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HomeMy WebLinkAboutReso 121-1982RESOLUTION NO. 121-82 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT FOR PROCESSING BOOKS AT TECHNICAL PROCESSING CENTER that: BE IT RESOLVED by the City Council of the City of South San Francisco 1. Execution of Agreement. Execution of an Agreement entitled "Agreement Between the City of South San Francisco and the County of San Mateo for Processing Books at Technical Processing Center" is hereby authorized, and a copy of said agreement is attached hereto as Exhibit "A." 2. Signatures. The Mayor is authorized to execute said agreement on behalf of the City, and the City Clerk attest her signature thereto. I hereby certify that the foregoing resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 6th day of October , 1982, by the following vote: AYES: NOES: ABSENT: Councilmembers Ronald G. Acosta, Mark N. Addiego, Emanuele N. Damonte Gus Nicolopulos; and Roberta Cerri Tealia None None ATTEST: RESOLUTION NO. BOARD OF SUPERVISORS, COUNTY OF SAN MATEO, STATE OF CALIFORNIA RESOLUTION AUT"~ORIZING~ EXECUTION OF AGREEMENT BETWEEN COUNTY OF SAN MATEO AND THE CITY OF SOUTH SAN FRANCISCO FOR PROCESSING BOOKS AT CATALOGING AND PROCESSING CENTER WHEREAS, pursuant to its statutory powers the County has established a book cataloging and processing center involving the use of facilities and equipment to supply efficient and economi- cal book cataloging procedures including, but not limited to, the Library of Congress, the National Union catalogs and access through computer terminals to the Ohio College Library Center data base; and WHEREAS, many' libraries within San Mateo County purchase numerous copies of the same title, and the Costly duplication of effort in each individual library is eliminated by use of the Center for the purpose of processing and cataloging; and WHEREAS, pursuant to Government Code Section 6502, City and County may enter into an agreement for the joint exercising of powers which are common to the parties to such agreement; and WHEREAS, City and County desire to contract for the joint operation of the Center, in that the Center is a cooperative venture of the participating municipal, and county agencies and is intended to operate on a nonprofit basis for the mutual benefit of all participants; and WHEREAS, prior agreements for the processing and cataloging of books have been executed by the cities of Redwood City, and · San Bruno and the County of San Mateo; and WHEREAS, this Board has been presented with a form of such agreement and said Board has examined and approved same as to form and content and desires to enter into same; NOW, THEREFORE, IT IS HEREBY DETERMINED AND ORDERED that the Chairman, San Mateo County Board of Supervisors be, and he is hereby~authorized and direCted to execute said agreement' for and on behalf of the County of San M. ateo, subject to approval by the District Attorney as to form, and the Clerk of this Board shall attest her signature thereto. D13-41L Regularly passed and adopted this . 26th.. 19 82 . day of October -. · AYES and in favor o~ said resolution: Supervisors: K. JAOQUELINE SPEIER JOHN M. ~IRD ARIKN GRECORIO ~riLLIAM J. SC[.R~CPLM~ NOES and against said resolution: Supervisors: Absent Supervisors: ATTEST: ~ J. BACCIOCC0, JR. Chairman, ' Board of Super,risors County of San Mateo State of California MINERVA L. TAKIS clerk of said Board of Supervisors (SEAL) AGREEMENT BETWEEN THE CITY.OF SOUTH SAN FRANCISCO AND THE COUNTY OF SAN MATEO FOR PROCESSING BOOKS AT TECHNICAL PROCESSING CENTER THIS AGREEMENT, made and entered into this 6th day of October, 1982 l by and between the COUNTY OF SAN MATEO, a political subdivision of the State of California, (hereinafter, "County") and the CITY OF SOUTH SAN FRANCISCO, a · ~municipal corporation of the State of California (hereinafter, "City"). W I T N E S S E TH' WHEREAS, pursuant to its statutory powers the County has established a book cataloging and processing center (hereinafter, "the Center") involving the use of facilities and equipment to supply efficient and economical book cataloging procedures including, but not limited to, the Library of Congress, t the National Union catalogs and access through computer terminals to the Ohio College Library Center data base; and WHEREAS, many libraries within San Mateo CoUnty purchase numerous i copies' of the same title, and the costly duplication of effort in each indivi- .tdual library is eliminated by use of the Center for the purpose of processing and cataloging; and WHEREAS, pursuant to Government Code Section 6502, City and County '! may enter into an agreement for the joint exercising of powers which are common to the parties to such agreement; and ,! ! WHEREAS City and County desire to contract for the joint operation i~of the Center in that the Center is a cooperative venture of the participating i municipal and county agencies and is intended to operate on a nonprofit basis ~i for the mutual benefit of all participants. NOW, THEREFORE, IT IS HEREBY AGREED THAT' 1. Term of Agreement. This agreement shall take effect on November 1982 and shall' end June 30 1983 unless extended as provided below The term of this agreement may be extended from year to year by mutual written agreement of the parties hereto; provided further, that any such extension may be terminated only on the giving of sixty (60) days written notice by either party to the other party. 2. Servi.ces provided by County. During the .term of this.agreement and any extensions thereof, County agrees to process and catalog books furnished by the City Library in accordance with the practices established for such pro- cessing and cataloging by the Technical Processing' Center Manual as said manual exists at the date this agreement is entered. Changes to the Technical Pro- cessing Center manual shall be made only after consultation between the County and City, and in the case of changes which will substantively affect this agreement, changes will be made only after written apprOval is given by the City. 3. Selection of Books. Authority to select books for City Library shall remain with the City Librarian. - 4. System of Synchronizing Orders. County will synchronize ordering of books by publishing and distribUting annotated book 'selection decks and ~ establishing reasonable deadlines for ordering - 5. Order Forms. City shall use a uniform munti-copy order form with duplicates sent to the Technical Processing Center. 