TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Jill Bourne
SUBJECT: See Below DATE: February 24, 2025
Approved
Date:
3/4/25
COUNCIL DISTRICT: 3
SUBJECT: Actions Related to the Building Forward Library Infrastructure Round Two Grant Agreement with the California State Library
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to accept the Building Forward Infrastructure Round Two Grant and negotiate and execute a grant agreement with the California State Library for a total award of $8,283,306 to fund eligible projects at the Dr. Martin Luther King Jr. Library.
SUMMARY AND OUTCOME
The Dr. Martin Luther King, Jr. Library (King Library) is the largest public service facility in the San José Public Library (SJPL) system, operated through a unique partnership with the San José State University (SJSU). In addition to its role as a downtown San José landmark, King Library acts as headquarters to the SJPL system, housing the largest public collections and functions that support collections, public technology, safety, programs, and learning for all ages, serving all residents in the community, including many of the City’s most vulnerable and academic communities. Approval of the recommendation will allow SJPL to advance critical infrastructure projects to ensure that SJPL can continue to provide safe, well-maintained environments for the public’s exploration, learning, and discovery.
COUNCIL AGENDA: 3/18/25
FILE: 25-243
ITEM: 7.1
HONORABLE MAYOR AND CITY COUNCIL
February 24, 2025
Subject: Actions Related to the Building Forward Library Infrastructure Grant Between the City of San José and the California State Library
BACKGROUND
The SJPL is comprised of one main library (King Library) and 24 library branches throughout San José, of varying ages and sizes. The Budget Act of 2021 (Senate Bill 129) allocated $439 million in one-time funds to the California State Library Building Forward Library Infrastructure Program to address life-safety and critical maintenance needs of public library facilities throughout California. The maximum grant amount per library facility was $10 million.
In accordance with direction provided in the Budget Act of 2021 (Senate Bill 129), 2022 (Assembly Bill 178), and 2023 (Senate Bill 101), funding was prioritized for projects serving high-poverty areas of the state and projects addressing life safety and other critical maintenance needs. Other library infrastructure projects may be considered if funding remains after priority projects have been evaluated.
Round One funding was only eligible to public libraries, and SJPL was awarded $8.7 million to address critical needs in nine branch libraries. 1 The City provided a local
match of $8.7 million, bringing the total capital improvements to $17.3 million.
In fall 2023, SJPL learned that the state had broadened funding eligibility in Round Two to allow projects addressing critical maintenance needs, improving energy efficiency and sustainability, and expanding access digitally and physically for jointly operated library facilities serving public communities, as well. SJPL utilized the updated SJSU Capital Outlay Plan that details critical building improvement needs at King Library, which, due to funding constraints, would have been phased over multiple years. SJPL identified several projects in the Capital Outlay Plan – specifically those related to HVAC, lighting, and elevator upgrades - that could be eligible for Building Forward Library Infrastructure Round Two grant funding and submitted a proposal to the state for Round Two funding for the King Library in October 2023.
ANALYSIS
At a high level, the priority areas for Round Two eligibility are:
• Life Safety Projects;
• Critical maintenance and critical infrastructure projects; and • Improving energy efficiency and sustainability and expanding access digitally and physically.
1 Alviso, Bascom, Biblioteca Latinoamericana, East San José Carnegie, Educational Park, Hillview, Joyce Ellington, Seven Trees and Tully Community Branch Libraries. See October 25, 2022 Council Agenda, Item 7.1, available at https://sanjose.legistar.com/View.ashx?M=F&ID=11337020&GUID=2A1FA633- 3554-4FC2-97A7- 2B882A359695.
HONORABLE MAYOR AND CITY COUNCIL
February 24, 2025
Subject: Actions Related to the Building Forward Library Infrastructure Grant Between the City of San José and the California State Library
All projects not meeting the above definitions of life safety, critical maintenance and/or critical infrastructure will be considered non-critical.
In October 2023, the California State Library announced a preliminary Round Two award of $8,283,306 to SJPL via an Intent to Award to fund the following critical maintenance projects at the King Library, which align with the building’s proposed Capital Outlay Plan.
• Modernizing Existing Elevators
• Library Lighting Retrofit
• Library HVAC Controls Renewal
• Replacement of Front Entrance Doors
Per the California Poverty Index, because the King Library serves populations within the highest poverty measure, this facility is eligible for a local match reduction of 25%, resulting in a total 75% required local match of $6,212,480. The required local match funds will be provided from the existing joint Library Trust Account between the SJPL and SJSU that have accumulated. At this time, it is anticipated that no additional funding from the City will be needed for the local match. Upon City Council approval, the SJPL and SJSU will finalize efforts to enter into the required agreements with the granting agency that would allow the City to receive grant funding to fund eligible projects at the King Library.
EVALUATION AND FOLLOW-UP
SJPL will report on its Capital Improvement Program, including this grant project, which will be incorporated as part of King Library capital improvements, to the Library and Education Commission and to City Council.
HONORABLE MAYOR AND CITY COUNCIL
February 24, 2025
Subject: Actions Related to the Building Forward Library Infrastructure Grant Between the City of San José and the California State Library
COST SUMMARY/IMPLICATIONS
BUILDING FORWARD INFRASTRUCTURE GRANT ROUND TWO
Project Grant Award
Estimate
Match Estimate
(Including 25%
Reduction due to CA
Poverty Index)
Modernize Existing Elevators $2,066,241 $1,549,681
Library Lighting Retrofit $1,328,916 $996,687
Library HVAC Controls Renewal $3,248,914 $2,436,686
Replace Front Entrance Doors $226,243 $169,682
Contingency and Grant
Administration $1,412,992 $1,059,744
Total $8,283,306 $6,212,480
The resolution authorizes a grant agreement between the City of San José and the California State Library in the amount of $8.3 million. The King Library qualified for a 25% match reduction due to the location’s score on the California Poverty Index. The required local match funds of $6.2 million will be provided from the existing joint Library Trust Account between the SJPL and SJSU that have accumulated and held by SJSU.
At this time, it is anticipated that no additional funding from the City will be needed for the local match. SJPL will return to City Council at a later date for approval to recognize and allocate the state grant funds.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office and the City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council website for the March 18, 2025 City Council meeting.
COMMISSION RECOMMENDATION/INPUT
The Library and Education Commission receives reports on the Library Capital Program to include updates on this specific action.
HONORABLE MAYOR AND CITY COUNCIL
February 24, 2025
Subject: Actions Related to the Building Forward Library Infrastructure Grant Between the City of San José and the California State Library
CEQA
Not a Project, File No. PP17-004, Government Funding Mechanism or Fiscal Activity with no commitment to a specific project which may result in a potentially significant physical impact on the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
JILL BOURNE
Library Director
For questions, please contact Jenny Choi, Deputy Director of Operations, at [email protected].