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DATE: October 7, 2013
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Scott Brodhun, Assistant City Manager
SUBJECT: Presentation on Draft Amended Sonoma County Library Joint Powers Agreement
RECOMMENDATION
It is recommended that the City Council receive the report on the Draft Amended Sonoma
County Library Joint Powers Agreement (JPA) and provide comments for the JPA Review
Advisory Committee.
BACKGROUND/DISCUSSION
The Sonoma County Library was established in 1975 with a Joint Powers Agreement (JPA).
While there are Library branches in most of the County's cities, JPA members include only the
County and the Cities of Healdsburg, Petaluma,Santa Rosa, and Sonoma. The Library is
governed by a seven-member Library Commission. Five of the seven members are appointed by
the Board of Supervisors, and one each by the Cities of Santa Rosa and Petaluma.
In 2012, the Sonoma County Mayors' and Councilmembers' Association initiated a review of the
Joint Powers Agreement in light of challenges at the Library and changes in demographics,
technology, and finances since 1975. All of the cities in the County agreed to participate in the
review, along with the Library Commission, and formed the Sonoma County Library JPA
Review Advisory Committee. Councilmember Teresa Barrett is the Advisory Committee
member from Petaluma. The Committee began meeting in October, 2012, and completed its
review and recommend distributing the Draft Amended JPA for review by the Board, City
Councils, and Library Commission on September 16, 2013.
The Advisory Committee has met twelve times since October,.2012. It has included extensive
public participation at its meetings, including input from library advocates, staff, and managers.
The Committee also dedicated time for input from the Library Advisory Boards (LABs) for each
branch, and reached out to the LABs through a survey and attendance at the annual meeting for
all LABs.
Agenda Review:
City Attorney Finance Director City Manager
Key Features of Current JPA: The Advisory Committee recommends that the Amended JPA
retain and enhance many of the most valuable features of the current Agreement. These include:
1. Continuing to have one County-wide system, which provides economies of scale that
would be unattainable otherwise.
2. Continuing to dedicate a current portion of property taxes to the Library.
3. Retaining the Library as an independent government organization focused on a regional
system.
4. Continuing to have Library Advisory Boards in each community to provide a local voice
for library patrons.
5. Continuing to operate in a spirit of collaboration among the Members.
6. Continuing a commitment to equitable services throughout the County.
The Advisory Committee also recommends numerous changes to strengthen the Library:
1. Expanding membership to include all cities and the County so that all jurisdictions have a
role in decision-making, with each member having one vote on a new Library
Commission.
2. Providing the Library with full budget and employment authority, removing the Board of
Supervisors from the role of providing final budget approval.
3. Making explicit the Library's authority to levy taxes, with a 2/3 vote of the Commission
and subject to other legal requirements.
4. Requiring approval from the relevant jurisdiction before exercising powers of eminent
domain.
5. Requiring leases for buildings not owned by the Library, with the exception of the
Central Library branch.
6. Requiring an equal number of core hours.
7. Allowing local communities to fund additional services, including hours that are open to
all residents.
8. Requiring an appeals process for the Library Director's decisions on key issues such as
collections and facilities.
9. Requiring a strategic plan at least once every ten years.
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10. Increasing the role for the LABs including a designated liaison and annual reports from
each LAB to the Commission.
1 1. Requiring a review of the JPA every ten years.
Next Steps: The Advisory Committee has established November 1 as the deadline for receipt of
comments on the Draft JPA. The Advisory Committee will convene in November to consider
proposed changes to the JPA, and will then distribute a final version for approval and
appointment of new Commissioners. The anticipated effective date of the Amended JPA is
February 1, 2014.
In addition, staff from the County will work closely with the Library staff to develop a transition
plan to ensure a smooth transfer from the existing JPA and Library Commission to the new JPA
and Commission.
FINANCIAL IMPACTS
There is no direct fiscal impact from providing comments on the Draft JPA.
