Malibu City Council
Library Subcommittee
Special Meeting Agenda
Wednesday, August 13, 2025
2:00 P.M.
City Hall – Multipurpose Room
23825 Stuart Ranch Road
Mayor Marianne Riggins
Councilmember Haylynn Conrad
Call to Order
Roll Call
Report on Posting of Agenda – August 12, 2025
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. Malibu Library Set Aside Funds for Fiscal Year 2025-2026 Recommended Action: Provide a recommendation to the City Council regarding the Malibu Library Set Aside Funds for Fiscal Year 2025-2026.
Staff Contact: Deputy City Manager Rojas, 310-456-2489, ext. 300
Library Subcommittee
August 13, 2025 Special Meeting
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 12th day of August 2024, at 1:15 p.m.
_____
Cynthia Alba, Management Analyst
Agenda Item # 3.A.
Library Subcommittee
Special Meeting
8-13-2025
Item 3.A.
Library Subcommittee
Agenda Report
To: Mayor Riggins and Councilmember Conrad
Prepared by: Cynthia Alba, Management Analyst
Reviewed by: Richard Rojas, Deputy City Manager
Approved by: Candace Bond, Interim City Manager
Date prepared: August 7, 2025 Meeting date: August 13, 2025 Subject: Malibu Library Set Aside Funds for Fiscal Year 2025-2026 RECOMMENDED ACTION: Provide a recommendation to the City Council regarding the Malibu Library Set Aside Funds for Fiscal Year 2025-2026.
FISCAL IMPACT: There is no fiscal impact to the city with this action. Malibu Public Library services are paid 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 Malibu Library expenses into a designated fund to solely improve Malibu Library facilities and services. The ending balance for Set Aside Funds as of Fiscal Year 2023-24 totaled approximately $24,966,949; this includes a surplus of $3.1 million.
DISCUSSION: The Malibu Library was established in 1970 by the County of Los Angeles and is located on the county-owned civic center property. On September 2008, the city and county executed a Memorandum of Understanding (MOU) (Attachment A) 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 amendedU to extend the term to 2044, with two possible fiveyear extensions. All other terms remained the same.
The MOU sets a clear annual Library Set Aside Fund review timeline for council and staff meetings with the purpose of reaching an agreement on an expenditure programs for the Set Aside Funds in the next fiscal year; however as noted in the MOU, these meetings are advisory in nature and not intended to divest the County Library, or the County of Los Angeles, of any authority to control or use Set Aside Funds.
Agenda Item # 3.A.
Library Set Aside Funding Review Timeline
October
Library Subcommittee meeting to discuss and recommend a prioritized list to the City Council of issues and program recommendations to be discussed at the annual staff meeting.
Early
November
City Council meeting to approve a prioritized list of issues and program recommendations to be discussed at the annual staff meeting.
November
Annual City and Library Staff meeting to discuss the use of the Set Aside Funds for the upcoming fiscal year.
March
Library Subcommittee meeting to provide a recommendation to the City Council concerning use of Library Set Aside Funds April
City Council meeting to approve the use of Malibu Library Set Aside Funds for fiscal year
Malibu Library Needs Assessment Background
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.
2005 Needs Assessment
In 2005, and the first Malibu Library Needs Assessment (2005 Needs Assessment) was completed and approved by Council on August 8, 2005. The 2005 Needs Assessment established community-specific goals for the Malibu Library that were focused on a largescale renovation of the existing library and the purchase of furniture and equipment to serve the library patrons. Set Aside Funds to renovate the Malibu Library were completed in April 2012. Since that time, Set Aside Funds have been used for various programs, services, and enhancements, including the Malibu Library Speaker Series, extension of service hours, deferred maintenance, additional library staff, full-time security guard, expanded library collections, new and updated library materials, and library services at the Boys and Girls Club of Malibu and Malibu public schools.
2018 Needs Assessment
In 2017, the City updated the 2005 Needs Assessment to establish new service goals to guide Malibu Library funding management in subsequent calendar years. The process included extensive community input and an analysis of demographic trends and service levels.
On October 22, 2018, the City Council accepted the findings of the 2018 Malibu Library Needs Assessment and authorized staff to work with the Los Angeles County Library using Library Set Aside funds to:
Agenda Item # 3.A.
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 d) Analyze the resources needed to develop a Malibu historical archive Update on the New Needs Assessment
Last year, Council approved funding for a new Library Needs Assessment update and feasibility study. The goals (outlined below) would be completed by a consultant who would engage and provide data on community needs on capital projects including, • Potential service points in Western Malibu
• A renovation of the Malibu Library, including a reorientation of the entryway and second floor to the library
• An expansion of the Malibu Library, possibly to include the courthouse space • An addition of an Arts/Literacy/Technology Alternate Library space to the Malibu Library or another location
The Request for Proposals (RFP) for the Library Needs Assessment Update and Feasibility Study was originally issued on December 2, 2024, with submissions due by January 17, 2025. However, the process was not completed due to unforeseen circumstances related to the Palisades Fire. Staff plans to reissue the RFP in September 2025. This initiative aims to evaluate and prioritize future library services, facilities, and programming to align with the community’s needs.
