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South Dakota State Library Services

A list of services provided by the South Dakota State Library.

School/Public Combination Libraries

School and public library collaboration as a combo library in one building has been a practice in some South Dakota communities for many years. Although the missions, functions, and operations of both types of libraries differ in some areas, they overlap in others. Beyond the collaborative activities of two separate entities, a combination of services into one facility is a possibility with careful planning and commitment. Combination libraries often ensure stronger, better financed and staffed services for patrons of all ages.

Combination or joint-use libraries are a model communities under the population of 1,000 may consider if they have a nearby school. However, this model can also be successful in large communities. Currently South Dakota has 23 combination libraries across the state. 

This information is designed as a guide for communities interested in learning more about the necessary steps in forming a school/public combination library. The State Library is here to assist any community considering this option. 

Building considerations for school-public combo libraries:  

  • Public parking and entrance: If the library is part of a school building, it will need to be located where the public library patrons can access it directly from an outside parking lot. This will encourage adult usage of the library during the day and reduce distractions during instruction. 

  • Separate and shared spaces: Clearly delineate separate spaces for school and public library functions such as areas for classroom activities and public library reading spaces. Identify shared or multifunctional spaces and design flexible spaces that can accommodate diverse activities such as meeting rooms, group study areas, and makerspaces. 

  • Library collections: Plan for separate sections for school-specific materials and public library resources. 

  • Security measures: Build in security measures that serve both school and public library settings. This may include surveillance systems, controlled access points, and emergency response plans. 

  • Community spaces: Design welcoming and comfortable spaces for public library users that encourage the community to visit for purposes beyond book borrowing. 

  • To begin the discussion about a school/public combination library in any community we recommend forming a joint committee as soon as possible. It is essential to include representatives from all stakeholder groups: school board, library board, school administration, school librarian, public librarian, city council or county commission, local business owners, law enforcement, community organizations, and parents.
  • Hold public meetings to gather input from all stakeholders before detailed plans are created. Discussion may make it clear that the stakeholders are not interested in moving in the direction of a combination library at all or not at the current time. Consider asking a neutral third party to facilitate discussions and present information.
  • Develop a timeline and allow several years for a smooth transition.
  • With the assistance of the school board and the city council, or county commissioners, discuss and decide upon the governance structure. The public library must have an appointed board (See State Statute 14-2) separate from the school board if they are to remain an official public library with a federal FSCS/IMLS number.
  • Discuss the physical space such as maintenance, remodeling, or whether a new building is required. Security is an issue for schools and public libraries, even in rural, somewhat isolated areas. Include local law enforcement early in the discussions and well before you build or remodel.
  • Plan for a separate public entrance to the library and public restrooms contained within the library other than those designated for student use. Patrons who visit the library during the school day need to have direct access without going through the school office or signing in each visit. However, access should be to only the library facilities, including community meeting rooms, and not the entire school building.
  • Plan for handicapped accessibility inside and outside of the building. Check local statutes regarding public parking. Make sure your school has adequate public parking for accessing the public library during the school hours, as well as adequate exterior lighting.
  • Discuss library staffing and hours of operation as well as ongoing budget responsibilities. In most cases one librarian alone cannot meet the needs of the school and public at the same time.
  • Plan for technology use, support services, and ongoing repair and replacement of equipment.
  • Discuss policies and procedures under which the school and public libraries currently operate. Updated documents will need to be developed.


Joint-Use Agreement

  • Involve your city and school attorneys in writing a detailed contract for at least five years or more with provisions for dissolution.
  • Revisit the agreement regularly and adjust as needed. Submit a copy of the original agreement and any updates to the State Library.

Public Library Laws

  • Public libraries are required to have on file with the State Library:
    • a list of current board members with name, position, term expiration, address, phone number and email address;
    • City/County ordinance which gives library board authority to operate a public library;
    • a yearly budget including salary of the librarian (must be paid at least minimum wage for the hours of public access and proof that the city supports financially "in whole or in part" the public library's on-going operations);
    • the public library's current by-laws under which they conduct business.
  • Officially recognized public libraries have an FSCS federal number which is the federal government's recognition of its LSA (legal service area) for the city or county. When combined with a school library the public library must continue to meet the state statutes for what constitutes a legal public library. It must also continue to align with federal minimal guidelines/standards* for a federally recognized public library.

