title
MOTION APPROVING A JOINT USE OPERATIONAL AGREEMENT WITH MANTECA UNIFIED SCHOOL DISTRICT FOR WESTON RANCH LIBRARY
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a motion approving a joint use agreement with Manteca Unified School District for the operation and maintenance of the Weston Ranch Library. It is further recommended that this motion authorize the City Manager to take appropriate actions necessary to carry out the purpose and intent of this motion.
body
Summary
In 2007 the City entered into a five-year joint use agreement with the Manteca Unified School District for operation of a library facility in Weston Ranch at the New Vision Educational Center Campus. The agreement was renewed in 2012 and is due to expire on August 31, 2016. The City and District wish to continue collaborating on the joint use facility in Weston Ranch. In both the existing and proposed agreement, the City and District proportionally share the costs of operating and maintaining the library facility. The City will continue to provide staffing, programming, materials and supplies, furniture, fixtures and equipment. The District will manage and pay for facility maintenance, including planned and emergency repairs, security, janitorial service, and utilities. The City and District are mutually agreeable to a new five-year agreement with an additional five-year option with each party paying those costs directly related to their responsibilities.
DISCUSSION
Background
The City of Stockton manages the Stockton-San Joaquin County Public Library System which is made up of five City and eight County branches, including one City branch in Weston Ranch. In 2004, the City and Manteca Unified School District entered into an agreement to develop a joint use library facility at the intersection of French Camp Road and McCuen Avenue (1453 West French Camp Road), on the planned campus of The New Vision Educational Center (NVEC). The City of Stockton contributed $750,000 toward design, development and construction of the facility and committed to share start up and operational costs. In 2007, the City and District entered into a five year operating agreement with an additional five-year mutual option which expires August 31, 2016.
Present Situation
The terms and conditions of the new agreement were negotiated based on the best practices established over the past ten years of collaboration. The new agreement has a term of five years (September 1, 2016 through August 31, 2021) and includes a provision for an automatic renewal of five years (September 1, 2021 through August 31, 2026). The agreement may be terminated at any time by either party with a written notice no less than 180 days prior to the end of the initial five-year term.
To streamline administrative process and avoid complicated cost-sharing billing and accounting, parties will proportionally split the responsibilities and directly pay costs to operate the facility. The City will manage, operate, and staff the branch library as it does for all Stockton-San Joaquin Public Library Branches. The City has sole responsibility to set hours, program the branch, and supervise all programs and events. The City will provide and repair furniture, fixtures, and equipment, signage and the on-line catalog system as well as supply telephone and internet service, computers, and software. School staff and library staff will collaborate to meet the needs of the school library activities. The District will have sole responsibility for planned and emergency repairs and maintenance for all aspects of the facility including structural integrity, roofing, plumbing, carpentry, utility connections and service, paint, windows, doors, lock and components inside and outside the building. The District will also pay for all fencing, systems, roadways, parking lots, landscaping, lighting, walkways, utilities, and telecommunication connections. The District will pay for janitorial services and pest control. If it desires, the District may provide computers and software to support curriculum objectives. Aside from the cost-sharing arrangement, the Weston Ranch Library operates in the same fashion as other City library branches with similar hours, materials, and programming. Library staff also works closely with the NVEC to provide opportunities for class visits and other library services. The district and NVEC have the right to use the meeting room for appropriate, library-related purposes and, as with not-profit organizations, are not charged for use of the meeting room.
FINANCIAL SUMMARY
The annual cost of operating the Weston Ranch Branch Library will continue to be included as part of the General Fund appropriation for City libraries. The 2016-17 appropriation was approved by Stockton City Council on June 21, 2016, and no additional fiscal action is needed to carry out the purpose and intent of this motion.
Attachment A - Agreement Manteca Unified School District