Agenda Item No. 7
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Raymond A. Casey, City Manager
Shane Massoud, Public Information Officer/Grants oordinatorI FOR: City Council Meeting of March 28, 2022
SUBJECT: California State Library Building Forward: Library Infrastructure Program — Resolution No. 2022-11
RECOMMENDATION:
That City Council:
1.) Confirm the Building Forward: Library Infrastructure Program grant application through the California State Library; and
2.) Review and adopt Resolution No. 2022-11 for the grant application requesting Building Forward: Library Infrastructure Program funding through the California State Library.
BACKGROUND:
The California State Library promotes the development and growth of public libraries throughout California by providing funding, access to resources, and ongoing technical assistance.
The Library Development Services Bureau of the State Library supports this mission by administering State and Federal grant programs; developing statewide programs and initiatives; fostering interagency collaboration; and facilitating interagency resource and information sharing.
The State of California Budget Act of 2021 (SB 129, Chapter 69, Statutes of 2021) 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. This competitive grant program prioritizes funding for local library facilities located in high poverty areas of the state. The maximum grant amount per library facility is $10 million.
Applications may be submitted by cities, counties, or library districts on behalf of local library jurisdictions or facilities under their jurisdiction. Priority will be given to projects supporting libraries "located in high -poverty areas of the state", and to projects that directly address life safety and/or critical infrastructure and maintenance needs. Although the City is taking the lead on submitting the grant application, both the County of San Bernardino (County) and the Yucaipa- Calimesa Joint Unified School District (District) intend to be partners in the project.
For the purposes of this grant, life safety projects are defined as those that address significant health and safety risks to patrons and/or staff using a facility. This includes any physical aspect of -65-
City Council Meeting of March 28, 2022
California State Library Building Forward: Library Infrastructure Program the facility, its building systems, and/or equipment essential to emergency response situations specific to the library facility.
Additionally, critical maintenance and critical infrastructure projects are defined as those needed to keep existing facilities, building -related structural components, and related building systems suitable for public use and compliant with all prevailing codes, rules, regulations, and standards governing their usage, such as the Americans with Disabilities Act.
Grantees will be required to provide matching funds on a dollar -for -dollar basis. Match contributions must be a cash match, either from the applicant organization or funds from third party sources (other grants, foundations, or private donors). Unfortunately, neither in -kind contributions nor land values (The District has expressed an interest in providing the land for the joint project) are considered as an eligible source of match funds. Funds expended before or after the grant period are not considered an allowable match. Matching funds can only be used for costs eligible under this grant program.
DISCUSSION:
City Staff is recommending that the City Council adopt Resolution No. 2022-11 to receive Building Forward: Library Infrastructure Program funding, if awarded.
The Yucaipa Branch Library was built in 1969 and expanded to its current size of 11,535 sq. ft. in 1987. While some modest improvements have been made to the facility over the years, it stands much as it was originally constructed fifty years ago when it served less than 10,000 residents.
Planning for a new facility is currently underway. The County of San Bernardino's Library Master Facility Plan, which was published in 2001, addressed the inadequacies in the existing building by recommending a new facility be built. A 25,000 sq. ft. facility was advised based on a projected 20-year population growth of approximately 60,000 people by the year 2021. In 2009, the City initiated a Library Needs Assessment Study which based the size of the facility on the projected 2030 population growth which resulted in similar finding as the County Master Plan. Since then, a joint library, serving the needs of Yucaipa-Calimesa Joint United School District (District), the City, and the County by including a teen cafe center has evolved, known as the Yucaipa Branch Library Project. This new 25,000 sq. ft. library will incorporate new educational technologies, energy efficiency standards, solar energy, and meet all current building requirements, including green building standards and technologies. The new proposed facility would be in the Dunlap area of Yucaipa (APN: 03037128) on a 4.4-acre site. This portion of the City has historically been identified as a low-income neighborhood and qualifies as a disadvantaged area by State standards.
The current facility houses approximately 60,000 items available for check out. There are currently 18 public access computers, including several devoted to early learning, but there is no computer lab for group instruction, or individual study rooms. The children's area is small with little room for activities and no comfortable lounge furniture for parents to interact with their children. There is a small but active teen group at the Branch, but limited space is available for individual or group study. There is also an active literacy program supported in part by the City of Yucaipa, however, there are no quiet study areas for tutors and students.
In addition, if awarded, the grant could provide the City with the opportunity to address another critical infrastructure need; a much needed second senior center facility. ••
City Council Meeting of March 28, 2022
California State Library Building Forward: Library Infrastructure Program In October of 2016, the City published the Recreation Facility Demand and Needs Analysis to determine and prioritize facility needs throughout the community. As part of this analysis, the 2010 Census data served as the basis for measuring growth and population characteristics from 1990 to 2010. The data compiled during this study was compared with the overall data for the County of San Bernardino. In addition, the analysis also incorporated a projected 2035 population estimate as well as recreational activities for selected demographics within the population. Based on the projected 2035 population and demand analysis within the Recreation Facility Demand and Needs Analysis, it was determined that there would be a facility demand of 1.9 senior centers needed within the City to adequately address the recreational needs of seniors.
City staff will return to Council at a later date with more information regarding the possible repurposing of the old library as a senior center and a draft agreement with the District and County for the funding of the new library.
FISCAL IMPACT
City staff continues to have discussions with the County of San Bernardino and the Yucaipa- Calimesa Joint Unified School District regarding the local snatch commitment for the design, construction, and operating/maintenance costs associated with the new library.
In addition, as City Council is aware, the City is in the process of selling several excess properties which could allow for funds to be put towards the local match commitment as approved by City Council.
City staff is actively pursuing additional local and federal grant funding opportunities for this library project as well.
Attachments: Resolution No. 2022-11
Application Guidelines
Grant Application
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RESOLUTION NO.2022-11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF YUCAIPA,
CALIFORNIA, AUTHORIZING, ACCEPTANCE, AND EXECUTION OF THE GRANT FUNDS FROM THE STATE OF CALIFORNIA BUDGET ACT OF 2021(SB 129)
WHEREAS, the Legislature and Governor of the State of California have provided funds for the program shown above; and
WHEREAS, the California State Library has been delegated the responsibility for the administration of this grant program, establishing necessary procedures; and WHEREAS, said procedures established by the California State Library require a resolution certifying the approval by the potential grantee's governing board either before submission of said application(s) to the State or prior to execution of the grant agreement; and WHEREAS, the Applicant/Grantee, if selected, will enter into an agreement with the State of California to carry out the project; and
WHEREAS, the City of Yucaipa proposes to implement the Yucaipa Branch Library Project; and
WHEREAS, the City of Yucaipa has the legal authority and is authorized to enter into a funding agreement with the State of California; and
WHEREAS, the City of Yucaipa intends to apply for grant funding from the California State Library for the Yucaipa Branch Library Project; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
YUCAIPA, WITH KNOWLEDGE OF THE SAN BERNARDINO COUNTY LIBRARY, AS FOLLOWS:
Section 1. That pursuant and subject to all of the terms and provisions of the California Budget Act of 2021, the City of Yucaipa, City Manager, or designee is hereby authorized and directed to prepare and file an application for funding with the California State Library and take such other actions necessary or appropriate to obtain grant funding.
Section 2. The City of Yucaipa, City Manager, or designee is hereby authorized and directed to execute the funding agreement with the California State Library and any amendments thereto.
Section 3. The City of Yucaipa, City Manager, or designee is hereby authorized and directed to submit any required documents, funding requests, and reports required to obtain grant funding.
Section 4. Certifies that the project will comply with any laws and regulations including, but not limited to, the California Environmental Quality Act (CEQA), legal requirements for building codes, health and safety codes, the California Labor Code, disabled access laws, and that prior to commencement of the project, all applicable permits will have been obtained; and, Resolution No. 2022-11
•:
PASSED, APPROVED AND ADOPTED this Monday, March 28, 2022 David Avila, Mayor
APPROVED AS TO FORM: ATTEST:
David Snow, City Attorney Jennifer Crawford, City Clerk Resolution No. 2022-11
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STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
City of Yucaipa
I, Jennifer Crawford, City Clerk of the City of Yucaipa, California, do hereby certify that Resolution No. 2021-11 was passed and adopted by the City Council of the City of Yucaipa, California, at a regular meeting of said City Council held on the Monday, March 28, 2022, and there after signed and approved by the Mayor and attested by the City Clerk, and that said resolution was adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Jennifer Crawford, City Clerk
Resolution No. 2022-11
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Building Forward: Library Infrastructure Grant Program
Guidelines and Application Requirements
2022
Applications due no later than 12 pm on March 21, 2022
Questions should be emailed to [email protected] by 5 pm on March 14, 2022
Introduction
This document provides an overview of the Building Forward Library Infrastructure Grant Program, the program guidelines, and application process.
ABOUT THE CALIFORNIA STATE LIBRARY AND LIBRARY DEVELOPMENT SERVICES BUREAU The California State Library promotes the development and growth of public libraries throughout California by providing funding, access to resources, and ongoing technical assistance.
The Library Development Services Bureau of the State Library supports this mission by administering State and Federal grant programs; developing statewide programs and initiatives; fostering interagency collaboration; and facilitating interagency resource and information sharing.
