PREPARED BY: MATT RODRIGUEZ DATE OF MEETING: 09/02/25
SUBJECT:
TITLE
CONSIDER A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO RESCINDING RESOLUTION 2025-080 AND (1) REAUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDED SUB-LEASE SUPPLEMENT NO. 8 BY AND BETWEEN THE CITY OF SAN PABLO AND CONTRA COSTA COUNTY FOR A TOTAL OF 52 HOURS PER WEEK OF LIBRARY SERVICES RENDERED AT THE SAN PABLO LIBRARY FOR FISCAL YEAR 2025-26 AT $134,544, INCLUDING A REVISED 5-YEAR LEASED SPECIALIZED EQUIPMENT COST ALLOCATION OF $18,207.73, AND SECURITY SERVICES COST ALLOCATION OF $18,000 FOR A COMBINED TOTAL COST NOT TO EXCEED $170,751.85 RATIFIED EFFECTIVE JULY 1, 2025; AND (2) AUTHORIZE THE CITY MANAGER TO FUND A REVISED TOTAL EXPENSE OF AN ADDITIONAL $3,957 TO COVER THE REVISED 5-YEAR LEASED SPECIALIZED EQUIPMENT COST ALLOCATION FROM FY 2025-26 CITY MANAGER CONTINGENCY FUND 190 OPERATING RESERVE THRU JUNE 30, 2026
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
BODY
COMPLIANCE STATEMENTS
County Library Services is an existing contractual agreement between the City and Contra Costa Library Services since 2017 and is not a specific adopted policy item required to be enumerated in the adopted FY 2025-27 City Council Priority Workplan, effective April 7, 2025.
CEQA Compliance Statement
The execution of the Sublease Supplement No. 8 is not subject to environmental review under the California Environmental Quality Act because it would not result in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore are not considered a "project" subject to CEQA review. (Pub. Resources Code, ? 21065; 14 Cal. Code Regs.? 15378.).
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. Generally, 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. Increasingly, the County has required cities to pay for services beyond a baseline of hours of 35 hours per week established since 2017 in effect.
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.
The Contra Costa County Library Services is a regional service provider which serves and supports twenty-six (26) library facilities County-wide, including the San Pablo Library. The City does not operate its own library or provide staffing resources. However, since August 2017, the City has provided a commercial-leased space for County Library Services to be provided, located at 13751 San Pablo Avenue in San Pablo. A minimum of 40 hours of operation per week is provided at County expense with operating costs totaling approximately $970,471 annually at the San Pablo Library. Overall, County Library Services includes program and service management of the following services:
* A collection that includes one million items available for physical checkout, over four million e-books and audiobooks, 35 electronic resources, such as movies, newspapers and online learning tools.
* Library administration, which includes back-of-the-house support for computing and networking equipment, hiring and retention, shipping through three delivery routes, budget and finance support, and programs and services designed to meet the specific needs of each community.
FY 2025-26 County Library Services Contract Expense (Approved 06/16/25)
On June 16, 2025, via adopted Resolution 2025-080, the City Council adopted the FY 2025-26 under Sublease Supplement No. 8 for a total cost of $134,544 which the City Council selected under the OPTION B service level that provides a total of 52 hours/week service San Pablo Library, effective July 1, 2025.
Under the OPTION B service level (i.e. 52 hours per week), the following library service operating hours are provided to the San Pablo community during the FY 2025-26 period, effective July 1, 2025 through June 30, 2026, as follows:
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.
