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R96-124RESOLUTION NO. R96-/~,~z A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING AND DIRECTING THE MAYOR AND CITY CLERK TO EXECUTE A PALM BEACH COUNTY LIBRARY COOPERATIVE INTERLOCAL AGREEMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Boynton Beach has been a member of the Palm Beach County Library Cooperative since 1972; and WHEREAS, the State Library revised its' Rules to include Cooperative Systems in the distribution of State Aid, which is now reflected in the attached Interlocal Agreement; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT: Section 1. The Mayor and City Clerk are hereby authorized and directed to execute the Palm Beach County Library Cooperative Interlocal Agreement, attached hereto as Exhibit "A". Section 2. This Resolution shall become effective immediately upon adoption by the Palm Beach County Board of Commissioners. PASSED AND ADOPTED thiS ¢,~ day of August, 1996. CITY OF BOYNTON BEACH, FLORIDA ATTEST: Ci¥'Clerk "- Commissioner Co~rfiissioner / PBC Library Cooperative Interlocal Agreement Page 2 of 13 ~nt of this Agreement is to provide Palm Beach County in .on and pr rams now o the benefit of all residents in each of the participating to 3ervices provided bY 3. All this II. A. L_~ - as used in this Ag~%ement refers to the public library systems operated by member governmental units. Be to library taxing distri ~fit associations offering library service supported by public funds. Ce ~ - as used in this i Pal~ Beach County Library Coope~ fers to the Taxina District - as used in this Agreement refers to the Palm Beach County Library Taxing District (LTD). Sinale Administrative Unit - means an eligible political subdivision under Section 257.17,.Florida Statutes, that is designated by a county to be responsible for managing or coordinating free library service to its residents. Stnale Administrative Head - means the individual empioyed or designated by the libra y s governing body who is responsible for managing or coordinating the librarY. Ge ~ - means the State Aid to Libraries program administered by the Division of Library and Information Services of the State of Florida. ~ember - means a governmental unit which has executed an agreement and actively participates in the Palm Beach County Library Cooperative. PBC Library Cooperative Interlocai Agreement Page 3 of 13 III. ~ANAGEMENT STRUCTURE OF THE COOPERATIVE In order to comply with Chapter 257, Florida Statutes, the Palm Beach County Board of County CommisSioners, in their role as the Single Administrative Unit for the Palm Beach County Library System, designates the Palm Beach County Library Cooperative Board as the governing body for the Cooperative in order to administer the Cooperative library programs and services. The role of the Palm Beach County Board of County Commissioners will in no way interfere with the participating local governmental units' authority to operate their libraries. The Cooperative's Board will be composed of the Library Director ~rom each participating municipal library and the Library Director from the County Library Taxing District. Members of this Board will serve without compensation. On or before January 1 of each year of the term hereof, each member shall provide an annual report concerning the activities of the Cooperative to their own governing body. The Chair, Secretary, and such other officers as the membership shall determine are in the Cooperative's best interests will each be elected by the members of the Cooperative Board from its membership and will perform duties as provided for in the bylaws. Term of Of~ce The term of office for each officer will be one year. Ail officers must have a Master's Degree in Library Science from an ALA accredited School of Library Science. The Chair is the official representative of the Cooperative Bcard in all matters that are not the responsibility of the Single Administrative Head. The Chair will be responsible for setting the agenda, conducting the meetings in accordance with accepted rules of parliamentary procedure, and other duties as agreed to by the Cooperative Board. The Secretary will be responsible for recording and distributing the minutes, maintaining the official PBC Library Cooperative Interlocal Agreement Page 4 of 13 documents of the Cooperative, scheduling the regular meetings, recording the attendance at each meeting, and other duties as agreed to by the Cooperative Board. B. Single.Administrative Head The Director.of the: ~ SingleAdmin state funds of:Library.a Florida. serve as the lister all Division ~ate of e The Single Admin~ the Cooperative Boarc developing and adopt budget. Head and other members of .i1 be responsible for the Cooperative's annual The Single Administrativ~ Head and the members of the Cooperative Board will be responsible for developing the Cooperative Annual Plan o'f Service and Long-Range Plan which indicate the rol? of each participating local governmental library in the plans' implementation. e The Single Administrative Head will be responsible for maintaining accurate financiai records and will file the annual report with the Division of Library ~and Information Services. The