GRRL Administration Policies

Introduction
Chapter 1. Cooperation for Development of Public Library Service
Chapter 2. Organization
Chapter 3. Community Relations
Chapter 4. Service
Chapter 5. Data Practices
Chapter 6. Conflict Of Interest


Introduction

Administration Policies have been prepared as guidelines to the operation of the library within the structure of its mission to the communities we serve. These policies shall be subject to review. Procedural interpretation and implementation shall be at the discretion of the Executive Director.

  1. The library shall assemble, organize, preserve and make easily available library materials in accordance with the Collection Development Policy adopted by this Board.
  2. The staff will promote the resources and services of the library to encourage use by our patrons.
  3. To this end, the library staff shall be expected to know the resources of Great River Regional Library and the availability of resources of other libraries in the area.

The term “library” used throughout this policy is meant to convey all Great River Regional Library locations.

Approved Date: prior to 11/2010
Effective Date:
Revised Date: 03/19/19

Administration Policies: Cooperation for Development of Public Library Service

Chapter 1. Cooperation for Development of Public Library Service

To develop and increase effective library service and to strengthen resources, the library shall cooperate with and take advantage of the services offered by the Minnesota Department of Education State Library Services. The development of maximum effective library service shall be promoted through cooperation with other libraries and institutions in the area and state, through membership in the Central Minnesota Library Exchange (CMLE), and through participation in Council of Regional Public Library Administrators (CRPSLA), MINITEX Library Information Network and Minnesota Library Information Network (MNLINK). The library shall maintain institutional memberships in the American Library Association and the Minnesota Library Association.

Recognizing the advantage to the citizens of the community, the library will participate in such cooperative services as reciprocal book return, interlibrary loans, library delivery and such other services as may be economically feasible and efficient. Generally, the library shall not duplicate special services being furnished to agencies or individuals in the community by another library system, but will promote and advertise the availability of these services.

There is an inter-relationship between libraries of all types, and services may overlap between public and non-public libraries. In order to expand access and services and to seek more efficient methods of operation, GRRL will seek collaborative relationships with academic, school and other libraries.

The public library complements and supplements school libraries and media centers but carries the broader responsibility to the total community. Whenever possible, GRRL will make an effort to supplement the curriculum of local schools and develop complementary services.

Approved Date: prior to 11/2010
Effective Date:
Revised Date: 03/19/19

Administration Policies: Organization

Chapter 2. Organization

2A. Organizational Documents

2A.1 2022-2025 GRRL Strategic Plan

2A.2 Signatory Agreement

2A.3 Library Branch Agreement

2A.3A Branch Facility Non-Compliance Process

2B. Library Development

2B.1 GRRL Library Development Plan [document]

2C. Organization - Facilities

The Great River Regional Library shall provide comprehensive library resources and services for the communities we serve.

Centralized services and administration, including accounting, human resources, communications, fund development, information technology and collection development, is housed within the regional headquarters in St. Cloud.

In addition to housing the administrative functions, the St. Cloud Public Library will hold a strong reference resource for the community with a broad range of materials, electronic and traditional, both circulating and non-circulating, for adults and children, consistent with the standards of GRRL Collection Development Policy.

All libraries shall provide library service to their communities and neighborhoods which reflects those community interests. This service should include: maintaining popular circulating and general reference collections; providing quick reference and information; access to electronic resources; providing access to resources; and planning and conducting programs.

Approved Date:
Effective Date:
Revised Date: 05/11/10, 03/19/19

2D. Organization - Staff

The library staff is committed to providing excellent patron service, following the library’s patron service standards and creating good rapport with the community. They shall be alert to recent developments in librarianship and new avenues of service. Staff may be called upon to interpret the rules and regulations of the library. The services available shall be limited only by the creative imagination of the staff and the funds available. Programs are offered that are of interest to our patrons and to the communities we serve. Often, staff, because of their training or personal expertise, will provide programs to children, young adults and adults. Often, staff create the concept and arrange for outside speakers or presenters. The staff shall maintain communication with other staff members, colleagues within the area and with community sources of information and development.

Approved Date:
Effective Date:
Revised Date: 05/11/10, 03/19/19

2022-2025 GRRL Strategic Plan

OVERVIEW

For over 50 years, the residents of Benton, Morrison, Sherburne, Stearns, Todd and Wright have looked to Great River Regional Library for excellent and efficient public library services.

Our new long-range plan outlines how we will improve and enhance the lives of our residents and users. We aim to be the place where people in our communities can find and use trusted information they need to thrive.

MISSION & VISION

Mission: Explore, Learn, Connect.
Vision: The Neighborhood Gateway: Inspiring Central Minnesota to shape the future through exploration, knowledge and connection.
Theory of Change: People in our communities can find and use trusted information they need to thrive.

CORE VALUES

Core Values: Great River Regional Library is a PATRON CENTERED organization, and we express this commitment through three Core Values:

  1. EXCEPTIONAL SERVICE

    • We are an empowered, knowledgeable staff.
    • We speak and act with honesty and integrity.
    • We operate with respect for all, and appreciate our opportunity to serve.
    • We provide free and equal access to information.
  2. FORWARD THINKING

    • We challenge ourselves to always do better.
    • We explore innovation and new ideas.
    • We are responsive to a changing world, and will build on past success.
    • We promote lifelong learning.
    • We anticipate future service needs.
  3. COMMUNITY FOCUS

    • We build trust with one another, and operate as a team.
    • We communicate openly.
    • We create partnerships throughout the communities that we serve, to promote our libraries and services.
    • We are inclusive, and embrace diversity.

STRATEGIC PRIORITIES

Strategic Priority: Literacy

Our communities develop a strong culture of literacy.

Goal 1: Provide services to advance users’ literacy skills.

  1. Objective 1: Increase regularly offered virtual regional programs in areas identified in Edge benchmarks:
    • How to use online government resources.
    • Job search, workforce skills or professional certification.
    • Using online health and wellness resources, including electronic health care.
    • Small business development and entrepreneurship.
    • Using or navigating online educational content resources.
    • How to become a citizen.
  2. Objective 2: Expand the eBook, eAudiobook and database collection.
  3. Objective 3: Enhance the physical collection of library materials.

Strategic Priority: Access

All users feel welcome at the library and can easily access library services.

Goal 1: Expand efforts to make the library more welcoming and easier to access.

  1. Objective 1: Eliminate late fees on all library materials to remove a major barrier to access.
  2. Objective 2: Increase display of library materials to represent a wide range of experiences and viewpoints at all libraries.
  3. Objective 3: Have programs and services for patrons with special needs.
  4. Objective 4: Maximize accessibility of digital tools and library website.

Strategic Priority: Library Awareness

Community members view the library as a trusted institution in which to meet and exchange views.

Goal 1: Expand awareness of the library’s role in the community.

  1. Objective 1: Increase targeted advertising to reach a wider audience.
  2. Objective 2: Increase awareness of digital tools.
  3. Objective 3: Increase the information about diversity, equity and inclusion efforts with the GRRL Board.
  4. Objective 4: Build GRRL’s culture of philanthropy.

Goal 2: Develop partnerships and collaboration with community organizations.

  1. Objective 1: Maximize partnerships with community organizations that serve those unable to come to the library in person.
  2. Objective 2: Increase collaboration with community organizations to offer resources and provide training and skill building.
  3. Objective 3: Increase presentations about library services to share information and gather feedback.
  4. Objective 4: Increase donor support of the library.

Strategic Priority: Operational Excellence

We use resources effectively and anticipate future needs.

Goal 1: Enhance efforts to offer effective and welcoming library service.

  1. Objective 1: Increase training to support access and awareness.
  2. Objective 2: Improve recruitment processes and job descriptions.
  3. Objective 3: Have a formal assessment process for library programs and services.
  4. Objective 4: Continue efforts to address diversity, equity & inclusion in the library.
  5. Objective 5: Maximize library financial investment options.

Goal 2: Provide up-to-date library technology.

  1. Objective 1: Have a formal library technology management plan, and make it available for all staff to consult.
  2. Objective 2: Have a formal network security practices document for timely application of updates and patches.

GRRL Signatory Agreement

GREAT RIVER REGIONAL LIBRARY AGREEMENT

[Download PDF of Agreement with signatures]

(Approved by GRRL Board of Trustees, April 9, 1985)
(Revised May 14 & July 16, 1985)
(Revised October 10, 1989)
(Revised March 16, 1993)
(Revised May 6, 1994)
(Revised December 31, 1996)
(Revised July 10, 2001)
(Revised January 10, 2006)

(Amended August 19, 2015)
 

WHEREAS, we the undersigned have each officially acted to establish public library service in our respective counties and provided for the financial support for such service; and

WHEREAS, it is the mutual desire to strengthen and improve public library service for said counties; and

WHEREAS, it appears advantageous to accomplish this in a practical and economical manner through the operation of the public library services in said counties jointly; and

WHEREAS, legal authority for the joint operation of such public library services is provided for in Minnesota Statutes Section 134.11, 134.12, 134.20 and 471.59.

