10.1. SR 03-06-2017 EOty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 10.1
Agenda Section Meeting Date Prepared by
Work Session March 6, 2017 Cal Portner, City Administrator
Item Description Reviewed by
Great River Regional Library Master Agreement
Reviewed by
Action Requested
Review and provide staff direction.
Background/Discussion
The Great River Regional Library (GRRL) board seeks to create a master agreement with all participating
communities.
At its January 3, 2017, meeting the council raised a number of questions about the agreement which
forwarded to GRRL. Their response is attached.
Financial Impact
N/A
Attachments
■ GRRL email response
■ January 3, 2017, staff report
POWERED 6T
Template Updoted 4/14 INAMIRE1
From: Karen Pundsack [mailto:karenp(agrrl.lib.mn.us]
Sent: Friday, February 24, 2017 9:45 AM
To: Portner, Cal
Subject: Re: Branch Agreement
Good morning, Cal.
The GRRL Board's Executive Committee met Tuesday evening and discussed
the City of Elk River's request to change language in the branch agreement
revision. I will briefly outline responses to the issues the city council
identified:
1) The language quoted is part of our existing branch agreement with Elk
River and has not changed. We discussed this at the October 20, 2016
meeting where several Elk River representatives were present. The city's
proposed language is beyond what would be expected in a typical tenant
relationship.
2) Last fall, several other cities proposed this language in the branch
agreement revision. GRRL has adapted the language based on these
requests.
3) GRRL determines service levels on available operating dollars and usage
statistics, such as borrower numbers. The Tiers reflect our current service
levels. Elk River's usage levels are in line with cities like Buffalo, St. Michael,
and Monticello, all Tier 3 libraries. The only library in Tier 4 is St. Cloud,
which serves three times the number of borrowers as Elk River.
The GRRL Board decided the current contract language sufficiently covers
the areas addressed. They voted not to revise the contract again. Their goal
is to have one standardized contract with all cities. Several cities have
already passed and signed the November revision.
Also, the Elk River Star News contacted me yesterday about a resolution the
City of Elk River passed regarding additional open hours. Since I have not
had communication directly from the city on the resolution, I let them know
I could not speak to the specifics. I did give them background on our Library
Assessment Plan, branch agreement revisions, and how GRRL determines
library service levels for each library. If you would like to discuss the
resolution or have the GRRL Board consider a request, please let me know.
Our next regular meeting is Tuesday, March 21 with a document deadline of
March 9th.
If you or anyone at the city has questions or would like to discuss further,
feel free to contact me by phone or email.
Thanks,
Karen Pundsack
Executive Director
Great River Regional Library
(320)650-2512
Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward
organizational objectives. It is the fuel that allows common people to attain uncommon results. -Andrew Carnegie
From: "Cal Portner" <CPortner(cbElkRiverMN.gov>
To: "Karen Pundsack" <karen p(&grrl.lib.mn.us>
Sent: Tuesday, January 24, 2017 2:20:09 PM
Subject: Branch Agreement
Hi Karen,
The Elk River City Council discussed the proposed GRRI_.Branch agreement at their meeting on
January 3, 2016.
A couple of items the Council would like addressed before approving include the following:
1) Item #3 (pg. 2),paragraph 2 "The CITY,its employees and agents,will be allowed to access
the said building in order to provide janitorial services and maintain the building." The
council wants this reworded as the city owns the building and its employees and agents will
access the building at their sole discretion.
2) Item #9, (pg 4),paragraph 4, "Upon termination... "...Cities that terminate services can
make no future claims against GRRL." The Council desires to not give up claim rights upon
termination as it may be in the city's best interests to terminate the agreement and pursue
reconciliation for any possible claims.
3) Addendum (pg. 8) Criteria for Scale of Services Delivered—The Council feels the Tiers of
Service are unfairly balanced and should be more fairly balanced due to the large discretion
between Tiers 3&4.
Please discuss this with your board and attorney. We understand the board's intent to have all
agreements approved by June 30, 2017.
Sincerely,
--cal
Calvin P. Portner, ICMA-CM
City Administrator
763.635.1001
13065 Orono Parkway I Elk River I MN 155330
City of
Elk —
River
Request for Action
To Item Number
Mayor and City Council 9.3
Agenda Section Meeting Date Prepared by
Work SessionJanuary 3, 2016 Cal Portner, City Administrator
Item Description Reviewed by
Great River Regional Library Branch Agreement
Reviewed by
Action Requested
Discuss, provide staff direction.
Background/Discussion
The City of Elk River currently has a joint powers agreement with the Great River Regional Library
Board (GRRL) for the provision of library materials and services.
The GRRL Board of Trustees manages agreements with 32 libraries in six counties in central Minnesota.
GRRL is one of 12 regional public library systems designated by the Minnesota Department of
Education.
GRRL desires to create one master joint powers agreement for all cities within their system replacing
numerous agreements with differing language.
Following the first draft of the master agreement, 17 communities expressed concerns and met with
GRRL Executive Director Karen Pundsack and GRRL staff on October 20, 2016. Information from
that meeting was shared with the GRRL Board for consideration in the master agreement.
Within the partnership, cities are required to provide adequate facilities and equipment for the library to
operate. Elk River's library is not a cause for concern. Further, the Elk River City Council provides for
additional budgeted funds well beyond the contributions of other cities within the region for local
programming.
The GRRL Board has asked cities to review and approve the master agreement prior to June 30, 2017.
