HomeMy WebLinkAboutAGENDA REPORT 2008 0521 CC REG ITEM 10J BEM 10 •T.
City Council Nleetiviq
of
ACTION:
MOORPARK CITY COUNCIL BY:
AGENDA REPORT c
TO: The Honorable City Council
FROM: Jennifer Mellon, Senior Management Analya v
DATE: April 18, 2008 (CC meeting of May 21, 2008)
SUBJECT: Consider Amendment No. 2 Revising the Scope of Services and
Compensation Plan for Fiscal Year 2008-09 of the Agreement
with Library Systems & Services, LLC (LSSI)
SUMMARY
The City of Moorpark has an agreement with Library Systems& Services (LSSI)to operate
the Moorpark City Library. Under the provisions of the Agreement, the Scope of Services
and Compensation for such services will be evaluated, renegotiated, and brought before
Council for annual approval. Staff is requesting approval of Amendment No. 2 (see
Attachment 1) to the Agreement, revising the Scope of Services and Compensation Plan
for Fiscal Year(FY)2008-09. The staffing component represents a 4% cost increase over
the same level of staffing provided in FY 07-08.
BACKGROUND
On November 1, 2006, City Council authorized the City Manager to execute an Agreement
with Library Systems & Services, LLC (LSSI) to operate the Moorpark City Library,
commencing January 1, 2007 and continuing for a term of four and one half years (54
months). The Scope of Services and Compensation for such services will be renegotiated
annually for each fiscal year throughout the term of the Agreement. The language from the
original agreement still remains unchanged and in effect.
As comparison for the discussion to follow, the overall cost of the FY 2007-08 LSSI
Agreement totaled $477,954 which included staffing of 6.5 full time equivalent positions
($338,454); automation maintenance, software, and licensing costs ($24,500); general
expenses ($25,000); and collection development budgeted at $2.50 per capita and
including an LSSI fee of 5% on collection purchased for the library ($90,000).
Fiscal Year 2007-08 library revenue is projected at $842,887; of which an estimated
$811,000 was property tax allocated to the library. The City is anticipating tax revenue to
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Honorable City Council
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remain at the same level in FY 08-09 and to decline slightly in FY 09-10. Other Library
revenue sources for FY 08-09 include the Public Library Fund (PLF)allocation of$13,877;
fines and fees estimated at$25,000; and photocopying estimated at$3,000. Projected FY
08-09 library revenue is$852,887 with total proposed operating costs for the Moorpark City
Library (including City staff salaries, contractual services of 6.5 FTE, non-contract
operating expenses, and maintenance costs) at$662,857. Additionally, staff is proposing
staffing options within the revised Agreement with LSSI, which if implemented would
increase the proposed operating budget as more fully discussed below.
In addition to operating costs and revenues, the City budgets capital projects and
purchases from the Library Development Fee. This is a fee assessed on new development
to offset impacts to the Moorpark City Library. While these projects and purchases are not
a part of the operating agreement with LSSI, they do impact the total Library budget.
Currently, the Library Development Fee fund balance is just over 1 million dollars. In FY
2007-08, the City budgeted $72,800 for new shelving, computers, and furniture from this
fund. For FY 2008-09, staff will be proposing the expenditure of $46,500 for shelving
enhancements and additional furniture purchases. Capital expenditures combined with
operating expenses bring the total proposed FY 08-09 Library budget to $709,357 (based
on 6.5 FTE).
DISCUSSION
With regards to the LSSI Agreement, staff is proposing a revised Scope of Services and
compensation plan for the term commencing July 1, 2008 and concluding June 30, 2009
(Exhibit B-2). The revised Scope of Services includes staffing and day-to-day program
expenses only. This is a change from FY 2007-08 when LSSI's Agreement included costs
for technology and collection procurement.The technology cost components and collection
development budgets have been removed from the LSSI agreement and budgeted within
the City Library Operating Budget. This change allows the City to pay for items as
expended and gives more control to the City with regards to these expense funds.
The proposed compensation plan for FY 2008-09, included within the LSSI agreement,
totals $376,992 which includes staffing of 6.5 full time equivalent positions ($351,992) as
well as office supplies, administrative costs, and programming expenses ($25,000). LSSI
will bill the City on a monthly basis as expenditures occur for procurement of collection as
well as technology costs which include library software maintenance and licensing costs
and precludes technical support of equipment by a technician.
