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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: December 6, 2023
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Ed Erjavek, Library Director
Department: Library
Subject: Acceptance of the California State Library Building Forward Library Facilities Improvement Program
Grant Award for the Norman F. Feldheym Central
Library Revitalization Project (Ward 1)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Adopt Resolution No. 2023-180 of the Mayor and City Council of the City of San Bernardino, California, approving the acceptance of grant funds; and
2. Authorize the City Manager, or designee, to execute a grant agreement and any subsequent amendments with the California State Library in the amount of $6,409,370 for the Norman F. Feldheym Central Library Revitalization Project funded through the State of California Budget Act of 2022 (AB178) or the State of California Budget Act of 2023 (SB 101); and
3. Authorize the Director of Finance & Management Services to amend the Fiscal Year 2023 - 2027 Capital Improvement Program to add the Norman F.
Feldheym Central Library Revitalization Project; and
4. Authorize the Director of Finance & Management Services to amend and appropriate $6,409,370 in both revenues and expenditures to the Fiscal Year 2023 – 2024 Operating Budget for the Normal F. Feldheym Central Library Revitalization Project.
Executive Summary
Staff requests the Mayor and City Council to adopt Resolution No. 2023-180, accepting grant funds in the amount of $6,409,370 from the California State Library, and authorizing the City Manager, or designee, to execute a grant agreement and any subsequent amendments, for the Norman F. Feldheym Central Library 1 7
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Revitalization Project. Built in 1985, Feldheym has not undergone any significant maintenance, renovations, or modernization efforts since its original construction.
This funding will allow the City to address critical maintenance needs and modernization to improve energy efficiency, expand digital access to the computer network, and update the facility’s pathways for ADA accessibility. This grant does not require any match funds and the project has no fiscal impact on the City’s General Fund.
Background
The Building Forward Library Facilities Improvement Program is the largest single investment made by the State of California in public libraries. The equity-based grant program helps pay for capital projects for public library buildings that address critical maintenance needs, improve energy efficiency and sustainability, expand digital access, and expand physical access to library facilities. In two separate rounds of funding in 2022 and 2023, the State Library has awarded over $487 million in grants to 278 local libraries for facility infrastructure needs. The libraries receiving funds are located in 201 cities across 39 counties throughout the state. In October 2023, California State Librarian, Greg Lucas, announced the second round of awards for the Building Forward Library Facilities Infrastructure Grant program. In this round, more than $172 million will be awarded to 34 local libraries to address critical maintenance needs, improve energy efficiency and sustainability, and expand digital and physical access in 29 cities across 18 counties.
On May 18, 2023, the City submitted a proposal for the Building Forward Library Facilities Improvement Grant Program and received notice on October 12, 2023, from the California State Library of their intent to award a grant, pending satisfactory completion of the conditions outlined in their notice. Along with the submitted application, the City requested a waiver of the local match fund requirement. The State Library reviewed and approved the request for a 100% reduction in the required local match contribution for this project.
Discussion
The goals of the California State Library’s Building Forward Library Facilities Improvement Program are to provide funding for local libraries to address life-safety issues, address critical maintenance needs, promote energy efficiency and sustainability, and expand digital and physical access. Staff developed and submitted a grant proposal for the Normal F. Feldheym Branch of the San Bernardino Public Library, recognizing Feldheym as a vital resource for the surrounding community, especially for residents who face significant economic and linguistic barriers.
Feldheym Central Library is in desperate need of critical maintenance and updates to address facility deficiencies that include leaking single-pane windows, electrical wiring repairs, and a cracked concrete foundation. Additionally, the existing HVAC and air filtration system does not efficiently cool and heat the 64,000-square-foot facility, while the inefficient lighting systems contribute to producing additional heat and high energy consumption.
City staff from Public Works, Grants Division, and Library conducted a preliminary 1 7
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walk-through of the facility to assess and identify areas in need of repair and improvement, including a review of the building's HVAC, electrical systems, lighting, windows, and security system. Staff also consulted with an architectural and engineering professional to evaluate the building's current state and identify additional areas of need. The assessments concluded that the facility requires significant critical maintenance and modernization to improve energy efficiency, expand digital access to the computer network, and the facility’s path of travel to be ADA accessible. Staff used this information to develop the plan for renovations and upgrades, outlining the scope of work required to address the facility's deficiencies adequately. This plan guided the development of the proposed project to implement these critical updates and improve access to resources for the surrounding community.
The award is intended to fund the following project outputs and related activities listed in the application’s budget:
1. Americans with Disabilities Act (ADA) Accessibility Upgrades
2. Window and Emergency Door Upgrades
3. Back-up Power Generator
4. Heating, Ventilation and Air Conditioning (HVAC) and Air Filtration Modernization
5. Electrical Upgrades
6. Security System Upgrade
7. Interior Water Damage Repair
8. Foundation Repair
On May 18, 2023, the City submitted a proposal for the Building Forward Library Facilities Improvement Grant Program and received notice on October 12, 2023, from the California State Library of its intention to award a grant, contingent upon the successful completion and submission of the following items:
1. Final Project Budget;
2. Final Project Implementation Plan;
3. A resolution from the appropriate grantee organization's governing body approving acceptance of grant funds and designating an Authorized Representative who is allowed to enter into agreements on behalf of the organization;
4. Verification of updated contact information (submitted through the online grant portal);
5. A letter from the grantee organization's Chief Financial Officer, Finance Director, or equivalent confirming ( l) the immediate availability of matching funds and detailing the sources of matching funds (required for all grantees required to contribute local matching funds) and/or (2) the immediate availability of any additional funds outside of the grant and match which will be required to complete the project [required for all grantees with projects costs greater than the grant and match amounts or with projects which are a single component of a larger project (e.g., construction of a new library building or major renovation);
6. If applicable: Current lease(s), including any related ground/land leases, with 1 7
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terms extending at least ten years after the end of the grant period. This is required for all projects involving leased properties; and
7. If applicable: Certification form and report confirming compliance with Executive Order N-6-22 (required for all projects with awards of $5 million or more).
Acceptance of the award and approval of this resolution will satisfy one of the funding requisites by the January 18, 2024 deadline to generate the final grant agreement documents.
2021-2025 Strategic Targets and Goals
This project aligns with Strategic Target and Goal No. 3: Improved Quality of Life with improvements at Norman F. Feldheym Central Library for City residents.
Fiscal Impact
There is no fiscal impact to the General Fund for this project. The FY 2023/24 budget will be amended to recognize $6,409,370 in grant funding in both revenue and expenditures.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Adopt Resolution No. 2023-180 of the Mayor and City Council of the City of San Bernardino, California, approving the acceptance of grant funds; and
2. Authorize the City Manager, or designee, to execute a grant agreement and any subsequent amendments with the California State Library in the amount of $6,409,370 for the Norman F. Feldheym Central Library Revitalization Project funded through the State of California Budget Act of 2022 (AB178) or the State of California Budget Act of 2023 (SB 101); and
3. Authorize the Director of Finance & Management Services to amend the Fiscal Year 2023 - 2027 Capital Improvement Program to add the Norman F.
Feldheym Central Library Revitalization Project; and
4. Authorize the Director of Finance & Management Services to amend and appropriate $6,409,370 in both revenues and expenditures to the Fiscal Year 2023 – 2024 Operating Budget for the Normal F. Feldheym Central Library Revitalization Project.
Attachments
Attachment 1 - Notice of Intent to Award Letter
Attachment 2 - Resolution No. 2023-180
Ward:
Ward 1
Synopsis of Previous Council Actions:
None.