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HomeMy WebLinkAbout1978-02-07; City Council; 894-4; Library Master Plan Report Revision & Update•_ CITY OF CARLSBAD aICA AGENDA BILL NO. Initial: • —� Dept.Hd. DATE:* February 7, 1978 C. Atty. DEPARTMENT: City Manager _ C. Mgr. .Subject: LIBRARY MASTER PLAN REPORT Revision and Update Statement of the Matter Mr. Raymond M. Holt has submitted a proposal to revise and update the existing report,as requested by the City Council. Mr. Holt proposes to revise and update the report for a fee of $7,500. The proposed work would be completed in 120 calendar days following execution of an agreement. Funds are available in the Library Account 1-140-2450. Exhibit Proposal dated January 6, 1978 from Mr. Raymond M. Holt Agreement between the City of Carlsbad and Raymond M. Holt Resolution No. 3 G approving Agreement.and authorizing Mayor to execute 'same. .. Recommendation If Council desires to proceed with -the -project as proposed, yotir'action would be to -adopt Resolution Wo.aap ..approving . the Agreement Council action �r 24-78 The mattVr' was continued"to a later date. 3-8-78 Resolution No. 5306 was adopted, approving -an agreement between the City of.Carlsbad and Raymond M. Holt for revision and update of the Library Master Plan Report and authorizing the Mayor to execute said agreement. PROPOSAL 14ASTER PLAN STUDY: CARLS3AD CITY LIBRARY Submitted by: Raymond M. Holt, Library Consultant, January 6, 197 8 I. SCOPE AND OBJECTIVES OF THE MASTER PLAN STUDY. The proposed Master Plan study will provide a revised and updated Master Plan for the Carlsbad City Library based upon a full review of all pertinent data. The study will focus upon facility needs as -�y relate to operational requirements which respond to projected trends in popula- tion growth and disbursement. Appropriate recommendations will be made to serve as guidelines for the continued development of the library. II.' COVERAGE. The Master Plan study will cover at least the following areas: 1. Review of all pertinent portions of the 1973 Master Plan. 2. Study tfie impact on the library's services and facilities of the t area's demographic growth and characteristics as projected by the City. 3. Determine the primary characteristics, of library services which will be required to meet the needs of the projected population. 4. Evaluate _geographic and demographic factors as they relate to the location of the Carlsbad City Library's physical facilities, including the Central Library and such branches and other exten- sions as may seem necessary; special emphasis will be given the La .Costa area. S. Review impact of library services ,provided by other agencies, including schools, academic institutions and adjacent communities. 6. Relate anticipated development of the library to the projected growth of the City's financial cappb-iity, and indicate funding requirements. -2- 7. Create a "time -line" indicating the approximate schedule for library capital projects. III. THE WORK PROGRAM. The following work program has been synthesized from a structuring of individual tasks to be performed during the course of the study. Since two or more of these activities may take place simultaneously, the work program does not, in itself, provide an accurate schedule. A. Community Analysis. Since the validity of the study and its recommendations for the library rests upon an accurate assessment of the present and future community to be served, material will be gathered to provide a socio- economic profile of the area. Demographic data known to have a high correlation with library usage will receive special attention. From i these findings, the probable nature and extent of future library ser- vice will be projected. C. Library Services. Library services and operations will 'be examined within the con- text of current and projected community need. Attention will be given (1) organizational framework, (2) collections, (3) services, (4) staf- fing, and (5) operations and procedures, since these are the primary factors in projecting facility requirements. Particular note will be paid the probable effect of any future extensions program. D. Children's Services. In view of the projected plan for a separate children's library facility, the Master Plan study will review the Carlsbad City Library's program of services for children and analyze various approaches to the continued development of such services. Consideration will be given r i -3- to the interrelationship of the children's services to facilities, other library service components, and public usage. E. Extension Services. Using data gathered as part of the community analysis, the future need for extension services will be explored. Various extension tech- niques, including branches, stations, and bookmobiles, will be examined for possible applicability. The La Costa area will be accorded special attention. F. Library Facilities. Space requirements projected for a central library building will be compared with the space available in the present structLxe. Recom- mendations will be made for any possible improvement in current space utilization. Taking into consideration the total projected capital needs of the City of Carlsbad, a plan will be generated for library facilities, including the Central Library and any branches recommended as a result of the study of extension facilities. A schedule will be constructed to provide a time -frame for a Library building program. Criteria for the selection of library building sites will be supplied and specific recommendations made where feasible. IV. METHODOLOGY. A variety of methods will be employed in the proposed Master Plan study. Those listed below are indicative but not necessarily all inclusive. A. Use•of Existing Information Sources. Existing sources of information in the form of other studies, re- ports, budget and planning documents, etc., will be used initially as a basis for the study. i -4- B. Interviews. It