Financial Impact
N/A
Attachments
Cover Letter from Karen Pundsack, GRRL Executive Director
Proposed Master Agreement
2004 Agreement
P a w E A E U s r
NaA f RE]
4
GREAT RIVER REGIO
LIBRARY
in Benton, Morrison, Sherburne, Stearns,
Todd, & Wright Counties
November 22, 2016
City Administrator Calvin Portner
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
Dear Calvin,
NOV 2 3 M
In response to the new Library Branch Agreement we sent in July, several cities requested edits prior to
their city approving the agreement. We met with 17 city representatives on October 20 and discussed
the suggested revisions. We appreciate the feedback received from all city representatives who reached
out to us.
On November 15th, the GRRL Board of Trustees approved the revised language and the addition of
exhibits to include an asset list and the GRRL policies which the agreement references. They also
extended the deadline for cities to approve the new agreement to June 30, 2017. Our staff will work
with your city in early 2017 to compile asset listings to show which furniture, fixtures and equipment are
city owned.
The recent revisions clarify areas that have caused confusion with our cities in the past. This Library
Branch Agreement ensures all of our cities are being held to the same standards for the facilities they
provide. It also more clearly defines GRRL responsibilities. Enclosed is the agreement for your signature.
If your city is unable to approve it before the June 30th deadline, an extension request needs to be
submitted to the GRRL Board of Trustees for consideration.
If you would like to discuss this revised agreement or would like us to present the information to your
city council, please contact Administrative Assistant Patricia Waletzko to schedule time with me. Patricia
can be reached at patriciaw@grrl.lib.mn.us or (320)650-2545.
Sincerely,
1:71 Y A t x
Karen PPundsack
Executive Director
1300 W. St. Germain Street • St. Cloud, MN 56301 • 320-650-2500 • www.griver.org
DRAFT AGREEMENT
Library Branch Agreement
THIS AGREEMENT, made and entered into this day of , by and
between the City of Elk River, a municipal corporation, hereinafter collectively referred to as "CITY," and
Great River Regional Library, a public regional library system established under Minnesota Statutes,
hereinafter referred to as "GRRL."
WHEREAS, the Elk River City Council, by written action, has established a branch library of the Great
River Regional Library System in the City of Elk River.
NOW, THEREFORE, the parties hereto wish to commit in writing the terms and conditions under which
the CITY will be affiliated with GRRL, and in consideration of the premises, the parties do hereby agree
as follows.
SERVICES. Throughout the term of this agreement GRRL agrees to provide basic system services as
defined in Minnesota Statute 134.001, Subdivision 5. These services shall include, but shall not be
limited to, communication among parties, resource sharing, delivery of materials, reciprocal
borrowing, and cooperative reference service. In addition, the following specific services shall be
provided:
A. Determination and development of services to be provided with input from citizens of the
communities.
B. Development and carrying out of all library policies. GRRL maintains uniform policies for all
library services, and to minimize confusion, no individual policies for the Elk River location will
be maintained.
C. GRRL administrative staff determines hours of service with input from local residents. GRRL will
provide staffing for a minimum of 20 open hours per week or the minimum number of hours
necessary to qualify for Regional Library Telecommunication Aid.
D. The GRRL staff is responsible for selection of library materials for all GRRL libraries. All materials
purchased for any library are to be ordered through GRRL regardless of the source of funds.
Local citizens are encouraged to make suggestions for collection development and GRRL staff
will evaluate those recommendations utilizing the library's Collection Development Policy. Gift
materials, monetary donations, and equipment will be accepted under the provisions of GRRL
policies.
E. Personnel administration: GRRL is responsible for the selection, training and employment of all
branch personnel. The GRRL Board is responsible for maintaining a region -wide pay schedule
and personnel policy for all GRRL personnel. All decisions relating to promotion, demotion,
hiring or termination are the responsibility of GRRL.
F. GRRL will insure all building contents, including materials, which are owned by GRRL.
G. Miscellaneous services: telephone service, delivery service, purchase of essential operating
supplies and all other responsibilities not directly associated with the provision and
maintenance of physical facilities. Services beyond established GRRL base -level services as
defined in GRRL policy outlined in Exhibit B will be the responsibility of the CITY.
Revised 11.2016 Page 1
H. Automation equipment, software and licenses required to perform assigned GRRL functions.
GRRL maintains a centralized integrated library automation system and is a MnLINK participant.
Computers are to be used for library purposes only. No hardware or software can be added to
any GRRL computer without the authorization of library administration.
All library Internet access will be provided through GRRL, to assure compliance with the state
and federal regulations and funding requirements. GRRL will provide an Internet connection to
operate the GRRL- sponsored integrated library system as well as public computing stations and
public wireless services.
2. EQUIPMENT AND FURNISHINGS. In connection with the location of a branch library in the City of Elk
River, the City of Elk River will provide appropriate equipment and furnishings for the library as
determined by GRRL and CITY. City -owned equipment is outlined in Exhibit A. It is the understanding
of the parties hereto that the title to the said equipment and furnishings will remain with the CITY
throughout the term of this agreement. If during the term of the agreement the equipment and
furnishings shall be deemed to be obsolete or shall need replacing, then the original furnishings and
equipment shall be returned to the City of Elk River for sale or other disposition. In the event that
the equipment provided by the City of Elk River becomes inadequate for the provision of library
service, the CITY shall have one (1) year or a time frame established through mutual agreement of
both the CITY and GRRL to provide an acceptable plan for replacement of equipment before this
agreement may be terminated.
