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Res 1900 - Intergov Agr CCRLSCOUNCIL BILL NO. 2734 RESOLUTION NO. 1900 A RESOLUTION ENTERING INTO AN INTERGOVERNMENTAL AGREEMENT WITH CHEMEKETA COMMUNITY COLLEGE FOR PARTICIPATION IN THE CHEMEKETA COOPERATIVE REGIONAL LIBRARY SERVICE (CCRLS) AND AUTHORIZING THE MAYOR AND LIBRARY MANAGER TO SIGN SAID AGREEMENT. WHEREAS, the City has, for a number of years, participated in the Chemeketa Cooperative Regional Library Service (CCRLS); and WHEREAS, participation in CCRLS enables city residents to have access to free reciprocal borrowing privileges and the use of an automated library system involving other participating libraries; and WHEREAS, it is in the interest of the city to continue this service; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and Library Manager are authorized to execute an intergovernmental agreement with Chemeketa Community College on behalf of the City for participation in the Chemeketa Cooperative Regional Library Service (CCRLS). Section 2. That a copy of said agreement is attached hereto and, by this reference, is incorporated herein. Approved as to form. City Attorney Ap Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: M Mary e ant City Recorder City of Woodburn, Oregon Page 1 -COUNCIL BILL NO. 2734 RESOLUTION NO. 1900 ua e YFigleV,2008 yo June June 25, 2008 June 25, 2008 =moo Zo,),F CHEMEKETACMPERATIV,E oriALL UW SERWEl' P.U. Box 14007, Salem, OR 97309-7070 - Pbone: (503) 315-4584 — FAX: (503) 399-7316 INTERGOVERNMENTAL AGREEMENT Contract No. 116' 09 1. PARTIES TO AGREEMENT This agreement is entered into between Chemeketa Community College through its Chemeketa Cooperative Regional Library Service (CCRLS) hereinafter called COLLEGE and the City of Woodburn, Oregon, an Oregon municipal corporation, hereinafter called CITY. This Agreement is made pursuant to Oregon Revised Statute 190.010. 2. INDEPENDENT CONTRACTOR This agreement is by and between two independent contractors and is not intended to and m shall not be construed to create the relationship of agent, servant, employee, partnership joint venture or association. CITY, its officers, employees, and/or agents are not authorized to act as an agent of COLLEGE with respects to the fiscal and administrative management responsibilities of COLLEGE under this agreement. I 3. PURPOSE/STATEMENT OF WORK The purpose of this agreement is to provide for the participation of the library of CITY in the CCRLS, a cooperative of member libraries in the COLLEGE district, under the terms and conditions set forth herein. 4. TERM AND TERMINATION 4.1 This Agreement shall be effective for the period commencing July 1, 2005 and ending on June 30, 2013 unless sooner terminated or extended as provided herein. 4.2 This agreement shall be amended yearly to incorporate a revised compensation schedule for the next fiscal year effective July 1. 4.3 This agreement may be terminated by mutual consent of the parties at any time. 4.4 COLLEGE may terminate this agreement effective upon delivery, of written notice to CITY or at such later date as may be established by COLLEGE under any of the following conditions: Chemekem Community College/ City of Woodburn CCC tit W09 • Page 2 a. if funding from federal, state, or other sources is not obtained or continued at levels sufficient to allow for the purchase of the indicated quantity of services. This agreement may be modified to accommodate a reduction in funds. b. If federal or state regulations or guidelines are modified:, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this agreement or are no longer eligible for the funding proposed for payments authorized by this agreement. C. if any license, certificate, or insurance required by law or regulation to be held by CITY to provide the services required by this agreement is for any reason denied, revoked or not renewed. 4.5 Either party may terminate this agreement upon the other's material breach of any of its terms, by giving written notice to the party in breach at least 60 days in advance of the effective date of termination. Cure of the breach by the party in breach within the 60-day period shall void the notice of termination. 4.6 This agreement may be terminated by either party without breach by the other upon giving written notice to the other party no later than May 1 of any year. Termination shall be effective at midnight on the following .lune 30. It is the intent of this paragraph that the parties recognize an obligation of good faith to create and continue a long-term relationship by virtue of this agreement. 