The major changes in the proposed Scope of Services are described in detail as follows:
Staffing
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Honorable City Council
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There is no change to the baseline staffing arrangements of 6.5 FTE's. However, staff
is recommending the addition of two staffing options to be included in the Agreement
and implemented at the City's discretion. Option 1 - include the addition of a part-time
(20 hour/week) professional reference librarian ($3,408.75 per month), and Option 2 -
include an additional full-time professional reference librarian ($6,817.50 per month);
increasing the full time equivalent positions from 6.5 to 7.0 or 7.5 respectively. The
optional professional librarian position would have a focus on reference services for
both adult and youth patrons. The decision to increase FTE's would be made after the
adoption of the City's FY 08-09 budget so that the Council has a clearer picture of the
City's financial situation for the coming year.
At this time there are two full-time, professional librarians on staff. The City Librarian,
whose responsibilities include management of day-to-day functions of the Library, staff
supervision, reference services, reporting and analysis, City Library liaison to
professional organizations, as well as adult programming and community outreach. The
second position is the Youth Services Librarian whose responsibilities include reference
services and programming for children and teens; the largest population served at the
Library. Some outreach is performed by the Youth Services Librarian, and after
analysis staff believes a heavier focus should be directed towards youth outreach. The
need to increase outreach means the librarian would be off-site at schools and
community organizations promoting services at the Moorpark City Library tailored to the
youth of our community.
The recommendation to add the options to hire an additional part-time or full-time
professional reference librarian is based upon desire to increase service levels to our
community. The added position would perform adult reference duties and assist with
youth services coverage; allowing the City Librarian and Youth Services Librarian to
provide more off-site community outreach and increase programming offered at the
library. The additional position would be available to fill the gap that has been
recognized when the professional librarians are off site or involved in programming and
unable to assist the public. The option of additional staffing would also provide added
reference services for patrons during periods of peak usage.
Programming
Expectations for programming have been more clearly outlined in the proposed Scope
of Services for FY 08-09. With 18 months of experience operating the Moorpark City
Library, City staff and LSSI have a better understanding of the types of programs that
are desirable, feasible, and have proven successful at the Moorpark City Library. Staff
have identified minimum programming expectations in the Scope of Services and all
costs associated with the identified programming, except costs for professional services
of performers which are in the City Library Operating Budget, are included in the
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general expense section of the Agreement.
Fingerprinting
LSSI will be responsible to perform mandatory live scan fingerprinting of all employees
and volunteers over the age of 14 who will be working within the Library.
Reporting
Added to the Agreement is the responsibility of LSSI to prepare, and present to staff, an
annual report in addition to the quarterly financial reports they currently provide. LSSI
is also to finalize a strategic plan for the Moorpark City Library by a date mutually
agreed upon by both parties.
To reiterate, technology costs (all costs related to technology excluding annual
maintenance and technical software support costs)and collection procurement costs have
been removed from the LSSI Agreement and budgeted within the City Library Operations
budget. LSSI will invoice the City as these expenses occur throughout the year. The pace
at which collection materials are purchased varies depending on the timing and volume of
new releases. With regards to the technology budget, removing the expenditures from the
LSSI agreement allows the City to consider arrangements that consistently ensure that
requests for service are resolved on a more timely bases.
Below is a breakout of costs for services comparing the approved FY 2007-08 Scope of
Services and the proposed FY 2008-09 Scope of Services. Items that show zero cost are
budgeted within the City of Moorpark Library Operating Budget. These items will be billed
as expended throughout the year by LSSI rather than included as a fixed monthly cost.
Fiscal Year 2007-08 Fiscal Year 2008-09
Staffing Costs: $338,454.00 (6.5 FTE) $351,992.00 (6.5 FTE)
To retain the existing level of staffing (6.5 FTE)for FY 2008-09, LSSI proposed an increase
of 4% which includes a cost of living factor and annual merit increases for employees.
Annual Optional Staffing Costs: Option 1 (part-time) $392,897.00 (7.0 FTE)
Option 2 (full-time) $433,802.00 (7.5 FTE)
General Expenses: $25,000.00 $25,000.00
Programming supplies, postage, printing, marketing, training, general office supplies, etc.
