CITY COUNCIL STAFF REPORT
Meeting Date: June 06, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-22 AUTHORIZING THE CITY
MANAGER TO EXECUTE A NEW LEASE AGREEMENT WITH THE
COUNTY OF CONTRA COSTA FOR OPERATION OF THE NEW CITY
LIBRARY BUILDING AT 2 MONTICELLO AVENUE
SYNOPSIS
Construction of the new City of Pleasant Hill (City) library is near completion and ready to be opened to the public on or after July 30, 2022.
In order for the continued service at the new City library location, similar to the previous temporary lease and service agreement that was executed on June 18, 2020, the City must execute a new lease and service agreement (New Lease Agreement) between the City and Contra Costa County (County).
Further, City staff recommends that the City Council execute an Addendum that would allow the City to pay for additional County staff hours on Mondays using the American Rescue Plan Act of 2021 (ARPA) funds if the City Council approves of the “Monday” hours expenditure as part of the budget review process.
DISCUSSION
Background
The City entered into a Temporary Agreement on July 18, 2020, to use a portion of Pleasant Hill City Hall property facility as the “Temporary Library.” The proposed library New Lease Agreement will supersede the previous Temporary Agreement to ensure service is continued at the new library.
As described in the Temporary Agreement, “Base Hours” are the number of hours of Library Services that the County will provide each week in a Fiscal Year to all County-operated libraries. “Actual hours” are defined as the number of hours of Library Services that the County will provide each week in a Fiscal year at the Temporary Library and is the sum of Base Hours and Extra Hours. The “Base Hours” are paid by the County; however, City Council may consider the expenditure for these additional “Extra Hours,” or “Monday” hours, as part of the budget process.
The cost of anticipated additional “Monday” hours at the new library, starting January 1, 2023, will be approximately $215,000 per year. City Council shall consider this additional cost as part of the budget hearing process.
The proposed New Lease Agreement between the City and the County regarding operation of the new library is included with this agenda item. Staff requests City Council’s authorization for the City Manager to execute the New Lease Agreement with the County and the Addendum for the potential use of ARPA funds to pay for “Monday” hours at the new library for the period January 1, 2023 through June 30, 2024.
Analysis
Section 4 of the Temporary Agreement states, “The ‘Term’ of this Lease begins on July 1, 2020, and ends on the date immediately prior to the effective date of a Library Lease and Service Agreement between the County and the City in connection with the new library.” Accordingly, the City must execute a New Lease Agreement with the County prior to the opening of the new library facility at 2 Monticello Avenue.
Further, City staff has prepared an Addendum to allow the City to pay for “Monday” hours using federal ARPA funds, if the City Council approves of this expenditure as part of the budget process.
FISCAL IMPACT
The anticipated cost of the additional “Monday” hours at the new library, starting January 1, 2023, will be approximately $215,000 per year. City Council shall consider this additional cost as part of the budget hearing process
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the resolution.
ALTERNATIVES TO RECOMMENDED ACTION
Proceed with the current “Base Hours” and have the library’s open hours adjusted, as needed.
Direct staff to find an alternate funding source to ARPA, to pay for the cost of the additional “Monday” Hours.
ATTACHMENT(S):
Proposed Resolution
Exhibit A: Permanent New Library Lease and Service Agreement between the County of Contra Costa and the City of Pleasant Hill
Addendum – Hours for Monday Services
Prepared by: Ananthan Kanagasundarum, City Engineer
Approved by: June Catalano, City Manager