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HomeMy WebLinkAboutA- 6 second Library Bond applicaton 1 AGENDA ITEM TO: HONORABLE MAYOR AND CITY COUNCIL FROM: ALBERT TOVAR, LIBRARY DIRECTOR VIA: RICK COLE, CITY MANAGER DATE: MARCH 10, 2003 SUBJECT: THE CITY OF AZUSA’S CONSIDERATION AND APPROVALS REGARDING THE APPLICATION FOR CYCLE 2 LIBRARY BOND ACT OF 2000 FUNDS FOR THE CONSTRUCTION OF A NEW DOWNTOWN CENTRAL LIBRARY. RECOMMENDATION It is recommended that the City Council: 1. Approve the Plan of Service & Technology Plan for the new Azusa City Library. 2. Adopt a resolution certifying the new library project budget, local funding commitment, supplemental funds, and public library operation. 3. Authorize Mayor Cristina Madrid to sign the final application for Library Bond Act Funds for Cycle 2, which is due no later than 5:00 p.m. on March 28, 2003 to the Office of Library Construction in Sacramento. 2 BACKGROUND PLAN OF SERVICE & TECHNOLOGY PLAN The Plan of Service & Technology Plan is part of the supporting documentation submitted along with the Library Bond Act application. This plan shows how library services will be delivered in the new library. It identifies roles and responsibilities for all levels. Special programs and services are highlighted and examples of services are given. Goals, objectives, and service indicators are also given for each major service area. A technology plan is a component of the Plan of Service as it outlines how technology will be used to deliver library services. The Master Joint Venture Collaborative Agreement will be an appendix to the Plan of Service. MASTER JOINT VENTURE COOPERATIVE AGREEMENT Approval of a Master Joint Venture Cooperative Agreement between the City of Azusa and the Azusa Unified School District gives our application a “first priority” status in accordance with Library Bond Act regulations. This agreement outlines the partnership between the City and the district for resource sharing and collaboration to operate services, at the library, which benefit students K-12. Areas of collaboration include the creation of a Homework Center for Young Adults, a Homework Center for children, a Computer Center, a Career Center, and a Family Literacy Center. The district will share staff expertise, allow the City to purchase computer equipment and software using a substantial piggy- backable educational discount, and jointly with the City, explore shared access to informational databases. The Azusa Unified School District Board unanimously approved this agreement at its May 21, 2002 meeting. A minor change was made to the agreement and approved by the Azusa City Council on February 18, 2003 and will be on the AUSD Board’s agenda on March 18, 2003. RESOLUTION TO CERTIFY APPLICATION AND AMOUNTS As required by Education Code section 19995 (a), a resolution to certify the City’s application and commitment to library services must be provided. The resolution is to include the following: A. A commitment to provide the local matching fund amount identified in the library project budget and the identification of any amounts to be credited to local matching funds pursuant to section 19995 (c) and (d) B. A commitment to provide supplemental funds necessary to complete the new library project. C. The availability of the local matching and supplemental funds specified in the project budget when they are needed to meet cash flow requirements for the project. D. Commitment to the project budget specified on the Application Form. E. Affirm the accuracy and truthfulness of all information submitted in the Application Form and the required supporting documents. 3 F. A commitment to operate the completed facility and provide public library direct service. G. A commitment that the facility shall be dedicated to public library direct service use for a period of 40 years following the completion of the project. Authorize Mayor to sign the completed Application Form. This action will facilitate the signing of the Application Form once the final editing and inputting has been completed. Library Director Albert Tovar will deliver the signed Application Form and supporting documentation to the Office of Library Construction in Sacramento by March 28, 2003. WHAT IT MEANS TO APPLY IN CYCLE 2? There are fewer funds available in Cycle 2 - $110 million compared to $150 million in Cycle 1. Escalation costs for the project will now extend 46 months vs. 31 months. This means added project costs for new construction. The Office of Library Construction has estimated that Cycle 2 award announcements will be made by end of September 2003. It is unknown how many applications will be submitted in Cycle 2. For Cycle 1 there were 61 eligible applicants and 43 did not receive funding. It can be reasonably assumed that many of the 43 not receiving funding will reapply and there will be new applications. So, the total number of applications for Cycle 2 can easily surpass the total number submitted in Cycle 1. The selection process will be highly competitive. WHAT’S DIFFERENT IN OUR APPLICATION AND SUPPORTING DOCUMENTATION FOR CYCLE 2? The Azusa City Council approved a minor change to the Master Joint Venture Cooperative Agreement with AUSD on February 18, 2003. Escalation costs for new construction were added to the project. The Plan of Service & Technology Plans were significantly improved. Revisions were made to the application to bring the document up-to-date. Minor revisions were made to the floor plan. Also, for security reasons, the staff elevator now has access to the underground parking. 4 Right to Purchase Option Agreements are being renegotiated and renewed with property owners on the proposed site. Property appraisals were re-done to meet time requirements in the Library Bond Act regulations. Computer hardware costs $332,820 were added to the furniture and equipment budget for 173 computers to be used throughout the building for program and staff functions. These costs are reimbursable under the Library Bond Act regulations. FISCAL IMPACT There is a considerable fiscal impact. Azusa voters approved a local bond measure on November 6, 2001. This amount will be used as part of the local 1/3 match as required by the Library Bond Act. Refer to pages 25 and 26 in the Application Form for specific total project costs.