6. Shipment. of Books - Invoices. Books purchased by City shall be shipped directly to the center whenever possible. County shall verify in- voices and return the invoices to City for payment of bills. 7. Cataloging by County. County shall catalog and process copies of titles and furnish all supplies therefor. 8. Preparation of Books for Circulation. County shall prepare al1 books for circulation, together with their catalog cards and shelf lists, and ~ shall then distribute such prepared books to City at least-once a week by way i of regular delivery service. ,t -2- 9. Meetings. Business meetings of center members will be held quarterly in September, December, March and June. Meetings of the catalogers of each member library shall be held as needed. 10. Guaranteed Annual Minimum and Applicable Rate Schedule. City guarantees to pay to County a certain minimum d'ollar amount for-each annual period of service under this agreement. City shall pay County on the basis of' cost per volume for the performance of all of County's obligations set 'forth in the terms, of this agreement. The amount to be charged City in order to pay said cost per volume shall be fixed by County for each annual period of ser- vice under this agreement. The guaranteed minimum for each such annual period shall be de- termined according to the following plan agreed' upon by County and by City. a. At the December quarterly processing center meeting, City shall provide County with an estimate of the minimum dollar amount City will exp6nd under the terms of this agreement during the following fiscal year; b. By January 15, County shall provide' City with-~an estimate of I County's per volume processing charge for the next fiscal year; c. By June 1, County shall establish the final per volume pro- cessing charge for the next fiscal year and notify City in writing of that per .. vol ume charge; d. By June 30, City shall establish its guaranteed minimum dollar amount for the next fiscal year and notify County in writing of that guaranteed amount. Notwithstanding the establishment of processing charges pursuant to the foregoing, County may reduce its charges at any time without advance i notice to City. Reduction in charges will normally be handled at the close of a fiscal year by issuance of a credit wh5ch may be used to offset part of a ~ subsequent charge. For the first period commencing November l, 1982 and ending June 30, 11983, the guaranteed minimum dollar amount shall be that minimum established . and in effect as of the date of execution of this agreement. For each additional annual period of service undertaken pursuant to paragraph 1 of. this agreement, the minimum dollar amount and applicable pro- cessing charge shall be established according to the provisions/guidelines set forth in paragraph 9 of this agreement. ll. Statement of Processing Charges. Statements of charges for pro- cessing carried out pursuant to this agreement shall be prepared by County and delivered to City at the quarterly intervals indicated below. a. A written statement on or before the 15th day of October of each such year for the period from July 1 through September 30, inclusive, next preceding the statement; b. A written statement on or before the 15th day of January of each such year for the period from October 1 through December 31, inclusive, next preceding the statement; . c. A written statement on or before the 15th day of April of each year for the period from January 1 through ~March 31, incluSive, next pre- ceding the statement; -' d. A written statement on or before 'the first day of July of each such year for the period from April 1 through June 30, inclusive, next' Preceding the statement. County shall calculate the amount chargeable to City for eaCh above-described billing period by multiplying the applicable established annual charge per volume times the number of volumes processed by County for City during that period. · Within thirty (30) days after the receipt of each such written ! statement from County, City shall make payment to County for the amount due t thereunder. 12. Meeting the Guaranteed Annual Minimum. City shall pay the I minimum dollar amount, as established pursuant to paragraph l0 of this -4- agreement, by furnishing to.County for processing a sufficient number of !volumes to produce, at the established per volume charge, the required minimum dollar amount for the annual period. If the total number of volumes furnished by all members during the ~annual period is insufficient to produce the 'minimum dollar amount required to operate the center, each City Library which fell short of its guaranteed mini- mum dollar amount shall make a lump sum payment to the County in an amount equal to its pro rata share of the deficiency. At the end of each annual period of service under this agreement, County shall notify City if City has fallen short of the minimum dollar amount it guaranteed for the period. The amount of the deficiency shall be stated in writing. Within thirty (30) days after the receipt of said written statement from County, City shall make payment to County for the amount due thereunder. If either party to this agreement terminates said agreement pursuant to paragraph l, County shall notify City of any existing deficiency in guar' anteed minimum, prorated for the actual period of service under the agreement~.- City shall thereupon pay within thirty (30) days. 13. Appropriation of Funds. All obligations of City for payment of any funds referred to herein Shall be subject to the condition precedent that valid appropriations authorizing expenditure of said funds shall be iaccomplished and effective. 14. Notices. All notices and other communications required by this agreement shall be in writing and shall be addressed as follows- Notices to County: County Librarian San Mateo County Library 25 Tower Road Belmont, California 94002 NotiCes to City' City Librarian City of South San Francisco 840 W. Orange South San Francisco, California 94080 -5- IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed on the day and year f~rst aboVe written. 'COUNTY OF SAN MATEO Chairman, Board of!Supervisors ATTEST' CITY OF SOUTH SAN FRANCISCO Ma~o~ ATTEST- City Clerk -6-