HomeMy WebLinkAboutC141610 and C18027 County Library System LSSI Library Services, Inc. through June 30, 2012CITY OF PALM DESERT
CITY CLERK DEPARTMENT
STAFF REPORT
REQUEST: REQUEST FOR APPROVAL OF AGREEMENTS AND RELATED
ACTIONS WITH THE COUNTY OF RIVERSIDE - RIVERSIDE COUNTY
LIBRARY SYSTEM / LSSI FOR LIBRARY SERVICES THROUGH
J U N E 30, 2012.
SUBMITTED BY: Rachelle Klassen, City Clerk
DATE: October 13, 2011
CONTENTS: I. Staff Report
II. Copy of Library Fund Budget for 2011-2012 (component of
City Overall Financial Plan for FY 2011-2012)
III. Contract No. C141610 —Tenth Amendment to Agreement to Provide
Library Services (Additional Staff)
IV. Contract No. C18027 - Seventh Amendment to Agreement to
Provide Library Services (Additional Hours/Bookmobile)
V. Library Statistics for November 2010 through February 2011.
Recommendation
By Minute Motion:
1) Approve Contract No. C141610 - Tenth Amendment to Agreement to Provide Library
Services (Additional Staff) for the Event and Volunteer Coordinator positions, Part-time
Computer Instructor/Lab Technician, Additional Librarians (1-Reference, 1-Young Adult),
and Dedicated Receptionist/Library Assistant, covering services through June 30, 2012.
2) Approve Contract No. C18027 - Seventh Amendment to Agreement to Provide Library
Services (Additional Hours/Bookmobile) for six additional hours of operation of the
Palm Desert Public Library component of the Multi -Agency Library each Thursday and
operation of Bookmobile Service for Palm Desert, covering services through June 30,
2012.
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 $35,000 for the purchase of materials for
FY 2011-2012.
Funding for all the above has been approved in the FY 2011-2012 budget in Account
No. 452-4662-454-4001 — no additional appropriations are necessary.
Committee Recommendation
The Palm Desert Library Promotion Committee unanimously recommends and supports the level
of services and programs to be provided at the Palm Desert Public Library, along with the related
contracts and actions required to carry them out.
Staff Report - Approval of Agreements for Library Services through June 30, 2013
October 13, 2011
Page 2
Executive Summary
Approval of the recommendations confirms the City's longstanding relationship for Library
Services with the County of Riverside and its partner LSSI. 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 (see attached statistics). The budget for these services in
FY 2011-2012 was approved in the City's Overall Financial Plan on June 23, 2011. During the
remodel set to begin this fall, the County will be providing modified service for City Library users
through use of the Bookmobile at the Civic Center and scheduling events at alternative locations,
such as Westfield and the Palm Desert Community Center, within the approved budget.
Background
City Council approval is requested for two agreements and for purchases that provide additional
services to the Palm Desert Public Library, a component of the Multi -Agency Library located on
the College of the Desert campus. These amounts and specified services are part of the 2011-
2012 Library Budget, recommended by the Library Promotion Committee and included with the
Library Capital Fund Budget, considered during Study Sessions in April and approved with the
City's Overall Financial Plan at the second meeting in June.
The first agreement (Contract No. C141610) covers additional staffing that the Palm Desert
Library provides: 1) Events and Volunteer Coordinators; 2) Part-time Computer Instructor/Lab
Technician; 3) Additional Librarians (1-Reference, 1-Young Adult); 4) Dedicated
Receptionist/Library Assistant. The Events 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 was identified as an under -served group. Providing a Dedicated
Receptionist/Library Assistant allows Palm Desert Library to provide even better customer service
by having an employee familiar with all the various programs and services perform this function.
All six positions provide the extra level of service that our Library users have come to rely upon.
Along with the paid staff, Palm Desert Public Library benefits from the services of approximately
60 hard-working volunteers, who provide daily support for seven -day -per -week Library operation
and numerous special events (see attached statistics for number of volunteers and hours).
Second agreement (Contract No. C18027) was initiated in 2000 and currently provides for: 1) Six
(6) 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 standard from the County, in order to offer better
service and consistency of hours 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. Local residents and schoolchildren enjoy and have also come to rely
upon the weekly service in this area of the City.
Thirdly, staff seeks authorization to issue a purchase order to LSSI in the amount of $35,000 for
the purchase of Palm Desert Library materials (e.g. updated reference materials, Youth and Teen
Areas' reference materials, periodicals, videos, DVDs, books on tape, large -print books, and
collection forthe Bookmobile -Palm Desert stop). This amount supplements limited funds provided
through the County System for purchase of materials. LSSI is the independent contractor hired
Staff Report - Approval of Agreements for Library Services through June 30, 2013
October 13, 2011
Page 3
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.