ATTACHMENTS
Schedule of Presentations
2. Comments Received To-Date
3. PowerPoint Presentation Materials
4. Draft Amended Sonoma County Library JPA
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. ATTACHMENT 4 •
Draft'Revised 8/27N3(Clean version)
First Amended and Restated Joint-Powers Agreement
for the County-Wide Provision of Library
Services by the Sonoma County Library
This First Amended and Restated Joint Powers Agreement for the County-Wide
Provision of Library Services bythe,Sonoma County Library ("Agreement") is made and entered
into pursuant to the provisions of Title 1, Division 7, Chapter 5, Article 1 (Sections 6500 et seq.)
of the California Government Code relating to the joint exercise of powers among the Parties
hereto, and amends the original Joint Powers Agreement dated January 27, 1975 (the"Original
Agreement").
RECITALS
A. In the Original Agreement, the County of Sonoma and the Cities of Santa Rosa,
Healdsburg, Petaluma, and,:Sonoma created a separate joint powers authority entity pursuant to
California Government Code Sections 6500, et seq. (the "JPA Act") named the Sonoma County
Library, which was established for the purpose of consolidating their existing public library
services and continuing the operation of free public library services throughout the County of
Sonoma.
B. The Sonoma County Library is a county free library pursuant to California
Education Code Sections 19100, et seq., a local agency pursuant to California Revenue and
Taxation Code Section 95(in), and a special district pursuant to California Revenue and Taxation
Code Section 2216.
C. The Sonoma County Library has been successful in providing county-wide free
public library services to.thepublic in the County of Sonoma and fulfilling its mission since its
creation on January 27, 1975.
D. The Parties to this Agreement hereby desire to continue the Sonoma County
Library and•the provision of free public library services throughout the County of Sonoma, and
to amend the Original Agreement with respect to the terms and provisions set forth herein.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and covenants set forth
below, the executing Parties agree to the following terms and provisions:
I. PURPOSE
A. Amended and Restated Agreement. The purpose of this Agreement is to modify
and amend the Original Agreement with respect to matters relating to membership, governance,
administration,and operations of the Sonoma,County Library ("Library"), a JPA Act entity. The
terms and provisions of this Agreement replace the Original Agreement in its entirety. Unless
expressly stated herein, this Agreement does not affect any of the Library's contracts, debts,
revenues, claims, obligations, policies, procedures, or bylaws that pre-date this Agreement,
which will continue to remain in full force and effecuin accordance with their terms and/or
applicable law.
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a-t
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Draft Revised 8/27/13(Clean version)
B. Continuation,of-the-'Sonoma County Library. as,a-:JPA-ActPublic Entity.-. The
parties to the Original.Agreement created the-Library-as a distinct public entity,-separate and
apart from the parties to such'agreement, pursuant to:theprovisions of the JPA Act(Government
Code Section 6506) and Education Code Sections 19100, et•seq. It the intent of the Parties
that, under this Agreement„the;;Library continue as a distinct.public-entity under the JPA Act and
other applicable law. Pursuant to Government Code Section 6508.1,;the debts, liabilities or
obligations°of the Library shall not be debts, liabilities or.obligations of the individual Parties to
this Agreement,unless the governing body of a Party expressly agrees in writing to assume any
of the debts, liabilities or obligations of the Library.
C. Library Services Provided. The Library shall:be responsible:for operating,
managing, and-administering the integrated free public library system in the County of Sonoma,
consistentwith the terms of this Agreement.
D. Commitment to County-Wide Library System.. The Panties to this Agreement
agree;to collaborate'and work cooperatively with one another and the Library in good faith to
ensure-the provision of library services:to Sonoma County citizens<across the regional county-
wide library system.
II. POWERS
A. General:Powers. The:Library shall have the powers common to the Parties to this
Agreement that are necessary or convenient to the operation of the free public library system in
the CountyofLSonoma, as well as other powers accorded to it by subject to the restrictions
set forth herein.