Fiscal Year 2025-2026 City Council Library Set-Aside Priorities On November 25, 2024, Council convened to review and establish priorities for the Malibu Library Set-Aside Funds and set forth the following priorities:
• Continue funding FY 2024-25
• Current Services and Service Metrics
o Resource usage and program attendance to ensure Malibu community needs are met.
• Continuation or Augmentation of City’s Annual Allocation o Operation and Facility Improvements
• Malibu Film Society Series
• Support for Malibu School Campus Libraries
• Enhanced Library Speaker Series Funding
• Exploration of Expanded Library Services within the Community Lands Project Library Recommendations
Continue Funding FY 2024-25*
Agenda Item # 3.A.
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.
$155,000
Continue Teen Librarian I. $155,000
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 Malibu-centric Legacy Park educational programs $75,000 Library Needs Assessment RFP
New Recommendations FY 2025-2026*
Recommendations for minor facility improvements FY 2025-2026* Consider funding phase 2 of the Teen area, to include new tables with convenient power outlets.
$30,000
* 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.
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.
Recommendations from the Library Subcommittee on the use of the Set Aside Funds for Fiscal Year 2025-26 will be presented to the City Council as soon as possible.
ATTACHMENTS:
A) MOU with Los Angeles County Library
B) 2023-2024 Annual Library Report
C) Library Operating Statement FY 2023-2024
D) Library Approved Spending Plan FY 2023-2024
December 17, 2008
Pamela Conley Ulich
Mayor
City of Malibu
23815 Stuart Ranch Road
Malibu, CA 90265-4861
Attention: Reva Feldman
Administrative Services Director
z.
#1
~L
EXECUTED MEMORANDUM OF UNDERSTANDING BETWEEN
THE COUNTY LOS ANGELES AND THE CITY OF MALIBU
Enclosed, for your records, is the executed Memorandum of Understanding (MOU) between the County of Los Angeles and the City of Malibu. This MOU will govern the use of property tax dollars apportioned to the County from property within the City of Malibu for the purposes of providing Library services at the Malibu Branch of the Public Library.
The above referenced matter was approved by the Board of Supervisors on November12, 2008, item 23. A copy of the adopted Board letter is also enclosed for your reference.
If you have any questions or need additional information, please contact Malou Rubio at (562) 940-8450.
Sincerely,
MDT:MR:bf
U:\COMMON\BOARD LETTERS\BUDGET\Set Aside Funds\MOU Cover Letter - Matibudoc Enclosures (2)
County Librarian
C
MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding Agreement (“MOU”) is entered into by and between the City of Malibu, a California municipal corporation (hereinafter “City”) and the County of Los Angeles, a political subdivision of the State (hereinafter “County”).
RECITALS
A. The County of Los Angeles Public Library (hereafter “County Library”) desires to improve the facility and services offered at the Malibu Branch of the Public Library System (“Branch”);
B. The City of Malibu (T’City”) desires an improved library facility and enhanced library services for everyone who uses the facility;
C. County Library and City both wish for City to remain within the County Library System;
D. County Library and City both recognize that a majority of the property taxes paid by City property owners reserved for the County Library System are actually used to fund the Branch and its services; but that over the past several years, the amount of such property taxes collected from City property owners has exceeded the operating costs of the Branch; and
E. County Library and City both believe that these excess funds should primarily be used to implement the recommendations made in the 2005 Community Library Needs Assessment, which will accomplish the mutually desired improvement in the facility and services of the Branch.
1
NOW, THEREFORE, in consideration of the foregoing and of the promises and covenants set forth herein, the parties agree as follows:
BASE SERVICE LEVELS
The County Library is the exclusive owner of all land on which the Branch sits as well as the contents and collection housed within the Branch, with the exception of certain materials within the Arkel Erg Memorial Mountaineering Collection. The Branch is a 15,926 square foot building consisting of a community meeting room, public restrooms, public space with adult and children’s areas, staff work areas, a basement, and the Bookmobile garage. Utilities for the Branch are provided as part of the service for the entire property. The current library materials collection is approximately 85,400 items.
The Branch houses three special collections: The Arkel Erg Memorial Mountaineering Collection, The Peter A. Horn Senior Citizen Collection, and The Sean Matthews Collection.
2. The current service levels (“Base Levels”) at the Branch are as follows: The Branch is open 6 days a week for 50 hours a week (Mondays and Tuesdays 10 am to 8 pm; Wednesdays and Thursdays 10 am to 6 pm; and Fridays and Saturdays 10 am to 5 pm).
The Branch full time staff consists of one Community Library Manager (Librarian III), one Reference Librarian (Librarian I), one Children’s/Teen Librarian (Librarian I), and one Library Assistant I. The Branch currently provides reference services, public access Internet computers, WIFI and children’s and young adult programming including 2
regularly scheduled toddler and preschool storytimes. The County Library currently conducts routine maintenance and repair of the Branch facilities including janitorial upkeep, landscaping/groundskeeping, and technological systems (telephones, internet connections etc.)
