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NYS Public Library Construction Aid: Notification of Intent to Apply to STLS

Notification of Intent to Apply to STLS

The Notification of Intent to Apply process is the initial step in applying for New York State Construction Aid. Each chartered member library of Southern Tier Library System that wishes to access Construction Aid must first submit a Notification of Intent to Apply Form along with supporting documents to STLS, which demonstrate the library is preparing an eligible project under the guidelines and priorities of the library system and New York State. The Program Information, Documents, Timeline, and Resources within this LibGuide should assist member libraries with this initial step. 

Members are encouraged to contact Brian Hildreth for all things related to the program as well as all other library facility-related projects. Brian is the Construction Aid program coordinator for the library system, and he assists each member library through the entire application process. 

Program Information

New York State has approved capital funds for public library construction. The STLS Board of Trustees – Construction Aid Review Committee is now accepting Notifications of Intent to Apply. It is important to note this year’s committee considerations…

  1. Improved Accessibility
  2. Improved Energy Efficiencies
  3. Phased Building Additions/Expansion or New Building
  4. Serving Underserved
  5. *Projects that can be completed with 50% NYS matching funds.

*While all STLS chartered member libraries qualify for a 75% funding match, libraries should anticipate covering more of the match if necessary. This allows our library system to maximize NYS’ investment in local library buildings.

A project minimum of $5,000 is required. Decide the amount requested carefully – the library can’t appeal for more funds, and is also required to completely expend the funds as described in the application.

Routine maintenance is not an eligible expense, including masonry repointing, replacement of carpeting, roof repair, repainting, refinishing, etc. Books or other library materials are also ineligible expenses for this program.

In order to be considered for Construction Aid in 2024, please submit the following documents to the STLS Construction Aid Review Committee through STLS Delivery by June 14, 2024:

  1. Notification of Intent to Apply
  2. Contractor Bid/Quote
  3. Facility Plan (can be of your own making or use the attached Library Facility Plan template)
  4. **Approval Letter from State Historic Preservation Office (SHPO) if your library is more than 50 years old
    1. Requests for approval must be made through the CRIS online portal: https://cris.parks.ny.gov
      1. Use CRIS as a GUEST if you don’t have a current account
      2. Select Submit from the top bar menu (unless you have a number with SHPO)
      3. Choose Consultation Project from the list of wizards on the Submit page
    2. Receipt of this required letter can take weeks or months. 
  5. Lease Agreement if the library doesn’t own the building or land, it must certify that the lease agreement stands for a minimum of 10 years from the anticipated date of project completion, and demonstrate written support from the building’s owner.

**In addition to obtaining a contractor quote, SHPO approval is the first grant requirement libraries should work towards. STLS cannot move applications to NYS if you do not have this letter by August 16, 2024. This is why you must get SHPO approval after you determine your project, and receive a cost estimate from a contractor. It is ideal to have a SHPO approval letter prior to submitting your Intent to Apply (June 14, 2024).

Approval Letter from State Historic Preservation Office (SHPO): Using the CRIS System

Understanding SHPO A Primer for Library Construction Projects - April 6, 2022 from NYSED on Vimeo.

The above webinar was hosted by the NYS Library and NYS Historic Preservation Office (SHPO). The 31:15 mark of the video details how member libraries submit their Construction Aid Projects to SHPO for review and approval through the Cultural Resource Information System (CRIS). Libraries 50-years-of-age or older (1974 and prior) require a Letter of Approval from SHPO. It can take weeks to get this approval letter. All requests for approval letters must be submitted through the CRIS system. Member libraries are ineligible to apply for Construction Aid without this letter. 

STLS Timeline for 2024/2025 NYS Public Library Construction Aid Applications

Friday, June 14, 2024: Deadline to submit Intent to Apply packet to STLS Construction Aid Review Committee (Send packets via STLS Delivery addressed to Construction Aid Review Committee). Print packet materials single-sided, and paper clip together. Do not staple your documents.

Wednesday, June 26, 2024: Committee meets with member libraries in-person or online via MS Teams to hear proposed projects.

Week of July 1, 2024: Member libraries are notified of Review Committee’s decision.

July 1 – August 23, 2024: Libraries work on applications following committee approval.

Friday, August 23, 2024: Applications must be completed online through STLS support.

September 2024 – February 2025: The State Library may ask libraries to revise applications based on state-level review.

October – December 2025: New York State announces successful applicants and issues funds to libraries.

July 1, 2024 - June 30, 2030: This is the window for when construction can begin, and when it must be completed.