NOW THEREFORE, we the undersigned, the County of Benton, the County of Morrison, the County of Sherburne, the County of Stearns, the County of Todd, and the County of Wright, all municipal corporations organized under the laws of the State of Minnesota pursuant to the Constitutions and Laws of the State of Minnesota, do hereby enter into the following Agreement with the full intent of establishing, strengthening and improving public library services in all the areas to which we are responsible.

1. PURPOSE

1.1 It is the purpose of this Agreement to establish, strengthen and improve public library services in said counties by operating a regional public library system, and combining its operations with such existing public libraries as may wish to join.

1.2 It is the purpose of this Agreement to continue library service to the counties of Benton, Morrison, Sherburne, Stearns, Todd and Wright, and such other municipalities located within the established geographical area as may wish to join.

1.3 It is the purpose of this Agreement to provide library services to all residents of that part of the geographical territory in which any member levies a tax for library purposes to the services of the library.

The governing board and its personnel hired to administer and operate the public library service herein provided for, shall be responsible to see that all areas receive their full and due share of attention and service.

2. THE GOVERNING BOARD

The Library shall be governed by a board of trustees, consisting of fifteen (15) trustees which shall have all the powers and duties of county library boards as provided in the Minnesota Statutes, Section 134.20 and shall be constituted as follows:

2.1 Trustees shall be appointed by the governing boards of the parties to this Agreement. The seats shall be distributed on the basis of budget shares except that no signatory shall have less than one seat.

2.2 Any trustee appointed by a party shall reside for voter qualification purposes within that part of the geographical territory of such party in which such party levies a tax to provide its contribution to the general operating fund of the Library.

2.3 No more than one trustee appointed by each party shall be a member of the governing body of such party.

2.4 Any party with two or fewer trustees is allowed to have an official alternate who, in the absence of the official delegate, may be seated and have the right to vote. This alternate will be paid per diem by GRRL when voting.

2.5 Terms of Trustees

2.51 The expiration dates of the terms of trustees serving on the board at the time of the adoption of this Agreement shall remain in force.

2.52 The terms of the trustees shall be three years and shall end with the calendar year, provided always, however, that each trustee shall hold office until the successor is appointed.

A trustee may serve a total of three three-year terms (no more than nine years total).

A trustee who has served nine years may be reappointed after a one year lapse of membership.

2.6 Termination of Trustee's Term

A trustee's term shall terminate immediately in the event such member:
Resigns as trustee; or

Is removed by the appointing authority for misconduct or neglect; or

Ceases to reside for voter qualification purposes within that part of the geographical territory of the party who appointed him or her in which such party levies a tax to provide its contribution to the general operating fund of the Library.

Resignation shall be effective upon delivery in writing to the president of the board and the governing body of the appointing party. The governing body of a party may remove a trustee appointed by such party for misconduct or neglect. Trustees who are appointed by virtue of their elected office may be replaced if not re-elected.

2.7 Vacancies

Vacancies on the board shall be reported to the governing body of the party whose appointed trustee has left office and shall be filled for the unexpired term.

2.8 Officers of the Board

The officers of the board shall be a president, a vice president, a secretary, and a treasurer.

Officers shall be elected at each annual meeting of the board. Each officer shall hold office until the next annual meeting of the board or until the successor is elected and qualifies or until he/she resigns as officer or ceases to be a trustee, except that any officer may be removed at any time, with cause, by the affirmative vote of a majority of the entire board.

2.9 Board Organization

The annual meeting of the board shall be held in January of each year at the time and place designated by the board. The board shall adopt such by-laws and policies for the governance of the Library as may be expedient and in accordance with the law. Except as otherwise specifically provided in other provisions of this Agreement a majority of the trustees shall constitute a quorum for the transaction of business.

The President may appoint committees as needed.

3. FUNDING

3.1 The Library shall operate on a calendar year basis, and a budget shall be prepared and adopted by the board for each calendar year by a vote of not less than two-thirds plus one of the voting members present, copies of which shall be filed by the board with the county auditor of each participating county.  Failure to pass a budget prior to August 1 of the preceding year for which the budget is being established shall mean that the budget will be the same for the next year.

3.2 The amount of the annual contribution to the general operating fund of the Library by each party for each year shall be determined as follows:

3.21 The library board shall present an annual operating budget for each year to the governing body of each party prior to August 1 of the preceding year.

3.22 Such annual budget shall state the total contribution to be made to the general operating fund of the Library for such year.

3.23 The contribution of each party to the general operating fund of the Library for each year shall be determined as follows:

3.231 The minimum contribution of any party to the general operating fund of the Library shall be the amount necessary for participation in state and federal grant programs.

3.232 The contribution of any party not falling within the minimum contribution requirements as set out in 3.321 above, shall be calculated as follows:

a) The general operating fund of the Library shall be reduced by the minimum contribution made by any party whose contribution is calculated under section 3.231 above.

(b) The resulting remainder of the general operating fund shall be assessed to each remaining party with one-third of required funding assessed on a per capita basis, one-third of the required funding assessed on a net tax capacity basis and one-third of required funding assessed on the basis of percentage of total system patron registration.
All residents and property of non-participating municipalities shall be excluded from any formula calculations. For all purposes relevant to population, the population shall be determined by the most recent published estimates provided by the Minnesota State Demographer's Office. For all purposes relevant to net tax capacity, the net tax capacity shall be determined by the most recent figures determined by the Minnesota State Department of Revenue. For all purposes relevant to system patron registration, registered borrowers shall be determined by the figures from January 1st of the current year.

(c) For purposes of setting the contribution of each party for the 1995 GRRL Operating and Capital Budgets, the formula shall be as specified as in Section 3.232 (b) except that four-ninths shall be assessed on a per capita basis, one-ninth on a net tax capacity basis and four-ninths on the basis of system patron registration. For purposes of setting the contribution of each party for the 1996 GRRL Operating and Capital Budgets, the formula shall be as specified as in Section 3.232 (b) except that seven-eighteenths shall be assessed on a per capita basis, four-eighteenths on a net tax capacity basis and seven-eighteenths on the basis of system patron registration.
The formula for setting the contribution of each party in Section 3.232 (c) shall expire on January 1, 1997 and shall revert to the method as specified in Section 3.232 (b).

3.24 Each party's contributions to the operating fund of the Library shall be made in quarterly installments on or before January 2, April 1, July 1 and October 1, for each calendar year.

3.25 The parties shall agree to meet whatever requirements are established in statute and rules for participation in state and federal grant programs.

4. DISBURSEMENT OF FUNDS

4.1 The treasurer shall receive and be custodian of all money belonging to the Library from whatever source derived. The treasurer shall be the custodian of all bonds belonging to the Library.

The board may at its annual meeting delegate such custodial duties to the Finance Manager. That person shall be responsible for investments, maintaining cash receipts and disbursements, and preparing financial statements.

4.2 The Finance Manager shall present comprehensive monthly financial and budget reports to the board.

The board shall have a comprehensive audit of the account of the Library made annually. Such audits shall be made by a certified public accountant and the report of such audits shall be rendered to the board and copies of such report shall be filed with the county auditor of each participating county.

4.3 The library board may, by resolution, adopt rules and regulations concerning accounting methods and disbursement of funds, not inconsistent herewith.

5. NEW MEMBERS

Any eligible municipality or governmental entity may join Great River Regional Library, with the approval of the board of trustees, upon accepting all the terms and conditions of the Agreement. The board of trustees shall establish such special provisions as are appropriate for integration of the new participating unit into its services and budget. New members must agree to a three-year commitment of membership.

6. TERMINATION

6.1 Voluntary Termination

A party may withdraw from the Library as follows:

(a) A party may withdraw by giving written notice of its withdrawal to all other parties and to the director, or acting director, of the Library, said notice of withdrawal to be delivered before the start of a calendar year with said withdrawal to take effect at the end of such calendar year.

(b) Upon delivery of such notice, trustees who are appointees of such party shall no longer vote on any matter which shall relate to the operation or maintenance of the Library from and after the effective date of such withdrawal. Such trustees shall not be counted in the quorum for voting on any matters effective after the date of such withdrawal.

(c) If the Library terminated on or sooner than the end of such final year, said party shall share in the distribution of the assets of the Library in accordance with the following provisions on termination.

(d) If Section 6.3 below does not apply, then following the withdrawal of said party at the end of such final year, said party shall be entitled to receive the following full satisfaction of any rights it has as a party to this Agreement.

(1) If said party has one or more facilities which have operated as a party of the Library during such final year and it is the intent of said party to continue to operate such facilities as public libraries, the library shall transfer to said party a collection of books and other library materials which is representative of the kind of collection which such facilities have had on hand during such final year in an amount equal to the parties' capital account for library materials. This transfer of assets to said party shall be subject to a claim of a portion of such assets by the Minnesota Department of Children, Families and Learning as a revision of state and federal grants arising on the withdrawal of said party. The Library shall retain title to such collections until it receives a release from the Minnesota Department of Children, Families and Learning in respect to its revision claim.