Technology Costs: $24,500.00 $0.00
Automation Maintenance, licensing, software costs. These costs for technology including
maintenance of hardware, software, upgrades, and related technology expenses identified
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within the Agreement in the proposed amount of$27,800 has been included in the City's
Library Operating Budget. The City will reimburse LSSI for annual software licensing and
maintenance agreements and the City will perform other software and hardware
maintenance with in-house staff and/or by using a professional technology support
provider. Staff believes this arrangement will enhance the responsiveness to the computer
needs of the Library.
Collection Development: $90,000.00 $0.00
Cost for new collection procurement in the proposed amount of$72,000 ($2.00 per capita)
has been included in the City's Library Operating Budget.
TOTAL COST: Fiscal Year 2007-08 Fiscal Year 2008-09
$477,954.00 $376,992.00
with Option 1 $418,000.00
with Option 2 $458,802.00
In Summary, total contractual cost for FY 07-08 was $477,954 and proposed contractual
cost for FY 08-09 is $376,992. If technology and collection costs remained within the LSSI
contract, the contractual cost for FY 08-09 would be $476,792; the addition of option one
would increase annual cost by $40,905 and the addition of option two would increase
annual cost by $81,810.
FISCAL IMPACT
There will be no impact on the General Fund for Library operations. The revised Scope of
Services for staffing and general office expenses for FY 08-09 totals $376,992. This
represents an approximate 4% increase in staffing cost from FY 07-08 and the general
office costs remain the same.
STAFF RECOMMENDATION
Approve Amendment No. 2 to Library Systems & Services, LLC (LSSI's) Agreement for
Operation of the Moorpark City Library which includes a revised Scope of Services and
Compensation Plan for Fiscal Year 2008-09 subject to final language approval by the City
Manager.
Attachments:
Attachment 1 — Amendment No. 2 to Library Systems & Services Agreement
Attachment 2 — Exhibit B-2, Revised Scope of Services and Compensation, FY 2008-09
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ATTACHMENT 1
AMENDMENT NO. 2
AGREEMENT FOR CONTRACT SERVICES
THIS AMENDMENT TO AGREEMENT, made and entered into this
day of , 2007, by and between the City of Moorpark, a municipal
corporation located in the County of Ventura, State of California, hereinafter
referred to as "City" and Library Systems and Services, LLC (LSSI), hereinafter
referred to as "Consultant".
WITNESSETH
Whereas, on December 27, 2006, City and Consultant entered into an
agreement pertaining to the daily operation and management of the Moorpark
City Library; and,
Whereas, the City requires a revised scope of work from Consultant
related to the efficient operation of the Library for the period covering Fiscal Year
2008-09 from July 1, 2008 through June 30, 2009; and,
Whereas, the City and Consultant have discussed and agreed to a scope
of work and fee for said services as described herein, and now wish to document
said agreement by jointly approving this Amendment to the aforesaid Agreement
for Contract Services (Exhibit A).
NOW, THEREFORE, in consideration of the mutual convents, benefits,
and premises herein stated, the parties hereto agree and amend the aforesaid
Agreement as follows:
I. Amended Scope of Services
The Scope of Services is hereby amended to cover the Agreement period
of July 1, 2008 through June 30, 2009 (Exhibit B-2) attached hereto and
made a part of Amendment No. 2.
II. Compensation
For the work defined in Section I of this Amendment, Contractor shall be
paid as identified within Exhibit A.
III. Remaining Provisions
All other provisions of the aforesaid Agreement shall remain in full force
and effect.
SACommunity Services\LIBRARY\Agreements\Amndt 2-LSSI Agmt Scope FY08-09.doc '`J �.u�4
CITY OF MOORPARK: LIBRARY SYSTEMS AND SERVICES,
LLC, LSSI
Steven Kueny, City Manager Frank A. Pezzanite, President
Date Date
ATTEST:
Deborah S. Traffenstedt, City Clerk
SACommunity Services\LIBRARY\Agreements\Amndt 2-LSSI Agmt Scope FY08-09.doc
i
ATTACHMENT 2
EXHIBIT B-2
SCOPE OF SERVICES AND COMPENSATION
LSSI agrees to administer the operations of City's library facilities (collectively,
"Library"), including staffing of the Moorpark City Library, the accounting for,
purchase of and payment of goods and services from vendors for approved
budgeted, supplies, specified technology maintenance, Library Materials (as
defined below) and Capital Items (as defined below) sufficient to operate the
Library in accordance with the policies and guidelines approved by City within the
scope of City's approved and adopted budget.
