New York State Library

State Aid for Library Construction
Application Checklist

The following documents are required to be completed as part of the online State Aid for Library Construction program process and are submitted through the online portal except for the FS-10 form and the Payee Information form:

  • The online application form
  • Assurances Form PDF icon [103k] (submitted as a signed .PDF attachment)
  • The construction project narrative
  • Contractor quote documents (.PDF)
  • Coordinated Projects List of Libraries excel spreadsheet (Excel, 8.7k)
  • Certification of available funds to finance project (.PDF)
  • Certification of required minimum lease/legal agreement and project approval from building owner (if applicable) (signed .PDF)
  • Municipal Consent (for Site/Building Acquisition Projects only)
  • Office of Facilities Planning approval (If building is owned by a school district and project total cost is over $10,000) (signed .PDF); Additional information.
  • SHPO approval documentation (if applicable) (signed .PDF); *SEE: new online submission process*
  • Environmental Assessment Forms
    • Short Environmental Assessment Form (signed .PDF)
    • Full Environmental Assessment Form [if required] (signed .PDF)
  • Smart Growth Form PDF icon [84k] (signed .PDF)
  • FS-10 form (three [3] blank copies, signed in blue ink; no dollar amounts included). Library applicants submit three FS-10 Forms with original signatures in blue ink to their library system contact. Library systems submit all FS-10s to Julia Maxwell at the Division of Library Development, New York State Library. Please print the FS-10 forms from the online application.
  • Payee Information Form and Substitute Form W-9PDF icon [243k] (a signed, paper copy of the form is submitted to the library's appropriate library system)
    • In order to receive funds from the NYS Education Department, libraries must be entered on the SED vendor database, have been assigned a unique vendor ID number (not a number shared with the library's town or village) and have accurate payee information on record.
    • Each library must submit both a Payee and a W-9 form. Please complete these forms per the instructions on the forms.
    • NOTE: A substitute W-9 Form must be completed by all construction applicants, and it should be sent to your public library system, not directly to the State. The Payee Information Form is NOT submitted as a PDF attachment, but must be submitted with an original signature signed in blue ink to the library system, who will batch the payee forms from all approved applications and send them to Julia Maxwell at the Division of Library Development/New York State Library. Questions concerning the Payee Information Form should be directed to Julia Maxwell.
  • Photographs (scanned, labeled, and submitted through the online portal). All photos must be submitted in one (1) Word document or PDF.
  • Reduced Match
    • Review/Evaluation Form and Reduced Match Justification Form (available online as part of the construction application) -- This form is completed by library system staff. This form is required to be completed and submitted as part of the online application by library system staff for each public library deemed eligible by the library system for a reduced match requirement below 50%.
Last Updated: June 21, 2022