FOR THE COUNCIL MEETING OF MARCH 21, 2023
COUNCIL AGENDA REPORT
TO: City Council
FROM: City Manager
Prepared by: Library Director
SUBJECT: AMENDMENT TO THE AGREEMENT WITH THE COUNTY OF SANTA BARBARA AND THE cams OF LOMPOC, GOLETA, SANTA
BARBARA, AND CARPINTERIA TO PROVIDE FOR THE OPERATION
OF A COUNTY -WIDE FREE LIBRARY SYSTEM FOR FISCAL YEAR
2022-23
RECOMMENDATION:
That the City Council adopt a Resolution approving an Amendment to the Agreement with the County of Santa Barbara, the Cities of Lompoc, Goleta, Santa Barbara, and Carpinteria to provide for the operation of a County -wide Free Library System for Fiscal Year 2022-2023.
BACKGROUND:
On September 20, 2022, the City Council approved an Agreement between the City of Santa Maria and the County of Santa Barbara (County) to provide free library service to the cities and unincorporated areas of Santa Barbara County. Each city library is responsible for a separate "zone." Santa Maria is designated as Zone 3 which includes the cities and unincorporated areas located within or in close proximity to Cuyama, Guadalupe, Los Alamos, and Orcutt. The Amendment to the Agreement will allocate an additional $27,042 in funding, for the City to cover a rent increase at the Orcutt Branch Library.
DISCUSSION:
The City of Santa Maria operates the Orcutt Branch Library, one of two County libraries occupying rental space. The previous ten-year lease between the City and the John J.
Will Family Limited Partnership expired on December 31, 2022, and a new three-year lease is being entered into by the City. The new lease reflects a rent increase from $4,507 to $9,014 per month, with rent to be annually adjusted 2.5 percent and includes one option to renew the lease for an additional three-year term.
Environmental Notice: This is not a project that is subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(b)(5), finding that the action involves government organizational or administrative activities that do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.
Fiscal Considerations
The County Library Advisory Committee (LAC) met on December 14, 2022, and discussed the implications of the rent increase. It was determined the new rental amount is within the current market rate. County staff and LAC members are recommending the County Board of Supervisors approve the use of County Branch Small Library Funds to cover the $27,042 increase in rent.
Impact to the Community
If the Amendment to the Agreement is not approved, it is likely the Orcutt Library, the busiest of Santa Maria's branch libraries with a significant number of invested community members, will have to cut hours, staffing, and services to stay within the current budget.
DAWN M4 -JACKSON
Library Director
Attachment A: Amendment to the Agreement for Operation of a Free County -wide Library System Fiscal Year 2022-23
Dooualpn Envelope ID: E386291E-048&4717-8298-86099F408F58
FIRST AMENDMENT TO THE AGREEMENT FOR OPERATION OF A FREE COUNTY-
WIDE LIBRARY SYSTEM
This First Amendment to the Agreement for Operation of a Free County -Wide Library System for the 2022 to 2023 Fiscal Year (herein called the "First Amendment") is made this 28th day of March 2023 between:
The County of Santa Barbara, a political subdivision of the State of California, hereinafter referred to as the County,
City of Santa Barbara, a municipal corporation, hereinafter referred to as Santa Barbara, and City of Lompoc, a municipal corporation, hereinafter referred to as Lompoc, and City of Santa Maria, a municipal corporation, hereinafter referred to as Santa Maria, and City of Carpinteria, a municipal corporation, hereinafter referred to as Carpinteria, and City of Goleta, a municipal corporation, hereinafter referred to as Goleta.