LIBRARY FACILITY. Throughout the term of this agreement, the City of Elk River will provide a facility
to serve as the location of the GRRL branch library based on the standards as outlined in GRRL policy
in Exhibit B.
All costs associated with operation and upkeep of the building including, but not limited to custodial
services, utilities, insurance, and building maintenance will be paid for by the CITY without offset or
reimbursement to or from the GRRL funds or appropriations. The CITY, its employees and agents,
will be allowed to access the said building in order to provide janitorial services and maintain the
building. Janitorial and trash removal services will be provided on at least a weekly basis. The CITY
will make necessary arrangement to provide for all necessary maintenance and repair of the
buildings and grounds including, but not limited to, raking, lawn mowing and timely snow removal.
The facility needs to meet the following requirements:
Adequate air conditioning and heating.
Adequate space to meet its service, operation and storage needs.
Complies with local or state ADA parking requirements, whichever is greater.
Complies with federal, state and local restroom requirements.
Has an exterior book drop in a well lit area. If the book drop empties into the interior of
the library, it must meet state fire code regulations.
New buildings or facility remodels of the library will be done with mutual agreement of
both GRRL and the CITY.
Meet uniform building code, pass GRRL safety audit standards and meet library insurance
carrier requirements.
Complies with GRRL policies as outlined in Exhibit B and includes GRRL branding for
building identification and internal signage.
Interior space is well maintained to reasonable standards and presents a modern, fresh
and clean appearance including walls, paint, wiring and flooring.
Revised 11.2016 Page 2
ADDITIONAL CITY RESPONSIBILITIES. In connection with the operation of a branch in the City of Elk
River, the CITY shall be responsible for the following:
A. The host location must meet state maintenance of effort requirements throughout the term of
this agreement. Libraries must receive financial support sufficient to qualify for state and
federal aid;
B. Development and interpretation of policies related to meeting room use (if applicable);
C. Support of special programming by providing space for discussion groups, lectures, art exhibits
and children's programming, etc.;
D. Support for provision of adequate funding for regional library service programs with local, state,
and federal authority;
E. Development of additional local funding (taxes, gifts, etc.) for supplementary equipment and
facilities; and
F. Establishing "Rules of Behavior", satisfactory to GRRL; this will be enforced by the City or County
Law Enforcement. GRRL will, upon request, provide examples of previously approved behavior
codes.
G. Libraries must abide by the policies established by the GRRL Board of Trustees.
5. FIRE AND EXTENDED COVERAGE INSURANCE. CITY at its sole cost and expense, shall keep the
building and all improvements appurtenant thereto, and all fixtures and equipment therein, insured
for the benefit of the CITY against loss or damage by fire and against such other risks as are or shall
be customarily covered with respect to buildings similar in construction, general location, use, and
occupancy including, but not limited to, windstorm, hail, explosion, vandalism, riot and civil
commotion, damage from vehicles, smoke damage, and such other damage as may be deemed
necessary by the CITY.
6. PERSONAL PROPERTY INSURANCE. GRRL shall maintain insurance coverage upon all personal
property owned by GRRL including library materials and equipment. The CITY shall maintain
insurance coverage upon all other personal property owned by CITY.
7. GIFTS AND ENDOWMENTS. After the execution of this agreement, all property, except library
materials and equipment, given, granted, conveyed, donated, devised, or bequeathed to, or
otherwise acquired by the CITY shall vest in, and be held in the name of the City of Elk River. All
library materials and equipment so acquired by the CITY will be handled in accordance with the
provisions of GRRL policy.
8. EMPLOYEES. GRRL will employ such individuals as it deems appropriate to provide the necessary
library services associated with operating the branch library. The salary, employment schedule and
job description for all employees will be established by GRRL. Any employees will serve under the
terms of the GRRL Personnel Rules and Policies.
9. TERMINATION OF AGREEMENT. This Agreement shall remain in full force and effect until
terminated by either party, by providing written notice of resignation at least three (3) full calendar
months prior to the end of the calendar year. If a party fails to fulfill its obligations under this
Agreement in a proper and timely manner, or otherwise violates the terms of this Agreement, the
other party has the right to terminate this Agreement.
Revised 11.2016 Page 3
The GRRL Board of Trustees, at a regular meeting, by a two-thirds (2/3) vote of those present and
voting (assuming a quorum), may terminate the operations of any library in violation of any
requirements of this agreement, provided that notice of such meeting shall specifically state that
such termination shall be one of the items of business to be considered at the meeting.
If the agreement is terminated the CITY agrees to:
A. Allow GRRL staff and Internet service provider to remove all telecommunications equipment
owned by GRRL but located on site.
B. Return all materials, equipment or other items received from GRRL for which the
ownership has not been transferred whether owned by GRRL or by other persons or
facilities.
Cities terminating the agreement cannot re -apply for services until a minimum of three years has
passed from the date of termination.
Upon termination of this Agreement by GRRL, CITY shall be relieved of any further obligations to
GRRL. Termination does not relieve the CITY of any current obligations to GRRL. Cities that
terminate services can make no future claims against GRRL.
Upon termination of this Agreement by either party, the operation of the branch library will cease.
Each party will be responsible for removing its property from the facility. GRRL will remove its
property from the branch facility within 30 days of the closing of the branch location.