The State of California Budget Act of 2021 (SB 129, Chapter 69, Statutes of 2021) allocated $439 million in one-time funds to the California State Library to address life safety and critical maintenance needs of public library facilities throughout California. This grant program "prioritizes funding for local libraries located in high poverty areas of the state". If funding is available, other library infrastructure projects may be considered.
Program Overview
AVAILABLE FUNDING
A total of $439 million in competitive grant funding is available to cities, counties, or library districts for projects related to "life safety, critical maintenance and infrastructure" needs. If funding is available, other library infrastructure projects may be considered. However, funding requests are expected to exceed funds available through this grant opportunity.
MAXIMUM AWARDS
The maximum grant amount per library facility is $10 million.
MATCH REQUIREMENTS
A dollar -for -dollar match is required. Applicants may request a reduction in the required match based on certain conditions (See Page 5 for more information).
FUNDING PRIORITIES
Pursuant to SB 129, funding will be prioritized for the following:
Projects addressing "life safety and other critical maintenance and infrastructure projects"; and Projects "located in high poverty areas of the state".
Other library infrastructure projects may be considered "only if funding remains after supporting life - safety and other critical projects".
The California Poverty Measure will be used to prioritize projects in high poverty areas of the state. The California Poverty Measure for each library facility can be found online at:
https://www.library.ca.gov/grants/buildingforward .
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FUNDING ROUNDS
Grant funds will be awarded in multiple rounds. Deadlines Round 1: Questions should be submitted by 5 pm on March 14, 2022 to [email protected].
Applications are due by 12 pm on March 21, 2022.
The deadline(s) for subsequent rounds will be posted online when available. Applications not awarded in Round 1 will automatically be considered during the next round. Award of a grant is not guaranteed.
For all rounds, grant funds must be expended by March 31, 2026.
HOW TO APPLY
Applications will be accepted online at: https://www.library.ca.gov/grants/` buildingforward. The authorized representative for the applicant organization must certify that the information in the application is correct and true at the time of application submission. Note: If funding is awarded, an authorizing resolution from the applicant organization's city council, executive board, or other governing body is required prior to executing the grant agreement.
QUESTIONS & CONTACT INFORMATION
Questions should be submitted in writing by email to BuildingForr,[email protected] by 5 pm on March 14, 2022. Answers will be added to the FAQs at: httr):// www.library.ca.gov/grants/buildiingforward .
Applicants are encouraged to check the FAQs regularly for updates.
Eligibility
ELIGIBLE APPLICANTS
Applications may be submitted by cities, counties, or library districts on behalf of local library jurisdictions orfacilities under their jurisdiction. Library -related nonprofit organizations such as "Friends" groups, are not eligible applicants. One application per library facility will be accepted. Cities, counties, or library districts seeking funding for multiple outlets must submit an application for each facility.
ELIGIBLE & PRIORITY PROJECTTYPES
Applications for any library facilities -related project are welcome. Priority will be given to projects supporting libraries "located in high -poverty areas of the state", and to projects that directly address life safety and/or critical maintenance needs and critical infrastructure.
For the purposes of this grant, life safety projects are defined as those that address significant health and safety risks to patrons or staff using a facility. This includes any physical aspect of the facility, its building systems, or equipment essential to emergency response situations specific to the library facility.
Examples include, but are not limited to:
• Fire suppression systems/fire pumps
o For example: Fire and gas detection, sprinklers, stairwell pressurization, emergency egress
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• Security systems and safety features
o For example: Cameras, security/emergency lighting, safe rooms, emergency wayfinding signage
• Emergency communication systems
• Air filtration systems
• Repairs to eliminate hazards and passive risk to individuals o For example: Tripping or slipping
• Backup power supply needed for emergency purposes
For the purposes of this grant, critical maintenance and critical infrastructure projects are defined as those needed to keep existing facilities, building -related structural components, and related building systems suitable for public use and compliant with all prevailing codes, rules, regulations, and standards governing their usage, such as the Americans with Disabilities Act.
Examples include, but are not limited to:
• Necessary repair or replacement of essential building systems:
o HVAC and air filtration
o Utilities and telecom
o Energy management
o Water and gas lines
• Repair or replacement of broken or nonfunctioning essential building components o For example: Locks, windows, elevators, and doors
• Seismic retrofit
• Inclusive access
• Roof replacement and/or foundation repair
• Mold abatement and remediation
• Asbestos abatement
• Deep cleaning or repairs related to water damage, fire/smoke damage, insect damage, or wood rot
All projects not meeting the above definitions of life safety, critical maintenance and/or critical infrastructure will be considered non -critical. Examples of non -critical projects include but are not limited to:
• Preventative maintenance
• Repair or replacement of flooring, tables, chairs, shelving. • Upgrades to non -emergency lighting
• Solar panel installation for non -emergency use
• Exterior grounds repair or replacement
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o For example: Resurfacing paved areas, landscaping, and non -emergency lighting • Repair or replacement of signage
• Facility expansion
o For example: New rooms, meeting spaces, other interior or exterior program spaces, and bookmobiles
• New construction (not based on cost effectiveness)
• Replacement of functioning building components
o For example: Locks, windows, elevators, and doors
• Cosmetic updates such as painting
In cases where it is more cost effective to replace existing facilities or building -related structural components rather than repair them, these activities may be considered as "critical". Applicants should clearly detail and justify cost-effectiveness in their grant application.
ELIGIBLE COSTS
Eligible costs include, but are not limited to:
• Construction and/or installation
• Consultant fees for plans, specifications, construction documents, cost estimates or design • Permit and inspection fees
• Project management of the construction or installation • Insurance and hazard liability bond premiums
• Project administration (Maximum of 10 percent)
Ineligible costs include, but are not limited to:
• Costs incurred outside of the grant period
• Any expenditure not a part of the approved grant budget • Land acquisition and related fees
• Tangible property to support program operations
o For example: Tables, chairs, shelving, computers, and vehicles • Landscaping and improvements to exterior common areas such as paved sitting areas or benches
• Operation and/or ongoing maintenance
• Community planning meetings or workshops
• Grant writing, fundraising, or lobbying
• Establishment of a reserve fund
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• Federal or state taxes
• Entertainment or meals
• Indirect costs
A project contingency is recommended. A maximum contingency of 10% of the total grant request is allowed.
MATCH REQUIREMENT
Grantees will be required to provide matching funds on a dollar -for -dollar basis. Match contributions must be a cash match, either from the applicant organization or funds from third party sources (other grants, foundations, or private donors). In -kind contributions will not be considered as an eligible source of match funds. Funds expended before or after the grant period are not considered an allowable match. Matching funds can only be used for costs eligible under this grant program.
Applicants may apply for a reduction in their required match based on Local Operating Income Per Capita by submitting a written Match Reduction Justification Request as part of the application.
Applicants requesting a match reduction must be able to demonstrate that they are financially unable to provide the required match. Note: Submitting a Match Reduction Justification Request does not guarantee that the required match amount will be reduced. If your project budget is based on a reduction request, it may need to be adjusted accordingly. Local Operating Income Per Capita levels for Round 1 applications will be based on data from the 2021-2022 fiscal year, available online at:
https://www.library.ca.gov/grants/BuiIdingForward . If a library's per capita spending level changes during the grant period, its match requirement does not change.
The maximum allowable match reduction is as follows:
LIPC level
$40 or more
$40 and $15.01
$15 or less
ADDITIONAL REQUIREMENTS
Maximum Allowable Match Reduction
Not eligible for match reduction
May be reduced by half
May be eliminated
• If the library facility is leased, a lease commitment of at least 10 years is required following the completion of the funded project.
• If a grant is awarded, a resolution adopted by the city, county, or library district authorizing acceptance of grant funds, the submission of the application, and the designation of an Authorized Representative to enter into agreements on the behalf of the organization is required (See Appendix C).
• Projects completed under this grant must be completed according to the California Building Standards Code, and applicable federal, state, and local laws, regulations, ordinances, policies, and guides.
• Any transmission, correspondence, report, or application is subject to disclosure pursuant to the California Public Records Act.
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• If the grant -funded project is part of a larger project that is not fully funded by Building Forward, the larger project does not have to be completed by the end of the grant period, but all components funded by the grant must be.
• Grantees who contract for the acquisition of goods, services, and construction must make agreements in writing and adhere to all applicable local and state laws and regulations. The grantee should have written policies detailing their internal process for selecting and negotiating competitive bids.
• Applicants may apply for grants to fund elements of a larger project. However, grant and matching funds may only be used for activities and items that are allowable under this funding opportunity.
• Matching funds must be documented, tracked, and reported. All matching funds must be administered by the grant recipient. The match must be contributed during the grant period.
Other State funds will not be an considered an allowable match contribution.
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APPENDIX A: Definitions
• Applicant — The public agency submitting a grant application that will enter into an agreement and administer funds if a grant is awarded. Eligible applicants are cities, counties, or library districts.
• Application —The electronic request for grant funding submitted to the State Library to support a specific project that the applicant intends to implement. • California Poverty Measure — A measure created by the Public Policy Institute of California and the Stanford Center on Poverty and Inequality to more comprehensively assess poverty levels by considering income and benefits from social safety net programs, (e.g. CalFresh and unemployment benefits), medical expenses, childcare costs, and geographic differences in housing costs.
• Critical Maintenance — Projects needed to keep existing facilities, building -related structural components, and related building systems suitable for public use, and compliant with all prevailing codes, rules, regulations, and standards governing their usage, such as Americans with Disabilities Act.
