HomeMy WebLinkAboutLib Library Cards for Students MOU1,
SAN RAFAEL Agenda Item No: 4.d
THE CITY WITH A MISSION
Meeting Date: April 3, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: LIBRARY
Prepared by: SARAH HOUGHTON (LIBRARY City Manager Approval:
DIRECTOR) AND HENRY BANKHEAD
(ASSISTANT LIBRARY DIRECTOR)
TOPIC: PROVISION OF LIBRARY CARDS FOR SAN RAFAEL CITY SCHOOLS STUDENTS
SUBJECT: RESOLUTION APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN
THE SAN RAFAEL CITY SCHOOLS AND THE CITY OF SAN RAFAEL TO PROVIDE
LIBRARY CARDS FOR SAN RAFAEL CITY SCHOOLS STUDENTS
RECOMMENDATION:
Staff recommends that the City Council approve the attached Memorandum of Understanding ("MOU")
facilitating the provision of San Rafael Public Library cards to all students enrolled in the San Rafael
City Schools.
BACKGROUND:
Over the last two years, San Rafael City Schools ("SRCS") staff and San Rafael Public Library
("Library") staff have been meeting and communicating about how to best work together to help each
other attain our common goals. One goal of both organizations is to increase literacy and educational
success through access to books, information, and educational materials. In order to increase this
access, both SRCS and the Library would like to develop an infrastructure that will allow SRCS
students easily to obtain a Library card based on their enrollment in the San Rafael City Schools. This
will facilitate their access to and use of the Library's print and electronic resources, including
professional online tutors in various subject areas and homework help resources. As part of this shared
initiative the Library is participating in the Student Success Initiative, a California State Library grant
supporting eleven California Public Libraries in partnering with local public school to provide library
cards to students.
ANALYSIS:
Having and using a library card will help support San Rafael City Schools students as they go from
elementary school through college and into a successful career. Students will have a library card that
will always travel with them and provide the benefits of life-long learning.
FOR CITY CLERK ONLY
File No.: 9-3-61
Council Meeting: 04/03/2017
Disposition: Resolution 14299
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Under the proposed MOU, SRCS will provide the City with certain identifying information about SRCS
students, except for those students whose parent or guardian opts out of this initiative. The Library, at
City expense, will provide SRCS with Library cards for the identified students, streamline student
access to Library materials, provide training for use of the resources, and work with SRCS staff and
teachers to curate and highlight specific digital content supporting SRCS curriculum goals. The MOU
further outlines the responsibility of the City of San Rafael to protect the privacy of SRCS student data.
The initial term of the MOU expires on September 30, 2018, but may be extended for an additional two
years upon agreement of both parties.
Assuming this project is successful, the Library would next expand this program to the Dixie School
District. As Dixie is a much smaller district, this next phase would result in minimal fiscal or staff time
impact but significant impact on students' access to information and services.
COMMUNITY OUTREACH: Extensive outreach has been conducted with SRCS and Dixie School
District stakeholders and staff. Following the distribution of the library cards, increased outreach and
information efforts will continue at all schools in these two districts.
FISCAL IMPACT:
The work to create and distribute these library cards is minimal, as it is mostly automated, and this work
and the additional training duties, can be absorbed into staff's normal duties and hours. The Library will
see a small increase in office supply expenditures on library cards, estimated at $1,000 for the
additional library cards (10,000) to be used in this program. The Library can absorb this into the
existing office supply budget in its General Fund appropriations.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the resolution approving the MOU as presented.
2. Modify and approve the resolution.
3. Do not approve the resolution and direct staff to provide additional information.
RECOMMENDED ACTION:
Adopt the Resolution approving a Memorandum of Understanding with the San Rafael City Schools to
provide San Rafael Public Library cards for students enrolled in San Rafael City Schools.
