Construction Project Basics
Funding for State Aid for Library Construction comes from an annual appropriation in the NYS Budget. The minimum allocation per project is $2,500. There is no set maximum award allocation, although funds are limited by total availability.
Funds have been allocated to public library systems based on formulas in Education Law 273-a. All individual public and association libraries must work with their appropriate library systems to develop and submit online applications.
Project Phases and Numbers
Each time a library submits an application for State Aid for Library Construction, a project number is assigned. A project number is a unique number assigned to a library’s project application in a given fiscal year. The middle 2 digits for each project number indicate the fiscal year of the application (23 for 2023, etc.). Applications submitted in summer/fall 2024 are for fiscal year 2024-2025 and will have numbers that look like 0386-25-XXXX.
When a library talks about a construction project with multiple phases, they often refer it as “the renovation project” or “the library construction project.” This project might include, as an example:
- Phase 1 (2023): A new children’s room
- Phase 2 (2024): Reference room upgrades
- Phase 3 (2025): A new roof
However, only the prices, timetable, and details for the components that are part of the specific phase that is being applied for should be included in that application.
Often, libraries think of multi-year projects in phases and consider all of the phases to be part of a single project. However, the Division of Library Development and DASNY consider each fiscal year application (unique project number) to be a separate project. Finances for each project number must be kept completely separate, and reported only under the corresponding project year.
Construction Timelines
0386-21-**** ($14 million)
July 1, 2020-June 30, 2026
0386-22-**** ($34 million)
July 1, 2021-June 30, 2027
0386-23-**** ($34 million)
July 1, 2022-June 30, 2028
0386-24-**** ($34 million)
July 1, 2023-June 30, 2029
0386-25-**** ($44 million)
July 1, 2024-June 30, 2030
Note: Projects now have 6 years to be completed, updated in Chapter 333 of the Laws of NY 2022.
Number of Projects per Library Building
Only one project per library building may be submitted in each fiscal year application cycle for State Aid for Library Construction. A library that has multiple branches may submit an individual application for a project at one branch and an application at each branch. If a library is participating in their system’s Coordinated Project that year, they may also submit a separate application for an individual library building. Projects that are complete prior to the due date to the library system are not eligible for funding.
Coordinated Projects
Legislation passed in 2019 allows for a library system to submit a coordinated project application that includes multiple library buildings within the same project. The library system is responsible for the overall management of these projects. Each library system may submit one coordinated project per funding year.
Each coordinated project application must be approved by the board of trustees of the library system and the board of trustees of each participating member library. If a member library has multiple buildings (a main building and branches), each building may be included in a library system coordinated project application.
Library system coordinated projects are eligible for a maximum award of fifty percent of the total project approved costs. Library share may be provided by local libraries and/or the library system.
Types of Projects
Outdoor Projects
Outdoor projects must have a construction focus and cannot comprise repairs or maintenance. Landscaping is only permitted if it is required due to construction.
Parking lots and sidewalks
Installation of new asphalt, concrete, etc. is typically considered construction.
Indoor Projects
Carpet, flooring, and painting
New carpet, flooring, and painting are only eligible for award funding if they are required due to other construction or code.
Furniture
New furniture may be eligible for award funds if it will be furnishing a room or space where construction is happening in this project number.
Asbestos, mold, and lead
Mold testing and abatement, lead testing and abatement, and asbestos surveying and abatement cannot be standalone projects and funding must come from library share.
Acquisition of Property
Libraries are permitted to purchase property with State Aid for Library Construction Funds. Sites may be purchased with or without an existing structure.
Property must be purchased at or below market value. An appraisal is required for any purchase of $150,000 or more.
It is permissible for a library to purchase a property and demolish an existing building on that property in the same project number. It is also permissible for a library to purchase a project in one project number (fiscal year application cycle) and demolish the building in another project number a year later, as long as another construction component is also included with the demolition (such as pouring a new foundation).
Technology and Security
Computer equipment is eligible for award funds if it is installed within the context of an eligible construction project. For example, if a library constructs a new computer lab and purchases computers for the new lab, that could be eligible. Other eligible items include broadband installation, assistive listening devices and systems, security systems, permanent signage (may be electronic), and generators.
Broadband Projects
Projects involving the purchase, installation or replacement of a library building’s broadband services infrastructure, including but not limited to external and internal connections, either as a stand-alone project or as a project component of a larger renovation project, are eligible for State Aid for Library Construction funds. The purchase of initial necessary equipment or the upgrade of existing equipment, such as servers, routers and wireless hubs, are also eligible expenses as part of a broadband project.
Broadband infrastructure projects involving fiber buildout that are eligible for State Aid for Library Construction funds should meet the following criteria:
- Such projects should involve the creation of or the use of a “last mile” fiber buildout to the library(ies) or library system(s) building(s);
- Such projects should either utilize or create fiber connections that have the capacity to deliver Internet services at a connectivity rate of at least 100Mbps for libraries and library systems that serve fewer than 50,000 people and at least 1Gbps for libraries and library systems that serve 50,000 people or more.
- Broadband wireless projects eligible for State Aid for Library Construction funds should create wireless connections that have the capacity to deliver Internet services at a connectivity rate of at least 100Mbps for libraries and library systems that serve fewer than 50,000 people and at least 1Gbps for libraries and library systems that serve 50,000 people or more.
