DATE: April 17, 2018
TO: Board of Supervisors
SUBMITTED BY: Kelley Worman-Landano, County Librarian
SUBJECT: Retroactive Agreement with Central Unified School District
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Agreement with Central Unified School District for the joint use of school library facilities, effective July 1, 2017 through June 30, 2022, for a period of five years ($0).
REPORT
There is no Net County Cost associated with the recommended action. Approval of the recommended action will update the agreement with Central Unified School District (CUSD) for the joint use of the Biola-Pershing Elementary School Library and the Teague Elementary School Library during non-school hours. The recommended agreement authorizes the County Librarian to add school locations as needed to serve the CUSD area. In addition, the recommended agreement allows the Librarian or designee to terminate the agreement upon providing CUSD with a 60 day advance written notice. This item impacts District One.
ALTERNATIVE ACTION(S):
If your Board does not approve the recommended action, the Library would be required to discontinue providing library services at Biola-Pershing Elementary because the agreement for library services at this location expired on June 30, 2017. However, it should be noted library services would continue at Teague Elementary as the agreement for services at Teague Elementary is active until June 30, 2020.
RETROACTIVE AGREEMENT:
This agreement is retroactive to July 1, 2017 due to extensive negotiations with CUSD for joint use of library facilities. CUSD and the Library discussed combining all current and future school location agreements into a single superseding agreement. Discussions were finalized in January 2018 and a signed agreement was received in February 2018.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The Library’s existing staff, materials and equipment are sufficient to continue to support the joint-use libraries in CUSD.
DISCUSSION:
The Library has provided library services to the CUSD service area since 2012. The Library began providing services at the Biola-Pershing Elementary School site in 2012 through a joint-use facility project. A second joint-use facility was implemented at the Teague Elementary School site in 2014.
Approval of the recommended action will establish one agreement with CUSD for joint use of school library facilities at the Teague and Biola-Pershing Elementary School sites. During agreement negotiations, CUSD and the Library determined that in order to simplify the process the two agreements for each school site would be combined into one superseding agreement. The recommended agreement is retroactive due to the expiration of the agreement for the Biola school site on June 30, 2017. The recommended agreement supersedes the current Teague site agreement which is due to expire on June 30, 2020. The recommended agreement also clarifies policies and procedures for joint use of the facilities and outlines the responsibilities of both CUSD and the Library.
The recommended agreement allows the County Library to add other school library locations as needed to serve the CUSD area. The hours of operation for additional school libraries will be mutually agreed upon by both CUSD and the Library. Duties performed by the Library include providing access to a variety of reading materials, programs and technology during non-school hours.
The library service agreements have allowed the Library to provide services to areas that would otherwise be underserved. The Library provides a full array of programming at these locations and visitor traffic has been sufficient to keep these branches open. It should be noted that the Teague Elementary school location currently serves the Highway City Community. Upon construction of the Highway City Community Development project, the Library will utilize 500 square feet of building space in the new community center on a temporary basis until a new library is built. It is anticipated that construction of the Highway City Community Development project will be completed in approximately four to five years.
The recommended agreement differs from County standard in that it is for a five-year term instead of the standard term of three years with two optional one-year renewals, and it contains a mutual hold harmless clause. Risk Management has reviewed the mutual hold harmless clause and deems it acceptable for this agreement between public entities.
REFERENCE MATERIAL:
BAI #45, June 6, 2017
BAI # 6, February 28, 2017
BAI # 41, June 3, 2014
BAI # 50, June 4, 2013
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with CUSD
CAO ANALYST:
Samantha Buck