is expected that a considerable amount of vital information will be gathered through interviews of City Council members, Library Board members, City personnel, library personnel, and others con- cerned with the library. C. Surveys. If deemed necessary after a review of existing data, one or more questionnaire surveys may be used to gather information. A pin -map locator study of library users will be made as an important adjunct in the study of library facility location. D. Library Records. Pertinent library records will be reviewed and the data they con- twin'used to the extent such information is pertinent to the objectives of the study. E. Observation. Additional information will be gathered by observation of current library activities, programs, operations,*and services throughout the data -gathering phase of the study. F. On -Site Examination of Potential Library Building Locations. Using accepted criteria for the location of library facilities, various sites will be examined and evaluated for both the Central Library and any recommended branch facilities. V. THE MASTER PLAN REPORT. A. The Written Report. The Duster Plan report will consist of a summary of findings, recommendations, and guidelines for achieving specific goals set forth in the study. The report will include at least the following: -5- 1. Key findings resulting from study data. 2. A Master Plan with guidelines for continuing the development of the Carlsbad City Library in keeping with community growth. 3. Description of capital needs for both the Central Library and any branches and/or other extension facilities which might be recommended. 4. A statement of criteria useful in determining prime locations for library facilities. S. A general time schedule for accomplishing the projected capital program. 6. A discussion of the financial implications of the Master Plan. B. Oral Presentation. At the conclusion of the study, an oral presentation of major find- ings and recommendations will be made to the City Council, Library Board, and others interested in the future of the Carlsbad City Library. VI. SCHEDULE OF WORK. The work included in this proposal shall be completed in 120 calendar days, beginning with the execution of an Agreement between the City of Carls-. bad and the Consultant; submittal of the Master Plan report shall mark the completion of the Master Plan study; the oral presentation can then occur at a later date mutually agreed upon. r VII. PROJECT COST. The objectives of this proposal will be achieved at a cost of Seven Thousand Five Hundred Dollars ($7,500.00), including 25 Xeroxed copies of the Master Plan report. (Additional copies will be supplied at cost.) This fee includes all services provided by the Consultant during the course s r -6- of the study, except that any travel required to locations outside San Diego County shall be subject to reimbursement as agreed upon prior to such travel. A retaining fee of Two Thousand Dollars ($2,000.00) shall be due and payable upon execution of the Agreement between the City of Carlsbad and the Consult- ant; the remainder shall be payable upon presentation of monthly invoices, except that a final payment of Five Hundred Dollars ($500.00) shall be due and payable upon submission of the completed Master Plan report. Respectfully submitted this 6th day of January, 1978. Ra and M. Holt, Library Consultant • ` EXHIBIT A to AGREEMENT Resolution No. 5306 This Agreement is -made the 10th day of March , 1978 between the City of Carlsbad, a municipal corporation of the State of California, hereinafter referred to as "City," and Raymond M. Holt, P. 0. Box 745, Del Mar, California, hereinafter referied,to as "Consultant." RECITALS 11 WHEREAS, the City desires to revise and update an existing y Library Master Plan Report; and WHEREAS, the Consultant possesses special skills and expertise in the library field; and WHEREAS, the Consultant prepared the existing Master Plan Report and has demonstrated the necessary skills and expertise to provide the desired service; and WHEREAS, the Consultant has presented a proposal to perform certain services as requested by the City; NOW, THEREFORE, in consideration of their mutual covenants and ccnditions, the parties hereto agree as follows: 1. DUTIES OF THE CONSULTANT The Consultant agrees to provide the services listed in his proposal submitted January 6, 1978, entitled, Master Plan Study: Carlsbad City Library, and attached hereto as Attachment 1. M 2. DUTIES"OF THE CITY - (a) The City will make payment to the Consultant as provided in this agreement. (b) The City will make available to the Consultant any records, studies, or other information in the city's possession related to the proposed project. (c) The City will designate to Consultant in writing the representative authorized to act for it under this agreement. (d) The City will assist Consultant in arranging meetings necessary to conduct the services herein. (e) The City will examine documents submitted by the Consultant, render decisions, and advise Consultant as promptly as possible to avoid unreasonable delay in the progress of Consultant's work. 3. TERMINATION OF AGREEMENT The City may terminate this agreement at any time by giving written notice to the Consultant of such termination and specifying the effective date thereof, at least fifteen days before the effective date of such termination. In that event, all finished or unfinished documents and other materials prepared pursuant to this agreement shall, at the option of the City, become its property. -2- 4. RELEASE OF INFORMATION BY'CONSULTANT Any reports, information or other data, prepared or assembled by the Consultant under this agreement shall not be made available to any individual or organization by the Consultant Without the prior written approval of the City. 5. OWNERSHIP, PUBLICATION,'REPRODUCTION AND USE -OF REPORTS AND OTHER MATERIAL All documents and materials prepared pursuant to this ' agreement are the property of the City. The City shall have the unrestricted authority to publish, disclose, distribute and otherwise use, in whole or in part, any reports, data, or other materials prepared under this agreement. 