7121 - Interlocal Agreement Executed
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DocuSign Envelope ID: 448DA60F-9820-451E-AAB3-0A43A04802C5
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Page 1 ILA for Mutual Access to CloudLibrary Digital Resources
SECOND AMENDED INTERLOCAL AGREEMENT
FOR MUTUAL ACCESS TO CLOUDLIBRARY DIGITAL RESOURCES
This Interlocal Agreement (“Agreement”) is made and entered into by and among the local
governments which have executed it (“Parties”). The Parties, acting by and through their
authorized officers execute this Agreement pursuant to Texas Government Code, Chapter 791,
known as the Interlocal Cooperation Act (the “Act”).
WHEREAS, the Parties are local governments engaged in promotion of public health and
welfare by providing easy access to the broad range of public library services to their citizens,
including Bibliotheca cloudLibrary digital resources; and
WHEREAS, the Parties desire to further expand public access to digital content by sharing
their respective Cloud Resources, as hereinafter defined, among their respective libraries; and
WHEREAS, the Bibliotheca cloudLink service allows libraries using the service to share
their Cloud Resources with each other; and
WHEREAS, the Act provides authorization for local governments to contract with one
another to provide governmental functions and services; and
WHEREAS, provision of public library services are governmental functions and services
under the terms of the Act;
WHEREAS, the governing body of each local government believes that the Agreement is
necessary for the benefit of the public and that each party has the legal authority to provide
governmental functions and services that are the subject of the Agreement; and
NOW, THEREFORE, upon and for the mutual consideration stated herein and other good
and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the
Parties hereto agree as follows:
ARTICLE I
Definitions
Unless the context clearly indicates otherwise, the following words and phrases used in
this Agreement shall have the following meaning:
“Cloud Resources” shall mean all library content provided by the Parties for upload into
the Bibliotheca cloudLibrary for the mutual benefit, access and/or use of the Parties and their
Libraries.
“Coordinating Committee” shall mean the representatives selected to represent each
Party from the participating Parties in this Agreement.
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“Library or Libraries” shall mean the library/ies and resources thereof of the Parties.
“Local Government” shall have the meaning given in Section 791.003 of the Act, as
amended.
ARTICLE II
Term
2.1 The initial term of this Agreement shall be for a period of ten (10) years beginning
on May 31, 2017, unless sooner terminated as provided herein (“Initial Term”). The Initial Term
may be extended by written agreement of the Parties for one or more five (5) year renewal terms
(each a “Renewal Term”); provided that any such renewal occurs not less than 30 days prior to the
end of the then current term.
ARTICLE III
Responsibilities of the Parties
3.1 Access. Each Library shall allow cardholders of the other Libraries to access and
check out its Cloud Resources through the Bibliotheca cloudLink service under the terms and
conditions of the cardholder’s Library, unless otherwise specified in the Agreement.
3.2 Policies and Procedures. The current policies and procedures of each Library shall
remain in effect, with no coordination or standardization required, except that the following
procedures shall be followed for shared Cloud Resources:
a. Cloud Resources may only be placed on hold by cardholders of the Library
which owns the Cloud Resource in question.
b. Available Cloud Resources may be checked out by any cardholder of a
participating Library.
c. The circulation period of the Cloud Resources are determined by the
circulation policies of the cardholder’s Library and may vary among
Libraries.
d. Each Library shall track the number of items checked out from their
respective Libraries and create an annual report by fiscal year of such data for
review by the Coordinating Committee. These reports shall be provided to
the Coordinating Committee annually by not later than January 1st.
e. Each Library shall submit an annual report of expenditures on Cloud
Resources in the preceding fiscal year as set by that Party to the Coordinating
Committee annually by not later than January 1st.
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f. Each Library shall submit an annual report of their overall materials budget if
their expenditure on Cloud Resources is less than $10,000 per fiscal year.
This report shall be provided to the Coordinating Committee annually by not
later than January 1st.
