Public Library Construction 2016-2017 Program Information June 2016

TO: Member Library Applicants

FROM: Julie Wever, CEFLS

RE: 2016 Public Library Construction start up packet

1. 
   PROGRAM OVERVIEW 2016
   

• 
  Required: If you intend to apply for FY 2016-2017 Public Library Construction funds, you must fill out the attached “Intent to Apply” form and send it to Julie at CEFLS by Friday, July 8, 2016. “Surprise” applications will NOT be considered – we have several large projects coming in this year and will begin to budget money and advise applicants accordingly after July 8.
  

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  Note this year: We may not be able to recommend approval for all projects at 75% or even 50% depending on the actual amount of requests received. Further, because unused money is reallocated from systems around the state, no one will know the final award totals until awards are announced in 2017. Bottom line: the system makes recommendations, but those are subject to change and are beyond our control.
  

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  Dates and Deadlines: CEFLS has established a local deadline of Friday, September 16 so applications can be reviewed by the CEFLS Board of Trustees at their September 26 meeting. The deadline by which all applications must be filed in the online portal is Wednesday, October 5.
  

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  Required: You must schedule a site visit with Julie at CEFLS if you opt to apply for construction funds. We will work together to set a timeline and benchmarks for your application. We will also discuss other potential sources of matching funding (LPEF, Wood Foundation, NYSERDA etc.)
  

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  Determine with your board that you have the ability (time and funding-wise) to submit an application this year. Your board must be fully “on board.”
  

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  Online application: Request a password/login or update your information in the application portal via the construction website at https://eservices.nysed.gov/ldgrants/ldgext/diRegistration.do. This is an online application.
  

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  FAQS/For Further Information: Review the DLD Construction page at http://www.nysl.nysed.gov/libdev/construc/19m/index.html with your board so everyone involved is aware of the program requirements and the timeline of application, approval, and awards. The DLD web site includes a FAQ section that is particularly helpful. The construction page of the DLD site also includes a webinar which provides step by step details of the online application.
  

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  Nuts and Bolts of Application: Decide who will write the application, manage the project. Establish a project timeline, determine how you will fund the 25% required local match and how you will fund the project in the event that you do not receive your total request from this program.
  

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  Required: Each applicant library must have its own EIN number in order to receive construction funds. Instructions about obtaining a number can be found on the State Library’s construction program website at http://www.nysl.nysed.gov/libdev/construc/19m/instruct.htm
  

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  Once you receive an EIN, you will work with DLD to obtain an OSC vendor number which is required for payout of grant funds. Contact Barbara Massago in DLD (Barbara.massago@nysed.gov or 518-486-4885 if you have questions about your EIN or OSC vendor number.
  

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  Timeline: See the 2016 Construction Timeline attached. Keep in mind that all dates given are “target dates” only.
  

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  State Historic Preservation Office: If your building is over 50 years old and/or your project involves ground disturbance, SHPO (State Historical Preservation Office) approval is required, or you may work with Julie for specific exemptions according to Appendix A. This is an online process as of 2015. Information can be found on the State Library’s construction program web site at http://www.nysl.nysed/gov/libdev/construc/14m/shpo.htm
  

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  Other Grant Funding: Applications cannot be awarded based on speculation. Libraries that are using other sources of funding as their match must have such funds in hand at the time of application. A letter from a certifying authority is acceptable.
  

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  Challenge Grants for Technology Support: The Adirondack Foundation has expressed interest in supporting specific technology related components of 2016 construction projects. This involves an online application that we can help you extract from your construction application. Ideally, award letters will be issued before the October 2016 construction deadline date so they can be used towards a required local match. Stay tuned for more details coming in mid-July.
  

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  Assistance from CEFLS: In addition to the required site visit, Julie and David at CEFLS are standing by to provide assistance with all aspects of the application process. We will be in contact with all applicants after the July 8 Intent to Apply deadline to discuss the amount and type of help you are likely to need from us.
  

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  Up front on the Funding: Although the NY State budget included an increase in funding for this program, we expect funding to be quite keen again this year. As a result, all applicants may not be funded at the maximum award amount of 75% of project costs. Actual recommended awards will not be confirmed until review is completed and the awards are announced in spring 2017. We have written the Local Reduced Match criteria to include everyone at the reduced level (see attached for approved 2015 version of the criteria) however we can only recommend projects totaling the money we are allotted. As always, DLD and DASNY have the final say in actual award amounts given, CEFLS only recommends. See below *
  

If you intend to apply for a FY 2016-2017 Construction Grant:

1. 
   Briefly summarize the project and describe how it will meet one or more of the priorities for this program (see reverse of this page for priorities):
   

2. 
   Where are you in the process for this project (planning, requesting quotes, ready to start, etc.)?
   

3. 
   What are the possible impediments to your application for this project? All applications are due at CEFLS by Friday, September 16, 2016.
   

4. 
   Total estimated project cost: $_________________
   

I will be requesting $_______________ from grant funds (up to 75%) ***

5. 
   Does your project include specific technology related components that could be supported by a challenge grant from the Adirondack Foundation? ______ YES _____ NO
   

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  If you check yes, we will be in touch with you in mid-July as we work with AF on the details.
  

6. 
   Required components:
   

7. 
   Is this part of a multi-phase project? If so, please describe this component in terms of work completed (if there was a Year One) or work to be done (if there will be a Year Three):
   

8. 
   Is there anything else we should know about your building or proposed project?
   

*** State aid for public library construction can be provided for “up to 50% of the total project approved costs, excluding feasibility studies, plans or similar activities.” If your library meets the stated criteria for an economically disadvantaged community, you may be eligible for up to 75% of project costs. Before applications are approved, applicants must provide evidence of the availability of funds to pay for the entire cost of the project minus the amount awarded through the construction program. Verification must be in the form of band or bond certification, an official document signed by a financial authority connected with the applying institution and/or other such other evidentiary documents as necessary.

1. 
   Increased effectiveness of library service due to increased and/or improved building space and capacity
   

2. 
   More efficient utilization of the library building resulting in such economies as energy conservation and increased staff efficiency (Libraries and library systems are encouraged to support “green” projects that may result in buildings eligible for LEEDS certification)
   

3. 
   Improved access to and use of building services by all library users, including those with physical disabilities
   

4. 
   Provision of library services to geographically isolated or economically disadvantaged communities