HomeMy WebLinkAboutC18023 - 3rd Amndmnt to Provide Library Services - Addtl Hrs/BookmobileCITY 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. KLASSE
CITY CLERK
Approved:
CARLOS L. ORTEGA
CITY MANAGER
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Attachments (as noted)
CMC
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SHEILA R. GILL AN,
COMMUNITY SERVIC
FOR
PAUL S. GIBSON
DIRECTOR OF FINANCE/
CITY TREASURER
Approved LIBRARY BUDGET - FY 04/05 -June 28, 2004
TOTALS $345,700
Temporary Funding of Shared
MAL Staff
Additional Public Parking
Courtyard Landscaping
Furnishings/Equipment
Replacement
IShelving/Racks/Carts
Materials/Books
IPalm Desert Bookmobile
Three Additional Hours of
Operation Each Week
Computer Instructor/Lab
Technician
Volunteer Programs
Volunteer Coordinator
Events Budget
Item
Events Coordinator
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$ 25,000-25 hrs/wk
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APPROVED
2003/2004 Budget
$ 200,000 F200,000
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$ 55,000 (Incl. $ 55,000 (Incl.
Bookmobile collect.) Bookmobile collect.)
$ 10,000 $ 10,000
$ 45,000 $ 45,000
$18,000 $ 18,000
Is3,00Is 3,000
$25,000-25 hrs/wk $ 25,000 - 25 hrs/wk
$ 9,000 $ 9,000
$ 25,000-25 hrs/wk IS 25,000 - 25 hrs/wk
IAPPROVED I Proposed for Other Pertinent
2004/2005 Budget 2005/2006 Budget Details
COMPLETED FY 03/04.
COMPLETED FY 03/04.
Note: Annual Totals are 42% less than
FY 03/04.
COMPLETED FY 03/04.
Cut $23,000 for 04/05 & 05/06.
Eliminated —use "Furnishings/Eqt."
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
Maintain current level.
APPROVED LIBRARY BUDGET — FY 2004/05
CONTRACT NO. C18023
THIRD AMENDMENT TO AGREEMENT TO PROVIDE LIBRARY SERVICES
(Additional Hours)
COUNTY OF RIVERSIDE COUNTY
RIVERSIDE COUNTY LIBRARY SYSTEM
And
CITY OF PALM DESERT
(FY 2003-2004 and FY 2004-2005)
WHEREAS, the County of Riverside, Riverside County Library System ("County") and the City
of Palm Desert ("City") have entered into an agreement, as amended, to provide library services
(additional hours), and the parties wish to further amend the Agreement, to be effective July 1, 2003:
NOW, THEREFORE, the parties agree as follows:
A. Section 1.2 City Payment for Additional Hours is amended to read as follows: "For Fiscal Year
2003-2004, City shall pay for the additional hours at the rate of $236.50 per hour, at an amount not to
exceed fifty five thousand, two hundred dollars ($55,200.00), which shall include a one time contribution
for Shared Multi -Agency Library Staff of ten thousand, two hundred dollars ($10,200).
For Fiscal Year 2004-2005, City shall pay for the additional hours at the rate of $236.50 per hour,
at an amount not to exceed forty five thousand dollars ($45,000.00)."
B. Section 1.3 City Payment for Bookmobile is added to read as follows:
"1.3 City Payment for Bookmobile: City shall pay for a bookmobile stop in the amount not to
exceed ten thousand dollars ($10,000) annually. Such payments shall be in addition to the payments for
the additional hours, as provided in section 1.2 herein."
C. Section 4.2 Term is amended to add the following paragraph to the end of the existing section, as
amended:
City of Palm Desert — Extra Hours 1
CONTRACT NO. C18023
"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 shall
remain in full force and effect.
IN WITNESS WHEREOF, County and City have caused this Third Amendment to be duly executed.
CITY OF PALM DESERT
By:
Mayor
Attest:
COUNTY OF RIVERSIDE
By:
Chair, Board of Supervisors
Attest:
City Clerk Clerk of the Board of Supervisors
APPROVED AS TO FORM:
City Attorney
By:
Deputy
APPROVED AS TO FORM:
WILLIAM C. KATZENSTEIN
County Counsel
By: By:
City Attorney Deputy County Counsel
LIBRARY SYSTEMS AND SERVICES,
LLC
By:
Frank Pezzanite, President
City of Palm Desert — Extra Hours 2