Malibu City Council
Library Subcommittee
Special Meeting Agenda
Monday, November 18, 2024
1:00 P.M.
City Hall – Surfrider Room
23825 Stuart Ranch Road
Mayor Pro Tem Marianne Riggins
Councilmember Bruce Silverstein
Call to Order
Roll Call
Report on Posting of Agenda – November 15, 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
None.
3. New Business
A. Approval of Minutes – March 27, 2024
Recommended Action: Approve the minutes for the Library Subcommittee Special meetings of March 27, 2024.
Staff Contact: Executive Assistant Alba, 310-456-2489, ext. 232 Library Subcommittee
November 18, 2024 Special Meeting
B. Malibu Library Set Aside Funds for Fiscal Year 2025-2026 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 2025-2026.
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 15th day of November 2024, at 5:30 p.m.
____________________________
Cynthia Alba, Executive Assistant
Agenda Item # 3.A.
Library
Subcommittee
Special Meeting
11-18-24
Item 3.A.
Library Subcommittee
Agenda Report
To: Mayor Pro Tem Riggins and Councilmember Silverstein Prepared by: Cynthia Alba, Executive Assistant
Approved by: Steve McClary, City Manager
Date prepared: November 14, 2024 Meeting date: November 18, 2024 Subject: Approval of Minutes
RECOMMENDED ACTION: Approve the minutes for the Library Subcommittee Special meetings of March 27, 2024.
DISCUSSION: Staff has prepared draft minutes for the Library Subcommittee Special meetings of March 27, 2024.
ATTACHMENTS:
Minutes for the March 27, 2024
MINUTES
MALIBU LIBRARY SUBCOMMITTEE
SPECIAL MEETING
MARCH 27, 2024
MALIBU CITY HALL – COUNCIL CHAMBERS
1:00 P.M.
CALL TO ORDER
Councilmember Riggins called the meeting to order at 1:00 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; and Executive Assistant Cynthia Alba.
REPORT ON POSTING OF AGENDA
Executive Assistant Alba reported that the agenda for the meeting was properly posted on March 25, 2024.
APPROVAL OF AGENDA
MOTION Councilmember Silverstein moved, and Councilmember Riggins 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 general comment 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.
CONSENSUS Councilmember Silverstein moved, and Councilmember Riggins seconded a motion to approve the minutes from May 2, 2022 and September 13, 2022. The question was called, and the motion carried unanimously.
Malibu Library Subcommittee
Special Meeting
Minutes of March 27, 2024
_________________________
ITEM 3 NEW BUSINESS
B. 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 CONSENSUS Councilmember Silverstein moved, and Councilmember Riggins seconded a motion to amend the minutes of January 31, 2024, to include corrections proposed by Melissa Stallings, Community Library Manager, correcting names and titles, and to approve the minutes of April 18, 2023, October 16, 2023, and January 31, 2024. The question was called, and the motion carried unanimously.
C. 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 an overview of the agenda report including the proposed funding requests provided by the Los Angeles County Library staff which includes potential staffing changes, a security guard, and an updated feasibility study. Deputy City Manager Brown also stated that the library will work with the County CEO’s Department to bring the library to dark sky ordinance compliance.
Councilmember Riggins stated that Malibu Library Set Aside Funds are not to be used for dark sky ordinance compliance.
Deputy City Manager Brown continued her presentation and stated that staff received and submitted as part of the meeting record funding requests from Malibu High School for $44,000 and Malibu Elementary School for $40,000. She presented the spending plan and provided details regarding budgeting actuals and variances.
Councilmember Riggins opened up the floor for public comment.
Kasey Earnest spoke in favor of appropriating funds for the Boys and Girls Club to be used for supplies and to support the Director of Education.
Harriet Pollon spoke in favor of appropriating funds for Friends of the Library to be used for signs guiding people to the library.
Andrew White spoke in favor of appropriating funds for Malibu Elementary School to be used for the nonfiction and T-K sections. He also requested funds on behalf of Perry Monte from Webster Library.
