SR-07-22-1980-10ASanta Moni California, July 3, 1980
104
TO: Mayor and City Council JUL 2 2 W)
FROM: Library Board
SUBJECT: A Recommendation to Transfer Membership from One
Cooperative Film Circuit to Another
Introduction
This report presents a recommendation of the Library Board
that the City withdraw its membership in the Film Council Circuit
Commission, a Joint Powers Agreement; and enter into a Joint Powers
Agreement with the Public Library Film Circuit Commission.
Background
Cooperative film circuits are a way in which a public library
can stretch its film purchasing dollar through the pooling of a
portion of its film budget with that of other member libraries.
The pooled funds are used to purchase and maintain 16mm films which
are made available for loan to the users of each library's film
service.
Santa Monica has been a member of the Film Council Circuit
Commission since 1959. The nominal annual membership fee, which
is currently $1,000, augments the number of films available for
loan to Santa Monica's film borrowers by approximately 260 films.
The films are divided into packets containing twenty to thirty
films which are rotated on a monthly basis among the member
libraries. New films are selected by film librarians at periodic
selection meetings, and the films when purchased are added to the
rotating packets. The film circuit is administered by the Film
Circuit Commission, composed of the library directors of the
member libraries.
JUL 2 2 100
Mayor and City ouncil
- 2 - July 3, 1980
In order to give our film users access to a better selection of
films in areas better suited to their needs, we recommend changing
our affiliation from the Film Council Film Circuit (FCC) to the Public
Library Film Circuit (PLFC). An analysis of the titles in the PLFC
collection has revealed a greater number of films that will fill the
particular demands of our users; namely: children's films, travelogs,
sports films, classic comedy and feature films. In addition, PLFC
films are newer and in better condition. We are receiving increasing
numbers of complaints from users of FCC films that they have become
outdated in subject and are in poor physical condition. Some FCC
films require excessive repair by Santa Monica film staff before
they can be loaned. Circulation of circuit films is beginning to
decline. The more rigorous standards in PLFC for film maintenance
and discard of outdated or damaged films would alleviate this problem.
The organization of the Public Library Film Circuit is very simi-
lar to the Film Council Film Circuit. The Joint Powers Agreements
of the two circuits are virtually identical. It is governed by a
Commission composed of one representative from each of the contracting
agencies, designated in the by -laws as the Library Director. The
Altadena Library District acts as fiscal agent, and handles all
purchasing and fund accounting. The membership fee is set by the
members of the Commission at their annual meeting. Currently, this
is $1,000. In addition, public agencies joining PLFC must pay a
one -time initiation fee of $2,500.
Funds for the initiation and membership fees are available in
Account 01- 400 -611- 000 -407.
The City Attorney's staff has reviewed the Joint Powers Agreement
and has approved it.
Mayor and City 'u,uncil
- 3 - July 3, 1980
Library Board Action and Recommendation
The Library Board at its regular meeting of June 18, 1980 voted
to recommend to the City Council that Santa Monica withdraw from the
Film Council Circuit Commission and enter into the Joint Powers Agree-
ment with the Public Library Film Circuit Commission.
They also recommended that the City Council designate City
Librarian Carol A. Aronoff as the City's representative on the
Commission.
Prepared by: Carol A. Aronoff
Attachment: Joint Powers Agreement
• t
Santa.Monicai "- ,d] fornia, July 3, V //11�.980
4
TO Mayor and City Council JUL 2 2'9
FROM: Library Board
SUBJECT: A Recommendation to Transfer Membership from One
Cooperative Film Circuit to Another
Introduction
This report presents a recommendation of the Library Board
that the City withdraw its membership in the Film Council Circuit
Commission, a Joint Powers Agreement; and enter into a Joint Powers
Agreement with the Public Library Film Circuit Commission.
Background
Cooperative film circuits are a way in which a public library
can stretch its film purchasing dollar through the pooling of a
portion of its film budget with that of other member libraries.
The pooled funds are used to purchase and maintain 16mm films which
are made available for loan to the users of each library's film
service.
