TO:Andrew P. Powers, City Manager
FROM:Jonathan Serret, Cultural and Community Services Director DATE:June 23, 2026
SUBJECT: Library Audiovisual System Replacement FY 2026-27 RECOMMENDATION:
1. Approve budget appropriation and expenditure in FY 2026-27 in the amount of $45,000 from A/C #110-7020-486-0000 (Library Fund - Miscellaneous Revenue) to A/C #110-7020-673-8400 (Library Fund - Equipment over $10,000).
2. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
$45,000 Increase to Adopted FY 2026-27 Library Fund Budget, Fully Offset by Friends of the Library Grant Revenue. A $45,000 increase to the Adopted FY 2026-27 Library Fund Budget is requested for the purchase of an updated audiovisual system. This expenditure is fully offset by revenue collected from Friends of the Thousand Oaks Library.
BACKGROUND:
The Friends of the Thousand Oaks Library (FTOL) is an all-volunteer non-profit organization that has supported Library services, programs, collections, and facility improvement projects since 1961. The FTOL mission is to provide financial support for enhancements to Library collections, sponsor educational and cultural programs, and make special purchases for the Library. This financial support generates funding through book sales, donations, and investment income. The FTOL periodically provides grant funding to support enhancements and special projects that benefit Library patrons and the community.
Library Audiovisual System Replacement FY 2026-27
June 23, 2026
FTOL grant funding is being used to replace the audiovisual system in the Marvin E. Smith Community Room at the Grant R. Brimhall Library, allowing the Library to modernize aging equipment and improve audiovisual capabilities for programs, events, and community rentals.
DISCUSSION/ANALYSIS:
The Marvin E. Smith Community Room at the Grant R. Brimhall Library is the largest meeting and programming space in the Thousand Oaks Library system and one of the largest rentable community spaces available to the public in the City.
The room can be booked through a facility rental agreement and is used for a variety of library programs and community events which often utilize audiovisual technology for presentations, performances, and public meetings.
The existing audiovisual system was originally installed in the early 2010s and has reached the end of its useful life. The projection system has been nonfunctional for approximately eight months and is no longer repairable. In addition, advancements in audiovisual technology since the original installation provide opportunities for a more modern, integrated system that supports current and future programming needs, including upgraded presentation capabilities and lighting controls within the room.
The planned audiovisual improvements will provide updated, reliable infrastructure to support library programming, community rentals, and public events. The updated system is also intended to serve as the technological backbone for future audiovisual expansion throughout the library, including support for the Reference section, where library concerts and other public events are currently held, as well as additional spaces identified for future audiovisual enhancements.
Each year, the FTOL board votes on the dollar amount to be granted to the library from online or in-library book sales, donations, or dividends. The funds are deposited into a library revenue account. During the biennial budget cycle, staff will consider those funds when developing the expenditures for the two-year cycle.
The FTOL may decide to grant additional funds during the year to offset additional costs or purchases, which are deposited into the revenue account. To spend those funds, the library must request a budget appropriation to add to the expenditure budget.
Staff recommends the approval of the budget appropriation and expenditure in the amount of $45,000 for the purchase of the audiovisual system replacement.
Library Audiovisual System Replacement FY 2026-27
June 23, 2026
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
G. Continue City's commitment to community and cultural programs and services (such as Performing Arts/Theatres, Libraries, TOTV, Visual Arts, Youth and Senior Programs).
PREPARED BY: Lisa Frattali, Senior Administrative Specialist CCS:950-10\lf\H:\COMMON\Administration\Staff Report\AV System Replacement.doc