GRRL Library Development

GRRL Library Development admin Thu, 07/28/2016 - 11:13

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*

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.
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.
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.
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.
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.
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.
The library building and furnishings must meet state and federal requirements for physical accessibility, including the ADA Accessibility Guidelines for Buildings and Facilities (ADAAG).
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.
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.
The library entrance will be clearly visible and located on the side of the building that most users approach.
Interior lighting levels must comply with standards issued by the Illuminating Engineering Society of North America.
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.
The municipality will provide appropriate floor covering throughout the building (carpeting or other sound absorbing materials).
The building will include appropriate ceiling treatments throughout (sound absorbing materials).
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.
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.
The building will include adequate heating and air conditioning.
The building will include adequate electrical service, conduits and outlets necessary to meet GRRL's needs.
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.
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.
The building must include convenient delivery access: the delivery access must be accessible for deliveries of library materials from headquarters.
The building must include an adequate private work area for staff off-desk tasks and breaks.

B. New Libraries - Access Requirements*

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.
The standard range of library services must be available during every open hour.
Library hours must include a mixture of morning, afternoon, evening and weekend hours to provide as much accessibility as possible for library users.
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.
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 Librarian – ½ 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

Provision and maintenance of a building, furniture for staff and public areas, shelving and other building equipment (including but not limited to circulation desk).
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.
Janitorial (cleaning) and trash removal services on at least a weekly basis. Larger facilities need more frequent janitorial services.
Maintenance and repair of the building and grounds including raking, lawn mowing and snow removal in a timely manner.
Cities must provide insurance on the building (if city owned) and city owned contents. The city must also provide liability insurance coverage.
Development and interpretation of policies relating to meeting room use (if applicable).
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

Determination, development, and provision of programs and services to be provided with input from local residents of individual communities.
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.
GRRL administrative staff determines hours of service with input from local residents.
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)
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.
GRRL will insure all GRRL owned materials and equipment.
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.
GRRL will provide automation equipment, software and licenses required to perform assigned GRRL functions.
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

City makes an official request by resolution for addition of a new branch location to the GRRL Board.
Upon GRRL Board approval, GRRL management provides the City and the GRRL Board with a full analysis of the requirements needed for new branch service, including start-up and ongoing operational costs.
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.
The GRRL Board considers the proposal. Any new branch service ongoing operational costs are incorporated into future GRRL budgets.
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