4.7 Any such termination of this agreement shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination. 4.8 In the event either party terminates this agreement, COLLEGE shall provide to CITY its current bibliographic, borrower, and circulation records and databases in machine- readable media and format. 4.9 In the event that the CCRLS activities of the COLLEGE should cease and the assets and operations of CCRLS are not assumed by a successor providing equivalent service, then all assets of the CCRLS Automated System shall be transferred to participating cities without charge. 5. CONSIDERATION 5.1 CITY will be compensated by COLLEGE in the amount shown in Attachment A — Compensation Schedule for the CITE providing nonresident library service for the residents of the COLLEGE District. Payments shall be made in four equal, installments at the end of each quarter. 5.2 The COLLEGE shall pay the CIW for each net loan provided, i.e., the difference between the number of CITY items loaned to and checked out in another library and the Chemeketa Community College/ City of Woodburn CCG #116-04 = Page 3 number of items owned by other libraries borrowed and checked out by the CITY library. Tabulation of net loans shall be provided by the CCRLS automated integrated library system. Each net loan shall be paid in the amount shown in Attachment A. Payments shall be made quarterly. 6. RESPONSIBILITIES OF PARTIES 6.1 UNDER THE TERMS OF THIS AGREEMENT, COLLEGE SHALL: 6. 1.1 Provide for the fiscal and administrative management of the CCRLS. 6.1.2 Maintain the following: a. - The Chemeketa Cooperative Regional Library Advisory Council , hereinafter referred to as the CCRLS Advisory Council, through which recommendations on policies of the Service can be expressed. The present membership of the CCRLS Advisory Council is attached as Attachment B. b. An ongoing liaison with Polls, Yarnhill and Marion Library Association (PYM) (or their executive committee) through which recommendations on procedures and their implementation can be expressed 6.1.3 Provide operation and maintenance of the CCTe Automated System and related databases, including: a. Maintain bibliographic, circulation, and borrower data in an automated database management` system. Design, applications, enhancements of, and major changes of operation to the automated system database management system shall be subject to review by the PYM Automation Committee. b. Manage the CCRLS automated system under the terms of this agreement and other applicable agreements with vendors and participating library so that CITY has access to its bibliographic, circulation, and borrower records during library business hours, and at other times as agreed upon between the CITY Library Director and the CCRLS Director. The management responsibility for the automated system includes the obligation of CCRLS to monitor and evaluate entries for new materials and retrospective conversion of cataloging of old materials in order to maintain the highest quality bibliographic MARC database.' C. Acquire and provide for effective maintenance and support of all present and future central and remote automated system equipment at its own expense, and provide for secure installation and housing for automated system except such automated system equipment as is acquired by CITY for installation at its library, or as otherwise provided in §6.2.8 of this agreement. a s 5 04 a to 0 a` nCIA. CIA ti Ob co OA 00 ig ca R pis IRA a; cr -g�,�•� ,, 'o as ty c� mac,; 04. so 14 +�- 'ri� r'Z r ^� Cy OR , p+ 5' r CCRp CL cm cr CD ca , 9A a Z3 0 "C2 C2. �►qs O '� lS. (1 "� 'c3 O p '� �., �p. �u "� u° e�-sD L n (Z .O.s '.d 8 e CD ' A O ,�y 430 { q c taxa �°'-.,''�3"` a'o n`� cnm zr CA 0 C:6 Go too to 0 rap In - EP 0 " t �,.. ` o �S.:a.cy_ _firs. ... garA oa"'gym€- �.. 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NOTICES' 15.1 Any notice required to be given CITY under the agreement shall be sufficient if given in writing to the CITY's Library Director: 15.2 Any notice required to be given COLLEGE under the agreement shall be sufficient if given in writing as follows: For COLLEGE: For CITY': Julie Huckestein Kathy Figley Assistant Chief Financial Officer Mayor Chemeketa Community College City of Woodburn P.O. Box 14007 ` 274E Montgomery Street Salem, OR 97309-7070 Woodburn, OR 97071 With a copy to With a copy to: Gregory P. Nelson Anna Stavinvha Director - CCRLS Library Manager Chemeketa Cooperative Regional Library Service Woodburn Public Library P.O. Box 14007 280 Garfield Street Salem, OR 97309-7070 Woodburn, OR 97071 Chemekda Community College! City