State Aid for Library Construction Program @MHLS

The State Aid for Public Library Construction Grant Program for our region is administered through the Mid-Hudson Library System.  To learn more about this program please visit the New York State Division of Library Development’s web site.


  • To get ready for the next round of grant funds:
    • Update (or create) your library’s board approved, prioritized facility plan. (Need help getting started? Check out this sample outline for a facility plan from MHLS)
    • Directors will be sent a 2019 Construction Needs/Intent to Apply Action Memo from MHLS via the MHLS-Notices list. Completion of this is the required first step for eligibility in MHLS.
    • Register for a NYS Directory Service Account (necessary to access the online application)
    • FEIN and SED Vendor Number: In order for a public library to apply for funding from the NY State Library’s Public Library Construction Grant Program, the library must have its own FEIN number, which will enable the library to receive a NY State Education Department vendor number.  A public library must be assigned a vendor number in order to receive construction grant funds.
      • No FEIN? You will need to apply for one from the IRS.
      • No NY State Education vendor number? Barbara Massago in the NY State Library’s Division of Library Development will help the library complete the process for receiving an SED vendor ID number. She can be contacted at or by calling (518) 486-4885.



MHLS-Specific Information


  • Construction Needs/Intent to Apply MHLS Action Memo (mandatory “1st step” to apply)

    • Memo was sent to directors on April 6, 2018 and was due on May 25, 2018.
  • 2018 MHLS Board Priorities for Funding: To be considered for funding a project must:
    1. Meet eligibility requirements as defined in NYCRR Title 8 – Education §90.12
    2. Be part of the library’s board approved, prioritized facility plan [Sample Facility Plan Outline] which is reported to MHLS through the Construction Needs Action Memo issued annually in April. If a library is breaking a large project into phases this must be itemized with a timeline within the facility plan, and
    3. Provide for at least one of the following outcomes (points are awarded for each outcome the project addresses, so, the more the better!):
      • An increase in services through an increase in usable public space or increased staff efficiencies (e.g., new buildings, additions to current buildings, renovation of existing areas for new uses); and/or
      • An increase in access (e.g., compliance with the Americans with Disabilities Act (ADA); improved broadband; optimization of a space to bring in a new or underserved population; creation of climate controlled space to ensure access to historically relevant materials); and/or
      • Energy conservation in the context of a professional’s recommendations or with an historic preservation element. For the purposes of the MHLS board’s ranking, a “professional’s recommendation” will, at least, include the results of a Level 2 ASHRAE Energy Audit that has been conducted within the past five years. Libraries are expected to comply with the ENERGY STAR standards detailed in the MHLS ‘Useful life energy conservation standardsfor the purposes of this grant; and/or
      • Disaster recovery in the context of a substantial loss of access to library services due to a low probability-high consequence event(s) (e.g., fire, flood). This will apply to libraries: (1) located within a declared state or federal disaster area, or (2) not located within a declared disaster area if sufficient evidence documents a low probability-high consequence event resulted in substantial loss of access to library services. Within the grant narrative the library must adequately describe: a) length of forewarning; b) magnitude of impact; and c) duration of impact, meaning lack of access by the public to library services; and/or
      • Leadership in sustainable design in the context of pursuit of certification through the Leadership in Energy and Environmental Design program (LEED); Green Globes; Living Building Challenge; Energy Star; Net Zero Energy Building Certification and/or Passive House.


  • MHLS definition for an “economically disadvantaged community”:
  1. a political subdivision within which 15 percent or more of the population is living in poverty as shown on the latest federal census; or
  2. a public school district within which the percentage of student enrollment that is eligible for free and reduced lunch under the national school lunch program is 40 percent or more for at least one month during the twelve months prior to the date of filing of the grant application; or
  3. a political subdivision as described in #1 within which 10 percent or more of the population is living in poverty and a public school district as described in #2 within which the percentage of student enrollment that is eligible for free and reduced lunch under the national school lunch program is 30 percent or more.



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