Malibu City Council
Library Subcommittee
Special Meeting Agenda
Wednesday, March 27, 2024
1:00 P.M.
City Hall – Council Chambers
23825 Stuart Ranch Road
Councilmember Marianne Riggins
Councilmember Bruce Silverstein
Call to Order
Roll Call
Report on Posting of Agenda – March 25, 2024
Approval of Agenda
Public Comment This is the time for the public to comment on any items not appearing on this agenda. Each public speaker shall be allowed up to three (3) minutes for comments. The Subcommittee may not discuss or act on any matter not specifically identified on this agenda, pursuant to the Ralph M. Brown Act.
Discussion Items
1. Presentations
None.
2. Old Business
A. Approval of Minutes (Continued) – May 2, 2022 and September 13, 2022 Recommended Action: Approve the minutes for the Library Subcommittee Special meeting of May 2, 2022, and September 13, 2022.
Staff Contact: Executive Assistant Alba, 310-456-2489, ext. 232 Library Subcommittee
March 27, 2024 Special Meeting
3. New Business
A. Approval of Minutes – April 18, 2023, October 16, 2023, and January 31, 2024 Recommended Action: Approve the minutes for the Library Subcommittee Special meetings of April 18, 2023, October 16, 2023, and January 31, 2024 Staff Contact: Executive Assistant Alba, 310-456-2489, ext. 232 B. Malibu Library Set Aside Funds for Fiscal Year 2024-2025 Recommended Action: Provide a recommendation to the City Council concerning the use of the Malibu Library Set Aside Funds for Fiscal Year 2024- 2025.
Staff Contact: Deputy City Manager Brown, 310-456-2489, ext. 300 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 25th day of March 2024, at 5:45 p.m.
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Cynthia Alba, Executive Assistant
Agenda Item # 2.A.
Library
Subcommittee
Special Meeting
03-27-24
Item 2.A.
Library Subcommittee
Agenda Report
To: Councilmember Riggins and Councilmember Silverstein Prepared by: Cynthia Alba, Executive Assistant
Approved by: Steve McClary, City Manager
Date prepared: March 21, 2024 Meeting date: March 27, 2024 Subject: Approval of Minutes (Continued) – May 2, 2022 and September 13, 2022
RECOMMENDED ACTION: Approve the minutes for the Library Subcommittee Special meeting of May 2, 2022, and September 13, 2022.
DISCUSSION: Staff has prepared draft minutes for the Library Subcommittee Special meeting of May 2, 2022, and September 13, 2022, and were presented at its April 18, 2023, and January 31, 2023 meetings. The Subcommittee requested that the item be returned at a subsequent meeting once members have had enough time to review the minutes.
ATTACHMENTS:
Minutes for the May 2, 2022 meeting
Minutes for the September 13, 2022 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 __________.
________________________________
MARIANNE RIGGINS, Councilmember
ATTEST:
_________________________________
CYNTHIA ALBA, Executive Assistant
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 _____________.
______________________________
MARIANNE RIGGINS, Councilmember
ATTEST:
_________________________________
CYNTHIA ALBA, Executive Assistant
Agenda Item # 3.A.
Library
Subcommittee
Special Meeting
03-27-24
Item 3.A.
Library Subcommittee
Agenda Report
To: Councilmember Riggins and Councilmember Silverstein Prepared by: Cynthia Alba, Executive Assistant
Approved by: Steve McClary, City Manager
Date prepared: March 21, 2024 Meeting date: March 27, 2024 Subject: Approval of Minutes – April 18, 2023, October 16, 2023, and January 31, 2024
RECOMMENDED ACTION: Approve the minutes for the Library Subcommittee Special meetings of April 18, 2023, October 16, 2023, and January 31, 2024.
DISCUSSION: Staff has prepared draft minutes for the Library Subcommittee Special meetings of April 18, 2023, October 16, 2023, and January 31, 2024.
ATTACHMENTS:
Minutes for the April 18, 2023 meeting
Minutes for the October 16, 2023 meeting
Minutes for the January 31, 2024 meeting
MINUTES
MALIBU LIBRARY SUBCOMMITTEE
SPECIAL MEETING
APRIL 18, 2023
TELECONFERENCED - VARIOUS LOCATIONS
11:00 A.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
Mayor Silverstein called the meeting to order at 11:01 a.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Mayor Bruce Silverstein and Councilmember Marianne Riggins ALSO PRESENT: City Manager Steve McClary; Assistant City Manager Joseph Toney; Interim Deputy City Manager Rob Houston; Acting Community Services Director Kristin Riesgo; Finance Manager Renée Neermann; Media Technician Parker Davis; and Executive Assistant Mary Linden
REPORT ON POSTING OF AGENDA
Executive Assistant Linden reported that the agenda and amended agenda for the meeting were properly posted on April 14, 2023.
APPROVAL OF AGENDA
MOTION Councilmember Riggins moved, and Mayor Silverstein seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
ITEM 1 PRESENTATIONS
None.
ITEM 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.
Executive Assistant Linden presented the report.
Pamela Conley Ulich was not present at the time of public comment.
Malibu Library Subcommittee
Special Meeting
Minutes of April 18, 2023
_________________________
Mayor Silverstein stated he had not yet watched videos of the meetings of May 2, 2022 or September 13, 2022. He stated he preferred to watch the videos before approving the minutes.
Councilmember Riggins stated she had watched both meeting videos.
MOTION Mayor Silverstein moved, and Councilmember Riggins seconded a motion to continue approval of the minutes for the Library Subcommittee Special meeting of May 2, 2022 to the next meeting. The question was called, and the motion carried unanimously.
ITEM 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.
MOTION Mayor Silverstein moved, and Councilmember Riggins seconded a motion to continue approval of the minutes for the Library Subcommittee Special meeting of September 13, 2022. The question was called, and the motion carried unanimously.
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.
Assistant City Manager Toney presented the agenda report.
Pamela Conley Ulich was not present at the time of public comment.
Patrick Miller, Malibu High School (MHS) Principal, stated this was the fourth year of partnership with the City and County Library to supplement the school’s library programs and resources previously paid for by school Parent Teacher Student Associations (PTSA). He thanked the City and County Library for their support and for supplying the Teen Librarian. He stated the school did not request any new or additional resources this year and removed the audio database previously provided. He stated the school’s request totaled $25,800. He thanked Malibu Librarian Melissa Stallings.