10. NOTICES. All communications and notices required to be given or served hereunder shall be in
writing and shall be deemed to have been duly given or served if delivered in person or deposited in
the United States Mail, postage prepaid, for mailing by certified or registered mail, return receipt
requested, and addressed to a party to this agreement at the address hereafter stated:
Executive Director City Administrator
Great River Regional Library City of Elk River
1300 W St. Germain Street 13065 Orono Parkway
St. Cloud, MN 56301 Elk River, MN 55330
11. BINDING EFFECT. This agreement shall be binding on and shall inure to the benefit of the parties
hereto and to their assigns and successors in interest.
12. AMENDMENT, MODIFICATION, AND WAIVER. No amendment, modification, or waiver of any
condition, provision, or term hereof shall be valid or of any effect unless made in writing, signed by
parties hereto and specifying with particularity the extent and nature of such amendment,
modification, or waiver. Any waiver by any party of any default of another party shall not affect or
impair any right arising from any subsequent default.
13. SEVERABLE PROVISIONS. Each provision, section, sentence, clause, phrase, and work of this
agreement is intended to be severable. If any provision, section, sentence, clause, phrase, or work
hereof is illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the
validity of the remainder of the agreement.
14. MINNESOTA LAW. This agreement shall be construed and enforced in accordance with the laws of
the State of Minnesota.
Revised 11.2016 Page 4
15. ASSIGNMENT. Neither party may assign its interest hereunder without the express written consent
of the other party.
16. INDEMNIFICATION. GRRL and the CITY mutually agree to defend, indemnify and hold each other, its
officials, officers, employees and agents harmless from any claims, demands, actions or causes of
action, (including reasonable attorney's fees and expenses), arising out of any act or omission arising
from their own negligent acts, its subcontractors, agents or employees in the performance of, or
with relation to, any of the work or services to be performed or furnished by GRRL or the CITY under
this Agreement.
17. MEDIATION. By mutual agreement of the parties, any claim or controversy arising out of or relating
to this agreement or the breach thereof may be settled by mediation. This shall not be construed to
prevent any party from seeking legal redress to enforce the provisions of this agreement.
IN WITNESS WHEREOF, the parties have caused this agreement to be executed the day and year first
above written.
CITY OF ELK RIVER
Mayor
City Administrator
GREAT RIVER REGIONAL LIBRARY
Library Executive Director
President, GRRL Board of Trustees
Secretary, GRRL Board of Trustees
Revised 11.2016 Page 5
ExWbil A -- City -Owned Equipment
Listing of city -owned assets — chairs, desks, phones, etc.
Revised 11.2016 Page 6
Exhibit B - Related GRRL Policies
GRRL Library Development Policy
Ill. Minimum Level of Service
The following minimum level of service is defined as the basic GRRL library services delivered at every
library throughout the region. The total amount of services delivered will be dependent on facility space,
population size of community and surrounding area, proximity to other libraries, active registered
borrowers, and patron demand.
Collection
Shared and Floating - The collection is shared and floats freely among all GRRL libraries.
Broad audience - Materials are purchased in a variety of formats representing a wide variety of
views and tastes.
Community driven - Patrons may suggest specific titles for purchase. Whenever possible,
Interlibrary Loan will be offered for items GRRL does not purchase.
Delivery - Delivery of requested material is provided on a regular basis.
Collection maintenance - Library materials are systematically evaluated to facilitate the repair or
withdrawal of damaged, unused or obsolete materials from the collection.
Technology
Wireless - Public wireless Internet is available for web browsing from most devices.
Internet station - Computer workstations with software are provided for public use.
Public Access Catalog - Computer workstations are restricted to library catalog use and accessing
library provided databases or services.
Copying - Copiers are available for patrons to use for a fee per page.
Printing from public computers - Patrons may print from GRRL computer workstations for a fee
per page.
Locally Delivered Public Services
Information services - Reference, reader's advisory and technology assistance provided in-
person or over the phone.
Circulation services - Registration of library cards, check-out and check-in of library materials.
Automated telephone or email notification for requested materials.
Programming services - Programs for all ages. pre -k, school age, teen, and adult with a minimum
of 25 programs annually. A minimum of one outreach event per library community annually.
Regionally Delivered Public Services
Web -based
Online catalog - The library catalog is maintained to reflect library holdings and facilitate
convenient 24/7 access to library materials.
Digital Library — e -books and a -audio materials are available through the library's website.
Revised 11.2016 Page 7
Virtual reference — Email reference available during library open hours. Chat reference available
24/7 through statewide AskMN consortium.
Subscription Databases - Patrons have access to databases on various topics that are subscribed
to by GRRL or Electronic Library of Minnesota (ELM).
n -library
Book -a -Libra ria n - Personalized face-to-face sessions with a librarian by scheduled appointment.
Programming
o Arts & Cultural Heritage Programs (grant dependent)
o Summer Reading Program
o Winter Reading Program
Marketing and publicizing programs and services.
Criteria for Scale of Services Delivered
The number of public and staff computer stations will be dependent on facility size and wiring capacity.
Additionally, total Internet usage, borrowers, and open hours will be used to determine the number of
stations assigned to a library. A minimum of one public access catalog, two public Internet station and
two staff computer work stations will be provided in each library.
The amount of programs, marketing and publicity will be dependent on the number of borrowers served
at each library and grouped by Tier.
Tier Open Hours Borrowers
1 20-23 400-1,300
2 24-40 1,300-4,000
3 41-49 4,000-20,000
4 50 or more 20,000 or more
Approved Date; 7/19/2016
GRRL library Development Policy
V. New Libraries
Minimum Annual Program Levels
25
30
40
200
Library buildings are the responsibility of the municipality to operate and maintain. They may be owned
or leased. Funding other than municipal tax receipts may be used to provide for those responsibilities,
but those costs must be guaranteed by city council resolution and city levy authority. All requirements
under Minnesota Statute 134.34 must be met.
