CITY OF SIMI VALLEY
MEMORANDUM
May 15, 2023
TO: City Council
FROM: Office of the City Manager
SUBJECT: CONSIDERATION OF PROPOSAL FOR ENHANCED LIBRARY
SERVICES OPTIONS AND AUTHORIZATION FOR THE CITY MANAGER
TO EXECUTE RELATED AMENDMENT S TO THE CONTRACT
BETWEEN THE CITY OF SIMI VALLEY AND LIBRARY SYSTEMS &
SERVICES, LLC
STAFF RECOMMENDATION
It is recommended that the City Council approve the proposal for Enhanced Library Services Options and authorize the City Manager to execute related amendments to the contract between the City of Simi Valley and Library Systems & Services (“LS&S”), LLC.
BACKGROUND AND OVERVIEW
On February 28, 2013, the City Manager executed a contract for the transition of services and day -to-day operation of the Simi Valley Public Library (Library) with LS&S. The original contract consisted of an initial five- year term, with two additional two- year extension options. The City exercised both extension options, and the second two- year extension option expired on June 30, 2022. Prior to the contract’s expiration, the City Council approved a new contract with LS&S for the continued provision of library services through June 30, 2027.
The day-to-day operation of the Library has been managed by LS&S since July 1, 2013.
Staffed by a team of up to 26 employees (17 full -time employee equivalents), LS&S has served the community through a wide variety of methods, including the provision of information and reference materials; curating a robust and releva nt collection of print books, digital content, and other media formats available in both English and Spanish; developing current and appropriate programming for all demographics of the Simi Valley community; as well as providing general reading recommendations and overall customer assistance for all visitors.
Based on annual year -end reporting, since the City assumed responsibility for the provision of library services and contracted with LS&S in 2013, a total of 2, 659,115 physical items have been borrowed, along with 211,541 electronic items. Each year, the circulation of digital and electronic content has increased significantly , from only 50 electronic items borrowed in 2013- 14, to an annual average circulation of more than
AGENDA ITEM NO.
9A
2 59,000 electronic items over the last three years. The Library’s collection of digital and electronic content has increased almost tenfold during that time, along with more than 70,000 books added to the physical collection.
While the Library’s collection of physical and electronic items is a valuable resource for residents, the City’s primary goal is for the Library to continue to grow and evolve with the community’s needs. To that end, staff has been working with LS&S to identify areas of opportunities to better serve Simi Valley residents. FY 2021-22 saw the completion of the 2017- 2022 Strategic Plan, and through an ex tensive community engagement campaign and analysis of the statistics and trends from annual reporting, the Library’s new Strategic Plan for 2023-2027 was developed and subsequently adopted by the Board of Trustees (City Council) in November, 2022. The new plan consists of four priority areas:
Build Community; Connect and Increase Access; Enhance Services; and Build Awareness.
The Strategic Plan’s priority area goals focus on expanding community partnerships and service development to meet local needs, and host interactive events and programming to create community connections and teach new skills. It addresses service gaps through unique offerings and engagement, cr eating a Library that is even more accessible and welcoming, and can meet the needs of modern learners. It provides programming for diverse learners with emphasis on multilingual elements, technology needs, and mental and physical health, and offers reimagined and expanded youth and teen services.
Throughout this strategic planning process, staff has been in discussion with LS&S to identify service level enhancements that will support these priority areas, emphasizing access to services and the expansion of the Library’s reach and impact, making services available to all Simi Valley residents. In an effort to meet the goals associated with the Library’s Strategic Plan, staff is presenting a proposal for enhanced library services for City Council consideration. Should the City Council approve the proposal, funding for the enhanced services ha s been included in the FY 2023-24 budget and no changes will be required to move forward with service enhancements.
FINDINGS AND ALTERNATIVES
The proposed enhanced library services options summarized below were developed in support of the S trategic Plan’s priority areas: Build Community; Connect and Increase Access; Enhance Services; and Build Awareness . The complete proposal from LS&S is attached as Exhibit 1, page 8.
Library Services Enhancement Option 1: Mobile Library Services Strategic Plan Priority Area: Connect and Increase Access
Strategic Planning engagement efforts identified a need for additional outreach and the extension of services to community members who are not yet Library users. Library services in Simi Valley are underutilized by those wit h transportation, language, and/or 3 technology barriers that limit their Library access. The objective of a Mobile Library Service is to promote equity of service provision by increasing access, making library services available to all.
