HomeMy WebLinkAboutC14166 - 6th Amndmnt to Provide Library Services - Addtl StaffCITY OF PALM DESERT
COMMUNITY SERVICES DIVISION
CITY CLERK OPERATIONS
STAFF REPORT
REQUEST: REQUEST FOR APPROVAL OF AGREEMENTS WITH THE COUNTY OF
RIVERSIDE, RIVERSIDE COUNTY LIBRARY SYSTEM/LSSI FOR
LIBRARY SERVICES THROUGH JUNE 30, 2005.
SUBMITTED BY: Rachelle Klassen, City Clerk
DATE: July 8, 2004
CONTENTS: I. Staff Report
II. Copy of Library Fund Budget for 2004/05 (component of City Overall
Financial Plan for FY 2004/05)
III. Contract No. C14166 — Sixth Amendment to Agreement to Provide
Library Services (Additional Staff)
IV. Contract No. C18023 - Third Amendment to Agreement to Provide
Library Services (Additional Hours/Bookmobile)
Recommendation:
By Minute Motion:
1) Approve Contract No. C14166 - Sixth Amendment to Agreement to Provide Library
Services (Additional Staff) for the Event and Volunteer Coordinators positions and a part-
time Computer Instructor/Lab Technician, covering services through June 30, 2005.
2) Approve Contract No. C18023 - Third Amendment to Agreement to Provide Library
Services (Additional Hours/Bookmobile) for the three additional hours of operation of the
Palm Desert Wing of the Multi -Agency Library each Thursday and operation of Bookmobile
Service for Palm Desert, covering services for through June 30, 2005, including last year's
one-time contribution ($10,200) for shared Multi -Agency Library staff, approved by the City
Council July 10, 2003.
3) Authorize the Mayor to execute said contracts.
4) Authorize issuance of a City purchase order, favoring Library Systems & Services, Inc.
(LSSI), Germantown, Maryland, in the amount of $55,000 for the purchase of materials for
FY 2004/05 — all of the above funding has been set aside in the FY 2004/05 budget in
Account No. 452-4662-454-4001, no additional appropriations are necessary.
Discussion:
City Council's approval is requested for two agreements that provide additional services to the
Palm Desert Library, a component of the Multi -Agency Library located on the campus of College of
the Desert. While approval was given for last fiscal year's contracts (subject to the City Attorney's
review) at the regular City Council Meeting on July 10, 2003, for various reasons, the contracts
Staff Report - Approval of Agreements for Library Services
Page 2
July 8, 2004
themselves weren't provided to the City for execution. Therefore, approval is being sought at this
time for contracts that cover services rendered from July 1, 2003, through June 30, 2005. These
amounts and services were part of the Library's Budget, recommended by the Library Promotion
Committee and approved by the City Council at its June 26, 2003, and June 24, 2004, meetings,
respectively. The Board of Supervisors is to have considered these agreements at their June 29,
2004, meeting.
The first agreement (Contract No. C14166) covers additional staffing that the Palm Desert Library
provides: 1) Event Coordinator; 2) Volunteer Coordinator; 3) Computer Instructor/Lab Technician.
The Event and Volunteer Coordinator positions have been funded and a part of Palm Desert's
Library offerings since 1998. The part-time Computer Instructor/Lab Technician has been on board
since 2001. All three positions provide an extra level of service that Library users have come to
rely upon.
The second agreement (Contract No. C18023) provides for: 1) Three additional hours of operation
each Thursday (from 10:00 a.m. to 5:00 p.m., rather than only 1:00 p.m. to 5:00 p.m);
2) Palm Desert Bookmobile Service — a weekly four-hour stop in Palm Desert Country Club's Joe
Mann Park each Tuesday from 10:00 a.m. to 2:00 p.m. The Bookmobile has also been providing
statistical information that may help determine if the need exists for a full-time facility in this area
of the City. This agreement also memorializes last year's one-time contribution to pay for shared
staffing that College of the Desert was unable to fund due to the State's budget situation.
Staff also asks for authorization to issue a purchase order to LSSI in the amount of $55,000 for the
purchase of library materials (e.g. updated reference materials, Youth Area reference materials,
periodicals, videos, DVDs, books on tape, large -print books, and collection for the Bookmobile's
Palm Desert stop) for the Palm Desert Library. This amount supplements the funds provided
through the County System for the purchase of materials. LSSI is the independent contractor hired
by the County to oversee Library operations; all materials purchases are made through
headquarters with bills presented to the City for items purchased with these funds.
