

I. Call to order
Chair Duimstra called the meeting to order at 10:03am.

II. Introductions and Welcome

III. Consent Agenda
a) Approval of agenda
b) Approval of meeting minutes (March 13, 2026)
Motion to approve the agenda and meeting minutes by Kramer. Second by Haubner.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – aye
Motion carried.

IV. Discussion/Action Items
a) CRPLSA Meeting
(i) Discussion of joint meeting and SLS presentation
The directors enjoyed meeting with the CRPLSA directors and appreciated the data presented by State Library Services. Some of the directors expressed an interest in using similar data during future Advisory Board meetings to assist with decision making.
(ii) OverDrive non-MELSA patrons
CRPLSA directors seemed understanding and open to restricting OverDrive access to non-MELSA patrons, although communication with patrons will be difficult for those users who will be upset. There was also the possibility of allowing checkouts to outside users if there are no holds on the item. Dillon will gather some more information about this process, along with eliminating duplicate users. The Advisory Board will discuss this again at the May meeting.
(iii) Maintenance of Effort
State Library Services communicated that their general counsel will be interpreting the Maintenance of Effort statute (134.34, subd 4, section a) as written and will not be interpreted as it has been in the past.
The numbers will not be retroactive to the past but will be the lowest number from the last three years. They are waiting for more information from State Library Services.
(iv) Updates
Other discussion surrounded the state standards and next steps. State Library Services would like to explore making changes to and adding some of the state standards to statute 134.
The trustee handbook committee has started up again, but it is now in the League of Minnesota Cities’ hands to do the revision of the handbook.
State Library Services would like to know if your library system is doing anything for the America 250 celebration.
MLA is holding a legislative summit this summer.
Changes to RLBSS came out just before the CRPLSA meeting, and several counties experienced cuts to their RLBSS funding due to population decrease. MELSA received a funding increase due to population increase.
b) Round table sharing
(i) E material legislation
There is a lot of support for the legislation on the Senate side. It did not pass through the Commerce Committee and is a long shot in the House.
(ii) PLA experiences
Wichitchu, Dillon and other library staff met with the new OverDrive president. It was a supportive meeting, and the president listened to their concerns.
HCL hosted a few different library tours as part of PLA.
Overall, the feedback was very positive. Several presentations were given by MELSA member libraries.

V. Reports
a) Staff updates
Teen Lit Con is coming up on Saturday, April 25th at Two Rivers High School in Mendota Heights.
Mosquito Control has a new HR specialist, and they will be shared with MELSA.

Duimstra adjourned the meeting at 11:41am.

 

MELSA Advisory Board
Friday, May 8, 2026
10am-12pm
Kaposia Library
Large Meeting Room
131 7th Ave N, South St Paul

I. CALL TO ORDER Scott Duimstra

II. INTRODUCTIONS AND WELCOME

III. CONSENT AGENDA
a. Approval of agenda
b. Approval of meeting minutes (April 10, 2026)

IV. DISCUSSION/ACTION ITEMS
a. Overdrive Non-Melsa Patrons and Duplicate Accounts Abigail Dillon

b. Maintenance of Effort Update Sherry Wichitchu

c. Allocation of Library Systems Allocation Fund (LSAF) Sherry Wichitchu

d. Regional Literacy Collaborative Fund Request Sherry Wichitchu

e. Round table sharing
i. Revenue sources in libraries Maureen Hartman

V. REPORTS & COMMUNICATIONS
a. Executive Director Update Sherry Wichitchu
i. Teams and Interest Groups

VI. ADJOURN

Metropolitan Library Service Agency
Advisory Board Meeting Minutes
Friday, March 13, 2026
Golden Valley Library
10:00am-12:00pm

Advisory Board Members/Representatives Present:
Anoka: Benjamin Coburn (virtual) Ramsey: Pang Yang
Carver: Jodi Edstrom Saint Paul: Maureen Hartman
Dakota: Jen Reichert-Simpson Scott: Jen Schultz
Hennepin: Scott Duimstra Washington: Jacquie Kramer
Staff Present: Jennifer Baker, Abigail Dillon, Gina Goettl, Kathleen James, Mona Scott, and Sherry Wichitchu

I. Call to order
Chair Duimstra called the meeting to order at 10:03am.
II. Introductions and Welcome
Benjamin Coburn from Anoka County Library is attending for Colleen Haubner.
III. Consent Agenda
a) Approval of agenda
b) Approval of meeting minutes (February 6, 2026)
Motion to approve the agenda and meeting minutes by Schultz. Second by Edstrom.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – aye
Motion carried.
IV. Discussion/Action Items
a) OverDrive patron account report
Due to interest from some staff to limit OverDrive patron accounts, the Advisory Board requested a report on the percentage of holds that duplicate accounts and non-MELSA accounts contribute to our overall collection. These numbers were distributed in the meeting packet. The report provided data about duplicate users and non-MELSA patrons.
Some directors were interested in eliminating duplicate users on OverDrive and notifying the duplicate users ahead of time of this new policy. Other directors didn’t think this would make a large impact or fit with the mission of the systems. If the directors go in the direction of eliminating duplicate accounts, Jenn Baker can help provide communication materials and talking points for staff. Dillon mentioned that it would be ideal for the announcement of the elimination of duplicate accounts and the reduction to 8 holds should happen at the same time. Wichitchu mentioned that she would want to include e-book legislation information with these other two communication items.
Motion to discontinue ability to have duplicate accounts in OverDrive for patrons. MELSA will coordinate communication. Motion by Kramer. Second by Schultz.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – nay
Motion carried.
Directors discussed restricting non-MELSA patrons from accessing MELSA’s OverDrive collection. MELSA is the only region of the state that allows OverDrive access to greater Minnesota patrons, and MELSA patrons cannot use the OverDrive collections of greater Minnesota consortiums. Some of the directors would like time to review their agreements with any outside systems and revisit this at the April meeting (as well as the meeting with CRPLSA at the end of March). Dillon will send OverDrive’s definition of who can access the collection to the directors. If this motion passes in April, it will be done at the same time as the other proposed changes.
b) Collaborative Initiative Project
Following our recent visioning sessions and consultations with State Library Services and World Education, the Advisory Board has successfully refined the scope of the collaborative literacy initiative. We are now prepared to finalize the operational framework for the Collaborative Initiative, including establishing parameters for fund utilization and reporting requirements. At this meeting, we will move toward implementation by finalizing the funding distribution formula, reviewing the draft implementation request, and discussing a regional ‘umbrella’ marketing strategy designed to amplify our collective impact and discussing supporting each local system’s unique programming.
(i) Financials
The funding formula was distributed in the meeting packet, an amount that would be distributed over the course of three years (starting in 2026 and could be spent at any time but spent by the end of 2028). A custodial fund would be needed for this fund, and the Finance Committee approved this fund yesterday. The Board of Trustees will vote on this next week at their meeting.
(ii) Implementation and reporting process
Wichitchu drafted the implementation and reporting process for the Collaborative Initiative Project, which was distributed in the meeting packet. Some directors mentioned the importance of focusing on DEI and addressing disparities. It was suggested that this could be addressed in the legislative advocacy reporting. Kramer and Coburn mentioned changing the percentage that could be used for staffing. Duimstra proposed changing it to 30 percent instead of 20 percent.
Motion to accept the collaborative literacy fund draft as written, with the exception of increasing the allowable staffing cost percentage from 20 to 30 percent. Motion by Schultz. Second by Edstrom.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – nay
Motion carried.
(iii) Marketing
Baker presented some options for marketing and communications around the Collaborative Literacy Project and distributed these options to the directors. Baker proposed a MELSA website that would provide information about the literacy projects undertaken by each system. Baker will continue to work with the Communications Team to develop these resources. Baker asked the directors to work with their Communications Team representative to fill them in about the Collaborative Literacy Project.
c) Round table sharing
(i) Library Legislative Day recap
Overall, there was a lot of interest in the e-book legislation. HCL encountered some pushback from legislators, but others had an overwhelmingly positive reaction. Many of the legislators were unaware of this issue and it was an educational opportunity to get them on board.
(ii) E-material legislation
The e-book legislation has gone before the Senate and the House and is still alive. Illinois introduced their legislation last week. Five other states are in a similar position with legislation as Minnesota.
V. Reports & Communications
MELSA updates
MELSA has hired a new Business Manager, Nang Her. She will be starting on Monday.
Teen Lit Con is coming up on April 25th. MELSA has been working with Mosquito Control to hire a joint HR representative, and that new person will be starting in April.
Duimstra adjourned the meeting at 11:54am.

