Agenda Item # 4.F.
Council Agenda Report
To: Mayor Silverstein and Honorable Members of the City Council Prepared by: Jessica Bobbett, Senior Planner
Reviewed by: Richard Mollica, Planning Director
Approved by: Steve McClary, City Manager
Date prepared: May 2, 2023 Meeting date: May 22, 2023
Subject: Appeal No. 23-001 – Appeals of Planning Commission Resolution No. 23-02 (3620 Noranda Lane; Owner: 3620 Noranda LLC; Appellant:Neil Popowitz)
RECOMMENDED ACTION: Continue this item to the June 26, 2023 Regular City Council meeting.
City Council Meeting
05-22-23
Item
4.F.
Agenda Item # 6.A.
Council Agenda Report
To: Mayor Silverstein and the Honorable Members of the City Council Prepared by: Rob Houston, Interim Deputy City Manager
Reviewed by: Joseph D. Toney, Assistant City Manager
Approved by: Steve McClary, City Manager
Date prepared: May 3, 2023 Meeting date: May 22, 2023
Subject: Malibu Library Set Aside Fund for Fiscal Year 2023-2024 RECOMMENDED ACTION: Approve the use of Set Aside Funds for the Malibu Library for Fiscal Year 2023-2024.
FISCAL IMPACT: There is no fiscal impact to the City budget with this action. Malibu Public Library services are paid from a designated portion of property tax received by the County.
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.
DISCUSSION: 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 Memorandum of Understanding (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 fiveyear extensions. All other terms remain the same.
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 City Council Meeting
05-22-23
Item
6.A.
Agenda Item # 6.A.
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 and materials and support library programs as approved by the City Council.
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 and analysis of demographic trends and current service levels. 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 Library 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.
Within weeks of the City Council acceptance of the 2018 Needs Assessment, the Woolsey Fire broke out, destroying 488 homes in Malibu. In the aftermath of the Woolsey Fire, the Council decided against pursuing any of the larger scale projects it identified for the time being.
In the meantime, County Library staff has made progress on some of the recommendations identified in the 2018 Needs Assessment as part of normal staff operations. Updates on the 2018 Needs Assessment recommendations are provided in Attachment 1. For reference, the attachment also identifies if the recommendation would be a County led initiative, managed primarily by County Library staff, or a collaborative effort administered by County and City staff.
Agenda Item # 6.A.
Fiscal Year (FY) 2022-23 Set Aside Funding
After discussion with the Library, Boys and Girls Club and Malibu High School, the City Council approved the following allocations for Malibu Library Set Aside Funds for FY 2022- 23 was:
Funding Type of Service
$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 library related supplies and services)
$25,000 Boys and Girls Club funds for an instructor to facilitate the Empowered Voices course and supplies for the Creative Arts Social Emotional Learning Summer Program and other school year activities. $17,000 Malibu Public Schools (library related supplies) $26,390 Malibu High School funds for misc. library supplies and Teen Librarian services
$969,390 2022-23 Set Aside Total
FY 2023-24 Set Aside Funding Proposal
On April 18, 2023, the City Council Malibu Library Subcommittee met to consider the use of the FY 2023-24 Library Set Aside Funds. At the meeting, the Subcommittee requested that representatives from the Boys and Girls Club of Malibu and Malibu High School submit written funding requests for additional Malibu Library Set Aside Funds to be used for library eligible purposes. The written proposals are included as Attachment 2 and a summary of the funding requests is provided in the table below:
Organization Request Total
Boys & Girls Club Malibu Funds for an instructor to facilitate the Empowered Voices course and
supplies for the Creative Arts Social
Emotional Learning Summer Program
and other school year activities
$25,000
Malibu High School Funds for misc. library supplies and Teen Librarian services
$25,802 +
Teen Librarian
costs
Agenda Item # 6.A.
In addition, Mayor Silverstein proposed a motion for an allocation of up to $85,000 for sponsorship or underwriting of a film series program, and Councilmember Riggins proposed an allocation of up to $75,000 for the development of Malibu-centric Legacy Park educational programs with the City, Library, and community groups. These two items were approved by the Library Subcommittee and are forwarded here for Council review and discussion. If approved by the City Council these two items will still require review and approval by the County Library Administration.
The Subcommittee considered all proposals and recommended that the City Council approve the following use of the Malibu Library Set Aside Funds for FY 2023-24 providing additional information is received for the noted items below.
