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05/19/1997 - Special . '. '. ': " ' ' j, .... . ~ , ..\.~ '.. ~ .,~... ,..,I ~.' " '1' " " . . , '.'" '..' ..' '. '. , ';1 : .. '. ,I', ' " , I ,.~ ~. _.~",..,.'.. ....'./T ...,~. ~ .....~., .'.'i" .,. ,'~' . , 'I . LIBRARY ADVISORY BOARD MINUTES Date \~~~ I . . '.' , , " ' . . " . . .. " ' '. . I '.' r, ~ . , ' " ,'" " ' " \ ,''' :i, \' , \' ",.._""" ,', '.",',,',. ...,":"'.'(:,i.,..','-;'i";""",',',,, , , " ' ' , . ' : ' ' \ ,', ' , Li . 1....:." t " :.3.... ." ,'. · ' " " ' \ \ ' , 'I I, " \ ' ' ',: ' . . .' '...,,' i ;1':'" ;,',:". '~"..'.~I',:" ,': :,'L":.'::''':.~'~'~. "':".~'<1'~~t....:,., ',I ,. , ", .'~ ..'.",',' :", ~:~" (. ,.'.':', Ij. , :' " ~"'~:,~"I,'1_", '1 (.~;) f,t~" <t\\! o --~..~..... .. CLEARWATER PlIBLIC LIBRARY SYSTEM FIELD TRIP May 19~21, 1997 Seventeen members of the Cleanvater Public Library System Board, Friends, and StatT left Countryside Library at 6:00 a.m. on Monday, May J 9 via First Class bus, to visit the Ex Ubris Bookstore at the Savannah School of Art and Design, the Public Library of Charlotte and Mtddenburg County, and the Richland County Public Library in Columbia, South Carolina. Those participating in the entire trip were: Tony and Linda Bacon, William and Doreen RatTaniello, Fred and Estelle Dunn, Tom and Marjorie Leavy, Glenn and Marilyn Garte, Christine Monis, Judy Melges, David Berry, Arlita Hallam, Lana Bullian, Matt and Carolyn Moore. Commissioners Karen Secl and Ed Hooper joined the group to tour the Public Library of Charlotte and Mecklenburg County. Instructions regarding the Sunshine Laws were given by Dr. Hallam at the beginning of the trip. At noon, the group stopped for lunch at the Ex Libris Book Store at the Savannah School of Art and Design. Commissioners and others from the Clearwater downtown community had toured the bookstore earlier in the year and had suggested that the Library group visit it to enjoy the mix of music, books, coffee shop, and other amenities, The group arrived in Charlotte at 7:30 p.m, and spent the night at the Holiday Inn Center City, Commissioners Seel and Hooper joined the Tuesday morning tour of the Public Library of Charlotte and Mecklenburg County, which began at 9:00 a.m. Library Director Bob Cannon listed several priorities to consider in choosing a library site and architect: (]) "Don't worry about anything but parking." Every day, he hears complaints about not having enough parking and charging the public for use of the city's parking deck across the street from the library. (2) Use a local architect. Reimbursables can eat up the budget if the architect must be flown in for every meeting. (Gene Aubry was living in Houston when he designed this library) (3) Don't tell the architects how much money you have. They'll design to the money, PLCMC cost $135 per square foot, which included furniture, fixtures, and equipment (FFE), but not the site, which was already owned. The cost of the 85,000 square foot addition was $8.5 million, He now budgets $150 per square foot for branch libraries. (4) Do an engineering study on the site up-front to find underground water, fonner fuel storage, etc. (5) Don't set opening day date until the building is done. (6) Avoid rehabs at all costs, PLCMC found asbestos, walls not tied to the roof, and had to store all materials for two years, while doing downtown reference out of a storefront. There are still problems will leaky roofs where the two buildings tied together. (7) Bid evet:ythi{l~ into the building cost (FFE). They had to raise $560,000 for furnishings because of cost overruns with the building, due to asbestos and other problems with the old building. (8) Use only common materials which can be purchased locally, Their St. Joe exterior brick is from Louisiana and is hard to keep clean and very porous. They have sealed the brick three times to keep water from being absorbed and turning into ice. , ':, 'c' 'T............' 1.., , ',~ '\l'. c i ...', '. ,""",'., .,,-' . J" , , ~ H....,'t""..".."'...,..'l~' . I :, ~ ,. ':,l' . ',:..;~~;,"':':_'~" \', ',' , "" ,',i, ": "':", ":,,,,~:,,<,,:: ,,'::;",~~:~':'::':';""':',"::~.':(':'/ ~,,',':',..,;;'::...., ~:""~: >- ,':.,',~,'."~,:' ,\ ::',' '" ",:,",:' ,,'....',:' ;,':': "::~ :' '>, ,:'., '. "I,'""~' :,' ,:" ;',"::: " .'.".., ' , \, \ , " , ..', ", ' ' , ",.' ~I l'" ,'I'.'" I, ' ' "., '.. ,'"," '.'." I'. ,':' -I .,' "'.~ "'1'1' 'j', ~,,' ",;.~' ,'.', ' ' .r '. ':'.,,', ",.., ',' ',":. ,i"'>:':"~ ':~'....',,:,:,,,./:.:..'_..:.,~..;,_....;:..~' ...~:::..;.', ,I' . ",,'~t .,.' ,,': "', "'~:'~,","":,,, '.', "',"',"" .",'r',,',":,,::... ,.' '.. (~ , A:!