LSSI shall provide, by and through its own employees or independent contractors
("LSSI Staff'), all labor for the operation of the Library. The cost of the LSSI Staff
shall be paid by LSSI and is included in the Operating Budget (as defined below).
LSSI shall have the sole and absolute responsibility to hire and/or terminate the
employment of the Library Staff from time to time to perform work under this
Agreement. LSSI will provide the appropriate staffing levels, of no less than six
and one half (6.5) FTE's, to keep the Library open to the public at fifty eight (58)
hours per week. At City's written request LSSI will provide as Option 1 - an
additional part-time (.5 FTE) professional reference librarian or as Option 2 — an
additional full-time (1.0 FTE) professional reference librarian. LSSI will previde
the appropriate staffiRg levels, ef RE) less than six and GRe half (6.5) FTE's—, te
Moon the Library Gpen to the n„hlin at fifty eight (58) hn,pro per week-.
City shall provide GORSUltant with up to six days Glesure of the LibFary—at
,
s RT-be T u'Ea j—. awa�g2 i'hroug'h_ 3dtG'ay, �y-7, cti7v7_--The-M'd rk
PubliG Library will hold itS .n.rnntJ G--RiRg on SatuFday, january 13, 2007 and
designated days herein Sentinn VI
LASSI€LSSI will develop a long-range plan for the City in cooperation with City
Staff, elected and appointed local officials, other community stakeholders and the
Library Staff ("Plan") and provide the plan in writing. Using current professional
standards and practice, the Plan will identify challenges and opportunities for the
Library staff and corresponding strategic responses, including specific,
measurable goals and objectives. This Final Strategic Plan will be complete for
City Approval on a date mutually agreed upon by both parties.
This Plan, when approved by the City, will help govern the direction and focus of
the Library Staff in fulfillment of their mission of providing effective and efficient
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Library service to meet the personal, professional and lifelong learning needs of
the citizens served by the Library.
A. Included Services
The tasks that LSSI will undertake within this Agreement include:
1. Governance - Develop and maintain effective working relationships with
local but not limited to, City staff, elected officials, L ihrory Committee
c
m°,-,--r �mr be -other appointed GffiGialslibra[y agency representatives, local
schools and colleges, community groups such as the Friends of the
Library, and the general public.
2. Fiscal Responsibility:
a. Develop and maintain effective and efficient financial procedures.
b. Revue Continually review all aspects of Library operation and
service for efficiency and cost-effectiveness, while making changes
as appropriate.
C. Diligently use good faith efforts to collect all fines and fees which
will-bece+neare the property of the City t„ be used as diFeGted fnr
d. Prepare annual operating and capital budget requests for City
approval.
e. Seek and recommend grant opportunities for the City tO GORsiderfor
consideration.
3. Management and Reporting:
a. Prepare and provide quarterly reports to City begiRRing MaFGh
2007Prepare and provide an annual report bV the last day in
February for the annual period of January 1, 2008 through
December 31, 2008, describing Library activities aedundertaken in
the calendar year as well as recommending changes in policies,
procedures and operations as necessary and appropriate.
b—Prepare and provide timely statistical repo tc quarterly financial
reports to City on Library activities..
G-.b.
ferm aeeeptable-te Gity regarding Library aGtiVitieS. designated
within this Agreement. The financial reports shall detail all
expenditures made for the Moorpark City Library meethlyquarterly
and year to date for all items within this agFeernent.Agreement.
c. Prepare and provide monthly statistical reports in a form acceptable
to City regarding Library activities by the fifteenth (15th) of each
month for activity of the prior month.
d. Maintain an inventory, updated monthly, of all books and materials
purchased on behalf of the City for the Library. City shall be
responsible for maintaining a technology inventory of all technology
equipment at the facility.
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e Manage an LSSI sponsored Volunteer program.
e.f. At least annually, survey and formally gather information from
Library users for use in Library planning and customer satisfaction.
Form and type of survey to be mutually agreed upon by City and
LSSI.
f-.g. LSSI's City Librarian shall meet with the City's liaison on an as
needed basis.
h. LSSI and the City Librarian shall copy the Parks, Recreation, and
Community Services Director or his or her designee on all written
correspondence sent (e-mail, letter, fax, etc) by LSSI or the City
Librarian on behalf of the Moorpark City Library with the exception
of internal LSSI correspondence.
q-,i All press releases or publicity for events shall be given to the Parks,
Recreation and Community Services Director or his or her
designee at least 24 hours prior to being submitted to the media,
posted on the website or advertised to the public in any way.
