HomeMy WebLinkAboutItem 4.04 LibraryContractReview (2)
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 13,1996
CITY CLERK
File # D~[QJ[Q]-~~
9tfO-30
SUBJECT:
Library Contract Review. Report Prepared by: Diane Lowart, Parks
& Community Services Director
EXIllBITS ATTACHED: A. Correspondence from Linda M. Wood, County Librarian
B. Draft Agreement
C. Resolution Approving Agreement
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RECOMMENDATION: VV I Adopt Resolution and authorize Mayor to execute agreement
FINANCIAL STATKMENT:
Cost to the City for Fiscal Year 1996-97 is $205,874
DESCRIPTION: In Fiscal Year 1983-84 the City of Dublin and the CountY of
Alameda entered into a contract agreement to provide funding for additional hours of library service at the
Dublin Branch Library. The original contract provided for seven additional hours of service per week and
the current contract provides for 14 additional hours per week. The Dublin Library is open to the public
for 31 hours per week and the County provides funding for 17 of the 31 hours. Thus, the City of Dublin
provides funding for approximately 45 percent of the open hours of service to the community.
::. The current operating schedule for the Dublin Library is shown below:
*Monday 1 :00 p.m. to 8:00 p.m.
Tuesday 1 :00 p.m. to 8:00 p.m.
*Wednesday 1 :00 p.m. to 6:00 p.m.
Thursday 10:00 a.m. to 6:00 p.m.
+Saturday 12:00 p.m. to 4:00 p.m.
· Designates City funded hours
+ City funded on alternating Saturdays
The estimated contract amount for Fiscal Year 1995-96 is $194,188. The proposed contract amount for
Fiscal Year 1996-97 based on the same level of service is $205,874. A comparison of Fiscal Year 1995-
96 and Fiscal Year 1996-95 is shown on the following table.
Salaries & Employee Benefits
Utilities/Janitorial/Communications
Total- Direct Costs
Indirect Costs
Total Contract Amount
Fiscal Year
1995-96
$149,530
$ 27,005
$176,535
$ 17,653
$194,188
Fiscal Year
1996-97
$153,076
$ 27,610
$180,686
$ 25,188
$205,874
Difference
2.4%
2.2%
2.3%
42.7%
6.0%
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--,. COPIES TO: Alameda County Library
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ITEM NO.
F:\citycoun\ccmtgs\cclib813.doc
This increase is primarily attributable to the cost of negotiated salary increases for County Library
employees and a cost increase in the indirect costs. This is the third year of a three year phase-in of the e.':
full indirect cost rate. The rate for Fiscal Year 1996-97 is 13.94%. This is an increase from the prior year
rate of 12.37% but lower than the 1994-95 indirect cost rate which was 14.66%. The amount of the
indirect cost rate is recalculated annually based on prior year actual costs.
As part of the contract review, Library staff have compiled statistics on circulation, gate count and
reference for City funded hours during Fiscal Year 1995-96. Circulation relates to the number of books
checked out; gate count relates to the number of persons entering the library; and reference relates to the
number of questions directed to Library staff. These statistics are summarized below.
Circulation
Average monthly circulation:
Mondays
Wednesdays
Saturdays
Average circulation per hour:
2,909
2,357
1 ,3 71
122
Per hr. = 116
Per hr. = 109
Per hr. = 165
Gate Count
Average monthly gate count:
Mondays
Wednesdays
Saturdays
Average gate count per hour:
2,205
1,970
914
92
Per hr. = 88
Per hr. = 91
Per hr. = 110
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Reference
Average monthly reference usage:
Average reference per h~ur:
1,624
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Volunteer Program
During Fiscal Year 1995-96, high priority was given to the identification of job descriptions for
volunteers and the recruitment and training of volunteers. Job descriptions for volunteers were written
which included managing the pamphlet file and the local history file; processing the college catalogs,
telephone directories, paperbacks, and tax forms; posting notices; and providing training on the internet to
the public. The goal that was set by the Library staff was to recruit and train 10 volunteers by the end of
the fiscal year.
Library staff advertised the need for volunteers and there were ten responses to the advertisements. Six
were Dublin residents and four were residents of San Ramon and Pleasanton. Of the ten who responded,
five decided to accept the volunteer assignments; but only four actually were available for work since one
person who agreed to volunteer resigned only two weeks later when a full-time job opportunity arose.
Of the volunteers recruited, one is working regularly two hours every week on a variety of tasks as .
needed. Another is working irregularly on the local history file, usually at home and not in the branch; , ." ...
and two more are signed up to act as volunteer trainers for public access to the Internet. In addition, the
former President of the Friends of the Dublin Library has volunteered to provide tours of the library to
elementary school classes.
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. _ The number of volunteer hours actually worked in the Library from July 1995 through March 1996 are 54
. hours and 45 minutes. The tasks accomplished during these hours included:
. 15 college catalogs processed
. 20 phone books processed
. 50 children's videos processed
. 2,000 books stamped with a Dublin stamp
These figures to not include the volunteer time contributed by a number of the Friends of the Dublin
Library who volunteer regularly to sort books for the Friends Book Sale.