LS&S w ill oper ate M obile Library S ervices t hroughout t he community usi ng a City - provided vehicle outfitted with equipment and supplies for providing off-site library service.
The vehicle will include a Library staff curated collection on mobile book carts along with modem cellular hotspots to provide WIFI for checkout services and educational programs.
Funding for the vehicle will be provided by the Library fund budget as well as fundraising and community donations. The M obile Library will be scheduled for r egular stops and also used for special out reach events, and Mobile Library S ervices st aff w ill work i n coordination with Children’s, Teen, Adult, and Literacy staff members to extend existing services to those community m embers who can benefit from t hem at o ffsite locations.
Additional programming opportunities will include STEAM activities for children and teens, as well as Adult Literacy engagement, laptop borrowing, homework help, and story time, all of which will be available at any location throughout the City.
Adopting this service enhancement will include the addition of an LS&S provided full time Mobile Library Services st aff member that will coordinate library pr ogramming; manage the route sch edules; communicate with site lead contacts; load and unload m aterials; drive the Mobile Library vehicle; check out Mobile Library materials to offsite customers; and coordinate maintenanc e schedules. Library staff members a nd community p artner volunteers will join the Mobile Library staff person on a rotational basis to provide added services at sites such as children’s programming or adult English conversation groups.
The proposed Mobile Library Services option for Simi Valley will include:
• O
ngoing assessment of existing and new potential service sites; surveys of program needs in specific neighborhoods.
• Definition of clear service objectives for each regularly scheduled stop and evaluation surveys will be based on those objectives.
• Development of partnerships at sites for coordinating schedules, parking, marketing, and assessing specific areas of need.
• Approximately 15 regularly scheduled monthly stops at neighborhoods i dentified from input provided by Simi Valley Police Department, Simi Valley Chamber of Commerce, SVUSD reduced lunch data, and the LS&S Library IQ Patron Map. • Approximately 10 regularly scheduled monthly stops at SVUSD school libraries to drop off and pick up requested items.
• Approximately 5 regularly scheduled monthly stops at senior living facilities or communities.
• Record keeping and reporting on program counts will include: checkouts, card registrations, program participation, WIFI usage, and laptop usage.
T
otal costs for the Mobile Library Service enhancement is $150,000 for the first year of operation and $87,680 thereafter. Costs are summarized below. 4 Enhanced
Service Option 1
Annual
Service Cost
First Year - Start-up
Collection/Program
Cost* Total**
Mobile Library
Services $87,680 $12,320
$100,000 - Year
One
$87,680 -
Ongoing
Mobile Library
City Provided
Vehicle
$50,000 $50,000 – Year
One
*One-time cost, does not include annual materials budget, which will be defined following year one of Mobile Library Services. Ongoing annual material costs will be absorbed as part of the Library’s annual collection budget.
**Total cost for the City vehicle purchase is approximately $100,000 with half of the funding provided by the Library Fund budget and the remaining balance coming from fundraising and community donations.
Library Services Enhancement Option 2: Adult Literacy Services Strategic Plan Priority Area: Enhance Services
The addition of in-house Adult Literacy Services will be part of a wraparound approach in which adult literacy, early literacy, family literacy, student support, and English language support programming at the Library all complement each other. Adopting this service enhancement will include the addition of an LS&S provided part-time Literacy Coordinator/Instructor (0.5 full-time employee equivalent ), who is fully dedicated to literacy services in Simi Valley.
LS&S execution of Adult Literacy Services for Simi Valley will include:
• Provision of a part-time Literacy Program Coordinator to train volunteer tutors, screen candidates for the program to assess literacy needs and English language skills, determine with the learner the level of intervention needed, match tutors with volunteers, and assess progress in literacy and/or language proficiency. • The Coordinator will arrange training schedules for volunteers; collect data and keep records; build a database of learning needs and tutor qualifications/skills to assist in tutor -learner matching; make necessary contacts for scheduling and follow up; and carry out other related tasks.
• English language instruction and conversational English Groups will be started and facilitated by the Program Coordinator and volunteers.
• The Library’s family literacy programming including multilingual story times will provide context for recruiting new tutors and new learners. • The Volgistics data management system for tutor and learner tracking will allow for electronic sign in/sign out for learners and tutors, c apturing data electronically to generate reports on hours of service provided, hours of learning for individuals, optimal teacher-learner pairs, and more.
