Low Cost Space Planning and Remodeling Instructor: Linda Demmers [email protected]

An Infopeople Workshop Winter/Spring 2009

This Workshop Is Brought to You by the Infopeople Project Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis. For a complete list of workshops, and for other information about the project, go to the Infopeople website at infopeople.org.

Workshop Agenda • Introductions and overview • Space planning 101 • Scheduling and budgeting • Special topics • Case studies • Quick fixes and basics

What do you want to fix?

The problem with my library is…..

Images • Shelving • Infrastructure • Décor • Staff workspaces • Deferred maintenance • Lighting • Special spaces

Why Remodel?

• Intermediate solution • Immediate solution • Building has “good bones” • 25% rule • Building is fairly new • Use is down • Budget is down • Staffing cuts • Added services • Added collections

Getting Started

Information Gathering • Stack capacity & planned collection size • Use data • Plan of service • Furniture inventory • Facility analysis – Code analysis – Maintenance history

What do you want to add?

How much space does it need?

Space Planning Simplified Furniture, Equipment and Shelving occupy assignable space -- Space for the footprint of the object and enough area around it to use it.

Basic Building Blocks

Item

Table for four Lounge chair Copier/printer Story time per child Meeting room per adult Study carrel Service desk per station Self check Computer station

Square feet required

100 35 50 8 10 – 12 35 50 35 - 40 35

Determining Square Footage • Table - for a 4 X 6 ft table – 3 ft behind chairs – 2 feet by side of table Total - 10 X 10 = 100 sq feet • Single Faced Shelving 1 X 3 ft shelf plus 3 feet of aisle in front Total - 3 X 4 = 12 sq ft • Double Faced Shelving 2 X 3 ft shelf plus 1 ½ feet of aisle front and back, plus room for a side aisle Total = 18 sq ft

Simplified Collection Planning • Fiction & non-fiction on 90”h shelving – divide # of volumes by 15 to get square feet • Children’s volumes on 60” shelving – divide # of volumes by 20 to get square feet • Picture books on 45”h shelving – divide # of volumes by 20 to get square feet • Current magazines, face-out – One title per square foot

Planning for Collections 1. Identify number of volumes 2. Select type of shelving 3. Capacity per shelving unit for this type of volume/media item 4. Calculate the # of units required 5. Multiply # of units by square feet per section

Exercise 1 Simple Space Needs Calculations

Finding Space

You’re Sitting on a Gold Mine… 10,000 square foot branch library Good location Ample parking

Value in 2009 dollars: $8,000,000

Costs to House Your Program Replacement value of space for one mystery novel Building construction: Plus the fees: Plus the stacks: Plus the land value: $30.00

$33.00

$35.08

$37.00

Replacement value of space for one vertical file cabinet (15 to 18 square feet) Building construction: Plus the fees: Plus the F & E: Plus the land value: $6,000 $6,600 $7,600 $9,100

Analyze Existing Space Use • Is it being used efficiently?

• Are you getting a good return for your space/money?

• Where can you find space?

• How much space do you have?

Maximizing Use of Space: Collections • Longer ranges • Fewer aisles • Higher stacks • Narrower aisles • Compact shelving • Adding shelves to uprights

Housing Collections 9,000 volumes 9,000 volumes 9,000 volumes 9,000 volumes 45”h units Short ranges 45”h units Long ranges 45”h units 90”h units 90”h units 72 sections 72 sections 25 sections 25 sections 36 sections 2,200 SF 1,584 SF 1,080 SF 504 SF

Something’s Got to Give • Review plan of service • Review output measures – circulation/turnover rate – general attendance/headcounts – program attendance • What isn’t paying its way?

Trading off: Space Equivalents • 1 technology workstation = 672 volumes • 1 vertical file = 336 print volumes • 1 lounge chair = 1 technology workstation • 1 table for 4 = 1,344 print volumes

The Ultimate Space Saver…..

…..

Get rid of it!

• Telephone books • Spinners • Reference materials available on-line • Multiple copies of books • Shelf sitters • Tax forms • Service desks

Other Space Saving Options

Brainstorming • Explore all options • There are no bad ideas • Nothing is impossible – Yet

Evaluating Possibilities • Location and adjacencies • Floor load • Light & lighting • Security • HVAC • Accessibility • Technology infrastructure

1/16 1/8 1/4 1/2 Architectural Scale

Exercise 2 Measuring the Plans

The Nitty Gritty

What’s Low Cost?

• Paint • Carpet • Minimal lighting • Signage and graphics • Minor construction • Furniture • Minimal casework

What’s not Low Cost?

• HVAC • Major renovation • Structural upgrade • Roofing • Adding windows • Plumbing • Major landscaping

Remodeling Timeline • Needs assessment or problem statement • Space needs analysis • Prepare budget and schedule • Engage architect or designer • Relocate or plan survival strategy • Order furniture and equipment

Scheduling • Planning 6 to 9 months • Hire architect 2 to 3 months • Construction 3 to 9 months • Move-in 4 to 6 weeks • Lead times – Furniture – Shelving – Signage 4 to 6 months 4 to 6 months 4 to 6 months

To Move or Not to Move

• Cost implications • Furniture and equipment issues • Staff issues • Living in a renovation • Alternate locations

Library Service During A Remodel • Close your doors – refer to neighboring library • Lease space • Live with it – open with limited service • Bookmobile service • Temporary facility

Temporary Locations • ADA compliance • Lighting • Fire and life safety • Signage • Rest rooms • Electrical • Telecommunications • Security system

During the Remodel • Be diligent – job walks and job meetings – Answer RFIs and submittals • Order furniture • Order technology • Community public relations

Managing the Moves •

Collection moves

–

rent book trucks

–

approximately $.25 to $.50 per book with movers

–

purchase cartons $2.00 and up

•

20 inch cubes, 30 inch cubes

Furniture and Equipment Delivery • Deliver and install • Unpack or uncrate • Set in place • Level and gang together • Wipe off • Touch up • Wire lamps and shorten cords • Remove debris

Taking Occupancy • Signage, graphics & art work • Floor plans, maps & publications • Staff orientation • Training in use of new equipment • Installation & testing of technology • Punch list • Cleaning (!)