(2) All furniture and other tangible personal property (other than books and other library materials) which were originally owned by such party (or any political subdivision within the geographical territory of such said party) or which was directly paid for by such party other than through its contribution to the general revenue fund of the Library shall be transferred from the Library to such party.

6.2 Re-joining the Regional Library

A party which has withdrawn from the Library may seek to again become a party to this Agreement, but it may not do so unless all of the then parties to this Agreement agree in writing to the amendment of this Agreement to allow for the re-entry of such former party and to provide the terms and conditions upon which such former party may re-enter this Agreement as a party. One of the conditions which may apply to such former party's re-entry as a party to this Agreement may be that such party pay a re-entry fee to the Library to assist the Library in the development of its materials collection. The amount of this fee, if any, shall be determined by all of the then parties to this Agreement and it shall be in such amount as the then members deem appropriate. Members who re-join must agree to a three-year commitment of membership.

6.3 Total Termination

The Library shall continue until termination by mutual consent of the parties. Any party which has delivered written notice of its withdrawal as provided in Section 6.1, subdivision (1) shall be deemed to have consented to termination for purposes of the preceding sentence. Upon the termination of the Library, the assets of the Library shall be distributed or applied in the following order:

(a) Payment of Library debts;
(b) Delivery to each party of a collection of library materials equal to the amount of its capital accounts;
(c) Distribution of the balance of assets in proportion to each party's total contribution to the general revenue fund of the Library from the commencement of the Library to its termination.

The board shall appoint a committee to make a distribution of the assets of the Library and such committee may make such distribution wholly or partly in kind by allotting and transferring specific assets as a part of a whole of any one distributive payment or share at current values.

6.4 Capital Shares

Upon entering this Agreement, each party agrees to contribute to the Library its collection of library materials owned by it and devoted to use for library purposes. If a party to this Agreement has formerly been a party of the Great River Regional Library, the initial valuation of its collection of library materials shall be carried forward to this Agreement. The 1969 capital account or the capital account on the date of initial membership of each party, whichever date is later, is as follows:

Benton County $.00
Morrison County $9,585.00
Sherburne County $17,081.00
Stearns County $149,945.00
Todd County $.00
Wright County $35,512.00
St. Cloud $268,599.00

At the conclusion of the annual accounting, the parties' capital accounts shall be adjusted as follows:

(a) Increased by the percentage of the annual increase in the Library's collection of library materials which corresponds to that party's contribution to the annual Library budget; and,

(b) Decreased by the percentage of any decreases in the Library's collection of library materials caused by theft, loss, destruction or removal from circulation which corresponds to that party's contribution to the annual Library budget.

(c) Increased by the stated or appraised value of any gift of library materials exceeding $300 to a library located within the geographical territory of a party herein. Notwithstanding the language above, any such donation shall remain part of the permanent collection of that library, subject to circulation as permitted by the Rules and Regulations of the Library. In the event of withdrawal from the Library or termination of the Library system, such gifts shall be first applied to reduce the party's capital share.

Each party shall retain title to all other assets, including equipment, building and fixtures, that it had at the time of joining in this Agreement or any prior agreement respecting the Great River Regional Library system. In the event of withdrawal from the Library or termination of the Library system, all assets owned by a party shall continue to be their property.

Any non-collection assets owned by the Library at the time of this Agreement, or acquired thereafter, shall be and remain the property of the Library. The capital accounts of the parties shall not be adjusted to reflect the increase or decrease in the amount of such assets. Any such property owned by the Library shall be distributed to the parties only upon the total termination of the Library as provided in paragraph 6.3.

7. OTHER

7.1 Agreements with Other Bodies

The library board shall have authority to enter into agreements with other libraries or regional library systems or with other agencies or providers of library services as will in its opinion provide for efficient and economical library services in areas served by the Great River Regional Library.

7.2 Any amendment to the Agreement shall require the concurrence of at least all but two (2) of the parties to this Agreement at the time the proposed amendment is voted on with the following exception. Amendments to Article 3 will require unanimous consent.

7.3 The effective date of this Agreement shall be upon ratification provided, however, that 2.1 shall become effective on the next January 1st following ratification.

7.4 Default

In the event any party to this Agreement is in default under the terms of this Agreement, including but not limited to a failure to make payments when due, the library board may, in addition to any other remedies available to it, bring an action for specific performance to compel the performance by the defaulting party of its obligations according to this Agreement. In the event the library board brings an action to enforce any provision of this Agreement and prevails, it shall be entitled to all its costs, disbursements and attorney's fees incurred as a result of said action.

If any party fails or refuses to contribute its allocated share of required funds, when and as the funds are required as herein set forth, time being of the essence of this requirement, the defaulting party may not exercise its voting rights pursuant to this Agreement while they are in default. If a member is more than (30) days in default, a penalty fee may be assessed. The penalty fee shall be a percentage of the amount due calculated at the treasury bill discount rate in effect on the 30th day of default. If any party is in default for a period of six (6) months, the library board may vote to terminate the defaulting party's membership in the Library. Such termination shall be treated as a voluntary termination of the defaulting party as of the date the payment was due.

 

BENTON COUNTY STEARNS COUNTY
By _____________________________ By _____________________________
Chairperson Chairperson
By _____________________________ By _____________________________
Auditor Auditor
   
MORRISON COUNTY TODD COUNTY
By _____________________________ By _____________________________
Chairperson Chairperson
By _____________________________ By _____________________________
Auditor Auditor
   
SHERBURNE COUNTY WRIGHT COUNTY
By _____________________________ By _____________________________
Chairperson Chairperson
By _____________________________ By _____________________________
Auditor Auditor

GRRL Library Branch Agreement

[Download A PDF Of This Agreement]

THIS AGREEMENT, made and entered into this ________day of ______________, _______, by and between the City of ________________, 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 _______________ City Council, by written action, has established a branch library of the Great River Regional Library System in the City of _______________.

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.

1. 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:

  1. Determination and development of services to be provided with input from citizens of the communities.
     
  2. 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 _____________ location will be maintained.
     
  3. 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.
     
  4. 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.
     
  5. 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.
     
  6. GRRL will insure all building contents, including materials, which are owned by GRRL.
     
  7. 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.
     
  8. 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.
     
  9. 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 ______________, the City of _____________ 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 _______________ for sale or other disposition. In the event that the equipment provided by the City of _______________ 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.

3. LIBRARY FACILITY. Throughout the term of this agreement, the City of _______________ will provide a facility to serve as the location of the GRRL branch library based on the standards as outlined in GRRL policy 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.
     

4. ADDITIONAL CITY RESPONSIBILITIES. In connection with the operation of a branch in the City of ________________, the CITY shall be responsible for the following:

  1. 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;
     
  2. Development and interpretation of policies related to meeting room use (if applicable);
     
  3. Support of special programming by providing space for discussion groups, lectures, art exhibits and children’s programming, etc.;
     
  4. Support for provision of adequate funding for regional library service programs with local, state, and federal authority;
     
  5. Development of additional local funding (taxes, gifts, etc.) for supplementary equipment and facilities; and
     
  6. 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.
     
  7. 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 _____________. 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.

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:

  1. Allow GRRL staff and Internet service provider to remove all telecommunications equipment owned by GRRL but located on site.
     
  2. 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 ___________________
1300 W St. Germain Street
St. Cloud, MN 56301

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.

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 _______________________

 

_______________________________
Mayor

_______________________________
City Administrator or City Clerk

 

GREAT RIVER REGIONAL LIBRARY

 

__________________________
Library Executive Director

_______________________________
President, GRRL Board of Trustees

_______________________________
Secretary, GRRL Board of Trustees

Revised 11.2016

To view Exhibits, please download a PDF of this agreement

GRRL 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:
    • An identified timeline for improvements based on safety, security and/or other issues.
    • Presentation of the city's response to management concerns (if any).
    • Proposed level/s of response if GRRL needs/expectations are not met.

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: 07/19/16
Effective Date:
Revised Date: 03/19/19

GRRL Library Development

Introduction

The GRRL Board determines whether and when new libraries will be added to the regional service area. The board also works collaboratively with GRRL administration and local city government to determine if the location of the library is best suited to meet the public service needs of the community. The GRRL Board utilizes the guidelines, standards and measurements within this document to determine where libraries are located to best suit the needs of the region's library users. The priorities established within this policy are to be reviewed every three years to determine if the conclusions incorporated into this policy remain accurate.

Approved Date: 01/08/08
Effective Date:
Revised Date:

2B.1 GRRL Library Development Plan (document)

2B.2 Evaluation Criteria for New Libraries

A. Population

GRRL will place a high priority on developing and/or increasing access to existing libraries (providing additional open hours) in areas that serve the greatest number of people, have the greatest population densities, and have the largest potential for population growth. State demographer's data will be used. However, GRRL will also place a high priority on providing additional open hours in rural areas where access to services is limited by libraries open fewer than 35 hours per week.

