SR 05-09-2017 3I
Ci ty Council
Report
City Council Meeting : May 9, 2017
Agenda Item: 3.I
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To: Mayor and City Council
From: Patty Wong, Director of Library Services , Library Services Department
Subject: Authorize the City Manager to negotiate and execute an operating agreement
with the Friends of the Santa Monica Public Library
Recommended Ac tion
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an operating agreement with the Friends of the Santa Monica Public Library
(Friends) to establish terms and conditions under which the City would continue to
pr ovide the Friends with space to operate a bookstore on the premises of the Main
Library located at 601 Santa Monica Blvd.
Executive Summary
The Santa Monica Public Library and the Friends of the Library Board of Directors wish
to memorialize the relations hip between the Library and the Friends by adopting an
operating agreement that would allow the Friends to continue to operate the bookstore
on Main Library property in an independent manner .
Allowing the bookstore to operate would continue to bring high quality low cost materials
to the community for education and pleasure contributing to the overall wellbeing of the
community. Bookstore operations also engage volunteers who wish to connect with
others and serve the Library and the City. Additionally, fu nding generated by the
bookstore would continue to enrich the Library’s programs contributing to lifelong
learning.
Background
The Friends of the Santa Monica Public Library was founded in 1962 as an organization
to support the Library through fundraisin g and volunteer activities. The purpose is to
raise funds to enhance the Library’s facilities and services; to encourage gifts,
endowments and bequests for the enrichment of the Library’s collections; and to
contribute to the cultural life of Santa Monica by offering a variety of programs for all
ages.
Prior to 2006 the Friends of the Library had storage for materials and workspace in the
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basement of the Main Library located at 1343 6 th Street. They also held bi -annual book
sales in the parking garage of the Main Library. In 2006 the Friends of the Library
began operating a 1,635 square foot bookstore on the premises of the Main Library
located at 601 Santa Monica Blvd., which allowed them to be regularly open to the
public.
Discussion
The Friends curre ntly provide approximately $100,000 in annual funding to the Library,
and much of that funding is revenue from the sales of material in the Friends bookstore.
The bookstore provides the public access to inexpensive books, DVDs, CDs,
audiobooks, and other m edia. It is also a resource that encourages the reuse of
materials through community donations and library discards.
In order to continue to operate the bookstore on Library property, contribute funds to
Library programs and services, and enhance the lear ning and thriving of Santa Monica
residents , the Library and the Friends Board of Directors wish to memorialize the
relationship between the Library and the Friends by adopting an operating agreement.
The Friends use the premises to operate a used bookst ore which generally involves
coordinating volunteers, processing donated materials it has received (e.g., new and
used books, library discards, magazines, CDs, DVDs, audiobooks, and other media
appropriate for resale), and storing, sorting, pricing, and se lling said material.
Staff have reviewed operating agreements and best practices between Friends of the
Library organizations and libraries in neighboring communities. The Friends of the
Library Board of Directors voted to accept the operating principles of the agreement at
their Board meeting on March 13, 2017.
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a formal operating agreement with the Friends of the Santa Monica Public
Library to establish the follow ing terms and conditions under which the City will continue
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to provide the Friends with space to operate a bookstore on the premises of the Main
Library:
The City has allocated 1,635 square feet of space to the Friends for the book
store operation on Li brary premises.
The term of the agreement will be for one year and will be automatically
extended for additional one -year periods up through 2027, unless terminated for
cause or in the event the Library must reclaim the premises for core Library
servic es.
The Friends will use the premises to operate a used book store, which involves
receiving donated materials (e.g., new and used books, magazines, library
discards, and other media appropriate for resale), and storing, sorting, pricing,
and selling s aid material.
The Friends will use all book store net proceeds (i.e., revenue receipts, less
bookstore expenses) to support Santa Monica Public Library programming and
operations.
The Friends shall procure and maintain for the duration of the agre ement a
commercial general liability insurance policy with limits of no less than
$1,000,000 per occurrence against claims for injuries to persons or damages to
property that may arise from or in connection with the operation and use of the
premises by the Friends, its agents, representatives, employees, or
subcontractors.
The City is committed to strengthening partnerships with civic, non -profit, neighborhood
and business organizations. The long -standing relationship with the Friends not only
provides the Library with significant funding and the amenity of a used bookstore widely
enjoyed by Library patrons, it also provides an organized bond between the Public
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Library and the public that our libraries serve.
An alternative solution would include a hi gher level of staff involvement in oversight and
day to day operation of the bookstore. Day to day operation of the bookstore includes
establishing policies and procedures, recruitment and training of volunteers, scheduling
bookstore volunteers, sales and cash handling, and customer service. Other duties
would include overseeing processing, sorting, weeding, pricing, and selling material.
This option would allow more staff control of the bookstore , however , it would require
Library staffing that does not cu rrently exist.
Financial Impacts and Budget Actions
There is no immediate, or future, financial impact to the City or budget action necessary
as a result of entering into an operating agreement with the Friends of the Library.
Prepared By: Rachel Foyt , Senior Administrative Analyst
Approved
Forwarded to Council
REFERENCE:
Agreement No. 10456
(CCS)