Karin Al-Hardan, Malibu Middle School (MMS)/MHS PTSA President, thanked the City and Library for their ongoing partnership with all Malibu schools. She stated funds supported the campus library by providing access to materials and software for nearly 700 MHS and MMS students. She expressed support for continued funding of supplementary tools for the school library, which were greatly appreciated by students and parents.
Malibu Library Subcommittee
Special Meeting
Minutes of April 18, 2023
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Sarah Ryan, MMS/MHS Librarian, thanked the City and Library for their support.
She commended Ms. Stallings. She thanked the Teen Librarian for his work with the students. She stated databases provided were well-used by students. She discussed TurnItIn.com, which allowed faculty and staff to detect plagiarism.
Violet Way, Boys and Girls Club of Malibu (BGCM), thanked the City for its continuous support of BGCM. She stated alumni of MHS & BGCM were now part of leadership team. She stated 100% of funds received stay in Malibu and directly impact Malibu students. She stated funds helped them provide mental health services to students, families, and seniors, and stocked the clubhouse with materials for tutoring and Wellness Center programs. She stated BGCM appreciated the partnership with Malibu public schools.
Councilmember Riggins stated she supported what was proposed in the report.
She requested an update on the status of moving the Library entrance.
Gladstone Bucknor, Los Angeles County Library, stated the relocation of the entrance was included in the 2018 Library Needs Assessment. In response to Councilmember Riggins, Mr. Bucknor stated the City had suggested engaging an architect or consultant regarding feasibility of moving the entrance.
Councilmember Riggins indicated support for looking into the cost of the relocation.
In response to Mayor Silverstein, Mr. Bucknor stated he was not aware of any estimate of the cost to investigate the feasibility of moving the entrance. Mayor Silverstein stated he preferred to find out the cost of engaging an architect before hiring one. He thanked the speakers and stated he expected no issues with their minor and important requests.
In response to Mayor Silverstein, Assistant City Manager Toney stated he only had the last report from the Library showing $19.3 million in the Set Aside Fund.
Mayor Silverstein asked if the Deferred Maintenance Reserve was spent each year and whether it was included or in addition to the $19.3 million. He requested a definition of that deferred maintenance. He asked if $125,000 per year was actually spent on the Library Speaker Series.
Acting Community Services Director Riesgo stated they were usually under budget for the Speaker Series. She stated $100,000 was sufficient but other options for higher priced speakers were considered.
Assistant City Manager Toney stated the fund balance report represented the balance of unspent funds at the end of the year.
Malibu Library Subcommittee
Special Meeting
Minutes of April 18, 2023
_________________________
Mr. Bucknor confirmed that any unspent funds went back into the reserve. He stated deferred maintenance was set for maintenance that may be needed.
In response to Mayor Silverstein, Mr. Bucknor explained the duties of the Malibu Library Manager, Outreach Librarian, and Teen Librarian. He confirmed they were all full-time employees dedicated to Malibu. Mayor Silverstein questioned the 31 percent increases requested for salary and benefits.
In response to Mayor Silverstein, Mr. Bucknor stated the Family Place Program was for programs and services in Malibu and throughout the County system.
Mayor Silverstein asked if Malibu paid a prorated amount or was paying more than the rest of the County.
In response to Mayor Silverstein, Mr. Bucknor stated the Tool Lending Library was requested by previous Subcommittee members. He stated tools were available to be checked out by members of the community, including use instructions.
In response to Mayor Silverstein, Councilmember Riggins stated members of the community had requested expanded services, including the Tool Lending Library, at previous meetings. She stated she understood the value of residents being able to borrow a tool with instructions on how to use it for a single project.
Mayor Silverstein suggested passing on the Tool Lending Library until interest by the community could be evaluated. He stated the entrance relocation was not time sensitive. He discussed ideas formed with Councilmember Grisanti about exploring a Library sponsorship or underwriting part of the cost of the Malibu Film Society (MFS) to allow free participation by the community. He suggested $50,000 to $100,000 be allocated for that.
In response to Councilmember Riggins, Mayor Silverstein stated Malibu residents could be members for $100 to $200 and purchase event tickets for $10 to $15. He stated his proposed program would admit Malibu residents for free, which would reduce MFS revenues. He stated the proposal would underwrite the delta between MFS operating expenses and income, estimated to be $50,000 to $75,000.
Councilmember Riggins expressed support for Mayor Silverstein’s MFS proposal if it was tied to Library affiliation.
Mayor Silverstein stated they would propose the City co-underwrite the proposal.
He stated that would be brought to the City Council on a future agenda.
Mr. Bucknor stated the proposal would have to be presented to the County Assistant Directors for consideration.
Malibu Library Subcommittee
Special Meeting
Minutes of April 18, 2023
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In response to Mayor Silverstein, Assistant City Manager Toney and Mr. Bucknor stated they would investigate and report back on the continued Unreserved balance of $150,000.
Mayor Silverstein stated he supported everything proposed except, without further information, the Family Place Program, Continued Unreserved Balance, Tool Lending Library, and relocation of the Library entrance.
Councilmember Riggins requested a detailed budget of what was spent in past years and proposed for coming years be provided at the next meeting. Mayor Silverstein agreed that would help understand what had been done and what might be needed.
Councilmember Riggins stated she supported allocating $50,000 to $75,000 to begin exploring relocation of the Library entrance. She agreed with Mayor Silverstein about looking into what the City was receiving from Smart Start, formerly the Family Place Program. She suggested coordinating the Tool Lending Program with the Environmental Sustainability Department (ESD) and Santa Monica College (SMC) programs to help promote sustainability. She suggested creating more programs for education and outreach about Legacy Park, which could be done in partnership with the Library, Pepperdine, SMC, the Community Services Department, and ESD.
In response to Mayor Silverstein, Assistant City Manager Toney stated City staff could request a line item budget from the County Library.