B. Open Hours at Adjacent Libraries

GRRL will place a high priority on providing additional open hours in current libraries in order to meet the library needs of adjacent communities. GRRL will also place a high priority on developing open hours schedules that are complementary to other libraries in geographic proximity in order to provide more access to libraries in a particular area.

C. Drive Time

GRRL will place a high priority on library development in communities more than 15 minutes of drive time from another GRRL library. An exception may be made if a community within that limit commits to building a library significantly larger than those already existing in the area, or in the judgment of GRRL administration and library board will serve a regional need at a reasonable cost to GRRL.

D. Public Service Staff Per Library Open Hours

GRRL will place a high priority on providing additional public service staff in geographic areas served by libraries with staffing levels significantly less than other areas of the region. Staffing solutions may include providing additional staff in existing libraries as well as providing an additional facility in the geographic area.

E. Collection Per Capita

GRRL will place a high priority on providing additional library materials in geographic areas served by libraries with collections per capita significantly less than others. Collection development solutions may include encouraging communities to expand, renovate, or provide new facilities that meet the needs of the geographic area. Another option is providing an additional library in the area.

F. Demographic Trends

GRRL will monitor and evaluate demographic trends in all parts of the region to better serve its customers. Such data may include but not be limited to, age, income, family size, immigration trends, and poverty data.

Approved Date: 01/08/08
Effective Date:
Revised Date:

2B.3 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.
  • 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
    • Arts & Cultural Heritage Programs (grant dependent)
    • Summer Reading Program
    • 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

Minimum annual program levels

1

20-23

400-1,300

25

2

24-40

1,300-4,000

30

3

41-49

4,000-20,000

40

4

50 or more

20,000 or more

200

Approved Date: 07/19/16
Effective Date:
Revised Date:

2B.4 Alternative Services

Great River Regional Library system has focused resources to deliver the highest quality patron experience in 32 libraries across six counties. These existing libraries are located within 15 minutes driving distance to the majority of the residents in the area.

Access to library services is a GRRL Strategic Plan Service Priority. Enhanced library service is desired by some communities without libraries within the service area. The alternative services identified in the Appendices are those that could most feasibly be offered within the constraints of the existing service model.

Expansion of any library service depends on the regional cost to add the service and/or local funds to support the service long-term. A community needs to demonstrate a desire for this type of service. Methods to determine resident interest would include a survey of residents and current GRRL library usage. Additionally, financial and political support from the community are essential. Any facilities or service points require approval of library administration and the GRRL Board. The facility or service point needs to meet GRRL requirements and be maintained as long as the service was delivered.

If a community wants to add library service using one of the described alternative services, priority would be given to those with underserved communities as demonstrated by:

  • Local literacy rates
  • Percentage of registered borrowers
  • Access to public transportation
  • Number of homebound residents

Other considerations include overall population size, proximity to existing library services, and traffic patterns. Addition of an alternative service model requires a service agreement outlining the responsibilities for GRRL and the community or organization and includes criteria for adding or discontinuing services. The approval process would follow the New Library Consideration Process.

Models of GRRL alternative services available for consideration include  Deposit Collections, Community Mini-Library, Mail-A-Book, GRRL2GO, Local Book Return, and Bibliotecha Open+ which are described in detail in the Appendices.

Approved Date: 07/19/16
Effective Date:
Revised Date: 11/19/19

2B.5 New Libraries

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.
  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.
  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 (RLTA).

* 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 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
Effective Date:
Revised Date: 03/20/12, 07/19/16

2B.6 Staffing Requirements

Library supervision and staffing levels are determined by the library's size, area population served, open hours, and potential population and business growth.

Any new library established in the region requires staff additions not only at the new library, but also at regional headquarters to meet increased demands for centrally provided information, materials and services.

A. Library Staff

The GRRL Board initially sets and approves the number and level of staff at each new library.

All new libraries must be staffed to meet the staffing guidelines and criteria approved by the GRRL Board of Trustees. Estimated staffing and open hours will be based on comparisons with other libraries serving similar populations.

B. Central Staff

Each new library requires support from headquarters staff in a number of areas. This section attempts to show where additional support is needed and at what level when a library is added.

Patron Services Librarian½ hour per week
Responsible for locating information to answer subject requests from branch customers. Provides Ask-a-Librarian and virtual reference services.

Collection Development Staff: Librarian – ½ hour, Clerk – ½ hour
Responds to direct calls from libraries for information or specific materials. Participates in selection, weeding and other collection development activities. Process additional patron title requests. Additional time to select materials for an Opening Day collection is also required.

Driver/Delivery: To Be Determined
The number of hours necessary will be determined by the location of the library. A new library location may add as few as 10 minutes to as much as 40 minutes to the total delivery drive time.

Technical Services Staff: Technical Services Assistant – 1 hour, Technical Services Clerk – 1 hour, and Technical Services Aide – 1 hour per week.
Processes materials purchased for new libraries; periodicals and supplies.

Temporary hours for Technical Services Assistant, Technical Services Clerk, and Technical Services Aide to catalog and process the new library materials for the new library: 100 hours Technical Services Assistant, 100 hours Technical Services Clerk, and 100 hours Technical Services Aide.

Collection Development Assistant – 1 hour per week
To manage collection reports for the new location and associated collection related tasks.

Community Relations: Communications & Development Assistant – 1 hour per week
Miscellaneous tasks associated with library communications including typesetting, laminating, copying and filing.

Patron Services Staff: Library Associate – ½ hour per week
Assists in developing regional programming including Summer Reading Program and storytelling kits.

Information Technology Staff: Computer Support Technician – 3 hours per week
Assists in trouble-shooting all software and hardware problems. Installs computers. Upgrades software programs. Installs new peripherals. Provides network maintenance.

Distribution Aide – 2 hours per week
Assists in processing holds for libraries and distribution of new library materials.

Circulation Aide – 1 hour per week
Searches for holds on St. Cloud Public Library shelves.

Administrative Staff: Accounting Specialist – 1 hour per week
Payroll and cash reporting.

Human Resources: HR Generalist – 1 hour per week
Additional training needs.

Approved Date: 01/08/08
Effective Date:
Revised Date: 03/15/11, 07/19/16, 11/19/19

2B.7 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
Effective Date:
Revised Date:

2B.8 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.
  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
Effective Date:
Revised Date: 03/20/12, 07/19/16

2B.9 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
Effective Date:
Revised Date:

2B.10 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 establish 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
Effective Date:
Revised Date: 07/19/16

2B.11 Criteria for Reducing or Discontinuing Library Services

If it becomes necessary to reduce levels of service provided in the region, the following criteria will be used to evaluate where potential cuts to library services may be made.

  • If possible, preference will be given to reductions in staff hours throughout the region prior to the closure of any library.
  • Circulation - GRRL will evaluate circulation counts in the community in relation to number of residents served. Significant decreases in usage over time may result in the discontinuation or reduction of services.
  • Numbers of users - Registered borrower and checkout session information will be evaluated regularly. Significant decreases in either number over time may result in the discontinuation or reduction of services. Population in general may also be used as an evaluation factor.
  • Staffing or budget limitations - GRRL reserves the right to discontinue such services if funding for staff, library materials, technology, delivery services and equipment are no longer available to provide for it.
  • Local support - The commitment and ability of the city to provide and maintain an adequate library building will be a factor in the decision to close a library or reduce services. Local support factors can include:
    1. Adequate budget to clean the library building on a regular basis.
    2. Prompt repair and maintenance of the building when needed.
    3. A record of local commitment to expand the library building if growth in services warrants.
    4. A record of meeting shelving and furniture needs.
    5. Prompt maintenance of grounds during and after snow.
    6. Adequate and prompt maintenance of outside grounds during the summer.
  • Size of the library building - Inadequate size of the library building may be a factor in determining if a library will be closed or services reduced.
  • Location - Driving time to other libraries will be a factor in determining if a library will be closed or services reduced.
  • Program attendance - The number of people attending library programs will be a factor in determining whether a library will be closed or services reduced.
  • No library may be reduced below 20 open hours per week due to RLTA requirements.

Approved Date: 01/08/08
Effective Date:
Revised Date: 11/19/19

 

Appendix 1

Consolidated or Joint Use School/Academic Library Media Center/Public Library

GRRL materials and services provided within school/academic settings. GRRL does not currently offer such services. GRRL would follow guidelines established in Jointly Operated School and Public Library Services in the Same Location: Co-Location: a guide to community based library services, a document published in May 2000 by the staff of Library Development and Services.

