This meeting will be held via teleconference only in order to reduce the risk of spreading COVID-19 and pursuant to AB 361. All votes taken during this teleconference meeting will be by roll call vote, and the vote will be publicly reported.
HOW TO VIEW THE MEETING: No physical location from which members of the public may observe the meeting and offer public comment will be provided. Please view the meeting, which will be live streamed at https://malibucity.org/video and https://malibucity.org/VirtualMeeting.
HOW TO PARTICIPATE BEFORE THE MEETING: Members of the public are encouraged to submit email correspondence to [email protected] before the meeting begins.
HOW TO PARTICIPATE DURING THE MEETING: Members of the public may also speak during the meeting through the Zoom application. You must first sign up to speak before the item you would like to speak on has been called and then you must be present in the Zoom conference to be recognized.
Please visit https://malibucity.org/VirtualMeeting and follow the directions for signing up to speak and to download the Zoom application.
Malibu City Council
Library Subcommittee
Special Meeting Agenda
(to be held during COVID-19 emergency)
Tuesday, April 18, 2023
11:00 A.M.
Various Teleconference Locations
YOU MAY VIEW THIS MEETING LIVE OVER THE INTERNET AT
MALIBUCITY.ORG/VIDEO
Mayor Bruce Silverstein
Councilmember Marianne Riggins
Call to Order
Roll Call
Approval of Agenda
Report on Posting of the Agenda – April 14, 2023
Library Subcommittee
April 18, 2023 Special Meeting
1. Presentations
None.
2. Old Business
A. Approval of Minutes – May 2, 2022 (continued from September 13, 2022) Recommended Action: Approve the minutes for the Library Subcommittee Special meeting of May 2, 2022.
Staff Contact: Executive Assistant Linden, 456-2489, ext. 232
3. New Business
A. Approval of Minutes – September 13, 2022
Recommended Action: Approve the minutes for the Library Subcommittee Special meeting of September 13, 2022.
Staff Contact: Executive Assistant Linden, 456-2489, ext. 232 B. Malibu Library Set Aside Funds for Fiscal Year 2023-24 Recommended Action: Provide a recommendation to the City Council concerning the use of the Malibu Library Set Aside Funds for Fiscal Year 2023-24.
Staff Contact: Assistant City Manager Toney, 456-2489, ext. 224 Adjournment
I hereby certify under penalty of perjury, under the laws of the State of California, that the foregoing agenda was posted in accordance with the applicable legal requirements. Special meeting agendas may be amended up to 24 hours in advance of the meeting. Dated this 14th day of April 2023, at 3:00 p.m. ___________________________________
Mary Linden, Executive Assistant
Agenda Item # 2.A.
Library
Subcommittee
Special Meeting
04-18-23
Item 2.A.
Library Subcommittee
Agenda Report
To: Mayor Silverstein and Councilmember Riggins
Prepared by: Mary Linden, Executive Assistant
Approved by: Joseph D. Toney, Assistant City Manager
Date prepared: April 11, 2023 Meeting date: April 18, 2023 Subject: Approval of Minutes – May 2, 2022 (continued from September 13, 2022)
RECOMMENDED ACTION: Approve the minutes for the Library Subcommittee Special meeting of May 2, 2022.
DISCUSSION: At the September 13, 2022 Library Subcommittee Special meeting, the Subcommittee initially approved the draft minutes for the Library Subcommittee Special meeting of May 2, 2022. However, it was noted that the minutes listed the incorrect subcommittee name at the top of the document, so the Subcommittee rescinded its original approval and requested that the minutes be corrected and brought back for reconsideration.
The correction has been made and the draft minutes for the Library Subcommittee Special meeting of May 2, 2022 are hereby presented for approval.
ATTACHMENTS: Draft Minutes for the May 2, 2022 Library Subcommittee Special meeting
MINUTES
MALIBU LIBRARY SUBCOMMITTEE
SPECIAL MEETING
MAY 2, 2022
TELECONFERENCED - VARIOUS LOCATIONS
3:30 P.M.
The following meeting was held pursuant to AB 361 and fully teleconferenced from various locations during the coronavirus disease (COVID-19) pandemic.
CALL TO ORDER
Councilmember Farrer called the meeting to order at 3:30 p.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Councilmember Karen Farrer and Councilmember Mikke Pierson ALSO PRESENT: City Manager Steve McClary; Assistant to the City Manager Elizabeth Shavelson; Media Technician Parker Davis; and Senior Administrative Assistant Brandie Ayala
APPROVAL OF AGENDA
MOTION Councilmember Pierson moved, and Councilmember Farrer seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
REPORT ON POSTING OF AGENDA
Senior Administrative Assistant Ayala reported that the agenda for the meeting was properly posted on April 29, 2022.
ITEM 1 PRESENTATIONS
None.
ITEM 2 OLD BUSINESS
A. Malibu Library Set Aside Funds for Fiscal Year 2022-2023 (continued from April 20, 2022)
Recommended Action: Provide a recommendation to the City Council concerning the use of the Malibu Library Set Aside Funds for Fiscal Year 2022-2023.
Assistant to the City Manager Shavelson presented the report. She introduced Jesse Walker-Lanz, Los Angeles County Library Assistant Director of Public Services, Gladstone Buckner, Regional Administrator for Los Angeles County Library North Regional Office, and Melissa Stallings, Malibu Librarian.
Malibu Library Subcommittee
Special Meeting
Minutes of May 2, 2022
_________________________
Teresa Earle thanked the City for requesting a reclarification of the expense proposal previously submitted. She discussed the joint use request.
