New York State Public Library Construction Aid
OFFICIAL ANNOUNCMENT
$365,050 is available for chartered member libraries of the Southern Tier Library System.
All STLS member libraries are eligible to apply for up to 75% of approved costs
of acquisition, construction, renovation, or rehabilitation of public libraries.
See attached Notification of Intent to Apply Form for application instructions and STLS timeline.
However, please remember that there is no guarantee that
a library will receive the full amount it asks for.
GRANT INFORMATION
The New York State Governor and legislature has approved $14 million in capital funds for public
library construction. If your library would like to apply for construction funds, it is important to
start getting ready now. Libraries must apply through the Southern Tier Library System,
using the library system timeline. STLS will need to send complete approved grant application
packets to Albany in October. Here are some ideas for getting ready, criteria, things to consider,
and timeline for the STLS grant approval process.
Libraries may apply for a construction grant that could fund up to 50% or 75% of a project.
For eligibility see Page 5 of 5.
The minimum grant award is $2,500 (for a total project cost of $5,000 with matching funds from
the library). No award will be made for any project with a total cost of less than $5,000. The
amounts of grant funds awarded will depend on the number of project applications received and
the total funding available to the library system. The System cannot guarantee that a library
will receive all that it asks for.
Getting ready to Apply: The STLS webpage http:/www.stls.org/construction-aid has links for
2015 - 2016 application/instructions/frequently asked questions and information about State
Historical Preservation Office (SHPO) requirements.
 Please inform Margo Gustina, member services consultant, when you plan to apply. STLS
will work with you to help ensure that your application project and documents meet state
requirements. We are happy to answer questions
 Decide on the scope of the project, and begin to get estimates. Your application must
include an estimate from a contractor(s)
 If the library building is 50 or more years old, you must contact the NYS State Historical
Preservation Office (SHPO)for approval for your specific project. You must do this even if
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your building is not considered an historical building. Do this now. You may need to
schedule a visit from a SHPO staff member. A SHPO letter is required for your construction
grant application
The library is responsible for having 50% (or 25% if eligible) or more of the project cost on
hand. The existence of the matching funds must be documented in the application
Review requirements for the Short Environmental Assessment Form. Designate a lead
agency
Routine maintenance projects are not eligible. Costs eligible for approval include
construction or acquisition of a library building, renovation or rehabilitation of a library
building, or renovation or rehabilitation of a building leased for library purposes,
handicapped accessibility, and energy efficiency
If the library does not own its building, a letter is needed from the owner of the building to
certify that the lease agreement or other legal arrangement will be in effect for a minimum
of 10 years from the date of project completion
Criteria – as listed in the STLS Plan of Service:
 Increased access for persons with disabilities
 Renovation (e.g. improvement or conversion of existing building: increased operational
efficiency and savings)
 Rehabilitation (e.g. restoring existing building with emphasis on energy conservation,
accommodating computer equipment, or access for persons with disabilities)
 New construction or expansion/site acquisition (new library building or addition)
EXCLUDING “Routine maintenance.”
Things to consider – Applying for 2015-2016 NYS Public Library Construction Aid
 The 2015-16 informational materials for the $14 million public library construction
grant program, are posted on http://www.stls.org/construction-aid.
 Libraries must match at least 50% (or 25% if eligible) of the project cost. A grant
amount of less than 50% (or 75%) may be awarded, so the library must be prepared to
make up the difference. The match may be from savings, CDs, grant funds on hand, a
mortgage, or letter from your bank indicating that the library has an approved line of
credit (in an amount range) for the amount needed for additional funding for your
construction project.
 Decide carefully on the dollar amount of the your funding request. No additional funds
are available if your project is costs more. The Division of Library Development expects
that each library will spent the full amount of their grant. If a library goes with a less
expensive option or hires a contractor for fewer dollars, the library is still responsible
for spending the funding allocated, including the match. Dollars may not be returned to
Albany.