~ ~ ~,-~ l.' ,'.'4, ~ " CLEAR\V A TER PUBLIC LIBRARY SYSTEM FIELD TRIP May 19-21, 1997 (9) Do not use light carpet. The charcoal carpet stays clean, but the coordinating light gray carpet gets very dirty. (10) Always think of maintenance when making decisions. The $450,000 fountain in the park outside the children's department costs $2,200 per month to operate. The 153,000 square foot library. on the other hand, costs $15,000 per month for electricity. (11) Electronic media brings in a whole new group of people. Twelve automation support coordinators do their training throughout the county system; eight more are being added this year. The ASC's salaries (low $30.000's) are higher than the librarians', but the librarians like having them on staff, (12) Put in a minimum number of service points (public service counters). It's too labor intensive to staff them, (13) PLCMC Main Library's architecture is "post-modem". The public likes the traditional architecture because it "looks like a library". (14) Involve staffin design to get the most functional library. (15) Force all traffic through one entrance door, (16) Security is very important. Enforce strict rules, not just laws. (I 7) High ceilings are expensive, but worth it. It makes the Jibrary look important. (18) Allow three months for moving in. It takes time to install computers, collections, furnishings, etc. after the contractors have left, (19) Models are expensive ($4,000 to $] 0.000 each), They are good for fund~raising, but are not necessary to show every aspect of the building. (20) Include all architectural fees in the architect's contract (landscaping, wiring. light levels. acoustics, audio-visual, model, computer models, travel, interior design, etc.). Make certain that there are no reimbursables. (21) Use portable audio-visual equipment in meeting rooms for flexibility. (22) Don't feel that you have to use a big architectural firm. It's easy to get lost in the big firm, whereas a small firm with good linkages can give undivided attention. (23) Have a big contingency budget. (24) Mr, Cannon feels that the fund~raising formula should be the actual cost orthe room plus its ongoing maintenance (Le. $150 times the square footage ofthe room. then rounded upward for future maintenance). If tax funds are available to build the basic structure. then charge the actual cost ofthe furnishings and maintenance. "Don't give it away; it's forever." (25) Air condition the garage and maintenance/workshop areas. (26) Provide public sorting shelves for library materials which have just been checked in. but not yet returned to the shelves. Will save reshelving costs. (27) Don't put all of your money into the building,' then Jet the service go to pot. (28) Build more space for administration. Anticipate additional administrative positions. The CharJottelMeckJenburg County Main Library circuJates 800,000 items per year. The busiest day is Sunday because of free parking!. There are 60 staff at Main. They just opened a library-operated second~hand bookstore across the street from the library. The rent is free; the materials are gifts. Charlotte is experiencing a downtown Renaissance around the library. Charlotte is home to 400 international firms, so PLCMC has established an International Business Library. It's expensive to run, but good business public relations. 2 'c'l( "'.c. , .........J_ n)~~JLJ...!W.'" c 10;' . ',\~ :', ._" ,'..,,', , .." " ,~, ' , ,':-, , ::"",, ,':, ,.';' '.' ~ ',,':';;, ",.',' ,'::>,>':' '.\ i "':'~<Li':''':c',':~, :,~",," ,".." , ' . ':':',:>""~,~',~:",.,::,".:'...: ,i:: '.. '....>:.... ~ ,',',',',' ,;:' , :,' ,";'<,,',': " '" ," .' I '1 ("I, " , , , ., . ~, .. \_' , ~, "~ "I ... ,., ' I.. .' " : 'll~"'n. "',' I:,' "".:. ':~ " '~',:"... _..~:. ::..:~'.~:," ~_'''''':\..''':oii.,n ,.':' '. ".' \ ", ..., :" , : '-: (' I : " ' ',.'.". ". I " ~ ") ,. t,~( o CLEARWATER PUBLIC LIBRARY SYSTEM FIELD TRIP May 19~21, 1997 The group checked out ofHolidny Inn at 1 :00 p.m., ate lunch at the Rock Hill Cracker Barrel, and continued to Columbia, South Carolina, spending the night at the Adams Mark Hotel. The group met with David Warren, director of the Richland County Public Library System, Columbia, South Carolina, at 9:00 a.m. on Wednesday, May 21. This Main Library is 195,000 net square feet and serves 3,000 to 4,000 people per day (2,500 on a Sunday afternoon when there is free parking). The county population is 310,000; Columbia is 98,000. The old library was 30,000 square feet. This building is four years old, The cost for construction only was $55 per square foot (total cost of$18,OOO,OOO tor 242,000 total square feet. It was planned in unfinished concrete. The building uses carpet tiles and flatwire for flexibility. Extra light fixtures were installed to guarantee flexibility as changes were made. (l) Gene Aubry designed the building from the inside out. All staff were involved in the planning. A