 

MELSA Advisory Board
Friday, April 10, 2026
10am-12pm
Virtual

I. CALL TO ORDER Scott Duimstra, Chair

II. INTRODUCTIONS AND WELCOME

III. CONSENT AGENDA
a. Approval of agenda
b. Approval of meeting minutes (March 13, 2026)

IV. DISCUSSION/ACTION ITEMS
a. CRPLSA Meeting Sherry Wichitchu
i. Discussion on Joint Meeting and SLS Presentation
ii. Overdrive Non Melsa Patrons
iii. Maintenance of Effort
iv. Updates

b. Round table sharing
i. E Material Legislation
ii. PLA Experiences

V. REPORTS & COMMUNICATIONS
a. Staff Updates

VI. ADJOURN

REQUEST FOR INFORMATION DIGITAL ADULT LEARNING RESOURCE (PDF Version)

FOR PUBLIC LIBRARIES
IN THE TWIN CITIES METRO AREA

Response Deadline

May 6, 2026

Issued by

METROPOLITAN LIBRARY SERVICE AGENCY
(MELSA)

1619 Dayton Avenue, Suite 314 ST. PAUL, MINNESOTA 55104
Sherry Wichitchu, Executive Director
e-mail: sherry@melsa.orgcreate new email

I. GENERAL INFORMATION
A. Purpose of this Request for Information (RFI)

The Metropolitan Library Service Agency (MELSA) is seeking information for the provision of a resource for a digital adult learning for the one hundred and two Twin Cities metro public libraries. This Request for Information provides the instructions for submitting product and price information, the criteria by which a vendor may be selected, and the contractual terms by which the Metropolitan Library Service Agency prefers to manage the relationship between MELSA and the selected vendor.

MELSA seeks responses that address all of the requirements outlined in this RFI.
B. About Metropolitan Library Service Agency (MELSA)

MELSA is a multi-jurisdictional federation composed of eight (8) member library systems located throughout the Twin Cities metropolitan area. A list of MELSA member libraries, with their addresses, is provided with this RFI as Attachment A.

II. RESPONSE INFORMATION

A. Schedule
This RFI was issued Monday, April 6, 2026.
Responses will be received until 3:00 p.m. Central Standard Time (CST) on Wednesday, May 6, 2026 in electronic format. Responses will be received at: kathleen@melsa.orgcreate new email.

Timeline
April 6, 2026 MELSA issues Request for Information
April 15, 2026 Requests for clarification due at 3:00p.m. CST
April 17, 2026 Posting of responses to requests for clarification on melsa.org.
May 6, 2026 Responses are due at 3:00 p.m. CST.
June 22, 2026 Responder notification of selection process resolution.
B. Questions about this RFI
There will be no pre-response conference. Please submit written requests for additional information or clarification of this RFI by 3:00 p.m. on April 15,2026. Please include the name of your organization, a contact person, telephone number, fax number and e-mail with your emailed request for clarification to: kathleen@melsa.orgcreate new email.

Responses to any questions will be compiled and sent to known interested vendors directly and posted on the MELSA website, melsa.org.

Submission of a signed response to this RFI is certification that your firm is not currently debarred, suspended, declared ineligible or excluded from participation in this transaction by any state or federal department or agency.

C. Response Costs.

MELSA is not responsible for any costs incurred by responders to prepare or submit a response to this RFI, to participate in demonstrations or for any other cost associated with responding to this RFI.

D. Ownership of Responses.

All responses timely submitted become the property of MELSA upon submission, and the responses will not be returned. The company submitting the response agrees that MELSA may copy the response for purposes of facilitating the evaluation or to respond to requests for public data. The company, by submitting a response, consents to such copying and warrants that such copying will not violate the rights of any third party, including copyrights.

E. Public Records and Requests for Confidentiality.
a. Pursuant to Minnesota Government Data Practices Act, Minn. Stat. § 13.591, the names of all entities that submitted a timely response to MELSA will be public once the responses have been opened. All other information contained in the responses remains private until MELSA has completed negotiating a contract with the selected contractor. After a contract has been negotiated, all information in all of the responses is public, except “trade secret” information as defined at Minn. Stat. § 13.37.

Requests for release of information held by MELSA are subject to the provisions of the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13.
Contractors are encouraged to familiarize themselves with these provisions before submitting a response.

All information submitted by a contractor eventually will be treated as public information by MELSA unless the contractor properly requests, and MELSA agrees, that information can be treated as private or confidential. A contractor making such a request must include the name, address and telephone number of the individual authorized by the contractor to answer inquires by MELSA concerning the request. MELSA reserves the right to make the final determination of whether the data identified in such a request is private or confidential within the meaning of the Minnesota Government Data Practices Act. A contractor’s failure to request private or confidential treatment of information pursuant to this Section will be deemed by MELSA as a waiver by the contractor of any private or confidential treatment of information included in the response.

b. MESLA reserves the right to accept or reject any or all responses, to waive any defects or to advertise for new responses where the acceptance, rejections, waiving

or advertising of such would be in the best interests of MELSA. MELSA reserves the right to negotiate with one or more Contractors responding to this RFI.

c. MELSA may make such investigations as it deems necessary to determine the ability of the responder to furnish the equipment and services outlined herein, and the responder shall furnish to MELSA all such information and data for this purpose as MELSA may request. MELSA reserves the right to reject any response if the evidence submitted by, or investigation, of such responder fails to satisfy MELSA that such responder is properly qualified to carry out the obligations of the contract.

d. Responses received prior to the due date and time will be kept secured and unopened. No response received after the due date and time will be considered and will be returned to the contractor unopened.

e. MELSA will not physically release or return to the responder any response for purpose of modification, withdrawal, or any other purpose.

f. Response Guarantee: By submitting a response to provide a Digital Adult Learning Resource to MELSA, the contractor agrees to guarantee its response for 90 days from the date the responses are due.

g. Response Evaluation Criteria & Award Process Response Evaluation Criteria
The assessment of Responses will include, but is not limited to, the following:
1. Completeness of the response, weighted as follows:
• Online trial: 30 points
• Vendor Qualification Inventory: 30 points
• Continuity of existing programs: 5 points
• Quoted pricing over three years: 20 points
• General reputation of vendor: 5 points
• Completeness of the RFI response: 10 points

2. Ability of the responder to satisfy the requirements and provide the services at the standards set forth in the Request for Information
3. Ease of use of the service for residents the seven-county metro area with valid library cards
4. Pricing of the services
5. Availability of content meeting the public library needs of residents in the seven-county metro area
6. The effectiveness of the responder’s approach and methodology for delivery of their services
7. Whether the vendor’s requests for deviation from the form of the contract are not in the best interest of MELSA

Response Award Process
Do not assume that a request for proposals (RFP) process will follow this RFI. If an RFP process is commenced, qualified firms will be invited to submit proposals based on the RFIs received. MELSA may also contract with a qualified contractor to provide the services without issuing an RFP.