Recommendation
The proposed contract agreement for additionallibrary services is attached in Exhibit B. Included in the
agreement is a provision whereby the City or the County has the option to terminate or renegotiate the
contract in the event that there are changes in the amount of available funding.
It is the recommendation of Staff that the City Council adopt the resolution in Exhibit C which approves
the contract with the County of Alameda for additional library services.
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2 4 50S 1 eve n son B 0 U I e v 0 r d. F rem 0 n 1. C a II r 0 r n I a - 9 Ll 5 3 8 - 2 3 2 6
Phone (510) 7Ll5-1500 FAX (510) 793-2987
L i n daM, Woo d . C 0 U n 1 y Lib r a r I a n
March 26, 1996
Mr. Richard C. Ambrose, City Manager
City of Dublin
100 Civic Plaza
Dublin, CA 94568
Dear Richard:
SUBJECT: 1996/97 LIBRARY SERVICES TO THE CITY OF DUBLIN
I am pleased to send you the following information in response to your letter of
March 11, 1996.
1.
The estimated cost of providing the City-funded hours for fiscal year
1995/96 is $194,188.
2.
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The estimated cost of providing the same City-funded hours for fiscal
year 1996/97 is $205,874. The attached chart displays the elements of
cost and compares the two years. This is an increase of $11,686. The
increase is primarily attributable to two faotors: first, it includes the cost
of negotiated salary and benefit increases for County Library employees.
There is a small increase for utilities, janitorial, and communications
costs based on actua~ experience. There is also an increase in the
indirect costs. This is the third year of a three year phase in of the full
indirect cost rate. The rate for fiscal year 1996/97 is 13.94%. This is an
increase from the prior year rate of 12.37% but lower than the 1994/95
indirect cost rate which was 14.66%. In 1995/96, we charged a flat rate
of 10% rather than the full rate as part of the phase-in process. The
amount of the indirect cost rate is recalculated annually based on prior
year actuai costs.
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;:remont Main Library
Albany' Business Library' Castro Valley' Centerville
Dublin. Extension Service. . Irvinctori. Newark
Nile. . Pleasonton . San Loren2o . Union City
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EXHIBIT A
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3. Should the City wish to provide expanded hours, we recommend two
different, possible addition~_. First, we recommend three additional ~ours
every Saturday expanding the schedule to 10:00 a.m. to 5:00 p.m. from
the current schedule of Noon through 4:00 p.m. The annual cost for this
addition would be $29,227. Second, we would recommend adding four
hours every Sunday (1 :00 p.m. to 5:00 p.m.) for 40 weeks during the
school year. This would cost an additional $37,713. None of these
additional hours can be provided through the use of volunteers.
During the current fiscal year, Branch Manager Pat Zahn has given a
high priority to the identification of job descriptions for volunteers and the
recruitment and training of volunteers. First, the County Library provided
training to Ms. Zahn and the staff at the Dublin Library about the use of
volunteers. Job descriptions for volunteers were written which included
managing the pamphlet file and the local history file; processing the
college catalogs, telephone directories, paperbacks, and tax forms;
posting notices; and providing training on the Internet to the public. We .
set a goal of recruiting and training 10 volunteers by the end of the fiscal " . .'
year.
Press releases about the need for volunteers at the Dublin Library were
sent to all the local newspapers and Cable Channel 30, and we also
advertised the need for volunteers in the Library to our users. In J
addition, the Valley Volunteer Bureau occasionally sends court referrals
with a short sentence to work off.
There were ten responses to this advertising. Six were Dublin residents
and four were residents of San Ramon and Pleasanton. Of the ten who
responded, five decided to accept the volunteer assignments; but only
four actually are available for work, since one person who agreed to
volunteer resigned only two weeks later when she got a full-time job.
One of the volunteers recruited is working regularly two hours every
week on a variety of tasks as needed. Another is working irregularly on
the local history file, usually at home and not in the branch; and two
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more are signed up to act as volunteer trainers for public access to the
Internet as soon as the new public access Internet station, which we
recently received through a grant from the State Library is installed at the
Dublin Library. Based on our experience using volunteer Internet
trainers in other branches, we expect these volunteers to provide an
extremely valuable service to the public. We also had one court referral
volunteer during this time period.
In addition, Anne Walton, former President of the Friends of the Dublin
Library, has volunteered to provide tours of the library to elementary
school classes. We anticipate that she will provide valuable assistance
to staff for this purpose, enabling us to enrich our program with school
visits.
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The number of volunteer hours actually worked in the Library from July,
1995 through March, 1996, including the hours worked by the individual
referred by the courts, are 54 hours and 45 minutes. (This does not
count any time contributed by Anne Walton.) The tasks accomplished
during these hours have been:
15 college catalogs processed
20 phone books processed
50 children's videos processed
2,000 books stamped with a Dublin stamp
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None of these figures include the volunteer time contributed by a number
of the Friends of the Dublin who volunteer regularly to sort books for the
Friends Book Sale. This activity has been occurring for a number of
years and we have not kept statistics on it since these hours are spent
working for the Friends and not under library staff supervision. However,
it is important to note that the time contributed by these volunteers is a
great assistance to staff since the volunteers from the Friends handle the
gift books given to the Library which are not needed in the collection.