 

Federal-State Cooperative System (FSCS) definition of a public library:
A public library is an entity that is established under state enabling laws or regulations to serve a community, district, or region, and that provides at least the following:

  1. An organized collection of printed or other library materials, or a combination thereof;
  2. Paid staff;
  3. An established schedule in which services of the staff are available to the public;
  4. The facilities necessary to support such a collection, staff, and schedule; and
  5. Is supported in whole or in part with public funds.


Public Library Standards


Public Library Annual Survey

  • Officially recognized public libraries are required to electronically complete the public library survey each year during the designated timeline in February through March. Public libraries must have a Federal ID number to complete the survey.
  • Each June the SD compiled statistics are submitted to the federal government. Compliance is tied to receiving federal dollars which support our statewide electronic resources and other services to libraries and SD citizens.
  • The public library survey is an entirely different survey than the school library survey with different questions and data elements. Combination libraries complete both surveys. Both are required by state statute.
  • Contact State Library Data Coordinator Shawn.Behrends@state.sd.us for additional information.

School Library Laws
School libraries operate under the local governance of the school district. State statute for the formation of a joint usage library does exist. The State Library does not recommend setting up a separate joint school/public board as outlined in State Statute 14-2-37 or 14-2-38 (see references at Laws Affecting Libraries Tab on https://libguides.library.sd.gov/services/trustees). Most successful joint-use libraries operate nicely with the school library under the management of the school board and school administration while the public side continues with a public library board of trustees appointed according to State Statute 14-2-35. An ex-officio liaison board member working between the two boards is the most effective organizational structure.

The qualifications of school library certified and classified staff are outlined in SD Administrative Rules


School Library Guidelines and Content Standards

  • The Common Core State Standards aligned with the South Dakota School Library Content Standards and the American Association of School Librarians Standards for the 21st Century Learner, guide the teaching and learning in SD school libraries. SD Department of Education SD Content Standards.
     

School Library Survey

  • School libraries complete an annual survey electronically during the designated timeline in March and April. It is an entirely different survey than the public library survey with different questions and data elements. Combination libraries complete both surveys. Both are required by state statute.

School/Community Reading Room Combination
Public libraries that do not meet the status of an officially recognized public library with a federal ID number are designated as reading rooms for the purposes of the State Library. A public library board is appointed by the local governing body, but the public library board does not adhere to State Statute or complete the annual Public Library Survey. The public library presence is in the school at the invitation and pleasure of the school administration. The combination library is funded primarily by the school district, with contributions from the city or county government.

School Library/Community Access
If no public library exists within the community or the officially recognized public library is not interested in combining service, the school is free to have policies and procedures in place which open their school library to their community as a community "reading room." There is no appointed library board. The school sets all policies concerning access (or not) to their school library. The library is funded primarily by the school district but may take contributions from other entities or organizations.

Tribal College/Community Library Combination
Tribal College libraries may also offer services to their communities and function as a "public" library to their community. They can apply for a FSCS federal number, but participation in the annual public library survey, though welcomed, is not required. Governance and funding is either determined by the tribal college or the tribal government.

Contracted Public Library Services
Forming a joint 13-member board is not recommended.

  • Alcester Public Library
  • Bennett County Library
  • Brandon Branch Library, Siouxland Libraries
  • Centerville Community Library
  • Doland Community Library
  • Elk Point Community Library
  • Elkton Community/School Library
  • Faith Public/School Library
  • Humboldt Branch Library, Siouxland Libraries
  • Ihanktonwan Community College Library
  • Irene Public Library
  • Lennox Community Library
  • Menno Community-School Library
  • Moody County Resource Center
  • Oglala Lakota College Woksape Tipi Library
  • Plankinton Community Library
  • Scotland Community Library
  • Sinte Gleska University Library
  • Sisseton Wahpeton College Library
  • Sully Area Library
  • Tea Community Library
  • Tripp Public Library
  • Woonsocket Community Library

Sample Template* Joint-Use Agreement for a School/Public Combination Library

Disclaimer: Any joint use agreement developed for a school/public combined library should be reviewed by legal counsel of the parties involved. The following template provides a brief outline with which to begin, expand, and edit to meet specific local needs.
 