Single Administrative Head will administer the funds in accordance with the operating budget adopted by the Cooperative Board. e By April 1 of each year, the Single Administrative Head will verify~with the Director of each participating library that local funds used as a match for State Aid have been expended as specified in the Cooperative's Annual Plan of Service and in each local library's Annual Plan of Service. The Single Administrative Head will submit an annual report to the Cooperative Board for the preceding fiscal year by April 15 of each year. C. Meetings Meetings will be held on a regular basis. Each member will have one vote. The initial procedural rules and governance of the Library Cooperative and conduct of its meetings will be set forth in the bylaws upon ratification of the Interlocal Agreement. All decisions PBC Library Cooperative Interlocal Agreement Page 5 of 13 IV. of the Board will be published in a set of minutes which will be prepared and distributed to the membership prior to the next meeting. D. Duties The duties of the Cooperative Board will include but not be limited to: I. Managing the affairs of the Cooperative; 2. Adopting bylaws and procedural rules; 3. Establishing administrative policies which will govern the operations of the Cooperative; Developing, adopting, implementing, and maintaining the Cooperative Annual Plan of Service and the Cooperative Long-Range ~fan, based on Long-Range Plans approved by individual member governments; 5. Promoting equal access to library services throughout the Cooperative's legal service area; e Developing and adopting the Cooperative's annual operating budget to support and implement the Coopera~ive's Annual Plan of Service and Long-Range . ~lan; Presenting annual reports concerning the activities of the Cooperative to the governing bodies of the participating local governmental units; Submitting documents to comply with all funding requirements; Performing its duties in a way which does not interfere with Palm Beach County's or any of the participating municipal government's ability to operate their libraries. PARTICIPATION IN THE COOPERATIVE A. Re_~uireme~t$ Membership in the Cooperative is voluntary and is open to any public library in Palm Beach County which meets the specific membership requirements set forth in the bylaws and provided that the library and its governing unit subscribe to and support all the elements set forth in the Palm Beach County PBC Library Cooperative Interlocal Agreement Page 6 of 13 Cooperative Interlocal Agreement and provided _that each new member: Agrees that all citizens residing in all participating areas will be I use the sea;ices of ~s without charge; and Agrees that the participating local governments and their~ library staffs will manage functions specified in the cooPerative's Lon~-Range Plan and supported by 1¢ that will be used to match State Agrees to have an ori. Interiocat Agreement and the Sepiember 1 of the participation. '' opy of this d by the new member least prior to year of B. bocal Authority Each governmental unit will continue to decide the level of library service for its community, and will prepare and adopt its own budget. That part of the budget which supports the Cooperative's Long-Range Plan will qualify as a basis for State Aid. Each library will remain autonomous and retain control of its operauions, functions, and local funds. For example: Trusu funds, individual gifts or donations made to== library will remain the property of that library; b. Ail library personnel will remain employees of their specific local governmental units; Ce Ail materials purchased for the use of a member library will become and remain the property of that library; Each library will remain the property of the governmental unit in which it is located, and all mainuenance and repairs will be effected through operating budgets from allocated local appropriations. e Each governmental unit delegates authority to its representative on the Board of the Cooperative to accept new members who meet the requirements of Section IV(A) of this Agreement. PBC Library Cooperative Interlocal Agreement Page 7 of 13 Vo Each member library's governmental unit will provide to the Single Administrative Head of the Cooperative, each year no later than January 15 beginning in January, 1997, and each year thereafter, a statement of its library expenditures, certified by the governmental unit's fiscal officer, for the last completed fiscal year. D. Materials and Services Participating libraries agree to allow free circulation and use of materials to all citizens in the Cooperative's service area. Pursuant to policies established by the Cooperative, citizens may borrow materials either directly from participating libraries or through interlibrary loan, and use all reference and programming services-of other libraries. If the Agreement is terminated, obligationl to permit reciprocal borrowing will expire. E. Effective Date The effective date of participation in the Cooperative for any new member will be the first day of October following tke signing of an original copy of this Interloca! Agreement. GENERAA 'REOUI.~E.~-.