3.3 Liaison Designated. By this Agreement, each Party designates its director of library
services or equivalent, as listed on each Party’s signature page hereto attached, to act on behalf of
the Party to ensure the performance of all duties and obligations of the designee’s Party as herein
stated, to serve as a liaison for the Party with and among the Parties, and, if necessary, to serve on
the Coordinating Committee.
3.4 Participation Requirements. Each Library shall spend a minimum of $10,000 or
10% of its overall materials budget, whichever is less, on Cloud Resources during each fiscal year
as set by that Party. Compliance with this section will not be required for any fiscal year during
which a Party did not participate in this Agreement for the entire fiscal year. Compliance with this
and other requirements will be determined by the Coordinating Committee on an annual basis,
based on reports required by Article III.
3.5 Addition of Members. Any local government in the state of Texas which has
contracted for the use of the Bibliotheca cloudLibrary cloudLink service and agrees to abide by
the terms of this Agreement may join this Agreement as a Party upon approval by a majority of all
of the members of the Coordinating Committee. If approval is given, the new participating entity
shall join the Parties by adopting and executing this Agreement through an action of the Party’s
governing body.
3.6 Cost. Each Party will bear its own cost of performance under this Agreement.
ARTICLE IV
The Coordinating Committee
4.1 Coordinating Committee.
a. The Coordinating Committee membership shall be the designated liaisons
from the following local governments:
i. City of Lewisville
ii. City of Burleson
iii. City of Carrollton
iv. City of Colleyville
v. City of Coppell
vi. City of Euless
vii. Town of Flower Mound
viii. City of McKinney
ix. City of Sachse
x. City of Southlake
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xi. Town of Little Elm
xii. Bexar County
b. The Coordinating Committee shall have only the duties specifically outlined
in this Agreement. The Coordinating Committee shall have the authority to
adopt its own rules of procedure that are consistent with Article III, Section
3.2 and in compliance with terms of this Agreement.
c. A simple majority of all members of the Coordinating Committee shall
constitute a quorum to perform. A quorum of the Coordinating Committee
must participate in any decision made by the Coordinating Committee under
this Agreement.
d. The Coordinating Committee shall meet at least once every six (6) months.
Meetings shall be held in person, by conference call, or by another live remote
meeting access service.
e. A simple majority vote of all members of the Coordinating Committee shall
select a member to receive any reports and send any notices required under
this Agreement. This individual’s name and contact information shall be
provided to all Parties within thirty (30) days of the individual’s selection.
f. A simple majority vote of the Coordinating Committee members present shall
select a member to draft minutes outlining the items discussed and decisions
made by the Coordinating Committee at any given meeting. The minutes
shall be sent to the Coordinating Committee for approval within thirty (30)
days of the meeting, and must be approved by a majority of all members of
the Coordinating Committee within thirty (30) days of its distribution. The
minutes may be distributed and approval of the minutes provided to the drafter
via e-mail. These minutes shall be distributed to all Parties within ten (10)
days of their approval.
g. The Parties understand and agree that the Coordinating Committee shall not
be construed as a board or committee appointed by a governing body and shall
not be required to comply with the provisions of the Texas Open Meetings
Act, Chapter 551 of the Texas Government Code.
ARTICLE V
Termination
5.1 This Agreement may be terminated as follows:
a. Any Party may choose to terminate its participation in the Agreement with
sixty (60) days’ written notice to each of the members of the Coordinating
Committee at the notice address provided in this Agreement. The
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termination of a Party’s participation in this Agreement shall not affect the
continuation of this Agreement in full force and effect with respect to the
remaining Parties.
b. A Party’s participation in the Agreement may be terminated for any reason,
including failure to comply with the terms of this Agreement, by an
affirmative vote of two-thirds (2/3) of all of the members of the Coordinating
Committee to remove the Party. Upon termination under this section, the
Coordinating Committee shall provide thirty (30) days’ written notice to the
Party which has been removed following the Committee’s decision. The
Coordinating Committee will contact Bibliotheca and notify them of the
Party’s removal.
c. In the event that the Bibliotheca cloudLibrary cloudLink program is no
longer available, this Agreement shall automatically terminate.