Malibu Library Subcommittee
Special Meeting
Minutes of March 27, 2024
_________________________
Patrick Miller spoke in favor of appropriating funds for Malibu High School to be used for printing machines.
Councilmember Riggins closed public comment.
Councilmembers Riggins and Silverstein asked for clarifying questions from the applicants
Community Library Manager Melissa Stallings clarified the day-to-day use of funds.
Deputy City Manager Brown stated that a library nexus must be present in order to approve the use of the Malibu Library Set Aside Funds.
Councilmember Silverstein encouraged schools not to be conservative in their fund requests so long as the nexus is present.
Councilmember Riggins agreed and inquired if outreach has been made to Our Lady of Malibu (OLM) to ensure they know of these funds.
Community Library Manager Stallings stated that they do not have a library but they do bring their classes to the library.
Councilmember Riggins stated that ideally a large portion of the funds would be used for capital improvement projects.
Councilmember Silverstein agreed and stated that he would like to see a robust library center or possibly a performing arts center.
Councilmember Riggins inquired about the possibility of moving the entrance to the front of the building.
Councilmember Silverstein shared that the entrance could be studied by a consultant but agreed that signage should be included in the fund request.
Councilmember Riggins inquired regarding the need for shade.
Community Library Manager Stallings stated that the patio furniture gets used heavily, however, shared that a shade structure would need a lot of maintenance.
She stated that they don’t receive complaints regarding the lack of shade on the patio.
Councilmember Silverstein inquired about the use of the patio.
Malibu Library Subcommittee
Special Meeting
Minutes of March 27, 2024
_________________________
Community Library Manager Stallings stated that everyone who visits the library can use the space, housed or unhoused, she stated that to use the space one must enter through the library.
Councilmember Silverstein stated that he was inclined to not approve funding for patio furniture until more information is provided about who is using it.
Councilmember Riggins stated that the City Council can make this decision as they are both split on providing funds to replace the patio furniture at the library. She also stated that she would like to see a more detailed request from Webster Elementary School.
Councilmember Silverstein encouraged Ms. Earnest to consider requesting additional funds from the Library Set Aside Funds instead of split between the Annual City’s General Fund Grants which could potentially open up funding for other organizations.
Ms. Earnest stated that they provide broad resources, for example, services to their aging population, and added that she would like to ensure a library nexus.
Councilmember Riggins inquired about what kind of services are available to the west side and shared that she would like to see what services are desired on the west side.
Deputy City Manager Brown stated that the feasibility study would need to include an outreach component to determine the services desired.
Councilmember Silverstein added that he would like to explore using already existing buildings and focusing on expansion as opposed to acquiring land for a state-of-the-art library.
Councilmember Riggins inquired about the types of programming already offered.
Community Library Manager Stallings stated that they have cooking and gardening programs.
Councilmember Silverstein inquired about the need for a water bottle filling station.
Councilmember Riggins stated that she was very in favor of having these stations and pointed out how they are available at City Hall.
Councilmember Silverstein stated that the Malibu Film Society request can be removed as they are looking for a more appropriate venue. He stated that since the special education programs are also being pulled if there was still a need for a special projects librarian.
Malibu Library Subcommittee
Special Meeting
Minutes of March 27, 2024
_________________________
Councilmember Riggins recommended keeping the position in the budget if potential programs are established.
Councilmember Silverstein inquired about the reasoning for a consultant need versus staff time being dedicated to this outreach.
City Manager McClary clarified that staff already have a full plate and would need to re-prioritize certain projects to create space for this type of outreach. He stated that he is very conscious about getting projects beyond research and into implementation.
Councilmember Riggins inquired about the maintenance line item and asked for more details about the HVAC replacement.
Community Library Manager Stallings stated that this is something that came up in the needs assessment.
Councilmember Riggins recommended evaluating the HVAC system and to consider scheduling a replacement.
