HomeMy WebLinkAbout4.7 Agreement with the County of Alameda for Fiscal Year 2021-22 Additional Library ServicesSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.7
DATE:June 1, 2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Agreement with the County of Alameda for Fiscal Year 2021-22 Additional
Library Services
Prepared by: Rhonda Franklin, Management Analyst II
EXECUTIVE SUMMARY:
The City Council will consider approving an agreement with the County of Alameda to provide 23
hours of library services per week at the Dublin Public Library for Fiscal Year 2021-22. These
hours are in addition to the County’s base service level of 28 hours per week. There is no change in
the number of hours from the Fiscal Year 2020-21 Agreement.
STAFF RECOMMENDATION:
Adopt the Resolution Approving an Agreement with the County of Alameda for Additional Library
Services for Fiscal Year 2021-22.
FINANCIAL IMPACT:
The City’s cost to fund 23 additional operating hours of library services during Fiscal Year 2021-
22 is $608,932, which will be appropriated in the Fiscal Year 2021-22 Budget.
DESCRIPTION:
Through an operational Agreement executed in October 2002, the County of Alameda operates
library-related activities in the building and provides equipment related to the general operation
of the Library, while the City owns and maintains the building. On an annual basis, the City and
County enter into an Agreement for operational hours.
The County of Alameda provides a base service level of 28 operating hours per week. The City of
Dublin has consistently provided funding to the County of Alameda to extend the number of hours
the Library is open to the public. As proposed, the City would continue to provide funding for an
additional 23 operating hours per week, excluding County observed holidays, for a total schedule
of 51 operating hours per week. This number of hours has remained the same since Fiscal Year
2016-17.
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As a result of the fiscal impacts of the COVID-19 pandemic, the County of Alameda has offered to
keep the new contract amount level with Fiscal Year 2019-20, foregoing a typical annual increase
of five percent. The Library’s response to the pandemic has included “No Contact Pickup Service,”
expansion of online resources and services, and a phased approach for re-opening to 100%
capacity based on State of California and Alameda County Department of Public Health guidelines.
During Fiscal Years 2019-20 and 2020-21, the City’s actual costs were reduced in proportion to
the reduction of operating hours available to the public; however, Staff anticipates a return to
normal hours of operation in Fiscal Year 2021-22. The table below provides a five-year history of
City funding levels for additional Library services, with the last two years showing the actual
funding level.
Table 1: FIVE-YEAR HISTORY OF ADDITIONAL HOURS AND FUNDING LEVELS
Fiscal Year
Contracted #
of Additional
Hours
Contracted
Funding Level
Actual Funding
Level
2021-2022 23
(proposed)
$608,932
(proposed)
$608,932
(anticipated)
2020-2021 23 $608,932 $456,699
(anticipated)
2019-2020 23 $608,932 $494,757
2018-2019 23 $579,936
2017-2018 23 $552,320
2016-2017 23 $552,320
Attachment 1 is a Resolution approving the Agreement between the City of Dublin and County of
Alameda, with Exhibit A as the proposed Agreement to provide 23 City-funded hours of service
per week at a cost of $608,932.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Approving an Agreement with the County of Alameda for Additional Library
Services for Fiscal Year 2021-22
2)Exhibit A to the Resolution – Agreement with County of Alameda for Additional Library
Services for Fiscal Year 2021-22
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 1
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AN AGREEMENT WITH THE COUNTY OF ALAMEDA FOR ADDITIONAL
LIBRARY SERVICES FOR FISCAL YEAR 2021-22
WHEREAS,the County of Alameda provides a base service level of 28 hours of funding
per week for Library Services, excluding County-observed holidays, at the Dublin Branch of the
Alameda County Library system; and
WHEREAS,the City of Dublin proposes to fund an additional 23 hours of funding in the
amount of $608,932 for Fiscal Year 2021-22, excluding County-observed holidays, for a total of
51 open hours per week, and
WHEREAS,funding will be appropriated in the Fiscal Year 2021-22 Budget.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
approves the Agreement with the County of Alameda for Additional Library Services for Fiscal
Year 2021-22, attached hereto as Exhibit A.
PASSED, APPROVED AND ADOPTED this 1st day of June 2021, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Attachment 2
Exhibit A to the Resolution
AGREEMENT BETWEEN THE
CITY OF DUBLIN
AND
COUNTY OF ALAMEDA
FOR
ADDITIONAL LIBRARY SERVICES
FISCAL YEAR 2021-22
The County of Alameda and the City of Dublin enter into this Agreement as Follows:
WHEREAS, current funding levels for County Library services limit 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 23 additional hours per week
for a total of 51 open hours per week; therefore,
The City of Dublin and the County of Alameda agree to provide an average of 23 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)Time Period: This agreement will be in effect from July 1, 2021, to
June 30, 2022.
2)Services Described: During the time period specified above, the County agrees to
provide 23 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 51 hours per week.
3)Payments: The City of Dublin agrees to pay the County of Alameda $608,932 in four (4)
quarterly installments as follows:
September 30, 2021 $152,233.00
December 31, 2021 $152,233.00
March 31, 2022 $152,233.00
June 30, 2022 $152,233.00
In the event that the County provides fewer than 23 additional open hours per week,
quarterly payments for that period shall be reduced proportionately. Payments shall be
due and payable upon receipt of quarterly billing statements in conjunction with the
dates stated above. In addition to the amounts stated above, interest of 5 percent /
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month shall be payable, for any payment which is more than 30 days overdue.
4)Extension: All terms and conditions of this agreement may be extended, by mutual
written 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)Periodic Activity Reports: Activity reports will be provided by the County Librarian to
the designated City Staff on a quarterly basis to coincide with the issuance of quarterly
billing statements. Dublin City Council or City Staff may request additional reports or
presentations at any time.
6)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.
7)Liability:
a) No persons engaged in the performance of services and functions under this Agreement
shall be considered City employees or gain rights to City pension, Civil service, or other
City employment status or right by way of this Agreement.
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.
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.
d) The County will, at its own cost and expense, procure insurance for its Library events
held in the Dublin Library Parking Lot area in entirety in connection with this agreement.
The County will furnish insurance certificates to City prior to the event date.
e) The City will assume liability and pay costs of defense 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
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provisions of Section 895.2 of the Government Code of the State of California.
f) The provisions of this paragraph shall apply only to liability arising out of the
performance by the Parties of their obligations under this Agreement.
8)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 Deputy County Counsel
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DUBLIN LIBRARY
FY 2021-22 Projected Budget
EXPENSES:
Branch Personnel (18.65 FTE)$1,763,116
Services & Supplies $375,000
*All other Direct Cost $1,860,794
Total Direct Costs (Sub Total)$3,998,910
**Admin. Cost $1,108,011
GRAND TOTAL $5,106,921
*Direct Cost include share of Material costs, ITD cost and cost of Learning Group Services
(Bookmobile: Literacy: Senior Services and Services to those with Disability)
**System Wide Support includes the shared cost of Administration.
REVENUE:
County Library Property Tax $4,447,182 (28 Base Hours)
(Collection in Dublin)
City Contract $608,932 (23 Add. Hours)
Other County Library Funds $51,739
GRAND TOTAL $5,106,921
3765945.1
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