B. Specific Powers. The Sonoma County Library is authorized in its own name to
perform";all acts,necessary for the exercise of common powers to carry out this Agreement,
including, bat not limited to,the following:
1. To make-and enter into contracts;
2. To employ agents and employees;
3. To obtain legal, financial, accounting, technical, and other services as
needed to carry out its mission;
4. To acquire,construct, manage, maintain and operate any buildings, works,
or iniprovements;
5. To acquire; hold„lease, or dispose of property;
6. To incur debts, liabilities, and obligations, including but not limited to
loans from private lending sources pursuant to its temporary borrowing powers such as
Government"Code §§';53850, et seq., anti authority undetthe=JPA Act;
7. It-tissue revenue bonds and•,other forms of indebtedness;
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Draft'Revised,8/27/1-�3(Clean-version)
8. To,impose, levy, collect or cause to be,Collected, to receive and use sales
taxes, parcel taxes,Mello Roos taxes,property taxes, special taxes, or any other type of tax or
assessment, as authorized:by law;
9. To apply for, accept;,and.receive all permits, grants, loans, or other aids
from any federal, state, orslocal_public agency;
10. To receive and administer trusts, gifts, contributions, and.bequests, as well
as receive donations of property, funds, services and other forms of financial assistance, from
any person, entity, or agency;
11. To sue and be sued in its own name; and
12. To promulgate;.adopt; and enforce any rules;and regulations as may be
necessary and proper to implement and effectuate the terms, provisions, and purposes of this
Agreement.
C. Eminent Domain. The Library shall not have the power to acquire property by
eminent'domain.unless the Member'having jurisdiction over the subject property has expressly
granted it such power'in.writing. Alternatively, Membersmay exercise their own eminent
domain powers for the benefit of the Library. The Members shall work cooperatively and in
good faith with the Library to-address any eminent domain issues for the benefit of the regional
library system.
D. Restriction on Exercise of Powers. Pursuant to the,JPA Act (i.e., Government
Code Sections 6508"and 6509), all common powers exercised by the Library shall be exercised
in amanner consistent with, and subject to, the restrictions and.lihiitations upon the exercise of
such powers as.are'applicable;to'the County of Sonoma, a;general.law county.
III. EFFECTIVE DATE AND TERM
A. Effective Date: This,Agreement shall become effective on February 1, 2014, or
the date by which the governing'bodies of all of the parties to the Original Agreement (the
County of-Sonoma andahe Cities of Santa Rosa, Healdsburg;,Petaluma, andtSonoma) have
executed this Agreement, whichever-is`later. Such date shall be the "Effective Date" for
purposes'identified herein.
B. Term. This Agreement shall remain effective until it is terminated in accordance •
with the,provisions,setforth'below in Section XI.A, subject to the rights of individual Parties to
withdraw=from the Library.
IV. MEMBERSHIP
A. Current JPA Members. Prior to the Effective Date of this Agreement, the sole
Members of the Sonoma County Library-are'theCounty off Sonoma and.the.Cities of,Santa Rosa,
Healdsburg, Petaluma„and Sonoma. These parties shall remain Members of the Library after the
Effective Date of thi's Agreement, subject to-the tcrms;and conditions herein.
B. Membership-Eligibility. Afterthe-Effective&Date-of this Agreement, other-
' incorporated cities'within the geographic boundaries of the,Countyof Sonoma may also become
Draft.Revised 8/27/13'(Clean version)
Members of the Library. To`become:a,Member, the governing body of a city must: (1) approve
of and'request membership in writing; (2) execute this Agreement;and(3) present such
documents to the.Library°Commission.
C. "Member" Defined. For the purposes of_this,Agreement and after its Effective
Date, the term"Member" shall refer to,the County of Sonoma and any incorporated city within
the geographic boundaries of the County which:(1)are eligible to join the Library as a Member
pursuant to the of this;Agreement; (2) have signed'this Agreement as a Party; and (3)
have satisfied all other'requireinents to become a Member set forth herein.
