Library and Town Office Building Expansion
Committee Report to Library Trustees -- November 15, 2007
Background
The Trustees of the Gilsum Public Library appointed a committee in April 2006 to plan the expansion of the Library and Town Office building. Committee members included Gail Bardwell, Joanna Batchelder, Louise Cook, David Dauphin (chair), Lois Hastings, Merrilyn Johnson (ex officio member), Jim Lombara, Tom Mercer, and Justin Ware. The committee met 14 times since then. We drafted a survey, but decided not to use it until sometime in the future. Before using, it should be reworked to make it shorter and more useful. A proposal was submitted to PlanNH Design Charrette competition. We were not selected, however the material prepared may be useful in the future.
We ofer this report to the Trustees to document our progress and findings, and present our recommendations for proceeding. We thank you for the opportunity to serve the Trustees and community and are hopeful Gilsum will one day have a public library and municipal office building that represents the needsand wants of its citizens, now and in the future.
Mission Statement: To describe and evaluate the services and functions of the Gilsum Public Library and Municipal Office Building to meet the needs of the Town for the next twenty years, and create a building designed to enhance Gilsum’s civic pride and social capital.
Library Statistics (2006)
• 7,000 Adult Volumes
• 3,000 Children’s Volumes
• 240 Magazines
• 70 Audio Tapes
• 280 Videos
• 33 CDs/DVDs
Registered Borrowers (2006)
• 244 Adults
• 127 Children
• 371 Total
Circulation (2006)
• 941 Adult Publications
• 1,009 Children’s Publications
• 395Magazines
• 119 Videos
Turnover of Volumes
• 2006 – 310 volumes added; 176 removed
• 2005 – 277 volumes added; 291 removed
• 2004 – 386 volumes added; 101 removed
• 2003 – 161 volumes added; 117 removed
Assessment of Current Facility (exhibit 1)
• Inadequate space for Library functions
• Inadequate work space for Librarian and volunteers
• Inadequate closed storage for materials and supplies
• Need room to offer more programs, more often to increase patronage
• No room for expansion of Library or Municipal offices
• Municipal office space is cramped
• Weight load of Library shelves and municipal file is excessive for structural members
• Inadequate heating, ventilation and air conditioning (HVAC)
• Does not meet Accessibility and Life Safety codes
• Handicap ramp is in rear of building and in poor condition
• Door knobs should be replaced with levers and new locks
• Exit doors must swing out for emergency egress
• Book shelves are too tall for accessibility; volumes on floor level shelves are too low
• Circulation desk is too tall and made from tops of metal folding tables
• Tall shelves block Librarian’s view to some areas of the Library
• Inadequate space for public meetings regularly held in Library
• Bathrooms are small and inaccessible to persons with special needs
• Water supply is not potable
• Need second exit from Library and Municipal offices
• Current architectural design does not look like a public building, looks residential
• Fluorescent lights are outdated
Many other deficiencies are inferred in the list of needs for the future.
Goals for the Future
• Increase total volumes to between 13,000 and 15,000
• Increase number of patrons
• Increase the use of the Library
• Make the Library a focal point of the community by having an attractive, accessible building with a diverse selection of materials and programs
• Conduct regular public activities on topics of interest to the community
• Conduct annual surveys to determine needs and interests of the community
Needs for the Future
Children’s/Juvenile Section
• Improve children’s section by expanding the floor space available
• Locate children’s section near windows for natural light
• Provide more and better furniture such as one or more additional tables, more chairs
• Provide carpeting or rugs
• Provide larger area for display of more books
• Provide space for whiteboard/chalkboard
• Provide more wall space for posters and display of materials for periodic themes or topics
• Increase space for activities with Librarian and/or volunteers
• Provide space to designate young children‘s section from older children’s section
• Provide additional shelving to accommodate more books, and to allow for lower shelf height to make books more accessible to children and others
Adult Section
• Provide additional shelving to accommodate more books, and to allow for lower shelf height to make books more accessible to patrons
• Improve seating with more chairs, including overstuffed chairs and/or a couch to comfortably seat 20 to 25 adults
• Repair or replace Library reading/work tables and chairs to improve stability and durability Expand section for large print books
• Expand sections for videos, audio tapes, and DVD’s
• Provide a monitor and DVD player on a mobile stand for presentations
Circulation Desk and Processing Area
• Build circulation desk to provide varying table heights to meet accessibility needs of all patrons, staff and volunteers
• Provide a separate space and lower work surface for processing books
• Build cupboards and closets with doors for storage of materials and supplies
• Provide drawers for filing, supply storage, and specialty documents storage
• Provide a computer desk for Librarian and volunteers
Computers for Patrons
• Additional computer work stations for patrons to access the internet, prepare documents and inquire to automated card catalog (currently manual).