3. By signing this MOU, the City acknowledges that the County Library retains sole responsibility for adjusting the Base Levels at the Branch and throughout the County Public Library System. Neither the County nor the City is obligated to continue enhancements above the Base Level at any time. County agrees that any change to the Base Levels at the Branch will be made on a fair and consistent basis relative to Base Level spending at other branches of the County Library System. Further, should sources of funding to the Public Library System that are not available as of the date of this MOU become available during the pendency of this MOU, County agrees to make these sources available to the Branch on a fair and consistent basis relative to the other branches. County agrees that it will not arbitrarily reduce Base Levels at the Branch in an effort to reduce the overall availability of Set Aside Funds for enhancements at the Branch.
SET ASIDE FUNDS
4. Currently, approximately 2.45% of the ad valorem property tax revenue generated from property located within the City is reserved for the support of the County Free Library System in accordance with the provisions of Article 2 (commencing with Section 96) of Chapter 6 ofPart 0.5 of Division 1 of the Revenue and Taxation Code. 3
5. For purposes of this MOU, “Set Aside Funds” shall refer to the yearly difference in the amount of property tax received from City property owners and reserved for the County Library, and the cost of providing Base Level services at the Branch.
6. In each fiscal year since 2004-2005 (July 1, 2004 — June 30, 2005), County Library has placed Set Aside Funds in a separate budgetary fund with the intent of improving the Branch’s facility and providing more enhanced services and programs at the Branch.
The parties agree that the current amount of Set Aside Funds accumulated in this fashion is $1,945,000, collected over the years as follows: Fiscal Year 2004-05, $521,000; Fiscal Year 2005-06, $603,000; Fiscal Year 2006-07, $821,000. The parties mutually acknowledge that the amount of Set Aside Funds varies from year to year and will continue to do so in the future
7. Absent extraordinary circumstances the County Library shall, for the duration of this MOU, continue to place Set Aside Funds in a separate fund within the County Library’s budget. However the parties acknowledge that in case of a countywide fiscal emergency, the County may, after notice to the City, discontinue placing Set Aside Funds in the separate fund. The parties acknowledge that a countywide fiscal emergency would necessitate a reduction in funding for all branches of the County Library. County therefore agrees that any reduction in Set Aside Funds made in response to a countywide fiscal emergency under this section shall be made fairly and in a manner consistent with reductions at other branches receiving the equivalent of Set Aside Funds such that any 4
percentage cut at the Malibu Branch Library will not exceed the percentage cut at any other branch. Further, County agrees that, in the event of countywide fiscal emergency, any reduction of Base Levels at the Branch will be made fairly and in a manner consistent with reductions at other branches such that any percentage cut at the Malibu Branch Library will not exceed the percentage cut at any other branch.
8. All Set Aside Funds currently in the separate account, and those which will be placed in the separate account during the pendency of this MOU, will be used solely to improve Branch facilities and services unless this MOU is unilaterally terminated by one of the parties before expiration. The provisions of this section shall survive the natural expiration of this MOU and shall continue in effect until all Set Aside Funds so accrued have been spent in accordance with the process established in Section 13, infra.
However, if this MOU is terminated, any unexpended Set Aside Funds remaining in the separate account shall be spent in accordance with Section 28 infra.
9. The parties agree that any facility and collection improvements purchased with Set Aside Funds at the Branch shall remain the property of the County Library.
10. If the City obtains property for the construction of a new library branch, it shall notify County that the City desires to use the Set Aside Funds to assist in funding the construction of the new library branch and the parties shall meet to amend this MOU accordingly.
5
SET ASIDE FUND EXPENDITURES
11. Set Aside Funds may be used for both one-time improvements at the Branch, such as capital improvements and materials purchases, and for on-going service enhancements at the Branch (such as increased Library hours on Sunday or increased staffing levels), and for additional needs as outlined in the 2005 Needs Assessment.
12. Set Aside Funds may not be used by either party as security for any loan or bond.
13. The City and County Library shall meet immediately upon approval of this MOU to discuss the use of Set Aside Funds from the date of approval through the following June
30. Thereafter, for the duration of this MOU, the City and County Library shall meet in November of each year to discuss the use of Set Aside Funds in the fiscal year beginning on the following July 1. No less than four weeks before each of the required November meetings, the City Council of City shall take formal action to approve a prioritized list of issues to be discussed at the yearly meeting. If the City Council fails to approve such a list, the County Library shall assume that City issues and priorities remain unchanged from the most recent previously approved list provided by the City. The purpose of these meetings is to reach agreement on an expenditure program for the Set Aside Funds in the next fiscal year; however, these meetings are advisory in nature and nothing in this section is intended to divest the County Library, or the County of Los Angeles, of any authority to control or use Set Aside Funds. This section shall not be construed as a limit to the frequency of meetings between the parties and the parties hereby express a 6
willingness to meet as frequently as necessary to resolve issues related to Set Aside Funds or the Branch. The provisions of this section shall survive the natural expiration of this MOU and shall continue in effect so long as Set Aside Funds are required by any provision of this MOU to be spent on Branch enhancements.
14. It is the intent of the parties that the first use of Set Aside Funds shall be to renovate the interior of the Branch, as recommended by the 2005 Community Library Needs Assessment. The interior renovation shall include, at minimum, new lighting, new carpet, new paint, and compliance with current Americans with Disabilities Act requirements.
15. It is anticipated that the City will be primarily responsible for designing and delivering the interior and exterior renovations of the Branch contemplated by this MOU.