John Mazza stated he had reviewed past expenses and had questions for County staff. He stated the City budgeted for 60 hours per week but received only 50 hours per week over the past two years. He stated there was no Executive Director for the Foundation in 2021, and there was no credit for a Malibu Librarian used for COVID tracing. With regard to allocations, he questioned the need for two security guards, maintenance reserve, an outreach librarian, and Family Place Program. He stated the Boys and Girls Club of Malibu (BGCM) allocation was doubled from last year.
He requested $25,000 for a consultant to look into a western branch of the library.
Sarah Ryan, Malibu High School and Middle School Librarian, thanked the City for its ongoing support. She discussed programs and equipment financed with the funds. She stated the joint use agreement was valuable, and the Teen Librarian provided great projects for the students.
Laura Rosenthal expressed support for providing funds to BGCM and the high school. She stated $140,000 previously allocated to a Library Fellow could be incorporated into the $500,000 endowment requested for the Los Angeles County Library Foundation (Foundation). She stated it would be very impactful to the Malibu Library and all County libraries.
Kasey Earnest thanked the City for the opportunity to submit an additional request for funding for the student population recovering from the pandemic. She stated the proposal was focused on mental health services offered. She stated Set Aside Funds could help fund a curriculum developed in partnership with Malibu High School.
In response to Mr. Mazza, Mr. Walker-Lanz stated only actual expenses were billed to the City for the last two years. He stated only one security guard was on duty and applied. He stated Malibu was not charged for hours when the Library was closed.
He stated a CARES Act reimbursement to the City offset Library staff salaries.
In response to Councilmember Farrer, Mr. Walker-Lanz stated that the direction to hire a consultant for an assessment of a western branch was before his time, and he was not aware of it.
Andrea Carroll, Foundation Executive Director, stated a previous City grant funded the Executive Director position in 2019 and 2020, after which the Foundation became fully self-sustaining.
In response to Mr. Mazza, Ms. Rosenthal stated the City provided $100,000 annually for deferred maintenance since the Set Aside Fund began. She stated the Family Place programs were supported for the past 10 years. She stated she would reach out to Linda Demmers, the City’s Library Needs Assessment consultant.
Malibu Library Subcommittee
Special Meeting
Minutes of May 2, 2022
_________________________
Assistant to the City Manager Shavelson stated studying the feasibility of westside services was part of the Council’s direction when it accepted the Library Needs Assessment in October 2018. She stated it was not included in the Subcommittee’s subsequent recommendation nor Council’s adoption of the uses for Set Aside Funds.
In response to Councilmember Farrer, Assistant to the City Manager Shavelson stated she would research any decisions regarding studying the feasibility of a western branch.
Mr. Mazza stated discussion of the Library Needs Assessment included the possibility of a westside branch. He stated the consultant advised that a separate study would be required. He stated certain libraries could use City land to provide meeting and community rooms. He stated there was no reimbursement for deferred maintenance in 2019 or 2020. He said it was not listed as either spent or not spent.
In response to Mr. Mazza, Assistant to the City Manager Shavelson stated that in the 2020-2021 County report, deferred maintenance was listed as an approved expense but was noted as unspent. She agreed with Mr. Mazza that it was not listed in the Fiscal Year 2019-2020 report in the expenditures approved by Council for 2019-2020, but equipment replacements were noted.
In response to Councilmember Farrer, Mr. Walker-Lanz stated he would report back to the Subcommittee with answers to those questions.
Councilmember Farrer thanked everyone who submitted written proposals.
MOTION Councilmember Pierson moved, and Councilmember Farrer seconded a motion to recommend that the City Council approve the use of the Malibu Library Set Aside Funds for Fiscal Year 2022-2023 to: 1) provide funding for ongoing expenses as follows:
$100,000.........Increased service hours of 60 hours a week $260,000.........Two dedicated security guards
$100,000.........Fund the deferred maintenance reserve
$100,000.........Full-time Teen Librarian
$125,000.........Malibu Library Speaker Series program
$116,000.........Outreach Librarian
$50,000.........Family Place Programs throughout the County library system
$50,000.........Boys & Girls Club of Malibu (books and other libraryrelated supplies and services) $17,000.........Malibu Public Schools (library-related supplies) Subtotal = $918,000
2) fulfill the requests for funds submitted by the Boys and Girls Club of Malibu and Malibu High School, understanding the Teen Librarian may not work out, and 3) Malibu Library Subcommittee
Special Meeting
Minutes of May 2, 2022
_________________________
bring forward for Council discussion the Los Angeles County Library Foundation request for endowment funds.
In response to Councilmember Pierson, Councilmember Farrer confirmed funds for the Library Fellow were removed from the ongoing expenses.
The question was called, and the motion carried unanimously.
ITEM 3 NEW BUSINESS
A. Approval of Minutes – April 20, 2022
Recommended action: Approve the minutes for the Library Subcommittee Special meeting of April 20, 2022.
MOTION Councilmember Farrer moved, and Councilmember Pierson seconded a motion to approve the minutes for the Library Subcommittee Special meeting of April 20, 2022. The question was called, and the motion carried unanimously.
ADJOURNMENT
MOTION At 4:12 p.m., Councilmember Farrer adjourned the meeting.
Approved and adopted by the Library Subcommittee of the City of Malibu on __________.
