HomeMy WebLinkAbout1978-02-07; City Council; 894-4; Library Master Plan Report Revision & Update•_ CITY OF CARLSBAD
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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
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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.
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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
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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
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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.
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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:
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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
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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
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` 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.
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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.
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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
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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.
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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
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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
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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)•'.
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28 -w.""
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