HomeMy WebLinkAbout4.03 Library Services Agmtor
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DATE:
TO:
STAFF REPORT
CITY COUNCIL
June 17, 2014
Honorable Mayor and City Councilmembers
CITY CLERK
File #600 -40
FROM: Christopher L. Foss, City Manager "
SUBJECT: Agreement for Services with Alameda County Library for Fiscal Year 2014 -2015
Prepared by Rhonda Franklin, Administrative Analyst
EXECUTIVE SUMMARY:
The City Council will consider the Contract Agreement with the Alameda County Library, which
provides Library Services at the Dublin Public Library for the City. The Agreement for Fiscal
Year 2014 -2015 provides for 49 hours of service per week which includes two additional hours
of service per week as allocated in the Fiscal Year 2014 -2015 budget. The County would fund
28 hours per week and the City would fund the remaining 21 hours.
FINANCIAL IMPACT:
The total annual cost for the additional 21 hours of services would be $456,452. Sufficient
funding has been allocated in the adopted Fiscal Year 2014 -2015 Budget to execute the
Agreement.
RECOMMENDATION:
Staff recommends that the City Council adopt a Resolution Approving an Agreement with
County of Alameda for Additional Library Services for Fiscal Year 2014 -2015.
� r
Submitted By l Reviewed By
Parks and Community Services Director Assistant City Manager
DESCRIPTION:
The current Dublin Public Library was opened in April 2003. The Library building and related
improvements are owned by the City of Dublin. Through an operational 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 to extend
the number of hours the library is open to the public. The Alameda County Library provides a
Page 1 of 2 ITEM NO. 4.3
base service level of 28 operating hours per week. With the additional two -hours approved by
the City Council for Fiscal Year (FY) 2014 -2015, the City will provide funding for a total of 21
additional hours per week, excluding County observed holidays, in order to maintain a total
weekly schedule of 49 hours per week. During FY 2012 -2013 and 2013 -2014, the City funded
an additional 19 hours per week. For the two years prior to that the City funded 17 additional
hours per week.
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 21 additional hours of service
per week at an annual cost of $456,452.
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 2014 -2015, with Exhibit A
as the Agreement
Page 2 of 2
RESOLUTION NO. xx -14
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 2014 -2015
WHEREAS, the current funding level for County Library Services in Dublin is 28 open
hours per week at the Dublin Branch of the Alameda County Library system; and
WHEREAS, the residents of Dublin wish to have the Dublin Library open more than the
County funded hours per week; and
WHEREAS, the Dublin City Council has authorized $456,452 in funding for Fiscal Year
2014 -2015 for the increases in staffing and utility costs required to open the Dublin Branch an
average of 21 additional hours per week for a total of 49 open hours per week; and
WHEREAS, the terms and conditions for providing the additional services are in the
attached Agreement for Additional Library Services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the Agreement with County of Alameda, attached hereto as Exhibit A.
PASSED, APPROVED AND ADOPTED this 17th day of June, 2014.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 1
AGREEMENT BETWEEN THE CITY OF DUBLIN
AND
COUNTY OF ALAMEDA
FOR ADDITIONAL LIBRARY SERVICES
FISCAL YEAR 2014 -15
The City of Dublin and County of Alameda 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 21 additional hours for a total
of 49 open hours per week; therefore,
The City of Dublin and the County of Alameda agree to provide an average of 21additional
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, 2014, to June 30, 2015.
2) Services Described: During the time period specified above, the County agrees to
provide 21 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 of 49 hours per week.
3) Payments: The City of Dublin agrees to pay the County of Alameda $456,452 in four (4)
quarterly installments as follows:
September 30, 2014
$114,113
December 31, 2014
$114,113
March 31, 2015
$114,113
June 30, 2015
$114,113
Payments shall be due and payable on the dates stated above. In addition to the
amounts stated above, interest of 5% shall be payable, for any payment which is 30 days
overdue.
1
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 augmented during the year, by
mutual Agreement, 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
City on a quarterly basis to coincide with the issuance of quarterly billing statements. The
City 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 for City 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, 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.
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 provisions of Section 895.2 of the Government Code of the State of California.
d) The provisions in the paragraph shall apply only to liability arising out of the
performance by the Parties' of their obligations under this Agreement.
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10) Notices: Notices pertaining to this Agreement shall be sent to the following-
CITY-
City Manager
CITY OF DUBLIN
100 Civic Plaza
Dublin, CA 94568
IN WITNESS WHEREOF:
COUNTY:
President, Board of Supervisors
COUNTY OF ALAMEDA
Administration Building
1221 Oak Street
Oakland, CA 94612
County Librarian
ALAMEDA COUNTY LIBRARY
2450 Stevenson Boulevard.
Fremont, CA 94538
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
By:_
Date:
Mayor
City of Dublin
State of California
ATTEST:
is
City Clerk
APPROVED AS TO FORM
City Attorney
COUNTY OF ALAMEDA
la
Date:
IN
President of the Board of Supervisors
County of Alameda
State of California
Clerk of the Board of Supervisors
APPROVED AS TO FORM
IN
3
County Counsel
DUBLIN LIBRARY
FISCAL YEAR 2014 -15 PROJECTED BUDGET
EXPENSES:
Branch Personnel (16.34 FTE) $1,322,981
Services & Supplies $195,000
*All other Direct Cost $1,220,792
Subtotal Direct Costs $2,738,773
"Admin. Cost $630,232
TOTAL EXPENSES $3,369,005
*Direct Cost include share of Material costs, ITD cost and cost of Extension 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 from Dublin $2,581,319 (28 Base Hours)
City Contract $456,452 (21 Additional Hours)
Other County Library Funds $331,234
GRAND TOTAL $3,369,005
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