Funding Type of Service
For the Malibu Library
$115,000 Increased service hours of 60 hours a week
$260,000 Two dedicated security guards
$131,000 Full-time Teen Librarian*
$138,000 Outreach Librarian ll for West Malibu programming* $100,000 Fund unscheduled maintenance
$150,000 Continued unreserved balance**
$125,000 Malibu Library Speaker Series program
$50,000 Smart Start (Previously called Family Place) Programs throughout the County library system***
$50,000 Tool lending library****
$10,000 Teen Area Refresh – optimize area for laptop users $2,500 Speaker Series Tech Update – Laptop and HDMI connections $12,500 Minor Meeting Room, Study Room, and Lobby Enhancements $2,500 Supply/Collection Organization – Mobile carts, 3D printer storage $2,500 Outreach materials and supplies
For the Boys and Girls Club
$50,000 Library-related supplies & services
For Malibu Public Schools
$17,000 Library-related supplies & services
$1,216,000 Annual Request Subtotal
Sub-Committee requested that the County provide:
*Rationale for 31% increase in cost of teen librarian and 16% increase for the outreach librarian positions before final approval to be given.
Agenda Item # 6.A.
**Rationale for use of reserve funds to be reviewed by sub-committee before recommendation
***Further information from County as to what part of this program is focused in Malibu
****Requested additional details of this program
Sub-Committee Recommended Additional Programs
Funding Type of Service
$25,000 Boys and Girls Club – Empowered Voices Program
$25,802 Malibu Public Schools – Teen Librarian and Misc. Supplies $85,000 Malibu Film Society series
$75,000 Malibu-centric Legacy Park educational programs $210,802 Additional Programs Subtotal
Total Subcommittee recommended FY 2023-24 Funding = $1,426,802 The Subcommittee’s recommendation for the proposed annual allocation of Malibu Set Aside Funds total $1,216,000 plus additional requests of $25,000 for the Boys and Girls Club Empowered Voices Program, $25,802 Malibu Public Schools, $85,000 to fund a Malibu Film Society program and $75,000 to fund a legacy park education program for a total of $1,426,802.
Assuming all of the previously appropriated annual expenses and revenue continue as projected, the estimated Set Aside Fund beginning balance in FY 2023-24 will be approximately $19.3 million. 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. In the last three years, the Set Aside Fund balance has grown more than anticipated due to unspent allocations remaining in the Malibu Library Set Aside Fund.
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.
ATTACHMENTS:
1. Update on the Status of the 2018 Needs Assessment Recommendations
2. Funding Requests
ATTACHMENT 1
Update on the 2018 Library Needs Assessment Recommendations 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 $$$ X Update links on City websites Immediate Done X
Utilize Los Angeles County mobile program vans Immediate/Short Term unknown X Conduct marketing assessment of existing programs Short Term $ X Conduct open houses, create welcome packets Short Term $ X Continue to inform public of free digital resources Short Term Ongoing X Continue to publicize interlibrary loan program Short Term $ Ongoing X Increase publicity for library programs Short Term $ Ongoing X Increase use of self-service technology Short Term Ongoing X Locate Community Services programs in Library Short Term/Mid-Term Ongoing X Evaluate Library signature collections Short Term X
Purchase collectionsfor Boys and Girls Club and schoolsto support curriculum and special studies Short Term $$ 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 $$$$ X ATTACHMENT 1
Update on the 2018 Library Needs Assessment Recommendations Recommendation Timeline Cost Status Library Led
Initiative
Library and City
Collaboration
Fund .5 FTE to create and manage Malibu historical and cultural archive orseek grant funding for this FTE Mid-Term/Temporary $$$ X
Fund programsrequested 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 501c3 EIN: 95-4774844
Malibu Foundation for Youth and Families, DBA as the Boys & Girls Club of Malibu P.O. Box 6393 Malibu, CA 90264
May 8, 2023
Sincerely,
Kasey Earnest
Chief Executive Officer and BGCM Board of Directors
Board of Directors
Debbie Frank, Immediate Past President
Astrid Hertz
Nathan Jones, President
Jenny Kessler
Monica Lurey, Secretary
Noah Nordheimer
Sally Phillips
Adam Sabet, Finance Chair
Laila Taslimi
Lonnie Vidaurri
Mona Vince, Acting Treasurer
Endowment Chair
Tony Dorn
Boys & Girls Club of Malibu
Kasey Earnest
Chief Executive Officer
Rob Huston
City of Malibu Deputy
City Manager
23825 Stuart Ranch
Road
Malibu, CA 90265
Dear Mr. Huston,
Thank you for the opportunity to submit this request for the Boys & Girls Club of Malibu (BGCM).
We are respectfully requesting support in the amount of $25,000 as we continue to provide services and address the continued needs of youth.
We are deeply grateful for the ongoing support from the City of Malibu, as together we are addressing the needs of the youth and families we serve in this ever-changing world.