square building offers the best functionality. The north/east orientation is best for the environment. The green windows have been washed twice (at $8,000 each time), (2) The site was selected because it was on the busiest street in South Carolina, The developer sold the property for his purchase price because he wanted the library for the vitality of . downtown (it is one block from the center of downtown). A 40-story office tower is being constructed across the street; the fine arts center is being built in the next block. The area between the library and the river is being developed as a cultural center, A parking garage is being bujlt next door. There are 120 parking spaces on the site (metered at 50 cents for two hours) plus 1\\10 municipal parking garages in the next block. Warren's advice: Set the library on the street so that people walking and driving by will see it. (3) Put double sets of automatic doors at the entrance to keep climate out. (4) The library does not have a heating system, The sun, lights, windows, computers, and people take care of the heat. The electric bills are half of what was anticipated. (5) A sound masking system is good for keeping down noise. (6) The Schlinder Escalators are very popular and used much more than elevators, Maintenance costs $45,000 per year (for six escalators). (7) $1,000,000 was raised for enhancements. Bell South donated $35,000 for the teen area, The board room and reception area was furnished with a $100,000 donation from the fonner library director's family. The $50,000 administration area was furnished by the fonner board chair. Tax. monies paid for the basics. $45,000 was donated for the grand opening celebration, which lasted four days, They did individualized fund raising, approaching people one-on-one. Everyone said "yes". They will be providing opportunities to enhance four other areas soon. (8) Three security officers (library employees) are on duty at all times. They wear business suits and carry radios. Put security monitors in the security office, which offers one-way glass looking into the library entrance area. Have the Checkpoint buzzer ring at the security office, not the circulation desk. (9) Provide staff newsletters during construction; staff development on the stress of moving, etc. so that stafTwill always know what is happening. . (10) Plan larger office areas. (11) Vitally important: Hire contract management teams. Warren recommends selecting the management team before architect selection so they can be in on the selection process. RCPLS 3 ,:,-..'........'. '::,:..... ',..,',.,.j,,'.. ..... .'..,:_>.,.:,. .." ,," ;",\,;":: '~""'O \.1 ,'L'" ,L"."..L"" ,',". ,',,',.,..'.'''l:,.}' '.,: ...< ,::,:'; .,' 1".';",~, ".,,',' ',":'':'~i:",,~''~'"::;.r':'~.'~::''' :.'..\'4:'.":;' :":'.",':', : '\: .....,'.';, ",': ' :' 'I'~ 1, " ":,,, ". .:' ,""1." ".':, '.' " .,': .','1:, .') ~ '~~1J!/' L' ,.:/,' ~ CLEARWATER PUBLIC LIBRARY SYSTEM FIELD TRIP May 19-21, 1997 had four people on the site (2 managers, secretary, and accountant). They paid for their cost in savings on the project. (12) They require security admittance cards for all staff doors. (13) The area behind the circulation desk and the storytime room have thick padding beneath the carpet. All other carpet is carpet tile. (14) The writing center on the second floor provides a counter for laptop computers and coin~perated typewriters. Personal computers will be added soon. (15) The auditorium seats 200 people; the cost to use the auditorium is $50 and food cannot be served. There is an adjacent kitchen, but it can only be used by library staff and groups. Five conference rooms are also available for profit or non-profit groups. A seminar room off the children's department is reserved for library staff only. The board and reception rooms can only be used with the director's pennission, The director hosts three receptions for new library staff each year in this area. The board table is really three square tables, There is a kitchen between the board room and administrative offices. (16) They like white walls throughout the library with color added for directional purposes (restrooms, meeting rooms. etc.). They repaint the white walls frequently, but feel it is still a good idea. Vinyl is only used in the rooms which received enhancement donations and on the elevator shaft walls. (17) Restrooms have automatic flushing toilets and automation water faucets, (18) There are eight stations in the staff computer training room, which is also being used for public training. (19) The storytime room has a built-in television behind one sliding door and a puppet stage behind the other. (20) In the children's workroom, desks were replaced with counter-type workstations. (21) There are lockers in each staff