Marathon County Public Library

ITEM NUMBER: 7.63 a-f

CHAPTER 7: Administrative

Management

CODE: Policy

COMPUTER ID: AMBLEAD-63



Title: Branch Library Establishment and Dissolution Policy

Effective Date: 7-2018

Authorized By: Library Board of Trustees/Library Director

Date of Last Revision: 7-2018



Purpose



In order to meet the ever-changing needs of Marathon County residents, the Marathon

County Public Library (MCPL) frequently evaluates both the physical locations from which

it serve its customers, the manner in which each branch operates, and the specific

services that are provided. As needs change, the MCPL must change to meet them. The

MCPL must also be good stewards of its financial resources, ensuring that MCPL is able

to continue to provide high quality services to its customers.



This policy outlines the requirements that shall be evaluated when considering whether a

new branch library is established or adopted as a branch of the Marathon County Public

Library. Establishment of a new branch library requires the approval of the library's board

and the full County Board, and is subject to the County Board's assessment of the

financial conditions of the library.



This policy also serves as a guide when considering dissolution of a branch library,

providing guidelines aimed at identifying areas that can no longer support having a

traditional bricks and mortar library facility.



Procedure for Branch Establishment and Implementation



A municipality that seeks to establish a branch library or have a library adopted into the

region shall follow the process outlined below for requesting the establishment of such a

facility.



1. The municipality seeking to establish a branch library or have a library adopted

into the region shall request the establishment of such a branch. A municipality

seeking to establish a branch library or have a library adopted into the region

shall pass a resolution endorsing a branch library and agreeing to the costs

listed in Responsibilities of the Municipality for Branch Operation. The MCPL

Board will consider this resolution to be a formal application and request for a

branch library.

ITEM NUMBER: 7.63 b





2. The municipality seeking to establish a branch library or have a library adopted

into the region shall provide the MCPL Board with information regarding the

location and funding for the proposed branch library building and grounds. The

information shall include a plan for funding, purchase, or construction of the

proposed branch library building and site.



3. The municipality seeking to establish a branch library or have a library adopted

into the region shall agree to the criteria, service requirements, and policies

outlined in this establishment policy and to the MCPL policies for operation of

branch libraries.



4. The municipality seeking to establish a branch library or have a library adopted

into the region will have its request evaluated by the MCPL board. MCPL will

estimate the operating costs and headquarters costs of the branch library and

notify the municipality of its tentative decision on the proposal, outlining any

deficiencies or problems with the proposal. A date and time will be set for a joint

meeting between the municipality and the Library Director and Library Board

President to discuss any outstanding issues surrounding the proposal including,

but not restricted to:



Level of service



Local levies



Policies



Planning and development



Collection development



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



5. At its next regular meeting following this discussion, the MCPL Board will

discuss and deliver its final decision on the proposal to the County Executive

Board Subcommittee, the County Administrator, and the full County Board of

Supervisors as soon as is practicable.



6. MCPL and the municipality of the prospective branch will sign an agreement

before a new branch library is opened for service.



ITEM NUMBER: 7.63 c





Criteria for Branch Establishment



The following criteria will be considered to determine if it is appropriate to establish a new

branch in any particular community.



1. A new branch library will be established or adopted only if it is possible to do so

without unduly reducing current levels of library services, by adding the necessary

funds for the operating and capital budgets.



2. Local community support for the branch library must be indicated through a formal

statement of commitment from the municipality (city, village, or town) that is

applying for a branch library, recognizing its financial responsibilities.



3. The population served must be at least 2,000 with a demonstrated growth

potential. Population statistics from the Wisconsin Department of Administration

Demographic Services Center will be used to estimate population, and the

population of the community and adjacent townships will be considered.



4. As a general rule, a library should not be within a 20-minute drive from another

library within the region or an adjacent region. Established traffic patterns in the

service area will be considered.



5. The municipality seeking to establish a branch library or have a library adopted into

the region shall agree that the MCPL shall be responsible for decisions regarding

the nature of library services, circulation policies, and operational guidelines of the

branch library established.



Service Requirements



1. MCPL will determine the staff hours adequate for the branch library operations to

ensure that the branch library is open for the required number of open hours.