4. Staff Development and Coaching:
a. Staff training and development is the responsibility of LSSI. LSSI
shall agree that their professional staff be appropriately trained to
ensure their continuing education requirements for professional
library staff+s-are maintained.
b. Support orientation, training and professional development of all
Library.Staff.
C. Provide supervision and guidance to maximize Library Staff
effectiveness in Library operations.
5. Public Services:
a. Provide prompt, friendly and accurate assistance in the use of the
Library.
b. Provide prompt and accurate circulation, information and reference
services.
C. Provide requested materials promptly.
6. Collections — DevelepSubmit a comprehensive Collection Development
and Management Plan., including short rma discard plan to the Parks,
Recreation, and
p Community Services Director or his or her designee by June 1 of
each year to be approved by the City. Provide high quality materials on
a wide variety of subjects in varied formats for all age groups present in
the community, according to established collection management plans.
Final decisions on collection development policies shall be with the City.
7. Interlibrary Loans — Maintain the interlibrary loan program currently in
place and identify alternatives if necessary to provide the best service for
the City.
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7 inter Library Loans Establish an intedibrary loan PFOgFam working with
the Metropolitan Cooperative Library System and B!aGk Gold to develop
the bessi sen rine fnr the City.
8. Programming — Provide high quality, effective educational, recreational
and cultural programs of interest to all age groups present in the
community. All programs currently in place will continue and be
analyzed. Recommendations for new programs shall be provided, in
writing to the Community Services Director or his or her designee for
approval prior to commencing new programs Examine current
programming and recommend changes in long range plan documents.
and reGGMM8RdatiGR6 fnr pFeyiaed Gity.t _Examine
dew
9. Information Technology — Recommend plans to procure, install, and
support sufficient hardware software network, telecommunications and
other resources necessary to support the Library's mission.
1
plan.S_ stall, sunpart si iffirient harr wage_ softwa.Fe_
the Library's mission
10. Automation Support — Provide maintenance support for library computer
software associated with the automation system and proprietary library
systems and ensure that those systems operate effectively.
11. Marketing — Effectively disseminate information and promote use of the
Library resources and services. Actively work with community Library
support groups and other community agencies to coordinate Library
marketing efforts.
12. Outreach — Conduct visits to school classrooms, community groups,
service clubs and other local organizations and generate ongoing
Publicity about library programs services.
44—.13. Facilities — Work with City Staff to ensure effective building
maintenance by promptly identifying and reporting problems with the
physical building.
Within 60 days of the eXeGutien E)f th*6 agreement LSSI will previde the City
a detailed firneline, noting milestones te be aGGenlplished; designating wh
supporting dOGUrnents and plans will be GOMplete; and agreeing that the LGRg
Range RaR will be dFafted for City review on er befeFe DeGember 31, 2007.
The Inng FaRge plan will ORGlude, but be limiter) fn
e
� Serv'Ges\LIBRARY�Agreernents\LSSI 07 08 � s�g39
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'vnc to be phased in as rernmmeRded-,
0 2012. Also iRGIU
fnr each item addressed in the p4an
LSSI also agFee6 to pFevide the City with quartedy wFitteR pregFes6 repeFtsT
begiRRing MaFGh 2007, noting GOrnpleted milestones and those that have
been met with ii Stifina+ions
In addition to meetings with City staff, LSSI agrees to attend the meetings of the
City Council when matters of the Moorpark Public Library will be discussed and
staff determines that LSSI's presence is necessary and will be present at
stakeholder and any formal Library advisory group meetings as established by
the Council when determined necessary by the City.
B. Excluded Services
LSSI shall have no responsibility for administration, purchase or payment of, or
any liability or duty to defend claims for:
A, Any goods er 6eNices, InGluding payroll, that weFe rendered to City prior
+n the CffeGtiye Date
A. Any Capital Items, which shall mean any capital acquisitions,
improvements or replacements of any of the properties, facilities,
equipment, furniture, furnishings, fixtures or leasehold improvements of
the Library, except that such Capital Items proposed by LSSI for its benefit
shall be approved by the City and paid for by LSSI.