However, the County may perform such tasks at the City’s request. A separate project agreement, signed by both parties, shall be used to describe each party’s specific responsibilities for the Branch renovation project.
16. All final plans for renovation of the Branch must be reviewed by each party to assure compliance with zoning and building codes, and all final plans are subject to the mutual approval of City and County.
17. Except as specifically provided herein, all costs associated with the physical 7
construction of the interior renovation described in this MOU will be paid from Set Aside Funds provided by the County, except that the cost of County Library and City administrative staff time devoted to this project shall not be charged to the Set Aside Fund.
OTHER PROVISIONS
18. If during the duration of this MOU or anytime thereafter, the City notifies the Los Angeles County Board of Supervisors that the City no longer desires to be a part of the County Free Library System, (pursuant to California Education Code section 19116 or any other means), any unspent Set Aside Funds accrued at any time shall remain in the control of the County Library to spend in its sole discretion, including at County Library facilities other than the Branch, and this MOU shall terminate at the time such notice is provided if it is still in operation at the time notice is given. The provisions of this section shall supersede all other provisions of this MOU including the provisions of sections 8 and 28. And, the provisions of this section shall survive the natural expiration or other termination of this MOU and shall continue in effect until all Set Aside Funds accrued have been spent.
19. The Parties hereby acknowledge that the expenditure of any Set Aside Funds are subject to, and conditioned upon, ongoing approval by the County’s Board of Supervisors and that such approval is not certain.
20. The City acknowledges that Set Aside Funds are the only funds that shall be used by the 8
County Library to enhance facilities and services at the Branch, other than an increase in the Base Levels; and that neither the County Library nor the County of Los Angeles is under any obligation to expend funds from any other source for this purpose. This MOU shall not be construed to place any limitations on the City’s ability to raise funds for contribution to the Branch or for library services within the City, nor shall it limit the right of City or County Library to apply for and receive grants or State bond proceeds for library purposes.
21. In the performance of its obligations under this MOU, the parties shall comply with all applicable laws, regulations, standards and ordinances.
22. The City shall indemnify, defend and hold harmless the County, its Special Districts, elected and appointed officers, employees, and agents from and against any and all liability, including but not limited to demands, claims, actions, fees, costs, and expenses (including attorney and expert witness fees), arising from or connected with the City’s acts and/or omissions arising from and/or relating to this MOU.
23. The County shall indemnify, defend and hold harmless the City, its elected and appointed officers, employees, and agents from and against any and all liability, including but not limited to demands, claims, actions, fees, costs, and expenses (including attorney and expert witness fees), arising from or connected with the County’s acts and/or omissions arising from and/or relating to this MOU. 9
24. All notices of matters under this MOU shall be given in writing by first class mail, personal delivery or facsimile. Mailed notices shall be addressed as set forth below, but either party may change its address by giving written notice thereof to the other in accordance with the provisions of this section:
CITY: City of Malibu
ATTN: City Manager
23815 Stuart Ranch Road
Malibu, CA 90265
COUNTY LIBRARY: County of Los Angeles Public Library
ATTN: Margaret Donnellan Todd
7400 East Imperial Highway
Downey, CA 90242
25. The laws of the State of California shall govern the interpretation and enforcement of this MOU. Any action, suit or proceeding related to or arising from this MOU shall be filed in the Los Angeles County Superior Court.
26. The term of this MOU shall be from the date of complete execution of this MOU by both parties until June 30, 2019 unless sooner terminated as provided elsewhere herein.
However, the term of this MOU shall be automatically extended one (1) time for an 10
additional five (5) years unless written objection to extension is given at any time by either party. Objection by any party to the automatic extension provisions of this MOU shall not be considered termination of the MOU by that party for purposes of Section 28 of this MOU. At the expiration of this MOU the County Library will cease placing Set Aside Funds in a separate account; however unless this MOU has been terminated by either party, and under the terms and procedures of Sections 8 and 13 of this agreement, supra, Set Aside Funds accrued during the pendency of this MOU shall be used to enhance Branch facilities and services until such funds are exhausted.
27. Any amendments to this MOU shall be in writing and executed by both parties.
28. Either party may unilaterally terminate this MOU for any reason upon 120 days written notice. As described in Section 8 supra, upon termination of this MOU, any remaining Set Aside Funds will be used as follows:
28.1 If County terminates the MOU, any remaining Set Aside Funds will be used solely to improve Branch facilities, services, and programs above Base Levels.
28.2 If City terminates the MOU, any remaining Set Aside Funds will remain in the control of the County Library to spend in its sole discretion, including at County Library facilities other than the Branch.
28.3 If the MOU is terminated by mutual written agreement of the City and the County, the parties shall agree upon the use or uses of the remaining Set Aside Funds as part of the termination agreement.
11
29. This MOU is made and entered into for the sole benefit of the parties hereto. No other person or entity shall have any right of action based upon any provision of this MOU.
30. This MOU shall be deemed to have been prepared jointly and equally by the parties, and none of its terms shall be construed against any party on the ground that the party prepared the MOU or caused it to be prepared.
31. This MOU constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior agreements and understandings, both written and oral. This MOU may not be modified or amended except in a writing signed by all parties hereto.
