HomeMy WebLinkAboutItem 7.1 Amend Library Hrs
CITY CLERK
File # D~[QJ[{i]"~fi5l
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 20, 1998
SUBJECT:
Amendment to Agreement with County of Alamedi~:to Increase
Library Hours at the Dublin Library
Report Prepared by Richard C. Ambrose, City Manager
ATTACHMENTS:
1.
Letter dated September 28, 1998 from County Librarian
Linda Wood
Amendment to Contract Agreement between the City of
Dublin and the County of Alameda for additional library
services
Budget Change Form
2.
3.
RECOMMENDATION:
if 1.
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2.
Authorize Mayor to execute amendment to contract
agreement.
Approve Budget Change Form
. FINANCIAL STATEMENT:
The proposed amendment to the agreement with Alameda County
would increase the City's contribution to the County for the
funding of Library Services from $224,247 to $258,848. This
represents an increase of $34,601 in the City's cost for Library
Services for FY 1998-99. The annual additional cost for providing
four additional hours of service at the Dublin Library for FY 1999-
2000 would be $52,650 (not adjusted for inflation). An ameridment
to the City's current agreement will require the Council to approve
an appropriation from the City's Unappropriated Reserves.
DESCRIPTION: As part of the 1998-99 Fiscal Year Budget, the City Council
allocated $224,247 to fund 14 hours a week of the total 34 hours a week that the Dublin Library is open.
At the City Council meeting of September 1, 1998, the City Council received a presentation from the
County Librarian regarding the cost associated with implementing additional hours at the Dublin Branch
Library. At that meeting, the City Council directed Staff to work with the County to develop an
amendment to the City's current contract with the County for the purposes of adding four hours of Sunday
service at the Dublin Library effective January 2, 1999.
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. COPIES TO:
ITEMNO.~
G/cc-mtgs/98-qtr4/oct/lO-20-98/as-library
The County has prepared an amendment to the City's current agreement with the County for funding .
additional hours of Library Service. The amendment to the agreement would.fund four additional hours.
of service on Sunday for the last six months of FY 1998-99 at a total cost of $34, 601. This additional
cost includes a one-time start-up cost of $8,276. The annualized cost of providing this service in the
future will be $52,650. .
The County Librarian has indicated that if the Council approves the amendment to the agreement, that the
County will endeavor to start the service on January 2, 1999. If for any reason sufficient staffing could
not be secured by the Library by that date, the County would reduce its charge to the City_by $1,053 for
every Sunday that the County was unable to provide the service.
Since sufficient funds are not included for the addition of the four hours of service, it will be necessary for
the Council to appropriate sufficient funds from the City's Unappropriated Reserves.
RECOMMENDATION
It is Staff's recommendation that the Council authorize the Mayor to execute the agreement and approve
the Budget Change form.
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ALAMEDA
COUNTY
LIBRARY
2 4 50S T E 'V ENS 0 N B 0 U LEV A R 0,
F REM 0 N T, C A L I FOR N I A . 9 4 5 3 8 - 2 3 2 6
PHONE (510) 745-1500
FAX (510) 793-2987
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L I N 0 A M. WOO 0 , C 0 U 1'1 T Y LIB R A R I A N
RECEIVED
~!CT 2 1998
CI'-Y Ur DUBLiN
September 28, 1998
Mr. Richard Ambrose
City Manager
City of Dublin
100 Civic Plaza
Dublin, California 94568
Subject: Implementation of Sunday Hours at the Dublin Branch Library
Dear Richard:
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Enclosed for your review and consideration is an amendment to the existing
Contract Agreement between the City of Dublin and the County for Additional
Library Services reflecting the addition of Sunday hours effective January 2,
1999.
The terms and conditions reflect the issues we have discussed already -- our
need to hire the necessary personnel and to complete any obligations to meet
and confer that may arise from the addition of these hours to our schedule.
The amendment reflects the. increased cost to the City calculated at the rate of .
$1,053 per Sunday for 25 Sundays. During the 6 months covered we will be
closed on Easter Sunday so the amount reflects 25 rather than 26, weeks of
service. It also provides for a prorata reduction in the amount charged if we
are not able to start by January 2, 1999. The total cost includes the $8,276 in
one-time-only start up fees which I described in my letter of Juty 20 to you.