B. Any amount of costs for unbudgeted repairs, maintenance and/or upkeep
of Capital Items owned by the City.
C. Any increases in the cost of facility insurance, utilities, and any state or
federal tariff items over the rate for such items prevailing as of the date of
execution of this Agreement.
C. Special Conditions
LSSI may purchase goods for use in the management and operation of the
Library upon prior written approval of the City. Title to all items purchased by
LSSI on behalf of the City shall at all times reside in the City. If LSSI furnishes
any goods to the City pursuant to this provision, LSSI will use good faith efforts to
extend the manufacturer's warranty, if any, to the City. All goods, services, and
materials designated within this Agreement are the responsibility of LSSI to
procure with approval by the City prior to purchase. There are no other
warranties, express or implied, including warranties of merchantability or
fitness for particular purpose.
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LSSI warrants that it will perform the Services mew shown in this Exhibit (Exhibit
B-2) with at least the care, diligence and expertise generally accepted in the
library service industry. If LSSI fails to perform the services shown to the
satisfaction of the City, the City will notify LSSI. If LSSI continues to fail to
perform to the City's satisfaction, LSSI and the City agree to meet and discuss
solutions.
D. Library Materials and Materials Handling Fee
On behalf and for the benefit of the City, LSSI will negotiate favorable discounts
and prices from Library suppliers for the purchase of all Library materials, which
shall include but are not limited to books, periodicals, newspapers, microfilms,
electronic database subscriptions, standing orders, audio and video materials
and cases, automated reference services, binding, cataloging and processing
costs and the Materials Handling Fee (as defined below) (collectively, "Library
Materials").
The Fesponsibility for LdbFaFY GGIIeGtien development PGIiGies will remain with the
Gity, and all Library Materials seleGtlens, in GGeperation with the Gity, will be the
FespeRSibility of LSSI. LSSI will plaG8 oFdem with the suppliers and perfGFFA I
of the
fee ef five perc;eRt (5%) of the GGSt of the LibraFy Materials oFdered ("Materials
Han
The collection development budget within this contract period including sales tax,
shipping processing fees and the LSSI handling fee charge of five percent (5%)
on all collection resources purchased or licensed for the library is budgeted within
the City Library Operating Budget.
The responsibility for Library collection development policies will remain with the
City, and all Library Materials selections, in cooperation with the City, will be the
responsibility of LSSI. LSSI will place orders with the suppliers and perform the
accounting functions related to those orders, including prompt payment of the
invoices. In accounting for the cost of the Library Materials, LSSI shall include a
fee of five percent (5%) of the cost of the Library Materials ordered ("Materials
Handling Fee").
E. Operating Budget and Charges
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Char-gee ("OpeFafinq
$712,681.00 53.39-** 1 $435,
_* Total nnst of Library Material is iRGIu ed iR the OpeFating Budget period
and monthly Gharge figures above and shall iRGIude sales tax, shippiRg,
fees, and he M-ateriale Wnnrfling Fee.
An AdAiGRal $3,000 peF FnGRth fer the first six (6) months, ($18,000 tetal)
of the-peFied-shall-be added for t. the TeGhrccrhRiGarl-SuppGr- Sefyiro
c`T�T�°'-r-�L r-virr c---FiGStS
inGurFed by LSSI as GUtliRed in Exhibit E3, SeGtbGR E.
The QperatiRg Budget is GORtingent on otheF existing GentraGtual terms,
-R6ted
herein.
On or before the 1St of February of each calendar year that this Agreement is in
effect LSSI will provide the City with the projected budget for the next Fiscal Year
period (July 1 through June 30). The City will review, comment, and negotiate
the proposed budget with LSSI and approve the final draft next Fiscal Year
budget with LSSI on or before the 1St of March pending final approval by Council.
If the Parties have not reached such agreement one (1) month before the end of
such period, then the Charges for the next twelve (12) month period, or such
fewer number of months remaining until the Expiration Date ("Remaining
Months"), shall be equal to the Charge for the last month of such period
multiplied by twelve (12) or the number of Remaining Months, whichever is less,
plus a CPI cost-of-living escalator effective July 1, 2008-2009 not to exceed a 5%
increase over the published Los Angeles Index of the most recently published
period.
F. Staffing
The City and LSSI agree to the following breakdown of staffing services and
charges for said items provided
is JUIy 1, 20072008 through June 30, 20082009.
