Space Planning ABLE: Administering Better Libraries – Educate Module 3

Space Planning

Overview of Workshop Needs Assessment Remodel/Expand/Convert/Build New? Feasibility Studies Fund Raising Consultants Capital Campaigns Library Construction Finance Alternatives The Library Consultant Selecting the Architect Marketing the Building Project Library Construction Skills Moving

Needs Assessment A Library Board should not implement a building program without a good understanding of the community it serves. Early planning efforts will provide the information a library must have in order to proceed with a building project.

Needs Assessment Planning involves asking the following questions: 1.Where are we now and what are the current conditions? 2.Where do we want to go? 3.How will we get to where we want to go? 4.How will we measure our success?

Needs Assessment Includes gathering information about the community such as: 1.Community Survey 2.Demographic Information 3.Economic Information 4.Local organizations 5.Library Use Statistics 6.Assessment of Current Facility 7.Accessibility

What’s a Library to Do? Remodel? Expand? Convert? Build New?

Remodeling Remodeling is usually the first alternative considered. Remodeling isn’t a cost effective option if it only offers a short term solution to the library’s space problems.

Expansion Expansion requires careful planning. The current design and arrangement of the existing building should not be allowed to drive the project.

Conversion Converting an existing building is another alternative. Some libraries have successfully moved into former supermarkets, strip malls, or stores.

Building A New Library Can be expensive. Offers benefits such as: Maximum efficiency of space utilization High energy efficiency Flexible wiring Adequate storage space A design/plan for future expansion

Feasibility Studies/ Fund-Raising Consultants Hire a professional fund-raising consultant to conduct a feasibility study: can the community financially support a capital campaign? Consultant should be hired for campaigns of $500,000 or more.

What services can a fund-raising consultant provide? Conduct a feasibility study that would include: Interviewing 30+ community leaders to find out how likely they think the community will give to a capital campaign. Asking the community leaders questions such as: How do you feel about the library? Is the library meeting your needs and/or the needs of the community? Could it do a better job? If so, what could it improve? How much money can be raised? Who is most likely to give? Who would be the most effective chairperson of the capital campaign? Being able to tell the Library Board how much money can be raised from the community.

A Fund-raising Consultant Can Also: Select a campaign leader. Set realistic goals for the project. Write and prepare a case statement. Formulate gift brackets to reach the goal. Train leaders to recruit volunteers. Train volunteers to solicit gifts. Prepare a campaign calendar. Provide guidance for large gift cultivation.

What is a Capital Campaign? A capital campaign is an intensive fund- raising effort on the part of a library to secure extraordinary gifts for a specific purpose (such as building construction, renovation, equipment acquisition, or endowment funds) during a specified period of time. (Glen Gilbert. Blueprint for a Library Capital Campaign)

Prerequisites to Success The successful campaign must have: Strategic Plan Support Campaign Objectives Case Statement Feasibility Study Leadership Major Donors

Library Construction Finance Alternatives Major Capital Projects Financing Options for Libraries in New York State include: Use of Capital Reserve Funds Obtaining a Mortgage Selling Municipal Bonds by Using Services of Regional IDA Selling Tax-Exempt Bonds Through Local School District Dormitory Authority (Gerald D. Nichols, Library Construction Finance Alternatives)

A Reminder It is essential that the library seek qualified professional guidance whatever course is followed. (Gerald D. Nichols, Library Construction Finance Alternatives)

Use Capital Reserve Funds Pay for the library construction out of available capital reserve funds and/or the library’s annual operating budget. This approach is permitted for all libraries. (Gerald D. Nichols, Library Construction Finance Alternatives)

Obtain a Mortgage Bank Other Qualified Institutions (Gerald D. Nichols, Library Construction Finance Alternatives)

Sell Municipal Bonds Association Libraries may also access the financial services of their regional Industrial Development Agencies (IDA), which, under state and local law, is authorized to sell municipal bonds on behalf of such institutions. (Gerald D. Nichols, Library Construction Finance Alternatives)

Sell Tax-Exempt Bonds The most common method of school district public library construction finance is to sell tax-exempt municipal bonds through the local school district as stipulated in Education Law Sec (Gerald D. Nichols, Library Construction Finance Alternatives)

Another Reminder It is essential that the library seek qualified professional guidance, whatever course is followed. (Gerald D. Nichols, Library Construction Finance Alternatives)

The Role of the Library Consultant Library Boards and the Library Director may not have the experience, expertise, or time to carry out a building project. A library consultant could provide assistance to the Board and the Director in a number of areas.

Finding a Library Consultant Ask your Public Library System for suggestions. Issue an RFP. An example of an RFP can be found in Determining Your Public Library’s Future Size by Lee B. Brawner. Contact the American Library Association for a list of building consultants.

Selecting An Architect List of architects who have managed building projects in the region. Architectural firms at trade show at the New York Library Association’s annual conference.

Interviewing the Architect Once a list of potential architects is drawn up, the building committee will want to conduct interviews. During the interview process, members of the committee will have an opportunity to get a sense of whether or not the architect is a good listener. Does the architect respond to the building committee’s questions carefully and understand the special needs of library construction?

Possible Interview Questions Experience? Library Clients? Local Firm? Priorities? Issues/Challenges? Interest Level? Firm’s Experience Obtaining Local Governmental Approvals? Models?

Marketing the Building Project The need for a building project cannot be marketed to the community until the staff, the Board, and the local government officials can all speak with one voice on what is needed and why.

Ways to Market a Building Project Media Coverage Website Brochures Getting community leaders on board Presentations Mail Campaigns

Groundbreaking Festivities Festive occasion Publicity Important Dignitaries Giveaways Food

Library Construction Skills Communication: With Architect With “Clerk of the Works” With Local Media With Staff and Board

Survival Skills So you’re finally ready to move forward. The groundbreaking has occurred. Construction workers are swarming over the site. The foundation has been poured and walls are going up. As library director, how will you cope? How will you manage? How will you survive?

Survival Skills Be Prepared Be Clear and Communicative Be Informed Be Firm Be Timely Be Well

Library Building Program Checklist Teaching Aid #3 – “Library Building Program Checklist” Adapted from Designing a Fine Library by Shannon Roy and Roy Bird “Library Needs Assessment and Building Process Sequence” from Lee Brawner’s Determining Your Public Library’s Future Size