Memorandum of Understanding
Between Maine InfoNet Collaborative
Background and Introduction:
Minerva is a consortium of libraries operating under the auspices of the Maine InfoNet Collaborative.
Minerva exists in order to support member libraries across Maine in providing their users with enhanced access through a shared system that enables an open exchange of resources from the combined collections of its members.
Additionally, the consortium provides opportunities to supplement traditional services through the use of group purchases and economies of scale.
The Minerva Users Council is recognized by Maine InfoNet as a self-governing and self-regulating organization with the authority to establish by-laws for the Minerva consortium. The Minerva Users Council through action of the Minerva Executive Board is empowered to create, promulgate, and enforce its own internal policies, standards, and procedures to govern the collective delivery of services by its member libraries, as long as such policies, standards, and procedures comply with state law and regulations and overarching Maine InfoNet policies and goals.
Should a member library disagree with a Minerva Users Council policy, standard, or practice, that library may present a written appeal to the Minerva Executive Board. If the library remains unsatisfied with the result, it may then appeal to the full Minerva Users Council. If the library continues to be unsatisfied, it may make a final appeal to the Maine InfoNet Board, which will evaluate the appeal as it relates to state law and regulations and overarching Maine InfoNet policies and goals.
Rights and Responsibilities:
Minerva agrees to:
Ensure that member libraries observe in local practice those standards, policies and procedures that have been established by Maine InfoNet, including, but not limited to:
- Ensure that its member libraries maintain a commitment to local collection development.
- Ensure that all member libraries’ system data (including patron and collection information) is maintained in an accurate and timely manner.
- Respond to MaineCat interlibrary loan requests in accordance with Minerva and Maine InfoNet guidelines and procedures.
- Work in consultation with Maine InfoNet regarding the application and implementation process for adding new Minerva member libraries. Final decisions regarding membership additions and timing will be reached by consensus between Maine InfoNet and the Minerva Executive Board and will be informed by the Minerva Readiness Measures document.
- Pay when due any one-time or ongoing costs.
Maine InfoNet agrees to:
- Manage the Minerva library system and connected services.
- Provide technical and library systems management services for efficient use of the consortial system.
- Ensure that the system is managed in such a way that minimizes downtime and maintains usability and functionality in a consortial environment.
- Notify Minerva member libraries in advance of any major changes, service windows, and major updates whenever possible.
- Work in consultation with Minerva regarding the application and implementation process for adding new Minerva member libraries. Final decisions regarding membership additions and timing will be reached by consensus between Maine InfoNet and the Minerva Executive Board and will be informed by the Minerva Readiness Measures document.
- Consult with the Minerva Executive Board in all contract and negotiation plans regarding Minerva.
Funding and Staffing Issues:
Maine InfoNet agrees to allocate staffing resources in such a manner that the Minerva library system is maintained, updated, and managed in a satisfactory manner that maintains major system functions. Maine InfoNet will endeavor to respond to requests for changes, fixes, and additional services in a timely way given existing staffing constraints.
The Minerva consortium does not currently contribute towards Maine InfoNet’s operational costs or staffing resources. The consortium recognizes that demands on Maine InfoNet staff outstrip currently available resources and that some requests for services may not be agreed to by Maine InfoNet.
Should Minerva feel the need for additional staffing resources to be brought to bear, Maine InfoNet will work with Minerva to identify resources, and additional staffing funding agreements can be entered into through negotiation.
Dissolution and Withdrawal:
In the event Minerva as a consortium wishes to withdraw from Maine InfoNet, the dissolution date shall be the expiration date of the current contractual and financial obligation to the automation system provider, or payment shall be made to fulfill Minerva’s financial obligation in full under the current system provider contract. In either case, a minimum of one year’s notice shall be given of intent to withdraw from Maine InfoNet.
In the event that Maine InfoNet wishes to cease support of the Minerva consortium or system, the dissolution date shall be the expiration date of the current contractual and financial obligation to the automation system provider, or some other date as jointly negotiated. In either case, a minimum of one year’s notice shall be given of intent to cease support of the Minerva consortium or system.
Should either Maine InfoNet or Minerva be dissolved, all Minerva funds held by Maine InfoNet shall be distributed to Minerva or their designees through good faith negotiation by both parties.
Duration of Agreement:
This agreement is entered into for a period of five years. At the termination of this five-year period, the agreement may be extended for a subsequent period of no more than five years through agreement of both parties, or it may be amended and renegotiated under different terms and for a different duration.
Agreed and Signed and Dated By
Joyce Rumery – Chair, Maine InfoNet Board
Kevin Davis – Chair, Minerva Executive Committee
April 27, 2017