 If the library building is older than 50 years, libraries must communicate with the
State Historic Preservation Office. (SHPO) Information available at:
http://members.stls.org/construction-aid If the library is considered historic, a
specific description of the construction project must be submitted to the State Historic
Preservation Office. Written approval of the project must be provided with the
application.
 A contractor's quote/bid estimate is required for the full project cost to be reliably
assessed
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COMPLETE Applications MUST include all of the documentation required by the Division of
Library Development including:
o Construction Project Narrative
o Project Cost Estimate (Contractor Quote/Bid Documents)
o Certification of Available Funds to Finance Project
o Certificate of lease/legal agreement minimum of 10 yr from the date of anticipated
project completion and project approval from building owner
o SED Office of Facilities Management approval (if building is owned by school district
and project over $10,000)
o SHPO Approval Documentation (if building is more than 50 years old or in an
historic district)
o State Environmental Quality Review Act form
Applications are completed online.
EXCLUDED – Routine maintenance. “Examples of routine maintenance include but are not limited
to replacement of carpeting, roof repair, repainting of walls, refinishing of wood floors or other
wood trim on the building, and repointing of interior and/or exterior bricks. Projects with
emphasis on repair and/or building upkeep are generally considered to be routine maintenance.”
Other costs ineligible for funding include, but are not limited to, architectural and engineering fees,
building consultant studies, interest or carrying charges on bonds financing the project, purchase
of books and other library materials, and landscaping. Examples: Roof repair is not eligible; a new
roof is eligible. Repainting the walls is not eligible; renovating the library by moving or building
walls and then painting them is eligible .
STLS Timeline for 2015-2016 Construction Aid applications
April 2015: Notify member libraries of specifics for STLS application process
Friday, June 5th - Member libraries file “Intent to Apply” form with STLS
Tuesday, June 23th – Member library presentations to STLS Grant Review Committee
Friday, July 10th – Complete applications filed online by member libraries.
Tuesday, July 21st – STLS Grant Review Committee determines grant allocations, and presents
information to full STLS Board of Trustees for review.
Tuesday, July 21st – STLS Board of Trustees votes upon member library applications and
award allocations. (Member libraries notified of allocations.)
Thursday, October 15th – Applications due to New York State Library
May or June 2016 – New York State announces successful applicants and issues funds to libraries.
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When projects can begin:
Even before projects receive final approval, libraries may begin after July 1, 2015.
From DLD FAQ: http://www.nysl.nysed.gov/libdev/construc/14m/faq.htm
When projects MUST begin:
The project, if not already started at the time of application, must begin within 180
days after approval. (**The date of approval is the date on the approval letter from
the NYSL/Division of Library Development to applicants informing them that their
application for funding has been approved.) Applicants must indicate assurance on
the application that the project will begin within 180 days of approval.
When projects must be completed:
Libraries are asked to complete their projects within two years. If not completed by
June 30th of the second year, they file a progress report in order to be eligible for a
one year extention.
USDA Rural Development loans and grants for rural libraries
For more information on USDA Rural Development Community Facilities Loans and
Grants link to http://www.rurdev.usda.gov/HCF_CF.html Very little grant money is
available, but the local agent will work with you on a funding package, including loans, for
construction and for purchase of compters and other equipment.
For more information in Allegany, Chemung, Schuyler and Steuben counties contact Tom
Becker 607-776-7398, ext 4. thomas.becker@ny.usda.gov For Yates County call Area
Specialist Cindy Newcomb, Canandaigua Office at 585-394-0525, ext.105
STLS Definition of “economically disadvantaged” for eligibility to apply for 75%
construction project match:
“All libraries that have free and reduced lunch eligibility of more than 35%, are considered
economically disadvantaged by the Southern Tier Library System for the purpose of applying for a
75% match for a 2015 New York Construction grant. Libraries which don’t meet this criterion may
appeal for the opportunity to apply for a 75% match by providing additional facts and figures. The
final decision will be made at the discretion of the Southern Tier Library System Board of
Trustees.”
