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MCCC AND WHAT IT MEANS TO BE A DELEGATE

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Title: WHAT IT MEANS TO BE AN MCCC DELEGATE Author. Last modified by: Lisa Created Date: 5/27/2003 1:49:33 PM Document presentation format: On-screen Show – PowerPoint PPT presentation

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Title: MCCC AND WHAT IT MEANS TO BE A DELEGATE


1
MCCC AND WHAT IT MEANS TO BE A DELEGATE
  • Lisa Christine Meredith
  • Executive Director, MCCC

2
PURPOSE OF MCCC
  • The purpose of the Minnesota Counties Computer
    Cooperative (MCCC), is to jointly and
    cooperatively provide for the establishment,
    operation, and maintenance of data processing
    facilities and management information systems.
  • To this end, the Cooperative (MCCC) provides
    services, software and other cost-effective
    measures which substantially reduce the cost of
    data processing for counties.

3
Background
  • MCCC was organized in 1978 through the efforts of
    property tax administrators from four counties,
    the Association of Minnesota Counties, and a
    software firm.
  • As an organization operated solely for the
    benefit of its members, MCCC adheres to a
    strictly democratic process in order to ensure
    that member needs and expectations are met.

4
Goals
  • In addition to and consistent with the charter
    given to MCCC in the Joint Powers Agreement for
    Data Processing, MCCCs goals are
  • To provide members efficient software at an
    economical cost.
  • To provide training to member counties in the
    areas of operations and administration of MCCC
    applications and systems.
  • To provide on-going education to members,
    potential members, and outside organizations as
    to the benefits, goals, and responsibilities of
    MCCC.
  • To accommodate member growth potential.

5
Goals
  • To provide support to member counties data
    processing staff and departmental users for
    continued operation of program products.
  • To conduct research and development for the
    purpose of improving software, hardware,
    training, education, and support.
  • In cooperation with the Association of Minnesota
    counties and other county organizations, to
    impact State administrative and legislative
    decisions and secure appropriate State funding.
  • To promote standardization while maintaining
    flexibility.

6
Advantages
  • Membership in MCCC offers the following
    advantages
  • Costs of development, enhancement, and
    maintenance of systems are reduced through
    sharing of information and group purchasing
    power.
  • Contractual agreements with vendors specializing
    in the development and maintenance of software
    guarantee direct support service to members
    without the need for expensive in-house
    programming staff.
  • Communication and sharing of ideas occur when
    members meet in user groups to discuss and
    resolve common problems. This communication also
    provides an efficient means of collecting and
    disseminating information.

7
Advantages
  • Coordinating the needs of various county data
    processing systems reduces the need for counties
    to employ expensive in-house programmers and
    analysts.
  • Grants for systems development are obtained to
    reduce county expenses.
  • Membership forms a political base, bringing
    together counties having a common purpose, so
    they can undertake activities which are mutually
    beneficial.

8
Membership
  • The types of entities are eligible for membership
    in MCCC
  • Minnesota counties, cities, or other governmental
    entities.
  • Minnesota nongovernmental agencies. Membership
    requires the payment of annual dues and a
    one-time member fee established by MCCC.
  • Out 0f State membership as set by each individual
    User Group.

9
Membership
  • To become a member of MCCC, a county, city,
    agency, or other entity should provide MCCC a
    signed Joint Powers Agreement for Data Processing
    which has been approved by the governing board of
    that entity.
  • A contact person should be named to communicate
    with MCCC and with the appropriate support
    vendor(s). MCCC will assist the new member in
    securing needed software, hardware, and services.
    The new member will be billed by MCCC for the
    appropriate fees and annual dues, and for the
    software and start-up services.
  • The governing board of the new member should
    formally appoint an MCCC delegate (usually the
    contact person) and alternates to represent the
    member in user groups and at MCCC Board meetings.

10
MCCC Membership
  • MCCC has three three types of User Groups
  • Large More than 40 member counties/agencies
  • Small Less than 40 member counties/agencies
  • Support Such as the ISSG Group
  • Voting Members of the MCCC Board are those
    members that participate in two or more User
    Groups, not including ISSG.

11
Out-of-State Member
  • Out-of-State Member. A county, city or agency
    outside the state of Minnesota that participates
    in one or more of the User Groups.
  • Out-of-State members must be approved by the
    decision making body of the User Group that the
    Out-of-State Member wishes to join. Voting
    rights are determined by the User Group.

12
MCCC Board
  • Comprised of one delegate from each full member.
    Each full member county/agency has one vote.
  • Meets annually to approve MCCC budget and dues
    structure.
  • Establishes policy and direction of MCCC.
  • May amend bylaws as necessary.
  • Elects statewide officers among the delegates and
    alternates. (Secretary/treasurer is elected each
    year and progresses to vice chair, chair, and
    past chair.)
  • Meets annually in June other meetings at the
    call of the chair.