5 • Processing of background checks for volunteers , ordering of materials and supplies, and program attendance reporting.
• Establishing contacts with the Simi Institute for Careers and E ducation, the Samaritan Center, Simi Valley Adult School and Career Institute and similar organizations to identify partnership opportunities for providing services. • Benchmark incentives and certificates of achievement for learners of all levels, as well as social events where tutors an d learners can share stories of success and obstacles overcome.
Total costs for Adult Literacy Services is $33,400 for the first year of operation and thereafter. However, grant funding has the potential to reduce future program costs by an estimated 50%. Costs are summarized below:
Enhanced
Service Option 2
Annual
Service Cost
Annual Material
Cost Total
Adult Literacy
Services $31,400 $2,000 $33,400
Adult Literacy Services at the Simi Valley Public Library are currently provided by Ventura County Library, under the READ Adult Literacy Program , and the program has successfully helped numerous individuals meet their literacy goals over the last several years. The City’s contract with the Ventura County Library for the READ Adult Literacy program expires June 30, 2023, and the City currently budgets $20,442 for the program annually. Over the last three years , program participation has been down as the community slowly recovers from the pandemic , with much of the program participation occurring virtually or by phone . Prior to the COVID -19 pandemic, the City was able to realize some cost savings for the program by way of a partnership with the Simi Institute for Careers and Education (SICE) to provide funding for the program’s instruction costs, but unfortunately SICE discontinued their adult literacy programming in 2021 and no longer provides any funding support.
While the READ Adult Literacy program has provided valuable service to the Simi Valley community, bringing these services in-house as part of a whole family literacy program will offer a much more robust and comprehensive approach to the adult literacy and English as a second language service.
Available grant funding from the California State Library can further offset Adult Literacy annual program costs by an estimated 50% , providing even greater value for a more impactful program for the Simi Valley community.
6 Total Cost of Library Service Enhancement Options 1 and 2 Enhanced
Service Option 1
Annual Service
Cost
First Year - Start-up
Collection and
Program Cost Total
Mobile Library
Services $87,680 $12,320 $100,000 - Year One
$87,680 - Ongoing
City Provided
Mobile Library
Vehicle
$50, 000 $50,000 – Year One
Enhanced
Service Option 2
Annual Service
Cost
Annual Material
Cost Total
Adult Literacy
Services $31,400 $2,000 $33,400
Approving both Enhancement Options would increase the annual cost of the City’s Library Services with LS&S by a not-to-exceed amount of $183,400 for FY 2023-24, and a not-to-exceed amount of $121,080 annually thereafter (with the potential for that total to be reduced by available Literac y Grant funding from the California State Library). Should the City Council approve the proposal, funding for the enhanced services has been included in the proposed FY 2023-24 budget and no changes will be required to move forward with service enhancements.
The following alternatives are available to the City Council:
1. A
pprove the proposal for Enhanced Library Services Options and authorize the City Manager to execute any related amendment to contract between the City of Simi Valley and Library Systems & Services, LLC;
2. P
rovide staff with other direction.
S
taff recommends alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I mov
e to approve the proposal for Enhanced Library Services Options and authorize the City Manager to execute any related amendment to contract between the City of Simi Valley and Library Systems & Services, LLC.
SUMMARY
T
he day-to-day operation of the Library has been managed by LS&S under contract with the City since July 1, 2013. On May 16, 2022, the City Council approved a new contract with LS&S for the continued provision of library services through June 30, 2027. Staff worked together with LS&S to develop the Library’s current five-year Strategic Plan, which was adopted by City Council on November 7, 2022. The Strategic Plan was created 7 following an extensive community engagement campaign, and is int ended to help guide the Library’s continued efforts to provide exceptional service, and to identify opportunities to expand its reach and impact within the City of Simi Valley through four Priority Areas:
Build Community; Connect and Increase Access; Enhan ce Services; and Build Awareness.
In support of these priority areas, service level enhancements have been identified that emphasize access to Library services for all residents, and improve upon literacy services offered at the Library. The proposed enhanced service options are the addition of Mobile Library Services and Adult Literacy Services. Approving both Enhancement Options (excluding purchase of the City-provided mobile library vehicle) would increase the annual cost of the City’s Library Services with LS&S by a not-to-exceed amount of $183,400 for FY 2023-24, and a not -to-exceed amount of $121,080 thereafter (with the potential for that total to be reduced by available Literacy Grant funding from the California State Library). These service enhancements have been included in the FY 2023 -24 budget and no changes will be required to move forward.