Project Pitfalls and Red Flags

• Code compliance • Unrealistic budget • HVAC • Hazardous materials • Historic preservation issues • Unrealistic schedule

Special Topics

Learning from Retail • Branding and welcoming • Location and visibility • Signage and way finding • Setting up the store • Merchandising • Conversion

Special Topics: Images • Branding and Welcoming • Visibility • Signage

Color Contrast

Black on yellow Yellow on black White on blue Yellow on blue Green on white

Signage: Best Practices • Well positioned • Easily read while moving fast • Clear, no jargon • Gets customers’ attention • Don’t tell them too much

Customer’s Perspective • I’m in motion • I’m on the way in • I don’t have time to read all of these words • I don’t understand your language • Why are they all so negative?

Our Secret Language • Magazines • Periodicals • Journals • Serials • Periodical literature • Current periodicals • Back issues • Bound journals

EBSCO HOST

Accentuate the Positive • Out of Order • Closed • No food or drink • Please do not reshelve • Quiet Please • No cell phones • No smoking • No children • Children only • NO NO NO NO NO

What Happened to Welcome?

Wicomico Library, MD

Low Cost Signage

Merchandising: Setting up the Store • The zone • Butt brush • Maximizing exposure • Conversion

The Zone ( aka the Speed Bump or Landing Strip) • No man’s land • Change in light • Speed of entry • I’m not lost yet!

• I’m on a mission, wait until I’m finished • Traffic jams

San Rafael Library

Butt Brush

Conversion: Turning Browsers into Buyers • Exposure to merchandise • Longer visits • Impulse buys • Display • Interception

If you’re moving things around anyway… Maximize merchandising opportunities

Extending the Stay The longer a shopper stays in the store, the more they will buy. How comfortable is your store?

Customer Service Assessment • Does your library make customers feel welcome?

• Is the building easy to navigate?

• Is the signage clear and jargon free?

• Is the building, furniture, and temperature comfortable?

• Is the building clean?

What the Customer Wants • What everyone else wants • Something special • The latest and greatest • What do you recommend?

• Show me something new

Green Remodeling

What is a Green Building?

• Energy efficient • Recycled materials • Renewable or certified materials • Personal health and comfort • Little impact on natural environment • Recyclable at the end of its life

Environmentally Friendly Remodel • Install carpet made from post consumer recycled materials (up to 95%) • Lease carpet • Use linoleum not vinyl tiles (VCT) • Refurbish and reuse existing furniture • Specify non-toxic paints and glues • Specify non-toxic cleaning materials

Green Remodeling (Light) • Replace appliances with energy efficient models • Replace T12 lamps with T8 lamps • Relax heating and cooling requirements • Install automatic faucets to save water • Install window film

Green Remodeling (Moderate) • Plant drought resistant plants • Install new light fixtures with T5HO bulbs • Rewire light fixtures for bi-level switching • Install low flow toilets • Waterless urinals • Double glaze windows

Take Back Programs

Santa Monica Public Library

Buy Green Furniture

Exercise #3 Adopt an Idea

Quick Fixes, Case Studies and Basics

Low Cost Improvements • Paint • Whimsy • Graphics • New signage • Selective carpet replacement • Furniture repair or selective replacement

“A Little Lipstick on the Pig” Don’t be afraid of color

Rochester Hills, Michigan Library Low Low Low Really Low Cost Remodel Youth Services and Teen Area

Youth Services Remodel

Total Cost Paint Magnet ovals & adhesive Lettering $499 $280 $242 Total $1,021 6 days of maintenance man’s time

Teen Area Remodel

Rancho Cucamonga Archibald Library Head-to-Toe Makeover

Anaheim Central Library Children’s Library Focused Remodel

Carpet

Rochester Hills, MI Library

Carpet • Carpet weight • Glue down • Multi-level loop • Recycled post consumer product • Environmental properties • Enhanced backing • Acoustical properties

Carpet Costs • Good quality carpet • Dismantling shelving $30 - 40 square yard $40 – 50 section • Reassembling shelving $40 – 50 section • Jacking up shelving without dismantling • Moving furniture and equipment

Service Desks Traditional Casework Desks: $800 - $1,000 per linear foot

Lighting

Lighting • Clean lenses and replace bulbs • Replace bulbs with energy efficient T5 & T8 • Add task lighting

Lighting Costs Task lighting $500 - $1,000 per fixture Up to $8.00 per square foot to replace all existing lighting

Ceiling • Create interest • Define areas • Hide bad light fixtures

City of Orange (former) Main Library Remodel

Pizzazz On a small budget

Great New Stuff Furniture & Shelving

End Panel Modifications • Collection signage • Calendars • Display shelves • Catalog station Retrofit existing end panel with slat wall: $200 - $300 each

Exterior Renovation

Exercise 4: Case Study