13
Executive Committee
  • Administers policies and annual budget set by the
    Board.
  • Hires, evaluates, and directs staff.
  • Performs resource and financial management.
  • Negotiates, approves, and executes all contracts
    with appropriate user group involvement.
  • Consists of
  • Three statewide officers elected by the Board
  • (chair, vice chair, secretary/treasurer).
  • Four regional directors one elected by members
    of each region from among the delegates and
    alternates.
  • Past chair, as ex-officio member.
  • Meets second Thursday of each month.
  • Chair appoints Executive Committee liaison to
    each user group.
  • May form special committees and new user groups.

14
Executive Director and Staff
  • Manage day-to-day operations under the direction
    of the Executive Committee.
  • Coordinate user groups and committee functions
    including planning, meetings and vendor
    selection.
  • Coordinate Training Sessions Seminars
  • Negotiate vendor contracts monitor vendor
    contracts and performance.
  • Manage financial resources including accounts
    receivable and payable.
  • Coordinate Grant Application efforts on behalf of
    the User Groups.
  • Promote MCCC to prospective members and act as
    liaison with other organizations.
  • Communicate information between user groups,
    counties, and State agencies.

15
Regions
  • The state has been divided into four geographic
    regions for expedience in addressing members
    needs. Each region elects a director to serve a
    two-year term on the Executive Committee.
    Regional meetings occur quarterly, or at the call
    of the regional director, for the purpose of
    sharing information and common concerns,
    discussing bylaw revisions and annual budget,
    electing regional directors and advisory
    committee representatives, and addressing any
    other member concerns.
  • Representation on user group advisory committees
    is distributed by region.
  • Members are urged to communicate ideas and
    concerns to their regional representatives.

16
Delegates and Alternates
  • Communicating information from MCCC to county
    board, appropriate county staff, and county data
    processing steering committee.
  • Receiving and routing all correspondence from
    MCCC.
  • Receiving/processing for payment all billings
    from MCCC.
  • Acting as liaison with all user groups
    coordinating appointment of alternates.
  • Communicating information and needs from the
    county to MCCC.
  • Participating on county data processing steering
    committee, or, if there is none, urging creation
    of such a committee.
  • Maintaining central repository of up-to-date MCCC
    information.

17
Delegate Designate
  • The person chosen by the county to be the MCCC
    delegate should be one who is involved with at
    least one of the software applications used by
    the county. The delegate must be willing to take
    responsibility for attending MCCC board meetings
    as a voting member on budget, policy, and
    contract issues attending user group meetings or
    ensuring the county is represented attending
    quarterly regional meetings prepared to voice any
    concerns and report back to the county promoting
    MCCC within the county and with other groups of
    county personnel (professional associations).

18
Delegate As A Liaison
  • The delegate is also the liaison with his/her
    county board on MCCC matters. He/she is
    responsible for keeping the commissioners
    informed about
  • Cost of purchasing and supporting proposed
    software and hardware
  • Expected benefits to the county
  • Other departments that may benefit
  • Long-range cost/benefit of software and hardware
    proposed for purchase
  • What can be done to solve data processing
    problems when they arise
  • Current activities of MCCC and the various user
    groups
  • On-going general status of data processing
    activities and needs in the county

19
MCCC CURRENTLY MANAGES SEVEN USER GROUPS
  • Minnesota Property Tax
  • Community Health Service
  • Corrections
  • Law Enforcement
  • County Attorneys
  • Finance General Government
  • Information Services Support Group

20
Information Services Support Group (ISSG)
  • The Information Services Support Group is made up
    of data processing staff from member counties who
    meet quarterly to provide technical assistance to
    MCCC staff and user groups to coordinate
    information systems training to evaluate
    software, hardware, documentation, and education
    as requested by MCCC user groups or staff to set
    up and monitor standards for applications and
    services provided by MCCC in general, to ensure
    quality information systems and service for
    member counties.
  • In 2004, the ISSG Group changed its bylaws to
    allow for Business Committees to be formed to
    manage contracts under ISSG. The Nazca contract
    was the first contract.

21
User Groups
  • Established by Executive Committee to direct
    software changes and development for systems used
    by members of the user group.
  • Rules and regulations governing the user groups
    business are written/amended by the full user
    group and approved by the Executive Committee.
  • Membership is limited to MCCC members who use the
    software applications common to the user group.
  • CHS, Corrections, and County Attorneys own and
    manage their software. All other software
    packages are customized to Minnesota and used
    under contract.

22
ISSG Liaisons
  • Established in the June 2002 ISSG User Group
    Meeting.
  • Liaisons to the six other User Group with the
    purpose of facilitating IT/IS involvement in the
    following areas
  • Software Release Issues
  • New Enhancements or New System Designs
  • Involvement in Future Hardware/Software
    Requirements
  • Technical Expertise at User Group Meetings

23
User Group Representative
  • Delegate to MCCC Board, authorized alternate, or
    other representative is designated for each user
    group. A representative to a user group is not
    required to be an MCCC delegate or alternate. The
    decision is made internally by each member county
    as to who will represent the county as delegate,
    alternates, and representatives to user groups.
  • Members may submit enhancement/change requests,
    signed by the MCCC delegate to the advisory
    committee of the appropriate user group.