ATTACHMENTS:
A. Resolution authorizing a Memorandum of Understanding between the San Rafael City Schools
and the City of San Rafael
B. Exhibit A to resolution-MOU between SRCS and City of San Rafael
RESOLUTION NO. 14299
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE
SAN RAFAEL CITY SCHOOLS AND THE CITY OF SAN RAFAEL TO
PROVIDE LIBRARY CARDS FOR SAN RAFAEL CITY SCHOOLS STUDENTS
WHEREAS, over the last two years, the San Rafael City Schools ("SRCS") staff and
San Rafael Public Library ("Library") staff have built strong one-on-one relationships working to
improve technology and internet access to our shared constituency; and
WHEREAS, the goal of both organizations is to increase literacy and educational
success through a comprehensive, strategic and sustainable collaboration; and
WHEREAS, the Library and SRCS seek to build a strong relationship at the
administrative level in order to work together more collaboratively and demonstrate measurable
impact; and
WHEREAS, the Library and SRCS would like to develop an infrastructure that will
allow SRCS students to easily access and use the Library's electronic and print resources freely
by providing all SRCS students with a Library card; and
WHEREAS, having and using a library card will help support San Rafael students
through college and launch them into a successful career and life with a library card that will
always travel with them and provide benefits of life-long learning;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San
Rafael hereby approves and authorizes the City Manager to sign the Memorandum of
Understanding attached hereto as Exhibit A and incorporated herein by reference.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regul meeting of the
City Council of said City held on Mondav, the 3rd day of April, 2017 by the following vote, to
wit:
AYES:
COUNCILMEMBERS:
Bushey, Gamblin, McCullough & Mayor Phillips
NOES:
COUNCILMEMBERS:
None
ABSENT:
COUNCILMEMBERS:
Colin
ESTHER C. BEIRNE, City Clerk
MEMORANDUM OF UNDERSTANDING BETWEEN THE SAN RAFAEL CITY
SCHOOLS AND THE CITY OF SAN RAFAEL
This Memorandum of Understanding ("MOU" or "Agreement") is made and entered into
this 13th day of March, 2017, between The San Rafael City Schools (known as SRCS
and referred to herein as "SRCS" or "the District") located at 310 Nova Albion Way San
Rafael, CA 94903, and the City of San Rafael ("City"), for a collaboration between
SRCS and City's Public Library (the "the City Library" or "SRPL"). City and SRCS are
sometimes referred to in this MOU individually as a "Party" and collectively as the
"Parties."
Recitals
WHEREAS: Over the last two years, SRCS staff and SRPL staff have built strong one-
on-one relationships working to improve technology and internet access to our shared
constituency. The goal of both organizations is to increase literacy and educational
success through a comprehensive, strategic and sustainable collaboration. In order to
achieve this, the Library and the District seek to build a strong relationship at the
administrative level in order to work together more collaboratively and demonstrate
measurable impact. SRCS and SRPL would like to develop an infrastructure that will
allow SRCS students to easily access and use the San Rafael Public Library's
electronic and print resources freely by providing all SRCS students with a San Rafael
Library Card. Having and using a library card will help support San Rafael students
through college and launch them into a successful career and life with a library card that
will always travel with them and provide benefits of life-long learning.
WHEREAS: Both SRCS and SRPL understand that such services shall be provided at
no cost to SRCS.
WHEREAS:SRCS and SRPL have a long history of working together as educational
partners, with the Library serving as an extension of the classroom --providing students
with access to books, computers, online tutoring, reading programs, technology support
and dozens of other important educational resources during out-of-school time.
WHEREAS: Additionally, both organizations have aligned around a focus on supporting
traditional and digital literacy, and are committed to creating a community of readers,
empowering individuals with free access to information, building a welcoming place
where reading, learning and imagination thrive, maximizing academic achievement, and
preparing every child to lead a rich and productive life.
WHEREAS: SRPL and SRCS desire to collaborate on activities to improve the
educational opportunities and outcomes of the children both institutions share. In order
to achieve an effective collaboration, SRPL and SRCS need to share information about
the children that may otherwise be prohibited from disclosure.
NOW THEREFORE, in consideration of the mutual promises set forth hereafter, the
parties do mutually agree as follows:
Agreement
A. Obligations of City
The City agrees to the following:
1. City Library staff, using appropriate student information provided by SRCS, will
create library cards for all SRCS students at no cost and deliver said cards to
SRCS schools.
2. City Library staff will provide and track an opt -out form, in English and Spanish,
to be distributed to SRCS student parents, to provide them with the option of not
receiving a library card.
3. City Library staff will streamline student access to databases, print and e -
resources. Implementation will include City training for SRCS students and staff
on the City Library's educational resources as requested by individual schools
and teachers. In addition, the City Library staff will work as requested with SRCS
staff and teachers to curate and highlight specific digital content, supporting
SRCS curriculum goals.
4. City Library staff will work collaboratively with SRCS to further deepen the
partnership between the agencies.
B. Obligations of SRCS
The SRCS agrees to the following:
1. SRCS will support implementation of the Library Card Initiative by providing to
City Library staff: first and last name, birthdate, school, grade, address, phone
number, and email address of each student enrolled in SRCS. This database will
be updated annually beginning in August 2017 as new students enroll in the
district.
2. In collaboration with City Library staff, SRCS will help to facilitate the introduction
of professional development opportunities for SRCS teachers and staff
surrounding the educational resources available at SRPL as well as
communicating about other City Library projects.
