HomeMy WebLinkAbout8.1 Add Library MaterialsCITY CLERK
FILE # 0600-40
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 7, 1999
SUBJECT:
Agreement with Alameda County for the Purchase of Additional
Library Materials
Report Prepared by: Richard C Ambrose
ATTACHMENTS:
Proposal for Library Materials Funding
Proposed Agreement
Budget Change Form
RECOMMENDATION:
Approve Agreement with Alameda County for the purchase
of additional Library materials.
Approve Budget Change
FINANCIAL STATEMENT:
Purchasing additional materials for the Dublin Library will cost
$33,426. $30,000 will be allocated for the purchase of library
materials and the other $3,426 will be paid to the County for
expenses related to acquiring, cataloging and processing the
materials. Additional appropriations from the 1999/2000 State
Budget will be used to fund this purchase.
DESCRIPTION:
During the City's 1999/2000 Budget Hearings, members of the City Council expressed a desire to provide
support for additional library materials at the Dublin Library. No funds were appropriated during the
Budget Hearings, however staff was directed to work with the Library to develop a proposal based on
Library needs and to monitor the availability of additional revenues from the 1999/2000 State Budget.
On August 30, 1999, Alameda County Library submitted a proposal for library materials funding for
consideration by the Council. The proposal requested $33,426 for fiscal year 1999-2000. $30,000 will'be
used for the direct costs of the library materials and the additional $3,426 will be used to acquire, catalog,
and process the new materials at the current indirect cost rate of 11.42%. The County is also proposing the
City allocate $30,000 in Fiscal Year 2000-2001 to continue the update of materials. The balance of the
H/ce-forms/agdastmt. doc
COPIES TO:
Linda Wood, County Librarian
Pat Zahn, Branch Librarian
ITEM NO.
update and purchase of materials will be funded from the Public Facility Impact Fees when the ~
construction of the Library is completed. The attached Agreement is for Fiscal Year 1999/2000.
As proposed, the 1999'2000 funds would be used to update the Library's collection currently provided to
Dublin residents according to the following allocation:
· Adult (60%)
· Children's (30%)
· Young Adult (10%)
The purchase of new materials would include all formats such as print, videos, audio cassettes and CDs.
Once the materials have been procured, the Library will provide the City with a list of book titles and -list
price information as verification of materials purchased. The materials will also include nameplates,
identifying them as being purchased with funds from the City of Dublin.
The Agreement also includes a provision which guarantees that the City will receive credit in the amount
of $30,000 for materials purchased, should the City ever withdraw from the County Library system.
FUNDING SOURCE:
Additional appropriations from the 1999/2000 State Budget will be used to fund this purchase. The State
Budget includes allocations to local governments for annual booking fee reimbursements and a one-time
ERAF return.
Revenue Source
One-Time ERAF Return
Annual Booking Fee Relief
Total
99/00 Estimated
Revenue
73,581.15
60,747.80
$134,328.95
99/00 Revenue
Received To Date
63,731.15
$63,73 1.15
The City has already received one check from the State Controller' s Office in the amount of $63,731.15
and expects the remaining $9,850 for ERAF and $60,747.80 for booking fee reimbursements to be paid
sometime between December 1, 1999 and January 31, 2000.
RECOMMENDATION:
Approve the Budget Change Form and the Agreement with Alameda County for the purchase of
additional Library materials.
PROPOSAL FOR LIBRARY MATERIALS FUNDING
TO THE CITY OF DUBLIN
This is a proposal for supplemental funding for library materials over a two-year pedod.
The funds would help greatly with updating the collection currently being provided. This
enhanced collection will be heavily used during the next two years and the materials
purchased will be bdght, current, attractive and appealing. It will enable the staff to
weed the collection of out-of-date and worn out materials on the same topics.
It is proposed to request $30,000 for fiscal year 1999-2000 and $30,000 for fiscal year
2000-2001. Each year the amount provided would be spent on a percentage basis for
adult, children's and young adult materials. All .formats would be included such as print,
videos, audiocassettes, and' CDs.
Adult materials: 60% would be spent on purchasing popular adult materials, including
best sellers, parenting materials, titles about computers, business, job seeking tools
such as resume writing, travel, and medical information.
Children's materials: 30% would be spent on children's materials which would include
materials to support homework assignments, such as California missions, states of the
U,S., science fair experiments, as well as materials to encourage recreational reading.
Young adult materials: 10% would be used for young adult mater!als, especially to
support curriculum needs, but also on materials for preparing for college, personal
health, and especially the popular music CDs that teens eagerly seek.
A request for fiscal year 2001-2002 will be formulated based on a major, one-time only
build-up of the collection for the new building.
The County Library will acquire; catalog, and process the materials. There will be a
charge equivalent to the current indirect cost rate each year to partially offset these
costs; however, the County Library will absorb the major portion of these costs.
