HomeMy WebLinkAboutLSSI - Library Svcs through 06-30-2013CITY 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
JUNE 30, 2013.
SUBMITTED BY: Rachelle Klassen, City Clerk
DATE: January 24, 2013
CONTENTS: I. Staff Report
II. Copy of Library Fund Budget for 2012-2013 (component of
City Overall Financial Plan for FY 2012-2013)
III. Contract No. C141611 — Eleventh Amendment to Agreement to
Provide Library Services (Additional Staff)
IV. Contract No. C18028 - Eighth Amendment to Agreement to Provide
Library Services (Additional Hours/Bookmobile)
Recommendation
By Minute Motion:
1) Approve Contract No. C141611 - Eleventh 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, 2013.
2) Approve Contract No. C18028 - Eighth 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,
2013.
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 2012-2013.
Funding for all the above has been approved in the FY 2012-2013 budget in Account
No. 452-4662-454-4001 — no additional appropriations are necessary.
Committee Recommendation
The Palm Desert Library Promotion Committee 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
January 24, 2013
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, one of the County
System's busiest. The budget for these services in FY 2012-2013 was approved in the City's
Overall Financial Plan on June 28, 2012. While the remodel project was underway on the City's
half of the Library for most of 2012, circulation services were still being provided through the very
generous donation of space by Westfield Palm Desert, along with the requisite staffing for
circulation for the College side of the existing Multi -Agency Library during its usual schedule.
Events have also been ongoing using alternative locations at both Westfield Palm Desert
(summer) and now at the Desert Recreation District Community Room, Palm Desert, with
tremendous interest, participation, and attendance. All of this has been accomplished in the
approved budget. The agreements are coming before the City Council, and subsequently to the
Board of Supervisors next, after some staffing changes occurred at the County offices before
these documents could be prepared.
Backaround
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 2012-
2013 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 last June.
The first agreement (Contract No. C141611) 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 throughout the year.
Second agreement (Contract No. C18028) 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 stop in Palm Desert to offer library and computer services to residents in the
City outside the brick -and -mortar facility. Local residents and schoolchildren enjoy and have also
come to rely on this opportunity.
Staff Report - Approval of Agreements for Library Services through June 30, 2013
January 24, 2013
Elge 3
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, CDs, large -print books, and collection for
the Bookmobile). This amount supplements limited 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.
During the Renovation Project and physical Library closure from April - January 31, 2013,
County/LSSI staff made arrangements through the tremendous generosity of Westfield
Palm Desert to offer a short -stop Library with circulation services and children's programs from
May - October 2012, and then the Public Library needed to start moving back into its facility to re -
shelve all materials and get situated into the refurbished surroundings. Budgeted amounts for the
Additional Hours of Service and Staffing were applied to providing the alternative Library.
Palm Desert's Library staff also covers circulation services for College of the Desert Library,
which continued normal operations during the spring, summer, and fall semesters and closure of
the City Library.
Additionally, many of the most popular specialty programs (Young Readers, Teens, and a variety
of special interest speakers and events) continued through the closure and were 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 and Westfield.
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. Everyone is
greatly looking forward to re -opening our facility on Thursday, January 31, 2013, at 10:00 a.m.
Fiscal Analysis
Funds totaling $358,500 for all Library Programs and Services were budgeted FY 2012-2013 in
Account No. 452-4662-454-4001 and approved with the City Manager's Financial Plan on June 28,
2012. 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:
helle D. Klassen, M , City Clerk
Ap,• •ved:
M. Wohlmuth, City Manager
achments (as noted)
Reviewe
Paul S. Gibson, Director of Finance
CITY COUNCIL ACTION
APPROVED V DENTED
RECEIVED OTHER
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Original on File with City Clerk's Office
CONTRACT NO. C141611
1 ELEVENTH 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 2012-2013)
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, 2012.
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 2012 through June 30, 2013. 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 08/2010
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City Attorney
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CONTRACT NO. C141611
IN WITNESS WHEREOF, County and City have caused this Eleventh Amendment to
be duly executed by the parties hereto:
CITY OF PALM DESERT COUNTY OF RIVERSIDE
Jan C. Harnik, Mayor
By:
John J. Benoit, Chairman
Board of Supervisors
ATTEST: ATTEST:
Rachelle D. Klassen Kecia Harper -Them
City Clerk Clerk of the Board
By: By:
Clerk Deputy
APPROVED AS TO FORM AND CONTENT:
APPROVED AS TO FORM AND CONTENT:
Neal Kipnis
County Counsel
By: By:
City Attorney Deputy County Counsel
LIBRARY SYSTEMS AND SERVICES, LLC
Bye'
Barbara Howison, Deputy Administrator
Page 2 of 2
Updated 08/2010
CONTRACT NO. C18028
1 EIGHTH 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 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, 2012.
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 2012 through June 30, 2013. 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. C18028
1 IN WITNESS WHEREOF, County and City have caused this Eighth Amendment to be
2 duly executed.
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4 CITY OF PALM DESERT COUNTY OF RIVERSIDE
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7 By: By:
8 Mayor, Jan C. Harnik John J. Benoit, Chairman
Board of Supervisors
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10 ATTEST: ATTEST:
11 Rachelle D. Klassen Kecia Harper -Them
City Clerk Clerk of the Board
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14 By: By:
15 Clerk Deputy
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17 APPROVED AS TO FORM AND CONTENT: APPROVED AS TO FORM AND CONTENT:
City Attorney Neal Kipnis
18 County Counsel
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20 By: By:
City Attorney Deputy County Counsel
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LIBRARY SYSTEMS AND SERVICES, LLC
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By: 1� 1 ,-w----
25 Barbara Howison, Deputy Administrator
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Page 2 of 2
Updated 08/2010
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APPROVED LIBRARY BUDGET - FY 2012-2013