FOR THE COUNCIL MEETING OF OCTOBER 1, 2024
COUNCIL AGENDA REPORT
TO: City Council
FROM: Interim City Manager Alex Posada
BY: Library Director Dawn Jackson
SUBJECT: Adoption of two Resolutions approving an Amended Joint Powers Agreement and Amended Bylaws with the Black Gold Cooperative Library System
DESCRIPTION:
The City Council will consider adopting two Resolutions approving an amended Joint Powers Agreement and amended Bylaws with the Black Gold Cooperative Library System.
RECOMMENDATIONS:
1. Adopt a Resolution approving an amended Joint Powers Agreement with the Black Gold Cooperative Library System; and
2. Adopt a Resolution approving the amended Bylaws with the Black Gold Cooperative Library System.
BACKGROUND:
The Black Gold Cooperative Library System (Black Gold) was formed in 1964 under a Joint Powers Agreement (JPA) as a means for member libraries to promote an enhanced library experience through the collective sharing of digital resources, databases, and physical materials. Black Gold member libraries include Blanchard/Santa Paula Public Library, Carpinteria Community Library, Goleta and Santa Ynez Valley libraries, Lompoc Public Library, Paso Robles City Library, and the Santa Maria Public Library (SMPL), with each jurisdictional library paying a share of Black Gold’s annual costs.
Black Gold receives its funding from member contributions, the Federal Communications Commission E -Rate program, the California Library Services Act for public libraries engaged in cooper ative efforts with neighboring libraries, grant proceeds, and interest.
The formula for member jurisdiction is a base fee and a weighted total based on circulation, population, and devices, with shared eContent based on usage. In fiscal year (FY) 2023-24, Black Gold’s operating budget was $1,103,740.
Black Gold maintains a shared Integrated Library System (ILS) for its jurisdictional members. An ILS is a centralized platform that provides library staff and patrons with a single point of access for storing and accessing library data such as the catalog of materials and patron records. In addition to staffing, maintaining an ILS, and materials 2 sharing, Black Gold offers training and support to member jurisdictions, ranging from cataloging to technical service s, sending patron notices and alerts, grants support, product research and testing, serving as a vendor intermediary, and providing courier services between member jurisdictions.
DISCUSSION:
In 2022, Black Gold began the process of reviewing the 1984 Amended Joint Powers Agreement Creating as a Separate Legal Entity the Black Gold Cooperative Library System. This is the governing document of Black Gold and has not been updated since it was amended in 1984. Due to changes to applicable laws found in the California Library Services Act (Education Code section 18700 et seq.) and the Joint Exercise of Powers Act (Government Code section 6500 et seq.) as well as other changes, Black Gold member libraries deemed it advisable to amend and restate the 1984 JPA. P articular emphasis was focused on the responsibility for the Debts of the Agency upon member withdrawal. This was done to protect the interest of all remaining members as well as the Agency itself.
Because the Bylaws are an integral part of the JPA, this document was also reviewed and minor amendments made, most significantly the voting rules for taking action. The attorneys for each of the Black Gold member libraries have contributed to and reviewed the amended JPA and Bylaws. These documents require acc eptance and execution by the governing bodies of each member library.
Alternative(s)
The City Council could choose not to adopt the Resolutions approving the amended JPA and Bylaws. If the City Council decides not to adopt the Resolutions, the SMPL will no longer be a member of Black Gold and need to fund its own ILS and other products and services currently provided through Black Gold membership.
Fiscal Considerations
In FY 2023-24, the SMPLs fee for Black Gold services was $273,920. If the Resolutions are not adopted by the City Council, and the SMPL performed Black Gold services in - house, SMPL costs would be reasonably expected to increase by $829,802 or 202 percent.
The City of Santa Maria’s adopted budget for FYs 2024-26 shows a significant structural deficit, and proposed cost saving measures will be considered by the City Council. With no additional funding available in the City’s General Fund, and the considerable additional costs of performing Black Gold services in -house, the SMPL will not be a ble to afford the cost of purchasing and operating its own ILS.
Impact to the Community
A benefit for being a member library of Black Gold is the sharing of resources, such as eContent, Hoopla, hotspots, and movie licensing, which would also cost more ou tside of Black Gold. Through materials sharing, patrons have access to hundreds of thousands of items, including but not limited to, audiobooks on CD, DVD/Blu -Rays, eBooks, 3 eAudiobooks, and eMagazines. If the SMPL opted out of the JPA , it would significantly limit patron access to a diverse array of core titles and highly circulated items, in physical and digital formats.
ATTACHMENTS
A: Amended and Restated Joint Powers Agreement of the Black Gold Cooperative Library System B: Black Gold Cooperative Library System Amended Bylaws