3. SRCS will provide certain directory information to City Library staff as specified in
this MOU.
4. SRCS will provide the information specified in this MOU to City in consideration
for City's agreement to keep the information confidential as provided in this MOU.
C. Confidentiality.
1. SRCS maintains student records in accordance with all applicable federal and
state laws and regulations. Such student records are confidential as provided
under the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §
1232g; 34 C.F.R. Part 99; and California Education Code §§ 49060 et seq.
2. California Education Code §§ 49061 and 49073 authorizes SRCS to release
certain student records known as "directory information" to certain entities,
including governmental agencies; directory information includes student name,
address, telephone number, date of birth, email address, major field of study,
participation in officially recognized activities and sports, dates of attendance,
degrees and awards received, and the most recent previous school attended.
3. The California Public Records Act, at Government Code §§ 62540) and 6267
governs the confidentiality of registration and circulation records, and patron use
records, in libraries supported by public funds.
4. City and SRCS agree that each entity shall comply with applicable federal and
state laws relating to the confidentiality of the SRCS provided information.
5. Both Parties further agree that all information exchanged shall only be used for
the purposes intended by this MOU, to limit disclosure of the exchanged
information within its own organization to its directors, officers and employees
who have a need to know, and to not disclose any information to any third party
(whether an individual corporation, or other entity) without the express prior
written consent of the other Party, except as required by law. Each Party shall
satisfy its obligations under this Paragraph if it takes affirmative measures to
ensure compliance with these confidentiality obligations by its employees and
others who are permitted access to or use of the SRCS provided information.
6. To the extent that City Library staff have access to any personally identifiable
information from students' education records, City agrees that it shall not use
such information except for the legitimate educational purpose of providing
services pursuant to this Agreement and that it shall not disclose this information
to any other party for any reason, except as required by law. City will comply
with all applicable federal and state regulations governing the student records
provided to it, including FERPA.
7. The sharing of information by government agencies pursuant to Government
Code section 6254.5(e) does not constitute a waiver of the exemption of such
information from any future disclosure or from disclosure to any other entity or
individual. If the Parties agree that a document is confidential pursuant to the
California Public Records Act and subsequently exchange the document, the
Parties shall each keep confidential any such document, as permitted under
Government Code Section 6254.5(e), except as otherwise required by law. The
Parties shall seek to minimize the personnel that review confidential documents
and shall only allow necessary personnel to analyze the documents. For the City,
such records may only be shared with City Library staff (including their
supervisors), and City Attorneys assigned to the projects (including their
supervisors). For the SRCS, such records may only be shared with the people
and staff assigned to the project, administrators, and the attorneys and legal staff
working on the project.
8. If either of the Parties receives a Public Records Act request seeking a document
that has been designated as confidential and exchanged as described herein, the
party receiving the request shall notify the other party immediately, and the party
receiving the request shall withhold the designated confidential documents from
the Public Records Act response, if requested to do so by the other party, and
the other party agrees to indemnify the party receiving the request from any
expense in defending a Public Records Act lawsuit.
D. General Provisions.
1. Project Manager. SRCS shall name a Project Manager for the SRCS. The
Project Manager shall be the SRCS's representative in connection with the
SRPL's performance under this Agreement.
2. City Library Supervisor. The City Library Director or designee is fully authorized
to act on behalf of the City in connection with this Agreement.
3. Indemnity/Hold Harmless. Each Party agree to indemnify the other Party and
each other's councilmembers, commissioner board members, officers, agents
and employees against, and to hold the same free and harmless from, any and
all claims, demands, damages, injuries, losses, costs, expenses, actions or
liabilities caused by their respective negligence or willful misconduct.
4. Insurance. Both parties will maintain and provide evidence of self-insurance for
the duration of this Agreement.
5. Expenses. Any expenses related to the provision of services incurred by the City
Library shall be the sole responsibility of the City. All costs related to the
provision of student ID cards will be the sole responsibility of the City.
6. Term; Termination. The term of this Agreement shall commence on the date first
hereinabove written and shall continue through September 30, 2018, except that
this Agreement may be extended by mutual agreement of the parties for an
additional period of two (2) years, subject to the written approval of the City
Manager. Either Party may terminate this MOU without cause at any time by
giving thirty days' prior written notice to the other Party of such termination and
specifying the effective termination date.
7. Partnership. The provisions of this Agreement are not intended to create, and
shall not be interpreted to create a joint venture, a partnership or any similar
relationship between the parties.
8. Amendments. Any amendments or modifications to this MOU must be mutually
agreed upon by the Parties in writing.
