Camarillo City Council
AGENDA REPORT
Date: February 11, 2026
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Approve First Amendment with Library Systems and Services, LLC for Reservation Services
BACKGROUND
Since the opening of the Camarillo Public Library (Library) in 2007, the City of Camarillo Administrative Services Department has managed onsite facility reservations including the community room, executive boardroom, conference room and courtyard. These facilities are used by the City, Library, other government agencies, non-profit organizations, and other groups and individuals. These facilities have been used to hold workshops, seminars, private parties, fundraising events, board meetings, elections, trainings, etc. The use of these facilities is established under Council Policy 11.13 - Use of Camarillo Library Ancillary Facilities.
In 2011 the management of the Library transitioned from the County of Ventura to the City of Camarillo, which then contracted with Library Systems & Services, LLC (LS&S) to administer and operate the Library. LS&S provides full-service staffing, community programs, oversees collection materials, collection management, marketing, human resources, and finances to operate the Library.
On June 22, 2022, the City of Camarillo entered into a new 10-year Professional Services Agreement No. 2022-162 with LS&S to continue library administration and operation services. Included in this new agreement was the addition of information technology services, which previously had been provided by the City’s Administrative Services Department.
The option to outsource room reservations to LS&S was also explored during the review of the new 10-year agreement but was not implemented at that time due to impacts related to the Covid-19 pandemic and the planned unavailability of the community room
First Amendment-Library Systems and Services reservation services February 11, 2026
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while it was reserved to hold public meetings during the Council Chamber Renovation project.
DISCUSSION
Library Reservation Services
Staff received a proposal from LS&S to add library facility reservations to their existing scope of services. Under this expanded scope, LS&S would serve as the primary point of contact for reservation inquiries and would manage the end-to-end reservation process, including intake of applications, scheduling through the reservation system, collection of required documentation, payment processing, room setup for events, and day-of event support. LS&S would also coordinate post-event inspections, document any damages, and prepare refund or billing documentation.
The City would retain responsibility for auditing of insurance and business license approvals, deposit refund authorization, policy direction, and major facility maintenance.
This division of responsibilities preserves City control over regulatory and financial decisions while shifting operational tasks to onsite library staff.
This approach provides operational efficiencies and cost savings. By assigning the facility reservation administration to Library staff already stationed at the facility, the City avoids the need for offsite coordination by multiple city staff, reduces staff travel and response time, and streamlines communication with the public.
An analysis was carried out where staff examined hourly fully burdened rates of City staff involved in the reservation process which amounted to $43,804 over a one-year period, and when compared to LS&S’ proposed base cost of $40,000 represents a savings to the City of 9%.
The proposal also improves customer service by allowing patrons direct online access to the library’s facility calendar which will enhance and streamline the booking process.
Further, patrons can speak directly to Library staff, instead of being told to contact the City. This reflects a cost-effective service model when compared to alternatives that require dedicated off-site or specialized event personnel.
LS&S’ proposal aligns with existing City policy, consolidates library service delivery to the community, and achieves cost-effective use of staffing resources while maintaining appropriate City oversight. Overall, this proposal will allow the City to implement an efficient, responsive, and sustainable approach to managing Library facility reservations.
City will closely monitor the transition of these services and work with LS&S to make any needed adjustments.
Staff recommends authorizing First Amendment 2022-162A in accordance with the existing agreement term and an annual 2% escalator for a total authorization of $272,606 making the total agreement $23,247,990 (plus materials).
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Library Closures Due to Holidays
Exhibit A, Section B)3, currently includes the following language: The Library will be closed on some Holidays and other days mutually agreed upon in writing by the City and LS&S.
In an effort to achieve consistency from year to year, the following language is recommended to replace the existing language:
The Library will be closed on the following holidays:
· New Years Day
· Dr. Martin Luther King Jr. Day
· Presidents’ Day
· Easter
· Memorial Day
· Independence Day
· Labor Day
· Thanksgiving Day
· Day After Thanksgiving
· Christmas Eve
· Christmas Day
In addition to the holidays listed above, one (1) all staff day/closure is permitted per calendar year on a day that is mutually agreed upon in writing by the City and LS&S. This closure will allow for professional development, team-building, or volunteer opportunity as determined by the Library Director.
FISCAL IMPACT
Funds for the reservation services are included in FY 2025/26 Library Services Budget Account No. 101-4684-468.35-98
Future years will be included in their respective budgets.
CITY COUNCIL STRATEGIC PLAN FY 2025/26
This recommendation supports the City Council’s Strategic Plan Goal and Objective 2.2 – Community Enrichment – Explore opportunities to foster an inclusive and accessible environment for all, including inclusivity and tolerance in our community; and 9.3 – Community Relations – Enhance customer service and expand community education efforts to improve public awareness and accessibility of services.
First Amendment-Library Systems and Services reservation services February 11, 2026
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CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that booking/reserving spaces/rooms are not subject to CEQA review because it can be seen with certainty that there is no possibility that Reservation Services may have a significant effect on the environment.
RECOMMENDATION
1. Find that reservation services are exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Guidelines; and
2. Authorize the City Manager to execute First Amendment 2022-162A with Library Systems and Services LLC, in the amount of $272,606; and a total amended agreement amount not to exceed $23,247,990 (plus materials) and approve the listed Holiday closures.
3. Authorize the City Manager to negotiate and execute future agreements and amendments with Library Systems and Services LLC for operation of the Camarillo Public Library up to the authorized amount.
ATTACHMENTS
1. Attachment 1 – 2022-162A First Amendment
2. Attachment 2 – 2022-162 Original Agreement
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None