• Eligible costs — Expenses allowable under this grant program incurred by a Grantee during the grant period to complete the approved project as detailed in the project plan and budget. • Governing Agency — The jurisdiction -- city, county, or library district -- that will implement the project and administer grant funds on behalf of a library facility. • Grant Period —The time during which grant funds may be spent. • Grantee — An entity receiving grant funding from the State Library that is responsible for the administration of the grant agreement.
• High Poverty Areas — For the purposes of this grant, the California Poverty Measure will be used to assess and identify High Poverty Areas.
• In -kind contributions —Any non -cash contribution such as goods, services, and equipment • Inclusive Access — Barrier -free spaces that allow individuals equal and independent access to public facilities to the extent possible, in accordance with the Americans with Disabilities Act. • Infrastructure — The physical equipment and structures required for a facility to function properly.
• Library District — A governing entity other than a county, municipality, township, or school district that is authorized to establish and operate a public library as defined by the Federal - State Cooperative System.
• Library Facility —An individual library building.
• Life Safety— Projects that address significant health and safety risks to patrons or staff using a facility. This includes any physical aspect of the facility, building systems, or equipment essential to emergency response situations specific to the library facility.
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• Local Operating Income Per Capita —The Iibraryjurisdiction's operating revenue from local sources, divided by the service area population.
• Matching funds — A direct cash contribution toward a project receiving state grant funds. • Match reduction — A request to reduce the match funding requirement. • Preventative maintenance — The regular upkeep of existing facilities, building -related structural components, and related building systems including standard recurring and service schedule maintenance necessary to keeping components in good working order.
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APPENDIX B: Sannple Application
GENERAL APPLICATION INSTRUCTIONS & QUESTIONS
The full application is online at: httt)s://www,libr-arv.ca.,-ov/grantsZbuildingforward. The applicant organization (city, county, or library district) will need to create a login and profile in order to access the application. Reminder: One application may be submitted per facility. Applicant organizations with more than one site should submit one application for each site under the organization's profile.
Basic Information
• Project Title
• Project Summary (Maximum of 50 words)
• Requested Grant Amount
• Library Jurisdiction
• Library Facility Name and Address
• Is the facility leased?
• Project Contact
Project Detail & Implementation
• Project Description (Maximum of 350 words)
• Project Status
• List and describe the roles of all consultants involved in this project such as planning, construction, contractors, and project management. If not yet contracted, briefly detail your plan and timeline to solicit and select consultants. (Maximum of 200 words) • Briefly describe any past relevant capital improvements to the facility, including the year completed. (Maximum of 200 words)
• How will your project address conditions that negatively impact your library's ability to deliver needed services? (Maximum of 200 words)
• Describe how your project contributes to: sustainability, inclusive access, and/or the ability of the facility to adapt to evolving needs. (Maximum of 200 words) • Project Implementation Plan (Upload)
• Supporting Documentation (Upload)
Budget and Funding
• Total Project Budget (including grant, match, and additional funding). • Project Budget Detail (Upload)
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• Describe the basic elements of the budget, how the budget was created, and the methodology for any project contingency. (Maximum of 200 words)
• Project funding from other sources
• Has funding from all other sources been secured?
o If no, please explain
• List other project funding sources, including any sources and amounts for matching funds and any related requirements to obtaining funds. (Maximum of 200 words) • If applicable, describe past attempts to fund this project, including other funding sources sought and key obstacles to secure funds. (Maximum of 200 words) • If grant funding is not approved, or if only a portion of the requested funding for the project is awarded, explain how the project will be completed (Maximum of 200 words) Match Requirement
• Are you able to match grant funds on a dollar -for -dollar basis? o If no, explain why the requested match reduction is essential to completing the project.
Describe any current or past barriers to obtaining funding to support this project and obtaining match funds. Documentation supporting a reduction may be requested during review. (Maximum of 250 words)
Letter from Finance Director or equivalent verifying availability match funds (Optional at time of application submission. Required if a grant is awarded.) Certification and Signature
Authorized Representative Name, Title and Signature
• Authorizing Resolution (Optional at time of application submission. Required if a grant is awarded.)
ATTACHMENTS AND UPLOADS
A Project Implementation Plan and Budget are required as part of the application. Templates for these forms are available online at: https: https://www.library.ca.gov/grants/buildingforward . Other documentation may be submitted as part of your application to support requests or narrative. • Project Implementation Plan (Required)
• Budget Detail (Required)
• Supporting Documentation demonstrating why the work is needed and/or planning progress made to -date such as photos, videos, or planning documents. (Optional, but highly recommended. Maximum of 3 accepted.)
• Authorizing Resolution (Optional for application submission. Required if a grant is awarded)
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• Letter from Finance Director or equivalent verifying the availability of match funds. (Optional at time of application submission. Required if a grant is awarded.) APPENDIX C: Authorizing Resolution Template
If awarded, a resolution adopted by the city, county, or library district applying for funds is required. The resolution should authorize the submission of an application; approval to implement the awarded project; and designation of an Authorized Representative to enter into the grant agreement. If the resolution has not been adopted before the application deadline, applicants may apply but we suggest the applicant seek guidance from their legal counsel to ensure they are authorized to apply.
RESOLUTION NO. [#]
A RESOLUTION OF THE [APPLICANT] AUTHORIZING THE GRANT APPLICATION, ACCEPTANCE, AND EXECUTION OF THE GRANT FUNDS FROM THE STATE OF CALIFORNIA BUDGET ACT OF 2021 (SB 129) WHEREAS, the Legislature and Governor of the State of California have provided funds for the program shown above; and
WHEREAS, the California State Library has been delegated the responsibility forthe administration of this grant program, establishing necessary procedures; and WHEREAS, said procedures established by the California State Library require a resolution certifying the approval by the potential grantee's governing board either before submission of said application(s) to the State or prior to execution of the grant agreement; and WHEREAS, the Applicant/Grantee, if selected, will enter into an agreement with the State of California to carry out the project
WHEREAS, [APPLICANT] proposes to implement [PROJECT TITLE]; WHEREAS, [APPLICANT] has the legal authority and is authorized to enter into a funding agreement with the State of California; and
WHEREAS, [APPLICANT] intends to apply for grant funding from the California State Library for the [PROJECT TITLE];
THEREFORE, BE IT RESOLVED by the [APPLICANT], with acknowledgement of [LIBRARY/LIBRARY JURISDICTION], as follows:
1. That pursuant and subject to all of the terms and provisions of the California Budget Act of 2021, the [APPLICANT] [TITLE OF AUTHORIZED REPRESENTATIVE], or designee is hereby authorized and directed to prepare and file an application for funding with the California State Library, and take such other actions necessary or appropriate to obtain grant funding.
2. The [APPLICANT] [TITLE OF AUTHORIZED REPRESENTATIVE], or designee is hereby authorized and directed to execute the funding agreement with the California State Library and any amendments thereto.
3. The [APPLICANT] [TITLE OF AUTHORIZED REPRESENTATIVE], or designee is hereby authorized and directed to submit any required documents, funding requests, and reports required to obtain grant funding.
4. Certifies that the project will comply with any laws and regulations including, but not limited to, the California Environmental Quality Act (CEQA), legal requirements for building codes, health and safety codes, the California Labor Code, disabled access laws, and, that prior to commencement of the project, all applicable permits will have been obtained; and,
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CERTIFICATION I hereby certify that the foregoing Resolution was duly and regularly adopted by the [Governing Body Name] of the [agency name] at the meeting held on [DATE], motion by [NAME] and seconded by [NAME], motion passed by the following vote:
AYES: []
NOES: [#]
ABSTAIN: [#]
ABSENT: [#]
[PRINTED NAME]
[TITLE], [GOVERNING BODY]
[PRINTED NAME]
[SECRETARY/CLERK]
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buildingforward
Project Information
Project Title
Yucaipa Branch Library Project
Project Summary
The Yucaipa Library stands much as it stood when it was built in 1969, and today continues to serves over 150,000 patrons in a structure that poses significant life safety for patrons and has numerous structural hazards. These challenges will be addressed with a new facility.
Requested Grant Amount
The maximum grant amount is $10 million per facility. Enter whole numbers only. $9,995,928
Library Information
Library Jurisdiction
SAN BERNARDINO COUNTY LIBRARY
Name of Library Facility
Yucaipa Branch Library
Facility Street Address 1
12040 5th St.
Facility Street Address 2
City
Yucaipa
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State
US -CA
Zip Code
92399
Is the facility leased?
No
Project Contact
buildingforward
Person able to answer questions about this application or project.
Name
Shane Massoud
Title
Public Information Officer and Grants Coordinator
Email Address
[email protected]
Phone Number
Please use the format 123-456-7890.
909-797-2489
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Detailed Project Information
Please tell us more about your project, how you plan to implement it, and the impact it will have.
Project Description
The Yucaipa Branch Library was built in 1969 and while some modest improvements have been made to the facility over the years, it stands much as it was originally constructed. The County's 2001 Library Master Facility Plan addressed critical maintenance and infrastructure challenges in the existing building by recommending a new facility be built. In 2009, this recommendation was strengthened by a formal needs assessment of the library. This assessment identified preliminary costs for upgrading the existing facility to meet Essential Services Buildings and California Building Code standards compared to the cost of new construction. Similarly, optimum design criteria gained from the opportunities inherent in new construction were compared to the criteria associated with renovation and repairs.