The successful vendor will be required to enter into a contract with MELSA. Included in the contract will be specifications for service, performance standards, non-performance penalties, and other contract terms.

h. Responders may also be requested to submit additional information concerning their firm prior to award.

i. There is no appeal process for this request.

j. Vendor must submit a completed Response Form to be considered for the award.

k. MELSA reserves the right to accept or reject any or all responses in the best interests of MELSA.

l. Responses received after the due date and time will not be considered and will be returned to the contractor unopened.
m. MELSA reserves the right to negotiate with one or more contractors responding to this RFI.
III. RESPONSE INSTRUCTIONS

A. All response should be emailed to kathleen@melsa.orgcreate new email with subject link RFI Response: MELSA DIGITAL ADULT LEARNING RESOURCE.

The response deadline is 3:00 p.m. CST on Wednesday, May 6, 2026.

Responses will not be opened until after the deadline. Send a separate email to kathleen@melsa.orgcreate new email if you wish to confirm receipt.

B. All contractors must submit ONE (1) complete electronic copy of their response.

C. General Instructions
a. All responses by corporations shall bear the official seal of the corporation, if applicable, along with the signature of a duly authorized officer of the corporation.
b. No erasures allowed on the Response.

D. Complete Response Checklist:
The items outlined in the table below are required for a complete response.

1 A narrative letter, describing your firm and the services you are able to provide.
2 Explanation of pricing model and discount structures. Provide pricing for three years for each of MELSA’s eight member library systems if purchased individually and three years if purchased for the MELSA region jointly.
System Anoka Carver Dakota Hennepin Ramsey St Paul Scott Washington MELSA
Population 374,077 114,201 454,301 1,304,748 244,143 313,375 157,576 285,550 3,247,971
3 Include a proposed Licensing Agreement and/or Terms of Use with pricing for MELSA
4 Detailed information addressing each service point outlined on the Vendor Qualifications Inventory Attachment B
5 Trial access information for an eight-week period starting on May 6, 2026
6 Provide an active customer list of five (5) U.S. public library consortia or public libraries serving similar populations, with equal or greater buying power than MELSA for whom the responder has provided contracted services similar to those being called for in the specifications herein for a minimum of twelve months. Indicate addresses, telephone numbers, and names of parties to be contacted.
7 Completed Response Form Attachment C
8 Completed Non-Collusion Statement Attachment D
9 Completed Tennessen Notice Attachment E

E. Vendor Performance Expectations
The undersigned Vendor agrees to abide by the following statements:
1. The Vendor agrees to an initial 12 month contract with options for a 2nd and 3rd year extension payable annually with a written letter agreeing to the same terms and condition language for each additional term.
2. The Vendor agrees that either party may terminate the agreement on the contract renewal date effective upon a 30 days written notice to the other party.
3. The Vendor agrees to supply a toll-free phone number, fax number or email address to resolve service issues.
4. The Vendor agrees to provide a representative to handle the MELSA’s account.

Attachments to this Request for Information include:
A. MELSA Member Library Locations
B. Vendor Qualifications Inventory
C. Response Form
D. Non-collusion statement
E. Tennessen Notice
F. Sample reviewer forms

Attachment A: MELSA RFI: Digital Adult Learning Resource
Metropolitan Library System Agency (MELSA) – Eight Public Library Systems with 102 Public Library Sites
Region Library System Branch Street City State Zip
MELSA Anoka County Library Centennial 100 Civic Heights Cir Circle Pines MN 55014
MELSA Anoka County Library Columbia Heights 3939 Central Ave N Columbia Heights MN 55421
MELSA Anoka County Library Crooked Lake 11440 Crooked Lake Blvd NW Coon Rapids MN 55433
MELSA Anoka County Library Johnsville 12461 Oak Park Blvd Blaine MN 55434
MELSA Anoka County Library North Central 17565 Central Ave Ne Ham Lake MN 55304
MELSA Anoka County Library Northtown 711 County Road 10 Frontage Rd Blaine MN 55434
MELSA Anoka County Library Mississippi 410 Mississippi St NE Fridley MN 55432
MELSA Anoka County Library Rum River 4201 6th Ave Anoka MN 55303
MELSA Anoka County Library St Francis 3519 Bridge St NW Saint Francis MN 55070
MELSA Carver County Library Norwood Young America 314 Elm St W Norwood Young America MN 55368
MELSA Carver County Library Chanhassen 7711 Kerber Bl Chanhassen MN 55317
MELSA Carver County Library Chaska 3 City Hall Plz Chaska MN 55318
MELSA Carver County Library Victoria 1670 Steiger Lake Ln Victoria MN 55386
MELSA Carver County Library Waconia 217 S Vine St Waconia MN 55387
MELSA Carver County Library Watertown 309 Lewis Ave Sw Watertown MN 55388
MELSA Dakota County Library Burnhaven 1101 County Road 42 Burnsville MN 55306
MELSA Dakota County Library Farmington 508 3rd St Farmington MN 55024
MELSA Dakota County Library Galaxie 14955 Galaxie Ave Apple Valley MN 55124
MELSA Dakota County Library Heritage 20085 Heritage Dr Lakeville MN 55044
MELSA Dakota County Library Inver Glen 8098 Blaine Ave Inver Grove Heights MN 55076
MELSA Dakota County Library Kaposia 131 Seventh Ave N South St Paul MN 55075
MELSA Dakota County Library Pleasant Hill 1490 S Frontage Rd Hastings MN 55033
MELSA Dakota County Library Robert Trail 14395 S Robert Trl Rosemount MN 55068
MELSA Dakota County Library Wentworth 199 Wentworth Ave E West St Paul MN 55118
MELSA Dakota County Library Wescott 1340 Wescott Rd Eagan MN 55123
MELSA Hennepin County Library Arvonne Fraser 1222 4th St Se Minneapolis MN 55414
MELSA Hennepin County Library Augsburg Park 7100 Nicollet Ave Richfield MN 55423
MELSA Hennepin County Library Brookdale 6125 Shingle Creek Pkwy Brooklyn Center MN 55430
MELSA Hennepin County Library Brooklyn Park 8500 W Broadway Ave Brooklyn Park MN 55445
MELSA Hennepin County Library Champlin 12154 Ensign Ave N Champlin MN 55316
MELSA Hennepin County Library East Lake 2727 E Lake St Minneapolis MN 55406
MELSA Hennepin County Library Eden Prairie 565 Prairie Center Dr Eden Prairie MN 55344
MELSA Hennepin County Library Edina 5280 Grandview Sq Edina MN 55436
MELSA Hennepin County Library Excelsior 337 Water St Excelsior MN 55331
MELSA Hennepin County Library Franklin 1314 E Franklin Ave Minneapolis MN 55404
MELSA Hennepin County Library Golden Valley 830 Winnetka Ave N Golden Valley MN 55427
MELSA Hennepin County Library Hopkins 22 11th Ave N Hopkins MN 55343
MELSA Hennepin County Library Hosmer 347 E 36th St Minneapolis MN 55408
MELSA Hennepin County Library Linden Hills 2900 W 43rd St Minneapolis MN 55410
MELSA Hennepin County Library Long Lake 1865 W Wayzata Blvd Long Lake MN 55356
MELSA Hennepin County Library Maple Grove 8001 Main St N Maple Grove MN 55369