With the 2011-2012 Renovation Project and Library closure scheduled to begin this fall,
County/LSSI staff have made arrangements to provide modified service through use of the County
Bookmobile. Budgeted amounts for the Additional Hours of Service and Staffing will be applied
to providing the alternative Library via Bookmobile. It will be parked in the Civic Center Parking
Lot Sunday- Wednesday to offer circulation services, including delivery of materials' orders placed
by Library users for pick-up, and a limited amount of public computer access. Palm Desert's
Library staff also covers circulation services for College of the Desert Library, which will continue
normal operations during the fall semester and closure of the City Library. The normal Tuesday
Bookmobile stop at Joe Mann Park in Palm Desert Country Club will be rescheduled to Thursdays
during the Library Closure, and the rest of the eastern Coachella Valley's Bookmobile stops will
be rescheduled to Saturdays during this time. Regular service will resume once Palm Desert
Library reopens, currently planned for early 2012.
Additionally, many of the most popular specialty programs (Young Readers, Teens, and a variety
of special interest speakers and events) will continue and be provided at various venues
throughout the City thanks to the gracious offers and cooperation from the City's many partners,
including: Palm Desert Community Center in conjunction with Desert Recreation District,
Westfield, Portola Community Center, and Joslyn Center — details to be finalized.
Your approval is requested for the aforementioned actions, which implement the understanding
between the County and the City for providing Library Services in Palm Desert.
Fiscal Analysis
Funds totaling $358,500 for all Library Programs and Services were budgeted FY 2011-2012 in
Account No. 452-4662-454-4001 and approved with the City Manager's Financial Plan on June 23,
2011. Approval of the contracts and purchase order will confirm the budget and memorialize the
services to be provided within the budget - no other fiscal impact will be incurred.
Submitted by:
Reviewed:
��A/
Paul S'hUUion_,9r(rectQL-ef Finance
Ap oved:
CITY CO CIL PIT- ON
APPROVED DENIED
RECEIVED OTHER
M. Wohlmuth, City Manager
ments (as noted)
MEET G D T _
AYES /
NOES: ?
ABSENT: 7
ABSTAIN:
VERIFIED BY:
Original on File with City
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SUBMITTAL TO THE BOARD OF SUPERVISORS
COUNTY OF RIVERSIDE, STATE OF CALIFORNIA��t
FROM: Economic Development Agency SUBMITTAL DATE:
October 5, 2011
SUBJECT: Amendment to the Agreements with the City of Palm Desert for Additional Library Services
RECOMMENDED MOTION: That the Board of Supervisors:
1. Ratify and approve the Tenth Amendment to the Agreement to Provide Library Services (Additional
Staff) with the City of Palm Desert and the County of Riverside Library System for Fiscal Years 2011-
2012;
2. Ratify and approve the Seventh Amendment to the Agreement to Provide Library Services
(Additional Hours) with the City of Palm Desert and the County of Riverside Library System for Fiscal
Years 2011-2012; and
3. Authorize the Chairman of the Board of Supervisors to execute the Amendments to the Agreements.
BACKGROUND: (Commences on Page 2) -
Robert Field
Assistant County Executive Officer/EDA
Current F.Y. Total Cost: $ 0 In Current Year Budget: No
FINANCIAL Current F.Y. Net County Cost: $ 0 Budget Adjustment: No
DATA Annual Net County Cost: $ 0 For Fiscal Year: 2011/12
COMPANION ITEM ON BOARD OF DIRECTORS AGENDA: No
SOURCE OF FUNDS: N/A Positions To Be
Deleted Per A-30
Requires 4/5 Vote n
C.E.O. RECOMMENDATION:
Executive Office
Prev. Agn. Ref.: 3.20 of 6/23/09, 3.25 of 9/18/07
District: 4 1 Agenda Number:
EDA-00la-F71
Economic Development Agency
Amendment to the Agreements with the City of Palm Desert for Additional Library Services
October 5, 2011
Page 2
BACKGROUND:
In March 1998, the City of Palm Desert and County of Riverside entered into an agreement for
library services. Since that initial agreement, the City of Palm Desert has elected to fund
additional library services through these two amended agreements to provide additional staff
and additional hours of operation. Employees funded through the agreements are employed
and supervised by LSSI, pursuant to LSSI's contract with the County to operate the County
Library System.
LSSI will continue to invoice the City of Palm Desert directly for the cost of these additional services.
The County Librarian will oversee the agreements. These amended agreements with Palm Desert
maintain County Library Services through June 30, 2012.
RF:LB:SM:TG:mh 11139
S:\Cultural Services\Library\Form 11s\2011-2012\Palm Desert 10th & 7th Amendment 09.2011\Palm Desert Form 11_09.07.2011.doc
EDA-00la-F11
Form 11 (Rev 0812010)
Contract No. C141610
1 TENTH AMENDMENT TO AGREEMENT TO PROVIDE LIBRARY SERVICES
2 (Additional Staff)
3
4 COUNTY OF RIVERSIDE - RIVERSIDE COUNTY LIBRARY SYSTEM
5 and the CITY OF PALM DESERT
6 (Fiscal Years 2011-2012)
7
8 WHEREAS, the County of Riverside, Riverside County Library System ("County") and
9 the City of Palm Desert ("City") and contract administer for County, Library Systems and
10 Services, LLC ("LSSI"), have entered into an agreement effective March 3, 1998 to provide
11 library services (Additional Staff) ("Agreement"), as amended. The parties wish to further
12 amend the Agreement effective July 1, 2011.