of Woodburn CCC #11"9 - Page 1 I 16, CONTACT PERSONS FOR THIS CONTRACT For COLLEGE: For CITY: Gregory P. Nelson Anna,Stavinoha Director - CCRLS Library Manager; Chemeketa Cooperative Regional Library Service" Woodburn Public Library P.O. Box 14007 280 Garfield Strom Salem, OR 97309-7070 Woodburn, OR 97071 Phone: 503-399-4584 Phone: 503-982-5252 FAX: 503-399-7613 FAX: 503-982-5258 E-Mail:gpnelson@ccrts.org E-Mail:annastavinoha@ci.woodburn,or.us Chemekda Community College) City of Woodl uro CCC 11 116-09 - Pap 12` SIGNATURES This contract and any changes, alterations, modifications, or amendments to it shall not be effective until approved in writing by the authorized representative of the parties hereto as of the effective date set forth herein. , In witness whereof, the parties hereto have caused this agreement to be executed on the date set forth below. FOR: COLLEGE FOR: CITY Signature Date Signature Date Julie Huckestein Assistant Chief Financial Officer Kathy Figley, Mayo APPROVED: Signature Date Signature Date Greg P. Nelson, DirectorAnna Stavinoha, Library Manager Chemeketa Cooperative Regional Library Service Woodburn Public Library Vlll Cdlq 7t%IA l,% k74..iif�VCI�L wrYx 2008-09 Compensation in Section 5.1 Library Amount Quarterly Payment Amity Public Library $3,092 $773.00 Chemeketa Library $22,604 $5,651.00 Dallas Public Library $53,062 $13,265.50 Dayton — Mary Gilkey Public Library $45030 $1,007.50 Independence Public Library $30,447 $7,611.75 Jefferson Public Library $8,283 $2,070.75 Lyons Public Library $12,357 $3,489.25 Mt Angel Public Library $9,922 $2,480.50 McMinnville Public Library $111,737 $27,934.25 Monmouth Public Library $62,459 $15,614.75 Newberg Public Library $47,015 $11,753.75 Sheridan Public Library $18,627 $4,656.75 Silver Falls Library District $46,985 $11,746.25 Salem/W Salem Public Library $442,634 $110,658.50 Stayton Public Library $44,094 $11,023.50 Willamina Public Library $10,287 $2,571.75 Woodburn Public Library $63,925 $15,981.25 Wagner/Falls City School District #57 $2,335 $583.75 Compensation is section 5.2 The net loan payment rate for fiscal year 2008-09 shall be $1.50 per item. ATTACHMENT B CHEMEKETA COOPERATIVE REGIONAL LIBRARY SERVICE 2007-08 Council Members Yvonne Bashor, Chair Steven Rupp, Vice Chair/Chair Elect Marion County Lay Member Rural Lay Representative 7963 Jackson Hill Road SE 1301 NE Hwy 99W #294 Salem, OR 97306 McMinnville, OR 97128 Phone: (h) 503-370-8776 (w) 503-986-1919 Phone: (h) 503-435-2223 Cell: 971-241-9251 Internet: ymbashor@yahoo.com Internet: melcor@ontinemae.com nemac.com *Term expires: 6/30/08 +Term expires: 6/30/10 Natalie Beach Linda Carol Scott Chemeketa College Representative Yamhill County Lay Member { Director - Chemeketa Library 440 E Sbvd NE/PO Box 257 4000 Lancaster Drive NE/PO Box 14007 Willamina, OR 97396 Salem, OR 97309-7070 Cell: 971-237-5577 Phone: 503-399-5105 FAX: 503-399-5214 +Term expires: 6/30/10 Internet: nbeach@chemeketa.edu Gall Warner Scott McClure Large Library Representative City Manager Representative Director - Salam Public Library Monmouth City Manager 585 Liberty Street SE/PO Box 14810 151 Main Street W Salem, OR97309 Phone: 503-588-6071 FAX: 503-588-6055 Monmouth, OR 97361 Internet: gwamer@cityofsalem-net Phone: (b) 503-751-0145 Internet: smcclure@ci.monmouth.or.us Camila Gabaldon Winningham Polk County Lay Member Louise Meyers 344 Jacobson Court S Small Library Representative Monmouth, OR 97361 Director - Jefferson Public Library Phone: (b) 503-838-8653 FAX: 543.838.8645 128 North Main Street Internet: gabaldonc@wou.edu Jefferson, OR 97352 +Term expires: 6/30/09 Phone: 541-327-3826 Ex Off1clo Mem Internet: louise@ccrls.org *Term expires: 6/30/0$ Greg Nelson CCRLS Director Pam Pugsley 4000 Lancaster Drive NE/PO Box 14007 Medium Library Representative Salem, OR 97309-7070 Director - Stayton Public Library Phone: 503-315-4584 FAX: 503-399-7316 515 North First Avenue Internet: gpnelson@ecrls.org Stayton, OR 97383 Phone: 503-769-3313 FAX: 503-769-3218 Nancy Bayer Mid -Willamette Councilof Governments Internet: ppugsley@stayton.org 105 High Street SE *Term expires: 6/30/09 Salem, OR 97301-3667 Toni Rose Phone: 503-588-6177 FAX: 503-588-6094 Internet: nboyer@mwvcog.org PYM Chair Director - Sheridan Public Library _R2pprding Secretary 142 NW Yarnhill Street Mary Ann Giovingo, Secretary PO Box 248 4000 Lancaster Drive NE/PO Box 14007 Sheridan, OR 97378 Salem, OR 97309-7070 Phone: (b) 503-843-3420 FAX 503-843-2561 Phone: 503-399-5165' FAX: 503-399-7316 Internet: sheridan@ecrls.org Internet: maryann@cerls,org +Term expires: 6/30/08 Rev. 4111108