REPORT TO COUNCIL
SUBJECT
Title
Approve Budget Modification No.10 to Appropriate $105,540 of California Library Connect Grant Funds for CENIC Network Equipment Upgrades to Increase Internet Speed at the Sunnyvale Public Library
Report
GRANT SUMMARY
On November 29, 2023 the City was awarded grant funds in the amount of $105,540 to the Department of Library and Recreation Services (LRS) for CENIC network equipment upgrades.
Corporation for Education Network Initiatives in California (CENIC) is a public benefit corporation. Their goal to bring high-speed broadband to all California public libraries by connecting them to the California Research and Education Network (CalREN). CalREN is a high-capacity, 8,000-mile fiber-optic network designed to support more than 20 million users. CENIC has been supported by the California State Library since 2014. In addition to California public libraries, there are over 12,000 sites connecting to CENIC with members from scientific and cultural institutions, private colleges and universities, and research organizations.
The grant funds will be used to purchase equipment replacements for one router, two firewalls, and the first-year connection costs. The new equipment will allow for a bandwidth upgrade from 1 Gbps to 10 Gbps at the Sunnyvale Main Library. This will significantly increase the current internet speed. The upgrade will also benefit students and library users at the new Lakewood branch when it opens late in 2025. A partnership with local school districts, the upcoming Lakewood branch will provide library and broadband access to one of the few Bay Area communities without a public library within a 3-mile radius.
The faster internet connection will vastly improve community access to scholarly databases and electronic resources such as cloudLibrary, Hoopla and Kanopy. The faster internet connection will also support both virtual and in-person library programs that rely on high-speed streaming such as the biweekly ESL Conversation Group and the weekly technology program Get Connected. The Lakewood branch’s Makerspace and Creation Lab will also benefit from the upgraded internet speed supporting 3D printing, STEM programs, and patron-initiated content creation. In addition to the community benefits, the bandwidth upgrade will also support environmental sustainability by allowing staff to attend virtual conferences, trainings, and meetings. This will also allow staff to work more efficiently while supporting professional development.
The Library Division in LRS will be responsible for the management of the grant.
Granting Agency
California Library Connect (CLC).
In partnership with CENIC and the California State Library, CLC enables libraries and other institutions to access the CalREN network’s high-speed broadband services.
EXISTING POLICY
Council Policy 7.1.5 Donations, Contributions and Sponsorships:
The City Manager may apply for grants of any dollar amount but shall notify the Council when grants are being pursued. Council approval of a budget modification to appropriate grant monies is required before funds can be expended by staff. Such a budget modification shall include the use to which the grant would be placed; the objectives or goals of the City which will be achieved through use of the grant; the local match required, if any, plus the source of the local match; any increased cost to be locally funded upon termination of the grant; and the ability of the City to administer the grant. For grants under the amount of $5,000 that do not have any external reporting requirements or any local match requirement, Council approval of a budget modification is not required. The City Manager is authorized to accept and administratively appropriate the grant funds.
This grant does not meet all of the criteria to be administratively appropriated by the City Manager due to local match requirements and ongoing costs; therefore, a budget modification is required.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by affirmative votes of at least four members so as to authorize the transfer of unused balances appropriated for one purpose to another, or to appropriate available revenue not included in the budget.
The grant notification for this award was received two weeks before a signature was required to accept the funds, leaving no time to bring before the City Council prior to signing. The City Manager signed the grant agreement on December 27, 2023 to ensure the City was able to collect these funds to replace the outdated broadband infrastructure. This will ensure seamless connectivity for library internet/wifi access and to ensure the City will be able to provide the increased bandwidth (10G) access for the existing Library and new Lakewood Branch Library.
ENVIRONMENTAL REVIEW
This activity does not require environmental review because it can be seen with certainty that there is no possibility that it may have a significant effect on the environment. CEQA Guidelines Section 15061(b)(3).
FISCAL IMPACT
Funding Source
State Library of California through its California Library Connect Grant Funds for CENIC Network Equipment Upgrades
The cost for the project is $150,425, with the City responsible for $44,885 of costs, including a 2.5% cash match in order to receive the grant award of $105,540.
Required Local Match
Matching funds of $2,706 are required to accept the $105,540 grant award and will be funded from Library - Program 11900 (total grant project is $108,246 and the Library portion is $108,246*2.5% = $2,706). The other costs ($42,185) for firewalls, routers, etc. that are the City’s responsibility for this project are included in Project 830600 - Lakewood Branch Library Facility.
Increased Cost To City Upon Grant Termination
$36,240 is the estimated annual cost for equipment support, licenses, and maintenance and $906,000 over twenty years.
Ongoing costs as well as replacement costs will be incorporated into the FY 2024/25 Recommended Budget.
Budget Modification No.10 has been prepared to appropriate California Library Connect Grant funds in the amount of $105,540 for equipment replacements and first-year connection costs to a new project, CENIC Network Equipment Upgrades to Increase Internet Speed at the Sunnyvale Public Library, in the General Fund.
Budget Modification No. 10
FY 2024/25
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Revenue |
|
|
|
|
California Library Connect Grant |
$0 |
$105,540 |
$105,540 |
|
|
|
|
|
|
Expenditure |
|
|
|
|
New Project - CENIC Network Equipment Upgrades |
$ 0 |
$108,246 |
$108,246 |
|
Library - Program 11900 |
$10,857,401 |
($2,706) |
$10,854,695 |
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Approve Budget Modification No. 10 to appropriate California Library Connect Grant funds in the amount of $105,540 to a new project, CENIC Network Equipment Upgrades to Increase Internet Speed at the Sunnyvale Public Library.
Staff
Prepared by: Diana Castro, Supervising Librarian
Reviewed by: Garrett Kuramoto, Superintendent of Libraries
Reviewed by: Michelle Perera, Director, Library and Recreation Services
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Grant Award Letter
2. Grant Agreement