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Home My WebLink AboutSR - PD Library Library Systm/LSSI Svcs CITY 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, 2009. SUBMITTED BY: Rachelle Klassen, City Clerk DATE: August 9, 2007 CONTENTS: I. Staff Report I I. Copy of Library Fund Budget for 2007/08(component of City Overall Financial Plan for FY 2007/08) III. Contract No. C14168— Eighth Amendment to Agreement to Provide Library Services (Additional Staf� IV. Contract No. C18025 - Fifth Amendment to Agreement to Provide Library Services (Additional Hours/Bookmobile) Recommendation: By Minute Motion: 1) Approve Contract No. C14168 - Eighth Amendment to Agreement to Provide Library Services (Additional Staf�forthe Event and Volunteer Coordinator position, part-time Computer Instructor/Lab Technician,Additional Librarians(1-Reference, 1-Young Adult), and Dedicated ReceptionisULibrary Assistant, covering services through June 30, 2009. 2) Approve Contract No. C18025 - Fifth Amendment to Agreement to Provide Library Services (Additional Hours/Bookmobile) for the six 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 through June 30, 2009. 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$60,000 for the purchase of materials for FY 2007/08—all of the above funding has been allocated in the FY 2007/08 budget in Account No.452-4662-454-4001 — no additional appropriations are necessary, and funding to support these services in FY 2008/09 will be considered through the established process and subject to approval at the appropriate time. Executive Summary: Approval of the recommendations provides documentation of the City's longstanding relationship for Library Services with the County of Riverside. This request provides for additional staff and related services deemed appropriate for Palm Desert's Public Library, which ranks as one of the County System's busiest. Such status is likely attributable to the additional services that are City-funded. In order to help lessen the amount of paperwork to produce and review, staff has provided a two-year agreement for each item. For 2007/08, the Budget for these services has been included in the City's Overall Financial Plan adopted June 28, 2007. Before the terms of the agreements would be effective in 2008/09, the normal process for reviewing and setting the budget for these items will be followed. Staff Report -Approval of Agreements for Library Services Through 6/30/09 - August 9, 2007 Discussion: City Council's approval is requested for two agreements that provide additional services to the Palm Desert Public Library, a component of the Multi-Agency Library located on the campus of College of the Desert. These amounts and specified services are part of the 2007/08 Library Budget, recommended by the Library Promotion Committee and approved by the City Council at its budget public hearing June 28. The first agreement(Contract No. C14168)covers additional staffing that the Palm Desert Library provides: 1) Events/Volunteer Coordinator; 2) Part-time Computer Instructor/Lab Technician; 3)Additional Librarians (1-Reference, 1-Young Adult); 4) Dedicated ReceptionisULibrary Assistant. 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. Additional Librarians were introduced in 2006/07 to meet the increased need for reference assistance and to reach out to Palm Desert's young adult (teen) population, which has an increased need for service. Providing a Dedicated Receptionist/Library Assistant will allow Palm Desert' Library to provide even better customer service by having an employee familiar with all the various programs and services perform this function, which up to now has been performed by volunteers (when available) and staff while trying to assist other patrons. All five positions provide the extra level of service that our Library users have come to expect and rely upon. The second agreement (Contract No. C18025) provides for: 1) Six additional hours of operation each Thursday (from 10:00 a.m. to 8:00 p.m., rather than only 1:00 p.m. to 5:00 p.m as would be provided as standard service from the County, with the additional three (3) evening hours proposed this year to provide better service and consistency for students and all library users); 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 also collects user statistics, illustrating that local residents and schoolchildren enjoy and have come to rely upon the weekly service in this area of the City. Staff also seeks authorization to issue a purchase order to LSSI in the amount of$60,000 for the purchase of library materials for the Palm Desert Library (e.g. updated reference materials, Youth and Teen Areas' reference materials, periodicals, videos, DVDs, books on tape, large-print books, and collection for the Bookmobile's Palm Desert stop). This amount supplements funds provided through the County System for 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. Additionally, since mid-2004, the County has instituted a Library Developer Impact Fee for all the unincorporated area of Riverside County to provide supplemental funding to keep its System Libraries well supplied and current with their resources. 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 Palm Desert. Submitted by: Reviewed and concur: ,�tc�XG RACHELLE D. KLASSE , CMC � SHEILA R. GILLIGAN, ACM FOR CITY CLERK COMMUNITY SERVICES/P.I.O. Approved: � CARLOS L. OR GA, CITY MANAGER PAUL . GIBSON, CCMT, DIR. FINANCE/ CITY TREASURER Attachments (as noted) 2 � c c f c o . . b ^ - C � � � :ro a, � a, v ��n � � � � � �a u ro 'V �"i 'P"y' L � o J � G, � o C —v"� � �� u cTi � Q ai � � >. 'O > � j, C J .� � i,,, � i.�, L1.= �. pq C °' u � �C � y cc .'= � c � ; w. � " � 3 'J 3 ° 3 � � d y o � 'y c c c �a c c c :� c ° `�° � � n, `° � _ " n =4� �c " 3 =c 'v :v J � �L ° " >, 3 ~ a� ee � o .5 a, c � a� c c c � � 3 a, � l f Q � � � a c� �a � � ° � � � �° � o =o ° co �a �J i+ Q .C V'� t'� c,..,, .C G 4. �...� 4. �, y '� i.b. '� C �•' C � y .. ca � O U c... 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