________________________________
BRUCE LEE SILVERSTEIN, Mayor
ATTEST:
_________________________________
MARY LINDEN, Executive Assistant
Agenda Item # 3.A.
Library
Subcommittee
Special Meeting
04-18-23
Item 3.A.
Library Subcommittee
Agenda Report
To: Mayor Silverstein and Councilmember Riggins
Prepared by: Mary Linden, Executive Assistant
Reviewed by: Joseph D. Toney, Assistant City Manager
Approved by: Steve McClary, City Manager
Date prepared: April 11, 2023 Meeting date: April 18, 2023 Subject: Approval of Minutes –September 13, 2022
RECOMMENDED ACTION: Approve the minutes for the Library Subcommittee Special meeting of September 13, 2022.
DISCUSSION: Staff has prepared draft minutes for the Library Subcommittee Special meeting of September 13, 2022, and hereby submits the minutes to the Subcommittee for approval.
ATTACHMENTS: Draft Minutes for the September 13, 2022 Library Subcommittee Special meeting
MINUTES
MALIBU LIBRARY SUBCOMMITTEE
SPECIAL MEETING
SEPTEMBER 13, 2022
TELECONFERENCED - VARIOUS LOCATIONS
3:00 P.M.
The following meeting was held pursuant to AB 361 and fully teleconferenced from various locations during the coronavirus disease (COVID-19) pandemic.
CALL TO ORDER
Councilmember Farrer called the meeting to order at 3:06 p.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Councilmember Karen Farrer and Councilmember Mikke Pierson ALSO PRESENT: City Manager Steve McClary; Assistant City Manager Joseph Toney; Deputy City Manager Elizabeth Shavelson; Community Services Director Jesse Bobbett; Community Services Deputy Director Kristin Riesgo; Media Technician Parker Davis; and Executive Assistant Mary Linden
APPROVAL OF AGENDA
MOTION Councilmember Pierson moved, and Councilmember Farrer seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
REPORT ON POSTING OF AGENDA
Executive Assistant Linden reported that the agenda and amended agenda for the meeting were properly posted on September 9, 2022.
ITEM 1 PRESENTATIONS
None.
ITEM 2 OLD BUSINESS
None.
ITEM 3 NEW BUSINESS
A. Approval of Minutes – May 2, 2022
Recommended action: Approve the minutes for the Library Subcommittee Special meeting of May 2, 2022.
Malibu Library Subcommittee
Special Meeting
Minutes of September 13, 2022
_________________________
MOTION Councilmember Pierson moved, and Councilmember Farrer seconded a motion to approve the minutes for the Library Subcommittee Special meeting of May 2, 2022.
The question was called, and the motion carried unanimously.
Councilmember Pierson noted that this item was incorrectly listed as the Administration and Finance Subcommittee, rather than the Library Subcommittee, on the meeting agenda. Executive Assistant Linden stated that would be corrected in the minutes.
City Manager McClary suggested bringing the minutes back for approval at the next Library Subcommittee meeting since the item was incorrectly labeled in the agenda. Councilmember Pierson and Councilmember Farrer agreed to withdraw the motion and have the minutes brought back for approval at the next meeting.
MOTION Councilmember Pierson moved, and Councilmember Farrer seconded a motion to reconsider approval of the minutes for the Library Subcommittee Special meeting of May 2, 2022 at the next meeting. The question was called, and the motion carried unanimously.
B. Malibu Library Set Aside Funds for Fiscal Year 2023-2024 Recommended Action: Provide a recommendation to the City Council regarding a prioritized list of issues to be discussed at the yearly meeting between the City and County Library to discuss the use of the Malibu Library Set Aside Funds for Fiscal Year 2023-2024.
Deputy City Manager Shavelson presented the report. She stated the County estimated the City should have over $16 million in the Set Aside Fund as of the end of the fiscal year.
Councilmember Farrer discussed the 2018 Needs Assessment. She stated those needs seemed to stand up today with little or no change. She requested a County Library representative and City staff respond with their thoughts on the status of those needs identified in 2018 as of now.
Deputy City Manager Shavelson stated that would be an excellent topic for the November meeting between City and County Library staff. She discussed problems filling open positions at the library.
Councilmember Pierson stated some residents desired expanding library services to the west side of Malibu. He stated City-level conversations about the use of City land have not yet been held. He questioned whether or not it would be better to determine those uses before considering expanding library services, assuming that expanding library services would involve City-owned land.
Councilmember Farrer stated the 2018 Needs Assessment recommended studying expanded services in western Malibu but did not specify that it be a facility. She Malibu Library Subcommittee
Special Meeting
Minutes of September 13, 2022
_________________________
discussed the use of bookmobiles and electronic library services. She discussed problems related to homelessness near the current library. She expressed concern that a new facility could be a potential magnet for people experiencing homelessness and related problems.
Gladstone Bucknor, Regional Administrator for the Los Angeles County Library North Region, stated a mobile vehicle to provide expanded services had been previously discussed but was not approved. He discussed the Outreach Librarian position, intended to expand services for the west end.
In response to Mr. Bucknor, Councilmember Farrer stated there had been previous discussion of a Maker Mobile.
In response to Councilmember Farrer, Mr. Bucknor stated the County had two bookmobiles, one of which was delivered in 2020 or 2021, serving the Antelope Valley area. He stated the East Region also had two vehicles.
Councilmember Farrer stated she would like to see the City fully explore what could be included in “expanded services.”
