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HomeMy WebLinkAboutItem 7.08 Library Service Agreement Review 1 940-3o , CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 26, 1990 SUBJECT Contract Review and Agreement With County of Alameda To Fund Additional Hours of Library Service. Report by Diane Lowart, Recreation Director EXHIBITS ATTACHED A. Contract Agreement B. Resolution RECOMMENDATION Review The Services Provided, Provide Input and Adopt Resolution FINANCIAL STATEMENT Fiscal Year 1989-90 Estimated Costs: $146 ,560 Fiscal Year 1990-91 Proposed Costs: $149,650 DESCRIPTION The City of Dublin has contracted with the County of Alameda for additional library services at the Dublin Branch of the Alameda County Library since October of 1983 . The original contract in Fiscal Year 1983-84 was for seven additional hours of service. In Fiscal Year 1985-86 the City funded hours expanded to 11 , and in Fiscal Year 1986-87 to 15. During Fiscal Year 1989-90 the City funded 15 additional hours per week from July through December, and 19 additional hours per week from January through June. These hours, combined with the 40 hours per week that are funded by Alameda County, enable the Dublin Branch to be open as follows: Monday 10 :00am — 9 : 00pm Tuesday 1:00pm - 9:00pm Wednesday 10: 00am - 9:00pm Thursday 10: 00am - 9:00pm Friday 10 : 00am - 5:00pm Saturday 10:00am - 5:00pm Sunday 1:00pm - 5: 00pm The City is presently providing funding for 32 percent of the hours of service. The cost to the City for funding the Contract Agreement for Fiscal Year 1989-90 is estimated to be $146 ,560 . In reviewing the levels of service provided by the Library, statistics have been compiled on circulation, reference and gate count. During the past year, all three areas show a slight decrease which can probably be attributed to the openings of the Pleasanton Library and the San Ramon Library. However, books and other resources of the Dublin Library are now increasingly available for Dublin Residents. Circulation Dublin experienced a circulation reduction from 1988 to 1989. As noted above, some of this was no doubt due to changes in use patterns resulting from the new neighboring libraries. For example, in the one year that the Pleasanton Library has been open, circulation to Pleasanton residents has dropped from 13 . 2 percent in 1988 to 8. 2 percent in 1989 . For the six month period that the San Ramon Library has been open, circulation to Contra Costa residents has dropped from 36.4 percent in 1988 to 31.2 percent in 1989 . 1990 seems to be continuing this new pattern, with 8 percent of the library circulation to Pleasanton residents and 31 percent to Contra Costa County residents during January. -------- - --------------------------------------7----------------- ITEM N0. + COPIES TO: Alameda County Library With regards to City funded hours, Sunday average circulation was 663 items for 1989, only slightly lower than circulation of 687 items in 1988 . Circulation for 1990 is starting off very high, averaging 780 items per Sunday. Monday circulation is consistent at approximately 740 items per day and with the expansion of Monday hours, this is increasing to approximately 900 items per day. Thursday evening circulation is lower than Sunday or Monday evening, but still important for the accessibility to the library, especially for students. Reference Like circulation, a decrease from 1988 was experienced due to the opening of the two new libraries in neighboring cities. Sunday averages appear to be very close to 1988 with 120 daily reference questions in 1989 compared to 128 in 1988 . Average Monday reference activity remains steady at 167 reference questions per day. Gate Count A very detailed sampling of the six months from July to December, 1989, show that 72 people use the library in an average hour. For Sundays, the average hourly use was 107 and on Mondays the average hourly use was 82 . It appears that a disproportionately high number of people use the library during City-funded hours. Financial/Service Level For Fiscal Year 1990-91 Staff does not recommend any changes in the level of service provided by the City at the Dublin Branch. The County Library Staff have concurred with this recommendation. The proposed contract amount is as follows: Salaries and employee benefits. . . . . . . . . . . . . . . . . . $128 ,731 Services & supplies, utilities & communications $ 20 ,919 TOTAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$149,650 The increase over Fiscal Year 1989-90 is very slight, despite the fact that this represents 19 hours for the full year rather than just for the final six months of the year as was the case this last year. The increase is minimal for several reasons: 1. Labor agreements are in place so increases have been agreed upon rather than relying on estimates. 2 . Costs for SAN (Services As Needed) or temporary librarians have been reduced by about one-third. Because of reduced activity, staff have been redistributed with fewer staff scheduled in evenings. This has reduced the need to hire temporary staff. 