HomeMy WebLinkAbout4.02 Library Services Agmt
STAFF REPORT CITY CLERK
File #600-40
CITY COUNCIL
DATE:June 18, 2013
TO:
Honorable Mayor and City Councilmembers
FROM:
Joni Pattillo, City Manager
SUBJECT:
Contract for Services with the Alameda County Library for Fiscal Year 2013-2014
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 2013-2014 is for 19 additional hours of
service per week. 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 2013-2014 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 2013-2014.
Submitted By Reviewed By Reviewed By
Parks and Community Administrative Assistant City Manager
Services Director Services 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 Alameda County Library
provides a base service level of 28 operating hours per week, and the City provides funding for
ITEM NO. 4.2
Page 1 of 2
19 additional hours per week, excluding County observed holidays, in order to maintain a total
weekly schedule of 47 hours per week. This is consistent with the hours that were funded during
Fiscal Year 2012-2013, which was two more hours per week than the prior two fiscal years.
The Fiscal Year 2013-2014 Budget includes funding for 19 additional hours of service per week
at the Dublin Library. The County has prepared a Contract Agreement for funding 19 additional
hours of service per week at an annual cost of $409,003.
Attachment 1 is a Resolution approving the Agreement between the City of Dublin and County
of Alameda. Attachment 2 is the proposed contract agreement.
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 2013-2014
2. Agreement for Additional Library Hours for Fiscal Year 2013-2014
Page 2 of 2
RESOLUTION NO. xx–13
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 2013-2014
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 18th day of June, 2013.
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 2013-14
The County of Alameda and the City of Dublin enter into this Agreement as Follows:
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 funding for the increases in staffing
and utility costs required to open the Dublin Branch an average of 19 additional hours for a
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, 2013, to
June 30, 2014.
2)Services Described: During the time period specified above, the County agrees to
provide 19 additional open hours per week of library service at the Dublin Branch
Library, excluding County observed holidays, in order to maintain a total weekly
schedule of open hours at the Dublin Branch Library at 47 hours per week.
3) (A) Payments: The City of Dublin agrees to pay the County of Alameda $409,003 in four (4)
quarterly installments as follows:
September 30, 2013 $102,250.75
December 31, 2013 $102,250.75
March 31, 2014 $102,250.75
June 30, 2014 $102,250.75
Payments shall be due and payable on the dates stated above. In addition to the
amounts stated above, a penalty of 5% shall be payable, for any payment which is 30
days overdue.
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4) Extension: All terms and conditions of this agreement may be extended, by mutual
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 is adjusted annually to
reflect increases/decreases to the costs connected with providing the services.
5)Augmentation: The services provided through this Agreement and the amount to be
paid by the City of Dublin to the County of Alameda may be modified during the year, by
mutual agreement of the Parties, to reflect additional City of Dublin funds and monies
donated to the City of Dublin by groups, other public agencies, and individuals for this
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 the issuance of quarterly
billing statements. The Dublin City Council may request additional reports or
presentations at any time.
7)Option to Terminate or Renegotiate Agreement: In the event that either party
determines that it no longer has sufficient funding or staffing to meet the obligations of
this agreement, that party may terminate or renegotiate this Agreement by giving at
least thirty (30) days written notice.
8)Liability:
a)All persons employed in the performance of such services and functions as are needed
to provide the additional open hours shall be County employees, and no City employees,
as such, shall be taken over by the County and no person hereunder shall have any City
pension, Civic service, or other status or right with the City.
b)The City shall not be called upon to assume any liability for the direct payment of any
salary, wage, or other compensation to any County personnel performing services
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 liable for compensation or
indemnity to any County employee for injury or sickness arising out of his/her
employment with the County.
d)County will assume defend, indemnify and hold the City harmless from loss, costs, or
expenses caused by the negligent or wrongful act or omission of County officers, agents,
and employees occurring in the performance of agreements between the parties hereto
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.
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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 City officers, agents,
and employees occurring in the performance of agreements between the parties hereto
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 arising out of the
performance by the Parties’ of their obligations under this agreement.
10) Notices: Notices pertaining to this agreement shall be sent to the following:
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
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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 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
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DUBLIN LIBRARY
FY 2013-14 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 Services (Bookmobile: Literacy;
Senior Services and services to those with disabilities) as well as shared cost of
Administration, Collection Acquisition & Management and Information Technology costs.
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
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