Please feel free to call me at 310-457-1400 should you have any questions or require further information.
ATTACHMENT 2
We respectfully request funding in the amount of $25,000 from the City of Malibu as we continue to expand our sphere of services in addressing academic and literacy needs of the youth of this community. Funds will help support the following - Empowered Voices
Empowered Voices is a courage a course developed by the Boys & Girls Club of Malibu in partnership with SAMHSA. It is a year-long social emotional learning program with four modules each implementing design thinking and project-based learning. Students develop resiliency and better understand mental health, they will also deepen their knowledge in these areas by using their creativity, collaboration, communication, and critical thinking skills to create solutions for individual or community challenges. Social-Emotional Learning is a fundamental component utilized throughout this course. SEL gives members/students a lens through which to establish and maintain healthy relationships, feel and show empathy, and positively impact their community.
The teen years are a time of some of the most rapid and developmentally significant changes for youth. During this period of “identity formation,” teens are right in the middle of figuring out who they are, who they want to be, and who they want to be around. Empowered Voices was created to provide teens with evidence-based tools to support them in the areas outlined herein.
Course Goals:
• Engage students with an opportunity for authentic PBL/Design Thinking projects that make social emotional learning and social justice applicable to their daily life • Support students by providing resources and measurable learning targets aligned with Common Core English Language Arts, social studies, and social justice standards • Provide Adverse Childhood Experiences screening in a meaningful environment to create a trauma informed Club/classroom and community
• Prepare students for career & college readiness
• Students create a digital portfolio which helps them with college and job applications as well as teach them skills to promote and represent themselves online • Teach important life skills including problem solving and collaboration Who: For Boys & Girls Club members, high school and middle school students.
How: Through collaborative and interactive lesson plans and weekly group discussions, members learn about themselves, self-care, and how to empower themselves and others to positively impact the world around them!
• Weekly design thinking projects can be completed virtually or in-person learning environments
• Weekly group discussions guided by professional staff • Building a peer-based, supportive community
This course requires a full time, educational instructor. We are seeking funds in order to keep this course available to students next year to be presented in classrooms and in the afterschool space.
Requested Funds: $25,000
Malibu High School
Grades 9 through 12
30215 Morning View Drive
Malibu, CA 90265
310.457.6801
f 310.457.4984
www.malibu.smmusd.org
What the Library funds contribute to at Malibu Middle and High Schools:
The following are database and/or software platforms that enhance our distributed library system being implemented on our new campus. This is a dispersed library system driven by digital content and specific state of the art curated/vetted resources that all students benefit from as part of the library department.
All items listed below were included in the 2022-2023 approved items. These are all continuing items. No new requests are included as part of the 23-24 request:
1. Library Copiers costs: $11,142 annually.
2. Library Databases: $4,650.00 to cover
a. Gale Research in Context Database allows students to find reference articles, magazines, newspapers, and primary sources at varying lexile levels for the different grades. The librarian meets with most grades at least once a year to do lessons regarding how to use the databases.
b. IXL's curriculum, "is built on 8,500+ skills that are finely scaffolded to help you target specific areas of need. Wherever a student is in their personal learning journey, IXL has the right content to support them." While not a traditional database, MMS and MHS subscribe to this service as a great Library supplement for our special educations department.
3. SWANK: film & video library database system used for content in arts departments and beyond- Cost $950
4. Turnitin.com - anti plagiarism research software Cost $3,470.00
5. Enriching Students Software Program: Software platform needed for enrichment and intervention program; Enriching Students allows librarians and administrators to appropriately match students on an academic risk assessment scale to library and school intervention programs, enrichment programs, and study hall topics. The software allows us to manage the library and schoolwide support period program. Cost $3,590
6. Library planner supplies: for grades 6 through 9 students - organizers: $1,400
7. Library Laminators: an adjunct to copier expenses that librarians make avail to all levels $600
Malibu High School
Grades 9 through 12
30215 Morning View Drive
Malibu, CA 90265
310.457.6801
f 310.457.4984
www.malibu.smmusd.org
TOTAL ECONOMIC RAMIFICATION:
ITEM NOTE COST
Copiers Continue 11,142
Databases Historic Gale and IXL – continue 4650
SWANK Film & Video library database
system – continue
950
Turnitin.com Antiplagiarism softwarecontinue3470
Enriching Students-Library
Support Period platform
Student support software
platform – continue
3590
Planner Supplies Academic organization -
continue
1400
Laminators Adjunct cost to copiers –
continue
600
TOTAL $25,802
Malibu High School strives to be a collaborative community that respects individuals, sets high expectations, encourages critical thinking, and fosters a passion for learning and creative expression.