Councilmember Pierson stated previous lists had value and remained relevant. He requested the County provide input on other options available, particularly from new technologies. He suggested providing services through the Boys and Girls Club of Malibu (BGCM).
Patt Healy agreed with looking into things other than books, such as lending tools and equipment or training courses.
Councilmember Pierson suggested adding lending library options to the list.
Doug Stewart stated libraries have changed. He suggested offering training opportunities. He stated what was offered in the building was probably more important than the building in which it was provided.
Mr. Brucknor discussed tool lending libraries provided throughout the County that were well-received.
In response to Councilmember Farrer, Mr. Brucknor confirmed that the Outreach Librarian has resumed work at the Malibu Library after being reassigned in response to COVID. He discussed current vacancies at the Malibu Library.
MOTION Councilmember Pierson moved, and Councilmember Farrer seconded a motion to provide a recommendation to the City Council that the items identified by staff on page three of the staff report, the continuation of currently funded Library programs with the addition of a lending library and training opportunities, and further study of expanding services in western Malibu be included in the discussion between the Malibu Library Subcommittee
Special Meeting
Minutes of September 13, 2022
_________________________
City and the County Library for the use of Malibu Library Set Aside Funds in Fiscal Year 2023-2024 with the priority being further study of expanding services in western Malibu as identified in the 2018 Needs Assessment. The question was called, and the motion carried unanimously.
ADJOURNMENT
MOTION At 3:45 p.m., Councilmember Pierson moved, and Councilmember Farrer seconded a motion to adjourn the meeting. The question was called, and the motion carried unanimously.
Approved and adopted by the Library Subcommittee of the City of Malibu on _____________.
______________________________
KAREN FARRER, Councilmember
ATTEST:
_________________________________
MARY LINDEN, Executive Assistant
Agenda Item # 3.B.
Library
Subcommittee
Special Meeting
04-18-23
Item 3.B.
Library Subcommittee
Agenda Report
To: Mayor Silverstein and Councilmember Riggins
Prepared by: Rob Houston, Interim Deputy City Manager
Reviewed by: Joseph D. Toney, Assistant City Manager
Approved by: Steve McClary, City Manager
Date prepared: April 12, 2023 Meeting date: April 18, 2023 Subject: Malibu Library Set Aside Funds for Fiscal Year 2023-24 RECOMMENDED ACTION: Provide a recommendation to the City Council concerning the use of the Malibu Library Set Aside Funds for Fiscal Year 2023-24.
FISCAL IMPACT: There is no fiscal impact associated with the recommended action.
Malibu Library services are paid for from a designated portion of property tax. Every year the County of Los Angeles sets aside the difference between the property tax dollars apportioned to the County Library from property within the City and the Malibu Library expenses into a designated fund. As of June 30, 2022, the Set Aside Fund totaled approximately $19.3 million to be used solely to improve Malibu Library facilities and services.
WORK PLAN: This item was not included in the Adopted Work Plan for Fiscal Year 2022-23. This project is part of normal staff operations.
DISCUSSION: In November of each year, the City and County Library staff meet to discuss the Malibu Library Set Aside Fund and the use of Set Aside Funds for the following fiscal year. The Subcommittee is asked to make a recommendation to the County regarding a prioritized list of issues to be discussed at the yearly meeting in accordance with the Memorandum of Understanding (MOU) between the County of Los Angeles and the City of Malibu. On September 13, 2022, the Malibu Library Subcommittee met to discuss priorities for Fiscal Year 2023-24. The Subcommittee reviewed the current Set Aside Fund expenditures, the recommendations from the 2018 Malibu Library Needs Assessments, and public input, and recommended that Council establish the following priorities:
Agenda Item # 3.B.
• Current services and service metrics
• Continuation or augmentation of the City’s annual allocations • Feasibility of the implementation of the immediate and short-term recommendations of the 2018 Needs Assessment
• Development of conceptual plans to relocate the main entrance of the Malibu Library
• Further study of expanding services in western Malibu • Analysis of the resources needed to develop a Malibu historical archive • Possibility of establishing a lending library to include tools and other equipment • Consider training courses that could be offered for the community Background
The Malibu Library was established in 1970 by the County of Los Angeles and is located on the County-owned Civic Center property.
In September 2008, the City and County executed a MOU that governs the use of the Set Aside Funds. The MOU established a structure in which the expenditure of the excess funds generated from the taxes that Malibu residents pay could be spent on the Malibu Library. On March 26, 2018, the City and the County executed an amendment to the MOU extending the term until 2044, with two possible five- year extensions. All other terms remained the same.
In order to optimize the allocation of local property tax dollars and provide the maximum benefit to the Malibu community, the City has conducted two comprehensive library needs assessments in collaboration with the County Library. The first needs assessment was completed in 2005, and the Malibu Library Needs Assessment (2005 Needs Assessment) was approved by the City Council on August 8, 2005. The 2005 Needs Assessment established community-specific goals for the Malibu Library that were primarily focused on the large-scale renovation of the existing library and the purchase of furniture and equipment to serve the library program. The City and the County cooperatively used the Set Aside Funds to renovate the Malibu Library. The renovations were completed in April 2012. Since that time, Set Aside Funds have been used for the Malibu Library Speaker Series, to enhance service hours, establish a deferred maintenance fund, hire additional library staff, hire a full-time security guard, enhance library collections, materials, and services, and support related services at the Boys and Girls Club of Malibu and in Malibu public schools.