Mayor Silverstein suggested allocating $50,000 to $100,000 to explore and develop Malibu-centric educational programs. He disagreed with allocating $50,000 or more to simply investigate what the cost might be for relocating the Library entrance. He stated a complete redesign or modernization of the Library might be more reasonable in the future.
Councilmember Riggins agreed with Mayor Silverstein about comparing the cost of relocating the entrance and redesigning the entre Library. She suggested allocating funding for that analysis.
Mayor Silverstein agreed with including funds for initiating the analysis of potentially modernizing the Library in the recommendation to the Council. He agreed with the recommended funds for BGCM and Malibu schools. He stated he was hesitant to authorize a 31% increase in salaries and bonuses but agreed with $110,000 for the Teen Librarian.
Councilmember Riggins stated she was open to $131,000 for the Teen Librarian.
She suggested leaving it at $131,000 with a request for supporting information to be presented at the City Council meeting. She suggested the same for the Outreach Librarian. Mayor Silverstein agreed with that recommendation.
Malibu Library Subcommittee
Special Meeting
Minutes of April 18, 2023
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Mr. Bucknor stated salary and benefits for an Outreach Librarian in 2021 was $127,813. He stated some of the cost may have been borne by the County. He stated the Teen Librarian was $99,509 in 2021. He stated he was unsure of the actual numbers for 2023.
Mayor Silverstein stated he did not support funding the Family Place Program.
Councilmember Riggins stated she would prefer not to act on that until more information was provided about what Malibu received from the program.
In response to Councilmember Riggins, Ms. Way stated she would have to investigate whether BGCM benefited from the Family Place Program.
In response to Mayor Silverstein, Mr. Bucknor stated the Family Place Program was an umbrella program for numerous programs throughout the entire County Library system.
Mayor Silverstein stated Malibu should only be asked to pay for a percent incremental with its representation in the County system. He stated the City should not bear a disproportionate percentage of the program, which would be an inappropriate use of city funds collected from Malibu taxpayers and a violation of the memorandum of understanding (MOU). Assistant City Manager Toney stated he would request details of the program.
Mayor Silverstein suggested, and Councilmember Riggins agreed with withholding approval of unreserved balance without more details.
In response to City Manager McClary, Mayor Silverstein stated he preferred the Unreserved balance details come back to the Subcommittee prior to taking it to the City Council.
Assistant City Manager Toney discussed the County budget timelines for submitting the City’s recommendations.
Ms. Way stated she confirmed BGCM did not benefit from the Family Place Program.
Mayor Silverstein suggested a line item not to exceed $200,000 for matters to be agreed upon by the Subcommittee for submittal to the Council.
Councilmember Riggins suggested not merging different line items into one group. She suggested instead marking the items recommended by the Subcommittee for approval by the City Council.
Malibu Library Subcommittee
Special Meeting
Minutes of April 18, 2023
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Mayor Silverstein suggested the recommendation include that the County would not be authorized to make any further expenditures until details were provided to the city and approved by the Subcommittee for recommendation to the City Council.
Councilmember Riggins suggested including the Tool Lending Library in the recommendation to Council with additional details about what was included and how it would work.
Mayor Silverstein agreed to bring the Tool Lending Library to the Council if the additional details are received from the County. He stated any items not unanimously agreed upon by the Subcommittee could be presented by an individual Councilmember at the Council meeting.
MOTION Mayor Silverstein moved, and Councilmember Riggins seconded a motion to provide a recommendation to the City Council for specified expenditures proposed in the staff report except the Tool Lending Library, Unreserved balance, and Smart Start Program only if a detailed budget was provided to the City Council. The question was called, and the motion carried unanimously.
Mayor Silverstein thanked everyone for attending and Councilmember Riggins for the discussion.
Councilmember Riggins thanked all the speakers for their ongoing efforts.
MOTION Mayor Silverstein moved, and Councilmember Riggins seconded a motion to add to the recommendation that the City Council approve: 1) an allocation of up to $75,000 for sponsorship or underwriting of a film series program; and 2) an allocation of up to $75,000 for development of Malibu-centric Legacy Park educational programs with the City, Library, and community groups. The question was called, and the motion carried unanimously.
ADJOURNMENT
MOTION At 12:09 p.m., Mayor Silverstein adjourned the meeting.
Approved and adopted by the Library Subcommittee of the City of Malibu on _____________.
_______________________________
MARIANNE RIGGINS, Councilmember
ATTEST:
_________________________________
CYNTHIA ALBA, Executive Assistant
MINUTES
MALIBU LIBRARY SUBCOMMITTEE
SPECIAL MEETING
OCTOBER 16, 2023
TELECONFERENCED - VARIOUS LOCATIONS
1:00 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 Riggins called the meeting to order at 1:03 p.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Councilmember Bruce Silverstein and Councilmember Marianne Riggins ALSO PRESENT: City Manager Steve McClary; Deputy City Manager Alexis Brown; Interim Deputy City Manager Rob Houston; Acting Community Services Director, and Deputy City Clerk Kathleen Stecko
APPROVAL OF AGENDA
MOTION Councilmember Riggins moved, and Councilmember Silverstein seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
REPORT ON POSTING OF AGENDA
Deputy City Clerk Stecko reported that the agenda and amended agenda for the meeting were properly posted on October 11, 2023.
ITEM 1 PRESENTATIONS
None.
ITEM 2 OLD BUSINESS
None.
ITEM 3 NEW BUSINESS
A. Library Set Aside Funding
Recommended Action: Provide a recommendation to the City Council concerning the use of the Malibu Library Set Aside Funds for Fiscal Year 2023-24.
Malibu Library Subcommittee
Special Meeting
Minutes of October 16, 2023
_________________________
Interim Deputy City Manager Houston presented the staff report. He stated that in the communications with the Library Admin they had three items that were part of the discussion one was the Malibu school funding option, funding for a film society, and third was the legacy education piece. He stated that this is opportunity for the Councilmembers to describe their thoughts on that program and there could be some opportunity here from the library as to its fit with the funding or not.
Councilmember Riggins discussed school funding and stated that the parents, between the PTA and some of other arts and athletics groups have been finding it difficult to raise funds for the schools, so they’re trying to move to a more centralized funding opportunity. She explained that they are looking for seed money to start a centralized fund to help with classroom aids, educational opportunities, and athletics. She requested guidance from the county on how they would like to move the discussion forward.