Criteria for Establishment
  • GRRL will consider establishing such services in communities not served by a GRRL branch library.
  • Population: GRRL will consider establishing such services in communities serving 5,000 or more people.
  • GRRL will consider establishing such services in communities not served by a community outreach service.
  • The library must be more than 15 minutes from an existing library.
  • Location: must be convenient to the general public
  • Hours: hours of operation must be convenient to the general public. The public must have access to the media center/library during hours of operation similar to other GRRL branch libraries in like communities, not just during school hours.
  • Delivery: convenient and secure delivery access must be provided
  • Training: costs for staff training related to school or academic operations, equipment and automated services will be the responsibility of the school.
  • Most school/academic and public library materials must be accessible for checkout to the general public except general reference items that do not circulate.
  • Equipment: Funding for computers, routers and other automation services that would be jointly used must be provided by the school. This would include any wiring costs.
  • Resources available: Funding reductions may have an impact on GRRL's ability to provide such services.
  • Local Support: school administration and media center personnel must support the plan.
  • Joint planning: If possible, planning for joint school/public services should be accomplished prior to the design and construction of new school media centers or academic library.
  • Staffing levels and areas of responsibility are to be negotiated.
Criteria for Reducing or Discontinuing Services
  • Circulation: GRRL will evaluate usage in the community in relation to number of residents served. Numbers of borrowers will also be evaluated on an annual basis. Significant decreases in usage over time may result in the reduction or discontinuation of services.
  • Staffing or budget limitations: GRRL reserves the right to discontinue such services if funding for staff, library materials, technology or delivery services is no longer available.
  • Public Library service in a school or academic library would be discontinued if another library were to be opened in that community or within 15 minutes of that library.

Appendix 2

Deposit Collection

GRRL staff transport a small collection of library materials to an institution on a monthly basis. The institution agrees to handle the loan of the materials on-site. The institution also accepts responsibility for the loss or damage of the materials. This service is currently extended to a few existing institutions based on previous arrangements. Senior living facilities are an example of an institution this model could serve.

Criteria for Establishment
  • Preference will be given to establishing these collections in communities not currently served by libraries.
  • Preference will be given to establishing these collections in communities that are not currently served by other outreach services.
  • A committed staff person on-site to manage and monitor the collection and coordinate with library staff.
  • Geographical balance: GRRL will attempt to establish these collections in a manner in which all counties are represented in a proportional manner.
  • Special needs populations: preference will be given to the establishment of these collections in facilities in which mobility or disability of the residents is a barrier to accessing library services.
  • Resources available: Funding or staffing reductions may have an impact on GRRL's ability to provide these services.
  • Staffing needs: 1 hour per week at Library Assistant level, 1 hour per week of Library Aide, and driver time (depending on route). If onsite programming is desired, this enhanced service would require 2 hours Patron Services Librarian time per program.
  • GRRL approved service agreement.
Criteria for Discontinuing Services
  • Circulation: GRRL will evaluate usage periodically. Significant declines in usage over time may result in service being discontinued.
  • Staffing limitations or budget limitations: GRRL reserves the right to discontinue such services if funding for staff, library materials, and delivery services is no longer available.
  • Loss of library materials: If library materials are not returned on a timely basis and/or become lost, the library reserves the right to be compensated for the lost materials. If payment cannot be made for these items, this service may be discontinued until payment has been made. Service will be resumed upon receipt of complete payment.

Appendix 3

Community Mini-Library

GRRL staff transport a small collection of library materials to a municipality on a monthly basis. GRRL staff loan these materials to the public over a specific time period. No GRRL library materials or equipment are stored on site.

Criteria for Establishment
  • Preference will be given to establishing these collections in communities not currently served by libraries.
  • Population: GRRL will consider establishing mini libraries in communities serving 700 or more. This population will be determined by the latest census or state demographer's estimates.
  • Building Space: The municipality must provide an adequate building for the provision of this service. It must be air conditioned in summer and heated in winter. It must be large enough to provide adequate space for browsing library materials, staffing and checkout. Cities must provide a telecommunications data line to connect with the GRRL catalog. The building must be convenient to load and unload library materials. The building must meet all applicable ADA criteria for accessibility. The community must provide suitable furniture or tables for display of materials.
  • Location: The location must be in a centrally located public area in the community.
  • Drive Time: Consideration would be given to establishing such services if there were no GRRL libraries or other outreach services within a 15-minute drive time from the community.
  • The city must provide Internet connectivity to allow for on-line circulation functions on site.
  • Resources available: Funding reductions may have an impact on GRRL's ability to provide these services.
  • Staff time and travel: Time will depend on location and whether it is close to a current delivery route or library as well as number of delivery days. Each stop will need to include time for packing and unpacking materials.
  • GRRL approved service agreement.
Criteria for Discontinuing Services
  • Circulation: GRRL will periodically evaluate usage in the community. Significant decreases in usage over time may result in the discontinuation of services.
  • Staffing or budget limitations: GRRL reserves the right to discontinue such services if funding for staff, library materials, technology or delivery services is no longer available to provide for them.
  • A community mini-library would be discontinued if a library were to be opened in that community or within a 15-minute drive time of the community.
  • Building: GRRL may consider discontinuing such services if the facility were not able to meet the requirements in this document.

Appendix 4

Jail Services

Materials provided upon request.

Criteria for Establishment
  • GRRL will provide donated paperbacks to jails upon request.

Appendix 5

Mail Services

GRRL does not offer a Mail-A-Book program. GRRL encourages family members and/or caregivers to arrange to pick up and return library materials for library customers who are homebound. GRRL may opt to pilot this service if funding from other sources becomes available.

Appendix 6

Bookmobile Service

GRRL does not offer bookmobile services.

Appendix 7

GRRL2GO

GRRL2GO is a remote smartlocker system used as a secure depository for materials requested by library patrons with accompanying book return. Hours of access depend on facility placement. Patrons are notified when their items are available.

Criteria for Establishment
  • Preference will be given to establishing this alternative service in communities not currently served by libraries.
  • Funding: Communities with local funds and resources to support the additional costs of capital and operation, including delivery of materials. A GRRL service agreement would be developed outlining the responsibilities for GRRL and the community as well as criteria for adding or discontinuing the service.
  • Staff time and travel: Time will depend on location and whether it is close to a current delivery route as well as number of delivery days. Each stop will need to include time for emptying book return.
  • Delivery time: Time will depend on location, whether it is close to a current delivery route, as well as number of delivery days. Each stop will need to include time for loading and unloading lockers and emptying book return.
  • Controller connection would be required.
  • Time to process incoming/outgoing delivery and returns: dependent on usage and number of delivery days.
  • System needs to be located indoors at a facility that is monitored by local city staff.
Criteria for Discontinuing Services
  • Circulation: GRRL will periodically evaluate usage in the community. Significant decreases in usage over time may result in the discontinuation of services.
  • Staffing or budget limitations: GRRL reserves the right to discontinue such services if funding for staff, library materials, technology or delivery services is no longer available to provide for them.
  • Building: GRRL may consider discontinuing such services if the facility were not able to meet the requirements in this document.

Appendix 8

Local Book Return

Provide a local book return in cities without library facilities. Location needs to be visible and near other public facilities that are regularly monitored by local city staff to ensure security of library materials. Returns would be picked up by GRRL Distribution staff on a regular basis. Returns must be placed for easy access for emptying materials and in an area protected from weather elements.

Criteria for Establishment
  • Preference will be given to establishing this alternative service in communities not currently served by libraries.
  • Funding: Communities with local funds and resources to support the additional costs of capital and operation, including delivery of materials. A GRRL service agreement would be developed outlining the responsibilities for GRRL and the community as well as criteria for adding or discontinuing the service. GRRL may opt to pilot this service if funding from other sources becomes available.
  • Staff time and travel: Time will depend on location and whether it is close to a current delivery route as well as number of delivery days. Each stop will need to include time for emptying book return.
Criteria for Discontinuing Services
  • Circulation: GRRL will periodically evaluate usage in the community. Significant decreases in usage over time may result in the discontinuation of services. Continuation of the service will be evaluated annually to gauge usage. If usage levels are not above 100 items per pick up, this service will be discontinued.
  • Staffing or budget limitations: GRRL reserves the right to discontinue such services if funding for staff, library materials, technology or delivery services is no longer available to provide for them.
  • Building: GRRL may consider discontinuing such services if the facility were not able to meet the requirements in this document.

Appendix 9

Bibliotecha Open+

Bibliotecha Open+ is a self-service system. It allows libraries to extend library access beyond staffed hours. It requires an Express Checkout and an additional subscription to enhance building security and monitoring. This service is in place in a few libraries in North America. Services offered range from holds pick up to full check out and Internet usage. Some libraries are expanding morning hours. Others are expanding to 24/7 access.

Criteria for Establishment
  • GRRL will consider establishing Bibliotecha Open+ in an existing shared-use facility if an interested city partner is willing to help support it.
  • Requires an Express Checkout station to be installed.
  • Limited to buildings that are staffed and occupied beyond library open hours.
Criteria for Discontinuing Services
  • Funding: A new funding source, such as a grant, local community support, or donations could be used to establish this service.
  • Circulation: GRRL will periodically evaluate usage. Significant decreases in usage over time may result in the discontinuation of services.
  • Staffing or budget limitations: GRRL reserves the right to discontinue such services if funding for staff, library materials, technology, or delivery services is no longer available to provide for them.