~_-.NT S Complete and accurate records will be kept of the receipt and disbursement of all funds of the Cooperative. The participating local governmental units will keep complete and accurate records of allfunds expended for library service during the fiscal year. Administrative costs will be deducted from State Aid at a rate equal to the percent that indirect charges levied by the County on the LTD are of the total expenditure of the LTD in the year on which State Aid is calculated. These administrative costs will be used by the LTD to defray the costs of administering State Aid for the Cooperative. e Participants will submit annually to the Single Administrative Head a statement certifying .local operating expenditures for public library purposes which will satisfy the requirements for State Aid. PBC Library Cooperative Interlocal Agreement Page 8 of 13 VI. The Cooperative will abide by the terms and provisions of the laws of the. state of Florida; the provisions of this Agreement; and any other applicable Federal, State, or local laws, rules and regulations. 5. All provide library sE legal service areas ma Cooperative's L1 res comp agree to funds in Plan to of their operation and :cordance with ce, staffing, of library St 1 be ~ionate to the s'i fis¢ ,'which were used as funds or State Aid. State Aid expenditures will be made by the County based upon appropriate documentation received and approved by the Single Administrative Head for programs or services provide Lccordance with the Cooperative's Annual Plan and the budget. Documentation must be in a acceptable to the County. The Cooperative's Annual Plan of Service and Long-Range Plan will outline the Cooperative's development and operation of library service throughout the legal service areas of all participating local libraries. No participant may withdraw from the Cooperative or from its obligation under this Agreement for a two (2) year period from and after the effective date. Any participating local governmental .unit wishing to withdraw will submit written notice thereof to the Cooperative no later than nine (9) months prior to the beginning of any fiscal year of the Cooperative. At the request of the Cooperative Board, the withdrawing participating local governmental unit will promptly furnish usage statistics and a statement of library operating costs for the last fiscal year completed prior to the effective date of the withdrawal to ensure maintenace of proper accounting for the Cooperative. PBC Library Cooperative Interlocal Agreement Page 9 of 13 Dt Effective upon withdrawal in accordance with this Section the local governmental unit shall no longer be bound by the requirements of this Interlocal Agreement, including, without limitation, the requirements to permit use of materials by all citizens in the Cooperative's service area and the financial requirements of this Interlocal Agreement. A municipality who withdraws from the Cooperative is no longer eligible to receive any State Aid. If a m~mber is unable to submit documentation necessary for State Aid application or other deadlines, application or other filings will be done without that member's documentation. If this results in a loss of State Aid, that member will bear the full impact of that loss. The remainder of this page is intentionally left blank. PBC Library Cooperative Interlocal Agreement Page 10 of 13 IN WITNESS WHEREOF, the parties hereto have caused this Interlocal Agreement to be executed to establish the Palm Beach County Library Cooperative on the day and year first above written. ATTEST CITY OF BOYNTON BEACH / by: Glix��`2 by : 16 Y �` / `1/ City Clerk Ma1r // lI HISTORY OF THE PALM BEACH COUNTY LIBRARY COOPERATIVE The Palm Beach County Library Cooperative was formed in 1969 to provide an increased level of library service to residents residing in the geographic areas served by the COoperative, The Cooperative was developed at the time the county established a special taxing district to support the establishment of system. The ~ each heir Beach, Lake functioned for a short time as the County Library. In the early 1970s the County Library in Palm Beach developed rapidly. A director was hired, temporary headquarters were established and bookmobile and branch library service was initiated. In 1971 criteria for membership in the Cooperative was changed to require that a library be open 40 hours per week and expend at least $1.50 per capita. Boynton Beach joined the Cooperative in 1972 along with the city of Pahokee. An evaluation of the Cooperative system was conducted in 1976. As a result of this effort the County Library's Advisory Board proposed several revisions to the Cooperative's structure and in the county's schedule of payments to the municipal libraries. Included among the recommendations was a shift in payment to the municipalities from 15% of the library's total budget to 18% of the expenditures for personnel and materials. The cooperative's municipal library members were concerned with this .proposal because individual libraries would receive less funds for services provided to county residents. After several months of discussion, the municipalities agreed that certain services would be provided by the county library system