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HomeMy WebLinkAbout4.07 Library Contract for Services STAFF REPORT CITY CLERK File #600-40 CITY COUNCIL DATE:September 4, 2012 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: 2012-2013 Contract for Services with the Alameda County Library Prepared by Paul McCreary, Parks and Community Services Director EXECUTIVE SUMMARY: The City of Dublin contracts with the Alameda County Library for additional hours of service at the Dublin Public Library. The contract for Fiscal Year 2012-2013 is for 19 additional hours of service per week, which is two more hours than last fiscal year. The City Council will consider the Contract Agreement with the Alameda County Library. FINANCIAL IMPACT: The total annual contract cost for 19 additional hours of service per week is $409,003. Sufficient funding has been included in the adopted Fiscal Year 2012-2013 Budget to execute the Agreement. RECOMMENDATION: Staff recommends that the City Council adopt Resolution approving an agreement with County of Alameda for additional library services for Fiscal Year 2012-2013. Submitted By Reviewed By Reviewed By Parks and Community Administrative Services Assistant City Manager Services Director Director DESCRIPTION: The Dublin Public Library was opened to the public in April 2003. The library building and related improvements are owned by the City of Dublin. Through an agreement executed in October 2002, the Alameda County Library operates the library-related activities in the building and provides equipment related to the general operation of the library. The City of Dublin has consistently provided funding to the Alameda County Library in order to extend the number of hours that the library is open to the public. The Fiscal Year 2012-2013 ITEM NO. 4.7 Page 1 of 2 Budget includes funding for 19 additional hours of service per week at the Dublin Library, which is two more hours of service than Fiscal Year 2011-2012. The County has prepared a Contract Agreement for funding 19 additional hours of service per week at an annual cost of $409,003. Beginning September 4, on Tuesday evenings the Library will close at 8:00 p.m. instead of 6:00 p.m. The Alameda County Library indicated that evening hours were the greatest need. Attachment 1 is a Resolution approving the Agreement between the City of Dublin and County of Alameda. The contract agreement is shown as an attachment to the Resolution. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of the Staff Report was provided to the Alameda County Library. ATTACHMENTS: 1. Resolution Approving an Agreement with County of Alameda for Additional Library Services for Fiscal Year 2012-2013 Page 2 of 2 RESOLUTION NO. xx–12 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING AN AGREEMENT WITH COUNTY OF ALAMEDA FOR ADDITIONAL LIBRARY SERVICES FOR FISCAL YEAR 2012-2013 WHEREAS , current funding level for County Library services prevents increasing the number of open hours per week at the Dublin Branch of the Alameda County Library system; and WHEREAS , the citizens of Dublin wish to have the Dublin Branch Library open more than the County funded hours per week; and WHEREAS , the Dublin City Council has authorized $409,003 in funding for the increases in staffing and utility costs required to open the Dublin Branch an average of 19 additional hours per week for a total of 47 open hours per week; and WHEREAS , the terms and conditions are contained in attached Contract Agreement. NOW, THEREFORE, BE IT RESOLVED that the City of Dublin does approve the agreement attached hereto as Exhibit A. with County of Alameda, PASSED, APPROVED AND ADOPTED this 4th day of September, 2012. AYES: NOES: ABSENT: ABSTAIN: ________________________________________ Mayor ATTEST: _______________________________________ City Clerk ATTACHMENT 1 AGREEMENT BETWEEN THE CITY OF DUBLIN AND COUNTY OF ALAMEDA FOR ADDITIONAL LIBRARY SERVICES FISCAL YEAR 2012-13 The County of Alameda and the City of Dublin enter into this Agr WHEREAS, current funding level for County Library services prevents incr number of open hours per week at the Dublin Branch of the Alamed and WHEREAS, the citizens of Dublin wish to have the Dublin Branch Library o the County-funded hours per week, and WHEREAS, the Dublin City Council has authorized funding for the increase and utility costs required to open the Dublin Branch an average total of 47 open hours per week. NOW, THEREFORE, the City of Dublin and the County of Alameda agree as follows: TERMS AND CONDITIONS 1)Time Period: This agreement will be in effect from July 1, 20 June 30, 2013. 