Today, the library's critical maintenance and infrastructure challenges include water damage, mold, aged utilities and telecom systems, a lack of a fire suppression system or alarm, and significant deterioration and fracturing of the external structure. The library also operates with the original wiring with control panels located in the public restroom. In addition, there are only two light switches in the entire facility and the library staff currently uses one main breaker switch to light the facility. There is also only three emergency lights. The presence of asbestos was discovered when flooring needed to be replaced in 1987. Therefore, only the disturbed portion in the front lobby was retiled and carpeting was placed over the old flooring containing asbestos.
The public restrooms are not ADA compliant. The staff restroom is available to patrons who require accessibility but requires a passcode and is located towards the back of the library. Finally, the library has no generator to supply long-term power to the facility. This new facility will not only act as a safe and accessible gathering space for the community, but it will also provide an opportunity for the City to actively enhance the quality of life for the residents of Yucaipa and the surrounding communities by incorporating new educational resources, expand and implement new library programs, provide individual and group study spaces, increase computer lab capacity, and much more.
Project Status
The status of the project at the time the application is submitted.
Planning is in process
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List and describe the roles of all consultants involved in this project such as planning, construction, contractors, and project management. If not yet contracted, briefly detail your plan and timeline to solicit and select consultants.
If awarded this grant opportunity, City staff would issue an RFP/RFQ for a construction management company. The City would anticipate beginning this process in May of 2022 and would award a contract for a construction management company in August of 2022. The City, in partnership with the construction management company, would issue an RFP/RFQ for professional architectural/engineering services. The City would anticipate beginning this process in August of 2022 and would award a contract for professional architectural/engineering services in November of 2022. The construction management company and professional architectural/engineering services team will assist in the design and preparation of the construction document which would be anticipated to be completed by July 2023. After this, the team would assist in preparing the construction contract and bidding documents to be ready by September 2023. The library project would be advertised for construction bids by November 2023 and an award for a construction contract would be anticipated to take place December 2023.
Construction would be complete by June 2025.
Briefly describe past relevant capital improvements to the facility, including year completed.
The most significant capital improvement occurred in 1987, when the building of 7,518 sq feet was expanded by 4,017 sq. ft to the facility's current size of 11,535 sq. ft. In 2011, a modest remodel refreshed the library with new carpet and fresh paint, along with a new mural, and new chairs in its expanded lounge section. The HVAC is fairly new, being replaced in 2014. However, most upgrades were halted in order to mitigate disturbing any asbestos. Issues of safety or structural integrity have not been significantly addressed since 1969. https://webportalapp.com/sp/task_item_has_one_print/buildingforward/2?pagl735441642 2/4
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buildingforward
How will your project address conditions that negatively impact your library's ability to deliver needed services?
The key challenges facing the Yucaipa Branch Library currently revolve around Structural safety, functional spaces, and accessibility. For example, electrical infrastructure is located in publicly accessible areas, creating a significant safety concern for library patrons. The library also lacks a fire suppression system, fire detection system, overhead sprinklers, security system and/or alarms. In addition, the facility is built to 1967 seismic construction standards and poses significant Life Safety risks in the event of an earthquake (Seismic Standards were updated in the late 1990s). Throughout the property, uneven flooring and pathways create hazards for patrons (children, youth, adults, seniors, and those with disabilities) as they enter and move about the facility. Accessibility/Inclusive access is a challenge in the current facility in several areas. For example, the parking lot has only four handicapped parking spots; these spots aren't compliant because they do not meet current standards and are unable to accommodate individuals with larger vehicles or in a wheelchair. Inside, the lack of functional, and ADA-compliant bathroom facilities exacerbates the issue of a lack of inclusivity.
The new facility addressed each of these challenges with a design that incorporates functional, sustainable spaces with forward -thinking technology that encourages inclusivity and accessibility.
Describe how your project contributes to: sustainability, inclusive access, and/or the ability of the facility to adapt to evolving needs.
Our project rests upon the knowledge that while a library is both a physical and virtual place, it is also a cornerstone institution that facilitates educational success in the community. The new library will be built in the Dunlap Acres segment of Yucaipa, an area that has historically been identified as a low-income neighborhood and qualifies as a disadvantaged community by state standards. Dunlap residents on average have less formal education than residents citywide. Only
12.6% of Dunlap residents, ages 25 and older, have a bachelor's degree or higher, compared with
24.4% citywide. A third of those aged 25 and older in Dunlap have earned a high school diploma, and 14.6% have not completed high school. The city believes if the resources and educational amenities associated with a state-of-the-art library are available in the Dunlap Acres area, it will make a significant difference in the lives of disadvantaged children and adults alike, creating an opportunity for these residents to greatly enhance their quality of life.
To ensure that the library will address the needs of the patrons who access it the most, we have entered into a joint agreement with the Yucaipa-Calimesa Unified School District, the City, and the County.
Project Implementation
Please use the Project Implementation Form to outline the steps you will take to implement your project, including approximate start and end dates. The Project Implementation template can be found online: https://www.library.ca.gov/grants/buiIdingforward https://webportalapp.com/sp/task_item_has_one_print/buildingforward/2?pa"35441642 3/4
3/21/22, 11:45 AM
buildingforward
( https://www.Iibrary.ca.gov/grants/buildingforward)
Upload Project Implementation Form
building-forward-project-implementation-plan. docx
Supporting Documentation
This is your opportunity to show us what the project is and why it is needed. This may include photos, video, reports, planning documents, etc. No more than 3 supporting documents will be accepted.
File Upload
City of Yucaipa_Letters of Support.pdf
File Upload
Yucaipa Libary Current and Future -Public Comments.pdf
File Upload
Yucaipa Libary Staff Assesments.pdf
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Match
Are you able to match grant funds on a dollar -for -dollar basis? Yes
Other State funds are not an allowable match contribution.
Availability of Match Funds
A letter from Finance Director or equivalent verifying availability match funds is optional at the time this application is submitted. A letter will be required if grant funds are awarded.
Letter confirming the availability match funds (optional) https://webportaIapp.com/sp/task_item_has_one_print/build ingforward/4-?g()b=35441642 1 /1
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buildingforward
Total Project Budget (including grant, match, and additional funding) Enter whole numbers only.
$9,995,928
Project Budget
Please outline your project's budget by category and line item. The Project Budget template can be found online: https://www.Iibrary.ca.gov/grants/buildingforward ( https://www.library.ca.gov/grants/buildingforward)
Upload Budget Form
FINAL 03.21.2022 building -forward -budget -plan YUCAIPA.pdf Describe the basic elements of the budget, how the budget was created, and the methodology for any project contingency.
The budget reflects eligible project costs within the categories of - Materials and Supplies
Equipment
Construction Fees
Construction Admin.
Permits and Fees
We calculated the contingency at 4%
The San Bernardino County Library LIPC is $15.61. This means the local match may be reduced by half.
Building Forward Budget Plan Notes
Line items related to the project in column B reflect the total cost associated with that item.
Column C reflects the city's dollar -to -dollar match and the total is aligned with the grant request amount.
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Project Funding
Funding from Other Sources
Including required matching funds. Enter whole numbers only. $12,890,968
Has funding from all other sources been secured?
No
Explain
Between the County of San Bernardino, Yucaipa Calimesa joint Unified School District, and the City of Yucaipa, we are actively engaged in discussions related to cost -share agreements related to this priority project and anticipate agreements being in place prior to the start of construction.
List other project funding sources, including any sources and amounts for matching funds and any related requirements to obtaining funds.
The City of Yucaipa's funding sources would be a combination of the city's development impact fees and general funds. The City collects Development Impact Fees for public facilities, including partial funding for a library. In addition, the County receives library district property taxes. These dollars will serve as a funding source to help with the new library.
Funding Background
If applicable, describe past attempts to fund this project, including other funding sources sought and key obstacles to secure funds.
The project has been a priority within the city's general plan and capital improvement program.
The new library is the last major public facility that needs to be constructed within the City. https://webportalapp.com/sp/task_item_has_one_printlbuildingforward/3?pa94235441642 2/3
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If grant funding is not approved, or if only a portion of the requested funding for the project is awarded, explain how the project will be completed.
The City of Yucaipa believes that this is an excellent candidate and a necessary project for our community. Grant funding is needed to supplement costs associated with the project. This new facility will not only act as a safe and accessible gathering space for the community, but it will also provide an opportunity for the City to actively enhance the quality of life for the residents of Yucaipa and the surrounding communities by incorporating new educational resources, expand and implement new library programs, provide individual and group study spaces, increase computer lab capacity, and much more. The City is determined and continues to look for state and federal grant opportunities that could help facilitate this long awaited project. https://webportalapp.com/sp/task_item_has_one_prinUbuildingforward/3?pa"35441642 3/3
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Certification and Signature
This application is being submitted by the eligible applicant organization that will administer grant funds if awarded. The authorized representative is the person designated by the applicant organization's governing body to enter into agreements on behalf of the applicant organization.
The authorized representative must certify this application before it is submitted. By typing your name below, you are signing this application electronically. You agree that the information submitted on this application is correct and true. Your electronic signature is the legal equivalent of your manual signature on this application.
Name of Authorized Representative
Name of person authorized to sign this grant application.
Raymond A. Casey
Title of Authorized Representative
Title of person authorized to sign this grant application.
City Manager
Signature
Authorized representative must complete the electronic signature before the application can be submitted.
