SPECIAL JOINT CITY COUNCIL & LIBRARY BOARD MEETING

Library Goal Setting and RFP Development

• Staff presented the library's financial status, noting a $1.7 million surplus and an expiring contract with the current operator in 2026.
• Council and Board members collaborated to define five thematic goals for the new Request for Proposals (RFP).
• The five identified themes include visitation and outreach, equitable access, customer service, technology, and strategic partnerships.
• It was agreed that the RFP will require operators to propose specific metrics and a 12-month launch plan.

Governance Roles and Operational Authority

• The City Manager clarified that the City Council holds final authority over operations while the Library Board provides detailed oversight.
• Discussions confirmed the City Council's power to adjust property tax allocations and hold contractors accountable for staff performance.
• A future meeting is scheduled to further define the specific roles and responsibilities of the Library Board.

Budget and Staffing Implications

• Members noted that current funding supports 7.5 FTEs but acknowledged that new goals may require additional resources.
• The RFP process will serve as the mechanism to determine the actual costs of achieving the expanded service goals.
• Operators will be expected to propose staffing solutions or partnerships to meet the requirements of the new facility.

Closed Session

• No closed session report was included in the provided meeting summary.

Agenda Item 5A: Moorpark City Library Goal Setting Workshop and Direction to Staff

Presentation and Background

• Staff presented a historical overview of the Moorpark City Library, noting the city's 2007 withdrawal from the Ventura County Public Library system to establish local control and the subsequent contracting of Library Systems and Services (LS&S) to operate the facility. The current five-year agreement with LS&S is set to expire in June 2026, though a six-month extension through December 2026 was previously approved to facilitate this goal-setting process and the development of a Request for Proposals (RFP) for a new operator. Staff outlined the library's funding structure, indicating that approximately 87% of revenue derives from property tax allocations, with the remainder from investments, donations, and fees. The library currently holds a fund balance of approximately $1.7 million, accumulated due to expenses remaining below revenue projections. This fund is available for equipment replacement, technology upgrades, and future operational needs, though no specific minimum balance policy has been established. A separate fund exists for development impact fees, restricted to library expansion projects.

Discussion on Operations, Funding, and Governance

• Council and Library Board members questioned the utilization of the $1.7 million surplus and the criteria for future spending. Staff explained that the surplus resulted from operational efficiency and space constraints that limited staffing increases. Discussions addressed whether the surplus should be deployed to enhance services, such as arts programming or children's areas, or retained for future expansion. Staff confirmed that the City Council retains authority to adjust the percentage of property taxes allocated to the library. The discussion also covered a previous evaluation of a Joint Powers Authority (JPA) model with other cities; staff noted that while the JPA model was projected to offer savings, actual contract negotiations with LS&S resulted in lower costs than JPA projections, negating the anticipated benefits of joining the JPA.
• The City Manager clarified the distinct roles of the City Council and the Library Board. The City Council holds final authority over library operations and mission alignment, while the Library Board provides detailed oversight regarding programming and operations. Staff noted that a future meeting is scheduled to further discuss the specific roles and responsibilities of the Library Board.

Goal Setting and RFP Development

• The City Manager facilitated a workshop to establish high-level goals for the new library operator. Council and Library Board members presented pre-submitted goals and provided additional context. Staff synthesized the feedback into five primary thematic categories for the RFP: 1. Visitation, Engagement, and Outreach: Originally titled "Attraction and Outreach," the category title was revised to "Visitation, Engagement, and Outreach." The goal statement was updated to explicitly mention attracting diverse patrons and visitors. The statement reads: "Activate the library as a welcoming and vibrant community destination and gathering place by expanding outreach, attracting diverse new patrons and visitors, offering engaging spaces, programs, exhibits, and educational opportunities." It was agreed that the RFP would include both high-level goal statements and specific bullet-point objectives. Suggestions included town-wide signage to increase awareness. 2. Equitable Access and Diverse Services: The goal statement focuses on providing accessible, inclusive, and innovative programs fostering literacy, STEM education, digital skills, workforce development, and lifelong learning for all ages, abilities, and languages. Members suggested adding objectives regarding services for seniors navigating technology, extending services beyond the physical facility, and coordinating with public transportation to improve access for teens and individuals with disabilities. Emphasis was placed on actively measuring community needs and service impact rather than simply meeting diversity requirements. 3. Customer Service: The goal statement was revised to focus on "welcoming staff" rather than "welcoming facilities," as facilities are under construction. The statement reads: "Deliver exceptional library services through responsive and knowledgeable staff, and fiscally responsible operations that meet the evolving needs of the community." A request was made to include extended hours, specifically evenings and weekends, to accommodate working families. It was clarified that while the City does not directly hire individual staff, it retains authority to hold the contractor accountable for staff performance and will have input on leadership selections, such as the Librarian. Metrics for customer service were identified as essential for proactive monitoring. 4. Technology: The goal statement reads: "Ensure the library is a hub for innovation and digital learning by expanding access to and use of emerging technologies, creative spaces, and digital media resources." Members noted that achieving these goals may require specialized expertise exceeding current staffing levels (7.5 FTE). The RFP should allow operators to propose additional staffing or partnerships. A distinction was made between technology services for patrons and the infrastructure required to track metrics and unique visitors. 5. Partnerships: The goal statement was revised to read: "Hub for strategic, collaborative, and innovative partnerships to increase educational opportunities, expand library services, and enhance community experiences." Discussion focused on the need for a dedicated effort to build and maintain partnerships. It was requested that operators submit a specific "launch plan" for the first 12 months of operation, detailing the introduction of the new facility and establishment of partnerships, followed by a plan for sustained operations.

Data, Metrics, and Documentation

• Concerns were raised regarding the specificity of goals and the accuracy of current data collection methods. Members expressed a desire to avoid vague metrics, such as total door counts, which may not reflect unique user engagement. The consensus was that the RFP must require contractors to propose specific, meaningful metrics and data collection methods, such as surveys, kiosks, or email feedback, to ensure accountability. It was agreed that detailed goal statements and examples submitted by board members would be included as an addendum or appendix to the RFP.

Budget and Staffing Considerations

• The group discussed the relationship between the identified goals and the budget. It was noted that the current contract is based on 7.5 Full-Time Equivalents (FTE) and a funding level of 22% of property tax revenue. Members expressed concern that the new, larger facility and ambitious goals regarding technology and partnerships might require additional resources. It was clarified that the RFP process is the mechanism to determine the actual cost of achieving these goals. Operators will be expected to propose solutions, which may include additional staffing or creative partnerships. The selection of an operator is expected to align with the upcoming two-year budget cycle, allowing the City to adjust resources based on proposals received.

Decisions and Votes

• No formal motions were moved, seconded, or voted upon regarding the library goals or RFP development during this portion of the meeting. The session concluded with the understanding that the goals and themes discussed would be incorporated into the upcoming RFP.

Adjournment

• A motion to adjourn the meeting was made. The motion was seconded. However, during the discussion on the timing of adjournment, no member indicated support for the motion. Consequently, the meeting was adjourned.