A. New Libraries - Building Requirements*
1. The city wishing to add a new GRRL library location needs to meet all GRRL specifications for
community size, facility space and distance from other GRRL libraries as outlined in GRRL policy
and the GRRL Branch Agreement or other requirements set by the GRRL Board of Trustees.
Revised 11.2016 Page 8
2. Site: the library site shall provide maximum convenient access to the greatest number of people
in the community during the normal course of their daily activities by being located near the
center of highest density of daily activity and near high use facilities such as a post office, retail
stores, educational facilities, or in close proximity to government centers or community centers.
3. The municipality will provide adequate, safe, convenient and well -lighted parking areas for
library users and staff. Parking needs are based on population served. Convenient on and off
street parking shall be made available for library customers. The minimum number of parking
spaces may be determined by municipal zoning ordinances. Handicapped parking requirements
of the Americans With Disabilities Act must be met.
4. Minnesota provides no absolute numerical standards for public library size. However, a large
community population indicates a need for greater amounts of public service space to provide
for necessary collections and other services. Communities serving larger populations require
libraries with more floor space not only for larger collections, but also for additional seating,
larger program space and greater numbers of computers to access library information
resources.
5. The library must be of adequate size to meet and implement the full range of library services
that are consistent with GRRL's long range plan and the standards within this document.
6. The library will have adequate space for adult, child, and family use, with all materials easily
accessible for library users of all ages. Furniture provided by the municipality must also include
design elements appropriate for children and patrons with disabilities. Furnishings and shelving
purchased by the city must be approved by GRRL. Furnishings and shelving will remain as
property of the city that will bear the responsibility of maintaining the facility and furnishings as
outlined in the branch agreement. All purchased equipment will become the property of GRRL
and must be approved by GRRL who will bear the responsibility of maintaining library operations
as outlined in the GRRL Branch Agreement.
7. The library building and furnishings must meet state and federal requirements for physical
accessibility, including the ADA Accessibility Guidelines for Buildings and Facilities (ADAAG).
8. In compliance with ADAAG, library signage must include directional signs and instructions for
the use of the collection, the catalog, and other library services in print, Braille, alternate
formats and languages other than English, as appropriate.
9. The library facility will support the implementation of current and future technologies.
Installation and repair of code compliant wiring within the facility is a municipal responsibility.
10. The library entrance will be clearly visible and located on the side of the building that most users
approach.
11. Interior lighting levels must comply with standards issued by the Illuminating Engineering
Society of North America.
12. The library facility provides for the return of library materials when the library is closed. After-
hours book deposits must be easily accessible to staff and secure and protect library materials
from weather elements. It is highly recommended that after-hours book deposits store
materials inside the facility. They must also be easily accessible to people with disabilities.
13. The municipality will provide appropriate floor covering throughout the building (carpeting or
other sound absorbing materials).
14. The building will include appropriate ceiling treatments throughout (sound absorbing materials).
15. The building will include appropriate space for heating and cooling equipment, stairways,
janitorial, entryway, and other spaces determined by community needs, service program and
architectural design.
16. Because of additional staffing costs associated with multi-level buildings, all new libraries shall
be constructed on one level of public service space. The space should be as open and as flexible
as possible.
Revised 11.2016 Page 9
17. The building will include adequate heating and air conditioning.
18. The building will include adequate electrical service, conduits and outlets necessary to meet
GRRL's needs.
19. Library space must be utilized only as a library and not as a community meeting room, city hall
or any other purpose. Multi -use facilities are acceptable only if the library area has its own
designated space and is physically separated from other areas of the building with walls and
doors that can be locked and secured by library staff.
20. Library shelving must be standard metal or wood shelving in 3' sections in a variety of heights to
accommodate children's, reference, audio-visual and other collections. All standard shelving
units will be furnished with adjustable shelves.
21. The building must include convenient delivery access: the delivery access must be accessible for
deliveries of library materials from headquarters.
22. The building must include an adequate private work area for staff off -desk tasks and breaks.
B. New Libraries -Access Requirements*
1. Library signage must be provided on main community thoroughfares as well as on the building.
Communities must also provide signage on the facility that includes the GRRL logo.
2. The standard range of library services must be available during every open hour.
3. Library hours must include a mixture of morning, afternoon, evening and weekend hours to
provide as much accessibility as possible for library users.
4. GRRL determines open hours schedules. Library open -hour schedules are arrived at by methods
that may include a survey of the community, as well as an evaluation of library flours of adjacent
library facilities to insure as much access for the public as possible.
5. Libraries must be open a minimum of 20 hours per week, or the minimum number of hours
necessary to qualify for Regional Library Telecommunication Aid.
These requirements are based on the Wisconsin Public Library Space Needs Standards document. They
are also referenced in Minnesota State Library's Accessibility and Construction Grant guidelines.
C. New Libraries - Other General Requirements
Service Area
Library buildings and their primary area of service must be within the following Minnesota counties:
Benton, Morrison, Sherburne, Stearns, Todd, and Wright. The population served must be at least 5,000
based on the community and adjacent townships surrounding the community. The most recent
population statistics from the Office of the State Demographer will be used to determine compliance
with this requirement.
