Jillian Rhen

LIS 770 01

Library & Information Center Management

Spring Semester 2018

19 March 2018

“Brick & Click”

With the many things that directors and managers have to deal with, sometimes the

library building itself is forgotten. While it can be argued that the building isn’t the most

important part of what makes up a library but it can play a big part in the smooth running of the

organization. Libraries can also come in many different forms as illustrated by the IFLA in their

call for papers for the 2017 world conference in Prague:

Libraries are found in cabinets and corridors; huts, houses, vending machines,
mobile vans, palaces and shopping centres; in neighbourhood nooks,
community centres and the downtown of large urban cities; on mobile devices
and in virtual reality. They are designed as new-builds or as repurposed uses of
space. Some are intended to last for generations as heritage cultural
monuments and others as temporary pop-ups.

The variety that exists in the structures used to house library collections reflects in the number of

issues that affect the purpose or the library and various steps that can be taken to rectify and

determine the best solutions.

There are a number of issues that affect the physical library building can appear in a

variety of forms and extremes. Some of the problems that arise can be legal in nature, such as

laws, ordinances, and building safety standards. Libraries are also housed in buildings that can

have historical value which needs to be considered when determining a course of action

involving said building. Being aware of current trends and how they affect the physical space of

the library is also important when planning changes. Two current trends that can affect the
building and layout are technology and makerspaces. The needs of the community can also

affect the purpose of the building and affect the collection and services provided. This further

affects the needs the building has to meet to serve the purpose as a library. Sustainability is also

an element a director or manager could have to incorporate into their plan for the building.

Over time, laws and ordinances will change and the building may have to be adapted or

updated to fulfill its obligations to the public it serves. Laws can be at the national, state or

government level and can affect the library in a number of ways. When cooling tanks for a

sustainability project had to be installed along the side of the Alachua County Library District

(ACLD) headquarters, they were also required to construct a wall due to local regulations

(Schwartz, 2015, p34). Local regulations are usually run by the local zoning office along with

the building permits which need to be obtained and consulted during improvement projects to

ensure correct paperwork and codes are followed. Usually when renovations or construction

happens it will requires permits issued at the local government level. Managers and directors

who know the managers and staff at the zoning or code enforcement office can discuss with the

employees what the proper steps are and what features need to be included in a project. A major

factor in making changes to the physical building was ease of access. Providing accessibility to

all was the cause of the 1990 passing of the Americans with Disabilities Act (ADA), requiring

access and accommodations for those living with a disability. JJ Pionte (2016) argues that

accessibility is being treated in a “one size fits all disabilities approach” when old buildings are

retrofitted and new buildings are constructed according to regulations (p. 317). He also argues

that while most libraries are compliant with the ADA but lack accessibility, giving the example

of a library having four entrances but only one with a ramp. The goal should be full accessibility

defined by the ability of “anyone with any kind of disability can easily use our buildings, spaces,
and services without having to make any significant changes to how they normally do things”

(Pionte, 2016, p.318). Pionte (2016) and Dalhgren have similar ideas that a design should serve

all people instead of strictly following a structure set by requirements (Forrest, 2002, p 122).

Using an interview done with patrons who had visual impairments they didn’t know that most

books were shelved with books with similar topics because no one thought to explain it or let

them know what services were offered (Pionte, 2016, p 323). Sweeny also recommends

marketing the libraries to “all segments of society” meaning that programs and the collection

needs to be more varied and accessed differently (2005, p.169).

Sustainability is usually separated into three categories; economic, which can also mean

profits, environmental or planet, and social or the people. According to JJ Pionke, Gro Harlem

Brundtland described sustainability as “meeting the needs of the present without compromising

the ability of the future generation to meet theirs,” in his United Nation’s report (Pionte, 2016, p.

317). Many libraries are looking for more cost effective ways to run and creating more

sustainable practices to reduce the cost over time and answer the desire for a more

environmentally friendly building. The project of the ALCD referenced earlier, involved

installation a thermal energy storage (TES) system to help reduce the cost and environmental

impact of using air conditioning at their headquarters in Gainesville, FL. The system is a series

of tanks that freezes waters at night to help cool the air throughout the building. The installation

of the system reduced the wattage per day by approximately half and will save them

approximately $40,000 per year. The other part of the sustainability is the longevity of the tanks,

which have a lifespan of about fifty years (Schwartz, 2015).