Santa Monica has been a member of the Film Council Circuit
Commission since 1959. The nominal annual membership fee, which
is currently $1,000, augments the number of films available for
loan to Santa Monica's film borrowers by approximately 260 films.
The films are divided into packets containing twenty to thirty
films which are rotated on a monthly basis among the member
libraries. New films are selected by film librarians at periodic
selection meetings, and the films when purchased are added to the
rotating packets. The film circuit is administered by the Film
Circuit Commission, composed of the library directors of the
member libraries. 1
JUL 2 2 M0
Mayor and City Council
- 2 - July 3, 1980
In order to give our film users access to a better selection of
films in areas better suited to their needs, we recommend changing
our affiliation from the Film Council Film Circuit (FCC) to the Public
Library Film Circuit (PLFC). An analysis of the titles in the PLFC
collection has revealed a greater number of films that will fill the
particular demands of our users; namely: children's films, travelogs,
sports films, classic comedy and feature films. In addition, PLFC
films are newer and in better condition. We are receiving increasing
numbers of complaints from users of FCC films that they have become
outdated in subject and are in poor physical condition. Some FCC
films require excessive repair by Santa Monica film staff before
they can be loaned. Circulation of circuit films is beginning to
decline. The more rigorous standards in PLFC for film maintenance
and discard of outdated or damaged films would alleviate this problem.
The organization of the Public Library Film Circuit is very siTi-
lar to the Film Council Film Circuit. The Joint Powers Agreements
of the two circuits are virtually identical. It is governed by a
Commission composed of one representative from each of the contracting
agencies, designated in the by -laws as the Library Director. The
Altadena Library District acts as fiscal agent, and handles all
purchasing and fund accounting. The membership fee is set by the
members of the Commission at their annual meeting. Currently, this
is $1,000. In addition, public agencies joining PLFC must pay a
one -time initiation fee of $2,500.
Funds for the initiation and membership fees are available in
Account 01 -400- 611 - 000 -407.
The City Attorney's staff has reviewed the Joint Powers Agreement
and has approved it.
I
Mayor and City Council - 3 - July 3, 1980
Library Board Action and Recommendation
The Library Board at its regular meeting of June 18, 1980 voted
to recommend to the City Council that Santa Monica withdraw from the
Film Council Circuit Commission and enter into the Joint Powers Agree-
ment with the Public Library Film Circuit Commission.
They also recommended that the City Council designate City
Librarian Carol A. Aronoff as the City's representative on the
Commission.
II
Prepared by: Carol A. Aronoff
Attachment: Joint Powers Agreement
JOINT POWERS AGREEMENT
WHEREAS, the following public agencies: The ALTADENA LIBRARY
DISTRICT, the CITY OF AZUSA, the CITY OF BEVERLY HILLS, BUENA PARK
LIBRARY DISTRICT, the CITY OF CERRITOS, the CITY OF DOWNEY, the CITY
OF HUNTINGTON BEACH, the CITY.OF MONTEREY PARK, the PALOS VERDES
LIBRARY DISTRICT, the CITY OF POMONA, the CITY OF REDONDO BEACH, the
CITY OF SANTA FE SPRINGS, the CITY OF SANTA MONICA, the CITY OF
TORRANCE, the YORBA LINDA LIBRARY DISTRICT, and each of them maintain
and operate, as a division of agency of local government, a Public
Library: and
WHEREAS, each of the public agencies provides the necessary public
funds for the operation of the public libraries; and
WHEREAS, each of the public agencies has the power to approve the
expenditure of funds on the part of the public library for the pro-
curing of films to be made available to persons utilizing the public
library facilities; and
WHEREAS, it has been found and determined that the creation of a
common film or audio - visual inventory in which the respective public
library of each of the public agencies may participate will greatly
increase the availability of a more extensive supply of films or
audio - visual media, thereby providing additional benefit to all
persons using the respective library facilities as the same are
maintained by each of the public agencies; and
WHEREAS, the public agencies are authorized to contract with each
other for the joint exercise of any common power under Article I,
Chapter 5, Division 7, Title I, of the Government Code of the State
of California;
NOW, THEREFORE, THE FOLLOWING CONTRACTING public agencies: The