Ms. Keever Rhodes Muir with the office of County Counsel stated that they’re really here to listen to the programs that were being proffered, shared that they were open to any materials or pamphlets that would be submitted afterwards but that we weren’t going to engage in a discussion regarding an analysis of the programs and whether or not there would be an appropriate fit between the program and Library services.
Councilmember Riggins requested a template of the type of programs that the county believed are a right fit for the funds.
Ms. Keever Rhodes Muir shared that the big picture perspective is making sure that there is a nexus between Library Services and the excess funds. She added that they would like to internally discuss the options before they move forward.
Councilmember Silverstein began the discussion with the Malibu Film Society item, he added that for many years, a Malibu Speaker Series program has been funded, where authors come in to speak on books they have written. He explained the Malibu Film Society item could be an extension of this program. He stated the local nonprofit film society that gets access to first run films, art films, along with directors, producers, writers. He stated when they show a film they typically have a Q&A session, discuss the background of a movie. He added that this would need to occur in a different location since the library does not have a theatre.
Skye Patrick, Los Angeles County Library Director, inquired if there were any opportunities of having an outdoor film festival at the library.
Councilmember Silverstein explained that the Malibu Film Society has outdoor movies on several occasions. He added that there is a possibility of hosting an event outside of the library and there was sufficient space.
Malibu Library Subcommittee
Special Meeting
Minutes of October 16, 2023
_________________________
Councilmember Riggins discussed the option for educational funding at Legacy Park since there are already educational components built into the park such as an amphitheater. She stated the goal will be to develop a program both for local students and the county in general to learn about environmental components such as plants and the local watershed.
Ms. Patrick asked if Councilmember Riggins was familiar with the Malibu State Park education program where a librarian takes students, she added that the Legacy Park education program sounds familiar.
Councilmember Silverstein added that there could be a Native American component added as well.
Councilmember Riggins inquired about the new Santa Monica College campus completion and if there were any plans to renovate the library and the old courthouse building.
Ms. Patrick stated that she would like to return to this question once the presentations were completed.
Councilmember Riggins asked if the library is supporting any schools throughout the county through seed money for a centralized fund.
Ms. Patrick added that to her knowledge it does not exist in any other places.
Councilmember Silverstein shared that there is a precedent to this request because in the past the library has funded librarians at school libraries.
Ms. Patrick thanked the councilmembers for their input and added that they would need to have internal discussions to determine the nexus to the library’s programs.
She explained that they have some ideas that they are not ready to present but will be presented at the annual meeting that takes place between November and December. She spoke about the opportunities at Santa Monica College and the former courthouse building, requests for a secondary library, and adding that proposals would require a needs assessment to get real numbers.
Councilmember Riggins asked for guidelines and parameters for a secondary library and weather it would be a standalone building.
Ms. Patrick would like to review that with her team.
Councilmember Silverstein inquired if the court building belonged to the county and state.
Ms. Patrick added that it belonged to the state.
Malibu Library Subcommittee
Special Meeting
Minutes of October 16, 2023
_________________________
Councilmember Silverstein and Riggins both added that they would like to see some modernization at the library.
Rob Houston, responded to an earlier question on library funding to schools and he stated that per his records there was $17,000 for malibu public library related school supplies, $26,390 for the Malibu high school teen library.
Councilmember Riggins added that there could be misconceptions about the money that is available to schools. With the school separation between Santa Monica Malibu Unified School District. She encouraged the library team to review the school’s request.
Ms. Patrick requested that all relevant materials be submitted to the library team.
ADJOURNMENT
MOTION At 1:30 p.m., Councilmember Riggins adjourned the meeting.
Approved and adopted by the Library Subcommittee of the City of Malibu on _____________.
__________________________________
MARIANNE RIGGINS, Councilmember
ATTEST:
_________________________________
CYNTHIA ALBA, Executive Assistant
MINUTES
MALIBU LIBRARY SUBCOMMITTEE
SPECIAL MEETING
JANUARY 31, 2024
MALIBU CITY HALL – MULTIPURPOSE ROOM
3:00 P.M.
CALL TO ORDER
Councilmember Riggins called the meeting to order at 3:09 p.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Councilmember Bruce Silverstein and Councilmember Marianne Riggins ALSO PRESENT: City Manager Steve McClary; Deputy City Manager Alexis Brown; Assistant City Manager Joseph Toney, Community Services Director Kristin Riesgo; Deputy City Clerk Kathleen Stecko and Executive Assistant Cynthia Alba.
REPORT ON POSTING OF AGENDA
Executive Assistant Alba reported that the agenda for the meeting was properly posted on January 25, 2024.
APPROVAL OF AGENDA
MOTION Councilmember Riggins moved, and Councilmember Silverstein seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
Councilmember Riggins opened general public comment, there were no speakers and public comment was closed.
ITEM 1 PRESENTATIONS
None.
ITEM 2 OLD BUSINESS
A. Approval of Minutes (Continued) – May 2, 2022 and September 13, 2022 Recommended Action: Approve the minutes for the Library Subcommittee Special meeting of May 2, 2022, and September 13, 2022.
Councilmember Riggins asked for a motion to approve the minutes from May 2, 2022 and September 13, 2022.
Malibu Library Subcommittee
Special Meeting
Minutes of January 31, 2024
_________________________
Councilmember Silverstein requested that the meeting minutes be returned at a later date to give him time to watch the recorded video. He requested the meeting links be sent to him.
CONSENSUS
By consensus, the Subcommittee directed staff to bring this item back at a future date.
John Mazza raised a concern regarding the delay in minute approval for the Library Subcommittee and its transparency regarding funds in a timely manner.
Councilmember Silverstein stated that the subcommittee does not approve funding and therefore all recommendations are publicly available at City Council meetings.
He stated that meetings are publicly available to give people a chance to participate.
He noted that commission meetings are no longer livestreamed as AB 361 has sunset.
ITEM 3 NEW BUSINESS
A. Malibu Library Set Aside Funds for Fiscal Year 2024-2025 Recommended Action: Provide a recommendation to the City Council concerning the use of the Malibu Library Set Aside Funds for Fiscal Year 2024-2025.