Your approval is requested for the aforementioned actions, which implement and memorialize the
understanding between the County and the City for providing Library Services in the City of
Palm Desert through June 30, 2005, as approved in the Library Budget, Account
No. 452-4662-454-4001.
Submitted by:
RACHELLE D. KLASSEN, CMC
CITY CLERK
Approved:
CARLOS L. ORTL GA
CITY MANAGER
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Attachments (as noted)
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SHEILA R. GILL AN,
COMMUNITY SERVIC
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PAUL S. GIBSON
DIRECTOR OF FINANCE/
CITY TREASURER
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TOTALS
Temporary Funding of Shared
MAL Staff
Additional Public Parking
Courtyard Landscaping
Furnishings/Equipment
Replacement
Shelving/Racks/Carts
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Palm Desert Bookmobile
Three Additional Hours of
Operation Each Week
Computer Instructor/Lab
Technician
Volunteer Programs
Volunteer Coordinator
Events Budget
Events Coordinator
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$ 18,000
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$ 25,000-25 hrs/wk
$ 9,000
$ 25,000-25 hrs/wk
APPROVED
2003/2004 Budget
$ 200,000 1$ 200,000
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$10,000 $ 10,000
1
$ 55,000 (Incl. $ 55,000 (Incl.
Bookmobile collect.) Bookmobile collect.)
IS 10,000 1310,000
$ 45,000 $ 45,000
$18,000 $18,000
1$3,000 '$ 3,000
1325,000-25 hrs/wk 11$ 25,000 - 25 hrs/►vk
139,000 '$ 9,000
$ 25,000-25 hrs/wk 1$ 25,000 - 25 his/wk
A P P R O V E D I Proposed for
2004/2005 Budget 2005/200613udget
Note: Annual Totals are 42% less than
FY 03/04.
COMPLETED FY 03/04.
COMPLETED FY 03/04.
COMPLETED FY 03/04.
Cut $23,000 for 04/05 & 05/06.
IEliminated —use "Furnishings/Egt."
Maintain current level.
IMaintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Other Pertinent
Details
SO/b00Z Ad -- ,I.3OQf 11 A2IVUIfI1 1:11AO2Iddd
CONTRACT NO. C14166
SIXTH AMENDMENT TO AGREEMENT TO PROVIDE LIBRARY SERVICES
(Additional Staff)
COUNTY OF RIVERSIDE - RIVERSIDE COUNTY LIBRARY SYSTEM
And the CITY OF PALM DESERT
(Fiscal Year 2003-2004 and Fiscal Year 2004-2005)
WHEREAS, the County of Riverside, Riverside County Library System ("County") and the
City of Palm Desert ("City") have entered into an agreement to provide library services
(additional staff) (the "Agreement"), as amended, and the parties wish to further amend the
Agreement, to be effective on July 1, 2003:
NOW THEREFORE, the parties agree as follows:
A. Section 1. RESPONSIBILITY OF THE PARTIES is amended to change the time period
in sub -section 1.1, as amended, to "July 1, 2003, to June 30, 2005". All other provisions of the
section, as amended, shall remain unchanged.
B. Section 1.2 City Payment for Additional Staff is amended to read as follows: "City shall
pay the actual salary paid to and benefits paid on behalf of the Employees for the term of this
Agreement in an amount not to exceed sixty eight thousand dollars ($68,000.00)."
C. Section 4.2 Term is amended to add the following paragraph to the end of the existing
section, as amended:
"The term of this Agreement is extended, and shall include the time period from July 1,
2003, through June 30, 2005. City or County may terminate this Agreement, as
amended, for no cause, on the giving of thirty (30) days written notice to the other party."
D. All other terms and conditions of the Agreement, as amended, shall remain unchanged
and remain in full force and effect.
City of Palm Desert — Add'1 Staff Agreement
1
CONTRACT NO. C14166
IN WITNESS WHEREOF, County and City have caused this Sixth Amendment to be duly
executed by the parties hereto:
CITY OF PALM DESERT
By:
COUNTY OF RIVERSIDE
By:
Mayor Chair, Board of Supervisors
Attest: Attest:
City Clerk Clerk of the Board of Supervisors
By:
APPROVED AS TO FORM: Deputy
City Attorney
By:
City Attorney
LIBRARY SYSTEMS AND SERVICES, LLC
By:
Gordon Conable, Vice -President
APPROVED AS TO FORM:
WILLIAM C. KATZENSTEIN
County Counsel
By:
Deputy County Counsel
City of Palm Desert — Add'l Staff Agreement 2