This relieves the staff of a sizeable amount of work, and in turn, provides
books which the Friends sell to raise funds to donate to the library to
enrich our collection and services.
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To date, our efforts in recruiting and training volunteers have yielde~ less
volunteer work-time than The amount of staff-time spent to prepare for
the use of volunteers. However, we anticipate that this investment will
begin to payoff as the Internet training volunteers start working in the
near future.
As you suggested, the cost figures listed above are based on the current
system of allocating costs and no changes have been made based on the
discussions we have been having with the other cities. I concur with your
recommendation that such changes should not be incorporated until we have
an agreement from the Working Group to proceed in this area.
I hope this information is helpful to you. If you would like me to put the
information about volunteers in a different format, perhaps a separate memo
for presentation to the City Council, I will be happy to do so. Let me know if
that would be helpful. If you have any questions, please contact me at 745-
1536.
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Very truly yours,
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Linda M. Wood
County Librarian
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Attachment
cc Pat Zahn, Dublin Branch Manager
Diane Lowart, Director, Parks & Community Services, City of Dublin
Joy Cadone, Deputy County Librarian
Helen Dunbar, Head of Branches
t\colibrn\9697 dub .Itr
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ALAMEDA COUNTY LIBRARY
DUBLIN CONTRACT
1995/96 1996/97
14 Avq.HrslWk 14 Av.HrslWk
Salaries &
Employee Benefits 149,530 153,076
Utilities/ Janitorial
Communications 27,005 27.610
Direct Costs 176,535 180,686
.' Indirect Costs 17.653 25.188
TOTAL 194,188 205,874
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t\colibrn\9697dub
3/26/96
CONTRACT AGREEMENT BETWEEN THE CITY OF DUBLIN
AND THE
COUNTY OF ALAMEDA
FOR
ADDITIONAL LIBRARY SERVICES
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INTENT
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 members of the Dublin City Council have authorized funding
for the increases in staffing and utility costs required to open the Dublin Branch an
average of 14 additional hours for a total of 31 open hours per week; therefore,
The City of Dublin and the County of Alameda agree to provide an average of 14
additional hours per week of Library services at the Dublin Branch of the Alameda
County Library system subject to the following terms and conditions. e
TERMS AND CONDITIONS
1) Effective Dates: This contract will be in effect from July 1, 1996 to June 30,
1997.
2) Services Described: The County of Alameda agrees to provide an average of
14 additional hours of library services at the Dublin Branch Library from July 1,
1996 through June 30, 1997 as follows: seven (7) additional hours each
Monday, excluding County observed holidays, from 1 :00 p.m. to 8:00 p.m., five
(5) additional hours each Wednesday, excluding County observed holidays,
from 1 :00 p.m. to 6:00 p.m. and four (4) additional hours alternate Saturdays,
excluding County observed holidays, from 12 noon to 4:00 p.m.
3) Payments: The City of Dublin agrees to pay the County of Alameda $205,874
in four (4) quarterly installments as follows:
September 30,1996 - $51,468.50
December 31,1996 - $51,468.50
March 31, 1997 - $51,468.50
June 30, 1997 - $51,468.50
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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.
EX I:illill..B
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5) Periodic Activitv 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) Option to Terminate or Reneqotiate Contract: This contract is predicated on
the assumption that library service levels 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.
7) Liabilitv:
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 qf an
agreement between the parties hereto.
CITY:
COUNTY:
City Manager
CITY OF DUBLIN
100 Civic Plaza
Dublin, CA 94568
President, Board of Supervisors
COUNTY OF ALAMEDA
Administration Building
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 .'
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:
Mayor
City of Dublin
State of California
By'
President of the Board of Supervisors
County of Alameda
State of California
Date:
DatF'.
ATTEST:
By:
By:
Clerk of the Board of Supervisors
City Clerk
APPROVED AS TO FORM
APPROVED AS TO FORM
By:
By:
County Counsel
City Attorney
t\asst\dub 1996-97 c
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RESOLUTION NO. - 96
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A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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APPROVING A CONTRACT WITH THE COUNTY OF ALAMEDA
FOR ADDITIONAL LIBRARY SERVICES DURING FISCAL YEAR 1996-97
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 reduced by the
County due to lack of funding; and
WHEREAS, the City Council of the City of Dublin wishes to provide additional funds in order
that the Library may be open on Monday from 1 :00 p.m. to 8:00 p.m., Wednesday from 1 :00 p.m. to 6:00
p.m., and alternate Saturdays from 12 noon to 4:00 p.m.; and
WHEREAS, the Dublin City Council has allocated sufficient funds for Fiscal Year 1996-97 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 13th day of August, 1996.
AYES:
NOES:
ABSE:t\TT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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EXHIBIT C
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