Deputy City Manager Brown provided a report regarding the use of the Malibu Library Set Aside Funds. She stated that city staff met with library staff to discuss current funds along with city proposed projects. She stated that library staff has reviewed potential proposed projects to determine a nexus, where two of those projects were determined to have a nexus, the education program at legacy park and the Film Society Grant. She added that the Malibu Education Foundation request was found not to have a sufficient nexus. She reviewed the recommended list of library expenditures, including a potential special programs librarian to oversee new programs proposed.
Councilmember Riggins opened public comment.
Mr. Mazza inquired about the total reconciliation, what was requested and what was actually spent. He stated that during the pandemic a librarian served as an emergency worker and guards were guarding the building when closed. He inquired about unspent funds being spent on other programs. He added that the two added programs may not be enough work for one librarian. He spoke about the locations for the Malibu Film Society being on any publicly accessible space. He stated that the patio furniture is expensive. He also questioned the need for additional guards if the City of Malibu will be opening a Sheriff station next door. He inquired about the Westside outreach librarian and having an updated study to assess westside needs.
Malibu Library Subcommittee
Special Meeting
Minutes of January 31, 2024
_________________________
Councilmember Riggins closed public comment.
Debbie Kugelman, representative of the Los Angeles County Library, stated that she will gather questions from the meeting and communicate it with the executives.
Melissa Stallings, Malibu Outreach Librarian, introduced herself and stated that she is there on behalf of Jesse unable to attend.
Councilmember Silverstein stated that this budget lines up with what has been done in the past. He inquired if the Subcommittee was recommending expenditures to the City Council to recommend to the County Library. He reiterated that there are restrictions on what can be done with the funds, which includes limited to being spent in Malibu. Added that the library is the ultimate arbiter of what gets spent in Malibu. He inquired if everything spent was in Malibu and added that it was previously agreed upon that the money will stay in Malibu. He inquired if the security guards could also monitor Legacy Park.
Debbie Kugelman, representative of Los Angeles County Library, stated that they are open for 60 hours during the week, added that guards are part time throughout the 60 hours. She stated that previously when they had two guards, one was inside and another outside.
Councilmember Silverstein stated that he liked the idea of a guard being outside and another inside.
Councilmember Riggins stated that she agreed but was worried about the nexus since Legacy Park is city owned.
Silverstein responded by stating that the nexus to the library can be the potential educational programs being held at Legacy Park, including the new proposed program and Agents of Discovery. He included that if they will not patrol the park, he does not see a need to have some stationed outside 60 hours a week.
Councilmember Riggins stated that she would like to defer to the librarian as this is something they had before the COVID pandemic, added that if foot traffic numbers are coming back and this is something that has worked in the past it may be beneficial. She shared that she would like to pose the question to the library if there were to have educational events at park if the security could monitor concurrently.
Deputy City Manager Brown stated that she would follow up with the library for clarification.
Councilmember Silverstein inquired about the outreach librarians activities, he stated that he had previously asked about this and was previously satisfied with the Malibu Library Subcommittee
Special Meeting
Minutes of January 31, 2024
_________________________
response, as it was Malibu related and appropriate. He added that he believes that the Malibu Film Society partnership may not happen due to space requirements.
City Manager McClary added that the nexus would need to be that the events would need to be held at the library.
Councilmember Silverstein reported that the Malibu Film Society believed the Malibu Library was not a sufficient space due to the quality that they would like to provide. He added that they could try to find a publicly accessible space and qualified under the requirements in the agenda report, however, the library could still be a potential location. He stated that events would be free to Malibu residents and have a limited number of tickets for community members. He shared that he is willing to second the Legacy Park educational programing.
Councilmember Riggins inquired about the water bottle filling stations and whether the water station will be inside. She asked if the patio furniture stays secured outside.
Ms. Kugelman shared that the water filling station will be inside next to the restrooms and that the patio furniture is heavy duty and stays outside.
Councilmember Riggins added that the Malibu School PTA may come back with another request as they must replace some equipment. She also added that adding a second librarian will depend on the type of programing that gets implemented.
Deputy City Manager Brown explained that per library staff, the caveat on an added librarian would be dependent on the depth of proposed programing. For example, if Legacy Park Programming or Malibu Film Society programming were to be expansive, they would need an additional librarian to administer those programs.
Councilmember Riggins raised a concern about having an additional librarian but not having added programing right away, and having that person assigned elsewhere. She asked how much notice would be needed for this position.
Deputy City Manager Brown stated that she would follow up with the library for clarification.
Councilmember Riggins stated that the group that approached her with Legacy Park educational programming ideas is not interested in pursuing at this time and stated that potentially this could be something that the Community Services Department expands their services to fill in this gap. She also asked for further clarification on the rolling out of the PC model, and added that she wanted to ensure that there was still access to equipment.
Malibu Library Subcommittee
Special Meeting
Minutes of January 31, 2024
_________________________
Ms. Kugelman added that they are no longer pursuing the laptop vending machine model, however, they do have laptops that can be checked out from a charging cart in addition to the current desktop PCs.
Councilmember Silverstein asked Ms. Kugelman how the library was handling COVID issues surrounding high touch surfaces.
Ms. Kugelman stated that they are a county building, and they follow county guidelines. She stated that surfaces get wiped in the morning and evening and they also have wipes available for the public.
Councilmember Riggins brought up a concern regarding the library building and its compliance with the Malibu Dark Sky Ordinance. She stated that the new Santa Monica College facility is in compliance with the ordinance, but the county building is not. She also spoke about the possibility of allocating funds for an updated needs assessment, including assessing the needs for the westside.
Deputy City Manager Brown stated that staff would need to have another conversation with library staff to address these concerns, and to check if the needs assessment can be included within this request.
Councilmember Riggins added that the city will be releasing a survey for the use of vacant land and inquired if the city will be doing an evaluation of the use of vacant land to build a library on the west side.
Councilmember Riggins opened public comment.
Mr. Mazza stated that previously the county stated that any studies need to be under one of their own consultants.
Councilmember Riggins closed public comment.
Deputy City Manager Brown added that if there was interest in updating the 2018 needs assessment study, funds would need to be allocated and the county would need to procure their own consultant to conduct a feasibility study.
