91-2286 OR�GINAL �__ q�
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Green Sheet # ���`T�
RESOLUTION
CITY OF AINT PAUL, MINNESOTA
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Presented By ,�
Referred To��.�/` ' Committee: Date
RESOLVED, That the proper City officials are hereby authorized and directed to execute an
agreement with the Department of Education, State of Minnesota, for the continuation of the
lending library relationship with the Division of Libraries, City of Saint Paul, subject to the terms
and conditions of said agreement, a copy of which is to be kept on file and of record in the
Department of Finance and Management Services.
Yeas Nays Absent Requested by Department of:
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Adopted by Council: Date � �-�� - �'�-� Form Approved by Cit Attorney
Adoption Certified by Coun '1 � cretary B � /-'27�9i
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BY� ''� A roved b Ma or for Submission to
DEC � 9 1991 PP Y Y
Council �
Approved b M y r: Dat �
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By:
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DEPARTMENT/OFFICE/COUNCIL DATE INITIATED �� 15 8 4 3
Community Services - Librarie �oi3oi9 GREEN SHEET
GONTACT PERSON 8 PHONE INITIAUDATE— INITIAVDATE
EPAHTMENT DIRECTOR CITY COUNCIL
Gerald w. Steenberg 2$2-6211 ASSIGN CITV RNEY �CITYCLERK
NUMBER FOR ❑ GET DIRECTOR �FIN.&MGT.SERVICES DIR.
MUST BE ON COUNCIL AGENDA BY(DATE) ROUTING
ORDER MAYOR(OR ASSISTANT) �
TOTAL#OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) [ZECFr.IVED
ACTION RE�UE3TED:
NOV 2 6199�
Approval of Council Resolution
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RECOMMENDATIONS:Approve(A)or Re�ect(R) PERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONB:
_PLANNINCi COMMISSION _CIVIL SERVICE COMMISSION 1. Has this person/firm ever worked under a contract for this department?
_CIB COMMIT7EE _ YES NO
2. Has this person/firm ever been a city employee?
_S7AFF — YES NO
_DIS7RIC7 COUR7 — 3. Does this person/firm possess a skill not normally possessed by any current city employee?
SUPPORT3 WHICH COUNCIL OBJECTIVE? YES NO
Explsin all yes answers on seperate shset and attach to green shest
INITIATINCi PROBLEM,ISSUE,OPPORTUNITY(Who,What,When,Where.Why):
Intergovernmental agreement
Continuation of the State of Minnesota , Department of Education,
interlibrary Loan program provided by the Saint Paul Public Library
to non-metropolitan area public library systems .
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ADVANTACiES IFAPPROVED:
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This agreement provides the sharing of informatio��f our�es , provides
total funding of expenses and provides 4 . 1 FTE' s cov��/ Special
Funds Budget for 1991 (last half) and 1992 (first half) .'�
DISADVANTAGES IF APPROVED: ,,
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None ���, � F\�� RECEIVED
M�,���5 a� p E� 0 91591
CITY CLERK
DISADVANTACiE3 IF NOT APPROVED:
The Saint Paul Public Library would not be able to provide this service
to non-metropolitan libraries . .
coun�ii Re�����;,�£ ��-�;�}�,;
_,
� DE� 0 6 1991 �
TOTAL AMOUNT OF TRANSACTION s 2 4 3 �O O O . O O COST/REVENUE BUDGETEO(CIRCLE ONE) YES NO
FUNDING SOURCE S t a t e o f M i n n e s o t a ACTIVITY NUMBER 3 3 4 3 0
FINANCIAL INFORMATION:(EXPLAIN) /�I I!/
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NOTE: COMPLETE DIRECTIONS ARE WCLUDED IN THE GREEN SHEET INSTRUCTIONAL . .
MANUAL AVAILABLE IN THE PURCHASING OFFICE(PHONE NO.298-4225).
ROUTING ORDER:
Below are correct routings for the five most frequent types of documents:
CONTRACTS(assumes authorized budget.exists) COUNCIL RESOLUTION (Amend Budgets/Accept. Grants)
1. Outside Agency 1. Department Director
2. Department Director 2. Ciry Attorney
3. City Attorney 3. Budget Director
4. Mayor(for contracts over$15,000) 4. Mayor/Assistant
5. Human Rights(for contracts over$50,000) 5. City Council
6. Finance and Management Services Director 6. Chief Accountant, Finance and Management Services
7. Finance Accounting
ADMINISTRATIVE ORDERS(Budget Revision) COUNCIL RESOLUTION(all others, and Ordinances)
1. Activity Manager 1. Department Director
2. Department Accountant 2. City Attorney
3. Department Director 3. Mayor Assistant
4. Budget Director � 4. City Council
5. City Clerk
6. Chief Acxountant, Ffnance and ManagemeM Se�vices
ADMINISTRATIVE ORDERS(all others)
1. Department Director
2. City Attomey
3. Finance and Management Services Director
4. City Clerk
TOTAL NUMBER OF SIGNATURE PAGES �
Indicate the#of pages on which signatures are required and paperclip or flag
eech of these pages.
ACTION REQUESTED
Describe what the projecUrequest seeks to accomplish in either chronologi-
cal order or order of importance,whichever is most appropriate for the
issue. Do not write complete sentences. Begin each item in your list with
a verb.
RECOMMENDATIONS
Complete if the issue in question has been presented before any body,public
or p�ivate.
_ ___ SUPPORTS WHICH COUNCIL OBJECTIVE?
Indicate which Council objective(s)your projecUrequest supports by listing
the key word(s)(HOUSING, RECREATION, NEIGHBORHOODS, ECONOMIC DEVELOPMENT,
BUDGET, SEWER SEPARATION). (SEE COMPLETE LIST IN INSTRUCTIONAL MANUAL.)
PERSONAL SERVICE CONTRACTS:
This information will be used to determine the ciry's liability for workers compensation claims,taxes and proper civil service hiring rules.
INITIATING PROBLEM, ISSUE,OPPORTUNITY
Explain the situation or conditions that created a need for your project
or request.
ADVANTAGES IF APPROVED
Indicate whether this is simply an annual budget procedure required by law/
charter or whether there are speci�c ways in which the City of Saint Paul
and its citizens will benefit from this projecUaction.
DISADVANTAGES IF APPROVED
What negative effects or major changes to existing or past processes might
this projecUrequest produce if it is passed(e.g.,traffic delays, noise,
tax increases or assessments)?To Whom?When?For how long?
DISADVANTAGES IF NOT APPROVED
What will be the negative consequences if the promised action is not
approved? Inability to deliver service?Continued high traffic, noise,
accident rate?Loss of revenue?
FINANCIAL IMPACT
Although you must tailor the information you provide here to the issue you
are addressing, in general you must answer two questions: How much is it
going to cost?Who is going to pay?
: , � . q I 22g10
AGREEMENT
This agreement is made and entered into by and between the Office
of Library Development and Services, Department of Education, on
behalf of the State of Minnesota, hereinafter referred to as LDS, and
the St. Paul Public Library, an agency of the City of St. Paul,
Minnesota, hereinafter referred to as the Library.
Whereas, under Minn. Stat. 134.31 it is the policy of the state
to support the provision of library service and the development of
cooperative programs for the sharing of resources and services; and
Whereas, LDS has determined that one program to implement the
state's policy is the provision of an interlibrary loan and reference
service to the regional public library systems of Minnesota; and
Whereas, the Library is capable of operating a program of
interlibrary loan and reference service;
Now therefore, the parties hereto agree as follows:
I. The Library shall:
A. Receive interlibrary loan and reference requests via
communications media as may be agreed upon by the parties from
the regional public library systems outside the counties of
Anoka, Carver, Dakota, Hennepin, Ramsey, Scott and Washington
through communications nodes designated by LDS.
B. Lend items from its collection in response to requests
received hereunder and refer unfilled requests via an established
routing system to other libraries deemed probable secondary
sources including but not limited to other public libraries
participating in the Metropolitan Library Service Agency (MELSA),
academic libraries through Cooperating Libraries in Consortium
(CLIC) and the Minnesota Interlibrary Telecommunications Exchange .
(MINITEX) at the University of Minnesota. �
C. Maintain a system of reserving items to fill requests
received hereunder in cases where said items are in use when a
request for said item is received.
D. Provide up to 25 pages of photocopies of library
materials without charge in lieu of the loan of an item, such
services to be provided consistent with provisions of Title 17,
U.S. Code.
, E. Provide to LDS monthly reports of the amount of services
provided hereunder including the services provided by secondary
sources.
F. Provide to LDS an annual report of expenditures incurred
hereunder including payments to secondary sources.
G. Provide to LDS information concerning problems
encountered, recommendations for improved services and other
reasonable and appropriate information as may be mutually agreed
to regarding the operation of the services provided hereunder.
H. From the amount established in Section II, D. , reimburse
secondary sources, except MINITEX and CLIC, at the rate of $1.15
per search and $3.00 per fill, provided that the secondary
sources shall agree to maintain a system for placing requests on
a waiting list when the requested materials are in use.
II. The Office of Library Development and Services shall:
A. Develop in consultation with the Library policies and
procedures to implement the program of interlibrary loan and
reference service and provide a manual of said policies and
procedures to the regional public library systems.
B. Coordinate the interlibrary loan and reference service
network resulting from this agreement and serve as a
communication channel on matters of policy between the Library
and the regional public library systems receiving services
hereunder.
C. Provide to the Library a list of regional public library
system communication nodes eligible to submit interlibrary loan
and reference requests.
D. Reimburse the Library for services provided hereunder
during the state's fiscal year ending June 30, 1992 in the amount
of $243,000 which shall be paid to the Library in two
installments provided that no such payment shall be made in
advance of the period for which paid.
III. All services provided by the Library pursuant to this
agreement shall be performed to the satisfaction of LDS as -
determined in the sole discretion of its authorized agent, �
William G. Asp, Director of LDS, and in accord with ala
applicable federal, state and local laws, ordinances, rules and
regulations. The Library shall not receive payment for work
found by LDS to be unsatisfactory or performed in violation of
federal, state and local law, ordinance, rule and regulation.
IV. This agreement may be cancelled by LDS or the library at any
time, with or without cause, upon ninety (90) days written notice
to the other party. In the event of such cancellation, the
Library shall be entitled to payment, determined on a pro rata
basis, for work or services satisfactorily performed.
V. The Library shall neither assign nor transfer any rights or
obligations under this agreement without the prior written
consent of the authorized agent of LDS.
VI. Any amendments to this agreement shall be in writing.
In witness whereof, the parties have caused this agreement to be duly
executed intending to be bound thereby.
APPROVED:
STATE OF MINNESOTA CITY OF ST PAUL
DEPARTMENT OF EDUCATION DIVISION OF LIBRARIES
BY� 1 � ` _ �� BY� �.��--t-�-f� �G�''`�(
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Date: $�22-9/ Date: /v��`-,��9/ �
CITY OF SAINT PAUL MAYOR �
Approv to Form By; �C�;�r/
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BY� " Date:
Date: l v - 7- 9
Assistant City Attorney� DEPARTMBNT OF FINANCE
� MANAGEM SERVICES
By: ��'� --�
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Date: ��is-`Ij
DEPART COMMUNITY SERV S
By:
Date: /�j