HomeMy WebLinkAboutAGENDA REPORT 1997 1217 CC REG ITEM 09ATO:
FROM:
DATE:
CITY COUNCIL AGENDA REPORT
CITY OF MOORPARK
The Honorable City Council
ITEM q A •
CITY OF MOORPARK. CALIFORNIA
City Council Mating
of Iafl1 199
ACTION: A Mninted Womak
BY: X, PM Ac t
Mary K. Lindley, Director of Community Services
rK-
December 9, 1997 (Meeting of December 17, 1997)
SUBJECT: Consider a Memorandum of Understanding for the Ventura County Library
System and Designate Councilmembers to Serve as Representative and
Alternate(s) to the Library Service Commission
Background
The City Council is being asked to consider and approve the attached Memorandum of
Understanding (MOU) for the Ventura County Library System among the seven member cities
(Camarillo, Fillmore, Moorpark, Ojai, Port Hueneme, Ventura, and Simi Valley) and the County.
The purpose of the MOU is to set forth the organizational and operational structure of the Library
System and the role and decision making responsibilities of the parties involved.
In summary, the legislative bodies of the parties shall have the ability to set hours of operation for
the library in their respective service area, within the constraints of the established budget. The
individual parties may contract for additional hours of operation, materials, and services beyond
those provided for under the approved budget as long as they assume financial responsibility for
the cost incurred as a result of the added hours, materials, and/or services.
The MOU also establishes a Library Services Commission comprised of one elected official from
each of the seven cities and one member of the County Board of Supervisors. Each party may
select an alternate. The Commission will provide oversight of the Library System's administrative
and operational activities. Additionally, the Commission will participate in the selection of the
Library System Director. A minimum of five members must be present to constitute a quorum,
and a simple majority of the quorum is required for approval of any business.
The Commission will oversee the aforementioned policy matters of the Library System and make
a recommendation on the adoption of its annual budget to the Board of Supervisors. The Board
of Supervisors can override a recommendation from the Commission with a super majority
(4 /5ths) of the Board.
C:IDOCSTIBRARYTIBRMOU.AGD
U®0 ?5�)
Library MOU
Page 2
The Library System Director along with the County Chief Administrative Officer and the City
Managers will function as staff to the Commission. They will assist with oversight of the Library
System's administrative and operational activities and will participate in the review of the
System's annual budget as well as the performance evaluations of the System's Director.
The parties to the MOU can withdraw from the System. In the event a city withdraws, it will
receive those System property taxes and other revenue directly attributable to the incorporated
area. Real and personal property shall be transferred under the condition that the city continues to
provide for a public library. With the exception of system -wide resource books and materials not
available in any other of the System's libraries, the withdrawing city will retain books and
materials for use in the public library.
In addition to approving the MOU, the Council is being asked to select its representative to the
Commission. Councilmember Wozniak is the City's representative to the Library Implementation
Committee which was formed over a year ago, at the time the County secured the services of a
consultant to identify organizational alternatives to the County library system. The Commission
established under the MOU will take the place of the Committee. Councilmember Wozniak has
expressed an interest in continuing as Moorpark's representative. The Council should also select
alternate(s). As has been done with other regional committees (VCOG), it is recommended that
the Council designate a second alternate and the remaining three Councilmembers as third
alternates to ensure that the City is always represented at Library Commission meetings.
The City of Ojai approved the MOU, but requested a language change by adding the word "free"
to Section 2. The new language, if approved, would read "Real and personal property along with
any debt directly attributable to said real and personal property shall be transferred under the
condition that the city continues to provide for a free public library." Since other requests for
changes may arise, staff recommends that the City Council approve the MOU pending final
language changes to be approved by the City Manager which are consistent with the intent of the
current draft.
Recommendation
Staff recommends that the City Council:
Approve the City's participation in the Ventura County Library System
Memorandum of Understanding;
2. Authorize the Mayor to sign the MOU pending final language changes by the City
Manager; and
C AD O C STIBRAR Y TIBRMOU. AGD
Library MOU
Page 3
3. Select one Councilmember to serve as the City's representative to the Library
Commission and a Councilmember to serve as the first alternate, and designate the
remaining three Councilmembers as third alternates.
attachment
C:\DOCS\LIBRARY\LB3RMOU.AGD
Final 11/25/97
MEMORANDUM OF UNDERSTANDING BETWEEN THE VENTURA COUNTY
FREE LIBRARY SYSTEM AND THE CITIES_OF CAMARILLO, FILLMORE,
MOORPARK, OJAI, PORT HUENEMEE,
SAN BUENAVENTURA AND SEM VALLEY
This is a Memorandum of Understanding between the Ventura County Free Library
System (hereinafter "Library System ") and the Cities of Camarillo, Fillmore, Moorpark, Ojai,
r
Port Hueneme, San Buenaventura and Simi Valley (hereinafter "Cities ") relating to the joint
administrative and operational oversight of County library services throughout Ventura
County.
1. Purpose of Memorandum of Understanding (MOU)
The parties to this MOU, with the consent of their respective legislative bodies, hereby
join together for the purposes of: (1) providing improved library services within their
communities; and, (2) establishing a Library Services Commission (hereinafter
"Commission "), to exercise the powers described herein.
2. Term
This MOU shall commence upon the execution of this document by all the parties
hereto. An individual city may withdraw from participation in this MOU and thereby
membership on the Commission upon the giving of thirty (30) days written notice from the
City's legislative body to all parties hereto.
Withdrawal from the Ventura County Free Library System shall be in accordance with
000262
the provisions contained in California Education Code, Title 1, Division 1, Part 2, Chapter 6,
Article 1, Sections 19100 et seq. In the event a city withdraws in accordance with the
procedural provisions in this statute, said city shall receive those Library System property taxes
and other Library System revenues directly attributable to the incorporated area of that
jurisdiction. Real and personal property along with any debt directly attributable to said real
and personal property shall be transferred under the condition that the city continues to provide
for a public library. With the exception of system -wide resource books and materials not
available in any other system library, the withdrawing city will retain books and materials for
use in a public library.
3. Library Services Commission
There is hereby created a Library Services Commission (hereinafter "Commission")
which shall administer its responsibilities under this MOU and, in particular, provide policy
oversight of Library System administrative and operational activities.
4. Commission Membership
The Commission shall consist of eight (8) regular members which shall include one city
council member appointed by the respective legislative body of each of the seven City service
areas and one Board of Supervisors member for the County service area as described
hereinafter. Each regular member shall have alternates as designated by their legislative body.
Such alternates shall also be an elected member of that body. An alternate shall have full
voting privileges in the absence of the regular member.
5. Oreanization and Actions of the Commission
In January of each year, the Commission shall select a chairperson and a vice -
chairperson and shall meet quarterly (January, April, July, October) or more frequently as
000263
determined by the Chair of the Commission. A minimum of five (5) members must be present
to constitute a quorum. A simple majority of the quorum present shall be required for approval
of any business presented to the Commission.
6. Commission's Recommendation Powers
The Commission is empowered to oversee the policy matters of the Library System and
make recommendations to the Board of Supervisors.
The Commission is empowered to review and recommend the Library System's annual
IF
budget and any subsequent amendment to the Board of Supervisors in accordance with the
County budget schedule.
The Commission shall participate in the selection of the Library System Director by
providing a list of not more than three (3) candidates, with a recommendation listed in order
of preference. Further, annual performance evaluations of the Library System Director shall
be reviewed by the Commission and recommendations, if any, shall be forwarded to the Board
of Supervisors.
All Commission recommendations shall be placed on the Board of Supervisors agenda
within forty -five (45) calendar days from the date of the Commission's action.
7. Recommendation Override
The Board of Supervisors may override a recommendation of the Commission made
pursuant to paragraph 6, above, by a 4 /5ths vote (super majority).
8. Service Areas
For the purpose of delineating the approximate area served by the branch libraries,
Ventura County shall be divided into eight (8) service areas for the Library System. A map
and boundary description of the service areas is set forth as Attachment 1. Seven service areas
000264
relate to the seven cities which are party to this MOU, respectively. The eighth service area
relates to that portion of the unincorporated area of Ventura County not otherwise included in
the other service areas. A service area may elect to transfer a portion of or all of a library's
operations to another service area. The affected areas shall develop a transfer plan which
describes the operational plan and identifies the associated revenue. Such plan shall be
submitted to the Commission for consideration and recommendation to the Board of
Supervisors.
Service area boundaries may be amended, following recommendation by the
Commission and approved by the Board of Supervisors.
9. Hours of Operation and Pro rg ams
The legislative body relating to each service area will determine and set forth the role
the library plays in the community, the specific days and hours of operation, and the projects
and programming for the library(s) located within its service area boundaries. The hours of
operation and programs shall be within the budgetary allocation for the service area or through
budgetary augmentation. The library type, library name (locations) and the baseline
(minimum) service hours are set forth in Attachment II.