Start-up Costs
Start-up costs for new library facilities are the responsibility of the host city to be provided through local
funds. These costs include but are not limited to:
Library equipment and furnishings — funding for staff and public computers, network equipment, copier,
telephone, Express Checkout machine. Equipment must meet minimum GRRL standards as outlined in
policy to ensure compatibility with existing systems. Basic library equipment and operations costs
Revised 11.2016 Page 10
required: circulation terminals, public access catalogs, public computer stations, cabling, printers, a
copier, book carts and network equipment. Additionally, the costs for software license fees, printing,
maintenance contracts, telecommunications (usually provided by RLTA), and miscellaneous equipment
need to be covered. Considerations for space, wiring and equipment costs for self checkout stations are
strongly recommended for libraries with projected circulation figures over 12,000 items per month.
Projected costs will be calculated as part of a new library proposal and will be based on GRRL libraries of
similar size and population service area.
Opening Day Collection — Funding for a physical collection of a size adequate to meet the size of the
community. Library materials equivalent to 70 percent of capacity based on libraries of comparable size
in GRRL. The opening day collection will consist of 25 percent re -distributed older materials from
existing GRRL collection and 75 percent newly purchased materials. Projected costs will be calculated as
part of a new library proposal and will be based on current GRRL models of collection size and format.
Any other items needed to open the library and meet GRRL specifications as determined by library
administration and the GRRL Board.
Approved Date: 01/08/08
GRRL Library Development Policy
VII. Responsibilities of the Local City Council for Library Operation
1. Provision and maintenance of a building, furniture for staff and public areas, shelving and other
building equipment (including but not limited to circulation desk).
2. Provision and maintenance of heat, air conditioning, light, water and other utilities with the
exception of telephone service. All code compliant wiring is to be provided by the building owner or
the municipality.
3. Janitorial (cleaning) and trash removal services on at least a weekly basis. Larger facilities need more
frequent janitorial services.
4. Maintenance and repair of the building and grounds including raking, lawn mowing and snow
removal in a timely manner.
5. Cities must provide insurance on the building (if city owned) and city owned contents. The city must
also provide liability insurance coverage.
6. Development and interpretation of policies relating to meeting room use (if applicable).
7. Development of a Rules of Behavior Policy enforceable by local law enforcement.
Approved Date: 01/08/08
GRRL Library Development Policy
VIII. Responsibilities of Great River Regional Library
1. Determination, development, and provision of programs and services to be provided with input
from local residents of individual communities.
2. Development and carrying out of all library policies. GRRL maintains uniform service policies for all
libraries. To minimize confusion no individual service policies for particular locations will be
maintained.
Revised 11.2016 Page 11
3. GRRL administrative staff determines hours of service with input from local residents.
4. Collection development: The GRRL staff is responsible for selection of library materials for all GRRL
libraries. All materials purchased for any library are to be ordered through GRRL regardless of the
source of funds. Local citizens are encouraged to make suggestions for collection development and
GRRL staff will evaluate those recommendations utilizing the library's Collection Development
Policy. Gift materials or monetary donations will be accepted under the provisions of GRRL's
Collection Development Policy. Collection maintenance including future purchases and de -
acquisitions (weeding)
5. Personnel administration: GRRL is responsible for the selection, training and employment of all
personnel. The GRRL Board is responsible for maintaining a region -wide compensation schedule and
personnel policy applicable to GRRL employees. All decisions relating to staffing levels, promotion,
demotion, hiring or terminations are the responsibility of the regional library.
6. GRRL will insure all GRRL owned materials and equipment.
7. Miscellaneous services: GRRL provides basic telephone service (except building wiring), networking,
Internet connections and technology services, programming, delivery service, purchase of essential
operating supplies and all other responsibilities not directly associated with the provision and
maintenance of library buildings. Maintenance of GRRL-provided equipment.
8. GRRL will provide automation equipment, software and licenses required to perform assigned GRRL
functions.
9. Computers — GRRL computers are to be used for library purposes only. No software can be added to
any GRRL computer without the authorization of the Associate Director - Information Technology.
Approved Date: 01/08/08
GRRL Library Development Policy
IX. Renovated, Re -located or Expanded Libraries
Local governments must work closely with GRRL when planning for renovation, expansion or relocating
libraries. GRRL administration and/or the GRRL Board must approve all renovation and relocation
projects. The GRRL board shall determine whether GRRL staff and materials will or will not be located in
any building provided by the city. The GRRL board may choose not to provide service in a renovated or
relocated building if it does not meet the needs of the region.
Relocated libraries must meet the criteria established in this document under V. New Libraries, sections
A, B and C.
When existing libraries are renovated or expanded, significantly increased usage is likely. Anticipating
and planning for increased staffing levels at these locations will require ongoing conversation with city
planners. GRRL's budget cycle requires that a budget for the following calendar year be set in July of the
preceding year. Budget planning for additional staff must be completed as part of the GRRL budget
process well in advance of any library's expansion, relocation or renovation.
Approved Date: 01/08/08
Revised 11.2016 Page 12
GRRL Library Development Policy
X. Contracts and Final Agreements
Using the criteria listed above, the following additional steps are required for the establishment of new
libraries.
The GRRL board has the final authority to approve the relocation or establishment of any new library.
New Library Consideration Process
1. City makes an official request by resolution for addition of a new branch location to the GRRL
Board.
Upon GRRL Board approval, GRRL management provides the City and the GRRL Board with a full
analysis of the requirements needed for new branch service, including start-up and ongoing
operational costs.