At the present time I cannot be absolutely certain whether we will be able to
start on January 2, 1999 or whether we will have a delay. We have received
the Civil Service list for the SAN Librarians and will be interviewing from the list
in mid-October and ascertaining the candidates' availability to work Sundays. If
we are able to hire enough people from this interviewing process, there witl be
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ATTACHMENT 1
A l BAN Y . CAS T R 0 VA L lEY · C E N T E R \' III E · DUB L I N
EXTENSION SERVICES .FREMONT MAl" · IR\'INGTON
NEwARK .NILES .PlEASANTON .SAN LORE'ZO .UNION CITY
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no difficulty in having them trained and ready to go by January 2, 1999. We
are discussing the labor relations implications with the County's Human
Resource Services Department and expect to notify SEIU in the near future.
Only after we get their response will we be able to assess the potential for
delays.
We are very impressed with the commitment of the City of Dublin to providing'
a high quality of public library service to its residents. Our experience with
Sunday hours has always been that they are extremely popular and well used
by the public. I am sure the same will be the case at Dublin.
We will certainly provide the City with a copy of the results of our public survey
on library hours preferences when it is available. We expect to have it
available in January.
If the enclosed Agreement meets with the City Council's approval, please send
four originally signed copies back to me. After we have them approved by the
Board of Supervisors, we will return one fully executed copy of the Agreement
for your files.
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If you have any questions about the proposed Agreement, please call me at
510:..745-1536.
Thank you for your assistance in this matter.
Very truly yours,
l / - ~ 11 _ /J
,~')-vd~/.r) I Ii hl~
Linda M. Wood
County Librarian
LMW/pmsf
Enclosures
cc: Joy Cadone, Deputy County Librarian
Pat Zahn, Dublin Library Branch Manager
Margaret Strom, Administrative Services Officer
Carol Parker, Administrative Specialist
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T :\colibrn\dubacona.998
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AMENDMENT TO
CONTRACT AGREEMENT BETWEEN THE CITY OF DUBLIN
AND THE
COUNTY OF ALAMEDA
FOR
ADDITIONAL LIBRARY SERVICES
The Contract Agreement between the County of Alameda and the City of Dublin for
additional library services for July 1, 1998 to June 30, 1999 shall be amended as
follows:
2)
Services Described: This section of the contract shall be amended by the
addition of the following paragraph:
The County of Alameda agrees to provide four additional hours per
week at the Dublin Branch Library from January 2, 1999 through
June 30, 1999 on Sundays, excluding County observed holidays, from
1 :00 p.m. to 5:00 p.m. in addition to the 14 additional hours per week
described in the previous paragraph. The County hearby indicates its
good faith intent to be ready to begin Sunday hours at the Dublin Library
by January 2, 1999 but reserves the right to postpone the effective date
of Sunday hours until it has been able to hire the necessary personnel
to operate the Library on Sundays and has completed any obligations to
meet and confer with its affected labor organizations.
3)
Payments: This section of the contract shall be replaced in its entirety with the
following paragraph:
The City of Dublin agrees to pay the County of Alameda $258,848 in
four (4) quarterly installments as follows:
September 30, 1998 - $56,061.75
December 31, 1998 - $56,061.75
March 31, 1999 - 73,362.25
June 30, 1999 - 73,362.25
Should the County begin the Sunday hours later than January 2, 1999,
the County will bill the City a prorated amount for the March 31 and
June 30, 1999 payments based on the actual number of weeks during
which the Sunday service is provided. The amount billed will be
reduced by $1,053 for each Sunday when service is not provided.
All other terms and conditions of the original 1998-99 Contract Agreement
remain in full force and effect.
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ATTACHMENT 2
IN WITNESS WHEREOF:
The parties hereto have executed this agreement the day and year first above
written, and County has hereunto caused its corporate name to be signed by its
President of the Board of Supervisors, who is hereunto duly authorized the day and
year first above written. -
CITY OF DUBLIN
By:
Mayor
City of Dublin
State of California
Date:
ATTEST:
By:
City Clerk
APPROVED AS TO FORM
By:
City Attorney
9/28/98
a:\dubconam.998
T:lasst\dubconam.998
COUNTY OF ALAMEDA
By:
President of the Board of Supervisors
County of Alameda
State of California
Date:
By:
Clerk of the Board of Supervisors
APPROVED AS TO FORM
By:
County Counsel .
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CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
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New Appropriations (City Council Approval Required):
Budget Transfers:
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
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From Unappropriated Reserves
From New Revenues
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Name: Name:
!Library Contract Services
Account #: Account#: 001-8010-740-000 $34,601
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
REASON FOR BUDGET CHANGE ENTRY:
This amount funds increased hours at the Dublin Library for 4 hours on Sundays
for the last half of the fiscal year and a one time start-up cost of $8,276.
City Manager:
Date:
Signature
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Mayor:
Date:
Signature
Posted By:
Date:
Signature
ATTACHMENT 3
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