One of the current trends that can cause the most changes to the library space and

adjustments to the building is technology. The invention of the computer and MARC eliminated
the need for large card catalogues and multiple little cards to allow users to find the book they

wanted. Replacing a card catalogue with computers allowed easier access to the users and

allowed the removal of the furniture itself. Bringing computers into the library means some

changes in the space since unlike the card catalogue the computer needs to be plugged in to

function for long periods of time. Workstations and tables would then need to be closer to

outlets or more outlets would need to be created to meet the need for more use. Computers have

also allowed for more reference materials to be converted or created in a digital format. Creating

digital records creates more space by allowing libraries to remove some of the physical reference

collection. The trade off would be more computers would be required in the library to serve

more patrons at one time. More technology in the library is also an answer to the millennial

generation who are the first generation of “digital natives” who expect access to technology and

the internet (Sweeny, 2005, p.166). Wi-Fi that is consistent and useable by the patrons is

important especially to the millennial generation leading to the creation of wireless networks and

trying to provide reliable service throughout the library building in its entirety (Sweeny, 2005, p

171).

Makerspaces have become a big part of the public library system to allow members of the

community access to materials they normally wouldn’t have access to and to provide a space for

collaboration. Makerspaces reflect on the creative wishes of their community but many boast 3D

printers, computers with various creative software, and supplies for a variety of products. There

are often spaces to plug in one’s own computer or music equipment to allow for collaborations

with others using the lab. To create a makerspace the library needs to set aside a part of the

library to house the equipment and have a work area that is separated enough to not bother those
not using the makerspace. Having a separated makerspace also decreases the chance of children

gaining unsupervised access and allowing the need for limited staff to oversea the room.

Safety and security of the building to protect the staff, patrons, and collection will always

be a concern and can involve a large number of issues. Layout of the library can assist librarians

in keeping an eye on the happenings in the library. An open floor plan can allow a clear line of

sight throughout parts of the library so the staff doesn’t have to do continual walkthroughs.

Installation of metal detectors can deter the presence of weapons and the potential theft of library

property.

One of the greatest influences of the building is the needs of the community the library

serves. The needs of the community also affect the size and variety of the collection and the

services offered. The library needs to have the space and the equipment to serve the community

properly. Checking the demographics of the community and how it has changed can assist

library leadership to plan the space and predict possible adjustments that might be needed in the

future. Speaking with the cliental and the staff working directly with the patrons can also prove

enlightening to the leadership. Communicating with local schools, businesses and clubs will

provide insight into the interests and needs the patrons are experiencing. Pionte notes in his

article that very little effort is made to interview the patrons with disabilities about the services

and accommodations and much more time is focused on interviewing the librarians regarding the

policy (2016, p 319). This is particularly counterproductive since the population of people with

disabilities would know best what works for them. Changing demographics largely affects what

the needs of the community are. The age demographics in this age are rapidly changing, Robert

Sweeny wrote about the library set up and services needing to change to reflect the millennial

generation coming of age and the baby boomer generation starting to retire (2005, p 165). He
also writes that in his focus groups and research he has found that millennials require more

choices than the previous generations and expect more from their library experience (Sweeny,

2005, p.167). Age can play a large part into the needs of a community as well as the jobs of the

patrons. In the early 1900’s library directors realized that the libraries may have required

different services based on their patrons’ employment. This is reflected in the Carnegie libraries

built in the Pittsburgh neighborhoods of Homewood and South Side. While both libraries have

the same basic set up that is considered functional there are some differences that reflect the

needs of the community. Homewood neighborhood tended to be made up of mainly middle class

families while South Side was a more diverse working class neighborhood. The Homewood

library included a basement hall to be used for musical performances and dances while the South

Side branch didn’t include one. According to their librarian the residents got enough physical

exercise at their job and instead needed the mental exercise (Prizeman, 2013).

How a manager can respond to the building issues is varied and can include building,

renovation, reorganization, restoration, and maintenance as part of the solution. Determining

which course of action would be the proper path will take a large number of factors. To help

determine what would best serve the library one should ask “what no longer works?” Some items

might be fixed with simple maintenance while others will require a larger project. Once it is

determined that a larger project may be needed more factors come into play to help determine the

full course of action. Cost of the project and the availability of funds can limit how much change

can be done. The board and the community needs to approve of the cost or the funding may not

be reached.

Maintenance of the building can be one of the simplest solutions to a myriad of problems.

It is also one of the solutions that may not require approval of the board. Scheduling service
calls to prevent problems or keep apprised of equipment status. Regular service calls can allow

management to have a fuller understanding of the wear on the physical building and know the

timeframe one is working with before renovating or rebuilding. Maintenance can also support

the sustainability and be in charge of recycling and alternative waste management. Working

with the current maintenance staff to improve efficiency and determine if the current building

needs more than just regular maintenance.

Before embarking on an intensive renovation problem or building a new library due to

size issues one can use Dalhgren’s planning outline to determine an estimate of the needed space.

The first step in Dalhgren’s plan is to determine the “design population” or who is the patron that

will be using the library and its services. Once that is determined the collection inventory needs

estimated and assigned an amount of space that will be needed to house it and allow access to it.