2018 Malibu Library Needs Assessment
In 2017, the City set out to update the 2005 Needs Assessment to establish new service goals that would guide the management of Malibu Library funding in subsequent calendar years. The process included extensive community input, as well as analysis of demographic trends and current service levels.
Agenda Item # 3.B.
On October 22, 2018, the City Council accepted the findings of the 2018 Malibu Library Needs Assessment (2018 Needs Assessment) and authorized staff to work with the Los Angeles County Library using Set Aside Funds to:
a) implement the immediate and short-term recommendations of the 2018 Needs Assessment where feasible;
b) develop conceptual plans to relocate the main entrance of the Malibu Library; c) analyze the feasibility of expanding library services on the west side of Malibu; and
d) analyze the resources needed to develop a Malibu historical archive.
The recommendations of the 2018 Needs Assessment are included as Attachment 1.
In the aftermath of the Woolsey Fire and the onset of the COVID-19 pandemic, the City continued to affirm rebuilding and public safety as its top priorities and implemented a Work Plan to manage the City’s other priority tasks. The Malibu Library projects have not been included in the City’s Work Plan in recent years and are not currently included in the City’s Adopted Work Plan for Fiscal Year 2022-23. Progress has been made on some of the recommendations identified in the Needs Assessment and an update has been provided as Attachment 2.
Council Approved Uses of the Set Aside Funds for Fiscal Year 2022-23 On May 23, 2022, the City Council approved the following uses of the Library Set Aside Funds for Fiscal Year 2022-23:
Increased service hours of 60 hours a week $100,000
Two dedicated security guards $260,000
Fund the deferred maintenance reserve $100,000
Full-time Teen Librarian $100,000
Malibu Library Speaker Series program $125,000
Outreach Librarian $116,000
Family Place Programs throughout the County library system $50,000 Boys & Girls Club of Malibu (library-related supplies & services) $50,000 Boys & Girls Club of Malibu (instructor to facilitate the Empowered Voices course and supplies for Creative Arts Social Emotional Learning Summer Program and other school year activities) $25,000
Malibu Public Schools (library-related supplies & services) $17,000 Malibu High School (funds for misc. library supplies and Teen Librarian services $26,390
TOTAL $969,390
Agenda Item # 3.B.
Malibu Library Set Aside Fund
It was previously estimated that approximately $1 million would be added to the Set Aside Fund each year based on certain assumptions, including an estimated cost of living increase of 3%, and did not take into account a change in the cost of the services being provided or a significant increase or decrease in revenue. The County Library Set Aside Fund FY 2021-22 ending fund balance is $19.3 million.
Prioritized List of Issues to be Identified
At the recommendation of the Malibu Library Subcommittee, the City Council is asked to approve the following list of priority items to be discussed with the County at the yearly meeting in November.
• Current services and service metrics
• Continuation or augmentation of the City’s annual allocations • Feasibility of the implementation of the immediate and short-term recommendations of the 2018 Needs Assessment
• Development of conceptual plans to relocate the main entrance of the Malibu Library
• Further study of expanding services in western Malibu • Analysis of the resources needed to develop a Malibu historical archive • Possibility of establishing a lending library to include tools and other equipment • Consider training courses that could be offered for the community FY 2023-24 Requests
As the Council considers its priorities and recommendations for the use of Set Aside Funds, it is important to note that these funds must be used solely to improve Malibu Library facilities and services.
The Los Angeles County Malibu Library team has prepared a recommended list of continued funding and new recommendations for City Council review. A copy of the latest Malibu Library Report is attached (Attachment 3) Items recommended for continued funding in FY 2023-24 are:
• Continue funding one security guard to monitor security in/around the library – $130,000
• Restore funding for a second security guard as the library returns to higher levels of customer activity – $130,000
• Continue Outreach Librarian II to provide programming in underserved West Malibu – $138,000
• Continue Teen Librarian I – $131,000
• Malibu Library Speaker Series – $125,000
• Continue additional service hours – $115,000
• Continue unscheduled maintenance – $100,000
• Continue to fund Smart Start (previously called Family Place) programs and staff training – $50,000
Agenda Item # 3.B.
• Boys and Girls Club of Malibu supplies and equipment – $50,000 • Continue unreserved balance – $150,000
• Malibu Public Schools library-related supplies & services – $17,000 New items recommended for FY 2023-24 are:
• Tool Lending Library at Malibu and associated training courses – $50,000 • Teen Area Refresh – $10,000
o Reconfigure the Teen Area to optimize for laptop users, including more accessible furniture and charging stations
• Speaker Series Tech Updates – $2,500
o Utilize additional technology for the Malibu Speaker Series, including a laptop and HDMI connectors
• Minor Meeting Room, Study Room, and Lobby Enhancements – $12,500 o Enhance building facility and support needs including replacing appliances in the meeting room kitchenette, new lobby displays, study room whiteboard, podium
• Supply/Collection Organization – $2,500
o Mobile carts for oversized books and 3D printer storage • Outreach – $2,500
o Promote library services at community events by providing outreach materials and supplies to community members
Items suggested in the Community Needs Assessment or further discussion and consideration:
• Engage consultant or architect to examine feasibility of a revised library entrance and interior layout modifications – Cost estimate TBD
• Explore funding staff to create and maintain a Malibu historical archive – Cost estimate TBD
Representatives from the County Library will be available at the meeting to answer questions regarding library operations, enhanced services, current needs, and the use of set aside funds.
