Code of Massachusetts Regulations
605 CMR - BOARD OF LIBRARY COMMISSIONERS
Title 605 CMR 6.00 - Library Improvement Program - Public Library Construction
Section 6.06 - Application Procedures

Universal Citation: 605 MA Code of Regs 605.6

Current through Register 1518, March 29, 2024

(1) For each application round, the Director will issue a Program Notice to all free public libraries in the Commonwealth.

(2) The Applicant must file a completed Letter of Intent form by the means indicated and by the date and time announced in the Program Notice.

(3) If an Applicant's Letter of Intent is substantially incomplete or either the project or the Applicant is not eligible under 605 CMR 6.05, the Applicant will be notified in writing at the earliest practicable date by the Director.

(4) Attendance at an application workshop by at least one library representative and at least one municipal official with responsibility for planning and/or financial decision making for capital projects is required as part of the application process.

(5) Application materials will be distributed at the workshops only to those municipalities that have filed a Letter of Intent that meets all requirements.

(6) Application Submittal Requirements for Small, Medium, and Large Tier Projects. The following are the minimum requirements necessary for consideration for acceptance into the planning and design phase for Small, Medium, and Large Tier projects:

(a) Applications must be received by the means indicated in the Program Notice for the grant round and by the date and time listed in the Program Notice, with all required elements complete and on forms prescribed by the Board. Late, incomplete, or nonconforming applications will be rejected.

(b) The Applicant must agree to all the assurances for the planning and design phase listed in 605 CMR 6.05(2)(c).

(c) Applications for the planning and design phase must include:
1. A copy of the Library Building Program, including:
a. a concise history of the library and the community;

b. community analysis with demographics and a 30 year population projection

c. the library's mission, values, and service roles;

d. previous and current facility and organizational planning efforts, if applicable, including strategic plan and/or master plan excerpts involving facility improvement goals;

e. description of the existing building;

f. analysis of current collections, services, and programs;

g. pertinent trends and statistics, including staffing and public use;

h. a Needs Assessment

i. site and exterior considerations;

j. area descriptions including primary services/functions, seating capacity, collection capacity, occupancy, furniture and equipment, architectural or other considerations, adjacencies, and net square footages; for shared building public library projects, area descriptions of any proposed shared spaces must be included;

k. preliminary total gross square footage figure based on all area descriptions and guidelines from the publications Library Space: A Planning Resource for Librarians and Building Blocks for Planning Functional Library Space and including at least 30% allowance for unassigned space;

l. energy-related goals for the library/community;

m. diversity, equity, and inclusion priorities for the new building and how this program addresses them;

n. special circumstances for the library and/or the community not included elsewhere in the building program;

o. requirements for:
i. sustainability

ii. accessibility

iii. security

iv. acoustics

v. data and telecommunications

vi. lighting and electrical

vii. furniture, fixtures and equipment

viii. ergonomics

ix. signage;

p. evidence of community engagement efforts in creating the Library Building Program;

q. photographs with descriptive captions (site, building exterior, building interior) of existing facility as well as potential new locations, as applicable.

2. An assessment of municipal finances, as mandated in the Program Notice for the grant round.

3. If considering renovating or restoring the existing library, a condition assessment of the facility prepared by a building science firm, registered engineer, or registered architect retained through adherence to all applicable procurement laws. Elements of the report include but are not limited to:
a. site and grounds - pavement, curbs, loading docks, walks, landscaping, irrigation, site drainage, exterior lighting, walls, fencing/railings, signage, and exterior amenities;

b. structural systems - Foundations and structural framing of walls, columns, intermediate floors, and roofs;

c. building envelope - Roofing systems, exterior finishes, stairs and steps, exterior doors, and windows;

d. interior building components - Interior finishes;

e. mechanical systems - Electrical, heating ventilation/ air conditioning, plumbing and conveyance systems;

f. regulatory compliance - Life safety, fire suppression systems, and general visual review of property compliance to the Americans with Disabilities Act (ADA).

4. A map showing existing and possible future library sites that meet the criteria in 605 CMR 6.02: Approved Site.

5. For joint public library projects, applications must also include:
a. the combined populations served by the communities to be used in the planning process;

b. an official Management Plan, agreed upon by the municipalities proposing the joint public library (See 605 CMR 6.02: Management Plan).

6. For shared building public library projects, applications must also include:
a. list of other departments to be housed in the shared building and a description of any overlap of services;

b. estimated proportion of building's net square footage dedicated to library services; c. estimated proportion of building's net square footage allocated to shared space the library can utilize;

d. an official Management Plan, agreed upon by the municipality and library (see 605 CMR 6.02: Management Plan).

7. Applicants may be asked to furnish additional information or documentation as required by the Board.

(7) Application Submittal Requirements for Small Population Public Library Projects. The following are the minimum requirements necessary for consideration for acceptance into the planning and design phase:

(a) Applications must be received by the means indicated and by the date and time listed in the Program Notice for the grant round, with all required elements complete and on forms prescribed by the Board. Late, incomplete, or nonconforming applications will be rejected.

(b) The Applicant must agree to all the assurances for the planning and design phase listed in 605 CMR 6.05(2)(c).

(c) Applications for the planning and design phase must include:
1. an overview of the library's facility, services, and past planning efforts as mandated in the Program Notice for the grant round.

2. a map showing existing and possible future library sites that meet the criteria in 605 CMR 6.02: Approved Site.

3. photographs with descriptive captions (site, building exterior, building interior) of existing facility, if applicable, as well as potential new locations.

4. an assessment of municipal finances, as mandated in the Program Notice for the grant round.

5. For joint public library projects, applications must also include:
a. the combined populations served by the communities to be used in the planning process;

b. an official Management Plan, agreed upon by the municipalities proposing the joint public library (see 605 CMR 6.02: Management Plan).

6. For shared building public library projects, applications must also include:
a. list of other departments to be housed in the shared building and a description of any overlap of services;

b. an official Management Plan, agreed upon by the municipality and library (see 605 CMR 6.02: Management Plan).

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