Councilmember Silverstein inquired if there was a property in Malibu that could be developed for a new library facility.
Deputy City Manager Brown agreed that she will inquire about this with library staff.
Councilmember Silverstein added that if there was a location that the county deemed appropriate, they could have an updated modern library that serves as a gathering place that may include multimedia and performing arts center.
Malibu Library Subcommittee
Special Meeting
Minutes of January 31, 2024
_________________________
Councilmember Riggins pointed out that in the report there was direction of modifying the current library and exploring the possibility of utilizing the empty courthouse building next door and would like additional information from library staff.
Deputy City Manager Brown added that this was part of the initial discussion with library staff and efforts could be allocated for a feasibility study. She stated that she would further discuss with the library staff and bring back the item to the Library Subcommittee.
Councilmember Riggins inquired about the budget from 2022-2023 and the actual expenditures, she noticed that some exceeded and would like more information about how this is handled and would like more accurate numbers.
Deputy City Manager Brown will discuss the expenditures with library staff.
Councilmember Silverstein inquired about the total funds and the 2.1-million-dollar surplus.
Deputy City Manager Brown added that funds get rolled over from previous fiscal years.
City Manager McClary asked for more information about the desires to pursue a needs assessment or feasibility study in the west side.
Deputy City Manager Brown recommended getting more information from the county about what has been outlined in the report.
Councilmember Riggins inquired about the tool lending library.
Ms. Kugelman explained that this program is being phased out and they have already begun to order equipment and set up cabinets with last year’s funding.
Councilmember Riggins thanked everyone for their work and cooperation.
Deputy City Manager Brown asked for clarification on the next steps, she asked if they would like to reconvene after city staff has met with library staff, and then go to the City Council.
Councilmember Riggins inquired about the timeline procedure and asked if this would be lined up with the budget timeline.
Assistant City Manager Toney added that typically the goal is for the City Council to make the recommendation to the Los Angeles County Board of Supervisors so that they can include it as part of their budget. He added that the goal was to adopt Malibu Library Subcommittee
Special Meeting
Minutes of January 31, 2024
_________________________
it in the budget in April/May and the city is currently attempting to realign with the timeline.
Deputy City Manager Brown stated that they need information from the county regarding a feasibility study. She stated that they can meet again with the Library Subcommittee before going to the City Council again. She clarified the timeline for FY 2024-2025.
City Manager McClary stated that city staff will start creating a schedule for FY 2024-2025 to ensure that the timelines are met per the MOU. He added that the library subcommittee will reconvene in March to discuss additional information.
ADJOURNMENT
MOTION At 4:01 p.m., Councilmember Riggins adjourned the meeting.
Approved and adopted by the Library Subcommittee of the City of Malibu on _____________.
__________________________________
MARIANNE RIGGINS, Councilmember
ATTEST:
_________________________________
CYNTHIA ALBA, Executive Assistant
Agenda Item # 3.B.
Library Subcommittee
Special Meeting
3-27-2024
Item 3.B.
Library Subcommittee
Agenda Report
To: Councilmember Silverstein and Councilmember Riggins Prepared by: Cynthia Alba, Executive Assistant
Reviewed by: Alexis Brown, Deputy City Manager
Approved by: Steve McClary, City Manager
Date prepared: March 21, 2024 Meeting date: March 27, 2024 Subject: Malibu Library Set Aside Funds for Fiscal Year 2024-2025 RECOMMENDED ACTION: Provide a recommendation to the City Council concerning the use of the Malibu Library Set Aside Funds for Fiscal Year 2024-2025.
FISCAL IMPACT: There is no fiscal impact to the city with this action. Malibu Public 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. The ending balance for Set Aside Funds as of FY 22-23 totaled approximately $21.9 million; this includes a surplus of $2.6 million.
DISCUSSION: There is no fiscal impact to the city with this action. Malibu Public 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 to be used solely to improve Malibu Library facilities and services.
On January 31, 2024, the Subcommittee reviewed the recommended Library Set-Aside Funds budget allocation for FY 24-25. The Subcommittee requested clarification on certain requests such as staffing, and the process by which amendments to the adopted budget were approved.
Further, the Subcommittee inquired if the Library was (or would become) compliant with the City’s Dark Sky Ordinance and if the Library was open to updating the 2018 Feasibility Study. City staff met with members of the Library team on February 20
th
. Staff will provide an update to the
Subcommittee during their Special Meeting on March 27, 2024.
Background
The Malibu Library was established in 1970 by the County of Los Angeles and is located on the county-owned civic center property.
Agenda Item # 3.B.
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 five-year 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 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.
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.
On October 22, 2018, the City Council accepted the findings of the 2018 Malibu Library Needs Assessment (2018 Needs Assessment – attachment 1) 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.
Recommendation for an Updated Needs Assessment
The Malibu Library has also recommended that we engage a consultant to do an additional community needs assessment and feasibility study on significant capital projects to include the following:
• Potential service points on the west side.
• A renovation of the current Malibu Library, including a reorientation of the entryway. • An expansion of the current Malibu Library location, possibly to include the courthouse space.
Agenda Item # 3.B.
• The addition of an Arts/Literacy/Technology Alternate Library space to the Malibu Library or other location.
Library Recommendations
Continue Funding FY 2024-2025*
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 I to provide programming in underserved West Malibu.
$148,000
Continue Teen Librarian I. $148,000
Malibu Library Speaker Series. $125,000
Continue additional service hours. $175,000
Continue unscheduled maintenance. $100,000
Continue to fund Smart Start programs and staff training. $50,000 Continue to fund Tool Lending Library (replacement and program costs) $6,000 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 2024-2025*
Malibu Film
Society
Series
$85,000 The Malibu Library has reviewed this proposal to determine nexus and is open to this recommendation for use of set aside funds. The use could be approved****, under the following conditions:
1. The Malibu library receives a written program proposal outlining the parameters of the program, partners
involved, and specific uses of the funds.
2. All film programs are free to the general public; and
3. All film programs are held in the Library, City buildings or parks, or other publicly accessible spaces.
Malibu-centric
Legacy Park
educational
programs
$75,000 The Malibu Library has reviewed this proposal to determine nexus and is open to this recommendation for use of set aside funds. The use can be approved.****
Recommendations for minor facility improvements FY 2024-2025* Water bottle filling station. $5,000
Agenda Item # 3.B.