13 NOW THEREFORE, the parties agree as follows:
14 A. Section 1. RESPONSIBILITY OF THE PARTIES is amended as follows:
15 1. Sub -section 1.1 — Services Performed by County: is amended in the first sentence
16 to read as follows:
17 "The County shall provide the following staff: one (1) EventsNolunteer Coordinator,
18 one (1) part-time Computer Instructor/Lab Technician, one (1) Reference Librarian, one (1)
19 Young Adult Librarian, and one (1) Receptionist / Library Assistant for the Palm Desert Library
20 for the term of the contract as set forth in Section 4.2, as amended."
21 B. Section 4.2 Term is amended to add the following paragraph to the end of the existing
22 section, as amended:
23 "The term of this Agreement is extended, and shall include the time period from July 1,
24 2011 through June 30, 2012. City or County may terminate this Agreement, as
25 amended, for no cause, on the giving of thirty (30) days written notice to the other
26 party."
27 C. All other terms and conditions of the Contract and prior amendments shall remain
28 unchanged, and shall remain in full force and effect.
Page 1 of 2
Updated 0320.10
Contract No. C141610
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IN WITNESS WHEREOF, County and City have caused this Tenth Amendment to be
duly executed by the parties hereto:
CITY OF PALM DESERT
By:
Jean M. Benson, Mayor
ATTEST:
Rachelle D. Klassen
City Clerk
Im
Clerk
COUNTY OF RIVERSIDE
By:
Bob Buster, Chairman
Board of Supervisors
ATTEST:
Kecia Harper -Them
Clerk of the Board
By:
Deputy
APPROVED AS TO FORM AND CONTENT: APPROVED AS TO FORM AND CONTENT:
City Attorney Pamela J. Walls
County Counsel
By:
City Attorney
LIBRARY SYSTEMS AND SERVICES, LLC
By:
Mark Smith, Deputy Administrator
By:
Deputy
Page 2 of 2
Updated 082010
Contract No. C18027
1 SEVENTH AMENDMENT TO AGREEMENT TO PROVIDE LIBRARY SERVICES
2 (Additional Hours)
3
4 COUNTY OF RIVERSIDE - RIVERSIDE COUNTY LIBRARY SYSTEM
5 and the CITY OF PALM DESERT
6 (Fiscal Years 2011 — 2012 and 2012 — 2013)
7
8 WHEREAS, the County of Riverside, Riverside County Library System ("County"), the
9 City of Palm Desert ("City") and contract administrator for the County, Library Systems and
10 Services, LLC, ("LSSI"), entered into an agreement effective July 1, 2000, to provide library
11 services (additional hours) ("Agreement"), as amended. The parties wish to further amend the
12 Agreement effective July 1, 2011.
13 NOW, THEREFORE, the parties agree as follows:
14 A. Section 1.2 City Payment for Additional Hours is amended to read as follows: "City
15 shall pay for the additional hours at the rate of $236.50 per hour, at an amount not to exceed
16 ninety thousand dollars ($90,000.00)" for the term of the contract as set forth in section 4.2, as
17 amended.
18 B. Section 4.2 Term is amended to add the following paragraph to the end of the existing
19 section, as amended.
20 "The term of this Agreement is extended, and shall include the time period from July 1,
21 2011 through June 30, 2012. City or County may terminate this Agreement, as amended, for
22 no cause, on the giving of thirty (30) days written notice to the other party."
23 C. All other terms and conditions of the Contract and prior amendments shall remain
24 unchanged, and shall remain in full force and effect.
25 ///
26 ///
27 ///
28
Page 1 of 2
Updated 08/2010
Contract No. C18027
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IN WITNESS WHEREOF, County and City have caused this Seventh Amendment to be
duly executed.
CITY OF PALM DESERT
Bv:
Mayor, Jean M. Benson
ATTEST:
Rachelle D. Klassen
City Clerk
Im
Clerk
APPROVED AS TO FORM AND CONTENT:
City Attorney
Im
City Attorney
LIBRARY SYSTEMS AND SERVICES, LLC
By:
Mark Smith, Deputy Administrator
COUNTY OF RIVERSIDE
By:
Bob Buster, Chairman
Board of Supervisors
ATTEST:
Kecia Harper -Them
Clerk of the Board
In
Deputy
APPROVED AS TO FORM AND CONTENT:
Pamela J. Walls
County Counsel
r
By:..
Deputy County unsel
Page 2 of 2
Updated 08/2010
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