3. Any city given authority by the GRRL Board to establish a new library shall pass a resolution
committing the funding needed to meet the expenses listed in GRRL policies V. New Libraries
and Vl. Responsibilities of the Local City Council for Branch Operation from city revenues. Other
funding sources may be used to meet these costs, but they must be backed by city resources
under city levy authority. The city presents its proposal to the GRRL Finance Committee for
consideration and recommendation to the full GRRL Board of Trustees.
4. The GRRL Board considers the proposal. Any new branch service ongoing operational costs are
incorporated into future GRRL budgets.
5. A signed contract must be in place prior to the establishment of a new library outlining
responsibilities of GRRL and the city.
Approved Date: 01/08/08
Revised Date: 07/19/16
GRRL Service & Administration Policy
Chapter 3C.1 Branch Facility Non -Compliance Process
The following steps will be followed if a GRRL facility is in need of updates or out of compliance with
GRRL standards:
1. GRRL management and local staff will notify city officials of facility branch agreement non-
compliance issues, such as maintenance needs, wiring requirements, or safety concerns.
2. GRRL management and local staff will work with city officials to develop an action plan to
address identified issues.
3. All notifications and actions will be included in management and building reports to the GRRL
Board of Trustees.
4. If unsatisfactory response from the city, management will share concerns with the GRRL Board
and request approval of next steps for action. These steps will include:
o An identified timeline for improvements based on safety, security and/or other issues.
o Presentation of the city's response to management concerns (if any).
o Proposed level/s of response if GRRL needs/expectations are not met.
Revised 11.2016 Page 13
If issues remain unresolved for an unsatisfactory amount of time, GRRL Board may vote to suspend
services as outlined in the GRRL Branch Agreement.
Approved Date: 7/19/2016
GRRL Public Relations Policy
Chapter 2C. Equipment Donation
GRRL generally does not accept donated equipment. In the event that an exception is made and the
equipment is accepted, the donation must enhance the mission of GRRL. GRRL reserves the right to
decline any equipment donation for any reason. This equipment will be considered the property and full
responsibility of GRRL.
The Associate Director - Information Technology (IT) will determine the suitability of donated equipment
that is operated or maintained by IT.
The Associate Director - IT and/or the Library Executive Director must approve equipment donations and
monetary donations designated for a particular technology purpose in writing prior to the acceptance.
Failure to obtain prior written approval may result in removal of the equipment and/or disciplinary
action for staff.
Equipment donations need to follow standard donation procedures. Equipment that is donated may be
reallocated or disposed at the discretion of the Associate Director - IT.
Approved Date: 3/26/2006
Effective Date: March 2006
Revised Date: 5/11/2010, 03/15/2011, 03/20/2012
Revised 11.2016 Page 14
Exhibit C - FadHly Map
Map of facility space provided by the lease.
Revised 11.2016 Page 15
LIBRARY BRANCH AGREEMENT
THIS AGREEMENT, made and entered into this day of
2004, by and between the City of Elk River
a municipal corporation, hereinafter collectively referred to as "CITY," and Great
River Regional Library, a public regional library system established under
Minnesota Statutes, hereinafter referred to as "GRRL."
WHEREAS, the Elk River City Council, by written action, has
established a branch library of the Great River Regional Library System in the
City of Elk River
NOW, THEREFORE, the parties hereto wish to commit in writing the
terms and conditions under which the CITY, will be affiliated with GRRL, and in
consideration of the premises, the parties do hereby agree as follows.
SERVICES. Throughout the term of this agreement GRRL agrees to
provide basic system services as defined in Minnesota Statute 134.001,
Subdivision 5. These services shall include, but shall not be limited to,
communication among parties, resource sharing, delivery of materials,
reciprocal borrowing, and cooperative reference service. In addition, the
following specific services shall be provided:
A. Determination and development of services to be provided with
input from citizens of the communities.
B. Development and carrying out of all library policies. GRRL
maintains uniform policies for all library services and to minimize
contusion no individual policies for the Elk River location will
be maintained.
C. GRRL administrative staff determines hours of service with input
from local residents.
D. Collection development — the GRRL staff is responsible for
selection of library materials for all GRRL branches. All books,
magazines, cassettes, films, videos or other materials purchased
for any branch are to be ordered through headquarters regardless
of the source of funds. Local citizens are encouraged to make
suggestions for collection development and headquarters staff will
try to follow their advice.
E. Personnel administration: GRRL is responsible for the selection,
training and employment of all branch personnel. The GRRL Board
is responsible for maintaining a region -wide pay schedule and
personnel policy for all GRRL personnel. All decisions relating to
promotion, demotion, hiring or termination are the responsibility of
the regional library.
F. GRRL will insure all building contents, including materials, which
are owned by GRRL-
G,
RRL
G. Miscellaneous services — telephone service, delivery service,
purchase of essential operating supplies and all other
responsibilities not directly associated with the provision and
maintenance of physical facilities.
H. Automation equipment, software and licenses required to perform
assigned GRRL functions.
2. EQUIPMENT AND FURNISHINGS. In connection with the location of a
branch library in the City of Elk River the City of Elk River
will provide appropriate equipment and furnishings for the library. It is the
understanding of the parties hereto that the title to the said equipment and
furnishings will remain with the CITY throughout the term of this
agreement. If during the term of the agreement the equipment and
furnishings shall be deemed to be obsolete or shall need replacing, then
the original furnishings and equipment shall be returned to the City of
Ik Riy for sale or other disposition. In the event that the
equipment provided by the City of Elk River becomes
inadequate for the provision of library service, the CITY shall have ninety
90) days to provide acceptable equipment before this agreement may be
terminated.