Retrofit and reconfigure circulation and reference desks to add shelving for necessary equipment, install cord management, and make desks more efficient for staff and welcoming for customers.
$5,000
New furniture for front patio. $50,000
Recommendations for Special Projects FY 2024-2025
Hiring of 2nd Librarian - required to implement Film Series, Malibu educational programs, and other special partnership projects. $148,000
* All costs are estimates; Library will charge actual costs incurred. Funds used in collaboration with Malibu Public Schools to enhance library database, printing, and physical material options available to the Youth of Malibu.
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 ending balance for Set Aside Funds as of FY 22-23 totaled approximately $21.9 million; this includes a surplus of $2.6 million.
As the Subcommittee considers its recommendations for the use of Set Aside Funds, it is important to note that these funds must be used solely to improve or provide Malibu Library facilities and services. Also, for reference an excerpt from the 2018 Needs Assessment listing the recommended projects is provided as Attachment No. 1.
Recommendations from the Library Subcommittee on the use of the Set Aside Funds for Fiscal Year 2024-2025 will be presented to the City Council for final approval prior to July 1, 2024.
ATTACHMENTS:
A) Recommendations Identified in the 2018 Needs Assessment B) 2022-2023 Annual Library Report
C) Library Operating Statement FY 2022-2023
D) Library Approved Spending Plan FY 2022-2023
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.
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. In February 2022, the library returned to pre-COVID hours and added four additional hours, bringing open hours to 60 hours per week.
Highlights:
• Malibu Library received 60,418 visitors in Fiscal Year 2022-2023, with an average of 5,035 visits to the library each month. The population of Malibu in 2022 was 15,622 people which includes the City of Malibu (10,479) and unincorporated Malibu (5,143). • More than 886 new cards were issued in FY 2022-2023; 184 of these cards were digital accounts which provided access to the library’s virtual services. • During FY 2022-2023, 29,184 items were checked out.
• The greatest levels of library use were in the morning and when staff conducted library programming.
• The Malibu Library website continued to provide information on hours and programming.
Visits to the website totaled 20,912 during FY 2022-2023. 2 Wi-Fi & eResources
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 16 customers checked out devices for at-home use during the fiscal year. In addition to take-home laptop and Wi-Fi hotspot kits for residents in need of computer and Internet access at home, the library also offers Chromebooks for in-library use. • The library hosted more than 63,596 Wi-Fi sessions, which included Park and Connect sessions (Wi-Fi access from the parking lot) and access to non-library cardholders. • There were 10,359 public Internet sessions during FY 2022-2023. • Library users from the Malibu area downloaded 10,609 e-Books and 5,755 audiobooks (2% increase) from the library’s Overdrive service during FY 2022-2023.
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
20/21 Gate Count 813 760 881 1,158 891 891 662 682 881 1,390 2,177 2,843 21/22 Gate Count 2,874 3,103 3,011 2,741 2,119 2,940 2,380 2,723 3,555 3,485 4,064 4,085 22/23 Gate Count 4,204 5,005 5,359 5,471 5,065 4,687 4,587 4,804 5,417 4,816 5,343 5,660 254%308% 242% 137% 138% 230% 260%299% 304% 151% 87% 44%46% 61%78%100% 139% 59% 93%76% 52% 38% 31%39% 0 1,000
2,000
3,000
4,000
5,000
6,000
Visitors
3 Circulation
Materials in Malibu Library served Malibu residents as well as library patrons throughout Los Angeles County.
Highlights:
● During FY 2022 - 2023, Malibu Library circulated 36,840 items. ● Malibu Library customers placed 9,906 holds and a total of 10,095 holds were filled from customers in Malibu and in the LA County Library service area. ● Print books remained the most popular item type, circulating 31,052 times. ● California State Parks Passes became available for circulation in May 2022, and 62 customers checked out Parks Passes.
4 5
Library Programs
After resuming pre-COVID hours in February 2022, Malibu Library increased the number of programs for all age groups. By the start of the fiscal year on July 1, 2022, the library was regularly hosting monthly craft programs and performers for children and teens; Smarty Pants Storytime; the Malibu Library Book Club; and the Malibu Library Speaker Series.
In June 2023, the Summer Discovery Program brought 9 children’s programs to Malibu, including a LEGO program, LA Opera’s BambinO, and Bubblemania. Nearly 150 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 FY 2022 - 2023, distributing 28 different activity kits.
In July 2022, the teen librarian at Malibu Library presented four programs at the Malibu Boys & Girls Club, reaching 57 teens. During the 2022 - 2023 school year, the teen librarian presented two programs at the Malibu High School library. Teen programs also continued monthly at Malibu Library, with teens making pop-up cards, paracord bracelets, and neurographic art. The teen librarian also created take-home activity kits for teens, distributing 193 kits with 15 different topics, from cross-stitch, to goal setting, to clay forming.
Highlights:
• 151 people attended 10 in-person children’s summer library programs during July and August 2022.
• 277 people attended storytimes in FY 2022 - 2023.
• More than 1,364 people attended children’s programs in FY 2022 - 2023. • The Malibu Library Book Group began meeting in person again in October 2021. 119 people attended the monthly book group meetings in FY 2022 - 2023. • The Malibu Library Speaker Series returned to in-person programming in September 2022 with NASA engineer Nagin Cox. The Speaker Series presented five more programs at Malibu Library in 2022-2023: author David Grann; oceanologist Dr. Douglas McCauley; shark attack survivor Paul de Gelder; Citizen Kane expert Harlan Lebo; and education expert Dr. Ian Jukes. In April 2023, the Speaker Series hosted Dr. Britt Wray on the campus of Pepperdine University. In May 2023, a Poetry Summit was held at Malibu City Hall. 6 7
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 12 Park Tales storytimes, with an attendance of 173 people. The outreach librarian also attended 4 CineMalibu movie events(interacting with 335 people);Chumash Days(97 people); and assisted with 11 Senior Tech Help events at the Malibu Senior Center (37 people). She participated in the Halloween Bu Bash (108 people); Breakfast with Santa (100 people); a Senior Luncheon (50 people); and City of Malibu Babysitter Training (15 tweens). She also had a table at the Malibu High School Open House and the Santa Monica College Open House (89 people).