32. If any provision of this MOU or the application thereof to any person or circumstance is held invalid, the remainder of this MOU and the application of such provision to other persons or circumstances shall not be affected thereby.
33. The persons executing this MOU on behalf of each of the parties warrant and represent that they have the authority to execute this MOU on behalf of the party for whom they execute and have the authority to bind the party to the obligations hereunder. /
/
/
12
IN WITNESS WHEREOF, the parties have executed this MOU as of the dates set forth below.
CITY OF MALIBU
~
~Pame1a Conley Ulich
Mayor
Dated:~ /ii /o~
ATTEST:
City Clerk
COUNTY OF LOS ANGELES
Dated:
ATTEST:
SACHI HAMAI
Executive Officer-Clerk
APPROVED AS TO FORM:
~
Christi Hogin, City Att~o~ey
of the Board of Supervisors
By NOT APPLICABLE
r’~, APPROVED AS TO FORM:
Raymond G Fortner~ Jr
County Counsel ~.
By
Brandon Nichols
Deputy County Counsel
Donnellan Todd
Librarian
13
County of Los Angeles Public Library
7400 East Imperial Hwy., P.O. Box 7011. Downey, CA 9024 1-7011 — (562) 940-8461, TELEFAX (562) 803-3032 ~
— — ~-~—w- ~ —_
MARGARET DONNELLAN TODD
COUNTY UBRARIAN
November 12, 2008 ADOPTED BOARD OF SUPERVISORS
COUNTY OF LOS ~v~c!
123~ NOV12 2008
The Honorable Board of Supervisors
County of Los Angeles .~ j /3 ]J,,,~
383 Kenneth Hahn Hall of Administration
500 West Temple Street . EXECUTIVE OFFICER
LosAnge!es,CA 90012
Dear Supervisors:
APPROVAL OF MEMORANDUM OF UNDERSTANDING
WITH THE CITY OF MALIBU
(SUPERVISORIAL DISTRICT 3) (3 VOTES)
SUBJECT
The Public Library is recommending Board approval of a Memorandum Of Understanding (“MOU”) with the City of Malibu. This MOU will govern the use of property tax dollars apportioned to the County from property within the City for the purposes of providing Library services at the Malibu Branch of the Public Library. The MOU is effective upon execution by the City and County and will continue through June 30, 2019 unless earlier terminated or extended. There is an automatic five-year extension that will extend the MOU to 2024 unless objected to by one of the parties.
IT IS RECOMMENDED THAT YOUR BOARD:
Approve and instruct the County Librarian to execute the attached MOU governing the use of property tax dollars apportioned to the County from property within the City for the purposes of providing Library services at the Malibu Branch.
PURPOSEIJUSTIFICATION FOR RECOMMENDED ACTION
The Public Library is recommending approval of the MOU on the grounds that it establishes a cooperative and mutually beneficial relationship with the City of Malibu, Servino the unincorporated areas of Los Angeles County and the cities of: Agoura Hilts Arlesia Avalon • Baldwin Park Bell Bell Gardens • Bellflower Bradbury Carson • Claremont Compton Cudahy Culver City Diamond Bar Duarte El Monte Gardnna Hawaiian Gardens Hawthorne Hermosa Beach • Hidden Hills Huntington Park La Canada Flintridge ‘ La Habra Heights Lakewood La Mirada Lancaster La Puente La Verne Lawndale • Lomita “ Lynwood Malibu Manhattan Beach Maywood Montebello Norwalk Paramount Pico Rivera Rosemead San Dimes San Fernando San Gabriel ~Sanla Clarila • South El Monte • South Gale • Temple City Walnut • West Covina West Hollywood Westlake Village
Honorable Board of Supervisors
November 12, 2008
provides for the City’s continued participation in the County Library System and the benefits the County Sy~tem derives therefrom, and for the improvement of the services provided at the Malibu Branch of the Public Library.
Implementation of Strategic Plan Goals
Approval of this recommended action is consistent with the County’s Strategic Plan Goals in the areas of Service Excellence (1), Organizational Effectiveness (3), and Fiscal Responsibility (4).
FISCAL IMPACT! FINANCING
The Public Library has established a special budgetary fund for the City of Malibu. The Public. Library during each budget planning year, will determine the City’s property tax revenues in excess of operating costs and set-aside this amount in the City’s fund. The total accumulated reserve is $2,646,000 based on excess property tax collections since Fiscal Year (FY) 2003/04 through FY 2006/07. It is the intent of the City and County to use the accumulated funds for a major renovation of the Malibu Library.
There is no other fiscal impact.
FACTSIPROVISIONS/ LEGAL REQUIREMENTS
Under the provisions of Education Code section 19100 et seq., cities may elect to participate in the County’s Public Library System. When they do, the cost of providing library services within the city is provided to the County by an apportionment of property tax revenues derived from property located within the city. Cities may later choose to leave the County System and these revenues are then redirected back to the city.
When the City of Malibu incorporated in 1991, the City elected to continue to be a part of the County of Los Angeles Public Library. However, in recent years, the apportioned amount of property taxes collected from the City has exceeded the cost of Library services provided within the City. And, in each budget fiscal year since FY 2005/06, the Library has set aside this difference in a special budgetary fund with the intent of improving Library services at the branch located in the City (“Malibu Branch”).