3 . Services and supplies, utilities and communications costs are up only slightly and a substantial increase over last year is not anticipated. Thus, figures have been based on actual 1989-90 costs. At this time the County does not anticipate additional funding for library services which would enable them to reduce the contract cost to the City. Therefore it is recommended that the City Council review the services provided, provide input, and adopt the resolution attached in Exhibit B Approving a Contract Agreement with the County of Alameda for Additional Library Services during Fiscal Year 1990-91 . Y w CONTR, AGREEMENT BETWEEN THE CITY OF sLIN AND THE COUNTY OF ALAMEDA FOR ADDITIONAL LIBRARY SERVICES INTENT WHEREAS, current funding level for County Library Services prevent 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 40 hours per week, and WHEREAS, the members of the Dublin City Council have authorized funding for the increases in staffing and utility costs required to open the Dublin Branch nineteen (19) additional hours for a total of 59 open hours per week; therefore, The City of Dublin and the County of Alameda agree to provide nineteen (19) additional hours per week of Library Services at the Dublin Branch of the Alameda County Library System subject to the following terms and conditions. TERMS AND CONDITIONS 1 ) Effective Dates: This contract will be in effect from July 1, 1990 to June 30, 1991. 2) Services Described: The County of Alameda agrees to provide nineteen 19 additiona ours of library services at the Dublin Branch Library from July 1, 1990 through June 30, 1991 as follows: eleven (11) additional hours each Monday, excluding County observed holidays, from 10:00 a.m. to 9:00 p.m. ; four (4) additional hours .each Thursday, excluding County observed holidays, from 5:00 p.m. to 9:00 p.m. ; and four (4) additional hours each Sunday, excluding County observed holidays, from 1:00 p.m. to 5:00 p.m. 3) Payments: The City of Dublin agrees to pay the County of Alameda 149,650 in four (4) quarterly installments as follows: September 30, 1990 - $37,412.50 December 31 , 1990 - $37,412.50 March 31 , 1991 - $37,412.50 June 30, 1991 - $37,412.50 4) Extension: All terms and conditions of this contract may be extended, by mutual agreement, on a year-to-year basis, 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) Periodic Activity Reports: Activity Reports will be provided by the County Librarian to the Dublin City Council . Dublin City Council may request such reports at any time. 6) Mid-Year Adjustments: The cost of providing nineteen (19) additional hours of library service is based on a projected salary increase of 5%. Should salary increases be higher than anticipated as a result of further pay equity adjustments in 1990/91, the County Librarian may return to the Dublin City Council to negotiate a mid-year funding adjustment for personnel costs. 7) Option to Terminate or Rene otiate Contract: This contract is predicated on the assumption that library service evels will remain constant. Should any circumstance arise which changes both County Library funding levels and levels of service, either party shall have the right to 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 for City of Dublin 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. b) The City shall not be called upon to assume any liability for the direct payment of any salary, wages, or other compensation to any County personnel performing services hereunder for the City, or any liability other than that provided for in this agreement. Except as herein otherwise specified, the City shall not be liable for compensation or indemnity to any County employee for injury or sickness arising out of his/her employment. c) The County will assume liability and pay cost of defense 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. In addition, when liability arises pursuant to Section 830 et seq. , of the Government Code, by reasons of a dangerous condition of public property of the County, the County shall assume liability and pay cost of defense 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, whether or not arising in the performance of an agreement between the parties hereto. CITY: COUNTY: City Manager Chairman, Board of Supervisors CITY OF DUBLIN COUNTY OF ALAMEDA 6500 Dublin Blvd. , Suite 101 Administration Building Dublin , CA 94568 1221 Oak Street Oakland, CA 94612 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 Chairman 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 Chairman of the Board of City of Dublin Supervisors State of California County of Alameda ATTEST: By: By: City Clerk Clerk of the Board of Supervisors APPROVED AS TO FORM By: County Counsel -2- 0784L RESOLUTION NO. -90 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ---------------------------------------------------------------------- A RESOLUTION APPROVING A CONTRACT WITH THE COUNTY OF ALAMEDA FOR ADDITIONAL LIBRARY SERVICES DURING FISCAL YEAR 1990-91 WHEREAS, the City of Dublin and the Alameda County Library are desirous of providing quality library services to residents of the City of Dublin; and WHEREAS, the services provided at the Dublin Library have been. historically reduces by the County due to lack of funding; WHEREAS, the City Council of the City of Dublin desires to provide additional funds in order that the Library may be open on Monday from 10 : 00a.m. to 9 :00p.m. , Thursday from 5: 00p.m. to 9 :00p.m. , and Sunday from 1 : 00p.m. to 5:00p.m. ; and WHEREAS, the Dublin City Council has allocated sufficient funds for Fiscal Year 1990-91 to maintain the additional hours of Library Service to the residents; and WHEREAS, the County of Alameda has agreed to provide the additional Library hours at the Dublin Branch of the Alameda County Library System. NOW THEREFORE, BE IT RESOLVED THAT THE City Council of the City of Dublin does hereby approve the attached Agreement between the City of Dublin and the County of Alameda for additional Library Services and further authorizes the Mayor to execute said agreement. PASSED, APPROVED AND ADOPTED this th day of June, 1990. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk