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Home My WebLink About06-29-16 CCSMr,-I aDfoiq Our Mission is to Provide Quality Public ` 111: CITY of, Services in a Fiscally Responsible Manner L K E ELMOile Presming the Cztyr ;s Open Sac Character 'I Council Specia—f Meenng 3800 Laverne Avenue North Wednesday, June 29,2016 • :00 AM 11. Discussion of Library Board Decision with Regard to joining the li��i�C1�7t � ►f i ► T The Mayor and Members of the City Council 'stina Handt, City Administrator Sarah Sonsalla, City Attorney DATE: :Lune 28, 2016 i Library In order for the Lake Elmo Public Library to become a branch of the Washington County Library system in 2017, the City is required by state statute to notify the County Auditor by July 1 2016 that it will be turning over the proceeds of its levy for public library services to the County, effective January 1, 2017. The Library Board reviewed this matter at its meeting on June 2, 216It is recommending that the City turn over the proceeds of its levy on the condition that the County enter into a memorandum of understanding with the City regarding the library services to be provided by the County to the City and the transition of the Lake Elmo Public Library to a branch of the Washington County Library system; The Library Board is recommending that the City Council adopt the attached. "Resolution Regarding Library Services in the City of Lake Elmo' d approve the attached Memorandum of Understanding with the County. The Resolution and the Memorandum of Understanding will there be sent by the City to the County. It is our understanding from speaking with County staff that if the City's action to turn over the proceeds of the library levy is conditioned upon the County approving the Memorandum of Understanding, , the July 1" deadline will not be met. This is because the County Board's next meeting is not until July 5h which is after the July I" deadline. The County Board is subject to the same three clay meeting notice requirements under the Open Meeting Law as the City, which means than it is not possible for the County Board to call a special meeting before July I". Therefore, the County will not be able to approve the Memorandum of Understanding and the July 1" deadline will not be met.. 4821570 SJS LAS ] 5- if IIII I I 'I F, This Memorandum of Understanding ("MOU"), dated as of this _ day I of June, 21 (the "Effective Date") is entered into by and between the City of Lake Elmo (the -City"), Minnesota municipal corporation, and Washingtoota body corporate politic (the "CountV'). WHEREAS, upon this establishment, the Library Board was appointed by the Ci Council which established the Lake Elmo Public Library-, and WHEREAS, the City levies an annual tax on its taxable property for public li service for the library fund that funds the Lake Elmo Public Library-, and WHEREAS, it has been determined by the Library Board that public library service in the City will be expanded if the Lake Elmo Public Library becomes a branch of the Washington County Library System, and WHEREAS, in order for the Lake Elmo Public Library to become a branch of the Wacit tzd *OVwWot II&i6- *0 public library service to Washington County (the "County"); and WHEREAS, in order for the City to turn over the proceeds of its levy to tht County� the City has requested and the County has agreed to enter into this MOU regarding the ljbr� services to be provided by the County in the City and the transition of the Lake Elmo Public Library to a branch of the Washington County Library system; and I The County will operate a full service Washington County Library branch in Lake Elmo in perpetuity. 2. The Lake Elmo Public Library will remain open and continue service during its transition to a Washington County Library branch. 3. The City will provide staff and volunteers to work with the County to ensure uninterrupted service during the transition of the Lake Elmo Public Library to a Washington County Library branch. 4. The County will make every attempt to maintain the current open hours and schedule of the Lake Elmo Public Library branch (which is currently open 48 hours per week), but -a minimum of 40 open hours per week must be maintained. 5. The County will purchase and provide a self -check machine for the Lake Elmo Public Library branch. 6. The County must continue to add new books and other materials to the Lake Ehno Public Library branch's collection that reflects the needs and requests of its patrons. The County must also maintain and add to the Lake Elmo Public Library branch's special collections, 7. The County must provide library programs at the Lake Elmo Public Library branch that are consistent with programs provided by the County to other library branches. M C. Financing. I 911H1# 111 1:11ij # 1. The City will no longer collect the library levy from City property owners effective January 1. 2017. The County will then be responsible for setting and collecting the library levy for City property owners, D. Assets. I The City will remain the owner of the Lake Elmo Public Library property and fixtures. 2. The City will retain ownership of any City -owned library materials and assets owned by the City prior to the execution of this MOU I The County will encourage and provide opportunities r the volunteers o the Lake Elmo Public Library, current and future, to be active in the Lake Elmo Pubbe Library branch of the Washington County Library System, 2. The County will hire and retain all current take Elmo Public Library staff, and w ' I staff the L I] ake Elmo Public Library with a full-time director, II MOM 11INIM111, 7�Qpon termination of this MOU, the lease between the County and the City for the Lake Elmo Public Library property shall also tenninate� All City -owned library materials and assets owned by the City prior to the execution of this MOU shall be returned by the County to the City. 8. The City and the County shall negotiate in good faith to reach an understanding on the ternis and conditions of a lease for the Lake Elmo Public Library property, an agreement regardi, the transfer of Lake Elmo Public Library employees to Ing the County, and other agreements regarding the transfer of Lake Elmo Public Library to the Washington County Library System. 