MELSA Hennepin County Library Maple Plain 5184 Main St E Maple Plain MN 55359
MELSA Hennepin County Library Minneapolis Central 300 Nicollet Mall Minneapolis MN 55401
MELSA Hennepin County Library Minnetonka 17524 Excelsior Blvd Minnetonka MN 55345
MELSA Hennepin County Library Nokomis 5100 34th Ave S Minneapolis MN 55417
MELSA Hennepin County Library North Regional 1315 Lowry Ave N Minneapolis MN 55411
MELSA Hennepin County Library Northeast 2200 Central Ave Ne Minneapolis MN 55418
MELSA Hennepin County Library Osseo 415 Central Ave Osseo MN 55369
MELSA Hennepin County Library Oxboro 8801 Portland Ave S Bloomington MN 55420
MELSA Hennepin County Library Penn Lake 8800 Penn Ave S Bloomington MN 55431
MELSA Hennepin County Library Pierre Bottineau 55 Broadway St NE Minneapolis MN 55413
MELSA Hennepin County Library Plymouth 15700 36th Ave N Plymouth MN 55446
MELSA Hennepin County Library Ridgedale 12601 Ridgedale Dr Minnetonka MN 55305
MELSA Hennepin County Library Rockford Road 6401 42nd Ave N Crystal MN 55427
MELSA Hennepin County Library Rogers 21300 John Milless Dr Rogers MN 55374
MELSA Hennepin County Library Roosevelt 4026 28th Ave S Minneapolis MN 55406
MELSA Hennepin County Library Southdale 7001 York Ave S Edina MN 55435
MELSA Hennepin County Library St Louis Park 3240 Library Ln St Louis Park MN 55426
MELSA Hennepin County Library St. Anthony 2941 Pentagon Dr St Anthony MN 55418
MELSA Hennepin County Library St. Bonifacius 8624 Kennedy Memorial Dr St Bonifacius MN 55375
MELSA Hennepin County Library Sumner 611 Van White Memorial Blvd Minneapolis MN 55411
MELSA Hennepin County Library Walker 2880 Hennepin Ave Minneapolis MN 55408
MELSA Hennepin County Library Washburn 5244 Lyndale Ave S Minneapolis MN 55419
MELSA Hennepin County Library Wayzata 620 Rice St E Wayzata MN 55391
MELSA Hennepin County Library Webber Park 4440 Humboldt Ave N Minneapolis MN 55412
MELSA Hennepin County Library Westonka 2079 Commerce Blvd Mound MN 55364
MELSA Ramsey County Library Maplewood 3025 Southlawn Dr Maplewood MN 55109
MELSA Ramsey County Library Mounds View 2576 Mounds View Blvd Mounds View MN 55112
MELSA Ramsey County Library New Brighton 400 10th St NW New Brighton MN 55112
MELSA Ramsey County Library North St Paul 2300 N Saint Paul Dr North St Paul MN 55109
MELSA Ramsey County Library Roseville 2180 Hamline Ave N Roseville MN 55113
MELSA Ramsey County Library Shoreview 4560 Victoria St N Shoreview MN 55126
MELSA Ramsey County Library White Bear Lake 2150 2nd St White Bear Lake MN 55110
MELSA Saint Paul Public Library Arlington Hills 1200 Payne Ave Saint Paul MN 55106
MELSA Saint Paul Public Library Dayton’s Bluff 645 7th St E Saint Paul MN 55102
MELSA Saint Paul Public Library G.Latimer Central Lib 90 Fourth St W Saint Paul MN 55104
MELSA Saint Paul Public Library Hamline Midway 1558 W Minnehaha Ave Saint Paul MN 55106
MELSA Saint Paul Public Library Hayden Heights 1456 White Bear Ave Saint Paul MN 55116
MELSA Saint Paul Public Library Highland Park 1974 Ford Pky Saint Paul MN 55104
MELSA Saint Paul Public Library Merriam Park 1831 Marshall Ave Saint Paul MN 55107
MELSA Saint Paul Public Library Rice St 1011 Rice St Saint Paul MN 55117
MELSA Saint Paul Public Library Riverview 1 E George St Saint Paul MN 55103
MELSA Saint Paul Public Library Rondo Community Lib 461 North Dale St Saint Paul MN 55108
MELSA Saint Paul Public Library St Anthony Park 2245 Como Ave St Paul MN 55119
MELSA Saint Paul Public Library Sunray 2105 Wilson Ave Saint Paul MN 55130

MELSA Saint Paul Public Library W Seventh St 265 Oneida St Saint Paul MN 55102
MELSA Scott County Library Belle Plain 125 West Main St Belle Plaine MN 56011
MELSA Scott County Library Elko New Market 110 J Roberts Way Elko New Market MN 55054
MELSA Scott County Library Jordan 275 Creek Ln S Jordan MN 55352
MELSA Scott County Library New Prague 400 East Main St New Prague MN 56071
MELSA Scott County Library Prior Lake 16210 Eagle Creek Ave Se Prior Lake MN 55372
MELSA Scott County Library Savage 13090 Alabama Ave S Savage MN 55378
MELSA Scott County Library Shakopee 235 S Lewis St Shakopee MN 55379
MELSA Washington County Library Bayport 582 N 4th St Bayport MN 55003
MELSA Washington County Library Hardwood Creek 19955 Forest Rd N Forest Lake MN 55025
MELSA Washington County Library Lake Elmo 3537 Lake Elmo Ave N Lake Elmo MN 55042
MELSA Washington County Library Oakdale 1010 Heron Ave N Oakdale MN 55128
MELSA Washington County Library Park Grove 7900 Hemingway Ave S Cottage Grove MN 55016
MELSA Washington County Library R H Stafford 8595 Central Park Place Woodbury MN 55125
MELSA Washington County Library Stillwater 224 3rd St N Stillwater MN 55082
MELSA Washington County Library Valley 384 St Croix Trail S Lakeland MN 55043
MELSA Washington County Library Wildwood 763 Stillwater Rd Mahtomedi MN 55115

Attachment B: MELSA RFI – Digital Adult Learning Resource
Vendor Qualification Inventory

1. Describe in detail the breadth and depth of the course content your service offers. Please include information on content development and assurances of accuracy and currency.
2. Detail how course offerings and content are maintained. Specify turnaround time for updates on new technology and software, as well ask criteria for culling obsolete data.
3. Describe the learning formats used by your service, i.e. video, PowerPoint slides, practice tests, etc.
4. Specify what learning options are available for non-native English speakers.
5. Indicate if any of the coursework offered is recognized by any official professional organizations for certification or continuing education to support prior certification.
6. Detail user account features.
7. Provide information on instructors such as selection process, credentials, etc.
8. Describe in detail the breadth and depth of the course content your service offers. Please include information on content development and assurances of accuracy and currency.
9. Outline authentication protocols available and data encryption measures in place – e.g. SIP, Stunnel, EZproxy, etc. Address any plans to expand or change what is in place over the next 1-3 years.
10. Indicate if any patron data beyond library card number is required to establish an account for services.
11. State ability to provide unlimited 24-hour remote access for customers, as well as in-library use. Identify any associated conditions or restrictions on use. Indicate if the service allows for an unlimited number of
simultaneous users during hours of operation.
12. Describe steps taken to keep any library or user-provided data confidential. Provide policies or procedures in place should a data breach occur. Include those that address promptness of notification of a breach of the security of data as defined in Minnesota Statute § 13.055 suspected breach of the
security of data and outline how assistance in remedying such a breach would be provided.
13. Detail systems in place to prevent directly or indirectly revealing, reporting, publishing, duplicating, or otherwise disclosing protected user, MELSA or member library data to any third party in any way whatsoever, unless required or allowed by law. This pertains to any entity not directly providing the service purchased, including, but not limited to any organizations considered to be partners or owned by the same corporation. Include policies and practices on the use of third-party cookies within your
product.
14. Detail all access limitations to services such as user age, service area, etc.
15. Provide your Voluntary Product Accessibility Template (VPAT). Describe how your system addresses ADA Title II regulations for public libraries to require that all new digital content meet WCAG 2.1, Level AA standards. As the rules apply to websites, mobile apps, documents, media, and texts. Please include how compliance has been tested and verified.
16. Indicate if a mobile app available s available for the service. Include types of devices that are compatible and how the app can be accessed by mobile devices. Indicate types of user testing done to optimize
functionality for library users.
17. Provide detailed description of user customer support when communication is warranted because of problems, questions, etc. Will the vendor provide support directly to users or through a process vetted by library staff?
18. Outline any major upgrades planned or anticipated in the next five years.
19 Share thorough list of types of usage tracked, frequency, and how they are delivered or accessed. Specify if statistics provided are compatible with COUNTER 5.1 or SUSHI (Standardized Usage
Statistics Harvest Initiative).