Approved Date: 01/08/08
Effective Date:
Revised Date: 07/19/16, 11/19/19

Administration Policies: Community Relations

Chapter 3. Community Relations

Great River Regional Library will keep citizens informed about library issues and services and obtain feedback about citizen concerns to engage its citizens in the development and use of GRRL services.

3A. Friends of the Library/Library Support Groups

Recognizing that Friends of the Library or other library-support groups can generate goodwill for GRRL through lobbying, advocacy, volunteerism and fundraising, GRRL welcomes the interest of these groups, formed for the purpose of preserving and strengthening libraries and creating awareness and appreciation of library services.

Books and other materials withdrawn from the library’s collection may be given to the St. Cloud Friends. Such items may then be sold and the proceeds used to fund library programming and services throughout the region.

3B. Volunteers

Individuals and groups are encouraged to volunteer their time and energy in the service of the Great River Regional Library. Library volunteers supplement the efforts of paid library staff to provide quality library collections, services and programs and enhance the library’s basic service program by performing various tasks and special projects. Volunteering serves as a method for area residents to become familiar with the library and creates opportunities for individuals to feel personal satisfaction while performing a valuable service for the community.

  1. Volunteers are recruited and selected without regard to race, creed, color, sex, age, disability or relationship to a person with disabilities, marital status or religious or political belief and are assigned according to their ability to satisfactorily meet the requirements of the assignment.
  2. Volunteers are recognized by the public as representatives of the library and shall be guided by the same work and behavior codes as employees.
  3. GRRL volunteers do not have any regular employee status and perform tasks for GRRL without wages, benefits, or compensation. GRRL does not provide workers compensation coverage for volunteers.
  4. All volunteers will complete a volunteer application and must sign a volunteer agreement and release of liability.
  5. Minor children may only work as volunteers with the signed consent of a parent or legal guardian on the volunteer application. Volunteers must be 12 years old.
  6. Volunteers should be used only to enrich budgeted library service programs and not to replace those staff that are employed to provide the library’s regularly funded service.

3C. Organized Groups

Cooperation with organized groups in the community toward realizing the objectives of the library shall be sought and sustained.

3D. Citizen Communication

Members of the community with comments and concerns about GRRL are encouraged to share their feedback with GRRL staff or Board members. GRRL accepts feedback by telephone, mail, e-mail and the GRRL website and social media. Citizens may also participate in Public Open Forum sessions during GRRL Board meetings, subject to the Board of Trustees Bylaws.

3E. Annual Report

A summary of the activities and services of the library shall be prepared and distributed annually. The annual report shall be made available to the public.

3F. Donor Relations

The library will solicit and accept gifts for the benefit of the system subject to the Fund Development Policy.

Approved Date:
Effective Date:
Revised Date: 05/11/10, 03/19/19

Administration Policies: Service

Chapter 4. Service

4A. Intellectual Freedom

Library user needs are top priorities for Great River Regional Library. Our goal is to anticipate those needs, fulfill them the best we can, and provide our users with a rewarding and enriching experience. GRRL affirms the American Library Association’s Library Bill of Rights, Freedom to View and Freedom to Read policy statements.

Library service, both to those who enter the library and to those who cannot, shall be based on the principle that an individual may be motivated to read, assisted in locating appropriate materials and information, and helped in the mechanics of the use of the library tools and materials insofar as time and resources are available.

Great River Regional Library is committed to developing, organizing and making available to the public a useful collection of books and information resources. Public libraries play an essential part in the preservation of a free and democratic society by providing the public with access to the broadest possible range of information and ideas. Access to GRRL materials will be provided without prejudicial labeling or sequestering by content. Access to materials not owned by GRRL may be limited by lack of availability to purchase or Interlibrary Loan.

GRRL recognizes that affirming intellectual freedom principles will mean that the library provides access to materials containing information and ideas that may be controversial, unconventional, unpopular and offensive to some.

GRRL recognizes the right of each individual to make their own judgments regarding the content of the information they wish to read, listen to or view and that standards of privacy and confidentiality outlined in GRRL policy will be applied.

Parents and legal guardians are responsible for their minor children’s use of library materials. GRRL does not limit the use of any materials by age with the exception of Video & DVD material with an MPA "R" rating. "R" rated video material will not be checked out to anyone under 17 years of age.

GRRL provides free access to the Internet in each of the libraries. Library Internet stations have filtering software installed in accordance with the Child Internet Protection Act. GRRL also has an Internet Acceptable Use Policy which details the rights of library users.

4B. Access to Library Services

The library welcomes all users. Users are responsible to follow the locally adopted rules of behavior and GRRL Security Policy.

The rights of an individual to use the library, its services and its materials, shall not be denied or abridged because of age, race, gender, religion, national origin, sexual orientation, mental or physical handicap, or social or political views.

It is the intent of the Great River Regional Public Library to serve everyone equally and to assure access to library materials, programs and facilities for all persons. The library will make efforts to provide reasonable accommodations as necessary under the Americans with Disabilities Act (ADA).

Libraries shall be open the greatest number of hours needed by the community, subject to limitation of funds available to provide adequate staff. Reductions in regular hours of service shall be subject to approval by the Board. Emergency closing shall be the responsibility of the Executive Director or designee.

4C. Surveys, Solicitation and Literature Distribution

Great River Regional Library will keep citizens informed about library issues and services and obtain feedback about citizen concerns to engage its citizens in the development and use of GRRL services.

4C.1 Surveys

In order to plan for new or improved services, the library may survey its users or other members of the community. These surveys may be conducted in the library buildings, by telephone or by mail, online or by any other appropriate method. Surveys may be designed and/or completed by staff or third party vendors or volunteers approved by the library.

Surveys of library staff may be conducted for the purpose of pre-testing public surveys, or to obtain staff opinions on services or personnel issues.

All survey instruments, methodology and implementation procedures must be approved by the Executive Director prior to contacting any members of the staff or members of the public.

Individuals or organizations that wish to conduct any type of library survey with staff or patrons must receive written permission from the Executive Director.

4C.2 Solicitation and Literature Distribution

Solicitation of the staff or the public, in ways which are of benefit to the library and/or its employees, are permitted as follows:

  1. As a public service, GRRL may make limited space available within library buildings to distribute free publications or post community announcements. Free publications or postings from the community will be made available in a designated space at the discretion of library staff. Priority will be given to GRRL produced publications or postings. Materials posted or left for free distribution are subject to review by library staff and may be discarded. The library does not endorse nor take a position on any of the views presented in free publications or in items posted for community viewing. See also Patron Services Policy 4C. Exhibits and Bulletin Boards.
  2. Solicitation and/or distribution of literature to library employees by other employees may be permitted only in non-work areas and only during non-work time. Non-work areas are defined as staff rooms. Non-work time includes time allotted for meals and break periods. In no event shall literature be left on tables or distributed in any manner other than directly to fellow employees, except for literature that specifically supports the library’s goals for professional development in public service. Solicitation and/or distribution of literature to library employees by other employees for any purpose is prohibited at all times in all work areas of the library. See also GRRL Personnel Policy 2R. Solicitation and Distribution Policy.
  3. Gathering petition signatures is not allowed within library buildings. It is allowed on library property so long as doing so does not obstruct the building’s entrances or exits.
  4. Other solicitation which specifically support the interests of this library or libraries in general, as approved by the Executive Director.

Approved Date:
Effective Date:
Revised Date: 05/11/10, 03/19/19

Administration Policies: Data Practices

Chapter 5. Data Practices

5A. Data Practices Policy For Data Subjects

5B. Data Practices Policy for Members of the Public

5C. Policy for Ensuring the Security of Not Public Data

5A. Data Practices Policy For Data Subjects

Data about You

The Government Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have certain rights related to a government entity collecting, creating, and keeping government data about them. You are the subject of data when you can be identified from the data. Government data is a term that means all recorded information a government entity has, including paper, email, DVDs, photographs, etc.

Classification of Data about You

The Government Data Practices Act presumes that all government data are public unless a state or federal law says that the data are not public. Data about you are classified by state law as public, private, or confidential. See below for some examples.

  • Public data: GRRL must give public data to anyone who asks; it does not matter who is asking for the data or why.

    The following is an example of public data about you:

    • the names of Minnesota government employees
       
  • Private data: GRRL cannot give private data to the general public, but you have access when the data are about you. GRRL can share your private data with you, with someone who has your permission, with GRRL staff who need the data to do their work, and as permitted by law or court order.

    The following are examples of private data about you:

    • Social Security number of employees;
    • Data that link a Library patron’s name with materials requested or borrowed by the patron or that link a patron’s name with a specific subject about which the patron has requested information or materials, or data in applications for borrower cards, other than the name of the borrower.
       
  • Confidential data: Confidential data have the most protection. Neither the public nor you can get access even when the confidential data are about you. GRRL can share confidential data about you with GRRL staff who need the data to do their work and to others as permitted by law or court order. GRRL cannot give you access to confidential data.

    The following is an example of confidential data about you:

    • the identity of the subject of an active criminal investigation

Your Rights under the Government Data Practices Act

GRRL must keep all government data in a way that makes it easy for you to access data about you. Also, GRRL can collect and keep only those data about you that GRRL needs for administering and managing programs that are permitted by law. As a data subject, you have the following rights.

