The Space Planning and Utilization Committee met on Monday, March 20, at 2:00 in the Goldberg Room. Attending: John Haar (chair), David Carpenter, Martin Cerjan, Peg Earheart, Bill Hook, Juanita Murray, Sharon Weiner, Flo Wilson, Roberta Winjum.
1. Review of the Facilities and Services survey.
The committee discussed the combined data from a Facilities and Services survey completed by each of the libraries in December 2005. The data include counts of total shelving capacity and occupied shelving, study furniture and facilities, and public workstations; listings of quiet study locations, group study rooms, and non-traditional spaces (classrooms, computer labs, etc.); and details on special services, public service points, and circulation policies. Flo supplemented the survey with Annex shelving information.
Peg reported that there is now fifteen months of available shelving for campus library books at the Annex under its current configuration, including compact shelving installed in February. Additionally, removal of one section of stationary shelving for archives and installation of new compact shelving will begin next week. This will double capacity for miracle box storage, in this specific footprint. A third project will occur later this spring that will further increase archival box storage
Flo reported on the status of expanding the Annex building. We have asked Campus Planning to provide information about the potential shelving capacity of new construction in the footprint of the small standalone building at the rear of the Annex and the capacity of a possible expansion.
One outcome of the survey discussion was a decision to reconsider the libraries’ restrictive lending policies for bound periodicals and reference items at the Annex. These policies were developed before the advent of electronic resources and perhaps could be liberalized, especially since they govern presumably low-use materials. The committee agreed to refer this matter to the Circulation and Access Committee for review and request that CAC consider a consistent and longer loan period for Annex periodicals and reference sources.
The committee decided to post the survey results on the staffweb so that staff could access the information when needed. In addition, we agreed that we would distribute information about group study facilities and quiet study areas to directors. The directors will post this information at service desks so staff can direct patrons to study areas across the libraries. We will first revise the report to include more detail about use restrictions in each study area so staff can relate accurate information to users.
2. Book donation for New Orleans Public Library.
The library has received a request to donate books to replace the many items lost by New Orleans Public during Hurricane Katrina. The committee agreed to organize a book drive during April to gather materials donated by patrons for shipment to N. O. Public. Each library will place a collection point (mail bins are a possibility) in its lobby; Technical Services will also place a collection point in the Baker Building. Celia Walker has agreed to create signs that we can post at each point and to provide publicity through the Register, Hustler, etc. Peg will have the messenger service collect the books, inspect them to be sure no library materials have been deposited, and pack and ship them.
3. Committee evaluation forms.
John distributed copies of a proposed evaluation form for committee members that we will use during next year’s performance evaluation cycle. The committee agreed to recommend to the Strategy and Planning Council that a companion form be developed so that committee and project team members can evaluate chairs.
4. Other business.
Bill reported on the Divinity Library expansion. The library staff and services will move to the Divinity School beginning May 8. He expects the move to take two to three days. Demolition begins on May 15, with completion scheduled for the first week of August. This schedule could be extended if there is a need for asbestos abatement, which is highly probable. He will offer furniture that Divinity no longer needs to all the libraries.
David reported on renovation plans for the Management Library. Architects have presented a revised and much improved design for the library. Construction may begin on May 16 and should be completed by September 1. He hopes the library will continue to operate through the construction, but will not know for sure until further planning is completed. In a change from an earlier design, the library will retain most of its current shelving, but the shelving for the circulating collection will be converted into compact shelving. Ten new study rooms will be built; more public seating will be added; and new furniture and carpeting will be installed. Handicapped access will be added at the library's entrance. The staff will gain a combined conference and training room. There will also be HVAC improvements. The library's separate reference and access service (circulation) desks will be merged into a single service area, but will retain their current division of service responsibilities.