V. LIBRARY ADVISORY BOARDS
A. LAB Creation. The Library shall establish-a Library Advisory Board ("LAB")in
each city:or community in which at:least.one regional branch library operates. The LABs shall
be comprised of, andshall be operated by, the residents of their respective service areas who
shall be appointed by the Commission. Each LAB shall set its own°procedural rules and
operational bylaws, and shall comply with the provisions of the Ralph M. Brown Act, California
Government.Code Section 54950, et-Seq. As of the Effective-Date, all existing LABs shall
continuCto remain in effect.
B. LAB Purpose. The_purpose of the LABs shall be to provide information and
make recommendations to the'Commissionand the Library Director on matters affecting library
service based oh input from theirrespective service areas.
C. LAB Liaisons. Each LAB may appoint one LAB member to act as a liaison to the
Library Commission,who shall present an annual report on the activities of the LAB to the
Library Commission.
D. Annual LAB:Meeting. .All LABs are encouragedto hold one combined meeting
at least once ayear to addresssystem-wide library service,and related issues.
VI. GOVERNANCE
A. Library.Commission. The Library Commission ("Commission") is.the governing
and administrative body of the Sonoma County Library. Generally, it shall be responsible for
exercising the powers set forth in this Agreement and applicable law to accomplish the purposes
of the Library. Specific.responsibilities of the Commission are as follows:
1. Provide structure and direction for'operational, administrative and fiscal
oversight of the Library,;'
2. Beforethe beginning of each Fiscal Year (as defined in.Section IX.E),
adopt, in its sole discretion, either an annual or a multi-year budget for the Library, and revise it
periodically as necessary;,
3.. Ensure strict accountability of all funds"and reports of all receipts and
disbursements;.
4. Identify and pursue additional funding sources for the Library;
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Draft.ReVised.8/27/13(Clean version)
5. If approved by.a 2/3 vote of the Commission, issue bonds or other forms
;of indebtedness, and/oiimpose or levy taxes as authori2ed by this Agreement and/or applicable
law;
6. Approve,a;strategic°plan which addresses existing and proposed new
facilities, operations, technology, and budget, at least once every ten years;
7. Adopta'facilities maintenance plan at least onceevery three years, and
revise it as necessary;
8. Contract for, employ or otherwise`engage,sufficient administrative,
technical,support and other staff,'consultants and contractors and provide for necessary
direction, management and`oversightfor all staff,'consultants and contractors;
9. Approve employment agreementsorMemorandaof understanding with
employees and/or their representative bargaining units; ,
10. Adopt personnel':rules and regulations;
•
11. Oversee the Library Director's performance of duties;
12. Adopt-rules-for procuring supplies, equipment and services, and for the
disposal of surplus'property;
13. Adopt a conflict of interest code, as required bylaw;
14. Adopt bylaws, policies, rules and regulations as necessary for the purposes
of this Agreement; provided that nothing in the bylaws, policies, rules and regulations shall
conflict with,this Agreement orapplicable law;
15. Review this Agreement once every ten years to•determine its continuing
effectiveness, and present written findings to Members; and
16. Discharge other duties consistent with the purposes of this Agreement as
appropriate or required bystatute.
B. Commissioners Appointed.by Parties. The governing body of each Member of
the Library shall be entitled to appoint one representative to siton the Commission as a voting
member ("Commissioner"). Commissioners appointed by Members of:the Library shall serve at
the pleasure ofthet,governingrbody which appointed them, and maybe removed by such
governing body at-any time While such Commissioners do not serve for a specific term of
office, their appointments may be made or renewed,aniivally by the;Member's.governing body;
absent such action; existing appointments shall continue in full force and"effect. Commissioners
may be residents of library service areas, personnel or employees of the Members, or elected
officials of the Board of Supervisors or City Councils.
1. Initial appointments to.'the Commission:by Library Members shall become
effective on the Effective Date, or immediately aftera city first becomes a Member of the
Library, whichever is later.
/in
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Draft Revised 8/27/13(Clean version)
2. If a Member's seat on the Commission becomes vacant,at any time, the
governing.body of the-Member shall.appointanother representative to fill the vacancy within 30
days of the date on.whichsuch position became vacant.