Raymond A. Casey
Authorizing Resolution
A signed resolution by your organization's governing body designating an authorized representative and approving acceptance of grant funds is optional at the time this application is submitted. A resolution will be required if grant funds are awarded. Suggested resolution language can be found in the Building Forward grant guidelines available online at:
https://www.1ibrary.ca.gov/grants/buiIdingforward
( https://www.library.ca.gov/grants/buildingforward) . If the signed resolution is available now, you may upload it here.
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buildingforward
Authorizing Resolution (if available)
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Building Forward Library Infrastructure Grant Program
Budget Plan
Project
Organization: CITY OF YUCAIPA
Project Title: CITY OF YUCAIPA LIBRARY
Facility: CITY OF YUCAIPA LIBRARY
Project Budget
Budget Category
g g y
Building Forward
Funds
Applicant Funds
(Including
Match)
Other Funding
Source
Total
Project Administration Cannot exceed 10% of total grant request Contracted Project Administration
$0
Salaries/Wages/Benefits
$0
Travel
$0
Administrative Supplies
$0
$0
$0
Subtotal:
$0
$0
$0
$0
Planning, Design, Other Pre-Construction/Implementation (Engineering, Environmental Review, etc.) Consultant Fees
$0
$0
$0
$0
Subtotal:
$0
$0
$0
$0
Construction/Implementation
Construction Management
51357.990
51.257,990
SO
$2,515,980
Equipment
$3,614.640
$3.614,640
$0
$7,229,280
Materials and Supplies
54,613.040
$4.613.040
SO
$9,226,080
Permits and Inspection Fees
S125.799
5125,799
$0
$251,598
Construction Administration
$0
SO
S1..895,040
$1,895,040
$0
$0
Subtotal:
$9,611,469
$9,611,469
$1,895,040
$21,117,978
Project Contingency (10% max)
$384.459
$384,459
$1,000.000
$1,768,918
Total
$9,995,928
$9,995,928
$2,895,040
$22,886,896
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11 "Libraries offer resources for small business
owners and that boosts up your city's economy.
studies have shown that the presence of libraries
not only increases public happiness but
education. I greatly support funding of the public
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CITY OF
City of Yucaipa — City Council Meeting
Public Comment Period
March 14, 2022
httl2s:// www.youtube.com/watch?v=7wB-gE6— WaU
"Hello Mayor Avila and Council Members, my name is Lynette Thomas, I mentioned the fact that I am a Doctor of Education and I wanted to bring that up because my dissertation at USC was on literacy and the influence of informed leaders on the success of literacy and I think that that is what we're talking about tonight with this group. I'd like to talk about literacy and our need and in my view for a new library from the viewpoint of several groups, the first being preschoolers. Young children who are read to daily can enter kindergarten having heard 1.4 million words by the time they enter kindergarten children who are not read do not enter with that number of words where do you get more words from books from the library. Second group, school -aged children in 2019 an assessment found that only 32 percent of California 4th graders read at a proficient or higher level, eighth -graders even lower both groups below the national average. Where can our students get more literacy reading more talking about books, at the library? For adults with limited literacy skills it's estimated that 43 million adults Americans have low literacy skills and it costs the U.S. 225 billion dollars in lost revenue from low-income jobs or unemployment from crime and there is high illiteracy in the incarcerated population. Where do they get help? Our library has an adult literacy program they also have 40 databases for research. Think how much more they could do with more updated resources. A recent study showed that 77 of California adults had literacy skills needed for everyday life and work. You're going well that's good news, no we were at the bottom of the 50 states so we need all the resources that we can get. Why do we care about the numbers because we do not live in a bubble, we are not and nearer to these challenges we can celebrate Yucaipa's successes while we address our needs, we are a city that values its history while looking forward to an incredible future with the leadership of this group. Last one, we need a library worthy of the 21 st century, we need a library a new library worthy of Yucaipa. Could I just ask the people who are here to support the library to just raise their hands you? Thank you." Lynette Thomas — Resident of Yucaipa. 1 -120-
"Good evening, Mayor and Council Members my name is David Couples, I am a fourth -generation Yucaipan and raising my fifth -generation boys in Yucaipa. I love my little town, I left it for a while went as far as Redlands, and said nah coming back to Yucaipa. The library was a big part of my childhood, I absolutely loved our library. I remember waiting for the Seven Chinese Brothers, which was my favorite book as a child. I remember going there and renting VHS tapes for a quarter, renting audiobooks on cassette tapes that you could read along to. Now, I take my boys to the library, they love it. They do the same things I used to do, they wait for the books, for example waiting for Spooky Pookies Halloween to be back in stock and much more. The library is a great place for our town, but it could definitely use an update. I'd like to share besides my own experiences just some ideas and thoughts about libraries. Libraries are portals to the world's knowledge; they make sure that knowledge continues to be recorded and saved for the future. As technology changed, I had a massive cd collection, I spent hundreds and probably thousands of dollars as a teen, and CDs went out the window but libraries they don't have a need to change as much as technology because they're founded in books, books are here to last books can last thousands of years books are a great investment not just economically but socially for your society. They're very cost-effective because the very principle of it is you have a book that's then shared amongst other people you only need to buy it once and it can be shared amongst the whole society.
They're green for the same reason because these things are shared amongst people. They offer services and products that level the intellectual playing field meaning that not everyone has access to high-speed internet not everyone has access to computers, but libraries give the less fortunate of our society places to go to access these things that also applies for people that are trying to start their own small business. Libraries offer resources for small business owners and that boosts up your city's economy, studies have shown that the presence of libraries not only increase public happiness but education as the doctor was talking about literacy rates as well as the economy for building those small businesses. I greatly support funding of the public library; I think Yucaipa has done a great job of building up our community in my 36 years here. This building wasn't here I remember I was part of teen court, and I would be in a little pre-fab trailer at the old City Hall. Yucaipa has come a long way but I would love to see some funding go to our library to raise it up to the level that our town has been brought up to. Thank you for letting me speak, I appreciate it." David Couples — Resident of Yucaipa, City of Yucaipa — City Council Meeting
March 14, 2022
-121-
CI
Yucaipa Branch Library I Staff Assessment
March 2022
FACILITY
Condition of meeting rooms including furnishings
Original, some furniture updated in 2011
Main reading and collection areas
• carpet and paint replaced, some furniture replaced
Offices/Work areas
• original
Public Restrooms (Any upgrade/fully ADA compliant)
• original, ADA restrooms at the rear of the facility (staff must give public access)
OPERATIONS
Computer lab (how many computers, how old are the computers, what software do they use, do they have webcams, etc.)
• All computers in our libraries are replaced every four years, Yucaipa's computers are scheduled to be replaced in the 2022/23 fiscal year. There are 42 computers in the Branch (number includes public and staff). Our computers run on Windows, and currently do not offer webcams. 15 computers in the lab.
What public programs are offered (how could a new library facilitate more public programs)
• Programs offered range from children's storytime to adult literacy
FURNISHINGS
Condition of all furniture. (When was the last time furniture was purchased) • Was replaced in 2011
OFFICE EQUIPMENT, FAX EQUIPMENT, PRINTER/PHOTOCOPIERS, COMPUTERS Office Equipment, Fax Equipment, Printer/Photocopiers, Computers • All office PCs are replaced every 4 years. Printers are brand new. Photocopiers are leased and replaced as necessary.
Yucaipa Branch Library I Staff Assessment
March 2022 -122-
Desk
• Original, glass partitions are new
Materials (Book Collection and Public Access Computers) • There are currently a total of 29 public computers
• All Electronic Equipment in Library
Network Connectivity
• Current fiber speed is 50Mbps, will be upgraded to 1 GB for fiscal year 2022/23 Library Materials
Material Collection - 54,781
Security
Internal Security System
• Bay Alarm burglar alarm -no camera system
Yucaipa Branch Library I Staff Assessment
March 2022 -123-
Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Jennifer Shankland, Director of General Services/City Clerl5=' Greg Franklin, Director of Administrative Services F
FOR: City Council Meeting of November 23, 2009 (fit
SUBJECT: Completion of Needs Assessment and Facility Analysis for the San Bernardino County/Yucaipa Branch Library and Police Department facilities.
RECOMMENDATION:
That City Council conduct a Study Session and
1. Review the following reports:
a. Police Department Needs Assessment Study; and
b. Yucaipa Public Library Needs Assessment Study; and
c. Facility Assessment Yucaipa Sheriff's Facility and Branch Library; and
2. Direct staff, as appropriate.
BACKGROUND:
The 2007/08 Adopted Budget included a Service Level Option in the amount of $100,000 to assess the possibility of cost-effectively expanding/retrofitting the current police facility and exploring the options of such an expansion with the County. On March 23, 2009, the -City Council approved a Professional Services Agreement with Griffin Structures, Inc. (Griffin) in the amount of $57,530 to conduct the following services: Police Department Needs Assessment, Facility Analysis, Parking Analysis, Conceptual Facility/Site Plan and a Final Report, The Short -Term Capital Project Goals (0-2 Years), established by the City Council in February 2009, also identified the retrofit/expansion of the San Bernardino County/Yucaipa Branch Library as a priority. Due to the relationship in proximity, overall timing and the limited space available for parking for both facilities becoming evident as a result of the preliminary Police Department Needs Assessment, staff recommended and the City Council approved an amendment to the initial Professional Services Agreement with Griffin Structures, Inc., in an amount not to exceed $42,450, to conduct additional Needs Assessment and Facility Planning Services for the San Bernardino County/Yucaipa Branch Library.