The Council’s approved uses of the Malibu Library Set Aside Funds for FY 2023-24 will ultimately be relayed to the County Library. As specified in the MOU, the expenditure of any Set Aside Funds is subject to, and conditioned upon, ongoing approval by the County’s Board of Supervisors and such approval is not certain.
ATTACHMENTS:
1. 2018 Needs Assessment Recommendations
2. Updates to 2018 Needs Assessment
3. Malibu Library Report
Malibu Library Needs Assessment 2018
71 | Page
Recommendation Timeline Cost
Continue to weed collections Immediate -
Cross-promote events at City events Immediate $
Develop strong library brand utilizing new County Library logo and branding
Immediate -
Exploit Web 2.0 to increase public relations Immediate $ Increase collaboration with schools Immediate -
Publicize library programs and services at Library signature events Immediate $ Reduce number of adult PCs, repurpose space, purchase new furniture Immediate/ Short Term
$$$
Reduce number of children’s PCs repurpose space, purchase new furniture
Immediate/
Short Term
$$$
Reduce print stations, repurpose space, purchase new furniture Immediate/ Short Term
$$$
Update links on City websites Immediate -
Utilize Los Angeles County mobile program vans Immediate/ Short Term
unknown
Conduct marketing assessment of existing programs Short Term $ Conduct open houses, create welcome packets Short Term $ Continue to inform public of free digital resources Short Term - Continue to publicize interlibrary loan program Short Term - Increase publicity for library programs Short Term $
Increase use of self-service technology Short Term -
Locate Community Services programs in Library Short Term/ Mid-Term
-
Evaluate Library signature collections Short Term -
Purchase collections for Boys and Girls Club and schools to support curriculum and special studies
Short Term $$
Purchase laptop vending machine to replace desktop PCs Short Term $$$ Recruit program volunteers from abundant local talent Short Term - Recruit volunteers for program set-up and public relations Short Term - Relocate program offerings for specific audiences, e.g., to Malibu High School, Boys and Girls Club
Short Term $$
Replace building identification sign Short Term $$
Work with County Library’s new Outreach Coordinator Short Term - Add charging stations, power towers Mid-Term $$$
Address community requests for enhanced collections, including development of a long-term collection development plan
Mid-Term $$
Address issues with staff entrance Mid-Term $$
Budget 1 FTE position to manage library programs, logistics, publicity, volunteer recruitment
Mid-Term $$$
Collaborate on oral history project with Pepperdine University Mid-Term Unknown Collect Malibu primary source materials Mid-Term -
Attachment 1
Malibu Library Needs Assessment 2018
72 | Page
Collect writings by Malibu authors Mid-Term -
Consider options for delivery site, including a pick-up location in Western Malibu
Mid-Term Unknown
Develop building program for interior space reorganization Mid-Term $$ Engage library architect to plan interior renovation Mid-Term $$$$ Fund .5 FTE to create and manage Malibu historical and cultural archive or seek grant funding for this FTE
MidTerm/Temporary$$$
Fund programs requested by students to be held at MHS or other locations; e.g., SAT study, resume assistance, college applications Mid-Term $$
Ensure proper climate control for all local history resources Mid-Term $$$ Continue Malibu Library Speaker Series $$$$
Purchase secure, fireproof cabinets for historic photographs and other valuable documents
Mid-Term $$
Reassess back of house needs, workflow, efficiency of staff operations Mid-Term Unknown Redesign staff service desks Mid-Term $$$
Refurbish Meeting Room including new carpet, paint, A/V system replacement, storage door, HVAC noise issues
Short/Mid-Term $$$$
Refurnish Teen Area Short/Mid-Term $$
Regularly evaluate program success Mid-Term
Reinstate bookmobile service Mid-Term $$$$
Remove storage space in bookmobile bay to create climate controlled local history space, or
Mid-Term $$$$
Remove storage space in bookmobile bay to reinstate bookmobile service51
Mid-Term $$$$
Reorganize children’s area, replace furniture, increase shelving, expand play space, remove PCs and print station
Short/Mid-Term $$$
Replace and refresh worn volumes Mid-Term $$
Replace furniture in reading area with more individual reader stations Mid-Term $$$$ Review equipment and related requirements for additional programs, e.g., STEAM, cooking classes, sewing classes, etc.
Mid-Term $$
Review list of community requests to implement additional programs Mid-Term $$ Complete exterior renovation Long Term $$$$$
Address need for library services to Western Malibu including participation in future planning for community center
Long Term $$$$$$
Upgrade mechanical systems to address acoustical and ventilation issues
Long Term $$$$
51 Note that not all bookmobiles “live” in a bookmobile garage. The two North Region bookmobiles live in a secure fenced area outside the Lancaster Library.