3. Commissioners newly appoihted'to the Commission shall be provided
with training for their position by the Commission, Library Director, or other persons, as
designated by the Commission.
C. Commission O Officers. The Commissioners shall select, from among themselves,
a Chair who shall be the presiding.officer of all Commission meetings, and a Vice Chair who
shall serve in the absence of the,Chair. In addition, the Commission shall appoint a Secretary
and/or Clerk (who need not'be Commissioners) to be responsible for:keeping the minutes of all
meetings'ofthe Comriii'ssion and posting agendas.
D. Reimbursemenf'of Expenses. Commissioners shall serve without compensation,
but may be paid actual expenses incurred in the performance of their duties.
E. No Personal Liability of Commission Members:,`Under the JPA Act, no
Commissioner shall be personally liable for any debts, obligations'or liabilities of the Library, or
on any bonds issued by the,Library, nor subject to any personal,liability or accountability by
reason of the Library's incurrence of debts, obligations or liabilities or issuance of bonds.
VII. COMMISSION MEETINGS AND VOTING
A. Regular Meetings. The:Commission shall hold:,its,regular meetings on a monthly
basis pursuant to a meeting schedule, but may reschedule or dispense with particular meetings as
it deems necessary or appropriate.
B. Special Meetings: Special meetings of the Commission may be called by the
Chair or as provided for in;the bylaws.
C. Call, Notice, and Conduct of Meetings. All meetings of the.Commission shall be
noticed; held and conducted in accordance with the provisions;of the Ralph M. Brown Act,
California Government Code Section 54950, etseq. As soon as practicable, but no later than the
time of posting, the Secretary or';Clerk.shall'provide.a copy of the posted agenda to each Member
and Commissioner; Commissioners may attend meetings'`remotely(via telephone, video
conferencing, efe.5 with full voting rights, to the extent practicable and as permitted by law.
D. Minutes: The Secretary orClerk'shall prepareminutes of all Commission
meetings as soon as'practicable after each meeting, and shall make the draft minutes available to
each Commissioner, the,Members,and other interested parties'upon request. The Commission
shall consider the.minutes at the next regularly scheduled meeting:forapproval.
E. Quorum:.A majority of the Commissioners duly appointed to the Commission as
of any meeting.date shall constitute:a quorum of the Commission for the transaction of business.
If there is less than a quorum present at.ameeting, no'Commissionaction can be taken, and the
meeting may be adjourned.
da
Draft Revised 8/2.7/13(Clearvversion)
F. Voting. All voting power of the Library shalLreside:in the Commission. Each
Commissioner.shall;have one `vote. No absentee ballot orproxy is permitted. The affirmative
vote of at least.a majority of the Commissioners attending a meeting is required for the
Commission to take+any-action. However, a 2/3 vote of duly-appointed Commissioners is
required for those actions expressly identified in Section Vl.A.5 ofthis.Agreement, and a vote of
at least a quorum of all duly-'appointed Commissioners is required:for any'of the following
actions: (1) approval of the budget; (2) approval of collective bargaining agreements; (3)
approval of new regional branch libraries; (4) decisions to incur debts from public or private
lending sources; and (5) adoption orrevisionof bylaws.
VIII. OFFICERS, COMMITTEES, AND LIAISONS
A. Library Director. The Commission shall appointa,Library Director who shall
meet the qualifications of a"county librarian" as specified in.Education°Code+Section 19142.
The Library Director shall report directly to the Commission, arid<"shall serve at the-pleasure of
the Commission. The Library-Directorshall be responsible for the day-to-day operation,
administration, and management of the Library, and shall perform duties as assigned by the
Commission and specified in this Agreement.
1. Subject to the-general policies adopted by,the Commission, the Library
Director shall build up and,manage„according to accepted principles of library management, the
library for the use,of the'residents.of Sonoma County and shall, subject to budget limitations,
determine what furniture, fixtures, and equipment shall be purchased.