Includes salaries, benefits, and overhead for LSSI employed on-site staff to
operate the present library of-facility located at 699 Moorpark Avenue, Moorpark,
California for 58 hours per week, seven days of service per week, including 4
hours on Sunday afternoons-. (less approved Holidays). This staff will consist of
no less than the equivalent of sixsix and one half (6&.5) Full Time Equivalents
(FTE's); :) At all times the
Library is open to the public no less than two employees will be scheduled LSSI
agrees to provide the following staff positions during the term of this Agreement'.
SeFVeGeSkL'BRARY�AgFeements\LSSI 07 08 SGGpe ef Work Final.
')0142
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• One (1) full-time City Librarian (Master's Degree Professional)
• One (1) full-time Children'sYouth Services Librarian (Master's Degree
Professional)
• One-half (.5) FTE Reference Associate (paraprofessional)
• Two and one-half (2.5) FTE Library Assistants (filled by PT employees)
(staff level)
• One(1) FTE Library Technician (evening shift) (staff level)
• One Half (.5) FTE library page (could be filled by part time employees)
In addition, one of the following options can be enacted by City to commence
anytime on or after July 1, 2008 and remain in effect through FY 08-09.
• Option 1 — at City's written request LSSI will provide an additional part-
time (.5 FTE) Reference Librarian (Master's Degree Professional)
• Option 2 — at City's written request, LSSI will provide an additional full-time
(1.0 FTE) Reference Librarian (Master's Degree Professional)
If a vacancy of a position designated above occurs LSSI must provide a
replacement, or replacement hours by a qualified person for the vacant position
at a level equal to the specification of the vacant position_within two_weeks of the
official date of vacancy.
Automation system support and--(SIRSI) as well as management and
administrative support will be provided without additional charge on an as
needed basis.
The Library will follow the published Metropolitan Cooperative Library System
Holiday Schedule and be closed on all holidays designated as "All System
Library" closure Holidays and those other Holidays agreed upon in writing and
published by the City in December of each year for the subsequent year. During
the calendar year of July 1 2008 through June 30 2009 the Moorpark City
Library will close 5:00 p.m. on the following holidays: Thursday, July 3;
Wednesday, December 24; and Wednesday December 31.
As a condition of employment LSSI agrees to Live Scan fingerprint all
employees and volunteers, aged 14 or older, working within the Moorpark City
Library facility or for the Library in any capacity where they may be in the
presence of minors and to pay the costs of fingerprinting all employees and
volunteers working in said capacity. LSSI agrees to adhere to the City of
Moorpark fingerprinting procedure at their expense. LSSI agrees to comply with
all State and Federal child labor laws for the employment of, or use of minors as
volunteers.
LSSI agFees to LiveSGaR fingerpriRtiRg of all employees and volunteers werking
Staffing Costs: .$351 992.00
. .........................
Staffing Costs (with Option 1)....................................................$392,897.00
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Staffing Costs (with Option 2)....................................................$433,802.00
G. Breakdown of Costs and Expense
cvc 6140107 is m G.
Staffwnq Costs! $169,227.00 00 $3382 45 00
�yy qv vv,-rv� vv
Automaton Mawntenanrae, Software, and L*Gensipm-Costs:
* Software upgrades and maintenanrn as needed
* QGLG Charges foF ILL and Cataloging
MC-1-2- Membership fer 111 and ether seryirn-s
$,11,000.00 $24,600.00
Office Supplies, Administrative Costs, and Programming Expenses:
Office Supplies include but are not limited to paper and other consumables used
by staff and the public administrative costs include but are not limited to training,
travel petty cash purchases postage printing marketing etc.. and programming
expenses include but are not limited to all expenses (excluding contracted
performers authors etc. which are included in the City of Moorpark Library
budget) associated to programming identified within this Agreement.
During the Agreement period. LSSI agrees to provide, at minimum, the following
programming/events and pay all program/event related expenses for items
identified below. Identified items in Section G will be funded, with the exception
of contracted individuals (performers or authors, etc), with funds identified in
Section G of this Agreement. The City and LSSI will continue to meet and
evaluate programming and make recommendations for changes as necessary.
• Weekly Pre-school Story time with quest story time presenters on
occasion to provide variety for attendees.
• Monthly Family Focused programming.