20. Please indicate how many years your company has been in business and how long the proposed service/resource has been offered. Additionally, provide an overview of your company’s financial stability, including:
1. Any past, current, or potential bankruptcy proceedings or financial risks that may impact service delivery.
2. Any ongoing or pending legal issues that could affect operational or contractual performance.
If applicable, briefly describe how these matters are being addressed.
21. Provide an active customer list of U.S. public library consortia or public libraries.
22. Indicate types of user testing done to optimize functionality for library users.
23. Describe methods available for library catalog integration including MARC records
24. Specify availability of in-service training for library staff upon request and on-going staff training options.
Share training options provided for the public using this resource through the public library.

ATTACHMENT C: MELSA RFI – DIGITAL ADULT LEARNING RESOURCE RESPONSE FORM

Contractor name:

Company Address:

Website URL:

Contact name and title:

Phone number:

Email:

I certify that the information provided to MELSA in this response is accurate and will remain valid for ninety (90) days from the quote due date.

Authorized Signature

Name (please print or type)

Title

Date

ATTACHMENT D: MELSA RFI – DIGITAL ADULT LEARNING RESOURCE NON-COLLUSION FORM

Contractor name:

Federal Tax ID Number:

Company Address:

Web site URL:

Contact Name and Title:

Phone Number:

Email:

In signing this Response, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of the competition; that no attempt has been made to induce any other person or firm to submit or not to submit a Response; that this Response has been independently arrived at without collusion with any other Contractor, competitor or potential competitor, that this Response has not been knowingly disclosed prior to the opening of the Responses to any Contractor competitor; that the above statement is accurate under penalty or perjury.
This company will comply with all terms, conditions, specifications required by the Contractor in this Request for Information and all terms of our RFI response.

Authorized Signature

Name (please print or type)

Title

Date

ATTACHMENT E: MELSA RIF – DIGITAL ADULT LEARNING RESOURCE TENNESSEN NOTICE

Data Privacy: Acknowledgment
In accordance with the Minnesota Government Data Practices Act, Minn. Stat. § 13.04 and § 13.591, Metropolitan Library Service Agency (MELSA) is required to inform you of your rights as they pertain to private or non-public information collected from you. “Private or non-public data” is information that is available to you, but not to the public.

NEED FOR INFORMATION: The information we collect or have collected from you or from other sources authorized by you is needed for evaluation of bids or responses received by Metropolitan Library Service Agency (MELSA) for labor and materials to determine the lowest responsive and responsible contractor to perform the planned work.

REFUSAL: You are not legally required to supply the requested data by MELSA. You have the right to refuse to supply the information we request; however, without this information, we may be unable to properly evaluate your bid or response and may not be able to award you the contract to perform the planned work.

ACCESS TO DATA: Private or non-public information we collect from you may be shared, as a matter of program or service necessity, with another jurisdiction providing funding or a consultant hired by Metropolitan Library Service Agency (MELSA) to prepare the plans, oversee and pay for the work.

Before MELSA has completed its selection or evaluation process, information will not be given to any other agency or individual without your written consent unless specifically authorized by state or federal law, or under a valid court order. Unless otherwise authorized by law, government agencies with whom we share private or confidential information must also treat the information they receive as private or confidential. You, as the subject of collected data, unless otherwise specified by law or court order, may view the information we have concerning you and may make written comments as to the accuracy of the information. Copies of information we have concerning your bid or response may be made, for a reasonable fee, upon your request.
After MELSA has completed its selection or evaluation process, information that is not trade secret data will become public, as provided by Minn. Stat. § 13.591, subd. 3.

RETENTION: All information on you will be kept until federal, state and/or county retention requirements have been met, at which time the information will be destroyed. Unless otherwise noted, this consent will only be effective for a period of one (1) year from the date of signature.

IN ACCORDANCE WITH MINNESOTA STATUTES, SECTION 13.04, I HAVE BEEN INFORMED OF AND UNDERSTAND MY RIGHTS AS SUBJECT OF DATA.

Name of Organization

By:
Date
PRINT NAME AND TITLE

Tennessen Notice

MELSA DUE DILIGENCE RFI: Digital Adult Learning Resource
Attachment F1: Final Scoring Form Sample
Evaluation and Award Process
Proposals will be evaluated on a range of criteria deemed to be in best interest of MELSA and its member libraries, which include, but are not limited to:

Criteria Weight Vendor A Vendor B Comments
Online Trial Review Form 30

Vendor Qualifications Inventory Review Form Responses to questions on attachment C included in RFI

30
Continuity of existing programs
5
Quoted pricing over 3 years 20
General reputation, experience and financial responsibility of the vendor
5
Completeness of the RFI response submitted
10
Final Scores
100 0 0

Attachment F1: Final Scoring Form – SAMPLE

MELSA DUE DILIGENCE RFI: DIGITAL ADULT LEARNING RESOURCE
Attachment ‘2: TRIAL Scoring Form Sample

Worth 30 points overall. Point value per question may vary by reviewer. Please correlate findings with Attachment B responses as appropriate.

Evaluation Criteria
Vendor Product
Score Vendor Product
Score Notes
User Account Features:
-N/A, Required, Optional
-Benefits
Content:
-Currency
-Completeness
-Accuracy
-Accessibility
-Output Methods, Limits, etc
Interface General:
-Ease of Use
-Novice / Expert
-Displays
-Output Methods or Limits
Practice Search Comments:
User Support:
-Accessibility
-Ease of use
-Methods
-Depth
-Reliability
Other:
-Websites Linked
-Publications Indexed
-Variable based on type of product
Total Points Earned
(30 total available) 0 0
General Comments:

MELSA RFI: Attachment F2 – Trial Scoring Form Sample

MELSA DUE DILIGENCE RFI: Digital Adult Learning Resource
Attachment 7c: Vendor Qualification Inventory Scoring Form Sample
Worth 30 points overall.

Points assigned by reviewer: Vendor Vendor
1. Describe course offerings in detail. Please include target audience(s), subject areas covered. Specify what learning options are available for non-native English speakers.
Vendor Notes

2. Provide information on the learning formats used by your service, i.e. video, PowerPoint slides, practice tests, etc.
Vendor Notes

3. Detail how course offerings and content are maintained. Specify turnaround time for updates on new technology and software, as well ask criteria for culling obsolete data.
Vendor Notes

4. Indicate if any of the coursework offered is recognized by any official professional organizations for certification or continuing education to support prior certification.
Vendor Notes

5. Outline authentication protocols available and data encryption measures in place – e.g. SIP, Stunnel, EZproxy, etc. Address any plans to expand or change what is in place over the next 1-3 years.
Vendor Notes

6. Indicate if any patron data beyond library card number is required to establish an account for services.
Vendor Notes

7. State ability to provide unlimited 24-hour remote access for customers, as well as in-library
use. Identify any associated conditions or restrictions on use. Indicate if the service allows for an unlimited number of simultaneous users during hours of operation.
Vendor Notes

8. Describe steps taken to keep any library or user-provided data confidential, provide policies or procedures in place should a data breach occur. Include those that address promptness of notification of a breach of the security of data as defined in https://www.revisor.mn.gov/statutes/cite/13.055, subd. 1(a) or suspected breach of the security of data and outline how assistance in remedying such a breach would be provided.