5.2 Upon termination, each Party will retain its rights, title and interest to all Cloud
Resources purchased by the Party during its time as a Party to this Agreement.
ARTICLE VI
Liability and Immunity
6.1 Liability and Immunity.
a. Handling of Claims. The Parties agree, to the extent authorized under the
constitution and laws of the State of Texas and without waiving any
immunity, right, protection, or defense therein, that each shall be
individually responsible for any and all claims for damages, cost, and
expenses to person or persons and property that may arise out of or be
occasioned by the intentional or negligent act or omission of its respective
officials, agents, representatives, and employees in the performance of this
Agreement, including but not limited to their acts of negligence or omission
in the provision of public library services, including the cloud based
services that are the subject to this Agreement. The Parties agree that each
shall be liable only for damages, including attorneys’ fees and costs, related
to or arising out of the intentional or negligent act or omission of their
respective officials, agents, representatives, and employees in the
performance of this Agreement.
b. Joint Liability. In the event of joint or concurrent negligence of the Parties,
responsibility, if any, shall be apportioned comparatively in accordance
with the laws of the State of Texas without, however, waiving any
governmental immunity, right, protection, or defense available to any party
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individually under Texas law. The provisions of this section are solely for
the benefit of the Parties hereto and are not intended to create or grant any
rights, contractual or otherwise, to any other person or entity.
c. No Waiver of Immunity. It is expressly understood and agreed that in
execution of this Agreement, no Party waives, nor shall be deemed to have
waived, immunity or defense that would otherwise be available to it against
claims arising in the exercise of governmental powers and functions. By
entering into this Agreement, the Parties do not create any obligations,
express or implied, other than those set forth herein, and this Agreement
shall not create any rights in parties not signatories hereto.
ARTICLE VII
Miscellaneous
7.1 Assignment. This Agreement may not be assigned by any Party hereto without the
prior written unanimous consent of the other parties. No assignment, delegation of duties or
subcontract under this Agreement shall be effective without the prior written unanimous consent
of all Parties hereto.
7.2 Governing Law. The validity of this Agreement and any of its terms and
provisions, as well as the rights and duties of the parties, shall be governed by the laws of the State
of Texas; and venue for any action arising as a result of this Agreement shall be in the state court
of Denton County, Texas, except when state law requires otherwise.
7.3 Legal Construction. In the event that any one or more of the provisions contained
in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect,
such invalidity, illegality, or unenforceability shall not affect the other provisions, and the
Agreement shall be construed as if such invalid, illegal or unenforceable provisions had never been
contained in this Agreement.
7.4 Amendment. This Agreement may be amended by a simple majority vote of all
members of the Coordinating Committee.
7.5 Entire Agreement. This Agreement represents the entire Agreement among the
Parties with respect to the subject matter covered by this Agreement.
7.6 No Relationship Created. The Parties agree and acknowledge that no Party is an
agent of any other Party under this Agreement and that each Party is responsible for its own acts,
forbearance, negligence, and deeds, and for those of its agents or employees. The purposes for
which each Party has entered into this Agreement are separate and distinct. It is not the intent of
any of the Parties that a joint enterprise relationship is being entered into and the Parties hereto
specifically disclaim such relationship.
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7.7 Rights of Third Parties. Nothing contained in this Agreement shall be construed to
create, and the Parties do not intend to create, any rights in or for the benefit of third parties.
7.8 Force Majeure. In the event that any party shall be prevented from performing any
of its obligations under this Agreement by any act of God, war, right, civil commotion, strikes,
fires, flood or by the occurrence of any other event beyond the control of such party, then such
party shall be excused from the performance of the obligations in this Agreement but only during
such periods of Force Majeure.
7.9 Current Revenues. All costs or expenses incurred by any Party as result of this
Agreement shall be paid from the current revenues available to the Party.