2. The Library'Director shall have the power to employ staff, consultants and
independent contractors as maybe necessary to carry out the purposes of this Agreement, subject
to the polices, rules and regulations set by the Commission.
3. The Library Director is authorized to make payments for the Library under
any contractor agreement previously approved by the Commission-where the payments are
identified therein., The Commission May also, by resolution, authorize.the Library Director to
pay claims of the Library which do not exceed amounts identified in the resolution.
4. The Library Director shall apply for and„with the approval of the
Commission, accept and administergrants and subventions:from outside funding sources, both
public andprivate.
5. The Library'Director shall prepare and file all notices with the Secretary of
State as:'required,byGovernment Code Sections.6503.5, et°sey., and shall be responsible for
preparing and filing any other notices required by law.
6. The:Library Director is the custodian of Library property and, pursuant to
Government Code Section 6505.1, is required to file an official bond;in an amount set by the
Commission or as otherwise required by law.
7. Decisionsofthe Library.Directorregardingpolicies, facilities, and
materials may be appealed to the,Comnrission:pursuant to criteria•andprocedures established in
its bylaws.
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B. Chief Financial Officer. The Library Director shall appoint a person, firm or
entity to act as the,Chief Financial Officer to the Library. The Chief Financial Officer shall be
responsible for overseeing the Library's financial activities and shall, in writing, approve the.
accuracy of figures contained in each recommended budget presented to the Commission. The
Chief Financial Officer shall report directly to the Library Director.
C. Treasurer, Controller, and Annual Audit.-The Sonoma County Auditor-
Controller-Treasurer-Tax Collector shall act as the Treasurer and Controller for the Library. The
Treasurer and Controller shall perform all usual and customary duties of their offices for the
Library, including but not•limited,to receiving all deposits, issuing warrants per direction, and
other duties specified in,Government Code Section 6505.5. The Commission may transfer the
responsibilities of the Treasureraud/or Controller to any other person or entity as the law may
provide at the time (see.eg., Government Code Section 6505.5). The Commission shall cause an
independent annual audit to be,made by a certified public accountant, or public accountant, in
compliance with Government Code Section 6505.
D. Legal Counsel. The Commission shall appointaa,person, firm or entity to act as
general legal counsel to the Library.
E. Committees. The Commission may establish any advisory committees it deems
appropriate to assist it in carrying outits functions, including both standing and ad hoc
committees.
F. Liaisons. The Commission may appoint liaisons,to the Commission as it deems
appropriate to assist it in carrying out its functions, and to assist with outreach to school districts
and other community institutions. In addition, each LAB may appoint one LAB member to act
as a liaison to the Commission, per Section V.0 of this Agreement.
IX. LIBRARY BUDGET, TAX LEVIES AND REPORTING
A. Budget Requirements. The Library shall operate only under an approved and
balanced budget, which must be reviewed, adopted, and/or revised.by the Commission each
Fiscal Year. The Commission may revise an adopted budget as may be reasonably necessary to
address contingencies, and unexpected expenses or financial circumstances.
B. Budget Process. The Library Director is responsible for preparing the
recommended budget to present to the Commission with assistance from the Chief Financial
Officer. Atleast one,month prior to the Commission's annual public sessions to beheld on the
budget, the Library Director and,Chief Financial Officer shall hold,a public discussion or
workshop with respect to the budget.
C. Tax Levies.. The County of Sonoma (and any other Member as applicable) shall
continue to annually levy; in the same.manner and at the same-time as other similar taxes are
levied, and in addition to all other taxes, the tax upon all property to maintain and improve the
Library system. Such library tax revenues shall be deposited with the Library's Treasurer, and
paid out for the purposes authorized by this Agreement.
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D. Annual Report.,The Commission shall comply With Education.Code Section
18927, and shall provide an annual report to'the State Librarian and the Members on the
condition of the Library. The Library Director shall comply with Education Code Section
19169, and shall provide an annual report to the Commission, the Members, and the State
Librarian on the condition of the Library.