24
  • Major financial commitments, vendor selection,
    special assessments, and approval of contracts
    are done by a majority vote of the full user
    group. The full user group usually meets once per
    year.
  • Recommendations for contract approval, vendor
    selection, and new financial obligations are
    forwarded to the Executive Committee for
    approval.
  • Each user group elects a chairperson, who may
    call meetings of the full user group, advisory
    committee, or special committees.

25
MEETING MANAGEMENT
How to ConductA Successful Meeting
26
Before The Meeting
  • Define the purpose of the meeting
  • Develop an agenda
  • Distribute agenda, background material and any
    lengthy documents prior to the meeting so members
    will be prepared
  • Choose an appropriate meeting day, date and time.
    Set a time limit for the meeting and stick to it!

27
  • Arrange the room so members face each other. For
    large groups, try U-shaped rows.
  • Choose a location suitable for your groups size.
    Small rooms with too many people get stuffy and
    create tension.
  • Use visual aids (posters, diagrams) for interest.
    Post a large agenda up front for reference. Be
    sure everyone knows where and when the next
    meeting will be held.

28
During The Meeting
  • Greet members and make them feel welcome.
  • Serve refreshments if possible.
  • Start on time. End on time.
  • Review the agenda and set priorities for the
    meeting. Stick to the agenda!
  • Encourage group discussion and feedback.
  • Keep conversation focused on the topic.
  • Keep minutes for future reference.
  • Be a role model by listening and showing
    interest, appreciation and confidence in members.
    Summarize agreements reached and end the meeting
    on a positive note. Set date, time and place for
    next meeting.

29
  • When deciding who to invite to a meeting, choose
    only those persons who have a reason to
    participate. Under no circumstances should
    someone be included simply because its political
    or his feelings might be hurt if not asked.
    Those attending should
  • Have thorough knowledge of the meeting subject
    matter and be ready to make a valuable
    contribution.
  • Have the power to make a decision.
  • Be responsible for implementing decisions
  • Represent a group that will be affected by
    decisions made during the meeting.

30
Number Of Attendees
  • Other than informational meetings, consider the
    following guidelines
  • A meeting to identify a problem should be limited
    to 10 people
  • Training sessions should involve no more than
    15-20 people (less if there is hands-on
    instruction)
  • A meeting to identify a problem should be limited
    to 10 people
  • Problem-solving meetings are best accomplished
    with no more than 7 people

31
Setting The Time and Place
  • Poorly timed meetings can create resentment even
    before they begin. The 3 most common times for
    meetings are
  • Noon This is disliked by some people because it
    interferes with their lunch. This can be
    partially compensated for by providing lunch.
  • Mid-morning This is the most popular time for
    meetings. It gives participants time to gather
    their thoughts, take care of leftover work, and
    get departments started on their current days
    assignments.
  • Late afternoon Some people like to hold late
    afternoon meetings because they feel that the
    nearness of quitting time will pressure people to
    come to closure.

32
Setting The Date and Length
  • Experience shows that Mondays and Fridays are the
    worst days to hold a meeting.
  • The length of the meeting is also important. Most
    meetings should not last more than two hours. If
    they do, schedule a coffee break every 90 minutes
    so that people can stretch, call their offices,
    get refreshments, etc. This is the best way to
    ensure that longer meetings retain their
    effectiveness.

33
Managing The Energy Cycle
  • Every meeting has an energy cycle that can be
    managed and enhanced by a perceptive leader
  • The early part of the meeting tends to be more
    lively and creative than the end of it, so items
    requiring more imagination and mental energy
    should be addressed early in the meeting. Any
    items of absolute priority should be first on the
    agenda.

34
  • Consider reserving a controversial, high
    interest item until the end of the session. This
    way, useful work can be accomplished before the
    topic comes up. The high interest level in that
    item will keep attention from lagging.
  • If the meeting will be long with many agenda
    items, consider alternating working items with
    reporting items in order to avoid boredom.

35
After The Meeting
  • Write up and distribute minutes within 3 or 4
    days.
  • Discuss any problems during the meeting with
    officers and advisors) come up with a way to
    improve.
  • Follow-up on delegation decisions. Check to see
    that members understand and carry out
    responsibilities.
  • Give recognition and appreciation to excellent
    and timely progress.
  • Put unfinished business on the agenda for next
    meeting.
  • Conduct a periodic evaluation of the meetings.

36
How To Find Out More
  • www.mnccc.org
  • MCCC Staff
  • Lisa Meredith, Executive Director
  • Darci Gawthrop, Office Manager
  • Mike Fox, Accountant
  • MCCC Monthly Newsletters
  • MCCC RSVP Calendar
  • MCCC Tech Talk

37
Ive just been elected! Help!
  • First, Congratulations!
  • Second, youre off to a good start being part of
    this session.
  • You have many resources available including the
    MCCC Staff, MCCC Executive Committee, the
    Executive Committee Liaison to your User Group
    and the ISSG Liaison to your User Group.
  • Shortly after the conference, you will receive a
    mailing from MCCC with information about your
    responsibilities.
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