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HomeMy WebLinkAboutCC Resolution 8432 (Online Library System)RESOLUTION NO. 8432 A RESOLUTION AUTHORIZING THE SIGNING OF A CONTRACT, LEASE OR AGREEMENT THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: The MAYOR and CITY CLERK are authorized to execute, on behalf of the City of San Rafael, a contract, lease or agreement with JOINT EXERCISE OF POWERS AGREEMENT WITH THE CITIES OF MILL VALLEY AND SAUSALITO AND THE COUNTY OF MARIN FOR THE PLANNING OF AN INTEGRATED ON-LINE LIBRARY SYSTEM a copy of which is hereby attached and by this reference made a part hereof. I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a REGULAR meeting of the City Council of said City held on the SEVENTEENTH day of JUNE , 1991 by the following vote to wit: AYES: COUNCILMEMBERS : Boro, Breiner, Shippey, Thayer & Mul ryan NOES: COUNCILMEMBERS : None ABSENT: COUNCILMEMBERS : None JE E.M. LEONCINI, City C erk OR6GEid�l �,_ JOINT EXERCISE OF POWERS AGREEMENT FOR THE PLANNING OF AN INTEGRATED ON-LINE LIBRARY SYSTEM This agreement, made and entered into this. 17th day of June , 19 91 , by and between the Cities of San Rafael, Mill Valley, Sausalito, and the County of Marin. WITNESSETH WHEREAS, the Cities of San Rafael, Mill Valley, Sausalito, and the County of Marin possess the common powers to provide library services; and WHEREAS, the parties are authorized to contract with each other for the joint exercise of any common power pursuant to California Government Code Sections 6500-6514; and WHEREAS, the Cities of San Rafael, Mill Valley, Sausalito, and the County of Marin desire to improve library services to the public through the implementation of a shared integrated on-line automated library system; and WHEREAS, an integrated on-line automated library system shared by the public libraries in Marin County will make a greater range of books and other materials available to library users throughout Marin County; and WHEREAS, the Cities of San Rafael, Mill Valley, Sausalito, and the County of Marin believe that the greatest possible benefit from the use of public funds may be realized through the shared ownership and operation of an integrated on-line automated library system. NOW, THEREFORE, in consideration of the mutual promises and agreements hereinafter stated and the performance thereof, the parties hereto do agree as follows: PURPOSE This agreement is for the purpose of providing for the planning of a new integrated on- line automated library system to be jointly owned and operated by the Cities of San Rafael, Mill Valley, Sausalito, and the County of Marin. The parties recognize that this is an interim agreement and anticipate that it will be superseded by a joint powers agreement for the ownership, governance and operation of the integrated on-line automated library system. REPRESENTATION The representative of each party hereto shall be the Library Director or a duly appointed alternate as determined by the jurisdiction. C OP -11 y 2 ADMISSION OF NEW ENTITIES Any agency which has the power to provide public library services in Marin County may become a party to this agreement with the consent of the governing bodies of the Cities of San Rafael, Mill Valley, Sausalito, and the County of Marin. FISCAL AGENT The City of San Rafael shall be the fiscal agent for the participating libraries, for the term of this Agreement. COSTS The parties agree to provide local matching funds in an amount not to exceed $50,000 for FY 91-92 to initiate planning for the integrated on-line automated library system. The costs are to be allocated as follows: Marin County Free Library City of Mill Valley City of San Rafael $33,200 (66.4%) $5,250 (10.5%) $9,150 (18.3%) City of Sausalito $2,400 (4.8%) This allocation is derived from a cost sharing formula. Each jurisdiction's allocation is defined as the average of the following three figures taken from the 1990 State Library Report: 1. its percentage of the total circulation of the four jurisdictions 2. its percentage of the total holdings of the four jurisdictions 3. its percentage of the total population of the four jurisdictionts WORK PLAN/SCHEDULE The parties agree to the work plan and schedule as enumerated in "Exhibit A," a copy of which is incorporated by reference herein. The timely completion of tasks enumerated in "Exhibit A" is the responsibility of all parties to this agreement. AUTOMATION CONSULTANT The parties agree that the City of San Rafael will contract with the automation consultant on their behalf in accordance with the work plan outlined in "Exhibit A." On receipt of an invoice from the automation consultant, the City of San Rafael will invoice the participating jurisdictions for their share of automation -consultant costs in accordance with the cost sharing formula stated in this Agreement. TERM OF AGREEMENT The agreement shall begin when it is executed by all parties hereto. The term of this agreement shall be until July 1, 1992 when it is anticipated that all of the items outlined in "Exhibit A" will be completed. FUTURE AGREEMENTS It is anticipated that this agreement will be superseded by a Joint Exercise of Powers Agreement for ownership and operation of the system. The future joint powers agreement will include a cost allocation formula and a governance structure for operation of the system. TERAMATION If any party hereto terminates its participation in the Ate. •� it w9j f fi it aII local matching funds already expended on the project It will also be liable forthe full amount of its share of costs as enumerated in this Agreement in the section titled -Costs." AMENDMENT OR MODIFICATION This constitutes the entire Agreement of the parties. No motion or amendment of this Agreement shall be valid unless it is in wriring and executed by all parties, IN WITNESS WHEREOF, the parties hereto have caused their duly au&m=d representatives to execute this agreement the day and year fast above win. COUNTY OF MARIN Kir w y•- oard of Supervisors =R, Clerk oejB tJ Ti CITY OF MYL,L VALLEY ATTEST: CITY OF SAIK RAFAEL 3blaycr ATTEST: CITY OF SAUSALITO AT=. City Clerk 3 4 EXHIBIT A WORK PLAN FOR PLANNING OF THE AUTOMATED ON-LINE LIBRARY SYSTEM 1. Select & Hire Library Automation Consultant to assist the jurisdictions in the tasks outlined in the work plan 2. Analyze & evaluate local needs to determine specifications of the system 3. Develop specifications of the system based on local needs 4. Develop RFP for automation vendors 5. Select an automation vendor on the basis of response to RFP 6. Negotiate contract with automation vendor 7. Develop JPA for ownership and operation of the system. The joint powers agreement will include.a cost allocation formula and a governance structure for operation of the system. 8. Develop job description for Project Manager to implement the system.