On the west side of Malibu, she had a table at Get Your Stuff Day at Malibu High School and visited Malibu Elementary School. She also coordinated and presented the Local Authors Series, with City of Malibu staff, which featured five local authors at two separate events in 2022-2023, attended by 68 people.
Volunteer Hours
The Friends of the Malibu Library continued to support the library by sponsoring programs and purchasing materials and supplies. Their bookstore at the entrance to the library was open during library open hours, and they also held large two-day book sales in October 2022 and June 2023. 8 Continue Funding FY 2024 - 2025*
• 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 I to provide programming in underserved West Malibu. $148,000
• Continue Teen Librarian I. $148,000
• Malibu Library Speaker Series. $125,000
• Continue additional service hours. $175,000
• Continue unscheduled maintenance. $100,000
• Continue to fund Smart Start programs and staff training. $50,000 • Continue to fund Tool Lending Library (replacement and program costs) $6,000 • 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 2024-2025*
Recommendations from Library Subcommittee, as discussed at the October 16, 2023 meeting • Malibu Film Society Series. $85,000
o Library has reviewed this proposal to determine nexus and is open to this recommendation for use of set aside funds. The use could be approved****, under the following conditions:
§ Library receives a written program proposal outlining the parameters of the program, partners involved, and specific uses of the funds; § All film programs are free to the general public; and § All film programs are held in the Library, City buildings or parks, or other publicly accessible spaces.
• Malibu-centric Legacy Park educational programs. $75,000 o Library has reviewed this proposal to determine nexus and is open to this recommendation for use of set aside funds. The use can be approved.**** • Malibu School Leadership Council request that would establish a professional centralized fundraising entity for Malibu Schools to support the public education experience, specifically: language, arts, athletics, and basic literacy programs in the Malibu pathway. $1,663,233
o Library has carefully reviewed the funding proposal and finds that there is not a sufficient nexus to public library services or programs.
9 Recommendations from Library
• Engage a consultant to do an additional community needs assessment and feasibility study on significant capital projects to include the following: *** o Potential service points on the west side;
o A renovation of the current Malibu Library, including a reorientation of the entryway; o An expansion of the current Malibu Library location, possibly to include the courthouse space;
o The addition of an Arts/Literacy/Technology Alternate Library space to the Malibu Library or other location.
Recommendations for minor facility improvements FY 2024-2025* • Water bottle filling station. $5,000
• Retrofit and reconfigure circulation and reference desks to add shelving for necessary equipment, install cord management, and make desks more efficient for staff and welcoming for customers. $5,000
• New furniture for front patio. $50,000
* All costs are estimates; Library will charge actual costs incurred. ** Funds used in collaboration with Malibu Public Schools to enhance library database, printing, and physical material options available to the Youth of Malibu. *** Cost estimate TBD.
**** Special Projects Librarian I may be required to implement Film Series, Malibu educational programs, and other special partnership projects. $148,000.
LA County Library
Operating Statement
Fiscal Year 2022-2023
Cost Code:117
Org Code:41259
Malibu Library
23519 W. Civic Center Way, Malibu
Operating Costs Actual
Salaries and Employee Benefits
Services and Supplies
Books and Materials
Lease-Buildings
Maintenance-Buildings and Grounds
Facilities Special Jobs
Insurance
Supplies and Miscellaneous Exp
Utilities
Facilities Services Operations
Regional Operations
Acquisitions and Cataloging
Integrated Library System
Information Services
Equipment and Technology
$838,654
86,467
0 220,379
0 88,937
122,131
68,986
170,160
137,740
68,244
18,363
20,797
8,771
Sub-Total Operating Costs $1,631,681
Support Costs
Administration
Public Services Programs
311,096
95,676
Sub-Total Support Costs 948,770
Total Cost of Service $2,580,451
Operating Revenue $3,048
Information Technology Equipment and Services 126,694
Professional and Special Services 197,356
Note:
10/24/2023 10:59 AM Report: OperatingStmt-Libraries Page 12 of 90
LA COUNTY LIBRARY
City of Malibu Approved Spending Plan
FY 2022-23
FY 22-23 Beg. Bal (Incl. 20-21 Surplus) 19,272,230 $
FY 22-23 Prop Tax / Spe Tax / Ot Rev 5,161,868 $
FY 22-23 Cost (2,580,452)
FY 22-23 Surplus 2,581,416 $
Ending Designation Balance
(will be reflected in FY 24-25 SQ Budget)
$ 21,853,646
City Approved Program Expenditures Approved by
Malibu
Actual
Expenditures
Variance
1 2 dedicated secruity guards 260,000 $ 197,290 $ 62,710 $ 2 Deferred Maintenance 100,000 - 100,000
3 Full-Time Teen Librarian 100,000 148,075 (48,075)
4 Speaker Series Program 125,000 66,474 58,526
5 Outreach Librarian 116,000 169,076 (53,076)
6 Family Place Programs throughout the County Lib System 50,000 50,325 (325) 7 Boys & Girls Club (books & other lib related supplies and svcs) 50,000 54,500 (4,500) 8 Boys and Girls Club Funds for an instructor 25,000 - 25,000 9 Malibu Public Schools (library related supplies) 17,000 - 17,000 10 Mlibu High School funds for misc. lib supplies and Teen Lib 26,390 - 26,390 11 Additional Service Hours (from 40 hrs/wk to 60 hrs/wk 100,000 257,920 (157,920) $ 943,660 969,390 $ 25,730 $
Note: This chart represents the City’s approved budget for the use of set aside funds which is reflected in the Operating Statement.
The budget has not been adjusted since inception to reflect changes in cost increases (i.e. cost of living, employee benefits, etc).
https://lacounty.sharepoint.com/sites/publiclibrary/docs/FS/FS2/FS2B/Documents/Cost Report/22-23/Surplus Cities/Malibu - Done/Malibu 21-22 vs. 22-23.xlsx\City Approved Programs 22-23 11/7/2023