—357—
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City Council Agenda Report
For the Meeting of November 23, 2009
Completion of Needs Assessment and Facility Analysis
It was recommended that a parallel analysis of both the police facility and library would be more effectively conducted by the same consultant with some components completed simultaneously (i.e.
Parking Analysis and Site Plan). The parallel analysis would also allow the City to evaluate whether or not the two expanded facilities/uses are even compatible in the same relative locations at the point of build out within the community.
Both the initial agreement and the amendment to the agreement were written so that the services are to be performed in phases, which provides the City with the flexibility to move forward with the next phase or to bypass a particular phase(s) and proceed directly to the Final Report, based upon findings and conclusions reached as a result of each phase.
The studies presented are intended to represent a master planned approval process to meeting the community's needs for police and library facilities over time. They do not include a recommendation at this time for preferred alternatives or a proposed schedule for proceeding with either a police station expansion or library expansion.
DISCUSSION:
Included with this agenda item are three separate reports: 1) Police Department Needs Assessment Study, 2) Yucaipa Public Library Needs Assessment Study, and 3) Facility Assessment - Yucaipa Sheriff's Facility and Branch Library. The intent of the Needs Assessments and the Facility Assessment is to identify and develop a series of long-range goals that will be utilized to develop facility needs guidelines based upon staffing projections for the future and evaluate the feasibility of rupgradin� the existing facility to meet a lon -term goal The conclusions contained in both of the attached Needs Assessments and Facility Assessment Reports are summarized as follows:
Police Department Needs Assessment Study
The study began with a review of the current population and growth projections for the City through 2040. The projection of the future need for officers was computed using the community established ratio of officers per capita, which is currently 0.6 officers per 1,000 residents.
County -based sheriff staff were separated out from the calculation and projected on the basis of growth projections for the County's population. The total number of positions was divided out by classification across the department. The results of the study reflect a total of 64 staff today (sworn and non -sworn), growing to 80 by 2030 and to 88 by 2040 (build -out). Allocations for offices and workstations were based on standards used in the design of City Hall; other room types were computed based on the functions and equipment required for each room. Detailed spreadsheets were prepared that listed the space needs by division and functional unit.
Based on available plans and on field measurements, the existing building is estimated to be approximately 13,273 gross sq. ft. Of this, 12,437 net sq. ft. is assignable to specific department uses, with the remainder in indoor mechanical rooms, corridors, shafts, and general building —353-
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City Council Agenda Report
For the Meeting of November 23, 2009
Completion of Needs Assessment and Facility Analysis
support elements. Space requirements are computed on an item by item basis and total up to 18,069 net sq. ft. of assignable space needed today (this compares to the 12,437 sq. ft. of actual space available). By the year 2030, the assignable space requirement is projected to be 19,723 net sq. ft.; and by the year 2040 the assignable space requirement is projected to be 20,471 net sq. ft. The total building requirement is larger based on adding in the mechanical spaces, major stairs and corridors, shafts, and general building elements, but this amount depends on how the City Council chooses to add on, relocate, or build the space needed. The total gross building space, expected to be approximately 24,813, would be worked out in the "Conceptual Facility/Site Plan" phase of the project.
Parking needs and site requirements were separately computed. Total stall requirements today are estimated at 77, based on the count of staff, allowance for an overlap at shift change, and assumptions about the number of visitors. By the year 2030, the total parking requirement is projected to be 96 stalls, and by 2040 the requirement is projected to be 106 stalls. In addition, there is a need for some shielded outdoor space for an emergency generator, trash bins, and other items, amounting to a total of about 800 sq. ft. (footprint area).
Library Needs Assessment Study
The Library Needs Assessment Study began with a review of the San Bernardino County Library Master Plan, completed in 2001. That study recommended that a new 24,787 sq. ft. facility be built to adequately address the space needs identified for the Yucaipa Branch Library.
V5
In order to assess the accuracy of the 2001 stu y, 1 space needs were computed based on comparing the Yucaipa Branch Library, to benchmark standards d experiences in similar cities within the County. Because the library is a public -use facility, the consultant has recommended fine-tuning the building allocation with a public outreach to library users and citizens, when and if the City chooses to move forward with a construction plan, The size of a public library is driven by the programs, materials, functions, and departments operating within it, and there is some latitude regarding how a City may choose to place emphasis in these areas. Three approaches to examining library needs were undertaken by the consultant, all of which ended up with nearly the same result. These were (1) comparing library space per capita for comparable cities, (2) examining the public libraries built in the County in recent years, as benchmark examples or prototypes by which Yucaipa may be compared, and (3) application of a computation model that results in allocating space to assumed volumes of books, numbers of seats, allowance for study rooms, and other possible areas in the Iibrary.
Approach (1) resulted in an average size of 0.37 sq. ft. of library building per capita for San Bernardino County (including all libraries, old and new), and an average of 0.57 sq. ft. per capita for all libraries in California communities of between 50,000 and 70,000 population. Square footage averages from other recently constructed libraries within the —359-
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City Council Agenda Report
For the Meeting of November 23, 2009
Completion of Needs Assessment and Facility Analysis
State of California were also computed. For the Yucaipa population in 2030, this amounts to libraries of 22,700 sq. ft. to 35,020 sq. ft. ➢ Approach (2) examined the four most recent comparable city libraries constructed (Apple Valley, Chino Hills, Hesperia, Highland), ranging in size from 20,000 sq. ft. to 28,800 sq. ft. Using those examples, the Yucaipa Branch Library is particularly deficient in computer terminals, the children's library, staff work areas, and general program areas, though all areas are deficient by the standard of those benchmark libraries. ➢ Approach (3) computed requirements based on assumptions of collections, seating, computer areas, children's program space, and other areas, resulting in an approximate need for 27,980 sq. ft.
The result is a recommendation for a "build -out" library of approximately 25,000 gross sq. fl, which is consistent with the 2001 County 'Library Master Plan. The consultant notes that a size in the range of 20,000 sq. ft. to 30,000 sq. ft. would be consistent with other communities in the County. For a 25,000 sq. ft. library, parking is computed by assuming one stall for 300 sq. ft., which is a commonly used standard. This results in a parking need of 84 stalls.
Facility Assessment Yucaipa Sheriff's Facilityand Branch Library On October 16, 2009 a physical assessment was conducted to determine the overall condition of the two buildings and related site facilities, needed improvements and infrastructure systems.
The purpose of this assessment was to evaluate the potential feasibility of renovating and modernizing the existing buildings and site facilities in order to meet long-term staffing needs and extend the facility's life expectancy. It is important to note that the current sheriffs facility does not meet current code requirements for essential services buildings. A new facility used for law enforcement operations is required to comply with essential services regulations. In addition, any expansion over 2,000 sq. ft. or major alteration generally triggers a requirement to bring the entire building up to current essential services building code compliance. Essential services regulations do not apply to a library facility.
With this assessment, preliminary costs for upgrading the facilities to meet Essential Services Buildings and California Building Code standards were identified and compared to the cost of new construction. Similarly, optimum design criteria gained from the opportunities inherent in new construction were compared to the criteria associated with the renovation of existing facilities. These evaluations provide the information necessary to identify the best overall development strategy for the master plan for both facilities.
In the Facility Assessment, there is a matrix which includes a series of options relative to the current facilities as well as options for new facilities. There are also map diagrams which illustrate the options as well as parking limitations for Council review and consideration. The consultants —360-
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City Council Agenda Report
For the Meeting of November 23, 2009
Completion of Needs Assessment and Facility Analysis
will be available during the Study Session to present the results of the Assessment, examine the methodologies employed and discuss the options available at this time, including the estimated costs associated with those options.
OPTIONS
As was stated earlier, the studies presented are intended to represent a master planned approval process to meeting the community's needs for police and library facilities over time. They do not include a recommendation at this time for preferred alternatives or a proposed schedule for proceeding with either a police station expansion or library expansion. However, based on the Needs Assessment Studies and the Facility Assessment, which includes a preliminary parking analysis, staff has identified the following options for Council consideration. Other options may come from the Study Session, as well.
1. Cease project. The Council may choose to cease the project at this point and no further analysis will be provided. No Final Report will be prepared.
2. Complete Final Report based on current studies and input received at the Study Session.
3. Determine to expand one or both of the facilities. Staff will proceed with Conceptual Site Plan and the Final Report.
a. Determine to renovate existing facilities and/or demolish and construct new facilities. Staff will proceed with Conceptual Site Plan and the Final Report. b. Determine that current site can accommodate both expanded police and library facilities with the understanding that parking may still be insufficient at buildout. Staff will proceed with Conceptual Site Plan and the Final Report. c. Determine that current site cannot accommodate both expanded police and library facilities and select one or the other for that location. Staff will proceed with the Conceptual Site Plan. This option will ultimately require the development of an additional site to relocate the facility not chosen for the current location. If an alternative site location can be determined, it is recommended that the consultant conduct a Conceptual Site Plan for that location as well. A Conceptual Site Plan is currently included in the Scope of Services in the Professional Services Agreement with Griffin Structures, Inc. for both facilities.