  • Access to Your Data
    You have the right to look at (inspect), free of charge, public and private data that GRRL keeps about you. You also have the right to get copies of public and private data about you. The Government Data Practices Act allows GRRL to charge for copies. You have the right to look at data, free of charge, before deciding to request copies.

    Also, if you ask, GRRL will tell you whether GRRL keeps data about you and whether the data are public, private, or confidential.

    As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian, you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian.

    Minors have the right to ask GRRL not to give data about them to their parent or guardian. If you are a minor, GRRL will tell you that you have this right. GRRL may ask you to put your request in writing and to include the reasons that GRRL should deny your parents access to the data. GRRL will make the final decision about your request based on your best interests. Note: Minors do not have this right if the data in question are educational data maintained by an educational agency or institution.
     

  • When GRRL Collects Data from You
    When GRRL asks you to provide data about yourself that are not public, GRRL must give you a notice. The notice is sometimes called a Tennessen warning. The notice controls what GRRL does with the data that GRRL collects from you. Usually, GRRL can use and release the data only in the ways described in the notice.

    GRRL will ask for your written permission if GRRL needs to use or release private data about you in a different way, or if you ask GRRL to release the data to another person. This permission is called informed consent. If you want GRRL to release data to another person, you may use the consent form GRRL provides.
     

  • Protecting your Data
    The Government Data Practices Act requires GRRL to protect your data. GRRL has established appropriate safeguards to ensure that your data are safe.

    In the unfortunate event that GRRL determines a security breach has occurred and an unauthorized person has gained access to your data, GRRL will notify you as required by law.
     

  • When your Data are Inaccurate and/or Incomplete
    You have the right to challenge the accuracy and/or completeness of public and private data about you. You also have the right to appeal GRRL’s decision. If you are a minor, your parent or guardian has the right to challenge data about you.

How to Make a Request for Your Data

To look at data, or request copies of data that GRRL keeps about you, your minor children, or an individual for whom you have been appointed legal guardian, make a written request. Make your request for data to the appropriate individual listed in the Data Practices Contacts. You may make your request by mail, fax, or email, using the GRRL Data Request Form - Data Subjects.

If you choose not use to use the GRRL Data Request Form - Data Subjects, your request should include:

  • that you are making a request, under the Government Data Practices Act (Minnesota Statutes, Chapter 13), as a data subject, for data about you;
  • whether you would like to inspect the data, have copies of the data, or both;
  • a clear description of the data you would like to inspect or have copied; and
  • identifying information that proves you are the data subject, or data subject’s parent/guardian.

GRRL requires proof of your identity before GRRL can respond to your request for data. If you are requesting data about your minor child, you must show proof that you are the minor’s parent. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity.

How GRRL Responds to a Data Request

Once you make your request, GRRL will work to process your request. If it is not clear what data you are requesting, GRRL will ask you for clarificati

  • If GRRL does not have the data, GRRL will notify you in writing within 10 business days.
  • If GRRL has the data, but the data are confidential or private data that are not about you, GRRL will notify you within 10 business days and state which specific law says you cannot access the data.
  • If GRRL has the data, and the data are public or private data about you, GRRL will respond to your request within 10 business days, by doing one of the following:
    • arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or
    • provide you with copies of the data within 10 business days. You may choose to pick up your copies, or GRRL will mail or fax them to you. GRRL will provide electronic copies (such as email or CD-ROM) upon request if GRRL keeps the data in electronic format.

For information about copy charges see Copy Costs – Data Subjects. GRRL also will arrange for you to prepay for the copies.

After GRRL has provided you with access to data about you, GRRL does not have to show you the data again for 6 months unless there is a dispute or GRRL collects or creates new data about you.

If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let GRRL know. GRRL will give you an explanation if you ask.

The Government Data Practices Act does not require GRRL to create or collect new data in response to a data request if GRRL does not already have the data, or to provide data in a specific form or arrangement if GRRL does not keep the data in that form or arrangement. (For example, if the data you request are on paper only, GRRL is not required to create electronic documents to respond to your request.) If GRRL agrees to create data in response to your request, GRRL will work with you on the details of your request, including cost and response time.

In addition, GRRL is not required under the Government Data Practices Act to respond to questions that are not specific requests for data.

Approved Date: 03/17/15
Effective Date:
Revised Date:

Copy Costs - Data Subjects

GRRL charges members of the public for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c).

You must pay for the copies before GRRL will give them to you.

For 100 or Fewer Paper Copies – 25 cents per page

100 or fewer pages of black and white, letter or legal size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy.

Most Other Types of Copies – Actual cost

The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g.. sending the data by email).

In determining the actual cost of making copies, GRRL factors in employee time, the cost of the materials onto which GRRL is copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that GRRL cannot reproduce itself, such as photographs, GRRL will charge you the actual cost GRRL must pay an outside vendor for the copies.

The cost of employee time to search for data, retrieve data, and make copies is $17.44 per hour.

If, because of the subject matter of your request, GRRL finds it necessary for a higher-paid employee to search for and retrieve the data, GRRL will calculate the search and retrieval portion of the copy charge at the higher salary/wage.

5B. Data Practices Policy for Members of the Public

Right to Access Public Data

The Government Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law says the data are not public. Government data is a term that means all recorded information a government entity has, including paper, email, DVDs, photographs, etc.

The Government Data Practices Act also provides that this government entity, the Great River Regional Library, (GRRL) must keep all government data in a way that makes it easy for you, as a member of the public, to access public data. You have the right to look at (inspect), free of charge, all public data that GRRL keeps. You also have the right to get copies of public data. The Government Data Practices Act allows GRRL to charge for copies. You have the right to look at public data, free of charge, before deciding to request copies.

How to Make a Data Request

To look at data or request copies of data that GRRL keeps, make a written request. Make your request for data to the appropriate individual listed in the Data Practices Contacts section of this policy. You may make your request for data by mail, fax, or email, using the GRRL Data Request Form - Members of the Public.

If you choose not to use the GRRL Data Request Form - Members of the Public, your request should include:

  • that you, as a member of the public, are making a request for data under the Government Data Practices Act, Minnesota Statutes, Chapter 13;
  • whether you would like to look at the data, get copies of the data, or both; and
  • a clear description of the data you would like to inspect or have copied.

GRRL cannot require you, as a member of the public, to identify yourself or explain the reason for your data request. However, depending on how you want us to process your request (if, for example, you want GRRL to mail you copies of data), GRRL may need some information about you. If you choose not to give GRRL any identifying information, GRRL will provide you with contact information so you may check on the status of your request. In addition, please keep in mind that if GRRL does not understand your request and has no way to contact you, GRRL will not be able to begin processing your request.

How GRRL Responds to a Data Request

Upon receiving your request, GRRL will work to process it.

  • If GRRL does not have the data, GRRL will notify you in writing as soon as reasonably possible.
  • If GRRL has the data, but the data are not public, GRRL will notify you as soon as reasonably possible and state which specific law says the data are not public.
  • If GRRL has the data, and the data are public, GRRL will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the following:
    • arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or
    • provide you with copies of the data as soon as reasonably possible. You may choose to pick up your copies, or GRRL will mail or fax them to you. If you want GRRL to send you the copies, you will need to provide GRRL with an address or fax number. GRRL will provide electronic copies (such as email or CD-ROM) upon request if GRRL keeps the data in electronic format.

For information about copy charges is see Copy Costs – Members of the Public.

GRRL also will arrange for you to pre-pay for the copies.

If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let GRRL know. GRRL will give you an explanation if you ask.

The Government Data Practices Act does not require GRRL to create or collect new data in response to a data request if GRRL does not already have the data, or to provide data in a specific form or arrangement if GRRL does not keep the data in that form or arrangement. (For example, if the data you request are on paper only, GRRL is not required to create electronic documents to respond to your request.) If GRRL agrees to create data in response to your request, GRRL will work with you on the details of your request, including cost and response time.

In addition, the Government Data Practices Act does not require GRRL to answer questions that are not requests for data.

Requests for Summary Data

Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals. The preparation of summary data is not a means to gain access to private or confidential data. GRRL will prepare summary data if you make your request in writing and pre-pay for the cost of creating the data. Upon receiving your written request – you may use the GRRL Data Request Form - Members of the Public – GRRL will respond within ten business days with the data or details of when the data will be ready and how much GRRL will charge.

Approved Date: 03/17/15
Effective Date:
Revised Date:

Copy Costs - Members of the Public

GRRL charges members of the public for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c).

You must pay for the copies before GRRL will give them to you.

For 100 or Fewer Paper Copies – 25 cents per page

100 or fewer pages of black and white, letter or legal size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy.

Most Other Types of Copies – Actual cost

The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g.. sending the data by email).

In determining the actual cost of making copies, GRRL factors in employee time, the cost of the materials onto which GRRL is copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that GRRL cannot reproduce itself, such as photographs, GRRL will charge you the actual cost GRRL must pay an outside vendor for the copies.

