DATE: August 20, 2024
TO: Mayor and City Council
FROM: Assistant City Manager
SUBJECT Adopt a Resolution Authorizing the City Manager to Award and Appropriate up to $892,826 in Community Development Block Grant Funds for the City’s Approved Annual Action Plans and to Execute Agreements to Initiate the Weekes Branch Library Improvement Project
RECOMMENDATION
That the Council adopts a resolution (Attachment II) authorizing the City Manager to:
Award and Appropriate up to $892,826 in Community Development Block Grant (CDBG) Funds to carry out the City’s approved Annual Action Plans; and Authorize the City Manager to negotiate and execute an agreement with Hebeler & Company, Design and Construction Consultants to provide construction management services for the Weekes Branch renovation, at the Weekes Branch Library, located at 27300 Patrick Ave., in an amount not to exceed $48,000; and Authorize the City Manager to negotiate and execute a single source agreement with Ross McDonald Co., Inc. to provide customized library furniture and shelving, at the Weekes Branch Library, located at 27300 Patrick Ave., in an amount not to exceed $458,000.
SUMMARY
The United States Department of Housing and Urban Development (HUD) requires that the City submits an Annual Action Plan to identify projects and activities to receive Community Development Block Grant (CDBG) funds, certify the City’s compliance with federal regulations and act as an application for future HUD funding.
Action Plan projects include activities such as expanding affordable housing, housing preservation, and permanent supportive housing, community development of public facilities, economic development, and public services. The City is required to utilize CDBG funds as indicated in the annual action plans, unless otherwise amended. As a CDBG grantee, the City is also required to adhere to timely performance and must carry out its program in a timely manner.
In recent years, the City has initiated several CDBG-funded projects addressing unmet needs across the City that align with the City’s approved annual action plans to serve residents of low- and moderate-income area. As an extension of these efforts, staff is recommending approving the use of CDBG funds to address a critical need identified at the Weekes Branch Library, which provides vital services to predominantly low-income, high-need, and historically under-served South Hayward residents.
Improvements to Hayward Public Library’s Weekes Branch will provide residents and families a functional, safe, and modernized community hub for after-school activities, employment development tools and online services, and an array of cultural and literacy services for people of all ages. There is a need to develop more resources and community gathering spaces for meetings and programming in South Hayward. The Weekes Branch Renovation supports the efforts to activate the area.
BACKGROUND
The Weekes Branch of the Hayward Public Library (HPL) system was built in 1964 and last remodeled in 2001. While it remains an important and utilized branch, years of wear and tear have led to noticeable deterioration, resulting in a less-than-welcoming environment for visitors. The need for renovations is urgent to restore the branch’s appeal and functionality, ensuring it continues to serve the community effectively. Upgrading the facility will not only enhance the overall experience for patrons but also reinforce its role as a vital community resource The Weekes Branch Library, one of two libraries that serve nearly 160,000 Hayward residents, has become under-utilized. In 2018-2019 the ratio of items checked out at Weekes Branch compared to the Downtown Library was 1:3; in 2021-2022 this ratio dropped to 1:10.
Improvements to Weekes Branch will reactivate a vital resource for South Hayward community members and provide space for diverse services in an under-resourced area of Hayward. Renovating the Weekes Branch is a crucial step toward creating a more equitable Hayward.
DISCUSSION
The City of Hayward is in need of renovating Weekes Branch to reactivate the space for South Hayward community members and to provide space for diverse resources in response to community need and 21st century technological needs. Currently, the City of Hayward lacks funding to revamp Weekes Branch with furniture and furnishings to bring the facility up-to-date and create a safe and welcoming space for the community. The Weekes Branch renovation project will increase community use and access to Library resources while providing a safe welcoming space for all. By creating a safe and welcoming space, the City anticipates the growth of programming attracting community members to use the facility again, and also improving the Community Meeting Room for free public access to book meetings and special events.
HPL’s goal is to make the inside of Weekes Branch as welcoming and safe as possible for the community. With the easing of the pandemic, HPL has restarted in-person programming which is extremely popular. It is clear that families see the Library as a safe space and a resource to support education and personal growth; and the availability of free materials and services continues to be an excellent incentive for families to (re)discover and visit the Library.
Census data reveals that 8.5% of Hayward residents live in poverty. About 10% of Hayward residents live in a household with no broadband internet subscription, and about 5% live in a household with no computer. Many households that do have computers and internet access, and often have a shared computer making it hard for younger children to access computers when they must compete with older siblings and parents whose needs take priority.
