To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Settlement and Release Agreement - Margaret Sullivan Studio
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee

RECOMMENDATIONS:
APPROVE and AUTHORIZE the County Librarian to execute a settlement and release agreement between the County and Margaret Sullivan Studio (Contractor) under which the County will pay $15,894.29 to resolve outstanding claims for payment and reimbursement made by the Contractor in connection with staff training workshops, community events, and related travel that occurred between January 2019 and August 2021.
FISCAL IMPACT:
100% Library Fund.
BACKGROUND:
In January 2019, the County and the Contractor entered into a contract wherein the Contractor was tasked with providing staff training workshops for the Library in February, April, and May of 2019. While the Contractor received payment for conducting these workshops, compensation for related travel expenses was not provided. The Contractor subsequently submitted an invoice for travel expenses exceeding the $3,000 limit specified in the contract. As outlined in the attached settlement and release agreement, the County has agreed to pay the Contractor $3,000 for these travel expenses.
Regarding the Contra Costa Friends & Foundation Retreat held on October 12, 2019, the Contractor submitted an invoice amounting to $3,500 for consulting fees and $1,278.40 for travel expenses. Despite the absence of a formal contract for these services, both the consulting services and reasonable travel expenses were incurred. According to the settlement and release agreement, the County will compensate the Contractor the full invoiced amount of $4,778.40.
For the event known as Staff Day held on October 14, 2019, the Contractor presented an invoice for a consulting fee of $4,500 and travel expenses totaling $213.23. Although no formal contract existed for these services, they were performed, and reasonable travel expenses were incurred. Under the settlement and release agreement, the County will remit the full invoice amount of $4,713.23.
Concerning the Moraga Library Reimagining event that occurred on August 31, 2021, the Contractor provided services and submitted an invoice for those services, which was duly paid. Additionally, the Contractor submitted an invoice for travel expenses incurred between August 29 and September 4, 2021. Despite no formal contract governing the services rendered, they were completed, and travel expenses were incurred. As per the settlement and release agreement, the County will pay the sum of $3,402.66 for these travel-related expenses.
CONSEQUENCE OF NEGATIVE ACTION:
If the settlement and release agreement is not approved, the Contractor will not be paid for services performed or reimbursed for expenses incurred at the direction of the County Librarian.