area. (22) The white table tops and light wood trim have been hard to keep clean. It would be better to go with solid fonnica tops in a wood grain. (23) Library Bureau provided the shelving in a color called "white/white". NJ Industries did the shelving in the A V and teen areas. (24) They use flat literature racks around the library for free handouts. Free newspaper tabloids are delivered to the loading dock and put on the flat racks for distribution. They do not have large numbers of materials (unlike Clearwater). (25) The library's comfortable public chairs were covered in a suede-type felt which faded, so it was replaced with vinyl. (26) Satellite linkage is hooked into the audio-visual area and 8-10 other locations throughout the library (meeting rooms. etc.) They can transmit and receive. (27) The fixtures are polished chrome, which is easy to maintain. (28) A glass-front commercial refrigeration unit in the staff lounge was perfect for staff lunchbags. (29) Provide large lobby areas so that there is room for long check.out lines when the library is busy, (30) It's good public relations to let the public see the behind.the-scenes areas. such as technical services and the circulation workroom. 4 , ",' " " . . , "" \ ' , ' ' , '\ ' " ' ' '.",',',_" ".. :','" "">1"""",:'",',"';,,':' ,',':,,":: .,':': ",':,',..,,:,':', ,',',. ,,, " ' " ," " ,~ ' " , I ' "~I ".' .' , L ' .. ,.., , " - , '. ,", .. , ' &.a LI / 'II.-.. " , I, ' , :,1: :,.,.,',:" .. ..,.,', ':.",,'" ,'..'...i.,..::'lr+~'._'".,:'n":".;".1 :/,~':.l':.' """ ':, I'" .'. '.:" ,'. I,' ""1 .,' ~" ,~ " ,~ , I CLEARWATER PUBLIC LIBRARY SYSTEM FIELD TRIP May 19-21, 1997 (3 I) Build for fifty years and for expansion. Two of the library's outside walls are not loadbeari ng. (32) Test for environmental problems before settling on a site. They used state funds to clean up a petroleum mess. (33) There is less problem with transients in the new building; they're not as comfortable in the new, open building where it is harder to hide and there is more security. (34) If a flat roof is used, install a computerized leak detection system. It costs $5,000 and is worth the cost to identify where a leak has occurred. (35) The temperatures for all oftheir library buildings are set centrally by the operations staff, using a computerized system, Their building maintenance is contracted out, but one person nlUst be assigned to the building when the library is open, (36) The reference desks are 14 feet square and work very well for staff. Staff offices are not, adjacent the desks, but desks are usually staffed with 34 people. In designing the library. the staff and board visited many libraries in the United States and in Europe. Some of their best examples were Charlotte. Houston, and Huntsville. Warren recommended that we visit Spartanburg, which opened three weeks ago and raised $3 million for a 110,000 square foot building. He also recommended that we visit the new Charleston library. tJ-Id~ ~",p.,i/ The library system's $3 million materials budget is the fifth highest in the country. Richland County is not a federal documents depository and they do not provide genealogical services. These are available elsewhere in Columbia. The staff are proud of the new library. They even changed the way they dressed when they moved from the old library to the new. Sue Epstein and Diane Mayo have served as their computer consultants since 1984. They added 200 computers last year, have dial-up access to the Internet from library computers, and received a $)40,000 grant from Microsoft to provjde a Kidspage and homebound access to the Internet. David Henington serves as building consultant~ Richard Waters did a study of staffing needs. They added 40-50 people over a 4-5 year period. Volunteers are provided with 35 hours of training. They usually have 7-8 interns at one time, There are 130-140 staff at the Main Library. In answer to a question about closing a library in order to tear it down and rebuilt. Mr, Warren said that they had closed their Cooper Branch and sent people to other branches while rebuilding on the same site. He also cited Multnomah (Portland) where the library was relocated during extensive renovation. He said it was very important to keep the relocated collection together. The bJfOUP left Columbia at 1 :00 p.rn, and returned to Clearwater at 10:30 p.m., stopping enroute for fast food. \;J Notes taken and transcribed by Arlitn Hallam. 5 :~ '.' ':~~_:" ' ',": ,\,' ';,',' ',':',', : ;' ,~' ;,,:' ,:,'.." ".', : ",,", ", ;'" '.,..:. ',' " ': ,,(':. ",: ,\:, ,:','.,:..",;.,'.' '", ',: '.'. '< '.', ::",' ',:, : ":' ", ~ , " ".. .~, I ~ , ' , .,', ~ ' ~, I" I " '.c . ,,; ',. ~.: ~ \.' , '.,,' :: . I , "," " ' I ~I ,', ' I'.., " J 1'1" ' .' " . " " ,,&.~' I Il-. ,#, , . l' 0 l"