Vendor Notes

9. Detail systems in place to prevent directly or indirectly revealing, reporting, publishing, duplicating, or otherwise disclosing protected user, MELSA or member library data to any third party in any way whatsoever, unless required or allowed by law. This pertains to any entity not directly providing the service purchased, including, but not limited to any organizations considered to be partners or owned by the same corporation. Include policies and practices on the use of third-party cookies within your product.
Vendor Notes

10. State ability to provide unlimited 24-hour remote access for customers, as well as in-library use. Identify any associated conditions or restrictions on use and if remote access can be authenticated by library card number. Indicate if the service allows for an unlimited number of simultaneous users during hours of operation.
Vendor Response

11. Detail all access limitations to services such as user age, service area, etc.
Vendor Notes

12. State whether the service has a mobile app available, what type of devices the app is compatible with and how the app can be accessed by mobile devices. Indicate types of user testing done to optimize functionality for library users.
Vendor Notes

13. Provide detailed description of end user customer support when communication is warranted because of problems, questions, etc. Will the vendor provide support directly to users or through a process vetted by library staff?
Vendor Notes

14. Outline any major upgrades planned or anticipated in the next five years.
Vendor

15. Provide a thorough list of types of usage tracked, frequency, and how they are delivered or accessed. Specify if statistics provided are compatible with COUNTER 4 or SUSHI (Standardized Usage Statistics Harvest Initiative).
Vendor

16. Number of years the company has been in business. Number of years the product has been offered.
Vendor Notes

17. Describe how the Respondent’s system addresses Web accessibility and identify level of conformance with each guideline from the Web Accessibility Initiative’s Web Content Accessibility Guidelines 2.0, www.w3.org/TR/WCAG20/, including how compliance has been tested and verified.
Vendor Notes

18. Provide an active customer list of at least five (5) U.S. public library consortia or public libraries serving populations of over 2.5 million people that have used the Vendor’s service for at least six months. Indicate email addresses, telephone numbers, and names of parties to be contacted.
Vendor Notes

19. Indicate types of user testing done to optimize functionality for library users.
Vendor Notes

20. Provide details on library catalog integration and provision of MARC Records.
Vendor Notes

21. Specify availability of in-service training for library staff upon request and on-going staff training options. Share training options provided for the public using this resource through the public library.
Vendor Notes

Metropolitan Library Service Agency
Trustee Board Meeting Minutes
Thursday, January 15, 2026
Roseville Library
10:00am-12:00pm

Trustee Members Present:
Anoka: Julie Jeppson     Ramsey: Mary Jo McGuire
Carver: Lisa Anderson     Saint Paul: not present
Dakota: Laurie Halverson     Scott: Tom Wolf
Hennepin: Debbie Goettel    Washington: not present

Staff Present: Jennifer Baker, Abigail Dillon, Gina Goettl, and Sherry Wichitchu

I. Call to order
Chair Halverson called the meeting to order at 10:06am.

II. Introductions and Public Comment
For 2026, there are four new board members: Lisa Anderson from Carver County, Mary Jo McGuire from Ramsey County, Saura Jost from Saint Paul City Council, and Tom Wolf from Scott County.

III. Approval of Agenda
Motion to approve the agenda by Jeppson. Second by Wolf.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

IV. Consent Agenda
a) Approval of meeting minutes (November 20th, 2025)
b) Approval of November/December disbursements
Motion to approve the meeting minutes and November/December disbursements by Goettel. Second by Jeppson.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – abstain
CCL – abstain RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

V. Annual Meeting
a) Oath of office/conflict of interest statement
The oath of office was taken and signed by the board members, and the conflict of interest statement was filled out by board members who were on the board in 2025.

b) Election of officers and approval of check signers
Motion to approve the following slate of officers for 2026: President: Julie Jeppson, Vice President: McGuire, Treasurer: Debbie Goettel.
Motion by Wolf. Second by Anderson.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.
Motion to approve the following individuals to be check signers for the organization in 2026: President: Julie Jeppson, Vice President: McGuire, Treasurer: Debbie Goettel, Executive Director: Sherry Wichitchu.
Motion by Goettel. Second by Anderson.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

c) Committee appointments
Finance: Goettel (Chair/Treasurer), Anderson, Wolf, Jost, Jeppson
Personnel: McGuire (Chair/Vice President), Halverson, Clasen, Jeppson
Nominating: Jeppson, McGuire, Goettel
Jeppson will contact Clausen and Jost to see which committees they would like to be on. [NOTE: confirmed after the meeting that Jost will be on Finance and Clasen will be on Personnel.]
Motion to appoint the selected members, to the Finance, Personnel, and Nominating Committees for calendar year 2026. Motion by Anderson. Second by Goettel.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – abstain
CCL – abstain RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

d) Consideration and approval of the MELSA Draft Strategic Plan 2026-2028
Amanda Standerfer from Alliance for Library Impact visited the meeting and presented on MELSA’s draft strategic plan. The proposed plan was distributed in the meeting packet. This includes a purpose statement: “Through collaboration, MELSA communicates, expands access, invests in, and advocates for strong public libraries.” The strategic directions are: define and communicate MELSA’s role, equitable access to eResources and technology, invest in library collaboration, and advocate for the future of public libraries. Implementation is the next step, including an activity plan, evaluation framework, and reporting, and Alliance for Library Impact will be assisting MELSA with this process.
Motion to approve the MELSA Draft Strategic Plan for 2026-2028 by Halverson. Second by Goettel.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

e) Personnel Committee report
(i) Medical and preventative dental coverage for 2026
MELSA pays the entire medical and preventative dental insurance premium for Single coverage, i.e., no employee contribution is required, due to wage adjustments in past years and additional benefits received by Dakota County employees not available to MELSA staff. These include Flexible Spending Account contributions, continuation of insurance coverage after retirement, Flex leave conversion, etc. This amount—the employee contribution for Single medical coverage—is also deducted from the total employee premium for those selecting Single +1 or Family medical coverage.
Motion to approve that MELSA continue to pay the cost of single health and preventative dental insurance premium for MELSA employees. Motion by Goettel. Second by McGuire.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

(ii) Paid leave policy
The proposed Minnesota Paid Leave Policy has been vetted by our Dakota County Attorney and is ready for adoption.
Motion to adopt the proposed Paid Leave Policy by Halverson. Second by McGuire.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

(iii) COLA increase for 2026
In November 2025, the annual budget was passed including a 3.5% placeholder for a staff COLA. Because the Personnel Committee was unable to meet prior to the budget’s passage, it is now necessary for this body to formally review and recommend a final COLA percentage.
The committee must determine if the budgeted 3.5% remains the most appropriate figure or if the organization should pivot to match the most recent economic indicators provided by the U.S. Bureau of Labor Statistics (BLS). Inflation in Minneapolis and the Midwest region were taken into account, as well as market wage growth in the Minneapolis area. A 3.5% COLA percentage increase is recommended.
Motion to approve a 3.5% COLA for MELSA staff in 2026. Motion by Goettel. Second by McGuire.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

f) Consideration and approval of Fund Balance Assignment for 2025 Adult Programming allocations
Included in the 2025 budget adjustments approved September 18th is $42,000 in allocations to the library systems for piloting programs for adult library patrons that are not eligible for Legacy funding. These allocations, requested by the MELSA Adult Programming interest group (member library staff), were approved at the September 5 Advisory Board meeting, pending development of spending guidelines. The guidelines have been reviewed and approved by Advisory Board; however, to allow for sufficient time to plan and promote their programming, the library systems are requesting carryover of their allocations to early 2026.
Assignments of the year-end fund balance are typically presented to the Board of Trustees at the March meeting following the late February audit fieldwork for the prior year. MELSA is presenting this early fund balance assignment for approval in January so that library systems have access to their funds prior to March, if needed.
Motion to approve the assignment of the 2025 fund balance for budgeted Adult Programming allocations to be spent by the library systems in early 2026. Motion by Halverson. Second by Anderson.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

