Carver County Library Board Policy: Programming
Section LB9

Date Approved: 11/18/25
Previous Policy: 8/9/22
Review Date: 11/2028

Purpose

 To meet the changing needs of the residents of Carver County, the Carver County Library System must provide guidance for the development of new branches and/or expansion of existing branches, or the development of express libraries in its greatest growth areas. Changing geographic situations and demographics may alter the service distribution within the region’s boundaries.

 This policy outlines the criteria that must be met before a new branch library is established with Carver County. Establishment of a new library* requires a positive recommendation from the Carver County Library Board and approvals of the County Board of Commissioners and City Council of the proposed location of a new branch or expansion of an existing branch. However, final determination of establishment of a new branch library will reside within the authority of the City and the County.

 *For purposes of this document, the term “new library” will refer to fully staffed branch or unstaffed express library. No branch library will be open without resources to staff it.

 Policy:  Criteria for Branch Establishment of a new branch or expansion of an existing branch

 The following criteria will be considered by the Library Board:

1.  A new branch library, or expansion of an existing branch, will be established only if it is possible to do so without reducing levels of service at other branches. The necessary funds for the project must be added to the library system operating and capital budgets.
2. Local community support for the expansion of the library system’s capacity must be indicated through a formal statement of commitment from the city recognizing its financial responsibility. This request should be supported by data gathered from the community demonstrating an unfilled demand that only be satisfied with a new branch or expansion of an existing branch.
3. As a general rule, a library branch should not be within five miles of another library within the county. Established road and traffic patterns in the service area will be considered.

 Implementation Procedure

1.  City staff considering a new branch library or expansion of an existing branch shall alert the library director and county administrator prior to public discussion.  
2. A joint preliminary work session shall be held with the Library Board, City Council and County Board very early in the planning process and before an official ask is made by the City.  During this session, evidence must be presented demonstrating that absent the completion of the proposed project, there will be excess patron demand for library services. This work session should occur at least 1-2 years prior to project completion to allow time to properly budget the project, ensure all entities agree on the project scope, and to foster good and open communication between all parties.  
3. A city seeking to establish a branch library shall pass a resolution endorsing the project and agreeing to the projected costs listed in the JPA agreements with each city. The Library Board will consider this resolution to be a formal application for a branch library.
4. Carver County Library will estimate the number of additional households served by the project and operating and administrative costs of the project. The Library must notify the County about the City’s intent and the impact on the County budget should the County choose to proceed.
5. A date and time will be set for a joint meeting to discuss issues surrounding the proposal including, but not restricted to:

Location of branch library or plans for expansion of an existing branch

Evidence of community demand to justify the increased capacity

Availability of parking

Level of service

Public service hours

Building maintenance

Project timeline

            The items for discussion will be established by an agenda prior to the meeting.

6. The Carver County Library Director, on behalf of the Library, the County Board Chair, and the City Council of the prospective branch will sign a Joint Powers Agreement for Library Service as authorized by Minnesota Statute 134.0, before a branch library is open for service. The city building must meet state public library standards for service delivery.

Service Requirements

1.  Carver County Library Board will determine staff hours adequate for the branch library and for administrative operations to ensure that the branch is open for the required number of open hours.
2. Generally, a new branch library will be open no fewer than 32 hours per week.
3. The City Council establishing an approved branch library of Carver County will agree to follow Library Board-approved policies.

 Responsibilities of the Local City Council for Branch Operations

 In addition to what is outlined in the Joint Powers Agreement the local City Council shall agree to:

 Building:

1. Provision of building near public and/or commercial facilities frequently used by local citizens of all ages.
2. Written understanding of city/library construction budget responsibilities.
3. Provision of heat, air-conditioning, light, water, and other utilities.

   Operating:

4. Trash removal and cleaning services on a minimum of three times weekly.
5. Maintenance and repair of the building and grounds, including raking, lawn mowing, painting, other maintenance services, and snow/ice removal.
6. Insurance on the building, city owned contents and liability.
7. Development and interpretation of policies related to meeting room use (if applicable).
8. Support of and facilities for special programming such as lectures, exhibits, children’s programming and discussion groups.

Responsibility of Carver County Library System

 In addition to what is outlined in the Joint Powers agreement the library will agree to:

 Operations and Policy:

1. Development and implementation of all library policies that are uniform across the county.
2. Determination of weekly hours of service by the library administration staff, following input from local residents.
3. Selection of library materials for the branch library. All materials must be ordered through the Library’s Collection Team regardless of the source of funds. All materials must be processed centrally for use of the branch.
4. Selection, training and employment of all branch personnel. The County is responsible for maintaining a county wide pay schedule and personal policies for all personnel. All decisions related to hiring, promotion, demotion or termination is the responsibility of library administration.
5. Insurance of building contents other than city equipment, including materials itemized on the annual inventory.
6. Miscellaneous services such as delivery service, copy machine, and all other essential operating supplies and all other responsibilities not directly associated with the provision and maintenance of physical facilities.
7. Provision of the telecommunications and equipment infrastructure required to support the public access terminals, library system catalog and the MNLINK cooperative library program.

 Facility Requirements for Cities:

 Providing an adequate library facility is a requirement of the city, which wishes to establish a new branch library or expand an existing branch. 

1. All facilities must meet the building requirements as outlined in the Minnesota Standards for Public Libraries.
2. The library site should provide maximum convenient access to the greatest number of people in the community during the normal course of their daily activities.
3. Plan for appropriate/recommended per capita public service space per state design standards.
4. Multi-use facilities are acceptable only if each area is designated its own space (as designated in the building program) and are physically and securely separated from other areas of the building. Responsibilities as defined in this policy must also be adhered to.
5. Easy access for deliveries of library materials must be provided.
6. Safe, well-lighted and convenient parking is available to library customers and staff on or adjacent to the library site as related to building capacity requirements.

Collection Development Requirements for facility:

1.  New branches require an opening day collection as determined on a per capita basis and by building size. Library staff will make all collection decisions based on library board policies.