3. LIBRARY FACILITY. Throughout the term of this agreement, the City of
E k R'ver will provide a facility to serve as the location of the
GRRL branch library.
All costs associated with operating the building, including, but not limited
to custodial services, utilities, insurance, and building maintenance will be
paid for by the CITY without offset or reimbursement to or from the GRRL
funds or appropriations. The CITY, its employees and agents, will be
allowed to access the said building in order to provide janitorial services
and maintain the building. Janitorial and trash removal services will be
provided on at least a weekly basis. The CITY will make necessary
arrangement to provide for all necessary maintenance and repair of the
buildings and grounds, including raking, lawn mowing and timely snow
removal. The facility should have adequate air conditioning and heating.
r'
4. ADDITIONAL CITY RESPONSIBILITIES. In connection with the
operation of a branch in the City of Elk River , the CITY shall be
responsible for the following:
A. [Development and interpretation of policies related to meeting room
use (if applicable);
B. Support of special programming such as discussion groups,
lectures, art exhibits and children's programming;
C. Support for provision of adequate funding for regional library
service programs with local, state, and federal authority;
D. Development of additional local funding (taxes, gifts, etc.) for
supplementary materials and equipment, and
E. Establishing "Rules of Behavior", satisfactory to GRRL; this will be
enforced by the City or County Law Enforcement. GRRL will, upon
request, provide examples of previously approved behavior codes.
5. FIRE AND EXTENDED COVERAGE INSURANCE. CITY as its sole cost
and expense, shall keep the building and all improvements appurtenant
thereto, and all fixtures and equipment therein, insured for the benefit of
the CITY against loss or damage by fire and against such other risks as
are or shall be customarily covered with respect to buildings similar in
construction, general location, use, and occupancy, including, but not
limited to, windstorm, hail, explosion, vandalism, riot and civil commotion,
damage from vehicles, smoke damage, and such other damage as may
be deemed necessary by the CITY.
6. PERSONAL PROPERTY INSURANCE. GRRL shall maintain insurance
coverage upon all personal property owned by GRRL including library
materials and equipment. The CITY shall maintain insurance coverage
upon all other personal property including that of the CITY or the personal
property of any others kept, stored, displayed (visual arts) or maintained
on the Elk River Library premises against loss or damage by fire,
windstorm, or other casualties for such amounts as GRRL or the CITY
may desire.
7. GIFTS AND ENDOWMENTS. After the execution of this agreement, all
property, except library materials, given, granted, conveyed, donated,
devised, or bequeathed to, or otherwise acquired by the CITY shall vest
in, and be held in the name of the City of Elk River . All library
materials so acquired by the CITY will be handled in accordance with the
3
provisions outlined in the document EXPLANATION OF GRRL GIFT
MATERIAL POLICIES.
8. EMPLOYEES. GRRL will employ such individuals as it deems
appropriate to provide the necessary library services associated with
operating the branch library. The salary, employment schedule and job
description for all employees will be established by GRRL. Any
employees will serve under the terms of the GRRL Personnel Rules and
Policies manual.
9. TERMINATION OF AGREEMENT. This Agreement shall remain in full
force and effect until terminated by either party by 60 day written notice.
Upon termination of this Agreement by either party, the operation of the
branch library will cease. Each party will be responsible for removing its
property from the facility. GRRL will remove its property from the branch
facility within 30 days of the closing of the branch location.
10. NOTICES. All communications and notices required to be given or served
hereunder shall be in writing and shall be deemed to have been duly given
or served if delivered in person or deposited in the United States Mail,
postage prepaid, for mailing by certified or registered mail, return receipt
requested, and addressed to a party to this agreement at the address
hereafter stated:
Director
Great River Regional Library
405 St. Germain
St. Cloud, MN 55301
City Administrator
City of Elk River
11. BINDING EFFECT. This agreement shall be binding on and shall inure to
the benefit of the parties hereto and to their assigns and successors in
interest.
12. AMENDMENT, MODIFICATION, AND WAIVER. No amendment,
modification, or waiver of any condition, provision, or term hereof shall be
valid or of any effect unless made in writing, signed by parties hereto and
specifying with particularity the extent and nature of such amendment,
modification, or waiver. Any waiver by any party of any default of another
party shall not affect or impair any right arising from any subsequent
default.
13. SEVERABLE PROVISIONS. Each provision, section, sentence, clause,
phrase, and work of this agreement is intended to be severable. If any
provision, section, sentence, clause, phrase, or work hereof is illegal or
invalid for any reason whatsoever, such illegality or invalidity shall not
affect the validity of the remainder of the agreement.
CI
14. MINNESOTA LAW. This agreement shall be construed and enforced in
accordance with the laws of the State of Minnesota.
15, ASSIGNMENT. Neither party may assign its interest hereunder without
the express written consent of the other party.
16. ARBITRATION. At the mutual agreement of the parties, any claim or
controversy arising out of or relating to this agreement or the breach
thereof may be settled by arbitration in accordance with the rules of the
American Arbitration Association, and judgment on the award granted by
the arbitrator may be entered in any court having jurisdiction thereof.
This shall not be construed to prevent any party from seeking legal
redress to enforce the provisions of this agreement.
IN WITNESS WHEREOF, the parties have caused this agreement to be
executed the day and year first above written.
CITY OF ELK RIVER
L
Mayo
City Clerk/Administrator
GREAT RIVER REGIONAL LIBRARY
President, Board of Trustees
Library Director
Date
Secretary, Board of Trustees Date
on