7.10 Recitals. The recitals of this Agreement are incorporated herein.
7.11 Severability. The provisions of this Agreement are severable. If any paragraph,
section, subdivision, sentence, clause, or phrase of this Agreement is for any reason held by a court
of competent jurisdiction to be contrary to law or contrary to any rule or regulation having the
force and effect of the law, the remaining portions of the Agreement shall be enforced as if the
invalid provision had never been included.
7.12 Notice. All notices pertaining to this Agreement shall be in writing and shall be
deemed delivered (i) when received at a Party's address if hand delivered or sent via overnight
delivery service by way of USPS, UPS, FedEx, or similar carrier, or (ii) on the third (3rd) business
day after being deposited in the United States mail, postage prepaid, certified mail, return receipt
requested, addressed to the Parties at the respective notice addresses set forth below or at other
addresses as may have been previously specified by written notice delivered in accordance with
this Agreement.
[SIGNATURE PAGES ATTACHED]
DocuSign Envelope ID: 448DA60F-9820-451E-AAB3-0A43A04802C5
APPROVED BY THE GOVERNING BODY OF PARTICIPATING ENTITY, CITY OF ________,
COUNTY, TEXAS, this ___ day of ________________________, 2019.
EXECUTED BY:
____________________________________________
TODD HILEMAN, CITY MANAGER
ATTEST:
_____________________________________________
ROSA RIOS, CITY SECRETARY
Liaison:
Name:
Library Director
Notice to:
Library
Address:
Attn (contact name):
Phone Number:
APPROVED AS TO FORM:
____________________________________________
AARON LEAL, CITY ATTORNEY
DocuSign Envelope ID: 448DA60F-9820-451E-AAB3-0A43A04802C5
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Certificate Of Completion
Envelope Id: 448DA60F9820451EAAB30A43A04802C5 Status: Completed
Subject: Please DocuSign: Interlocal Agreement 7121 - CloudLibrary Service
Source Envelope:
Document Pages: 9 Signatures: 4 Envelope Originator:
Certificate Pages: 6 Initials: 1 Suzzen Stroman
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Time Zone: (UTC-06:00) Central Time (US & Canada)
901B Texas Street
Denton, TX 76209
suzzen.stroman@cityofdenton.com
IP Address: 129.120.6.150
Record Tracking
Status: Original
10/14/2019 12:09:17 PM
Holder: Suzzen Stroman
suzzen.stroman@cityofdenton.com
Location: DocuSign
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Suzzen Stroman
suzzen.stroman@cityofdenton.com
Buyer
City of Denton
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Lori Hewell
lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
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Mack Reinwand
mack.reinwand@cityofdenton.com
City of Denton
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Cheyenne Defee
cheyenne.defee@cityofdenton.com
Contract Administrator
City of Denton
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Todd Hileman
Todd.Hileman@cityofdenton.com
City Manager
City of Denton
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Sent: 11/7/2019 1:52:25 PM
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Electronic Record and Signature Disclosure:
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ID: 57619fbf-2aec-4b1f-805d-6bd7d9966f21
Rosa Rios
rosa.rios@cityofdenton.com
City Secretary
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Sent: 11/7/2019 3:22:28 PM
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ID: 9428fe6d-ff9b-4a1f-b8d4-f8ca3a0de8d4
Jennifer Bekker
Jennifer.Bekker@cityofdenton.com
Director of Libraries
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Sent: 11/7/2019 3:28:35 PM
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ID: eee10742-9d89-4798-847f-f715585a8887
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Cheyenne Defee
cheyenne.defee@cityofdenton.com
Contract Administrator
City of Denton
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(None)
Sent: 10/14/2019 12:17:41 PM
Electronic Record and Signature Disclosure:
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Sherri Thurman
sherri.thurman@cityofdenton.com
City of Denton
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Jane Richardson
jane.richardson@cityofdenton.com
Assistant City Secretary
City of Denton
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Sent: 11/7/2019 3:22:29 PM
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