RECITALS
WHEREAS, on July 12, 2022, the County executed the Agreement for Operation of a Free County - Wide Library System for the 2022 to 2023 Fiscal Year (herein called the "Agreement") and allocated $4,396,429 towards the Operation of a Free County -wide Library System; WHEREAS, on January 1, 2023 the County Orcutt Branch Library experienced an unforeseen rent increase in the amount of $27,042 over the final six-month term of the Agreement which could not be absorbed without detriment to the Branch or its programs and operation hours; WHEREAS, on December 14, 2022, at the County Library Advisory Committee meeting, staff and committee members discussed the County Orcutt Branch Library rent increase, as well as reviewed and considered the County Orcutt Branch Library's anticipated budgetary change resulting from this unforeseen rent increase;
WHEREAS, the County hereby wishes to amend the Agreement to increase the amount allocated to the County Orcutt Branch Library to cover this Branch's unforeseen rent increase, such that the operations of this Branch are not negatively impacted.
1 ATTACHMENT A
DowSign Envelope ID: E386291 E-0488-4717-8298.86099F408F58
AGREEMENT
NOW THEREFORE, the parties hereby agree as follows:
1. Section 6 Deposit and Allotment of Funds, Paragraph a, which regards County's Contribution for FY 2022/23, is hereby amended to increase the Agreement by $27,042, for a total contract amount of $4,423,471 and shall now read as follows:
6. Deposit and Allotment of Funds
Contribution for FY 2022/23:
a. County agrees to contribute $4,423,471 in Fiscal Year 2022/23, which sum provides $3,791,298 for library services, a per capita level of support of approximately $8.34 to be used for operations and acquisition of books/materials for each inhabitant of County, and an additional amount of $632,173 is allocated to cover unforeseen expenses (e.g. rent increase) and to mitigate hours and programming reductions of County branch libraries at risk. For the purpose of making the allotments provided for in this paragraph for the 2022/2023 Fiscal Year, the parties hereto agree the population count in each of the library zones as determined in accordance with subpart 6.b below is as follows:
Libraries/Zones
Population
Estimates
FY22.23
58.34 base par
capita (Incl. CPI)
FY22-23
Cannabis Funding
FY22.23 Small
Branch Library
Fund
Total Awarded
Amount by Zona
Santa Barbara/Easlside
100.693
3839,780
-
-
5839,780
Montedto
10,583
88,282
195.518
31,399
315,179
Zone 1 Total
111,276
928,042
195,518
31,399
1,154,959
Lompoc
48,933
408,101
-
-
408,101
Vandenberg Village
9,381
78,238
38,127
-
116,365
Zone 2 Total
58,314
486,339
38,127
-
524,466
Santa Maria
110,259
919,580
-
-
919,560
Cuyama
1.389
11,417
17,531
-
28,948
Guadalupe
7,840
65,388
28,809
-
94,195
Los Alamos
1,949
18,255
28.326
-
44.581
Orcutt
37,184
309,948
105,490
27,042
442,480
Zone 3 Total
156,581
1,322,566
180,156
27,042
1,529,764
2 DocuSign Envelope ID: E386291 E-D488-4717-8298-88099F408F58 Goleta
68,415
570,581
-
-
570,581
Isla Vista
19,048
158,844
-
-
158.844
Buelson
10,659
88,896
88,359
-
157,255
Solvang
10,659
88,898
91,572
-
180.488
Zone 4 Total
108,779
907,217
159,931
-
1,067,148
Carpinteria
17,642
147,134
-
-
147,134
Zone S Total
17,642
147,134
-
-
147,134
TOTAL:
454,692
63,791,298
6673,732
$68,441
$4,423,471
2. Except as expressly modified by this First Amendment, the terms of the Agreement, executed by County on July 12, 2022, shall remain in full force and effect.
SIGNATURES ON FOLLOWING PAGES
3 Doaalgn Envelope ID: E386291 E-040&4717-8298-86099F40BF58 IN WITNESS WHEREOF, the parties have executed this First Amendment to be effective as of the date executed by County.