9. This MOO shall be eff�crive on January 1, 2017 and be in effect until December 31, 2017, After December 31, 2017, this MOU will continue to be in effect unless terminated by one of the parties in accordance with paragraph 5 or 6 of this MOU. KI Him Mike Pearson Its: Mayor By: Julie Johnson Its: City Clerk By: Its: By: Its: 0 LAKE ELMO LIBRARY BOAWA-) WASHINGTON COUNTY MINNESOTA RESOLUTION NO. 2016- 11 Ul i I kill ill 1� WHEREAS, on January 1, 2012, the Lake Elmo City Council established public library service for the City's residents, pursuant to Minnesota Statutes Section 134.07; and WHEREAS, upon this establishment, the Library Board was appointed by the City Council which established the Lake Elmo Public Library; and WHEREAS, the City levies an annual tax on its taxable property for public library service for the library fund that funds the Lake Elmo Public Library; and WHEREAS, it has been determined by the Library Board that public library service in the City will be expanded if the Lake Elmo Public Library becomes a branch of the Washington County Library System; and WHEREAS, in order for the Lake Elmo Public Library to become a branch of the Washington County Library System in 2017, the City will need to turn over the proceeds of its levy for public library service to Washington County (the "County"); and WHEREAS, the Library Board is recommending that the City turn over the proceeds of its levy on the condition that the County enter into a memorandum of understanding with the City regarding the library services to be provided by the County in the City and the transition of the Lake Elmo Public Library to a branch of the Washington County Library system; and NOW, THEREFORE, BE IT RESOLVED, by the Library Board of the City of Lake Elmo as follows: 1. The Library Board hereby recommends to the City Council that the City notify the County that the City will turn over the proceeds of its levy for public library service to the County but only if that County approves and executes the attached Memorandum of Understanding; and 2. The Library Board hereby recommends that the City Council approve and execute the attached Memorandum of Understanding and forward it to the County for its approval and execution. 1 The Library Board hereby recommends that the City Council approve a budget line item in the City's annual budget of $8,000 to contract with the Friends of Lake Elmo Library to provide libr4y programming and activities, I Passed;and duly adapted this day of June, 2016, by the Library Beard of The City of Lake Elmo, Minnesota. Chair Julie Johnson, City Clerk CITY OF LAKE ELMO WASHINGTON COUNTY MINNESOTA RESOLUTION NO. 2016- WHEREAS, on January 1, 2012, the Lake Ehno City Council established public library service for the City's residents, pursuant to Minnesota Statutes Section 134,07; and WHEREAS, upon this establishment, the Library Board was appointed by the City Council which established the Lake Elmo Public Library; and WHEREAS, the City levies an annual tax on its taxable property for public library service for the library fund that funds the Lake Elmo Public Library; and WHEREAS, on June 25, 2016, the Library Board adopted a resolution determining that public library service in the City will be expanded if the Lake Elmo Public Library becomes a branch of the Washington County Library System; and WHEREAS, in order for the Lake Elmo Public Library to become a branch of the Washington County Library System in 2017, the City will need to turn over the proceeds of its levy for public library service to Washington County (the "County"); and WHEREAS, the Library Board has recommended that the City turn over the proceeds of its levy on the condition that the County enter into a memorandum of understanding with the City regarding the library services to be provided by the County in the City and the transition of the Lake Elmo Public Library to a branch of the Washington County Library system; and WHEREAS, the Library Board has recommended that the City Council approve the attached Memorandum of Understanding with the County and provide it to the County for its approval and execution; and WHEREAS, the City will turn over the proceeds of its levy on the condition that the County enter into a memorandum of understanding with the City regarding the library services to be provided by the County in the City and the transition of the Lake Elmo Public Library to a branch of the Washington County Library system; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Lake Elmo as follows: I City staff is directed to notify the County that the City will turn over the proceeds of its levy for public library service to the County but only if that County approves and executes the attached Memorandum of Understanding; and 1 The attached Memorandum of Understanding is hereby approved. The Mayor and City Clerk are authorized to execute it. City staff shall forward it to the County for its approval and execution. 3. That in the event that the County approves and executes the attached Memorandum of Understanding and the levy proceeds are turned over to the County, City staff is directed to 482093v2 SJS LA515-5 negotiate an agreement with the Friends of Lake Elmo Library (the "Friends") for the Friends to provide library programming and activities • 000. 0. gul 11% iiigpq & IN I I I I I I III I I I Mike Pearson, Mayor Julie lohnson, City Clerk 482093v2 SJS LA515-5 From.� <eib@aolcom> 9 J"9 02 Mgt Following a recent telephone conversation with Council member Julie Flifiet I thought a letter to you would be helpful to clarify the county's position regarding independent libraries. First, let me be clear that I am very impressed with the efforts of the numerous volunteers to create an independent library in Lake Elmo, It is clearly a gathering point for residents and rovides worth service& I was ha to attend the arand ooenina and hav I MJ associate that meant I supported the desire to become an associate library, I deeply regret that a non response from me was perceived to be acceptance of associate library status, At any time the City council decides to rejoin the county library system by rejoining the county's library taxing district, I will do everything in my power to assure that Lake Elmo retains a library facility, With the approval of Washington Countys strategic library plan associate status is not an option. M= ME= 71��rwwfr ''. - District 3