Conceptual Facility Site Plan
Depending upon the results of the Study Session, the project may be deemed complete or staff may be directed to proceed to the Conceptual Facility Site Plan or the Final Report. The Consultant shall prepare a conceptual plan with floor plans for all proposed site and facility improvements based on the findings and design criteria established in the Needs Assessment Study, Facility Analysis, and Parking Analysis. Conceptual plans shall provide enough detail to validate the option selected by Council, as outlined in the Facility Assessment report. Conceptual plans shall consist —361-
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City Council Agenda Report
For the Meeting of November 23, 2009
Completion of Needs Assessment and Facility Analysis
of, but may not be limited to the following:
1. Site Plan
2. Facility Layout Plan
3. Preliminary Elevations
4. Refined Cost Estimates
FISCAL MPACT:
The total cost of the Needs Assessment Studies and the Facility Assessment for both the Police Facility and Yucaipa Branch Library is $99,980. No additional costs are anticipated at this time.
The estimated costs associated with the renovation, modernization and/or new construction of the facilities have not yet been included in the City's Adopted Budget to date and the sources of funds needed to satisfy either renovation and/or new construction have not been identified. If Council elects to proceed with expansion or new construction of the police and/or library facilities, staff will explore various potential funding sources, which may include a partnership with the County, Community College District (library only), other financial partners, community based funding (library only) or grant opportunities. Staff has had some discussion with representatives from Crafton Hills College relative to a potential joint use of a portion of the new library currently under construction on the campus of the College.
Expansion of the Police Facility was included in the Development Impact Fee (DIF) calculation for Public Facilities Fees after Council approved a Needs Assessment as a Service Level Option in the Fiscal Year 2007-08 Budget and increased in the 2009 DIF calculation based on the recommendations included in these studies. A library expansion has yet to be included in the DIF program, pending the results of this process.
CONCLUSION:
Griffin Structures, Inc. has concluded Phases I and 11 of the Needs Assessment Study and Facility Planning for both the Police Facility and Yucaipa Branch Library. It is recommended that the City, Council conduct a Study Session in order to review the results of the studies and direct staff, as appropriate.
Attachments: Police Department Needs Assessment Study
Library Needs Assessment Study
Facility Assessment Yucaipa Sheriffs Facility and Branch Library (Documents will be available under separate cover and will be available for review at City Hall.) Approved by:
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Agenda Item No.__.__
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Jennifer Sharkland, Director of General Services/City Clerk Greg Franklin, Director of Administrative Service
FOR: City Council Meeting of May 10, 2010
SUBJECT: Final Report —Needs Assessment and Conceptual Site Analysis for the San Bernardino County/Yucaipa Branch Library and Police Department facilities.
RECOTMMNDATION:
That City Council receive and approve the Final Report, Yucaipa Police and Public Library Needs Assessment and Conceptual Site Analysis, and
1. Make the determination to proceed with, or delay, either one or both of the projects;
2. Identify and select the appropriate Alternate for each facility, as appropriate and;
3. Direct staff to:
a. Proceed with County representatives to develop and finalize arrangements for the appropriate tenancy requirements and/or property ownership relative to the subject property and;
b. Identify current and available funding sources and search for additional resources for the construction of the facilities, as appropriate, and; c. Develop a 2010-2011 Service Level Option to initiate the design, as appropriate.
BACKGROUND:
On November 23, 2009, the City Council conducted a Study Session to review: a) the Police Department Needs Assessment Study, b) the Yucaipa Public Library Needs Assessment Study and c) the Facility Assessment, Yucaipa ShcrifPs Facility and Branch Library. After discussion, it was Council consensus for staff to initiate preliminary discussions with San Bernardino County in conjunction with the alternatives analysis focused on beeping both the library and the police facility as part of the Civic Center before moving forward with a Site Plan Analysis and Final Report for both the sheriff and library facilities. Staff has initiated discussions with County representatives relative to the future of these projects and those preliminary discussions have reflected favorably toward proceeding with concluding the Final Report. In addition, staff was directed to include an analysis of the feasibility of utilizing property located north of the drainage channel, which is north of the existing library site and the property along the northeast comer of Yucaipa Boulevard and 6 h —27-
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City Council Agenda Report
For the Meeting of May 10, 2010
Completion of Needs Assessment and Facility Analysis
Street in the alternatives analysis.
As summarized in the Final Report, the entire scope of this project was divided into five phases.
These phases include:
1. Needs Assessment This included an analysis of the quantitative and functional space requirements for the Police Department and for the Library, projected over a 30 year span, using five year incremental benchmarks. In addition, this assessment, utilizing a standardized approach to space needs computation, determfin:ed the r equireme,nts for parking for staff and visitors, as well as spatial relationships and consideration of building efficiencies to determine the gross building square footage required to effectively operate.
2. Facility .Analysis —This phase included an assessment of the existing building conditions for both the Police Department and Library facilities. Engineers reviewed codes and systems and evaluated the feasibility of expanding or modifying the existing buildings.
3. Parking Analysis --The parking analysis examined each building site area as to its capacity and functional suitability for parking the required number of vehicles as determined in the needs assessment.
4. Conceptual Facility and Site Plan --The site study plans developed as part of the Parking Analysis were extended into various options, and cost estimates associated with each of the alternatives were prepared.
5. Final Report After careful review by the City, a final set of alternative approaches were approved for elaboration in the Final Report. The Final Report also includes summarized information on the results of each phase. Representatives from Griffin Structures, Inc. (Griffin) will be available to present the results of the Final Report to the City Council.
DISCUSSION:
The purpose of this agenda item is threefold: 1) to receive and• approve the overall Needs Assessment, and 2) to select the preferred alternatives for the Police Station and the Library, as appropriate, and 3) to make a determination to proceed, or not proceed, with the development of a project(s) for inclusion in the Capital Improvement Program. If the Council chooses to put one, or both, of these projects on hold, then the Final Report may be archived until such time as Council determines that it is appropriate to be reintroduced. It is estimated that the Final Report will remain relevant for several years, relative to staffing and space need projections, but cost estimates may need to be updated depending upon the length of delay. The Final Report does include an estimate in the amount of 2% for market escalation for a delay of no more than 18 months.
The Final Report identifies four development alternatives for the Police Station. It was determined at the previous Council Study Session that remodeling or expanding the current facility is not a viable option. As a result, each of the four alternatives assumes the construction of a new facility.
These four alternatives include: - -
_2$_
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City Council Agenda Report
For the Meeting of May 10, 2010
Completion of Needs Assessment and Facility Analysis
1. Alternate PD-N 1—Replacing the current facility with a new station at the existing site.
This includes an estimate for interim occupancy costs, for the temporary relocation of the operation during construction.
Estimated cost--$13,212,474
2. Alternate PD-N2—Building a new Police Station at the site of the existing Library. This includes an estimate for interim occupancy costs to temporarily relocate the Library and would require selecting a corresponding alto laLLve for the Library, as wc-11.
Estimated cost--$12,515,334 (This does not include the cost of a permanent Library solution)
Alternate PD-N3—Constructing a new Police Station at the northeast end of the Civic Center, north of the drainage channel along 5`h Street.
Estimated cost--$12,840,856
4. Alternate PD-N4—Constructing a new Police Station at the West Civic Center site, located at the northeast comer of Yucaipa Boulevard and 6"' Street.
Estimated cost--$12,692,645
Representatives from the Sheriff's Department have been integrally involved throughout the Needs Assessment process. Members of their staff participated in interviews and played a key role in assisting the consultants in understanding the overall operational issues facing the Department Attachment A is an interoffice memorandum from Captain Lee Hamblin outlining his perspective relative to the results of the site alternates included in the Final Report.
The Final Report includes four development alternatives for the Library. These include:
1. Alternate LIB -AI —Expanding the current facility to the west and limited renovation of the existing structure. This option assumes that the current facility has remaining life and can continue to be used into the future. This alternative proposes to construct a new facility adjacent to the current facility in order to provide sufficient square footage, when added to the existing building, to meet the demands as determined in the Needs Assessment in the short term. This alternative is proposed with the understanding that it be designed and built so that it may be connected to the existing structure as well as a new facility at such time as it is determined the original facility should be replaced. The new building would be designed with technical and system requirements to accommodate the ultimate replacement of the original facility, in terms of HVAC, electrical, plumbing, and cabling, as appropriate.
Estimated cost--$6,631,431
2. Alternate LIB -NI ---Constructing new Library at existing Library site. This option includes some interim occupancy costs associated with temporarily relocating operations during _29_
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City Council Agenda Report
For the Meeting of May 10, 2010
Completion of Needs Assessment and Facility Analysis
construction.
Estimated cost--$11,574,271
3. Alternate LIB-N2—Constructing new Library at the northeast end of the Civic Center, north of the drainage channel along 5'' Street.
Estimated cost--$11,335,664
4. .Alternate LIB-N3 & LIB-N4--These options both involve constructing a new Library at the West Chic Center site, located at the northeast corner of Yucaipa Boulevard and 6''h Street. They vary only in configuration on the site.
Estimated cast--$11,203,054
Similar to the Police Station, representatives from the San Bernardino County Library played a key role in developing the data relative to the Library portion of the Needs Assessment. Their staff also participated in interviews and site visits. Attachment B is an interoffice memorandum from San Bernardino County Librarian Ed Kiesczykkowski outlining his perspective relative to the results of the site alternates included in the Final Report.