2)Services Described: During the time period specified above, the County agrees to provide 19 additional open hours per week of library service at Library, excluding County observed holidays, in order to maintai schedule of open hours at the Dublin Branch Library at 47 hours 3) (A) Payments: The City of Dublin agrees to pay the County of quarterly installments as follows: September 30, 2012 $102,250.75 December 31, 2012 $102,250.75 March 31, 2013 $102,250.75 June 30, 2013 $102,250.75 Payments shall be due and payable on the dates stated above. In amounts stated above, a penalty of 5% shall be payable, for any days overdue. 1 EXHIBIT A 4) Extension: All terms and conditions of this agreement may be agreement, on a year-to-year basis or as otherwise agreed to by the parties, provided the amount paid by the City of Dublin to the County of Alameda i reflect increases/decreases to the costs connected with providin 5)Augmentation: The services provided through this Agreement an paid by the City of Dublin to the County of Alameda may be modif mutual agreement of the Parties, to reflect additional City of D donated to the City of Dublin by groups, other public agencies, purpose. 6)Periodic Activity Reports: Activity reports will be provided by the County Librarian to the Dublin City Council on a quarterly basis to coincide with th billing statements. The Dublin City Council may request additio presentations at any time. 7)Option to Terminate or Renegotiate Agreement: In the event th determines that it no longer has sufficient funding or staffing to meet the obligations of this agreement, that party may terminate or renegotiate this Agr least thirty (30) days written notice. 8)Liability: a)All persons employed in the performance of such services and f to provide the additional open hours shall be County employees, as such, shall be taken over by the County and no person hereund pension, Civic service, or other status or right with the City. b)The City shall not be called upon to assume any liability for salary, wage, or other compensation to any County personnel perf hereunder for the City, or any liability other than that provided for in this agreement. c)Except as otherwise provided herein, the City shall not be lia indemnity to any County employee for injury or sickness arising employment with the County. d)County will assume defend, indemnify and hold the City harmles expenses caused by the negligent or wrongful act or omission of and employees occurring in the performance of agreements between to the extent that such liability is imposed on the City by the provisions of Section 895.2 of the Government Code of the State of California. 2 e)The City will defend, indemnify and hold the County harmless from loss, costs, or expenses caused by the negligent or wrongful act or omission of and employees occurring in the performance of agreements between to the extent that such liability is imposed on the County by the provisions of Section 895.2 of the Government Code of the State of California. f)The provisions in the paragraph shall apply only to liability ¦;©Eš©’“-; ,ä ·w; t©·z;­x šE ·w;z© š,Œzm·zš“­ ғ7;© ·wz­ m©; 10) Notices: Notices pertaining to this agreement shall be sent CITY: COUNTY: City Manager President, Board of Supervisors CITY OF DUBLIN COUNTY OF ALAMEDA 100 Civic Plaza Administration Building Dublin, CA 94568 1221 Oak Street Oakland, CA 94612 County Librarian ALAMEDA COUNTY LIBRARY 2450 Stevenson Boulevard. Fremont, CA 94538 3 IN WITNESS WHEREOF: The parties hereto have executed this agreement the day and year County has hereunto caused its corporate name to be signed by it Supervisors, who is hereunto duly authorized the day and year fi CITY OF DUBLIN COUNTY OF ALAMEDA By: _______________________ By: ____________________________ Mayor President of the Board of Supervisors City of Dublin County of Alameda State of California State of California Date: ___________________________ Date: ________________________ ATTEST: By: ___________________________ By: __________________________ City Clerk Clerk of the Board of Supervisors APPROVED AS TO FORM APPROVED AS TO FORM By: ___________________________ By: __________________________ City Attorney County Counsel 4 DUBLIN LIBRARY FY 2012-13 Projected Budget EXPENSES: Branch Personal (15.74 FTE) $1,157,269 Library Material $418,616 All other Direct Costs $185,000 Total Direct Costs $1,760,885 *System Wide Support $1,286,087 GRAND TOTAL $3,046,972 *System Wide Support include the shared cost of Extension Servic Senior Services and services to those with disabilities) as well as shared cost of Administration, Collection Acquisition & Management and Informat REVENUE: County Library Property Tax $2,078,548 (28 Base Hours) (Collection in Dublin) City Contract $409,003 (19 Add. Hours) Other County Library Funds $559,421 GRAND TOTAL $3,046,972 1949988.1 5