in addition to the 18% payment. This agreement was later voided as a result of information from the State Library which indicated that funds paid by the County Library to municipal libraries could not be included when calculating. the county's expenditures to qualify the county library for state aid since there was no central control over the funds. Subsequently, payments to the cities were suspended by the County Library Advisory Board. No contracts for library service were signed at. that time with any of the Cooperative's municipal libraries. The situation ~_c, hang~l yet again in October 1979 when the County Commissioners adopted a resolution which, provided some payment to cooperating municipalities. By January 1980, the cities of Boynton Beach, Riviera Beach, Belle Glade, Pahokee and Lake Park agreed to participate in the Cooperative. The new Cooperative agreement stipulated that the county purchase a total of $35,000 worth of book leasing services and $40,000 worth of permanent library material for participating libraries annually. The amount expended by the County on behalf of each individual library each year was pro-rated based on the number of county resident cardholders registered in each participating library. The cities agreed to serve all residents of the library taxing district and other participating municipal libraries free of charge and the county agreed to serve residents of the cities on the same basis as residents of the taxing district. Over the years, membership in the Cooperative has changed as individual municipal libraries made decisions about formal affiliation with the county system or evaluated the value of their participation in the Cooperative. Today, The Palm Beach County Library Cooperative consists of the municipal libraries of BoYaton Beach, Lake Park and West Palm Beach and the County Library System. (Riviera Beach has requested information on rejoining the Cooperative as a city member library. possibility of cooperative agreements with other city libraries and the count) .) With the opening of sufficient branches by the County Library .'unds for cooperating municipal libraries has ~f the County Library opened in March of 1994 sothe county only made partial purchases last year for the Boynton Beach City Library Fiscal year (1994-95) is the first year for the City of years ago. As it is currently constituted, the Palm Beach County Library Cooperative is governed by an Administrative Committee comprised of the directors of the participating libraries. This group has met regularly for the past few years to work on issues of concern to the Cooperative and to develop programs to serve residents served by the Cooperative's' ~embers. The Director of the Palm Beach County Library System has functioned as the fiscal agent for the Cooperative. State Library of Florida rules governing the distribution of state aid to county libraries, requiring the system to be operated by a single administrative head designated by the County, were revised this year to include Cooperative Systems which will allow ALL participating members to receive state aid, not just the county. Because of this revision by the State, a new Cooperative Inteflocal Agreement is needed; - One of the strongest arguments that convinced the State Library to extend state aid to the Palm Beach County Library Cooperative, and thus to the participating municipalities, is the long and strong history of cooperation and reciprocal borrowing among these local libraries. COOPERATIVE LIBRARIES MISSION- The Mission of the Cooperating Libraries within Palm Beach County is to promote and provide enhanced acces~lo the library and information resources contained in the cities' and county's public libraries in orde~ to assist residents in meeting their information needs, The Cooperative facilitates planning among participating libraries in order to acquire additional materials, expand public access and increase the availability of resources to meet the diverse needs of the participants' population. GOALS OF THE COOPERATIVE Equal access to public library service for all residents in'the Cooperative's member libraries service areas. Improved access to library materials and programs by promoting the sharing of resources among the Cooperative's member libraries. Improved a~ess to information for residents of all ages by promoting cooperative reference programs. · Increased awareness about: the: programs, services and benefits of the Library :Cooperative. · Sec~ng of additional funds throUgh state aid to support the Cooperative'S programs and services. · Increasing the availability of library resources and services to serve special populations. Providing appropriate continuing education and training oppommities to improve the effectiveness of member library staff. Developing a Cooperative structure which facilitates resource sharing through effective planning, evaluation and staff Participation. ngonda item I: PALM BEACH COUNTY BOARD OF COUNTY COMMISSXONF, RS AGENDA ~TF~4 5U~'IARY Meeting Date; September 3, 1996 Depa gt merit [ J Consent IX] Regular [ ] Ordinance [ ] Public lleartng Submitted By: County Librarv/Admlnistrati~ Submitted For: : County L{ brar_v/Adm{ n~ ~trat~on the PBC Library Cooperative Interlocal Agreement between the Library Taxing District (LTD), Ciby of Boynton Beach, Town of Lake park, and the City of West Palm Beach. B. Sttmmary: This Agreement forms a PBC Library Cooperative which allows municipalities to participate with the LTD in the State to Libraries program. This will tnc~e&ge those funds aYailab]e to the County and cities within the COoperative. Library users will have equal a~eess to member resource8 and facilities. Membership is open to anylpt~blic library in PBC which meets the r~qt~iremenLs. The UCC will be responsible Co apply for and receive Sta~e Aid on behalf of the Cooperative~ The Cooperative Doard wl]l be responsible for managing andlcoordlnatlngthe CooperatJve. Funds ~:~,~O~rtO ~~.r~ive ~i;11 be_administered by theLTD Library _i~ ~' t'_-,u~in~cranave ?narges for services provided by the LTD are pai~ zor ny =ne munio~pa~ members. This Agreement Gill have ~i~imal fiscal impact to the LTD. --~Z~JZ~af~ (TF~ (Co~pantoa Item. * ) ' C. Po11~y IsSues: D. A~a~n~s; 1. S~a~e Library F. ndorse~ent 2.. Interlocal Agreement (9) R~_~-ommend~d ~_v rd,,. y-H~AgG~L~). 8/13/96 ~ Department Director l>a=e Ao~tstan~ County Adm{nistrator Dato ~ibrar~ Coope=atA~e IntorlocaX Ag~oemoSt Agor,~a x~,-m ~: r'&ge 3 o~ 4 C. PoXLcy Library Cooperative was originally formed in 1969 to provide an increasedlevel ~f library service to residents in the areas served the years and C~ty of Beach ( ~ooperative is ~he new ~terl¢ residents in new Agreement Share in Sta~e library service in PBC. operative. The:Cooperative has evolved over y, interlocal agreements are in place with the of the ~ded, of After reviewing tie State Library's new rules for eligibility for State Aid to members of a the i ooperative agreed to move f, eveloping a new interl pal public libraries had no Chapter 257. Florida Statutes.. and Chapter lB-2 Florid- Administrative Coda The requirements of the tha~ in order for a cooperative have a "Single Administrative Unit, Head." This Agreement call~ Cooperative Board as Board will be par~icipa=ing Serve as the administering the fiscal fu Library a~d each LTD will. Ole for The Cooperative Board, as is responsible for managing the adopting bylaws and procedural rul~ policies; developing, adopting, Cooperative plans-of-service; services; developing and budge~ presenting annual re submit~ing documents to comply Unit, s~cb as~ ~istrative ~ntaining library operating and The PBC BCC will bare the funding. This will include the Agr. eem~nt will minimally affect PBC State Aid This It is not the intent of this Agreement t( participating Governmental Unit to~exerci'~ operstio~ of another individual libra increase cooperation and sharing by expand increase the availability of resources 1 ~he county's population within t~e Coops governmental areas. individual in the .ntent iS to access and ~ needs of ~hic and It is also designed to encourage st mtnimum guidelines required to share countywide library resources by to meet the and expanded Res_oonslbilities o~ PBC and ~hO LTD The director of the LTD will have additional administrative responsibilities involving the Cooperative. The PBC Finance and OFMB Departments will accept and disburselCooperative~ funds in accordance with the operating budget adopted bY the CooPerative Board. These County departments wil~ assist in a~ministe:r~ng all Sta~e funds in the mafias4 prescribed by the Division :of Library and Information Services of the State of Florida. A~enda 2'~ f: Page 4 of 4 Each individual library agrees to re%et ~he State Library of Flori~'s ~tde~es Zor leve~s o~ service and to meet all ~equ~reme~ts off ~rsh[p. ~ the C~rati~ is volunta~ and is o~n to any p~lic ~brary in PBC wh~ ~ets the specific mem~rsh~p re~irements se' forth in tho bylaws and provided that the libra~ and ~ts govorn~n~ unit subscribe ~o and sugpo~ all the elements set fo~ in Chis Agr~nt. Each par~ic~pating l~brary agrees to share in associated funding on a proportJ, onate basis. Each participating municipality agrees to pay the LTD for administrative charges based on a formula using'the LTD~s indirec= charges levied by PBC BCC. The LTD and each participating municipa.].~ty has worked closely wi~h the State Library of Florida in developing this Agreement. The State has been in con=inual review with the Cooperative members and supports this Agreement as wr~.tten. The PBC Library Advlso~] Board has voted unanimously to endorse the LTD to proceed with this Agreement. 'Fhm The est~maUe~Fy *97 amount of $=ate Aid tq &ibraries to Ue prorateU among the members is $~,761,1~1; approximately $264,840 more than expected without an interlocal agreement. This rnterAocal Agreement wi1! be beneficial to an additional 232,422 citizens of a~]. ages the three municipalities. Without this Agreement, their libraries would not be eligible for State Aid, The benefits of ~his Agreement are (1) the ability of Cooperative Library users to share resources and facilities and (2) addltional funding available for l~.brary service in the munic~pallties. It ts anticipated that other municipalities will see this as an avenue to increase library 'arid information services to all geographic political area~in' PBC.