FISCAL IMPACT:
The estimated costs of constructing either a new Police Station or a new/expanded Library are outlined in the staff report and the Final Report. Presently, no resources have been identified or allocated for either facility, with the exception of the costs associated with conducting the Needs Assessment. As a result, realistic construction schedules will be subject to the appropriate identification of fiords. If Council elects to proceed with expansion or new construction of the police and/or library facilities, staff will aggressively explore various potential funding sources, which may include a partnership with the County and other financial partners, community based funding (library only) and/or grant opportunities.
Council may choose to initiate design of one or both of the facilities. If Council chooses to initiate design, staff will return with the Draft Budget to include a Service Level Option for Council consideration.
CONCLUSION:
Griffin Structures, Inc. has concluded the Conceptual Site Analysis and Final Report of the Needs Assessment for both the Police Facility and Yucaipa Branch Library. At the conclusion of the presentation by Griffin Structures, Inc., it will be requested of Council to approve the Final Report; identify and select the appropriate Alternate for each facility; make a determination to proceed with, or delay, either one or both of the projects, as appropriate; and to direct staff to proceed with negotiations with the County relative to property ownership. —30-
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City Council Agenda Report
For the Meeting of May 10, 2010
Completion of Needs Assessment and Facility Analysis
Attachments: Attachment A —Memo from San Bernardino County Sheriffs Captain Lee Hamblin Attachment B—Memo from San Bernardino County Librarian Ed Kieczykowski Approved by:
Under Separate Cover —Final Report, Yucaipa Police and Public Library Needs Assessment and Conceptual Site Analysis
Police Department Needs Assessment Study, Yucaipa Public Library Needs Assessment Study and F-cility Assessment, Yucaipa Sl:eriM. Facility aTtil Burtch Library and the Final Report documents are available for review at the Office of the City Clerk
—31-
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STATE CAPITOL
P.O. BOX 942849
SACRAMENTO, CA 94249-0042
(916)319-2042
FAX (916) 319-21 e2
March 10, 2022
Dear Building Forward Team;
*%rMh1V
Sra?8
lJ b
CHAD MAYES
ASSEMBLYMEMBER FORTY-SECOND DISTRICT
DISTRICT OFFICE
41608 INDIAN TRAIL, SUITE 1
RANCHO MIRAGE, CA 92270
(760)346-6342
FAX (760) 346-6506
The City of Yucaipa, in partnership with the Yucaipa-Calimesa Joint Unified School District (YCJUSD) and the County of San Bernardino, are eagerly pursuing the California State Library:
Building Forward Infrastructure Program. This critical infrastructure program is once in a life -time opportunity that will help further the success of library projects throughout the State of California.
As discussed in the City's grant application, the Yucaipa Branch Library is an ideal 'Life Safety' & 'Critical Maintenance and Critical Infrastructure' project as defined in the final application guidelines. Not only does the current facility, built in 1969, lack the materials, resources and amenities needed to support the 150,000 annual patrons that utilize the Library, but the building lacks the critical safety infrastructure of more modern libraries, such as a fire suppression system, emergency communication system, security system, inclusive access, seismic retrofitting and so much more.
If awarded, the new library will not only be a facility that is an accessible safe space, but it will also be a center piece for the community that will enhance and enrich the quality of life and educational opportunities for the residents of Yucaipa and the surrounding communities and 1 respectfully request that the Building Forward team review and fund this excellent project. Thank you for your time and consideration.
Sincerely,
CHAD MAYES
ASSEMBLYMAN, 42No District
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Printed on Recycled Paper
County of San Bernardino
ROWE
THIRD DISTRICT SUPERVISOR
California State Library
Building Forward Library Infrastructure Program
900 N Street
Sacramento, CA 95814-4869
RE: City of Yucaipa Building Forward Infrastructure Program Dear Building Forward Team,
As the Third District Supervisor for the County of San Bernardino, I write this letter in support of the City of Yucaipa's application for the Building Forward Infrastructure Grant Program. The City of Yucaipa, in partnership with the Yucaipa-Calimesa Joint Unified School District (YCJUSD) and the County of San Bernardino, are eagerly pursuing the California State Library: Building Forward Infrastructure Program. This critical infrastructure program is a once in a life -time opportunity that will help further the success of library projects throughout the State of California.
As discussed in the City's grant application, the Yucaipa Branch Library is an ideal `Life Safety' & `Critical Maintenance and Critical Infrastructure' project as defined in the final application guidelines. Not only does the current facility, built in 1969, lack the materials, resources and amenities needed to support the 150,000 annual patrons that utilize the library, but the building lacks the critical safety infrastructure of more modern libraries, such as a fire suppression system, emergency communication system, security system, inclusive access, seismic retrofitting and so much more.
If awarded, the new library will not only be a facility that is an accessible safe space, but it will also be a center piece for the community that will enhance and enrich the quality of life and educational opportunities for the residents of Yucaipa and the surrounding communities. I would respectfully request that the Building Forward team review and fund this excellent project. If you need further information, please feel free to contact my office at 909.387.4855.
Sincerely,
Dawn Rowe
Third District Supervisor
San Bernardino County
CAPITOL OFFICE
1021 O STREET
SUITE 7220
SACRAMENTO CA 95814
.916,651-4023
DISTRICT OFFICE
1758 ORANGE TREE LANE
SUITE B
REDLANDS CA 92374
,9091335 0271
;ENAT )R OCHOABOGHI+'SENATE CA GOV
WIN, ( SEN CA GOV;OCHOABOGH
March 16, 2022
%Laliforni x *fate �5enatr
SENATOR
ROSILICIE OCHOA BOGH
TWENTY THIRD SENATE DISTRICT
o tiF.N
California State Library
Building Forward Library Infrastructure Program
900 N Street
Sacramento, CA 95814-4869
COMMITTEES
BANKING & FINANCIAL INSTITUTIONS
LICE CHAIR
BUDGET
BUSINESS PROFESSIONS
& ECONOMIC DEVELOPMENT
EDUCATION
VICE CHAIR
HOUSING
LABOR PUBLIC EMPLOYMENT
& RETIREMENT
VICE CHAIR
PUBLIC SAFETY
VICE CHAIR
SUBJECT: City of Yucaipa Support Letter — Building Forward Library Infrastructure Program
Dear Building Forward Team:
I write this letter in strong support of the City of Yucaipa's grant application to the Building Forward Library Infrastructure Program, which is in partnership with the Yucaipa-Calimesa Joint Unified School District (YCJUSD) and the County of San Bernardino. This critical infrastructure program is a once in a lifetime opportunity that will help further the success of library projects throughout the state of California.
The Yucaipa Branch Library is an ideal `Life Safety' & `Critical Maintenance and Critical Infrastructure' project. Not only does the current facility, built in 1969, lack the materials, resources and amenities needed to support the 150,000 annual patrons that utilize the library, but the building also lacks the critical safety infrastructure of more modern libraries, such as a fire suppression system, emergency communication system, security system, inclusive access, seismic retrofitting and so much more. The new library would not only be a facility that is an accessible safe space, but it would also be a centerpiece for the community that will enhance and enrich the quality of life and educational opportunities for the residents of Yucaipa and the surrounding communities.
I fully support the efforts of the City of Yucaipa in seeking funding for this critical infrastructure project. If you have any questions or concerns, please do not hesitate to contact my Capitol Office at (916) 651-4023.
Sincerely,
ROSILICIE OCHOA BOGH
Senator, 23`a District
-137-
JAY OBERNOLTE
COMMITTEE ON SCIENCE, SPACE,
AND TECHNOLOGY
INVESTIGAIMNS AND OVEnsman. RANKtND
MEMBER
COMMITTEE ON NATURAL
RESOURCES
)NOMENOUS PEOPLES OF THE UNITED STAIES
NATIONAL PARKS, FORESTS, AND PUBLIC LANDS
COMMITTEE ON THE BUDGET
March 16, 2022
Congregg of tig Zlnitea *tate5
�)0115r of rArprr5e11tat1br5
Mr. Greg Lucas
State Librarian
California State Library
P.O. Box 942837
Sacramento, CA 94237-0001
Dear Mr. Lucas:
WASHIN1,iON. Ol 11 Fn E
1029 L,INGWURTH HIA,st 0,,Yt B..(A%.
W.s..N .TON. DC 20515
TFLEPHONE 12021225-5NI
DISTRit 1 OFHLE
9700 SE VENTH AvE . $UHE 20'.
Hk SPFAIA, CA 92345
TELENwNF ,760)247 1815
F 1 A 1 v1A WE45.1E
hnp +oheNlotle house Gov
I am writing to express my support the City of Yucaipa's application for funding under the California State Library: Building Forward Infrastructure Program. The City's partnership with the Yucaipa-Calimesa Joint Unified School District (YCJUSD) and the County of San Bernardino for this critical infrastructure program is once in a life -time opportunity that will help my constituents in California's 8t' Congressional District.
The Yucaipa Branch Library is an ideal `Life Safety' & `Critical Maintenance and Critical Infrastructure' project. Not only does the current facility —built in 1969—lack the materials, resources and amenities needed to support the 150,000 annual patrons, but the building lacks the critical safety infrastructure of more modern libraries, such as a fire suppression system, emergency communication system, security system, inclusive access, and seismic retrofitting.
If awarded, the new library will not only be an accessible safe space, but it will also be a center piece for the community that will enhance and enrich the quality of life and educational opportunities for the residents of Yucaipa and the surrounding communities. I request full and fair consideration of the City's Building Forward Infrastructure Program application.
Signed,
J Y OBERNOLTE
ndessman, California's 8 h District
-138-