4.4. SR 04-03-2017 EOty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 4.4
Agenda Section Meeting Date Prepared by
Consent Aril 3, 2017 Cal Portner, City Administrator
Item Description Reviewed by
Great River Regional Library Master Agreement
Reviewed by
Action Requested
Approve,by motion, the library master agreement with the Great River Regional Library (GRRL).
Background/Discussion
The GRRL board requests the city approve the attached master branch agreement.
Financial Impact
N/A
Attachments
■ Agreement
POWERED 6T
AR
AGREEMENT 2017-04
15.ASSIGNMENT. Neither party may assign its interest hereunder without the express written consent
of the other party.
16.INDEMNIFIC ATION. 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 Clerk
GREAT RIVER REGIONAL LIBRARY
Library Executive Director
President, GRRL Board ofTrustees
Secretary, GRRL Board of Trustees
Revised 11.2016 Page 5
Page 6
Branch:Elk River
Date: 12/16/2016, 1/23/2017, 2/2/2017
Classification:
Stand-Alone
Furniture Item Description Quantity
Rolling desk chairs 17
Table chairs 25
Stand-alone desks or study carrels
Tables - seat up to 6 6
Tables - seat more than 6
End/coffee tables 4
Other readers' seating (non-upholstered)4
Bench
Children's seating 18
Children's tables 3
Moveable desk 1
PAC stand 5
Classification:* Highlight any non-fire-rated items
Upholstered
Furniture Item Description Quantity
Chairs*13
Sofas*1
Rugs 2
Ottoman*1
Other
Classification:
Fixed Furniture Item Description Quantity
Circulation desk 4 station capability, L-shape 1
Work counter Long, L-shape 1
Storage cabinet
Wall-mounted shelving/display - by run 7
Wall- mounted seating teen and kids 2
Wall-mounted wifi desk/counter 1
L-shaped room divider with counter/shelving 1
Other
Classification:
Shelving for
Collection Item Description Quantity
2-sided tall units - runs 107
2-sided medium units - runs 0
Exhibit A – City-Owned Equipment
Page 7
2-sided short units - runs 89
1-sided tall units - runs 5
1-sided medium units - runs 0
1-sided short units - runs 18
Media units - runs 4
Periodical unit - runs 6
Flip bins - runs 8
Specialty shelving DVD spinners 2
Kit stand 1
Other
Classification:
Display Shelving/
Storage Item Description Quantity
Display tower 3
Display stand 1
Enclosed unit - large
Enclosed unit - small 5
Wooden book cart 2
Other
Classification:
Supply Shelving/
Storage Item Description Quantity
Tall Units Metal heavy duty 3
Medium Units
Short Units
Specialty shelving
Other
Classification:
Facility
Equipment Item Description Quantity
Non-GRRL phone 6
Alarm System 1
Refrigerator 1
Stove/oven 1
Fireplace 1
Other
Classification:
Small Equipment Item Description Quantity
Projectors/Screens Digital projector/drop-down screen 1
Book drop Large, drive up and walk up 2
Book truck/cart*3
Page 8
Laptop for projector 1
Microfilm/microfiche reader/printer*1
Rolling laptop desk*1
* F.O.L. bought/owned/operated
Classification:
Other Item Description Quantity
White boards 4
3-tier metal cart 1
Stand up stationary desk/table 1
4-tier metal file cabinet 1
Other
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 e-audio materials are available through the library's website.
Revised 11.2016 Page 9
•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).
In-library
•Book-a-Librarian -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
1 20-23
2 24-40--
3 41-49
4 50 or more
Approved Date: 7/19/2016
GRRL Library Development Policy
V.New Libraries
Borrowers
400-1,300
1,300-4,000
4,000-20,000
20,000 or more
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 10
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 11
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 hours 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 �eneral 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 12
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 13
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, Band 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 14
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.
2.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 est ablish a new library shall pass a resolution
committing the funding needed to meet the expenses listed in GRRL policies V. New Libraries
and VI. 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 15
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 16
Exhibit C -Facility Map
Revised 11.2016 Page 17