9. Governing Law and Venue. This Agreement shall be interpreted and construed in
accordance with and governed by the laws of the State of California. Any action
to enforce this Agreement shall be filed in the Superior Court for the County of
Marin.
10. Notices. Formal notices, demands, and communications between City and SRCS
shall be given by registered or certified mail postage prepaid, return receipt
requested, by reputable overnight delivery service, return receipt requested, or
by personal delivery, to the offices of City and SRCS as follows:
To: City To SRCS:
Library Director Superintendent
City of San Rafael San Rafael City Schools
P.O. Box 151560 310 Nova Albion Way
San Rafael, CA 94915 San Rafael, California 94903
IN WITNESS HEREOF, the parties hereto have caused this Agreement to be executed
as of the day and year first above written
City of San Rafael
J�'
City Ma ag r
Attest -
Esther Beirne, City Clerk
Approved as to form:
San Rafael City Schools
%Z,��f
Chair, School Board
Superintendent
Approved as to form:
Robert F. Epstein, City Attorney General Counsel
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: San Rafael Public Library
Project Manager: Henry Bankhead
Extension: 3436
Contractor Name: San Rafael City Schools
Contractor's Contact: Mayra Perez
Contact's Email: mperez@sres.org
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
1
Oil
3
4
5
6
7
8
9
RESPONSIBLE
DESCRIPTION
DEPARTMENT
Forward signed original agreements to City
Project Manager
a. Email PINS Introductory Notice to Contractor
City Attorney
b. Email contract (in Word) & attachments to City
Llick here to
Atty c/o Laraine.Gittens@cityofsanrafael.org
City Attorney
a. Review, revise, and comment on draft agreement
❑ N/A
and return to Project Manager
City Manager/ Mayor
b. Confirm insurance requirements, create Job on
4/3/2017
PINS, send PINS insurance notice to contractor
Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
Project Manager
When necessary, * contractor -signed agreement
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Public Works Contract > $125,000
Date of Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
Project Manager
Forward signed original agreements to City
11/18/2016
Attorney with printed copy of this routing form
City Attorney
Review and approve hard copy of signed
Llick here to
agreement
City Attorney
Review and approve insurance in PINS, and bonds
❑ N/A
(for Public Works Contracts)
City Manager/ Mayor
Agreement executed by Council authorized official
City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
COMPLETED
DATE
n/a
9/26/2016
REVIEWER
Check/Initial
4/19/17 HB
® ETD
11/18/2016
n/a
® NA
Llick here to
enter a date
❑ N/A
Or
4/3/2017
4/19/17 HB
310 Nova Albion Way, San Rafael, CA 94901
Ph: (415) 492-3222
To: Henry Bankhead From: Kimberly Joseph
Phone: Date: March 15, 2017
Re: MOU between San Rafael City Schools CC:
and the City of San Rafael
❑ Urgent ❑ For Review ❑ Please Comment ❑ Please Reply ® Please Sign & Return
• Comments:
Dear Mr. Bankhead,
Find enclosed MOU between San Rafael City Schools and the City of San Rafael for
the Library Card drive. The enclosed MOU was approved by SRCS Board of
Trustees on March 13, 2017. Thank you for obtaining signatures from the City of San
Rafael representatives and forwarding a fully executed copy in the enclosed
envelope.
Please feel free to contact me should you have questions.
Kindest regards,
Kimberly Joseph
Enclosures
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) 4 CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item #
Date of Meeting: 4/3/2017
From: Sarah Houghton
Department: Library
Date: 3/22/2017
Topic: RESOLUTION AUTHORIZING A MEMORADUM OF UNDERSTANDING (MOU)
BETWEEN THE SAN RAFAEL CITY SCHOOLS (SRCS) AND THE CITY OF SAN RAFAEL TO
PROVIDE SAN RAFAEL PUBLIC LIBRARY CARDS TO ALL SRCS STUDENTS
Subject: THIS MOU OUTLINES THE REPONSIBILITY OF THE CITY OF SAN RAFAEL TO
PROTECT THE PRIVACY OF SRCS STUDENT DATA AND IN TURN THE CITY AGREES TO
PROVIDE LIBRARY CARDS TO ALL SRCS STUDENTS USING THIS DATA, WITH THE
EXCEPTION OF STUDENTS WHOSE PARENT OR GUARDIAN OPTS OUT OF THIS
INITIATIVE.
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other:
APPROVALS
® Finance Director
Remarks: MM - approved 3/23/17 with one recommended change
® City Attorney
Remarks: LG -Approved 3/23/17 with recommended changes.
® Author, review and accept City Attorney / Finance changes
Remarks: SH -Approved 3/27/17 with all changes
F City Manager
Remarks:
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition: