PREPARED BY: MATT RODRIGUEZ DATE OF MEETING: 06/05/2023
SUBJECT:
TITLE
CONSIDER A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE SUBLEASE SUPPLEMENT NO. 6 BY AND BETWEEN THE CITY OF SAN PABLO AND CONTRA COSTA COUNTY TO CONTINUE 52 HOURS PER WEEK OF LIBRARY SERVICES AT THE SAN PABLO LIBRARY FOR FISCAL YEAR 2023-2024, AT A COST OF $124,525
CEQA: This is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Workplan statement
County Library Services has been provided through an existing contractual agreement between the City and Contra Costa County since 2017, and is not a specific adopted policy item required to be enumerated in the adopted FY 2023-25 City Council Priority Workplan, effective May 1, 2023.
BACKGROUND
The City of San Pablo (“City”) has long partnered with County of Contra Costa (“County”) to provide its citizens with a local branch of the County library system. The City has been responsible for securing space for a local library branch and paying rent, maintenance and operational costs related to the space, while the County provides all library services at that location.
Operation of the San Pablo Library (“Library”) is governed under a Library Sublease and Service Agreement (“Sublease”) with the County originally executed on May 24, 2017. Under the Sublease, the County Librarian provides a Sublease Supplement (“Supplement”) to the City by March 31 of each year which sets forth (i) the number of weekly baseline hours of library service the County will provide in the upcoming fiscal year; (ii) the number of “extra or supplemental hours” of library service the City has requested the County to provide for the upcoming fiscal year; (iii) the resulting number of actual hours during which library services will be conducted at the Library for the upcoming fiscal year; and (iv) the cost of the extra hours to the City.
FY 2022-23 County Library Services Agreement
On April 18, 2022, per Resolution No.2022-061, the City Council authorized the City Manager to execute the Sublease Supplement No. 5 that enabled the County to increase from 35 to 40 base hours of library services per week for FY 2022-23 following the COVID-19 pandemic, with 12 additional supplemental hours per week at the City’s expense, for a total cost of $112,734 for a total service level of 52 hours per week bringing back services levels to pre-pandemic levels.
Proposed FY 2023-24 County Library Services Agreement
For FY 2023-24 period, County Library Services provided a revised cost estimate on March 31, 2023. To keep the total library service hours to 52 hours per week during FY 2023-24, the total cost to the City will be $124,525. This represents a 10.4% cost increase ($11,791) from the $112,734 paid by the City for FY 2022-23.
Under this proposal, the operating hours of the San Pablo Library will remain the same as they are currently which areas follows (except for certain holiday closures):
Mondays: 10:00 a.m. - 8:00 p.m. Fridays: 9:00 a.m. - 5:00 p.m.
Tuesdays: 10:00 a.m. - 8:00 p.m. Saturdays: 9:00 a.m. - 5:00 p.m.
Wednesdays: 10:00 a.m. - 6:00 p.m. Sundays: CLOSED
Thursdays: 10:00 a.m. - 6:00 p.m.
Total FY 2023-24 Weekly County Library Service Level Hours: 52 hours/week.
City Manager Recommendation
The City Manager requests the City Council to authorize him to execute Sublease Supplement No. 6 for FY 2023-24, to provide for a continuation of the current 52 total weekly hours of library services from July 1, 2023 through June 30, 2024, for a total cost to the City of $124,525.
FISCAL IMPACT
The proposed Sublease Supplement No. 6 will obligate the City to pay the County a total of $124,525 for library services in FY 2023-24. This amount is already budgeted.
Attachments:
Att 1 - Resolution
Att 2 - Correspondence from Contra Costa County Library Service dated 03/31/23 re: FY 2023-24 Proposed Costs for County Library Services
Att 3 - Proposed Sublease Supplement No. 6 for FY 2023-24, effective July 1, 2023
Att 4 - Contra Costa County Library Strategic Plan (March 2023)