Next an amount of seats and staff workstations to allow use of the collection needs determined

along with the space needed for the furniture. An estimate of required space will then me

assigned to the needed meeting and special use rooms along with any rooms and areas that would

be useable for housing the collection, such as the restrooms. Finally are there any unique

collections or services that need an assigned space. Once an amount of square footage is

assigned to each it should be totaled and compared to the current buildings total square footage.

If there is a significant deficient of space then a renovation or new building might be the best

solution. If there is ample space, a reorganization just might be needed to improve the use and

function of the current building.

Reorganization of the library building can involve large and small changes in the library.

One of the larger changes could be reorganizing the library system and opening or enlarging the

branch libraries. This could allow collections to be reorganized within the system to better serve
the communities the buildings are housed in. It would allow some of the libraries to decrease

their collection size by splitting the collection. A bookmobile could also allow more room

within the library by decreasing the collection being housed in it. Streamlining and decluttering

the library space can improve function of the building as well. Using furniture that is similar in

design and coloring allows for a more streamlined look and clearing excess tables and furniture

would increase the open spaces in the library. Having a storage rotation that removes items from

the space depending on time of year and usage would allow more space and less clutter in the

library without completely discarding items. Reorganization can also take unused areas and turn

them into new spaces to fully take advantage of the library space itself. Minor renovations, such

as minor repairs, installation of art, and new paint can assist patrons in recognizing different

areas and feel more welcome.

If the building no longer serves the purpose and supports the smooth organization of the

library there are three options: major renovation, repurpose an older building, or build a new

library. Usually library leadership doesn’t have to deal with building a new library from the

ground up but building a new library allows the building to be designed exactly as it is needed.

When looking to repurpose another building due to cost or location one has to determine if the

inside of the building can be made to serve the purpose of the library. Major renovations allow

an increase of space and also corrections to any parts of the building that limit ease of access.

Retrofitting to ensure the safety of staff and patrons can be done. Renovations can also involve

the restoration of historic buildings housing libraries.

In conclusion the library director needs to look at the building and evaluate a number of

options. After the evaluation pick the solution to best serve the needs of the library and have the
foresight to design a flexible plan. The building needs to be able to survive the number of

changes that can happen within the life of the library.

 Useful Resources

General Building/Layout

Building Libraries and Additions - http://www.ala.org/tools/libfactsheets/alalibraryfactsheet11

Designing Libraries - http://www.designinglibraries.org.uk/

Green Libraries - http://www.ala.org/tools/green-libraries

IFLA Building & Equipment Sections - https://www.ifla.org/library-buildings-and-equipment

WBDG - https://www.wbdg.org/building-types/libraries

Archives/Conservation

Society of American Archivists – https://www2.archivists.org/

Preservation Concerns in Building Designs - https://www.nedcc.org/free-resources/preservation-

leaflets/1.-planning-and-prioritizing/1.8-preservation-concerns-in-building-design-select-

bibliography

Zoning/Municipal/Building Standards

American With Disabilities Act – https://www.ada.gov/

City of Chicago Zoning Office-

https://www.cityofchicago.org/city/en/depts/dcd/provdrs/admin.html

LEED Standards - https://new.usgbc.org/leed

References

“Call for Papers for 2017 Conference.”(2016). Retrieved from https://www.ifla.org/node/11006.

Esmay, Michael. (2006). “Library Administrators, Leadership, and the Building Expansion

Process An Architect’s Point of View.” Library Administration & Management, 20 (3).

121-127.

Forrest, Charles. (2002). “Building Libraries and Library Building Awards.” Library

Administration & Management, 16 (3) 120-125.

Kim, Taeock and Paula J. Popma. (2007) “Out of Sight But Not Out of Mind Preparing for an

Automated Retrieval System.” Library Administration & Management, 21 (4) 189-

Pionte, J.J. (2016). “Sustainable Library Services for All.” Library Management, 37 (6/7), 317-

325. Retrieved from http://doi.org/10.1108/LM-04-20160030

Prizeman, Oriel. (2013). “Function and Decoration, Tradition and Invention: Carnegie Libraries

and Their Architectural Message.” Library & Information History, 29 (4) 239-257.

Sannwald, William W. (2007). “Designing Libraries for Customers.” Library Administration &

Management, 21 (3) 131–138.

Sannwald, William W. (2001). “To Build or Not to Build.” Library Administration &

Management, 15 (3) 155-160.

Schwartz, Meredith. (2015). “Alachua Library Keeps Its Cool.” Library Journal, 9/15

Supplement, 34.

Sweeney, Richard T. (2005). “Reinventing Library Buildings and Services for the Millennial

Generation.” Library Administration & Management, 19 (4). 165-175.

Todaro, Julie. “Pimp My Library.” (2007). Library Administration & Management, 21 (4). 196-

198.