Legal Basis

This Agreement made and entered into on _ by the City of _, (hereinafter "the City"), the School District of _, (hereinafter "the District"), and the _ Public Library Board, a public library board established under SDCL14-2 (hereinafter "the Library Board");

WHEREAS, the City and the School District are legally authorized to enter into intergovernmental agreements for services or for the exercise of joint or common powers, pursuant to SDCL14-2;

WHEREAS, the Library Board may contract with library organizations to provide or receive library services, pursuant to SDCL14-2;

WHEREAS, the Library Board has exclusive control of the expenditure of all moneys collected, donated, or appropriated for the library as well as exclusive charge, control and custody of all lands, buildings, money or other property acquired or leased by the municipality for library purposes, pursuant to SDCL14-2;

NOW, THEREFORE, in consideration of the mutual promises contained in this Agreement and other good and valuable considerations, the parties agree as follows:
 

Governance and Policies

Nothing contained herein shall be construed to limit the powers and duties of the District Board or the Library Board or to delegate such powers and duties as granted to them by South Dakota law.

All policies of the combined library shall be approved by both the District Board and the Library Board. Policies may be modified at any time with mutual approval of both boards.

The Library Board shall continue as a legal public library board of trustees appointed according to SDCL 14-2-35. An ex-officio liaison board member working between the District Board and the Library Board shall be appointed by the District Board.

Staffing

The parties will be responsible for providing staffing for the operation and maintenance of the combined library as follows:

The Library Board shall provide a public librarian certified by the South Dakota State Library and such other staff as necessary to perform the public library mission of the combined library.

The District shall provide a school librarian certified by the South Dakota Department of Education and such other staff as necessary to perform the school library mission of the combined library.

The Library Board shall provide overall supervision and evaluation of the public librarian.

The school principal shall provide supervision and evaluation of the school librarian.

Funding

The City and Library Board agree to pay the District [amount to be determined by parties] each year for space in the school, maintenance of the facility, utilities, and custodial services.

In the event additional space is needed or the existing space needs to be renovated, the parties shall mutually agree on how costs are to be allocated or recovered.

The District shall be responsible for the purchase of all materials selected by the school librarian and all processing costs related to these materials.

The Library Board shall be responsible for the purchase of all materials selected by the public librarian and all processing costs related to these materials.

The District and Library Board may jointly purchase some library materials, equipment, digital licenses, and other resources if mutually agreed to by the parties.

The parties shall mutually agree on how costs for existing and new technology are to be allocated or recovered.

The District shall be responsible for salaries and fringe benefits of all school personnel.

The City and the Library Board shall be responsible for salaries and fringe benefits of all public library personnel.

Ownership of Assets

Ownership of all library materials, equipment, and furnishings provided or purchased by the Library Board shall be retained by the Library Board and shall be identified as such.

Ownership of all library materials, equipment, and furnishings provided or purchased by the School District shall be retained by the School District and shall be identified as such.

All library materials, equipment, and furnishings shall be available for use by the public, the students, and school personnel. Public use of certain equipment owned by the School District may be restricted when it is in use by students and school personnel.

In the event of termination of this agreement, all library materials, equipment, and furnishings shall be divided in accordance with the ownership of the items.

Term, Termination, and Review of the Agreement

The term of this Agreement shall be for five years [or other] unless terminated by either party.

The Agreement may be terminated by either party for cause, or for any or no reason upon giving notice of eighteen months [or other]. The Agreement may be extended upon mutual agreement of the parties.

The parties agree to evaluate the effectiveness of the arrangement three years after the start of this agreement.

The Agreement may be modified at any time with mutual agreement of the parties.

Signatures to the Agreement

IN WITNESS WHEREOF, the parties have executed this Agreement by signing their names on this day and date first written above.
ATTESTED TO
By: School District Board President
By: Public Library Board President
By: Mayor, City

*This sample template is based on an original created by the Wisconsin Department of Public Instruction, https://dpi.wi.gov/