ATTEST:
Mona Miyasato
County Executive Officer
Clerk of the Board
By.
eputy Clerk
RECOMMENDED FOR APPROVAL:
Community Services Department
c-Oevalellol VW;
By: ,- ' gm -
Department Head
APPROVED AS TO FORM:
Rachel Van Mullem
County Counsel
By: F"-1—-w. /
it gad,
Deputy County Counsel
Chair, Boar of Supervisors
Date: Z -Z g - L 3
APPROVED AS TO ACCOUNTING
FORM
Betsy M. Schaffer, CPA
Auditor -Controller
By: l ro- Gts
MINIINICSEVISMIC
Deputy
APPROVED AS TO FORM:
Greg Milligan
Risk Manager
lor
By. �.
Risk Management
4 DoouSIgn Envelope ID: E388291 E-0468-4717-8298-88099F498F58 IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day of ,2023.
CITY OF SANTA MARIA ATTEST:
By: By:
Mayor City Clerk
APPROVED AS TO FORM: APPROVED AS TO FORM:
By: By:
City Attorney Risk Manager
5 DocuSIgn Envelope ID: E386291 E-D4684717-8298-88099F408F58 IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day of , 2023.
CITY OF LOMPOC
By:
Mayor
APPROVED AS TO FORM:
By:
City Attorney
6 ATTEST:
By:
City Clerk
DoeuSIgn Envelope ID: E386291 ED468-4717-8298-86099F408F58 IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day of , 2023.
CITY OF GOLETA
By:
Mayor
APPROVED AS TO FORM:
By:
City Attorney
7 ATTEST:
By:
City Clerk
DocuSlgn Envelope ID: E386291 E-04684717-8298-88099F40BF58 IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day of , 2023.
CITY OF CARPINTERIA ATTEST:
By: By:
Mayor City Clerk
APPROVED AS TO FORM:
By:
City Attorney
8 DocuSIgn Envelope ID: E388291 E-D468.4717.8298-86099F40BF58 IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day of , 2023.
CITY OF SANTA BARBARA ATTEST:
By: Mayor By:
City Clerk
APPROVED AS TO FORM:
By:
City Attorney
9 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MARIA,
CALIFORNIA, APPROVING AN AMENDMENT TO THE AGREEMENT WITH THE
COUNTY OF SANTA BARBARA, AND THE CITIES OF LOMPOC, GOLETA,
SANTA BARBARA, AND CARPINTERIA TO PROVIDE FOR THE OPERATION OF A COUNTY -WIDE FREE LIBRARY SYSTEM FOR FISCAL YEAR 2022-2023 WHEREAS, the City Council approved an Agreement between the City of Santa Maria and the County of Santa Barbara (County) to provide free library service to the cities and unincorporated areas of Santa Barbara County on September 20, 2022; and WHEREAS, the City is responsible for "Zone 3," which is comprised of County branch libraries in Cuyama, Los Alamos, Orcutt, and Guadalupe with funds provided by the County; and
WHEREAS, the Amendment to the Agreement will allocate an additional $27,042 in funding for the City to cover a rent increase at the Orcutt Branch Library; and WHEREAS, the new lease reflects a rent increase from $4,507 to $9,014 per month; and
WHEREAS, County staff and the Library Advisory Committee determined the new rental amount is within the current market rate and is recommending the County Board of Supervisors approve the use of County Branch Small Library Funds to cover the rent increase; and
WHEREAS, approval of the Amendment to the Agreement is essential to maintain funding for Orcutt Branch Library programs and to continue providing library services to the community.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
1. The City Manager, or designee, is authorized to execute the Amendment to the Agreement incorporated herein by reference with the County of Santa Barbara, the Cities of Lompoc, Goleta, Santa Barbara, and Carpinteria to allocate an additional $27,042 in funding for the City to cover a rent increase at the Orcutt Branch Library.
2. The City Manager, or designee, is authorized to appropriate, release, and expend funds and issue warrants to comply with the terms of the agreement.
3. The Chief Deputy City Clerk is hereby authorized to make minor
changes herein to address clerical errors, so long as substantial conformance with the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney conceming any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria, California, held this 21"day of March 2023.
Mayor
ATTEST:
Chief Deputy City Clerk
APP
TO FORM:
City Attomey
CONTENT