g) Consideration and approval of Saint Paul Public Library Legacy request
MELSA’s Legacy guidelines state that single contract/single artist Legacy programs that exceed $15,000 requires the approval of MELSA’s board. In accordance with those guidelines, the following is a proposal from Saint Paul Public Library for a Legacy expense:
Saint Paul Public Library requests Legacy funds to pay for a Cheeriup Thicket to be installed outdoors in the storytime garden of the new Hamline Midway Library. The cost of Thicket production and final product is estimated at $17,000.
A local artist named Kelly Hutchinson custom builds interactive outdoor structures called Thickets – they look like little huts. These structures are made of steel and natural materials (wood, branches/sticks) and are meant to go outdoors. Users can go inside to sit, read, or play together. They are meant to engage users with the natural world and inspire wonder and imagination.
Motion to approve Saint Paul’s proposal for the Cherriup Thicket for Trustee Board Approval by Halverson. Second by McGuire.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

h) Consideration and approval of Draft MELSA Governing Board Bylaws
A subcommittee met last year to revise the existing bylaws, which had not been revisited since 2018. The draft of the new bylaws was distributed in the meeting packet.
Goettel suggested distributing a list of current Governing Board members and alternates at the next meeting.
Motion to approve Draft MELSA Governing Board Bylaws by Goettel. Second by Wolf.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

i) Consideration and approval of MELSA legal services and general counsel
Following the notification from the Dakota County Attorney’s Office that they will not be renewing their legal services agreement with the Metropolitan Library Service Agency (MELSA) beyond December 31, 2025, MELSA initiated a Request for Quotation (RFQ) process to secure new general counsel. We received three highly qualified submissions. Based on their extensive local government expertise and existing relationships within our network, MELSA’s Executive Director recommends entering into a contract with Kennedy & Graven.
Motion to approve contracting with Kennedy & Graven as MELSA legal counsel by Wolf. Second by Halverson.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – not present
DCL – aye SPL – not present
Motion carried.

VI. Reports
Executive Director Report
The Executive Director report was distributed in the meeting packet. Highlights include possible human resources partnership with Metropolitan Mosquito Control District (MMCD) and Metropolitan Emergency Services Board (MESB). There will be a new position created and administered by Mosquito Control and the position will be posted soon. It is possible that MELSA could relocate to the MESB/MMCD facility.
MELSA is still in the process of hiring a new Business Manager, as Mona Scott is retiring on February 28. Wichitchu will send the job listing out to the board.
The board decided they do not need breakfast provided before the meeting for future meetings.
Halverson adjourned the meeting at 11:48am.

 

MELSA BOARD OF TRUSTEES
Meeting Agenda
Thursday, March 19th, 2026
10:00 a.m – 12:00 p.m.
MCIT (MN Counties Intergovernmental Trust), Room 220
100 Empire Dr STE 100, St Paul, MN

I. CALL TO ORDER Mary Jo McGuire

II. PUBLIC COMMENT

III. APPROVAL OF AGENDA

IV. CONSENT AGENDA
A. Approval of Meeting Minutes (January 15th, 2026)
B. Approval of Checks and Financials (Please note: 2025 financials will be discussed in more detail during the audit report presentation at the May meeting)

V. DISCUSSION/ACTION ITEMS

A. 2025 Annual Report to State Library Services Sherry Wichitchu
B. Finance Committee Report and Recommendations Debbie Goettel
i. Recommendation on Fund Balance Assignment
ii. Recommendation on Custodial Fund for Collaborative Initiative
iii. Report on 2025 Budget to Actual Revenues and Expenses

VI. REPORTS & INFORMATION
A. Teen Lit Con Update Kathleen James
B. Executive Director Report and Legislative Update Sherry Wichitchu
C. Advisory Board Update Scott Duimstra
D. 2025 MELSA Benefits to Member Libraries Reports Mona Scott
E. Round Robin Discussion from Advisory Board members about current issues/events at member libraries

VII. ADJOURN

Metropolitan Library Service Agency
Advisory Board Meeting Minutes
Friday, February 6, 2026
Virtual Meeting via Teams
10:00am-12:00pm

Advisory Board Members/Representatives Present:
Anoka: Colleen Haubner Ramsey: Pang Yang
Carver: Jodi Edstrom Saint Paul: Maureen Hartman
Dakota: Jennifer Reichert Simpson Scott: Jen Schultz
Hennepin: Scott Duimstra Washington: Jacquie Kramer

Staff Present: Jennifer Baker, Abigail Dillon, Gina Goettl, Mona Scott, and Sherry Wichitchu

I. Call to order
Chair Duimstra called the meeting to order at 10:03am.

II. Introductions and Welcome

III. Consent Agenda
a) Approval of agenda
b) Approval of meeting minutes (January 9, 2026)
Motion to approve the agenda and meeting minutes by Haubner. Second by Edstrom.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – aye
Motion carried.

IV. Discussion/Action Items
a) Collection Development Task Force recommendation
The Collection Development Team Task Force met on January 27, 2026. The recommendations from the task force were distributed in the meeting packet and include: team makeup will include one representative per system, and then the team purpose, to maintain collection standards for user experience (and discontinue the previous team direction to find a solution to maintain hold ratios and decrease hold wait times). Some clarification is needed in the purpose section, whether these are ranked in order of priority, or general guidelines. Schultz clarified that in her experience, the charter is meant to guide discussions (guidelines or parameters instead of order of priority). Many of the directors agreed with this assessment. With a smaller team, it could be a good idea to consider changing Collection Development meetings to more frequent in-person meetings, and/or possibly changing the meeting from 1 hour twice a month to 2 hours once a month. Duimstra suggested striking point 3 in part a of the team composition section of the charter (removing additional observers). Haubner suggested changing “respect” to “understand” in part 2b, iv. (the responsibilities section). It was also suggested that this section should be more general and say something like “Recognize and respect varying capacities across libraries.”
Motion to approve the Collection Development Team charter, with the following changes: strike 2a, iii (additional observers), change language in 2b. ii to “Contribute during meetings while ensuring a welcoming environment for all team members to share”, and then revise 2b. iv to “Recognize and respect varying capacities across libraries.”
Motion by Haubner. Second by Edstrom.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – aye
Motion carried.

b) Collaborative Initiative Project
 Based on discussions about each library’s specific literacy needs, there were a few commonalities across the systems: decodable books, early literacy focus, consultant interest, school partnerships, and READ Act alignment.
A few differences were target demographics, programmatic maturity, and material types. Areas where State Library Services can provide assistance are MDE personnel (the new State School Librarian can facilitate school-public library connections, and outreach staff from the Braille and Talking Book Library can assist with specialized programming) and also READ Act training.
The directors were supportive of a two- to three-year program for the initiative. It would be helpful to have a more in-depth conversation about the marketing plan. They were also supportive about using the LSAF formula to distribute funding. The directors thought an application process similar to Equity Funds would be a good idea, as well as periodic updates to the governing board on the spending of the funds (March and September would work well due to the budget deadlines). Mona Scott explained that a custodial account may be used for Collaborative Initiative funds, to be spent over the course of two or three years, and with tracking of systems funds similar to the Equity funds.
For the March Advisory Board meeting, there will be an in-depth marketing discussion.

c) Round table sharing
(i) ICE incidents in libraries
Duimstra, Hartman, and Reichert Simpson gave a presentation at the Urban Libraries Council about their policies for ICE incidents. Different systems shared their experiences, and the ways they have been working with staff to check in.
(ii) Library Legislative Day February 25th planning
Wichitchu would like any systems’ one-page handouts created for Library Legislative Day. MELSA is also working on a one-page handout.