Approved by the STLS Board of Trustees, May 19, 2015
See chart on page 5 of 6 for “economically disadvantaged” determination.
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Determination of "economically disadvantaged" for match rate
% Free &
Match
Reduced
Lunch
Rate
Library
20th Century Club Library
37%
75%
Addison Public Library
53%
75%
Alfred Box of Books Library
37%
75%
Andover Free Library
56%
75%
Angelica Free Library
57%
75%
Avoca Free Library
53%
75%
Belfast Public Library
53%
75%
Bolivar Free Library
60%
75%
Chemung County Library District
58%
75%
Cohocton Public Library
58%
75%
Colonial Library
60%
75%
Cuba Circulating Library Association
54%
75%
David A Howe Public Library
50%
75%
Dormann Library
58%
75%
Dundee Library
63%
75%
Dutton S Peterson Memorial Library
50%
75%
E J Cottrell Memorial Library
58%
75%
Essential Club Free Library
57%
75%
Fred and Harriet Taylor Memorial Library
54%
75%
Free Library of the Belmont Literary and Historical Society
57%
75%
Friendship Free Library
68%
75%
Genesee Library
60%
75%
Hornell Public Library
57%
75%
Howard Public Library
53%
75%
Jasper Free Library
56%
75%
Modeste Bedient Memorial Library
53%
75%
Montour Falls Memorial Library
50%
75%
Penn Yan Public Library
53%
75%
Prattsburg Free Library
52%
75%
Pulteney Free Library
52%
75%
Rushford Free Library
54%
75%
Savona Free Library
51%
75%
Scio Memorial Library
50%
75%
Southeast Steuben County Library
40%
75%
Watkins Glen Cen Sch Dis Free Pub Lib
44%
75%
Wayland Free Library
58%
75%
Whitesville Public Library
51%
75%
Wide Awake Club Library
50%
75%
Wimodaughsian Free Library
53%
75%
Figures from NYSED.gov Child Nutrition Management System:
http://portal.nysed.gov/pls/cn_port/mel3_pkg.elig_enroll_query
Pulled 21 April 2015
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The online application portal for the 2015-2016 Public Library Construction Grant Program is open.
Construction applications should be completed and submitted online to the State Library by October 15,
2015.
Public Library Systems can set their individual application due dates through the online application portal.
The link to the application portal can be found on the State Library’s construction webpage at:
http://www.nysl.nysed.gov/libdev/construc/14m/index.html
Please note that portal passwords expire periodically and may need to be reset.
A multi-part webcast was added to the State Library’s construction program webpage that helps applicants
(including system staff) understand and navigate the online construction application. The webcast link is
located at: http://www.nysl.nysed.gov/libdev/construc/index.html
Please share the webcast information with your member libraries.
Below is additional webcast information:
Direct links to the webcasts are provided for convenience, no special player or software is needed. To view
the webcast click on the appropriate link below and then click on the play button on the bottom left side of
the screen. The web cast can be paused and restarted by clicking on the play button as needed. Use your
speakers or headphones to access the audio. To make the video full screen click on the arrows on the right
side of the screen. The web casts are presented in four parts to be viewed or reviewed as needed.
Part 1: Program Overview https://vimeo.com/92238731 provides an introduction to the program and
information on where to find more resources. Part 1 is geared towards new public library applicants but
can also be used as a refresher or for all library staff. (Length:11:29)
Part 2: Completing the Online Application https://vimeo.com/92947349 provides detailed step by step
information on completing an online application. (Length:27:18)
Part 3: Closing A Project https://vimeo.com/94561059 provides information on the steps that need to be
completed to close a project. (Length:6:16)
Part 4: Information For Library Systems: https://vimeo.com/93367746 provides information
specifically for public library systems. (Length:16:41)
If you have questions please contact Mary Linda Todd at (518) 486-4858.
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