• Weekly Summer Reading Club events, to be supplemented with smaller
events on other days of the week at various times of day, to provide
summer library activities to a broad number of youth in the community.
• Dia de los Nino's family-oriented day focusing on literacy for children.
• Teen Digital Project grant program) to span at least 10 weeks.
• Regular Craft Workshops to be spread throughout the year and
incorporate holidays other occasions, or be theme oriented.
• Quarterly library related Adult and/or Family Events to be held at the High
Street Arts Center or other venue to accommodate larger crowds. These
events would provide an awareness and visibility of the Library to larger
audiences than the Library can accommodate.
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• Library participation in the Moorpark Arts Festival, Kids Day in the Park,
and other City sponsored events as well as community events such as
Moorpark Country Days.
• A series of brown bag lunch speakers at the Library tailored to adults who
work in the City.
• A one-time license fee to offer Movie Afternoons at the Library, for smaller
groups, or at the community center (for larger groups, to offer the ability to
show movies on days when schools have early dismissal, during school
breaks, in the evenings or other times throughout the year.
• Ongoing Community Outreach efforts.
• Book delivery service for homebound residents of Moorpark.
Office Supplies, Admin., & Programming Expenses: ................$25,000.00
For an u length of time, not to be less than sox months fr
Effer,tive Date, LSSI shall provide tec;hniGal support for the library
whenever neGessary at a c;est not to eXGeed $3,000 per month. These
teGhnoGal serviGes shall (1) Gontinue as speGified in this Exhibit 6 with the
agreement amended, (2) be renegotiated into the agreement as a position
to be staffed by LSSI with the agreement amended, or (3) be abserbed-by
the , 2008 as agreed upon by
LSSI and the City.
$18,000-
Ito�Knn•nn $26,00
TOTAL ANNUAL FIXED COSTS FYE 6130109 (6.5 FTE) $376,992.00
with Option 1 (7.0 FTE) $417,897.00
with Option 2 (7.5 FTE) $458,802.00
H. Breakdown of Costs and Expenses —Monthly Variable Costs included
in the City of Moorpark Library Operations Budget
Total cost of Automation Maintenance, Software, and Licensing costs as well as
Collection Development Cost Esthm te-s
Estimated rnctc feF GGllontien development eve procurement are included in the
City of Moorpark Operating Budget for Fiscal
Year 2008-09 and shall include sales tax, shipping, processing fees, and the
LSSI handling fee ^h°r^°Materials Handling Fee of five percent (5%) era-a.4-for
collection
budget of $2.50 peF . purchases.
$45,000.00 $,90,000.00
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An annual expenditure budget will be provided to LSSI by the City which covers
Automation Maintenance Software and Licensing costs as well as Collection
Procurement identified to take place during_ Fiscal Year 2008-09. LSSI is
authorized to expend funds for identified purposes within the amount budgeted.
If for any reason LSSI expends money without prior written approval and
authorization or expends funds which exceed the budgeted amount identified for
a particular expenditure LSSI is responsible for those expenditures as incurred.
LSSI will bill the City of Moorpark for variable costs on the same invoice as
monthly fixed costs breaking_out each category — Automation Maintenance,
Software and Licensing Costs; and Collection Procurement on the invoices with
detailed expenditure descriptions for each of these items.
$262,727.00 $477,964 nn
Library Software, Maintenance, and Licensing Costs
All technology software and maintenance costs for the automation system and
Library specific software programs, as well as all other items listed below, will be
paid by LSSI as invoiced by vendors. LSSI will subsequently include the items
on City invoices for reimbursement at actual cost incurred:
• Sirsi-Dynix Automated System
• Annual maintenance of all implemented components of Envisionware
• MCLS Membership and all related MCLS Service Costs
• OCLC Annual Costs
• Barcodes
Patron Cards
All technology hardware will be budgeted by and purchased by the City of
Moorpark, maintained by the City of Moorpark, and invoices paid by the City of
Moorpark.
Collection Development
Costs for collection development over this Agreement period including sales tax,
shipping, processing fees, and the LSSI handling fee charge of five percent (5%)
on all collection resources purchased or licensed for the library are budgeted in
the City of Moorpark budget. LSSI is authorized to procure material and pay
invoices as invoiced by vendors and, subsequently, invoice the City for the cost
of collection purchases plus the 5% handling fee including, details of purchases
on the invoices at an amount not to exceed the City budgeted amount for
collection procurement.
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