V. Reports
a) OverDrive (Libby) Patron Accounts
Specific numbers for duplicate users and non-MELSA patrons were distributed in the meeting packet. Duimstra requested more time to review the data and discuss it at next month’s meeting.

b) Executive Director report
The Executive Director report was distributed in the meeting packet.
Highlights included a few CRPLSA meeting updates, items covered in the MELSA January trustee meeting, and then a possible collaboration between MELSA and the Metropolitan Mosquito Control District and the Metropolitan Emergency Services Board, including human resources services and space sharing.

Duimstra adjourned the meeting at 12:01pm.

MELSA Advisory Board
Friday, March 13, 2026
10am-12pm
Golden Valley Library – Hennepin County
830 Winnetka Ave N, Golden Valley

I. CALL TO ORDER – Scott Duimstra, Chair

II. INTRODUCTIONS AND WELCOME
III. CONSENT AGENDA
a. Approval of agenda
b. Approval of meeting minutes (February 6, 2026)
IV. DISCUSSION/ACTION ITEMS
a. Overdrive Patron Account Report – Abigail Dillon
b. Collaborative Initiative Project – Sherry Wichitchu
i. Financials
ii. Implementation and Reporting Process
iii. Marketing

c. Round table sharing
i. Library Legislative Day Recap
ii. E Material Legislation

V. REPORTS & COMMUNICATIONS
a. MELSA Updates – Sherry Wichitchu

 

VI. ADJOURN

Metropolitan Library Service Agency

Advisory Board Meeting Minutes

Friday, January 9, 2026
Savage Library
10:00am-12:00pm

Advisory Board Members/Representatives Present:
Anoka:         Colleen Haubner                     Ramsey:          Pang Yang
Carver:         Jodi Edstrom                           Saint Paul:       Maureen Hartman (virtual)
Dakota:        Jen Reichert-Simpson             Scott:               Jen Schultz
Hennepin:    Scott Duimstra                        Washington:    Jacquie Kramer

Staff Present: Jennifer Baker, Abigail Dillon, Gina Goettl, Kathleen James, Mona Scott, and Sherry Wichitchu

I. Call to order

Chair Duimstra called the meeting to order at 10:02am.

II. Introductions and Welcome

Tami Lee and Catherine Durivage from State Library Services are visiting.

III. Consent Agenda

a) Approval of agenda

b) Approval of meeting minutes (December 5, 2025)

Motion to approve the agenda and meeting minutes by Haubner. Second by Yang.

All in favor signified by saying aye.
ACL –  aye       HCL – aye                   SCL – aye
CCL – aye       RCL – aye                   WCL – aye
DCL – aye       SPL –   not present                  
Motion carried.

IV. Discussion/Action Items

1. 1. State Library Services

State Library Services has been doing regional reach-outs around the state and visiting libraries, and this month they are visiting MELSA libraries.
Some updates were provided about LSTA funding at the federal level, and Lee and Maggie Snow will be traveling to DC soon to meet with legislators. For state funding, there should not be any major changes.
Hartman entered the meeting at 10:14am.
Durivage manages the Braille and Talking Book Library in Minnesota, and they provide audio, braille, large print materials. One of the services that they provide to libraries is that libraries can certify applications on behalf of patrons, and they can come and share information with library staff about their services. They have been focusing on outreach and have hired an outreach and public services librarian.

b. Discussion and consideration of Saint Paul Legacy expense request

MELSA’s Legacy guidelines state that single contract/single artist Legacy programs that exceed $15,000 requires the approval of MELSA’s board. In accordance with those guidelines, the following is a proposal from Saint Paul Public Library for a Legacy expense:

Saint Paul Public Library requests Legacy funds to pay for a Cheeriup Thicket to be installed outdoors in the storytime garden of the new Hamline Midway Library. The cost of Thicket production and final product is estimated at $17,000.

A local artist named Kelly Hutchinson custom builds interactive outdoor structures called Thickets – they look like little huts. These structures are made of steel and natural materials (wood, branches/sticks) and are meant to go outdoors. Users can go inside to sit, read, or play together. They are meant to engage users with the natural world and inspire wonder and imagination.

Motion to recommend Saint Paul’s proposal for the Cherriup Thicket for Trustee Board Approval by Haubner. Second by Edstrom.

All in favor signified by saying aye.
ACL –  aye       HCL – aye                   SCL – aye
CCL – aye       RCL – aye                   WCL – aye
DCL – aye       SPL –   abstain            
Motion carried.

c. Discussion of the MELSA Professional Development Allocation Policy

MELSA is currently reviewing the criteria for eligible use within our Professional Development Allocation guidelines. While our procedural requirements for documentation and submission remain the same, we are specifically evaluating the types of activities that qualify for reimbursement to ensure they remain justifiable and impactful. To help us refine these categories, we are interested in learning how your systems are currently utilizing these allocations. Furthermore, as professional development needs evolve, we would like to discuss whether the scope of eligible expenses should be expanded to include tuition costs. The current procedural guidelines were distributed in the meeting packet.
The directors expressed an interest in keeping the parameters as open as possible, and some systems were interested in allowing staff to take library service-adjacent courses (such as ASL, leadership and language learning) at the masters, bachelors, and associates level. Currently, each system has a process to verify that the reimbursed training or conference attendance has taken place. It would be expected that class attendance/completion verification would happen at the system level as well. Wichitchu will update the current policy to include college-level tuition and provide further clarification. She will distribute it to the Advisory Board once it is updated.

d. Discussion of the Collaborative Initiative Project

The directors had homework over the holiday break to outline their literacy projects and priorities. At the February meeting, the funding picture will come together, and at a later time a marketing strategy will be established.
DCL, HCL and CCL are interested in using a consultant for early literacy (decodable books, school partnerships, HCL’s Let’s Read program). ACL is interested in expanding the reach of after-school programs, Reading Bridge at home, and providing an online SORA (student reading app) for Anoka County Schools. RCL would like to focus on early literacy and digital literacy. WCL is interested in the birth to kindergarten age range (this would include caregiver education) and the importance of reading aloud, including expanding storytime out into the community. SCL is interested in expanding their tutoring/mentoring program related to early literacy and emerging adults. SPPL is focusing on digital literacy with adults. Lee mentioned that there could be potential for cost savings in working with the Minnesota Department of Education on some of these efforts.

e. Round table sharing

i. ICE incidents around libraries

Duimstra provided some background on ICE activities at Ridgedale and the events of this past week. The county has provided resources to staff about what to do in these situations. Haubner shared that Anoka County will be providing guidelines as well. Other systems shared that patrons and staff have had questions and have been advised to follow safety procedures and local laws. MELSA has been working with local organizations to advertise library services that can be accessed at home without having to leave the house.

ii. Staff recording of ICE

In general, the guidance is that staff should not use personal devices to record video while they are at work.

iii. Library Legislative Day February 25^th planning

Many directors have plans to attend and have various plans for reaching out to legislative representatives. Lee requested that directors share with Wichitchu their one-pagers that they plan on distributing to legislators.

V. Reports & Communications

a. Discussion about guest speakers and joint CRPLSA meeting for 2026

MELSA has money in their budget to bring in guest speakers, and Wichitchu is looking for guidance from the directors on who they might like to invite. The directors liked having State Library Services and Minitex present in the past. CRPLSA will be meeting in the Twin Cities 2 days before PLA, which does not line up with the Advisory Board meeting. There could be a separate meeting set up with CRPLSA and the Advisory Board while they are here. The directors were open to this option.

Duimstra adjourned the meeting at 11:58am.