In addition, parents and caregivers, who may not be computer-comfortable or who don’t speak English often struggle to guide their children in making safe and informed choices online. To address these issues, HPL offers young children preloaded computers that do not have access to the internet. These computers feature engaging and educational games, puzzles, and other resources available in both English and Spanish, ensuring that children can enjoy a safe and enriching learning experience. This initiative not only supports children's development but also helps bridge the gap for families facing technological challenges.
Many families in South Hayward lack discretionary income to buy books, DVDs, and other materials. The updated Weekes Branch will create a comfortable space for community members to access library materials for check-out or browsing onsite and will provide access to up-to-date learning resources and community spaces, ensuring that everyone has the opportunity to engage with educational materials and participate in local programs. This enhancement will not only support literacy and learning but also foster a sense of community among residents. Furthermore, community members and partners in South Hayward lack access to community space to host meetings/programming. The Weekes Branch meeting room is one of the few free meeting options available in South Hayward, but its current condition is a significant barrier to community engagement. A complete renovation of the space is essential to enhance its appeal and accessibility for community rentals and use. Upgrading the room will create a more inviting and functional environment, making it an attractive option for public gatherings and activities. Investing in this renovation will not only benefit the community but also encourage greater participation in local events.
Crime rates in Hayward are comparatively high, with the FBI reporting a total of 3,653 crimes per 100,000 residents in 2021. This figure is 55% higher than the national average of 2,346 and 41% above the State’s average, which stands at 2,581. A significant number of these crimes occur in South Hayward, contributing to a declining sense of safety and confidence in community spaces. This environment not only affects residents’ willingness to engage in community activities but also underscores the urgent need for improvements in safety and infrastructure. Addressing these issues will be crucial for fostering a more secure and welcoming atmosphere for all community members.
The City is leveraging multiple funding sources. On June 18, 2024, Council authorized the use of two sources of funding to support this project. In an effort to identify additional resources to support the renovations at Weekes Library, Library staff engaged with the Community Services Division to explore the use of CDBG funds to carry out this project. Staff have determined that the project is eligible for CDBG funding and aligns with the City’s approved annual action plans. Improvements to neighborhood facilities, including libraries, are eligible activities under CDBG. Safe and accessible infrastructure is essential to quality of life and to building communities that support community diversity and stability. Two determining factors in selecting the Weekes Library Improvement project over other activities included the timely use of funds and the ability to meet CDBG regulations, including Build America, Buy America Act (BABAA). BABAA, enacted in November 2021, focuses on maximizing the federal government’s use of services, goods, products, and materials produced and offered domestically, and requires that all iron, steel, manufactured products, and construction materials used in federally funded projects for infrastructure must be produced in the United States.
Table 1 below shows the different sources of funding, the intended use, authorizing resolutions and the amounts of funding by source.
Table 1 Funding Sources in Support of Weekes Branch Library Improvement Project Source of Funding
Intended Use
Authorizing Resolution
Amount
California State University, East Bay’s (CSUEB) Hayward Promise Neighborhoods Weekes Branch meeting room and Children’s Room furniture and equipment Resolution 24-118
$100,000
Friends of the Library/Sunlight Giving
Weekes Branch Children’s section and equipment
Resolution 24-123
$40,000
CDBG funding
Infrastructure Improvements (Architectural Assessment, paint, carpet, lighting, HVAC improvements, landscaping, fencing, and shelving landscaping, fencing, and shelving. $892,826
Total
$1,032,826
The CDBG funding, in the amount of $892,826, is essential to offset the gap to provide significant infrastructure improvements in alignment with the needs presented in the Weekes Branch Architectural Assessment such as paint, carpet, lighting, HVAC improvements, landscaping, fencing, and shelving.
Weekes Branch Renovation Scope of Work
The planned improvements at Weekes Branch Library will encompass upgrades both inside and outside of the building. A new fencing installation around the property will enhance safety, protect the improved landscaping from unauthorized use during non-operating hours, and create additional secure area for expanded Library programming. Interior enhancements will focus on making the Library a more inviting space. These upgrades will include repainting the interior, removing and replacing old carpeting, and installing new molding throughout the building. To improve airflow and circulation, the HVAC system will be extended into the data room, preventing potential damage to equipment. A new lighting system will be installed inside and outside, serving dual purposes: enhancing functionality and increasing safety- key components in creating a welcoming and safe Library environment. Additionally, new bookshelves and shelving will be mounted to securely display library materials. Overall, the rehabilitation of the Weekes Branch will prevent further decline of the facility while supporting the community's overall development and reactivation of the Weekes area. These improvements will help foster a more vibrant, safe, and accessible space for all community members.