In 2003, the County Library under direction from the Board provided revenue and cost information including property tax revenue to all the 51 cities served by the County Library. At that time, the City of West Hollywood, the City of Manhattan Beach and the
Honorable Board of Supervisors
November 12, 2008
City of Malibu each approached the County Library with concerns that the library service provided to their cities was inadequate for their communities. They recognized that significant revenue was being collected in their cities for library service but that funding was not being directly used to improve library service in their cities. They requested that those funds be more directly used to raise the standard of service. As a result of that request, the County Library began to set aside excess funds,to improve both the buildings and service levels.
These cities are committed to staying in the County System but recognize if they do not receive adequate library service for their communities, they may. be forced to leave county service and establish their own city libraries. The loss of these cities would be detrimental to the County System as well as to the residents of those cities.
In 2003, the Board of Supervisors approved an agreement with the City of West Hollywood for set aside funds to be used toward the construction of a new library.
Ground breaking for that new library is set for April 2009. The City of Manhattan Beach has also requested that funds be held for the construction of a new library or for the major renovation and expansion of the existing facility. It is anticipated that once these construction projects are complete, the increased operating costs of these two improved facilities will eliminate the disparity between the cost of service and the revenue collected.
The City of Malibu has requested an MOU. The proposed MOU is based on the Community Library Needs Assessment study which was commissioned by the City and County in 2005. This study identified a number of opportunities for improving Library services in the City including a major renovation of the 1970 facility. Staff from the Public Library and the County Counsel’s Office have been meeting with the City to discuss how the recommended improvements could be made using funds already set aside for this purpose and to establish protocols governing the use of funds derived from future differences between property tax monies received by the County and the cost of providing Library services (“set aside funds”), if any. These discussions have culminated in the development of the attached MOU.
The MOU establishes current levels of Library service at the Malibu Branch. And, it provides that, absent a County-wide fiscal emergency, existing and future set aside funds will be used for improving Library services at the Malibu Branch. The MOU also establishes an ongoing process for the City and County to meet to jointly discuss priorities for the use of these funds and library-service improvement. The MOU was structured to provide adequate protections for the County. The MOU recognizes that
Honorable Board of Supervisors
November 12, 2008
the County retains the sole responsibility for adjusting base service levels and all improvements remain the property of the County Library. In addition, the County can cancel the MOU at anytime. Further, during a fiscal emergency, the MOU provides that the County may reduce library service in the City so long as the reduction is done in a fair and consistent manner In comparison with other communities served by the County Library System. Should the revenue contributed by the City decrease, the County has no obligation to continue enhanced services and may adjust the baseline service if revenues do not support the base line service.
The MOU will begin on approval of the City and County and will terminate on June 30, 2019. There is one five year extension which will occur automatically unless first objected to by the City or County. For the duration of the MOU, the City has agreed to participate in the County Library System.
The MOU may be terminated for any reason 120 days after notice is given by the terminating party. If the County unilaterally terminates the MOtJ before the natural expiration date, any set aside funds accrued prior to termination must be spent on service improvements at the Malibu Branch of the Library. If the City unilaterally terminates the MOU before the natural expiration date, all funds remain the County’s to spend at its sole discretion.
CONCLUSION
Please return a conformed copy of the adopted stamped Board letter to the Public Library and Office of the County Counsel.
Respecifully submitted,
17~’~&~2/’~
County
MAR AR
Librarian
N ELLAN TODD
~
MDT:bf
Attachment (1)
c: Chief Executive Officer
County Counsel
Auditor-Controller
U:~COMMON\BOARD LETTERS\BLJDGEpSet Aside Funds~l I 1208_Pub Lib_MaI~bu MOUII I 1208_Pub Lib Malibu MOUdoc
MALIBU LIBRARY
Introduction
Malibu Library had an active 2023-2024, continuing to provide the Malibu community with new and popular materials; high-interest programs for children, teens, and adults; and outreach events throughout the city of Malibu. Partnerships with the City of Malibu, Pepperdine University, Malibu schools, and the Boys & Girls Club meant more programs both in and outside of the library.
First established in 1970 and renovated in 2012, the library building continued to draw community members from all areas of Malibu for enrichment, socializing, studying, and learning.
Smarty Pants Storytime Classical Guitar Concert
3D Printing Kids’ crafts
Usage
Malibu Library serves a diverse segment of Malibu residents and receives considerable usage from the community.
Highlights:
• Malibu Library welcomed 64,787 visitors in Fiscal Year 2023 - 2024, with an average of 5,399 visits to the library each month, a 7% increase in visitors when compared to the previous fiscal year. The population of Malibu in 2023 was 15,867 people which includes the City of Malibu (10,629) and unincorporated Malibu (5,237). • During the last fiscal year, Malibu Library continued to add new users - 1,061 new cards were issued; 205 of these cards were digital accounts providing access to the library’s virtual services.
• The greatest levels of library use were in the afternoon, during the hours of 4 and 5 pm. • The Malibu Library website, which continued to provide information on hours and programming, had a total of 11,386 visits.
Circulation
Materials at Malibu Library served residents as well as library patrons throughout the County of Los Angeles.