The cost of employee time to search for data, retrieve data, and make copies is $17.44 per hour.

If, because of the subject matter of your request, GRRL finds it necessary for a higher-paid employee to search for and retrieve the data, GRRL will calculate the search and retrieval portion of the copy charge at the higher salary/wage.

5C. Policy for Ensuring the Security of Not Public Data

Legal Requirement

The adoption of this policy by the Great River Regional Library (GRRL) satisfies the requirement in Minn. Stat. 13.05 subd. 5 to establish procedures ensuring the appropriate access to not public data. By incorporating employee access to not public data into GRRL’s Data Inventory (required by Minn. Stat. 13.025 subd. 1), in the individual employee’s position description, or both, GRRL’s policy limits access to not public data to employees whose work assignment reasonably requires access.

Please direct all questions regarding this policy to GRRL’s Data Practices Compliance Official:

Karen Pundsack, Executive Director
1300 W. St. Germain Street, St. Cloud, MN 56301
Phone number: 320 650-2500
Fax number: 320 650-2535
Email address: karenp@grrl.lib.mn.us

Approved Date: 03/17/15
Effective Date:
Revised Date:

Data Practices Contacts

Responsible Authority
Name: Karen Pundsack, Executive Director
Address: 1300 W. St. Germain Street, St. Cloud, MN 56301
Phone number: 320 650-2500
fax number: 320 650-2535
email address: karenp@grrl.lib.mn.us

Data Practices Compliance Official
Name: Karen Pundsack, Executive Director
Address: 1300 W. St. Germain Street, St. Cloud, MN 56301
Phone number: 320 650-2500
fax number: 320 650-2535
email address: karenp@grrl.lib.mn.us

Data Practices Designees
(Personnel Data)
Name: Karen Pundsack, Executive Director
Address: 1300 W. St. Germain Street, St. Cloud, MN 56301
Phone number: 320 650-2500
fax number: 320 650-2535
email address: karenp@grrl.lib.mn.us

(Patron Data)
Name: Karen Pundsack, Executive Director
Address: 1300 W. St. Germain Street, St. Cloud, MN 56301
Phone number: 320 650-2500
fax number: 320 650-2535
email address: karenp@grrl.lib.mn.us

Standards for Verifying Identity Procedure

The following constitute proof of identity.

  • An adult individual must provide a valid photo ID, such as
    • a state driver’s license
    • a military ID
    • a passport
    • a Minnesota ID
    • a Minnesota tribal ID
  • A minor individual must provide a valid ID, such as
    • a state driver’s license
    • a military ID
    • a passport
    • a Minnesota ID
    • a Minnesota Tribal ID
    • a Minnesota school ID
    • a certified copy of birth certificate
  • The parent or guardian of a minor must provide a valid photo ID and either
    • a certified copy of the minor’s birth certificate or
    • a certified copy of documents that establish the parent or guardian’s relationship to the child, such as
      • a court order relating to divorce, separation, custody, foster care
      • a foster care contract
      • an affidavit of parentage
  • The legal guardian for an individual must provide a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as
    • court order(s)
    • valid power of attorney

Note: Individuals who do not exercise their data practices rights in person must provide either notarized or certified copies of the documents that are required or an affidavit of ID.

Procedure for Ensuring the Security of Not Public Data

Data inventory
Under the requirement in Minn. Stat. 13.025 subd. 1, GRRL will prepare a Data Inventory which identifies and describes all not public data on individuals maintained by GRRL. To comply with the requirement in Minn. Stat. 13.05 subd. 5, GRRL will also include in its Data Inventory the position titles of the employees who have access to not public data.

In the event of a temporary duty as assigned by a manager or supervisor, an employee may access certain not public data for as long as the work is assigned to the employee.

In addition to the employees listed in GRRL's Data Inventory, the Responsible Authority, the Data Practices Compliance Official, and GRRL's Attorney may have access to all not public data maintained by GRRL if necessary for specified duties. Any access to not public data will be strictly limited to the data necessary to complete the work assignment.

Employee position descriptions
Position descriptions may contain provisions identifying any not public data accessible to the employee when a work assignment reasonably requires access.

Data sharing with authorized entities or individuals
Federal or state law may authorize the sharing of not public data in specific circumstances. Not public data may be shared with another entity if a federal or state law allows or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings or GRRL will obtain the individual’s informed consent. Any sharing of not public data will be strictly limited to the data necessary or required to comply with the applicable law.

Ensuring that not public data are not accessed without a work assignment
Within GRRL, departments may assign tasks by employee or by job classification. If a department maintains not public data that all employees within its division do not have a work assignment allowing access to the data, the department will ensure that the not public data are secure.

Recommended actions for ensuring appropriate access include:

  • Assigning appropriate security roles, limiting access to appropriate shared network drives, and implementing password protections for not public electronic data.
  • Password protecting employee computers and locking computers before leaving workstations.
  • Securing not public data within locked work spaces and in locked file cabinets.
  • Shredding not public documents before disposing of them.

Penalties for unlawfully accessing not public data
GRRL will utilize the penalties for unlawful access to not public data as provided for in Minnesota Statutes section 13.09, if necessary. Penalties include suspension, dismissal or referring the matter to the appropriate prosecutorial authority who may also pursue a criminal misdemeanor charge.

Administration Policies: Conflict of Interest

Chapter 6. Conflict of Interest

Introduction

This conflict of interest policy is designed to help directors, officers and employees of the Great River Regional Library System identify situations that present potential conflicts of interest and to provide Great River Regional Library System with a procedure which, if observed, will allow a transaction to be treated as valid and binding even though a director, officer or employee has or may have a conflict of interest with respect to the transaction. The policy is intended to comply with the procedure prescribed in Minnesota Statutes, Sections [471.87] [471.88] [471.89] [471.895] governing conflicts of interest for public officials. In the event there is an inconsistency between the requirements and procedures prescribed herein and those in the applicable Minnesota Statutes, the Statute shall control.

The purpose of the conflict of interest policy is to protect GRRL’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of a trustee or Leadership Support Team member or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to regional public library systems, nonprofit and charitable organizations.

6A. Definitions

6A.1 Interested Person

Any trustee, Leadership Support Team member, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

6A.2 Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

  1. An ownership or investment interest in any entity with which GRRL has a transaction or arrangement,
  2. A compensation arrangement with GRRL or with any entity or individual with which GRRL has a transaction or arrangement, or
  3. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which GRRL is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that aren’t insubstantial. A financial interest isn’t necessarily a conflict of interest. A person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.

6B. Procedures

6B.1 Duty to Disclose

In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the trustees and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

6B.2 Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

6B.3 Procedures for Addressing the Conflict of Interest

  1. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/ she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
  2. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
  3. After exercising due diligence, the governing board or committee shall determine whether GRRL can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
  4. If a more advantageous transaction or arrangement isn’t reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested trustees whether the transaction or arrangement is in GRRL’s best interest, for its own benefit, and whether it is fair and reasonable. ln conformity with the above determination it shall make Its decision as to whether to enter into the transaction or arrangement.

6B.4 Violations of the Conflict of Interest Policy

  1. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
  2. lf, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

6C. Records of Proceedings

The minutes of the governing board and all committees with board delegated powers shall comply with Minnesota Statute 13D open meeting law and contain:

  1. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
  2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

6D. Compensation

  1. A voting member of the governing board who receives compensation, directly or indirectly, from GRRL for services is precluded from voting on matters pertaining to that member’s compensation.
  2. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from GRRL for services is precluded from voting on matters pertaining to that member’s compensation.
  3. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from GRRL, either individually or collectively, is prohibited from providing information to any committee regarding compensation.
  4. No member of the board or immediate relative of a board member shall be considered for staff employment. No member of the board or immediate relative of a board member shall use for personal use or profit the resources, business, finances or contracts of the library that are not intended for personal use or profit.

6E. Annual Statements

Each trustee, Leadership Support Team member and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:

  1. Has received a copy of the conflict of interest policy,
  2. Has read and understands the policy,
  3. Has agreed to comply with the policy, and
  4. Understands GRRL is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

6F. Periodic Reviews

To ensure GRRL operates in a manner consistent with charitable purposes and doesn’t engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

  1. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.
  2. Whether partnerships, joint ventures, and arrangements with management organizations conform to GRRL’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and don’t result in inurement, impermissible private benefit, or in an excess benefit transaction.
  3. An annual report will be submitted by April 1 of each year to the Minnesota Department of Education including the amounts expended and for what purposes, the number of library materials on hand, the number purchased and loaned in compliance with Minnesota Statute 134.13.
  4. An annual audit by an independent auditor will be performed in compliance with Minnesota Statute 134.34 and the Government Auditing Standards issued by the Comptroller General of the United States as required by the Minnesota Department of Education-Minnesota State Library Agency.

6G. Use of Outside Experts

When conducting the periodic reviews, GRRL may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.

Approved Date: 05/21/19
Effective Date: 05/21/19
Revised Date: