ACRL News Issue (B) of College & Research Libraries 3 1 8 / C&RL News Planning library buildings: Ten practical considerations By Kate W. Ragsdale Follow these tips f o r a successful building project Librarians rarely receive formal training in planning a new library building or a major library building renovation. Even the termin ogy used by architects and builders is unfamil­ iar to us. We do not have a crystal ball to guide us in visualizing the needs o f our institutions 20 years into the future. We do not know how technology will change the way w e provide access to information. So, how do w e manage to be successful in handling the complex re­ sponsibility o f planning library buildings? We devour the library literature; we consult with others w ho have had experience in planning library buildings; w e learn from architects and university facility planners (who in turn learn from us); w e sh are inform ation inform ally through electronic mail— and w e make some mistakes. Here are ten practical tips, not necessarily in order o f priority, to assist librarians who, in addition to their other responsibilities, find themselves planning a college or university li­ brary building. Of course, each building project is unique, but there are fundamental issues that apply to many, if not all, academic library con­ struction projects. 1. H ire an in terior design er. The services of a designer are important for both major li­ brary renovations and new library construction. We all know that designers coordinate colors, select finishes, and choose wall and floor cov­ erings— all fundamental to the ambiance of the building. But architects, too, are often adept at making these selections. So w hy insist on a designer? The additional services provided by a de­ signer can make a significant difference in the quality o f the finished product. Matching furni­ ture design with the needs of the library, the designer lays out the arrangement of the fur­ nishings within the space available. A designer’s expertise in this phase o f the project alone can osl­ave the librarian hours and hours of time and also help to prevent mistakes in the furniture selection process. The designer knows how much space to allow at the front of a file cabi­ net so that the drawers can be pulled out eas­ ily, or betw een study tables so that the chairs will not strike each other. A designer helps the librarian deal with issues of functionality in w ork room and office furnishings; is familiar with reliable manufacturers and products; is able to write specifications if bids must be let; is on site to troubleshoot w hen the furnishings are installed; and deals with the vendors to solve problems. Many architectural firms employ their own interior designers, a situation that enhances effective communication among the librarian, the architect, and the designer throughout the project. In the interest o f economy, university and college administrators may suggest that an in­ terior designer is an unnecessary luxury. If this should happen, the librarian might offer a com­ promise by suggesting that something else in the project could be deleted to free up funds to hire the services of a designer. 2. R em em ber th e library sign s. Early in the planning process make certain that the signs are to b e a part of either the building contract o r th e interior design/furnishings contract. A m azingly en o u g h , it is p o ssib le that the signage system will be overlooked by the ar­ chitect. Kate Ragsdale is p la n n in g officer a t the University o fA labam a Libraries, Tuscaloosa June 1 9 9 3 /3 1 9 Unless they design libraries, hospitals, air­ ports, or other public buildings, architects may be oblivious to the need for effective signage in library buildings. And sometimes architects balk at the multitude of signs needed to direct library users because they think the signs will interfere with the design of the building. The librarian is the logical person to develop a list of signs (directional, room numbers, building directory, etc.) needed in the building. Although it is easier to draw up a list of signs once the building is partially com­ pleted, sometimes this list must be compiled even before construction begins. In this case, the librarian, us­ ing the drawings as a guide, must sim­ ply conceptualize. A visit to nearby libraries and hospitals can be useful in gathering information and ideas about appropriate signs for the library. 3. Include th e b o o k d etection sy stem in th e b uildin g contract. The technical nature of book detec­ tion systems plus competitiveness in the book security system business in general combine to make it wise to include this system as a part of the building contract. The architect will gather information directly from ven­ dors concerning the features of book detection systems, thereby relieving the librarian of the stress of serving as a liaison. It is, of course, the responsibility of the librarian to alert the architect to desirable features in a book secu­ rity system, to the need for compat­ ibility with systems in other libraries on campus, and to preferences among the available book detection systems and installation options. 4. Pay careful attention to th e accessi­ bility o f th e building. In spite of requirements of the Americans with Disabilities Act (ADA), and civil rights laws for persons with disabili­ ties passed prior to the ADA, important issues of accessibility may be overlooked, even in planning a new building. The ADA is specific in requiring that all new construction completed after January 1, 1993, must be accessible to us­ ers with disabilities. Increasingly, architects understand the issues that librarians raise concerning accessibility. But architects may be looking only at requirements actually spelled out by the law rather than at fairly simple, maybe even inexpensive, adjust­ ments which make it easier for patrons with disabilities to use the building. One way to ensure careful attention to the accessibility of the building is to seek sugges­ tions from library patrons with disabilities. Giv­ Take lots o f photos to document progress throughout the project. 1) Feb. 1990— Reference Desk area, Eric and Sarah Rodgers Library for Science and Engineering, University o f Alabama, Tuscaloosa. 2) March 1990— Same area. ing these library users the opportunity to re­ view drawings and/or to visit the site as the building is being constructed, and to make sug­ gestions as the project progresses, will go a long way toward making certain that the com­ pleted library building is truly accessible. 5. Take lots o f p h o to s throughout the project. Be sure that photos are taken on a regular basis— the “before” shots, the ground breaking, all stages of construction, vendors making installations, committees planning for the move, the move process itself, the building dedication ceremony. It is surprising how useful photos, even those taken by an amateur, turn out to be. Photos are a great way to keep the library staff and users informed of the progress of construction; for promotional displays and articles; for a scrap­ book entry in the John Cotton Dana public re­ lations competition; for the library archives; for displays during the building dedication; as me­ mentos for library staff and donors. At the en d o f the project, arrange to have a professional photographer (e.g., the university photographer) take artistic exterior and inte­ rior shots o f the building, highlighting the best features of the building. These photos may be used in applying for an architectural award (su ch an AIA/ALA-LAMA Library B uilding Award) o r submitted to journals that annually feature library architecture (such as Am erican Libraries and Library Journal). 3) June 1990—First w eek opened. Reference desk area, Eric and Sarah Rodgers Library for Science and Engineering, University o f Alabama, Tuscaloosa. 6. Be p repared to c o m p ro m ise o n item s that are n o t vital to library serv ice an d to stand firm o n th e o n e s that are. Know the difference and make sure that the architect does, too. Giving u p some shelving to cut costs is a compromise that might be feasible; additional shelving can be installed later as it is needed. And while decorative elements may be attrac­ tive, eliminating some o f these items probably will not affect the level of library service. Ex­ amples o f design features that librarians might actively prom ote are floor loads w hich are ca­ pable of handling future compact shelving and having only one public entrance/exit for the building. Flexibility is an important attribute for li­ brary building planners; however, it is equally important for librarians to speak out o n issues that will affect the level of service for library users. 7. J o in th e architect o n w ee k ly site in ­ sp ec tio n s as s o o n as th e fin ish e s b egin . It is important for the librarian to visit the site often during the entire project, but observation almost daily once the painting, carpeting in­ stallation, and trim finishes are being completed can be time well spent. Make arrangements to accom pany the architect on w eekly inspections as the project nears its end; also, help to de­ velop the punch list. A ttention to d etail th ro u g h o u t th e final w eek s can en su re a b etter product— and a much, much shorter punch list. 8. Be g en ero u s in estim ating th e am ount o f tim e y o u w ill s p e n d o n th e project, and p la n to accom m od ate y o u r o th e r re sp o n ­ sib ilities. Librarians w ho plan new and renovated buildings are also jug­ gling other responsibilities; actually, this is true o f almost everyone w ho is working on the project—the archi­ tect, the designer, the vendors, the subcontractors, the campus planners. The project superintendent on the site may be the only key person w ho is working full time on this one project. With this in mind, the librarian will have to make arrangements to share responsibilities during this period or to delay other projects for a while. Extra student assistants or temporary staff members may be needed to fill in; adjusting schedules an d respon­ sibilities w ith supervisors an d co­ w o rk e rs d u rin g th e c o n s tru c tio n project may n eed to be considered. Dealing with the many hours spent on plan­ ning new or renovated library buildings is one of the most difficult aspects o f the project. This m anagem ent issue should be handled directly from the beginning to help to maintain a posi­ tive attitude toward the new building and to­ ward those w ho are planning it. 9. As m u ch as p o ssib le, fo llo w u p in fo r­ m al co m m u n ica tio n in w ritin g. The com­ plexity of a building project contributes to lapses in communication, and circulating notes and memos can clear up misunderstandings be­ fore costly mistakes occur. The files for a building project can be volu­ minous, in part because it is useful to make sure that communication (a casual conversa- 3 2 0 ZC&KL News J u n e 1 9 9 3 /3 2 1 tion in person, a telephone conversation, agree­ ments at a meeting) is followed up in writing and that copies are forwarded to everyone con­ cerned. W ritten com m unication o f all a p ­ proved change orders is especially important since these changes do not ap p ear on the drawings. At the beginning of each building project, an established line of communication should be explained to everyone involved. Librarians must conform to the recognized line of com­ munication. At the outset, arrangements should be made for sending copies of written corre­ spondence, and librarians must make sure that they are a part of this loop. 10. Keep com p lete files o n each build­ in g project. Once the project is complete, li­ brary staff think that they will never forget even the most minute details of how to move a li­ brary, how to write bid specifications for or­ dering equipment, how to launch a public re­ lations campaign for the new library, how to schedule library services during a move. But details fade as routines are once again assumed. It is a good idea to ask each committee or individual responsible for an aspect o f the project to develop a final report which includes methodology used, examples, mistakes made, and suggestions for better implementation dur­ ing the next construction project. These files will assist the library in planning the next build­ ing venture, and they are also helpful when other libraries ask for assistance in planning a building. Unless they design libraries, hos­ pitals, airports, or other p u b lic buildings, architects m ay be oblivious to the need fo r effective signage in library buildings. The above tips are not in any particular or­ der; each can contribute to the success of a construction project. We librarians muddle our way through the process of planning library construction. Each time we do it, w e get better at it. Our success may be based in part on our eagerness to assist each other as well as to learn from one another. ■