HomeMy WebLinkAboutItem 2c: Agreement with Unique Management Services for Library Material Recovery Services Of AR
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�°h3ty°i STAFF REPORT
Library and Museum Services Department
DATE: May 1, 2012
TO: Mayor and City Council
FROM: Jackie Faust-Moreno, Director of Library and Museum Services
Prepared by Mary Beth Hayes, Library Services Manager M
SUBJECT: Authorize the City Manager to enter into an agreement with Unique
Management Services, Inc. for material recovery services for the
Library for a period of three years with an option to renew for a
maximum of three (3) one (1) year terms.
Recommendation: Approve
SUMMARY
Staff is recommending the City Council authorize the City Manager to enter into an
agreement with Unique Management Services, Inc. for material recovery services at the
Library for a period of three years with an option to renew for a maximum of three (3)
one (1) year periods thereafter. If approved, the costs of the services will be included in
the proposed Budget for Fiscal Year 2012/13.
BACKGROUND
The Arcadia Public Library circulates a variety of print and media materials for adults,
teens and children. Most items circulate for three weeks. If the item checked out is not
returned on time, the Library sends out two notices in order to recover the overdue
material. A first notice is sent two weeks after an item is due. The second notice is sent
one month later with an invoice attached covering the cost of the item plus a processing
fee. If the item is not returned after the two notices, the collection effort is turned over to
a private firm specializing in those services.
Since 2005, the Library has contracted with Unique Management Services, Inc. (UMS)
to recover overdue materials and fines. Once items are 57 days late or the items have
been returned late with outstanding fines totaling over $25.00, the Library sends a
report to UMS. UMS sends out three notices and makes several phone calls to the
Library patron before submitting the account for credit reporting.
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UMS has provided quality material recovery service to the Arcadia Public Library and
has helped the Library recover over $280,419.98 in value of materials returned, cash
received, and waived amounts through March 28, 2012.
DISCUSSION
Unique Management Services, Inc. (UMS) is a material recovery service specializing in
libraries. UMS' approach was developed to focus entirely on recovery services
exclusively for libraries. They provide a combination of written communications and
telephone calls that are specialized to "professionally nudge" customers to return
materials to the Library. They specialize in meeting the particular needs of libraries and
recognize the unique relationship between a library and its patrons.
UMS has a business relationship with Koha, the Library's Integrated Library System,
and has worked with Koha to help develop management interfaces which make it
possible to process collection accounts completely electronically. This relationship with
Koha is unique and critical to the efficient and effective functioning of the recovery
service. It significantly minimizes time and paperwork required by library staff to submit
customer accounts and report returns/payments.
FISCAL IMPACT
Sufficient funds will be included in the proposed Budget for Fiscal Year 2012/13. Total
compensation for this service shall not exceed EIGHT THOUSAND DOLLARS ($8,000)
based on a rate not to exceed eight dollars and ninety-five cents ($8.95) per account.
This rate has not increased since contracting with UMS in 2005.
RECOMMENDATION:
It is recommended the City Council:
Authorize the City Manager to enter into an agreement with Unique
Management Services, Inc. for material recovery services for the Library for
a period of three years with an option to renew for a maximum of three (3)
one (1) year terms.
APPROVE
Dominic Lazzare ity Manager
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