It is recommended that the City Council a pprove the proposal for Enhanced Library Services Options and authorize the City Manager to exe cute any related amendment to contract between the City of Simi Valley and Library Systems & Services, LLC.
____________________________________
Linda Swan
Assistant City Manager
Prepared by: Kelly Tinker, Management Analyst
INDEX Page
Exhibit 1 – Proposal of Enhanced Service Options .......................... 8 Library Systems & Services, LLC
Proposal of Enhanced Service Options for
the Simi Valley Public Library
Mobile Library Services
LS&S will operate Mobile Library Services throughout the community using a City-provided vehicle outfitted with collections, equipment, and supplies for providing off-site library service. The City will maintain the vehicle, provide fuel and insure it as part of the City Fleet. The Mobile Library will be scheduled for regular stops and be used for special outreach events. The service will provide greater access to Library materials and services for community members who are not able to visit the facility in Tapo Canyon. Mobile Library Services staff will work in coordination with Children’s, Teen, Adult, and Literacy staff members to extend existing services to those community members who can benefit from them at offsite locations.
S
trategic Planning surveys identified a need for outreach and extension of services to community members who are not yet Library users. Library services in Simi Valley are underutilized by those with transportation, language, and technology barriers to access. The objective of a Mobile Library is to promote equity of service provision by increasing access. A Mobile Library provides flexible service that is not restricted to populations in specific locations.
The van will be outfitted with a collection on mobile book carts which will be loaded and unloaded by lift equipment. Additionally, modem and/or hotspots will provide WIFI for checkout services and educational programs at any location. Supply containers for children and teen STEAM activities, frequently provided in the Library and easily extended offsite, will be included. Supplies for Adult Literacy, laptop borrowing, homework help, and story time will be included inside the vehicle. A customized van wrap will identify the vehicle as a service provided by the City of Simi Valley.
A
full time Mobile Library Services staff member will manage the route schedules; communicate with site lead contacts; load and unload materials; drive the Mobile Library; coordinate maintenance schedules; check out Mobile Library materials to offsite customers. Other Library staff members and community partner volunteers will join the Mobile Library staff on rotational basis to provide added services at sites such as children’s programming or adult English conversation groups.
A
nnual Service Cost: $87,680
S
tart-up Collection: $12,320 (annual materials budget is not included in the above cost) L
S&S execution of Mobile Library Services at Simi Valley will include:
• Ongoing assessment of existing and new potential service sites; surveys of program needs in specific neighborhoods.
• Definition of clear service objectives for each regularly scheduled stop and evaluation surveys will be based on those objectives.
8 EXHIBIT 1
• Development of partnerships at sites for coordinating schedules, parking, marketing, and assessing specific areas of need.
• Approximately 15 regularly scheduled monthly stops at neighborhoods identified from input provided by Simi Valley Police Department, Simi Valley Chamber of Commerce, SVUSD reduced lunch data, and the LS&S Library IQ Patron Map.
• Approximately 10 regularly scheduled monthly stops at SVUSD school libraries to drop off and pick up requested items.
• Approximately 5 regularly scheduled monthly stops at senior living facilities or communities. • Approximately 2 regularly scheduled weekly deliveries and pick-ups of customer holds at Rancho Simi Recreation and Park District Activity Center if hold lockers are installed. • Presence at community outreach events such as the Simi Valley Street Fair. In addition to Library card registration and checkout of materials, an appropriate service such as a STEAM activity or an information literacy learning opportunity will be provided at all outreach events. • Development of programming planned for inside the library will be done with the preparation of an on-the-go version in mind so that replicating the program for the Mobile Library is time and cost efficient.
• Record keeping and reporting on program counts will include: checkouts, card registrations, program participation, WIFI usage, and laptop usage.
• Mobile Library staff will be supported by existing staff in ordering materials and supplies, reporting, processing materials requests and returns, and on-the-go programming (e.g., STEAM activities).
Adult Literacy Services
LS&S proposes to hire a part time Literacy Coordinator/Instructor (0.5 FTE) who is fully dedicated to literacy services in Simi Valley. This proposal reflects a similar level of services provided by Ventura County. However, a much more robust program will be realized as all costs are dedicated 100% to Simi Valley. In-house Literacy Services will be part of a wraparound approach in which adult literacy, early literacy, family literacy, and student support programming at the Library all complement each other. The proposed program will cost $ 31,400 plus $2,000 for annual materials expenditures. As the program grows, LS&S and the City can look to amending the contract to meet demand for the service.