Additional Costs for FY 2025-26 Period
Under the Council approved FY 2025-26 Sublease Supplemental No. 8, two (2) additional contract service costs were integrated into FY 2025-26 period and approved on June 16, 2025, as follows:
(1) FY 2025-26 5-year Specialized Leased Equipment Cost Allocation: $14,250.88
(2) FY 2025-26 Security Services Cost Allocation: $18,000.00
Summary of Total FY 2025-26 County Library Services Costs to City:
(Approved/Adopted on June 16, 2025 via Resolution #2025-080)
* Base Year Contract Costs (52 hours/week service): $134,544.00
* FY 2025-26 Specialized Leased Equipment Cost Allocation: $ 14,250.88
* FY 2025-26 Security Services Cost Allocation: $ 18,000.00
Total Approved FY 2025-26 Cost: $166,794.88
REVISED FY 2025-26 Specialized Leased Equipment Cost Allocation (August 7, 2025)
Following adoption of Resolution 2025-080 on June 16, 2025, the Contra Costa County Librarian informed the City Manager on August 7, 2025 that the 5-year Specialized Lease Equipment Cost Allocation for the FY 2025-26 period was inaccurate and did not include a sales tax calculation adjustment for the leased equipment cost. Therefore, the City Manager is required to seek City Council authorization to approve the revised cost adjustment which would amend the previously approved cost allocation of $14,250.88 to $18,207.73 (with a net variance of +$3,957) for FY 2025-26 period.
City Manager Recommendation
The City Manager requests the City Council affirm by majority vote via adopted Resolution, a request for contract service modification to the County's proposed Sublease Supplement No. 8 for FY 2025-26 period to include the following amendment under said Agreement, as follows:
1) REVISED 5-year Specialized Lease Equipment Cost Allocation: Authorize the City Manager to pay the REVISED 5-year Specialized Leased Equipment Cost Allocation of $18,207.73, effective September 2, 2025. This represents a +$3,957 variance from the original expense authorized on June 16, 2025 via Resolution 2025-080 which includes a sales tax calculation for leased equipment previously not included with original cost proposal from County Library Services.
REVISED Summary of Total FY 2025-26 County Library Services Costs to City:
* Base Year Contract Costs (52 hours/week service): $134,544.00
* FY 2025-26 Specialized Leased Equipment Cost Allocation: $18,207.73 (Revised)
* FY 2025-26 Security Services Cost Allocation: $ 18,000.00
Total Revised FY 2025-26 Cost: $170,751.73 (Revised)
All other contract costs and provisions under the previously adopted FY 2025-26 Sublease Supplement No. 8 remain in effect and unchanged through the remainder of the contract period or June 30, 2026.
FISCAL IMPACT
All operational costs associated with FY 2025-26 County Library Services contract for services provided at the San Pablo Library are budgeted annually, with all expenses absorbed under the FY 2025-26 Adopted Two-Year Biennial GF Operating Budget under the City Council Departmental Budget for FY 2024-25 and FY 2025-26 periods as approved on May 20, 2024 via Resolution No. 2024-064, and further adopted under Resolution 2025-080 on June 16, 2025, effective July 1, 2025.
FY 2025-26 Mid-Year Budget Adjustments (Approved 08/04/25)
Following previous City Council action on June 16, 2025, City staff sought additional General Fund expense authorization from the City Council under the FY 2025-26 Mid-Year Budget Adjustments approved on August 4, 2025 via Resolution 2025-104 to cover the total cost authorization of $166,794.88 for all cost expenses related to the San Pablo Library to be incurred through June 30, 2026.
Additional FY 2025-26 CM Contingency Operating Reserve (Fund 190) Allocation
On August 7, 2025, a REVISED FY 2025-26 Specialized Leased Equipment Cost of +$3,957 for a revised total of $18,207.73 was presented to the City due to a sales tax calculation adjustment error. A variance of +$3,957 will be funded by one-time funds appropriated from the FY 2025-26 City Manager Contingency Operating Reserve (Fund 190) through June 30, 2026.
Attachments:
Att.1 Resolution
Att.2 Resolution 2025-080 adopted on June 16, 2025 for County Library Services Costs for FY 2025-26, effective July 1, 2025
Att 3. Resolution 2025-104 adopted on August 4, 2025 for FY 2025-26 Mid-Year Budget Adjustments
Att. 4. Correspondence from Contra Costa County Library Service dated August 7, 2025 re: Revised 5-year Special Leased Equipment Cost Increase (re: sales tax adjustment)