Fiscal year 1999-2000 Proposal:
$30,000
3,426
$33,426
Library materials
Acquisition, cataloging and processing charge (@11.42%)
Total Cost to City of Dublin
LMW:ep
8/25/99
S:\COLIBRN\PROPOSAL FOR LIBRARY MATERIALS FUNDING.doc
ATTACHMENT 1
AGREEMENT BETWEEN THE CITY OF DUBLIN
AND THE
COUNTY OF ALAMEDA
FOR THE PURCHASE OF
ADDITIONAL LIBRARY MATERIALS
INTENT
WHEREAS, the members of the Dublin City Council desire to provide support for
additional library materials at the Dublin Library, and
WHEREAS, the members of the Dublin City Council have authorized funding of
$33,426 for the purchase, acquisition and processing of library materials; therefore,
The City of Dublin agrees to provide $33,426 for additional library materials and their
acquisition and processing to the Alameda County Lib.rary system subject to the
following terms and conditions.
TERMS AND CONDITIONS
1) Effective Dates: This contract will be in effect from November 1, 1999 to June 30,
2000.
2)
3)
4)
5)
6)
Services Described: The County of Alameda agrees to provide the following
services for the Dublin Library: $30,000 in additional library materials and agrees
to acquire, catalog and process these materials for $3,426. The $30,000 for library
materials will be spent 60% for adult materials, 30% for children's materials, and
10% for young adult materials.
Payments: The City of Dublin agrees to pay the County of Alameda $33,426 in two
(2) installments as follows:
March 31, 2000- $16,713
June 30, 2000 - $16,713
Extension: All terms and conditions of this contract may be extended, by mutual
agreement, on a year-to-year basis, provided the City Council desires to continue
funding supplemental library materials at the Dublin Library.
Book Order Information: The Library will provide to the City of Dublin lists of book
titles and list price information as verification of books purchased. Books will also
be identified by book plates as having been purchased with funds from the City of
Dublin.
Status of Materials on Withdrawal: Should the City of Dublin choose to withdraw
from the County Library within fifteen years of June 30, 2000 (or within 15 years of
June 30 of any future fiscal year if additional funds are provided by the City in
-1-
ATTACHMENT 2
7)
8)
future years), the County and the City agree that the materials purchased with
these funds will be considered to be the property of the City for purposes of
negotiating a withdrawal agreement.
ODtiOn to Terminate or Rene.~otiate Contract: This contract is predicated on the
assumption that library funding levels will remain constant. Should any
circumstance arise which changes County Library funding levels, either party shall
have the right to terminate or renegotiate this agreement by giving at least thirty
(30) days written notice.
Liability:
a)
b)
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. ',
c)
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.
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 officer, agents and employees occurring in the
performance of agreement between the parties to the extent that such liability
is thus 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 costs 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, arising in the performance of the agreement
between the parties hereto:
d) Notices shall be addressed as follows:
CITY: COUNTY:
City Manager
CITY OF DUBLIN
100 Civic Plaza
Dublin, CA 94568
-2-
County Librarian
ALAMEDA COUNTY LIBRARY
2450 Stevenson Blvd.
Fremont, CA 94538-2326
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: By:
Mayor
City of Dublin
State of California
Date:
Date:
President of Board of Supervisors
County of Alameda
State of California
ATTEST:
By:
City Clerk
By:
Clerk of the Board of Supervisors
APPROVED AS TO FORM:
APPROVED AS TO FORM:
By:
City Attorney
By:
County Counsel
S:\ContractsXDub Agreement for add'l lib materials I I 99.doc
CITY OF DUBLIN
BUDGET CHANGE FORM
New Appropriations (City Council Approval Required):
From Unappropriated Reserves
X From New Revenues
' I)!:k..?lll. A~i]: BL'I'j(;[T AC.'('Ot...%T AM()UNT
,,,.
CHANGE FORM #
Budget Transfers:
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
'I.%CRI.:,~%[:. IlL I)(;l:'l A( ;C()I. N'I' AM( )t NT
Account #:
Name:
Account #: 001.80100.740.000
Name: Educational Revenue Augmentation-
REVENUE
Account #:
Account #: 001.555.019
Name: Name:
$63,73 1.15
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
City Manager: Date:
Signature
REASON FOR BUDGET CHANGE ENTRY:
New appropriations have been received from the State in the amount of $63,73 1.15. This money will be placed
in the newly created Educational Revenue 'Augmentation Account. A total of $33,436 of this new revenue will
be used to fund the purchase of new library materials.
As Approved at the City Council Meeting on: Date:
Mayor: Date:
Posted By:
J'orms~budgchng
Signature
Signature
Date:
ATTACHMENT 3