General
• Display space for exhibits
• Common shared kitchenette area for Librarian and other users of the building
Building/Mechanical Needs
• A minimum of 2,000 square feet for the Library (current space is approximately 1,100 square feet)
• A building that incorporates ‘green building principles’ and reduces energy dependence and costs partly through maximizing the insulation
• Improved general lighting and task/area lighting
• Improved heating and ventilation
• Central air conditioning and/or natural cooling features
• Passive and/or active solar power capabilities (building faces south)
• Primary and secondary exits from Library
• Striking entrance accessible for all and shared with Municipal offices
• Fire and smoke alarm system, hard-wired
• Larger accessible bathrooms
• Space for an elevator or lift (future enhancement)
Additional Help
Judith Peter and Louise Cook attended a workshop at the Local Government Center in Concord.
David Provan of Right Road Development presented methods to gain community support for a building project. David presented a two hour talk on the subject in Gilsum, at no cost to the town. Many of the Library Trustees attended. David stressed the need for all factions in the town to work together to make a building project successful. One of his most successful tactics is for the project team to create task force groups and appoint as many different people as possible to work towards completing the tasks assigned. The underlying strategy is to involve citizens to build a sense of ownership and to publicize the project to build support.
Justin Ware (son of Barbara Ware, a Library Trustee) undertook a high school senior project to conduct an independent study of the physical needs of the Library and drafted a theoretical design for a new building. His notes and plans are included with this report (exhibit 2). The committee very much appreciated Justin’s efforts and outcomes. The committee agrees that Justin’s proposal is a preliminary version of a potential option. Other options should be pursued working with professionals and the final design be chosen by the citizens of Gilsum.
Jim Lombara brought Andrea Warchaizer of Springpoint Architectural Design and Consulting to one of our meetings. Andrea expressed the opinion gained from experience, that a building project of this nature often galvanizes a community and creates a strong sense of belonging and ownership. Andrea volunteered to provide guidance and insight from her experience and training, and she is willing to work with a Library Consultant to help the town better define its needs, goals and the design of the building.
The committee visited the Sullivan Town Library and the Nelson Town Library and learned a great deal from each. Interestingly, each of them stated that they did not build the Library large enough and they could now use more space. The Nelson Town Library project was particularly successful, raising all needed monies through private donations. Material from each library project is included in this report (appendix E and F).
Municipal Office Needs
The charge of the committee also included the responsibility to address the needs of the Municipal offices. Attempts to address and include municipal needs in our scope were unsuccessful. Selectman Hasbrouck drafted a plan for the Library and Town Office expansion prior to 2005 (exhibit 3). The focus of that plan was an expansion of both functions to the back of the existing building, to address accessibility and Life Safety Codes, and to correct known problems with the current structure. The Trustees reviewed Mr. Hasbrouck’s plans and met with a Library consultant in 2005; then decided to conduct a more in depth analysis and consider other options. Hence, this committee was formed. Mr. Hasbrouck attended a committee meeting to present his ideas and to update us on the known problems with the structure and site via a walking tour, as well as attending other meetings. The committee is at a loss as to how to proceed with defining the needs of the municipal offices.
Recommendations
The committee has made good progress in deciding the needs of the Library. We have reached the time when a library consultant is needed. We also think that a new approach is needed to move the project forward. We recommend the following:
• That the Trustees engage the services of a Library Consultant (Judith Peter has already arranged this)
• That the Library Trustees accept this report as the final product of the Library and Municipal Office Expansion Committee
• That the Trustees be responsible for continuing the work to build an expanded Library and Municipal Office building by following David Provan’s recommendations for building community support - create task force groups and appoint Gilsum citizens to accomplish the stated goals
a. Sources of financing and fund raising strategy
b. Survey of the two town lots or establish bounds with Legions’ agreement
c. Selection of architectural firms
d. Public relations (including newletters, a brochure, public meetings, dog and pony show, etc.)
e. Library furnishings, shelves, and other necessities
f. Landscaping and parking
g. Vacating and moving to new library and town offices
h. Green building and alternative energy options
i. Others as needed
One Library Trustee should serve on a task force; there should be no more than five members on a task force
NOTE: All task force groups should know that all meetings must be held in public; notice of the meeting date, time and place must be posted in two public places; minutes must be taken at each meeting; members must vote at the next meeting to accept the minutes of the previous meeting; a copy of the minutes must be given to the Town Clerk for official Town records. Email communications between members outside of meetings must also become part of the public record.
• That the Library Trustees submit a warrant article for the March 2008 Town Meeting to vote $25,000 from the surplus fund balance into the Library Expansion Capital Reserve Fund. This will bring the amount in the capital reserve fund to approximately $55, 000, which can then be used as matching funds to apply for grants and other financial aid.
• That the Library Trustees submit a warrant article for the March 2008 Town Meeting to see if the Town will vote to raise and appropriate the sum of $20,000 for the purpose of engaging an architect to develop preliminary designs and drawings of the new library and municipal office building, and to finalize those designs, obtain construction cost estimates and prepare a proposal for the March 2009 Town Meeting.
The task force conducting a search for an architect should be ready to recommend an architect by April 2008, so the Trustees can move quickly when the vote to fund an architect is successful.
The ultimate success of this effort will depend on all factions in town working together. It will be through hard work, fun, cooperation and respect that that we best meet the needs and wants of Gilsum’s citizens.