CONSENSUS Councilmember Silverstein moved, and Councilmember Riggins seconded a motion to approve as amended, subject to changes including a line item of $100,000 for schools, remove the Malibu Film Society request, allow the City Council to decide on patio furniture, changes to the language regarding the second librarian, and include discretion to increase funding for Boys and Girls Club. The question was called, and the motion carried unanimously.
ADJOURNMENT
MOTION At 2:22 p.m., Councilmember Riggins adjourned the meeting.
Approved and adopted by the Library Subcommittee of the City of Malibu on _____________.
__________________________________
MARIANNE RIGGINS, Mayor Pro Tem
ATTEST:
_________________________________
CYNTHIA ALBA, Executive Assistant
Agenda Item # 3.B.
Library Subcommittee
Special Meeting
11-18-2024
Item 3.B.
Library Subcommittee
Agenda Report
To: Mayor Pro Tem Riggins and Councilmember Silverstein Prepared by: Cynthia Alba, Executive Assistant
Reviewed by: Alexis Brown, Deputy City Manager
Approved by: Steve McClary, City Manager
Date prepared: November 15, 2024 Meeting date: November 18, 2024 Subject: Malibu Library Set Aside Funds for Fiscal Year 2025-2026 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 2025-2026.
FISCAL IMPACT: There is no fiscal impact on 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 of Malibu 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; an updated ending balance for Malibu Library Set Aside Funds for FY 23-24 was not available at the time this report was published.
DISCUSSION: In November of each year, the City and County Library staff are to meet to discuss the Malibu Library Set Aside Fund and the use of Set Aside Funds for the following fiscal year. In preparation for this meeting, the Malibu Library Subcommittee is asked to make a recommendation to the City Council regarding a prioritized list of issues to be discussed at the yearly meeting in accordance with the Memorandum of Understanding (MOU) between the County of Los Angeles and the City of Malibu.
Background
The Malibu Library was established in 1970 by the County of Los Angeles and is located on the county-owned civic center property. In September 2008, the city and county executed an 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
Agenda Item # 3.B.
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. In 2024, the City Council also approved appropriating funds to conduct an updated needs assessment.
In the past, 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.
FY 2024-2025 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:
Agenda Item # 3.B.
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
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. The Library Subcommittee’s recommendations on the prioritized list of issues to be discussed regarding the use of Set Aside Funds for Fiscal Year 2024-2025 will be presented to the City Council for final approval prior to staff’s meeting with County Library Staff.
ATTACHMENTS:
A) Library Operating Statement FY 2022-2023
B) Library Approved Spending Plan FY 2022-2023
C) Library Set Aside Funds Fiscal Year 24-25
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 Library Set Aside Funds
Fiscal Year 24-25
Recommendations for Continued Funding in FY 24-25
Salaries & Benefits
Qty Description Cost
2 FT1 Security Guards Salary & Benefits $260,000
1 FT Outreach Librarian Salary & Benefits $148,000
1 FT Teen Librarian I $148,000
Programs & Services
Malibu Library Speaker Series $125,000
Smart Start Programs & Staff Training $50,000
Tool Lending Library $6,000
Boys & Girls Club Library Affiliated Programs $50,000
Malibu Public Schools Library Materials & Supplies ($15,000 per campus)
$60,000
Operations & Maintenance
Continue Additional Service Hours $175,000
Unreserved Balance $150,000
Unscheduled Maintenance $100,000
Total Continued Funding Request $1,272,000
New Recommendations for FY 24-25
New Programs
Malibu-Centric Legacy Park Educational Program $75,000
Facility Improvements2
Water Bottle Filling Station $5,000
Retrofit and Reconfiguriation Circulation & Reference Desks $5,000 Outdoor Patron Seating $50,000
Update to 2018 Needs Assessment $100,000
1 Full Time (FT) 2 Facility Improvements as identified in the 2018 Needs Assessment Attachment 1
3 Special Projects
1 FT 2nd Librarian for Special Projects $148,000
Total New Funding Requests $383,000
Total Budget for FY 24-25 $1,655,000
4