Recommendation Timeline Cost Status Library Led
Initiative
Library and City
Collaboration
Continue to weed collections Immediate Ongoing X
Cross-promote events at City events Immediate $ Ongoing X Develop strong library brand utilizing new County Library logo and branding Immediate Ongoing X Exploit Web 2.0 to increase public relations Immediate $ Ongoing X Increase collaboration with schools Immediate Ongoing X Publicize library programs and services at Library signature events Immediate Ongoing X Reduce number of adult PCs, repurpose space, purchase new furniture Immediate/Short Term $$$ X Reduce number of children’s PCs repurpose space, purchase new furniture Immediate/Short Term $$$ X Reduce print stations, repurpose space, purchase new furniture Immediate/Short Term $$$ X Update links on City websites Immediate Done X
Utilize Los Angeles County mobile program vans Immediate/Short Term unknown X Conduct marketing assessment of existing programs Short Term $ X Conduct open houses, create welcome packets Short Term $ X Continue to inform public of free digital resources Short Term Ongoing X Continue to publicize interlibrary loan program Short Term $ Ongoing X Increase publicity for library programs Short Term $ Ongoing X Increase use of self-service technology Short Term Ongoing X Locate Community Services programs in Library Short Term/Mid-Term Ongoing X Evaluate Library signature collections Short Term X
Purchase collections for Boys and Girls Club and schools to support curriculum and special studies Short Term $$ Done/Annual X
Purchase laptop vending machine to replace desktop PCs Short Term $$$ X Recruit program volunteers from abundant local talent Short Term X Recruit volunteers for program set-up and public relations Short Term X Relocate program offerings for specific audiences, e.g., to Malibu High School, Boys and Girls Club Short Term $$ Ongoing X
Replace building identification sign Short Term $$ X
Work with County Library’s new Outreach Coordinator Short Term X Add charging stations, power towers Mid-Term $$$ X
Address community requests for enhanced collections, including development of a long-term collection development plan Mid-Term $$ X
Address issues with staff entrance Mid-Term $$ X
Budget 1 FTE position to manage library programs, logistics, publicity, volunteer recruitment Mid-Term $$$ X Collaborate on oral history project with Pepperdine University Mid-Term Unknown X Collect Malibu primary source materials Mid-Term X
Collect writings by Malibu authors Mid-Term X
Consider options for delivery site, including a pick-up location in Western Malibu Mid-Term Unknown X Develop building program for interior space reorganization Mid-Term $$ X Engage library architect to plan interior renovation Mid-Term $$$$ X Update on the 2018 Library Needs Assessment Recommendations
Recommendation Timeline Cost Status Library Led
Initiative
Library and City
Collaboration
Update on the 2018 Library Needs Assessment Recommendations Fund .5 FTE to create and manage Malibu historical and cultural archive or seek grant funding for this FTE Mid-Term/Temporary $$$ X
Fund programs requested by students to be held at MHS or other locations; e.g., SAT study, resume assistance, college applications Mid-Term $$ X
Ensure proper climate control for all local history resources Mid-Term $$$ X Continue Malibu Library Speaker Series $$$$ Done/Ongoing X Purchase secure, fireproof cabinets for historic photographs and other valuable documents Mid-Term $$ X Reassess back of house needs, workflow, efficiency of staff operations Mid-Term unknown X Redesign staff service desks Mid-Term $$$ X
Refurbish Meeting Room including new carpet, paint, A/V system replacement, storage door, HVAC noise issues Short/Mid-Term $$$$ X
Refurnish Teen Area Short/Mid-Term $$ X
Regularly evaluate program success Mid-Term Ongoing X
Reinstate bookmobile service Mid-Term $$$$ X
Remove storage space in bookmobile bay to create climate controlled local history space, or Mid-Term $$$$ X Remove storage space in bookmobile bay to reinstate bookmobile service Mid-Term $$$$ X Reorganize children’s area, replace furniture, increase shelving, expand play space, remove PCs and print station Short/Mid-Term $$$ X
Replace and refresh worn volumes Mid-Term $$ Ongoing X
Replace furniture in reading area with more individual reader stations Mid-Term $$$$ X Review equipment and related requirements for additional programs, e.g., STEAM, cooking classes, sewing classes, etc. Mid-Term $$ X
Review list of community requests to implement additional programs Mid-Term $$ Ongoing X Complete exterior renovation Long Term $$$$$ X
Address need for library services to Western Malibu including participation in future planning for community center Long Term $$$$$$ X
Upgrade mechanical systems to address acoustical and ventilation issues Long Term $$$$ X
MALIBU LIBRARY
Introduction
Malibu Library was established in 1970 by the County of Los Angeles Public Library. A newly renovated building was completed in April 2012 and certified LEED-Gold.
Usage
Malibu Library serves a diverse segment of Malibu residents and receives considerable usage from the community. During Fiscal Year 2021-2022, the library worked to return to regular circulation and programming following the COVID-19 closure. The library reopened to inside public services in April 2021 and had limited hours through January 2022. In February 2022, the library returned to pre-COVID hours and added four additional open hours, bringing open hours to 60 hours per week. • Malibu Library received 37,080 visitors in Fiscal Year 2021-2022, with an average of 3,090 visits to the library each month. The population of Malibu in 2021 was 15,677 people which includes the City of Malibu (10,481) and unincorporated Malibu (5,196).
ATTACHMENT 3
• Despite being closed for a prolonged period, Malibu Library continued to add new users. Over 664 new cards were issued; 152 of these cards were digital accounts providing access to the library’s virtual services during the closure.
• After reopening, 28,857 items were checked out.
• After reopening, the greatest levels of library use were in the morning and when staff conducted outdoor summer programming.
• The Malibu Library website continued to provide information on hours and programming. Visits to the website totaled 17,425 during Fiscal Year 2021-2022. • The library hosted more than 27,901 Wi-Fi sessions, with service provided in the library parking lot during the closure and access also extended to non-cardholders. • There were 33,419 public Internet sessions during Fiscal Year 2021-2022.
Circulation
Materials in Malibu Library served Malibu residents as well as library patrons throughout Los Angeles County.