ALTADENA LIBRARY DISTRICT, the CITY OF AZUSA, the CITY OF BEVERLY HILLS,
BUENA PARK LIBRARY DISTRICT, the CITY OF CERRITOS, the CITY OF DOWNEY,
the CITY OF HUNTINGTON BEACH, the CITY OF MONTEREY PARK, the PALOS VERDES
LIBRARY DISTRICT, the CITY OF POMONA, the CITY OF REDONDO BEACH, the
CITY OF SANTA FE SPRINGS, the CITY OF SANTA MONICA, the CITY OF TORRANCE,
the YORBA LINDA LIBRARY DISTRICT, and each of them, for and in considera-
tion of the mutual promises and agreements hereinafter stated and the
performance thereof, and for other valuable and adequate consideration,
do hereby promise and agree for and on behalf of themselves and their
successors in interest as follows:
I
PURPOSE OF AGREEMENT, COMMON POWER TO BE EXERCISED
This agreement, made under the provisions of Article I, Chapter 5,
Division 7, Title I of the Government Code of the State of California,
is for the purpose of providing for the creation and establishment of
a common pool or supply of film and audio - visual material which shall
be made available to the public library of each of the contracting
agencies on a participating basis. The purpose will be accomplished
and the common power exercised in the manner hereinafter set forth.
II
THE COMMISSION, ITS POWERS AND RESTRICTIONS
To administer and execute this agreement, there is hereby con-
stituted an entity separate and apart from the entities of the parties
to this agreement,
To be designated: "THE PUBLIC LIBRARY FILM CIRCUIT COMMISSION,"
hereinafter sometimes referred to as "the Commission."
The Commission may take, acquire, purchase, lease, hold, own,
exchange, sell, convey, release and maintain such films and other
audio - visual media as may be deemed to be in the mutual interest of
the parties hereto. The Commission shall prescribe rules, regulations
and standards, under and by virtue of which the library facilities of
the several contracting entities may participate in the use of all
such materials. The Commission shall have the power to appoint or
employ such officers, agents and professional services as may, from
time to time, appear reasonable and necessary in the exercise of its
powers under this agreement and shall do all other acts necessary for
the exercise of the expressed common power and for the purpose
specified in Paragraph I hereof, subject only to such limitations
and restrictions as may be set forth herein.
III
COMMISSION MEMBERS
The membership of the Commission shall at all times be equal to
the number of contracting entities becoming and remaining as a party
hereto. Within 6Q days after the execution of this .Agreement, the
governing body of each contracting public agency shall appoint one
member who shall be its representative on the Commission. The
member shall serve and be subject to removal and replacement at the
pleasure of the contracting public agency appointing him and on
resignation, removal or incapacity of any member, the contracting
public agency that appointed such member shall within 60 days
appoint a replacement. Each Commission member shall file with the
Commission a certified copy of the Resolution of the contracting
public agency which appointed him. The Commission shall elect one
of its members President and he shall preside at the meetings. The
term of President shall be one year and a President may not succeed
himself to a successive term.
IV
COMMISSION MEETINGS
The Commission shall fix the time and place for its meetings and
shall hold at least one annual meeting. Special meetings may be
called from time to time by the President, or upon written request
therefor by at least one -third of the members. A special meeting
may be called by the President, or upon written demand by one -third
of the members of the Commission, by delivering personally or by mail
written notice to each Commission member. Such notice must be
delivered personally or mailed at least forty -eight (48) hours before
the time of such meeting. The call and notice shall specify the time
and place of the meeting and the business to be transacted. Business
other than as specified in said notice may be considered at such
special meeting only upon consent of a quorum of those members present.
All meetings of the Commission shall be open to the public. The
Commission shall cause its Secretary to keep full and complete minutes
of all meetings.which shall be public documents and available for
inspection at the office of the Secretary at all times..
Each member shall receive such compensation for this service as
shall be determined and paid by the contracting agency appointing him.