E. Fiscal Year. The Library's Fiscal Year shall be 12 months commencing July 1 and
ending June 30.
X. SERVICES, RESOURCES, AND FACILITIES
A. Services. It is the intention of the Parties that the services the Library presently
offers to the public be continued at or above current levels in all of its regional branch libraries.
Suchservices include, but are notlimited to, the size and quality of collections, hours of
operation, qualifications of staff, and availability of technology. The Library shall endeavor to
increase existing levels of services, and the locations in which services are provided, as
allowable.
B. Distribution of Resources. The Library shall distribute its personnel, financial
and technological resources among the various regional library branches in an equitable fashion,
unless such distribution is expressly restricted (such as conditions in,a gift or bequest).
1. With respect to hours of operation, an.equitable distribution of resources
requires that all regional branch libraries be funded in a.manner allowing them to remain open to
the public the,same baseline number of hours, with the exception of the Central Branch in Santa
Rosa (which may be funded to allow it to remain open to the public for more hours than the other
regional branch libraries).
2. Nothing in this Agreement shall be construed as prohibiting a Member,
person, or other entity from providing additional funding to a particular regional branch library
for the purpose of allowing an increased level of service at that branch, including but not limited
to an increase in the baseline hours of operation; provided, however, that access to any such
increased level of service at a particular branch must be made be available to all Sonoma County
residents. The Commission shall develop policies and procedures in its bylaws to establish
conditions for reviewing and granting any such requests to increase levels of service, and must
approve of all such requests prior to implementation. The Commission's bylaws shall require
the requesting party to address the impacts of a request on the operation of the particular branch
as well as the Library system-wide, including but not limited to affects on personnel and
administration. The Commission may approve such requests only if they will not have an
adverse impact on the operation or administration of any regional branch library or the Library
system-wide.
C. Facilities. All facilities used or operated by the Library shall meet minimum
standards satisfactory to the Commission.
1. The Library shall enter into and maintain lease agreements for each
facility in which it operates, or intends to operate, a regional branch or rural station library,
unless the.facility is owned by the Library. The Commission shall establish lease agreement
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standards and requirements in its bylaws, and shall.approve Library leases.that-are consistent
therewith.
2. The Library and Members who own library facilities shall work together
to plan for the provision and payment of capital improvements and capital repairs to facilities
operated by the Library, including but not limited to inajor repair-and replacement of building
structures, HVAC systems, plumbing, roofing, and other structural elements or external features
such as parking lots.
3. Any temporary or permanent relocation of a regional branch library shall
be mutually agreed upon by the Library and the Member(s) owning the subject library facility or
facilities. Notwithstanding,the;foregoing, the Library shall continue-to have the exclusive
occupancy and control of the Central Library building and grounds in Santa Rosa, California.
4. Members shall obtain the prior written approval of the Commission with
respect to any proposed new library branches and any expansion/remodeling of existing library
branches, including approval of plans and specifications. Any architects retained by a Member
for such purposes shall consult with the Library Director as often as the latter deems necessary to
the proper exercise of his/her responsibilities.
XI. TERMINATION AND WITHDRAWAL
A. Mutual Termination. This Agreement may be terminated only by the mutual
agreement of all of the Parties; withdrawal of all but one of the.Parties shall constitute a mutual
termination of this Agreement by all Parties as of the end of the,Fiscal Year in which the
penultimate Party withdraws: Upon termination of this Agreement; Members shall mutually
agree upon the disposition of Library funds and assets remaining-after satisfaction of all of its
debts and obligations. If the Members are unable to reach an Agreement on such disposition,
they shall be apportioned Library funds and assets pursuant to their proportionate share (based on
assessed values for library tax purposes), which shall be determined.by the Library's Treasurer.