Highlights:
● During FY 2021-2022, Malibu Library circulated 36,840 items. ● Malibu Library customers placed 10,216 holds and a total of 10,214 holds were filled from customers in Malibu and in the LA County Library service area. ● People from the Malibu area downloaded 12,053 eBooks and 8,303 audiobooks (2% increase) from the library’s Overdrive service during FY 2021-2022. ● Print books remained the most popular item type, circulating 18,786 times. ● Malibu has a high Internet Subscription Penetration percentage (82%, U.S. Census, 2010) and yet there are residents without reliable connectivity. Laptop & Hotspot Loan Kits were available for circulation through Malibu Library and 33 customers checked out devices for at-home use during the fiscal year.
Total Checkouts by Day of Week and Hour of Day, July 2021 – June 2022 Library Programs
Staff missed connecting with customers through in-person programs to the public during the COVID-19 closure, and customers missed the wide variety of programs for all ages normally offered by the library.
Throughout the summer of 2022, Malibu Library offered outdoor programs to children each Wednesday on the library patio. In June and July 2021 and June 2022, the Summer Discovery Program brought 25 children’s programs to Malibu, including musical performers, magicians, storytellers, artists, and puppeteers. Nearly 200 people attended the summer programs. In addition, Malibu Library staff provided take-home activity kits for babies/toddlers, preschoolers, school-age children, and teens throughout Fiscal Year 2021-2022, distributing 230 activity kits.
Regular indoor library programming for children began again in October 2021, with weekly Smarty Pants Storytimes and monthly children’s craft programs. In June 2022, LA Opera brought BambinO: An Opera for Babies to Malibu Library.
In July 2021, the children’s librarian at Malibu Library began presenting weekly storytimes at the Boys & Girls Club of Malibu summer camp. During July and August, she presented 8 storytimes to 110 children at the Malibu Elementary site. In June 2022, the teen librarian at Malibu Library began visiting the Boys & Girls Club at Malibu High School. He presented 1 program in June 2022, reaching 7 students. These programs continued into FY 2022-2023.
Highlights:
• 167 people attended 21 in-person children’s summer library programs during July and August 2021. Seventy-eight people attended in person children’s summer library programs during June 2022.
• 117 people attended storytimes in 2021-2022.
• More than 1,885 people attended children’s programs in 2021 - 2022. • The Malibu Library Book Group began meeting in person again in October 2021. Forty-three people attended the monthly book group meetings in 2021-2022.
The Malibu Library Speaker Series returned with a virtual program on November 2, 2021. The talk by NASA’s Dr. Jessie Christiansen attracted 310 viewers. In April 2022, the Speaker Series hosted Elizabeth Rush on the campus of Pepperdine University with an audience of 140. In May 2022, a Poetry Summit was held at Malibu City Hall with an audience of 100.
Outreach
Malibu’s outreach librarian returned from her contact tracing assignment in February 2022 and immediately began working with City of Malibu Community Services staff to participate in the many events happening around Malibu. The library was represented at monthly Park Tales storytimes; CineMalibu movie events; Chumash Day; and various Senior Center programs. On the west side of Malibu, she participated in Charmlee Wilderness hikes, had a table at Get Your Stuff Day at Malibu High School, and visited Malibu Elementary School.
Disaster Service Worker Assignments During COVID-19
As county employees, Malibu Library staff were deployed as Disaster Service Workers (DSWs) throughout Los Angeles County after the library closure in March 2020. Two staff members remained on assignment as contact tracers during 2021-2022, with one serving as a manager overseeing a large team of contact tracers. All Malibu staff returned to the library in February 2022.
Continue Funding FY 2023-2024*
• Continue funding one security guard to monitor security in/around the library. $130,000. • Restore funding for a second security guard as the library returns to higher levels of customer activity. $130,000.
• Continue Outreach Librarian II to provide programming in underserved West Malibu. $138,000. • Continue Teen Librarian I. $131,000.
• Malibu Library Speaker Series. $125,000.
• Continue additional service hours. $115,000.
• Continue unscheduled maintenance. $100,000.
• Continue to fund Smart Start (previously called Family Place) programs and staff training. $50,000. • Boys & Girls Club supplies and equipment. $50,000.
• Continue unreserved balance. $150,000.
• Malibu Public Schools library-related supplies & services. $17,000. *** New Recommendations FY 2023-2024*
• Tool Lending Library at Malibu and associated training courses. $50,000.
Items suggested in Community Needs Assessment or further discussion and consideration:
• Engage consultant or architect to examine feasibility of a revised library entrance and interior layout modifications. **
• Explore funding staff to create and maintain a Malibu historical archive. ** • Consider engaging a consultant to perform a needs assessment to explore feasibility of an additional service point in west Malibu.
CLM Recommendations FY 2023-2024*
• Teen Area Refresh. $10,000.
o Reconfigure the Teen Area to optimize for laptop users, including more accessible furniture and charging stations.
• Speaker Series Tech Updates. $2,500.
o Utilize additional technology for the Malibu Speaker Series, including a laptop and HDMI connectors.
• Minor Meeting Room, Study Room, and Lobby Enhancements. $12,500. o Enhance building facility and support needs including replacing appliances in the meeting room kitchenette, new lobby displays, study room whiteboard, podium. • Supply/Collection Organization. $2,500.
o Mobile carts for oversized book and 3D printer storage. • Outreach. $2,500.
o Promote library services at community events by providing outreach materials and supplies to community members.
* All costs are estimates; Library will charge actual costs incurred. ** Cost estimate TBD.
*** Funds used in collaboration with Malibu Public Schools to enhance library database, printing, and physical material options available to the Youth of Malibu.