Highlights:
● During the last fiscal year, Malibu Library circulated 36,780 items physical items, including books, magazines, DVDs, audiobooks, CDs, and electronic devices. ● Library customers placed 9,775 holds and a total of 9,623 holds were filled from customers in Malibu and in the LA County Library service area.
● Physical books remained the most popular item type for Malibu constituents, as these items circulated 26,240 times.
● California State Park Passes, which were made available for circulation in May 2022, remain in circulation and there were 132 checkouts during the last fiscal year.
Wi-Fi and eResources
Malibu Library provides free Wi-Fi inside and outside of the library for all community members, ensuring that all members of the public can connect to the Internet with ease. Fifteen public computers with Internet access and Microsoft Office are actively used by adults each day. The children’s area has 5 Internet-enabled computers as well as 4 early learning computers, which are heavily used by pre-schoolers for learning reading, math, and science skills.
Highlights:
• Malibu Library hosted a total of 85,928 Internet sessions which included: 75,859 Wi-Fi sessions (with expanded Internet service provided in the library parking lot) and 10,069 public Internet sessions, which utilized library computers. • Laptop & Hotspot Loan Kits remain available for circulation and 35 customers checked out devices for at-home use during the fiscal year.
• On March 1, 2024, LA County Library launched Connect & Go, a mobile hotspot lending program that allowed borrowers to connect their personal devices to the Internet. During the first few months of launching, these devices were circulated to customers 12 times. • Customers from the Malibu area downloaded 16,552 eBooks and 11,706 audiobooks (grand total of 28,258 items), a 100% increase from the library’s Overdrive service during FY 22/23.
Library Programs
Malibu Library hosts monthly programs for adults, teens, and children throughout the year.
Ongoing programs like Smarty Pants Storytime, the Malibu Library Book Club, Classical Guitar Concerts, Caffeinated Verse, Dungeons & Dragons, and the Malibu Library Speaker Series draw a consistent audience of regulars. Specialty programs like BambinO: An Opera for Babies; 3D Printing, Dino Magic, and Yoga For Kids were also popular.
Children’s Services Programs
Thirty-eight Smarty Pants Storytimes and 28 programs were presented to children in 2023-2024.
In July and August 2023, the Summer Discovery Program brought 11 children’s programs to Malibu, including LEGO programs, Music Together, and Smarty Pants Storytime. More than 60 people attended the summer programs. In addition, Malibu Library staff provided take-home activity kits for babies/toddlers, preschoolers, school-age children, and teens.
BambinO: An Opera For Babies The Dino Magic Show
Yoga For Kids Music Together for Babies and Toddlers
Various children’s programs took place outside the library during 2023-2024. Monthly Park Tales programs and Nature Walks took advantage of Malibu’s beautiful weather and city parks.
Children’s programs were also presented at the Boys & Girls Club.
Brick Builders Club Nature Walk for Kids at Legacy Park
Park Tales at Bluffs Park Wonder Book Club at the Boys & Girls Club Teen Services Programs
Malibu Library’s Teen Services Librarian presented 21 programs to nearly 70 teens during 2023- 2024. A monthly Dungeons & Dragons program created an opportunity for teens to meet regularly each month. Teens also enjoyed such programs as gardening and origami.
Dungeons & Dragons Club
The Teen Services Librarian also took teen programs to Malibu High School (MHS) and the Malibu Boys & Girls Club. After an MOU with Santa Monica-Malibu Unified School District was completed in September 2023, four programs were presented at MHS, reaching nearly 50 teens. Students enjoyed such programs as ribbon leis, tie-dying, and button making. Summer programs at the Boys & Girls Club started in June 2024. The Teen Services Librarian also attended Malibu Youth Commission meetings each month and welcomed teen volunteers to the library.
Ribbon Leis at the Boys & Girls Club Lunchtime Crafts at Malibu High School Tie-dying at the Boys & Girls Club
Adult Services Programs
Programs for adults during the fiscal year included author talks, Topanga Actors Company performances, and art programs. Partnerships with Pepperdine University and the City of Malibu brought regular classical guitar concerts and Caffeinated Verse: Poetry Open Mic programs. More than 660 adults attended 36 programs in 2023 – 2024.
Classical Guitar Concert Caffeinated Verse: Poetry Open Mic
Malibu Library Speaker Series
The Malibu Library Speaker Series presented 8 speakers during 2023 – 2024, plus the annual Poetry Summit. The speakers were:
• Dr Aprille Ericsson – NASA scientist
• Scott Freiman – Beatles expert
• David Quammen – science writer
• Mitch Albom – fiction author
• Clare Frank – firefighter
• David Ambroz – child welfare advocate
• Rosanna Xia – LA Times climate reporter
• Thomas Levenson – MIT professor, science writer
More than 825 people attended the Speaker Series during the fiscal year, enjoying events at Malibu Library, Malibu City Hall, and Pepperdine University.
Scott Freiman David Quammen
Mitch Albom David Ambroz
A partnership with local bookstore Malibu Village Books supported local business while allowing attendees to purchase books signed by Speaker Series authors.
Outreach
A new Outreach Librarian started at Malibu Library in September 2023. She immediately began collaborating with City of Malibu Community Services staff to participate in the many events happening around Malibu. The library was represented at monthly Park Tales storytimes; CineMalibu movie events; Chumash Day; the Bu Bash; Breakfast With Santa; and Senior Center programs.