6. PAYMENT The Consultant will be paid a maximum of $7,500.00 for the work necessary to carry out the requirements of this agreement. The City shall pay the Consultant $2,000.00 upon execution of this agreement and the remainder shall be payable upon presentation of monthly invoices, except that a final payment of $500.O0 shall be due and payable upon submission of the completed Master Plan Report. Payment shall be made within fifteen (15) days of receipt by the City of the'Consultant's invoice. -•3- 8. LIMITS OF OBLIGATION The limits of the obligation of the City under this agreement is in the sum of $7,500.00, which amount is estimated to be sufficient to compensate the Consultant for all services performed hereunder during the terms of this•agreement. In the event at any time it appears to the Consultant that said sum may not be sufficient, he shall immediately so notify the City Manager. He will not perform any work or incur any obligation beyond said sum of $7,500.00, without appropriate amendment to this agreement. 9. HOLD HARMLESS The Consultant will indemnify the City against and hoxd it harmless from all and any cost, expense, or liability for damages on account of injury or death to persons or damage to property resulting from or arising out of or in any way connected with the performance by Consultant of this agreement, including the defense of any action arising therefrom. Consultant will reimburse the City i for all costs,. expenses and losses incurred by it in con- sequence of any claims, demands and causes of action which may be brought against it by a person arising out of the performance by Consultant of this agreement. -4- 11 10. IND PENDENT CONTRACTOR 11. 12. Consultant in accordance with his status as an independent contractor, covenants and agrees that he, will conduct him- self consistent with such status that he will neither hold himself out as nor claim -to be an officer or employee of the City by reason hereof, and that he will not by reason hereof, make any claim, demand, or application to or for any right or privilege applicable to any officer or employee of the City including, but not limited to, worker's compensation coverage, unemployment insurance benefits, social security coverage, or retirement member- ship credit. ASSIGNMENT OF CONTRACT Consultant shall not assign this contract or any part thereof or any monies due or to become due thereunder without the prior written consent of the City. SUBCONTRACTING The Consultant shall not subcontract any of the work to be performed under this contract by Consultant without prior written approval from the City Manager. If any subcontracting is approved, the Consultant shall be fully responsible to the City for the acts and omissions of its subcontractor and of the persons either -5- directly or indirectly Employed by its subcontractor, as it is for the acts and omissions of persons directly employed by it. Nothing contained in this contract shall create any contractual relationship between any subcontractor of Consultant and the City. The Consultant shall bind every subcontractor of a subcontractor by the terms of this contract applicable to its work unless specifically noted to `the contrary in the subcontract in question approved in writing by the City. PROHIBITED INTEREST No official of the City who is authorized in such ! capacity and on behalf of the City to negotiate, make, accept or approve, or to take part in negotiating, making, accepting or approving any architectural, engineering, inspection, construction, or material supply contract or any subcontract in connection with the construction of the project, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer, employee, architect, attorney, engineer or inspector of or for the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory or other ! similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. 14. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent or employee of the City, either before, during or after the executing of this contract, shall affect or modify any of the terms or obligations herein contained, nor such verbal agreement or conversation entitle the Consultant to any additional payment whatsoever under the terms of this contract. IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day and year first above written. CITY OF CARLSBAD r''• ''• A Municipal Corporation of the S ate of Calffornia By l ,: ROBERT C. FRAZEE ,, Mayo`r RAYMOND M. HOLT B YMRA OND M. HOLT Consultant APPROVED AS TO FORM: V CEN 0, Jr, ity Attorney i r4. 0 RESOLUTION NO. 5306 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA APPROVING AN ?j AGREEMENT BETjrEEN THE CITY OF CARLSBAD AND RAYMOND M. HOLT FOR REVISION AND 4 UPDATE OF THE LIBRARY MASTER PLAN REPORT AND AUTHORIZING THE MAYOR TO EXECUTE SAID 5 AGREEMENT. 6 The City Council of the City of Carlsbad, California, does 7 hereby resolve as follows: 8 1. That that certain agreement between the City of 9 Carlsbad and Raymond M. Holt for revision and update of the s 10 Library Master Plan Report, a copy of which is attached hereto 11 marked Exhibit A and incorporated herein by reference, is hereby 12 approved. 13 2. That the Mayor of the City of Carlsbad is hereby 14 authorized and directed to execute said agreement for and on 15 behalf of the City of Carlsbad. an lg PASSED, APPROVED AND ADOPTED at / regular meeting of the 17 City Council of the City of Carlsbad, California, held on the 18 8th day of March , 1978, by the following 19 vote, to wit: 20 AYES: Councilmen Lewis, Packard and Skotnicki 21 NOES: Councilman Frazee and Councilwoman Casler 22 ABSENT: None 23 I P6--& ,Ac Y-7 ee'VL':�- ROBERT C. FRAZEE, Mayor 24 ATTEST: 25 ' �✓ MAR T E. ADAMS, City Clerk 26 (seal)•'. 27 28 -w."" J