2. A new branch library will be open no fewer than 20 hours per week.



3. A municipality establishing an approved branch library of MCPL will agree to follow

the policies in place that govern MCPL.



4. A municipality establishing an approved branch library of MCPL shall provide an

identified location, funding source, or funding plan for the branch location.



ITEM NUMBER: 7.63 d





Responsibilities of the Municipality for Branch Operation



In addition to what is outlined in the MCPL agreement, the municipality shall agree to:



1. Provision of heat, air-conditioning, light, water and other utilities with the exception

of telephone service.



2. Trash removal services on a weekly basis.



3. Maintenance and repair of the building and grounds, including raking, lawn mowing

and snow removal.



4. Support of regional policies that guide the operations of the regional library and all

its agencies.



5. Development and interpretation of policies relating to meeting room use (if

applicable).



6. Support of special programming such as lectures, exhibits, children's programs

and discussion groups.



7. Support for provision of adequate funding for regional library service program with

local, state and federal authorities.



Responsibilities of MCPL



In addition to what is outlined in the MCPL Master Agreement, MCPL will agree to:



1. Development and implementation of all library policies.



2. Determine weekly hours of service with input from local residents.



3. Purchase and annual maintenance of electronic equipment required by MCPL for

participation in the integrated library system (ILS) and regional library system.



4. Selection of library materials. All materials must be ordered through headquarters

regardless of the source of funds. All materials must be processed centrally for use

of the agency. Local citizens are encouraged to make collection development

suggestions for staff consideration.

ITEM NUMBER: 7.63 e





5. Selection, training and employment of all branch personnel. The MCPL Board is

responsible for maintaining a pay schedule and personnel policies for all MCPL

personnel. All decisions relating to hiring, promotion, demotion or termination are

the responsibility of MCPL.



6. Insurance of building contents other than municipal equipment, including materials

as itemized on the annual insurance inventory.



7. Miscellaneous services such as telephone service, delivery service, purchase of

essential operating supplies and all other responsibilities not directly associated

with the provision and maintenance of physical facilities. Provision of the

telecommunications and equipment infrastructure required to support the

Integrated Library System (ILS) and the regional library system.



Facility Requirements



Providing an adequate library facility is a requirement of the municipality, which wishes to

establish a branch library of MCPL.



1. All facilities must meet the building requirements as outlined in the Wisconsin

Department of Public Instruction.



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:



Near the center of the highest density of daily activity



Near high use facilities such as a post office, bank, retail stores



Located on a primary street



Provide on and/or off street parking within a reasonable distance.



3. Multi-use facilities are acceptable only if each area is designated its own space

and physically and securely separated from other areas of the building.



4. Delivery access: easy access for deliveries of library materials must be provided.



ITEM NUMBER: 7.63 f





Collection Development Requirements



1. New branches require an opening day collection. The collection of a pre-existing

community library may be cataloged into the MCPL system by headquarters staff.

Standard collection management and development policies will be applied in this

process.



2. When a pre-existing collection does not exist, or is being developed from personal

donations, MCPL will provide the municipality with an estimate of the additional

dollars required by the region to purchase and prepare an opening day collection.



3. Donated items will be subject to the same criteria for selection as new books and

will be cataloged or disposed of according to those criteria. MCPL staff will make

all decisions.



Criteria for Branch Dissolution



In the event of funding declines, community needs or demographic changes, or any other

reasons that might necessitate a review of library services in a community that hosts a

branch library, the following criteria will be deemed appropriate for review to determine

whether a branch library continues to be viable in that community:



1. Circulation at a branch library is shown to have dropped in an unacceptable way,

or to an unacceptable level as defined by the library's board;



2. Attendance has dropped measurably;



3. The community is no longer fulfilling the terms of the library service agreement;



4. Changing demographics no longer support the use of a physical library;



5. Public hearings in the community reveal a lack of support for a branch library;

6. County funding priorities necessitate a reduction in services.

If any of the aforementioned criteria necessitate a review of branch library services, the

Library will act upon a board mandate to review that branch library's viability. The review

will be conducted under the oversight of the library board, and will be reported to

Marathon County's administration and the County Board Executive Committee along with

the recommendations of the library board.