Title
Adopt a Resolution to Authorize the Grant Application, Acceptance, and Execution of the Grant Funds from the State of California Budget Act of 2021 (SB 129), and to Authorize the City Manager to Accept and Execute All Documents Related to the Grant Funds Awarded in the Amount of $316,516 by the California State Library’s Building Forward Match Grant to Fund the Main Branch Library Improvements Project
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
• Fiscal Sustainability and Transparency
SUMMARY
The California State Library’s Building Forward match grant is a never-before-seen opportunity to fund library construction projects in the state of California. $439 million was made available by the Budget Act of 2021 (SB 129) in one-time grants to address life-safety and critical maintenance needs of public library facilities throughout California. The maximum grant amount for this competitive grant program was $10 million per public library building. The state received 275 applications. Requests exceeded $1.1 billion.
San Leandro Public Library applied for the Building Forward match Grant, requesting $316,516 for the Main Branch Library Improvements Project. The Library was awarded $316,516.
RECOMMENDATIONS
Staff recommends the City Council adopt a resolution that authorizes the submission of an application, approval to implement the awarded project, and to accept the grant award totaling $316,516 from Building Forward match grant and authorize the City Manager to execute all documents and appropriate the funds.
BACKGROUND
This grant will help pay for priority facilities maintenance work the Public Works department had already planned. The American Rescue Plan Act (ARPA) funding, presented to Council as a staff presentation on July 19, 2021, was going to be used to fully fund this work. This grant award will lessen the ARPA funds needed and allow redirection of those funds to further fulfill maintenance needs. ARPA eligible maintenance needs surpass the ARPA funding available, so this grant will allow the City to stretch ARPA funding to accomplish more. The work that will be completed will be upgrades to more energy efficient HVAC units and a retrofit of lighting to LED. Both efforts are critical replacements of aging infrastructure and will save on utility expenditures. Both efforts specifically improve the City’s sustainability and resiliency efforts.
Analysis
For FY 2022-2023, the award letter (Attachment B) provides $316,516 in match grant funds for the Main Branch Library Improvements Project. Match funds are subject to the same restrictions as the grant funds and may not be spent on any unallowable costs (see Attachment C), and match funds must be spent during the grant period (no later than March 31, 2026) at the same rate as grant funds.
The grant is governed by the Grant Agreement & Certification of Compliance. A draft of the Grant Agreement & Certification of Compliance has been provided (Attachment D). The City will receive the official Grant Agreement & Certification of Compliance through DocuSign after a resolution approving acceptance of the grant has been executed.
The San Leandro Public Library will receive $284,864 of the award following the submission and approval of all required documents including a resolution accepting the grant award. The final payment of $31,652 will be made upon submission and approval of the final interim grant report and financial claim form.
Applicable General Plan Policies
• GOAL CSF-3 Sustain and expand a public library system that provides a destination for exploration and discovery, knowledge and information, leisure and cultural enrichment, and life-long learning opportunities for persons of all ages.
o Policy CSF-3.1 Library Expansion and Upgrades. Support the expansion and upgrading of public library facilities and services to keep pace with changes in information technology and community needs.
§ Action CSF-3.1.A: Library Modernization Continue to pursue the modernization of San Leandro's libraries to incorporate emerging technology and best practices in library design.
§ Action CSF-3.1.C: Equipment Acquisition On an ongoing basis, secure funding for technology improvements, hardware, building furnishings, and other upgrades to ensure that the City’s libraries remain cutting edge and responsive to public needs.
o Policy CSF-3.2 Library Innovation. Consider innovative approaches to generating funds or space for new or upgraded library facilities, including public-private partnerships, colocation with other public facilities, and joint development.,
o Policy CSF-3.4 Libraries as Neighborhood Centers. Promote programs and events that affirm the role of the City’s libraries as community and neighborhood gathering places and that reflect the City’s diverse population.
o Policy CSF-3.5 Resources for Self-Improvement. Ensure that San Leandro’s libraries and other community institutions provide a setting for the open exchange of ideas and information and provide an opportunity for residents of all backgrounds to improve their skills and knowledge.
o Policy CSF-6.8 Maintenance. Ensure that sufficient funding is provided for the ongoing maintenance of City-owned facilities, including streets, streetlights, traffic signals, landscaping, street trees, storm drains, public buildings, and other infrastructure.
Legal Analysis
The City Attorney has reviewed the documents and agreements and they are approved as to form.
Financial Impacts
Sufficient funds are included in the ARPA funds budget to facilitate the match requirements of this grant. Acceptance of this grant does not impact the Fiscal Year 2022-2023 General Fund budget. State grant funding for FY 2022-2023 and a future fiscal year, if necessary, will be awarded upfront and deposited into the 150-3607 Revenue Account and expended as follows:
FY 2022-2023
• ARPA, Account 190-17-815: $284,864
• Building Forward Grant Fund, Account 150-68-101: $284,864
• Total $569,728
Remainder of grant period no later than March 31, 2026 (in FY 2025-2026)
• ARPA, Account 190-17-815: $31,652
• Building Forward Grant Fund, Account 150-68-101: $31,652
• Total $63,304
This Council action will not impact fund balance because there are funds available in the FY 2022-2023 adopted budget, specifically within the ARPA funding for facilities maintenance. Furthermore, grant funds will be awarded up front and expended in the same year they are awarded. In the current or future fiscal years (up to FY 2025-2026 with grant period ending March 31, 2026), depending on when the project is completed, the remainder of the grant totaling $31,652 is 10% of the grant total and will be held by the grantor as a reimbursement style grant and payable to the City upon completion of final reporting and claims forms.
ATTACHMENTS
Attachment A: Resolution of the City of San Leandro City Council to Authorize
the Grant Application, Acceptance, and Execution of the Grant Funds from the State of California Budget Act of 2021 (SB 129), and to Authorize the City Manager to Accept and Execute All Documents Related to the Grant Funds Awarded in the Amount of $316,516 by the California State Library’s Building Forward Match Grant to Fund the Main Branch Library Improvements Project.
Attachment B: Main Branch Library - Award Letter
Attachment C: Building Forward Unallowable Items List
Attachment D: Main Branch - Grant Agreement & Certification of Compliance DRAFT
Please note: a fully executed agreement will be attached to this legislative file following approval of this action.
PREPARED BY: Brian Simons, Library Director, Library Services Department