Governance Structure

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Approved by the MnPALS Consortium Board November 4, 2021, revised December 14, 2023.

Consortium of MnPALS Libraries

Purpose

The Consortium of MnPALS Libraries (MnPALS) facilitates reliable and cost-efficient access to library resources for the benefit of their user communities. MnPALS uses an integrated automated system that addresses the needs of all participating libraries.

Organization

MnPALS is a self-supporting organization. Members pay fees according to a funding formula, developed with input from the Consortium Board and managed by PALS, the department of IT and library professionals who support MnPALS members in their use of the integrated library system (ILS) and maintain various membership contracts.

Membership

MnPALS includes all Minnesota State libraries as well as some private college and university libraries, state government libraries, school libraries, and special libraries. Membership in MnPALS requires that a library be a member of both Minitex and OCLC, load their bibliographic records in the MnPALS catalog, allow all consortium members to search their collections, and agree to participate in interlibrary loan with the other consortium members.

Meetings

Members of MnPALS have the opportunity to meet once a year for a spring event. At this meeting, members of the three library types (2-year, 4-year, and state/special/K-12) determine representatives for terms beginning on September 1. Additional in-person meetings can be scheduled as needed.

Library Leadership Group

Purpose

The Library Leadership Group provides an assembly of the heads of all consortium libraries, Minitex, and Minnesota State.

Representation

  • One representative per member library who works in a leadership role: Dean, Director, Coordinator, or designee.
  • Ex Officio members:
    • PALS Executive Director
    • Minitex Director
    • Minnesota State Associate Vice Chancellor for Educational Development and Technologies

Member Roles & Responsibilities

  • Serve as designated representatives for any voting matters requiring one vote per institution
  • Long range planning for the Consortium
  • Contract approval (i.e., Integrated Library System)

Meetings

A minimum of one meeting per year to review consortium activities and to provide focus and direction for the MnPALS Consortium Board.

MnPALS Consortium Board

Purpose

Taking into consideration staffing, budgets, types of patrons served, student population, and geographic location, the Board will represent the MnPALS membership to:

  • Establish and advance the mission, vision and strategic priorities of MnPALS
  • Provide input and recommendations to the PALS office
  • Approve and review the formation and charges of policy groups and task forces
  • Create, review, and/or approve consortium-wide policy
    • Serve as the Network Zone Policy Group
  • Build and maintain communication in the Consortium

Representation

Any employee of a MnPALS member library is eligible to serve on the MnPALS Consortium Board. Membership should consist of:

  • 4 representatives for 2-year libraries (limit of one person per institution)
  • 4 representatives for 4-year libraries (limit of one person per institution)
  • 2 representatives for state and special libraries (limit of one person per institution)
  • 1 policy group representative per policy group (currently: Interlibrary Loan, Circulation, Electronic Resource Management, Cataloging)
  • Ex Officio members:
    • PALS Executive Director
    • PALS Administrative Assistant
    • 2 PALS Support and Training Specialists

Board Terms

  • 2-year terms, with a maximum of 4 consecutive years
    • Elections occur at the time of the spring gathering
    • Terms begin September 1

Board Positions

The Board selects a Chair-elect at the first fall meeting

  • Board representatives
    • Represent and communicate with their constituency groups
    • Terms are set according to bylaws language for each type of representation
  • Chair
    • Sets agendas and leads meetings
    • Serves one year
  • Chair-elect
    • Leads meetings in the absence of Chair
    • Serves one year as Chair-elect and one year as Chair
  • Chair rotates among 2-year, 4-year, and state agency/special/K-12 libraries
  • Secretary
    • Sets up online meetings, takes notes, distributes notes and recording after meetings.
    • Ex-officio PALS staff member

Meetings & Events

The Board will hold a minimum of two meetings per year

  • Meeting schedule for the year will be finalized by the Board at the first fall meeting
  • Meetings can be held as long as a simple majority of Board members is present in order to advance the work of the Board
  • A voting quorum is a two-thirds majority of Board members
  • The Board will work with PALS to organize membership meetings and events
  • Meeting minutes will be taken by a PALS staff member

Consortium Engagement Opportunities

Policy Groups

Current policy groups are Circulation, Interlibrary Loan, Electronic Resource Management, Network Zone and Cataloging. Additional policy groups can be created with Board approval.

Purpose

To create and review consortium-wide policies

Representation

  • Any employee of a MnPALS member library is eligible to serve on a Policy Group
  • Consists of a minimum of 1 member from each library type (2-year, 4-year, and state/special/K-12, if applicable)
  • One member of each policy group will serve on the Board to represent policy group interests
  • Policy groups will have at least one formal PALS staff liaison

Member Roles & Responsibilities

  • Represent members who perform the associated functions in creation and review of policies

Meetings & Events

  • Determined by the policy group

Task Forces

Purpose

Task Forces conduct defined investigations that further the mission or clarify operations of MnPALS. The Board establishes Task Forces.

Representation

  • Any employee of a MnPALS member library is eligible to serve on a Task Force
  • Varies by need; may be determined in charge
  • No formal liaisons from Board or PALS staff are required, but they may be appointed as needed
  • Task Forces are not represented on the Board, but may be asked to attend Board meetings to provide updates and/or status reports
  • The Board shall appoint a leader for Task Forces

Member Roles & Responsibilities

  • As determined by charge
  • Report back to the Board as required/requested

Meetings & Events

  • As needed to fulfill charge

Communities of Interest (COIs)

Purpose

Established for communication and exploration focusing on areas of common interest, which may be a product, subject specialty, or topic. Any member of a MnPALS library can form a COI.

  • Any employee of a MnPALS member library is eligible to participate in a COI
  • PALS staff are welcome to participate, but not required

Member Roles & Responsibilities

  • Report to the Board if needed

Meetings & Events

  • As needed

PALS

Purpose

PALS provides automated library services and additional services in support of online learning to all Consortium libraries, benefiting their staff and patrons.

Organization

PALS is an acronym for Project for Automated Library Services. Initiated at Mankato State University in 1978, PALS is now a program of Minnesota State’s Academic and Student Affairs Division. Minnesota State is ultimately responsible for the operations of PALS.

Membership

Members of the PALS staff are state employees, and the Executive Director of PALS reports to the Associate Vice Chancellor of Educational Development and Technologies at Minnesota State.

Responsibilities

PALS personnel provide support and training for the shared ILS and other products. Personnel also work with consortium members to schedule and facilitate events and meetings as necessary, including the spring consortium-wide event.

Proposed: 9/16/2021 | Adopted: 11/4/2021 | Revised: 12/14/2023