No business may be transacted without the quorum of the members of
the Commission being present. A quorum shall consist of three - fourths
or more of the members, and a vote of a majority of the Commissioners
present shall be required to transact business. The Commission shall
adopt appropriate rules, not inconsistent herewith, for the orderly
transaction of its business.
V
COMMISSION EMPLOYEES
The Commission shall have the power to appoint a Secretary, and
may employ and engage such other persons as may be deemed necessary
in carrying out the purposes of this agreement. The Secretary and
other persons engaged shall receive such compensation as may be
fixed by the Commission. The Treasurer of thei Commission shall be
the person who shall, from time to time, be acting as the Treasurer
of the City of one of the contracting members, designated by the
Commission from time to time. Except for the Treasurer, none of the
officers or other employees mentioned in this Paragraph shall be
deemed, by reason of their employment by the Commission, to be
employed by any of the contracting public agencies. None of the
officers or employees mentioned in this paragraph may be members of
the Commission.
VI
FILM AND AUDIO- VISUAL SUPPLY
The film and audio - visual material subject to the jurisdiction
and control of the Commission shall be held, used, replaced at such
place or places as may from time to time be designated by the
Commission. Participation in the use of all such material by agencies
of the contracting parties shall be in accordance with the rules and
regulations prescribed by the Commission. The Secretary shall bill
all such participants, and all receipts shall promptly be turned
over to the Treasurer for deposit to a special account which shall
be maintained as the Commission's Account. During the first year
of its operation; each of the contracting agencies agrees to pay
to or cause to be paid through one of its agencies the sum of
$2,500.00, which shall constitute the operating fund of the Com-
mission to be used for the purposed herein set forth. The Commission
shall determine at its annual meeting the amount of funds.required
for its operation during the year, and shall prepare a budget in
accordance with such determination. The Commission shall not expend
or obligate itself for any sum or sums in excess of its operating
budget for any given fiscal year, or the total of the shares sub-
scribed by its participating members in any given fiscal year.
In order to retain its qualification for membership on the Commission
and to receive the benefits of participation in said film and audio-
visual material, each contracting party shall contribute its pro rata
share of said funds.
VII
TERMINATION
This agreement shall remain in force and effect until such time
as a majority of the members of the Commission shall agree upon the
termination thereof. Any contracting public agency shall have the right
to terminate its membership and withdraw from the Commission at any
time, provided, however, that such contracting public agency shall
not be entitled to any refund as to funds theretofore paid into the
Commission Fund as herein provided. The City withdrawing shall have
no further obligations or liability under this agreement. In the
event this agreement shall terminate by election of the majority of
members of the Commission all properties then owned by the Commission
shall be sold and the receipts therefrom deposited in the Commission's
Account. The account shall then be divided equally among each con-
tracting public agency having a member on the Commission.
VIII
REPORTS
The Secretary shall prepare or cause to be prepared an annual
report which shall include a certified audit of all receipts and
disbursements from the previous year, together with an inventory of
all material owned by the Commission. A copy of this report shall
be delivered to each of the contracting public agencies having a
member on the Commission. The Secretary shall furnish such other
reports and data as may, from time to time, be requested by the
Commission. The Commission shall keep proper books and accounts in
which correct entries of all transactions shall be made. The books
and accounts, shall, upon written request, be subject to inspection
by any duly authorized representative of each of the contracting
public agencies.
IX
METHOD FOR NEW PUBLIC AGENCIES TO JOIN THE COMMISSION
Any public agency which has a common power, as set forth in
Paragraph I of this Agreement, may join the Commission by executing
this Agreement and agreeing to abide by the terms thereof, provided,
the Commission created hereunder by a two - thirds (2/3) vote thereof
consents to the new public agency joining the Commission. The Com-
mission shall prescribe the amount of money that shall be deposited
by the new public agency joining the Commission as a prerequisite to
its becoming a member.
IN WITNESS WHEREOF, the parties hereto have caused these presents
to be duly executed with all the formalities required by law on the
respective dates set forth opposite their signatures.
ATTEST:
City Clerk
CITY OF SANTA MONICA, a municipal
corporation
1930 By
Mayor