- Such projects could involve hardware purchases, including required servers, for initial installations and for existing installations that have been upgraded to the minimum required connectivity standards indicated in item #3.
Americans with Disabilities Act (ADA)
New and renovated public library and library system buildings are required to be in compliance with all current ADA regulations, which include addressing specific requirements such as assistive listening devices and systems. Priority is given to construction projects that provide improved access to and use of building services by persons with physically handicapping conditions.
Ineligible Components
The following items are ineligible for inclusion in projects that will receive state aid for construction according to 8 NYCRR 90.12:
- Speculative architectural and engineering plans and feasibility studies
- Building consultant studies
- Interest or carrying charges on bonds financing the project
- Purchase of books and other library materials
- Repairs incidental to larger construction activities
- Landscaping that is not a component of an eligible project
- Routine repair and maintenance
Library Share, Award Funds, and Eligibility
Award Funds
Money received from the state as part of a State Aid for Library Construction Project.
Library Share
Money supplied by the library to cover the difference between the total project cost and the amount of award funds received from the state.
Award Funds + Library Share = Total Project Cost
The Process
- Each library proposes a project. The total of all the bids is the total project cost.
- The Library System determines how much money each library receives for a project number, based on a formula and criteria. This is the amount of award funds.
- The award funds amount is subtracted from the total project cost. What remains is the library share amount, or what the library is responsible for paying.
Example: Library Share and Award Fund Eligibility for fiscal year 25 Projects (Project Numbers 0386-25-XXXX)
- Work done prior to January 1, 2024 cannot be included in this construction project cycle (ineligible for both award and library share).
- Work done between January 1, 2024 and June 30, 2024 is not eligible for direct construction aid and must be paid for with library share.
- Work done between July 1, 2024 and June 30, 2030 is eligible for award and library share.
Library Share is not the same as a Dollar-for-Dollar Match. The NYS Library is moving to the term “library share” to be more reflective of the various dollar requirements.
The following costs will likely need to be covered by library shares according to 8 NYCRR 90.12:
- Ongoing service fees for telecommunications and broadband services, including but not limited to, help-desk services, training costs, or any other cost incurred after installation
- Software licensing
- Flooring and/or carpeting when not part of a larger construction project in that same room of the library
- Lease payments of any kind
- Interest or debt retirement
- Furniture when not part of a much larger construction project in the same room or rooms of the library and in the same project number
Landscaping, painting, and furniture purchases that are not required due to other construction components cannot be paid by award or library share. They are entirely ineligible to be included in the project.
More on Repairs and Maintenance
DASNY will not approve projects that contain components which they perceive to be repairs or maintenance. For example, “fix cracks in parking lot,” would likely be perceived as a repair, whereas installing a new parking lot would qualify as construction.
Additional State Funding for Economically Disadvantaged Communities (90/10)
Chapter 381 of the Laws of 2019 amended Education Law 273-a to allow for additional State funding up to 90% of the total project costs for a library serving economically disadvantaged communities. The law was amended again by Chapter 672 of the Laws of 2021. These amendments allocate to each library system a limited amount of funding to support such projects.
Economically disadvantaged means that the library building that will be the subject of a project application is located in a community that meets a set of criteria as determined by the library system in accordance with Education Law 273-a (2)(e). Criteria determination may be demonstrated through poverty rates, concentrations of English language learners, low high school graduation rates, limited fiscal capacity, or other relevant factors as determined by the public library system.
Information to help determine economically disadvantaged communities:
Project Cycles and Timelines
State Aid for Library Construction operates on a 6-year project cycle. Below is a sample project timeline for fiscal year 2024-2025 (0386-25-****). Program years run from July 1 to June 30.
Year 1: July 1, 2024 to June 30, 2025
During year 1, libraries prepare their applications and submit them to the library systems. System due dates range from mid-summer to early fall. Library systems review the applications and then submit them to the Division of Library Development by the due date in early October.
All costs incurred starting July 1, 2024 are eligible to be paid with award funds. Costs incurred from January 1, 2024 to June 30, 2024 can be included in the project, but must be paid for with library share funds.
Division of Library Development and then DASNY move the applications through the approval process.
Year 2: July 1, 2025 to June 30, 2026
Awards are announced in late summer or early fall of year 2. Libraries must begin work within 180 days of the award announcement, if they haven’t already. The first 90% of the funding is distributed. Libraries submit progress reports and extension requests for any projects that will not be complete by the end of year 2 (June 30, 2025).
Years 3, 4, 5: July 1, 2026 to June 30, 2029
Work continues. Libraries may submit closing documentation whenever project work is complete and all invoices have been paid. The final 10% of funding is distributed to each library upon completion of the closing process. Progress reports and extension requests are required for all projects that have not been closed out by the end of year 5 (June 30, 2029).
Year 6: July 1, 2029-June 30, 2030
All projects must be completed by June 30 of year 6. No additional extensions can or will be granted per Education Law.
The remaining 10% of aid is paid to the library upon successful completion of project and approval of required paperwork, regardless of year. Libraries must have adequate funds to complete the project, as the remaining 10% will not be paid until the project is complete.