B. Withdrawal. Individual Members may-withdraw from the Library without
affecting the continuing operation or administration of the Library. Individual Members may
withdraw from the Library by complying with all applicable laws-and by giving a minimum of
one year's written notice to the Commission and all other Members, which withdrawal shall be
effective only at end of a given Fiscal Year. Any Member who withdraws from the Library shall
not be entitled to:distribution"of any Library property or funds;the Library shall retain all
property used in the provision of library services at the Member's facilities, including but not
limited to furniture, fixtures, technology, equipment, and library collections and materials.
Further, a withdrawing Member shall be responsible for satisfying,its,proportionate share (based
on assessed values for library tax purposes) of all outstanding debt and obligations-for system-
wide costs, and all costs relegated to any regional branch library in the Member's jurisdiction,
that exist at the-time of withdrawal: Upon withdrawal, all futurelibrarytax-revenues attributable
to the withdrawing Member may revert to-that Memberonlyif it assumes the responsibilities of
providing a free public library within itsjurisdiction and if otherwise allowed by law.
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XII. MISCELLANEOUS,PROVISIONS
A. Privileges and.Iinmunitiesnfrom.Liability. Atl;of'the privileges and immunities
from liability, applicable to the activities'.of officers,.agents or employees of a public agency
when performing;their respective functions; shall apply to the officers, agents or employees of
the Library to the same degree and extent•while'performing..any of the functions and other duties
of such officers,agents or employees under this Agreement. None of the officers, agents or
employees directly employed by the Library shall be deemed, by reason of their,employment by
the Library, to be employed by the Parties to this Agreement or subject to any of the
requirements of the Parties.
B. Insurance. The Library shall be required to obtain insurance, or join a self-
insurance program(s) in which one;or more of the Parties participate, appropriate for its
operations. Any and all insurance coverages provided by the Library, and/or'any self-insurance
programs joined by the Library, shall name each and every Party to,this'agreement asan
additional insured for all liability arising out of or in connection with the operations by or on
behalf of the named insured in the performance of this.Agreement. Minimum levels of the
insurance or self-insurance program shall be set by-the Library in its ordinary course of business.
The Library shall also require all of its contractors and subcontractors to have insurance
appropriate for their operations. .
C. Indemnification of Parties and Participants. The,Library shall defend, indemnify,
and hold harmless the Parties.and each,of their respective officers;;agents, and employees, from
any and all claims, losses, damages, costs, injuries, and liabilities-of every kind arising directly or
indirectly from the conduct; activities, operations, acts,,and omissions ofthe Library.
D. Amendrnent:of-this Agreement. This Agreement may be amended only by the
written agreement of all.Parties.
E. Severability. If one or more clauses, sentences, paragraphs or provisions of this
Agreement shall be held to be-.unlawful,invalid or unenforceable, it is hereby agreed by the.
Parties that the remainder of the Agreementshall not be affected thereby. Such clauses,
sentences,paragraphs or provision shall be deemed reformed so as to be lawful,valid and
enforced to the maximum extent'possible.
F: Parties to be Served Notice. Any notice authorized or required to be given
pursuant to this Agreement shall`be validly given if served in.writing either personally, by
deposit in'the United States mail, first class postage prepaid with return receipt requested, or by a
recognized courier'service.Notices given (a) personally or by courier service shallbe
conclusively deemed received at the time of delivery and receipt and (b) by mail shall be
conclusively deemed given 48 hours after the deposit thereof(excluding Saturdays, Sundays and
holidays) if the sender receives the return receipt: All notices directed to the,Library shall be
addressed to the Chair of the Library Commission; or such person designated in writing by
the Commission, and shall be copied to all Parties.
G. Complete Agreement. This Agreement.constitutes the fullandcomplete
agreement of the Parties with respect to the subject matter hereof. All prior negotiations and
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written and/or oral agreements between the Parties with respect to the subject matter of this
Agreementare merged'into this Agreement":
H. Execution.in.Couriterparts. This Agreement may be executed in any number of
counterparts, and each executed.dounterpart'shall.havethe;same force and effect as an original
instrument and as all signing:Parties had signed the same.instruinent.
WHEREFORE, the Parties agree to and execute this Agreementas of the dates set forth
below.