MnPALS Consortium Members Vision Statement Mission Statement Governance and Policies Deans/Directors/Coordinators Executive Committee User Groups User Council Task Forces Funding Calendar

Consortium of MnPALS Libraries Governance Structure

EXECUTIVE COMMITTEE: the Executive Committee is representative of the seven groups of libraries that currently make up MnSCU/PALS: 1) state universities, 2) colleges and universities, 3) community colleges, 4) technical colleges, 5) state agencies, 6) special libraries, 7) public and school libraries. The Executive Committee will be made up of two members from each of the first six groups and one member from public and school libraries. Ex officio members will be the Director of MINITEX, the MnSCU/PALS Executive Director, and at least one representative from the User Council. Terms will be three-year staggered terms with four members elected in two years and 5 in the third year. Elections will be held each Spring at the Deans/Directors/Coordinators Annual Meeting. Terms shall run from May through April.

The Executive Committee will elect from its membership a three-person steering committee comprised of a Chair, a Chair-Elect and a Secretary. Elections will be held during the first meeting after the Deans/Directors/Coordinators Annual Meeting. Terms of the steering committee will be for one year, running from May through April. Those elected to the steering committee must have served on the Executive Committee for at least one year. It will be the duty of the Chair-Elect to preside in the absence of the Chair. It will be the duty of the Secretary to take minutes at Executive Committee meetings and to prepare one copy for distribution by MnSCU/PALS. It will be the duty of the immediate past Chair to head a nominating committee. No more than one representative from each one of the seven types of institutions can be on the steering committee. The Director of MnSCU/PALS will be an ex officio member of the steering committee. The steering committee is responsible for the following functions:

1) to provide advice to the Director of MnSCU/PALS between meetings of the Executive Committee;

2) to set the agenda for the Executive Committee and the annual meeting of the Deans/Directors/Coordinators;

3) to prepare minutes from the Executive Committee meetings;

4) other duties as assigned by the Executive Committee.

The Executive Committee will meet at least quarterly during the year. The purpose of the Committee is to monitor and make recommendations to the Director of MnSCU/PALS, the Deans/Directors/Coordinators Group, and the Minnesota State College and University System with regard to the overall direction of MnSCU/PALS, including planning for the next generation of MnSCU/PALS.

The Executive Committee is responsible for the following functions:

1) to develop budget priorities consistent with the MnSCU/PALS strategic plan and insure that annual budgets reflect these priorities;

2) to serve as an advisory group to the Director of MnSCU/PALS and the Minnesota State College and University System on matters affecting MnSCU/PALS;

3) to review and plan for the future development of PALS;

4) to facilitate the functioning of the MnSCU/PALS User Groups, the User Council, and other appropriate committees or task forces;

5) to have two representatives from the Executive Committee on the user Council;

6) to approve and, as appropriate, initiate the formation of ad hoc committees;

7) to receive reports and recommendations from the User Council;

8) to refer reports and recommendations to the User Council and User Groups;

9) to encourage chairs of the User Groups to keep up a steady dialogue and communication with the User Council, the Executive Committee, User Group members, and MnSCU/PALS staff;

10) to communicate with relevant MnSCU/PALS constituent groups and the User Council following each Executive Committee meeting as to actions being taken by the Executive Committee;

11) to solicit from relevant MnSCU/PALS constituent groups and the user Council issues that need to be placed on the Executive Committee agenda.

Draft agendas will be sent automatically to Deans/Directors/Coordinators and the User Council prior to Executive Committee meetings.

DEANS/DIRECTORS/COORDINATORS: The purpose of the Deans/Directors/Coordinators Group is to provide an assembly of the heads of all libraries using MnSCU/PALS. This Group will meet at least once a year to review MnSCU/PALS activities and provide focus and direction for the Executive Committee. The Deans/Directors/Coordinators will be made up of the Dean, the Director, or the Coordinator of each of the participating libraries. Participating libraries are those libraries that have records in the MnSCU/PALS database and use PALS as their online catalog.

The Deans/Directors/Coordinators Group will be responsible for:

1) providing direction and input to the Executive Committee concerning the operation, services and long-range planning issues for the MnSCU/PALS system;

2) reviewing actions of the Executive Committee;

3) informing themselves, their staffs and current users of current and potential issues and decisions affecting the MnSCU/PALS system.

USER GROUPS: The mission of the MnSCU/PALS User Groups is to assess, enhance, and advance the operation of MnSCU/PALS by providing organized opportunities to:

- communicate the needs and expertise of User Group members to the MnSCU/PALS Executive Committee, Executive Director, and staff;

- communicate policy-related information and recommendations from User Group members to the MnSCU/PALS Executive Committee, Executive Director, and staff;

- communicate policy-related information and decisions from the MnSCU/PALS Executive Committee, Executive Director, and staff to User Group members;

- facilitate training for MnSCU/PALS member-library staff.

Members of the User Groups will be those MnSCU/PALS and other libraries using the particular system function. The User Groups shall meet at least once a year and shall keep minutes and distribute them to members. Only MnSCU/PALS member libraries currently subscribing to the particular module may vote in the respective User Group meeting(s); each member library shall have one vote. Only representatives from MnSCU/PALS member libraries may hold office. Each User Group shall have a staff member liaison from the MnSCU/PALS office.

The User Groups, and the system functions from which their membership is made up, are:

Acquisitions (Acquisitions)

Cataloging (OPAC)

Circulation (Circulation)

Interlibrary Loan (ILL)

Reference (OPAC)

Serials (Serials Control)

Systems (OPAC)

Each user Group shall have a Steering Committee, which is responsible for organizing and conducting the meetings of the User Group. The Steering committee shall comprise up to six members selected by and from the User Group. Each User Group shall determine the method of selecting its Steering Committee members. One of the members of the Steering Committee shall be selected by the Steering Committee as the Convener, who shall also be the Convener of the User Group; the Convener shall be selected for a two-year term. The Steering Committee is responsible for designating someone to act as Secretary of the User Group and of the Steering Committee. The Steering Committee shall keep minutes and distribute them to members of the steering Committee and to others as appropriate. The Steering Committee shall meet at least twice a year; these meetings may be in person or by conference call.

USER COUNCIL: The User Council comprises two representatives from each User Group, two representatives from the Deans/Directors/Coordinators group, and two liaisons from the MnSCU/PALS staff. Each User Group’s representatives to the User Council shall comprise the convener of the User Group and one additional person selected by and from its Steering Committee. The Deans/Directors/Coordinators group shall determine how its representatives will be selected. The MnSCU/PALS office shall determine how its liaisons will be selected. User Council members shall serve staggered two-year terms, running from May through April. The User Council shall select one of the User Group members of the User Council as Convener for a two-year term. The User Council shall select one of the User Group members of the User Council as its representative to the MnSCU/PALS Executive Committee for a two-year term; this may be the same person as the Convener. These terms shall also run from May through April. The User Council shall meet in conjunction with the meetings of the MnSCU/PALS Executive Committee. The User Council may designate other members of the User Council or other outside experts to attend meetings of the MnSCU/PALS Executive Committee when appropriate to help in the presentation of matters coming before the Executive Committee.

Adopted: 7/14/95

Revised: 5/15/96

Revised: 11/16/01

Revised: 3/27/02

Revised: 5/15/02