10. Additional Services
The individual cities may contract with the Library System for additional hours of
library operation above the baseline service hours; additional purchase of books and materials
for a dollar amount above the annual budget allocation; and any supplemental library programs
specifically for the library(s) located within its service area. Financial responsibility for
additional library services may be subject to further negotiations between the Board of
Supervisors and the individual cities requesting such additional services within their service
OOOZ6G
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areas.
11. Commission Staff
Staff to the Commission shall be the Library System Director with assistance from the
seven City Managers, or their respective alternates,_ and the County Chief Administrative
Officer, or his alternate. Each alternate shall have the same powers as the City
Managers /County Chief Administrative Officer. The seven City Managers and the County
Chief Administrative Officer shall assist with the oversight of County Library administrative
IF
and operational activities. They shall participate in the review of the annual budget and any
amendments as well as performance evaluations of the Library System Director. They shall
provide recommendations to the Commission as they deem necessary.
12. Commission Additional Staff Support
The Library System shall provide the Commission any additional staff support as
needed.
13. Budget
The Library System annual budget shall be prepared in accordance with the County
budget process and schedule. The budget format shall be consistent with the revenue and
expenditure allocation model included in the Library Services Plan as approved by the Board
of Supervisors on June 17, 1997. This model incorporates the concept of Library System
property tax and all other revenues generated within each service area to be used to support
library expenditures within that service area. The Commission shall review and approve the
annual budget and any amendments before submission to the Board of Supervisors.
14. Mutual Hold Harmless
Each party to this MOU shall defend, indemnify and hold harmless other p d sand GG
their respective officers, employees and agents against any and all claims, actions, loss,
liability or expense (including attorney fees) arising out of, based upon, or resulting in willful
or negligent acts or omissions by that party's officers, employees or agents in performance of
this MOU.
15. Amendments
This MOU may be amended by mutual written agreement of all parties hereto.
16. Effective Date of MOU
This MOU shall become effective on , 1997.
17. Authorization and Execution
This MOU may be signed in counter parts, each of which shall be deemed an original,
and all of which shall constitute one and the same MOU.
Attest:
Clerk, Board of Supervisors
Attest:
Clerk, Board of Supervisors
VENTURA COUNTY FREE
LIBRARY SYSTEM
By
Chair of the Board of Supervisors Date
COUNTY OF VENTURA
By
Chair of the Board of Supervisors Date
OO(JZG7
Attest:
Clerk, City Council
CITY OF CAMARILLO
By
Mayor Date
CITY OF FILLMORE
By
Mayor Date
Attest:
Clerk, City Council
Attest:
Clerk, City Council
Attest:
Attest:
Clerk, City Council
Clerk, City Council
CITY OF MOORPARK
By
Mayor Date
CITY OF OJAI
By
Mayor Date
CITY OF PORT HUENEME
By
Mayor Date
000266
CITY OF SAN BUENAVENTURA
t
Attest:
Clerk, City Council
Mayor Date
CITY OF SIMI VALLEY
Attest:
Clerk, City Council
JPA_V5B
Mayor Date
LOV ?(;9
their respective officers, employees and agents against any and all claims, actions, loss,
liability or expense (including attorney fees) arising out of, based upon, or resulting in willful
or negligent acts or omissions by that party's officers, employees or agents in performance of
this MOU.
15. Amendments
This MOU may be amended by mutual written agreement of all parties hereto.
16. Effective Date of MOU V
This MOU shall become effective on 447 I94
17. Authorization and Execution
This MOU may be signed in counter parts, each of which shall be deemed an original,
and all of which shall constitute one and the same MOU.
VENTURA COUNTY FREE , ,
LIBRARY SYSTEM
• /‘, 7
r the Board.of Superv- rs Date
RICHARD D. r-TA*!, Courity Clerk
Attest: •
Baler Board of Supervisors •
County Clerk
1. ; I COUNTY OF VENTURA .
(.1F0‘1k ..14111frligfAi
of the Board of Supe isors Date
Attest:RICHARD D. ¶) AN, County Clerk -
BClerk Board o isor�
�c�t'1
o County Clerk
x . •
\ rP
c F°
CITY OF CAMARILLO
,P/4 7
Mayor Date
Attest •
•
• lerk, City Co ncil
CITY OF FILLMORE
/14* •
Mayor Date •
Attest: .