On the west side of Malibu, the library participated in Get Your Stuff Day at Malibu High School and conducted programs at Malibu Elementary School. The Outreach Librarian also began monthly library outreach events at Santa Monica College and the Malibu Community Labor Exchange, ensuring that Malibu Library was promoting library services in all areas of Malibu.
During the 2023 – 2024 fiscal year, the library participated in 46 outreach events and reached 1,159 people.
Bu Bash Breakfast With Santa
Malibu Elementary Senior Center Luncheon Santa Monica College Santa Monica College Chumash Days
Volunteer Hours
The Friends of the Library actively supported Malibu Library throughout the year. Proceeds from their bookstore sales and book fairs enabled the library to regularly purchase new books and present programs such as Music Together, Dungeons & Dragons, and Caffeinated Verse.
Friends of the Malibu Library Friends of the Malibu Library Book Sale
Recommendations / Discussion
1. Continue Funding FY 2025 – 2026*
• Continue funding one security guard to monitor security in/around the library. $130,000.
• Restore funding for a second security guard, if needed, as the library customer activity increases. $130,000.
• Continue Outreach Librarian I to provide programming in underserved West Malibu. $155,000.
• Continue Teen Librarian I. $155,000.
• 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 unreserved balance (to fund any unanticipated items agreed upon mutually during the year). $150,000.
2. Recommendations from Malibu Library staff:
• Consider funding phase 2 of Teen Area refresh, to include new tables with convenience power. $30,000.
3. Recommendations/Priorities from the Library Subcommittee, as discussed at the 11/26/2024 City Council meeting:
• Current Services and Service Metrics
• Continuation or Augmentation of City’s Annual Allocation • Malibu Film Society Series
• Support for Malibu School Campus Libraries
• Library Speaker Series
• Exploration of Expanded Library Services within Community Lands Project
4. Library expansion proposal
5. Community needs assessment
6. Potential donation to Library/Foundation for resiliency project. *All costs are estimates; Library will charge actual costs incurred.
LA County Library
Operating Statement
Fiscal Year 2023-2024
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
$797,196
101,630
83 193,502
39,496
7,387
290,333
77,866
151,184
153,821
63,846
18,590
26,684
8,017
Sub-Total Operating Costs $1,753,100
Support Costs
Administration
Public Services Programs
306,219
88,549
Sub-Total Support Costs 930,665
Total Cost of Service $2,683,765
Operating Revenue $4,492
Information Technology Equipment and Services 121,772
Professional and Special Services 237,590
Note: Facilities Special Jobs include pre-action system repairs and parking lot light replacement costs. 10/9/2024 10:36 AM Report: OperatingStmt-Libraries Page 12 of 91
LA COUNTY LIBRARY
City of Malibu Approved Spending Plan
FY 2023-24
FY 23-24 Beg. Bal (Incl. 21-22 Surplus) $ 21,853,646
FY 23-24 Prop Tax / Spe Tax / Ot Rev $ 5,797,068
FY 23-24 Cost (2,683,765)
FY 23-24 Surplus $ 3,113,303
Ending Designation Balance
(will be reflected in FY 25-26 SQ Budget)
$ 24,966,949
City Approved Program Expenditures Approved by
Malibu
Actual
Expenditures
Variance
1 Additional Service Hours (from 40 hrs/wk to 60 hrs/wk $ 115,000 $ 115,000 -$ 2 2.0 dedicated secruity guards (only 1.0 is utilized) 260,000 130,000 130,000 3 Full-Time Teen Librarian 131,000 131,000 -
4 Outreach Librarian 138,000 138,000 -
5 Deferred Maintenance 100,000 - 100,000
6 Continued unreserved balance 150,000 - 150,000
7 Speaker Series Program 125,000 73,000 52,000
8 Smart Start (Family Place Programs throughout the County) 50,000 48,121 1,879 9 Tool lending 50,000 13,733 36,267
10 Teen Area Refresh - optimize area for laptop users 10,000 - 10,000 11 Speaker Series Tech Update - Laptop and HDMI Connections 2,500 49 2,451 12 Minor Meeting Room, Study Room, and Lobby Enhancements 12,500 1,406 11,094 13 Supply/Collection Organization - Mobile carts, 3D printer storage 2,500 1,218 1,282 14 Outreach Materials and Supplies 2,500 1,480 1,020
15 Boys and Girls Club , Library-related supplies & services 50,000 50,000 - 16 Malibu Public Schools (library related supplies) 17,000 17,000 - 17 Boys and Girls Club - Enpowered Voices Program 25,000 - 25,000 18 Mlibu Public Schools - Teen Librarian and Misc. Supplies 25,802 27,111 (1,309) 19 Malibu Film Society series 85,000 - 85,000
20 Malibu-centric Legacy Park educational programs 75,000 - 75,000 $ 1,426,802 $ 747,118 679,684$
Note: This chart represents the City’s approved budget for the use of set aside funds which is reflected in the Operating Statement.
C:\Users\e473023\County of Los Angeles\Finance Admin - Documents\Cost Report\23-24\Surplus Cities\Malibu\Malibu 22-23 vs. 23-24.xlsx\City Approved Programs 23-24
11/4/2024