Staff also seeks authorization for the City Manager to negotiate and execute an agreement with Hebeler & Company, Design and Construction Consultants to provide construction management services for the Weekes Branch renovation, at the Weekes Branch Library, located at 27300 Patrick Ave., in an amount not to exceed $48,000. The proposal for construction management services includes:
Specialized review and recommendations on the Bid and Schedule from each of the suppliers/installers and Library staff Establishment of a construction schedule that integrates the work of each selected bidder (supplier/installer) and the Library management team Inspection of on-site work for each supplier/installer at all stages of preparation, execution, and completion Organization and facilitation of a punch list walk with Library management and the re-inspection team upon completion of work Provide review and recommendations for each of the pay applications submitted by each supplier/installer within 3 working days of receipt Facilitate Communication between City staff and vendors Assist with the coordination and development of scope of work for the bidding process for installers/suppliers Additionally, staff seeks authorization from the City Manager to negotiate and execute a single source agreement with Ross McDonald Co., Inc., to provide customized library furniture and shelving at Weekes Branch Library, in an amount not to exceed $458,000. Since 1969, Ross McDonald Co., Inc. has furnished library equipment in thousands of public, academic, school, and private libraries in Northern California. The vendor specializes in collaborating with libraries to compassionately re-envision public spaces, making them more welcoming and accessible to diverse communities. Services include generated drawings to facility specifications/dimension, in-house services such as removal of existing furniture and storage of Library collections/materials, and installation of new furnishings and shelving, including the re-shelving of Library materials. Ross McDonald Co., Inc. is one of the only full-service providers in Northern California that offers all desired furniture specifications at competitive pricing that match in dimension and finish needs necessary for the Weekes Branch renovation, within necessary timelines. In addition, this vendor provides in-house installation services in the timeframe desired for project completion and they have the capability to store furniture if necessary. This vendor has been selected to render services for the CSUEB and Friends of the Library/Sunlight Giving funding for this project. Staff have worked with this vendor for nearly eight months to identify furniture and shelving needs and they have designed furniture to meet the Weekes Branch Library’s spacing requirements. It would be challenging to subcontract with another vendor and maintain congruency throughout the library, which is essential to ensure that design elements and overall aesthetics are consistent across all areas. Selecting another vendor may also create challenges in meeting the timelines for spending down CDBG special revenue funds. The transition process could lead to delays in project execution, complicating compliance with funding requirements and potentially risking the availability of these critical resources. Maintaining the current vendor ensures continuity and helps keep the project on schedule, allowing for efficient utilization of the funds.
ECONOMIC IMPACT
These recommended projects and purchases have a collective positive economic impact on the community by enhancing community safety and quality of life.
STRATEGIC ROADMAP
These recommended projects and purchases support the City’s Strategic Roadmap priority areas of Improve Infrastructure and Support Safety and Quality of Life. They also support the Education City and Racial Equity Lens.
FISCAL IMPACT
The City has sufficent CDBG Entitlement to support this project. This action will appropriate $892,826 from the CDBG Fund (Fund 225). CDBG funds are typically reimbursement-based, so the City must first incur eligible expenses related to projects before receiving reimbursement from the grant.
In June 2024, Council adopted a Resolution 24-118, authorizing the City Manager to accept and appropriate $100,000 in CDSS from California State University, East Bay’s Hayward Promise Neighborhoods.
The Friends of the Library have donated $40,000 in funding received from the Sunlight Giving foundation. Resolution 24-123 authorizes the City Manager to accept and appropriate donations up to $250,000.
PUBLIC CONTACT
As part of the annual Community Agency Funding process, the City opens a public comment period to collect community feedback on the annual recommended funding allocations and the Annual Plan. No public comments were received regarding the Annual Action Plans and the intended use of these funds. Additional public engagement was not conducted or required for this award.
NEXT STEPS
If Council approves this item, staff will work with the City Manager to negotiate and execute an agreement with Hebeler & Company, Design and Construction Consultants for construction management services and a single source agreement with Ross McDonald Co., Inc., to provide customized library furniture and shelving at Weekes Branch Library. Staff will return to Council for authorization to negotiate and execute agreements with a general contractor and other vendors as needed once the Request for Proposal process is completed.
Prepared by: Carol Lee, Acting Community Services Manager Lindsey Vien, Deputy Director of Library Services
Recommended by: Regina Youngblood, Assistant City Manager Approved by:
___________________________________
Dustin Claussen, Interim City Manager
June 18, 2024, Council Staff Reports and Attachments https://hayward.legistar.com/MeetingDetail.aspx?ID=1203659&GUID=8157C530-9F99-4213-B5B2-BA5D55A549D7&Options=info|&Search=