Clerk, City Council --�
CIT OF MOORPARK
B 1�r+L�j�.:� �F��-1.� ����� / Z .22 "9 7
Mayor Date
Attest: " v4i,•c
Clerk, City Council
CITY OF OJA[
By /-/3-9
Mayor Date
Att
erk, City Council
•
• CITY OF PORT HUENEME
By 1/4
r� Mayor , Date
Attest: ZQ4( 1J,
k, CityC'u
Clerncil .
i
I
•
CITY OF SAN BUENAVENTURA
By T L- 44\ -(_'v 1-7-98 •
City Manager Date
Attest a.& _ I 1.
DEPUTY Clerk, City Council
CITY OF SIMI VALLEY
• 424-41
••
Ma o Date
Attest:6
Clerk, C' Council
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• 3
ATTACHMENT I
(continued)
Description: 26 pages of legal description of boundaries for the seven
Service Areas (omitted)
ATTACHMENT II
VENTURA COUNTY FREE LIBRARY SYSTEM
LIBRARY TYPES, LIBRARY NAMES (Locations) AND BASELINE (Minimum)
SERVICE HOURS
LARGE LIBRARIES
Camarillo 55
Simi Valley 55
Foster 55
MEDIUM LIBRARIES
Moorpark 40
Wright 40
SMALL LIBRARIES
Fillmore 24
Ojai 24
Oak Park 24
Prueter 24
NEIGHBORHOOD LIBRARIES
Meiners Oaks 16
•
Oak View 16
Piru 16
Saticoy 16
Soliz-EI Rio 16
Avenue 19
MEMORANDUM OF UNDERSTANDING BETWEEN THE VENTURA COUNTY
FREE LIBRARY SYSTEM AND CITIES OF CAMARILLO, FILLMORE,
MOORPARK, OJAI, PORT HUENEME,
SAN BUENAVENTURA AND SIMI VALLEY
This is the First Amendment to the January 15, 1998, Memorandum of
Understanding between Ventura County Free Library System(hereinafter"County") and
•
the Cities of Camarillo, Fillmore, Moorpark, Ojai, Port Hueneme, San Buenaventura and
Simi Valley.
1. The first paragraph of Paragraph 2 of the Memorandum of Understanding is
amended to read as follows:
"This MOU commenced on January 15, 1998, upon the execution by all the
parties hereto. An individual city may withdraw from participation in this
MOU and thereby membership on the Commission upon the giving of six
(6) months written notice from the City's legislative body to all parties
hereto."
2. Except as expressly amended in paragraph 1, above, all provisions of the
Memorandum of Understanding, including the second paragraph of Paragraph 2, shall
remain in full force and effect.
3. This First Amendment to the Memorandum of Understanding shall become
effective on Qe,,1 2v, I ?7 , upon the execution of this document by all the parties
hereto.
This First Amendment to the Memorandum of Understanding may be signed in
counterparts, each of which shall be deemed an original, and all of which shall constitute
one and the same First Amendment.
VENTURA COUNTY FREE
LIBRARY SYSTEM
(409//
f oard o Supervisors Date
Attest: RICHARD D. DEAN, County Clerk
Clerk, Board ofupervisors
4,1 /
6. A A COUNTY OF VENTURA
x
C o oard'of Supervisors Date
Attest: RICHARD D. DEAN, County Clerk
Clerk, Board of Supe ;sors
CITY OF CAMARILLO
x
</PORN�P
By ad-6gi-6,1?-1,0---, °-5//F 1�7
Mayor Date
Attest: ..
D Clerk, Ci Council
2
CITY OF FILLMORE
By ��,- .L/,P
Mayor Date
Attest:
.47 __-'11-1K,C,Q,,,,,—
bEpo`e-1 Clerk, City Council
CITY •F MOORPARK
B itititittddie
Ma, or Date
Q.AK
Clerk, City Council
_ •� CITY OF OJAI
O9Q
BY
Mayor , Joe Devito Date
Attest: �� Q e
Acting Clef City Cou_ it
CITY OF PORT HUENEME
By JRA Z _ /e(4
• /� Mayor Date
Attest: 81�`�d - d%�
Clerk, City Co cil
CITY OF SAN BUENAVENTURA
. 6/0r
ay.r I Date
Attes
rk, ity cil
3
CITY OF SIMI VALLEY
1/a// r
Mayor Date
Attest:
lerk, City ouncil
g:konvnmlwawUibnryvnou.amd
4