LS&S is willing to apply on behalf of the City to the California State Library to fund the program during the next Literacy grant round. There is a better chance to receive grant funding for an established program. LS&S operates Literacy Services in the following California Libraries, all with at least partial State Grant Funding: Escondido, Moreno Valley, Riverside County, Upland, Camarillo, Shasta County (Redding).
Annual Service Cost: $33,400
NOTE: The Camarillo Public Library has two sources for accounting for the Literacy Services. There is a contract amount that goes toward the service, and a State Grant that LS&S bills outside the contract against. Therefore, the total cost for the service today is $44,000. Also, the contract operating costs does include supplies and incentives for the program which is outside of the $44,000.
LS&S execution of Adult Literacy services at Simi Valley will include:
• Provision of a part-time Literacy Program Coordinator (0.5 FTE) to train volunteer tutors, screen candidates for the program to ensure that they are sufficiently advanced (intermediate in 9 English skills), determine with the learner the intervention needed, match tutors with volunteers, and assess progress.
• The part time Literacy Program Coordinator will attend outreach events with other library staff to meet potential tutors and learners. The Coordinator will arrange training schedules for volunteers; collect data and keep records; build a database of learning needs and tutor qualifications/skills to assist in tutor-learner matching; make necessary contacts for scheduling and follow up; and carry out other related tasks.
• An adequate number of trained volunteer tutors who are reliable and can relate positively to their learner partners. All tutors will receive training using in-house and online sources, such as the San Jose “Partners in Reading “online training videos and the Texas Scottish Rite Literacy Training DVDs. Tutors from the Camarillo Adult Literacy Program will be encouraged to attend regular meet and greets with Simi Valley tutors for idea exchanges. As in the Camarillo model, the Program Coordinator will match learners with tutors based on interests expressed by the learner, educational level of learner and tutor, and specific areas of learning expressed by the client.
• Conversational English Groups will be started and facilitated by Literacy Program volunteers as interest is indicated.
• A reliable system for gathering data on hours of service provision, learner hours logged, names, contact information, and descriptive data regarding tutors and learners resulting in effective matching of tutors and learners.
• A learning space that provides privacy, is conducive to learning and is available for use during business hours, evenings and weekends.
• A variety of learning materials to cover many subject areas and capture learner interest. • Outreach to community, educational, and religious organizations to promote the program and attract tutors and learners.
• A system of incentives for achievement at multiple levels to encourage learners to persevere and help them mark progress.
• Library staff will be trained promote the program. The Library’s family literacy programming including multilingual story times will provide context for recruiting new tutors and new learners. Business cards with the name of the program and contact information for the Program Coordinator will be available at several locations throughout the Library. • The Volgistics data management system which has been used for the Simi Valley Volunteer Program, for tutor and learner tracking. The system allows tutors and volunteers to sign in and out electronically. Capturing this data electronically allows LS&S to easily generate reports on hours of service provided, hours of learning for individuals, optimal teacher-learner pairs, and more.
• The Literacy program will be supported by existing staff including processing of background checks, ordering of materials and supplies, and program attendance reporting. • Leveraging the significant collection already in the library and adding materials of interest to adults with low reading levels will result in a wealth of materials available to learning pairs. Simi Valley Public Library staff will be available to provide materials that satisfy various interests and reading levels.
• The Program Coordinator will communicate with Mobile Library Staff regarding promotion of the literacy program at local churches, community events, Mobile Library stops, and other venues to attract volunteer tutors and learners. In expanding the literacy program, the Library expects to grow relationships with community organizations in Simi Valley that serve potential service populations. In the first six months following the launch of literacy services, the Library will establish contacts with the Simi Institute for Careers and Education, the Samaritan Center, 10 Simi Valley, California Homeless Shelters and Services, Simi Valley Adult School and Career Institute and similar organizations to identify partnership opportunities for providing services, to arrange referrals for persons screened out as needing basic ESL services, and to collaborate on marketing and promotions of services.
• For tutors and learners, literacy education is a journey that is challenging and at times frustrating. For this reason, it is important to recognize benchmarks and celebrate successes.
LS&S will incentivize participants with certificates and prizes for achievements and perseverance. LS&S will also organize occasional social events where tutors and learners can trade stories of success and obstacles overcome.
11