IFLA Library Building

Guidelines: Developments &

Reflections

Edited by
Karen Latimer
Hellen Niegaard

K. G. Saur
IFLA Library Building Guidelines:
Developments & Reflections
IFLA Library Building
Guidelines:
Developments & Reflections

Edited on behalf of IFLA

by
Karen Latimer
and Hellen Niegaard

K G Saur Mnchen 2007

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 CONTENTS

Prologue ................................................................................................... 7
Introduction: A New Tool for Planning Library Buildings ..................... 8
Hellen Niegaard and Karen Latimer (editors)

I. DEVELOPMENTS & REFLECTIONS

1. The Top Ten Qualities of Good Library Space .................................. 13

Andrew McDonald, UK

2. Reinventing the Physical Library: Libraries in a New Context......... 30

Hellen Niegaard, Denmark

3. Investigating the Need for Space ...................................................... 47

Anders C. Dahlgren, USA

4. Unlocking the Library:

Library Design from a Marketing Perspective ..................................... 55
Janine Schmidt, Canada

5. Users and Public Space:

What to Consider When Planning Library Space................................. 68
Karen Latimer, UK

6. Configuring Internal Staff Areas ...................................................... 83

Marie Franoise Bisbrouck, France

7. How Was It For You? The Building Process in Practice .................... 96

Andrew McDonald, UK

II. GUIDELINES FOR PLANNING THE PROCESS

8. The Building Process Including How to Choose an Architect .......... 119

Marie Franoise Bisbrouck, France

5
 Contents

9. A Practical Means of Estimating Library Space Needs .........................127

Anders C. Dahlgren, USA

10. Interior Design Considerations and Developing the Brief ...................144

Cecilia Kugler, Australia

11. A Library Project from an Architects Point of View ........................ 172

Santi Romero, Barcelona Province, Spain

12. Green Building Management and Sustainable Maintenance ..............203

Sean Wagner with contributions from Jeffrey Scherer, USA

13. Reading Plans for Library Professionals..............................................215

Olaf Eigenbrodt, Germany

14. Renovating Historic Buildings .............................................................219

Santi Romero, Barcelona Province, Spain

15. Site & Location ................................................................................. 229

Hellen Niegaard, Denmark

16. What to Look for: A Check List for Visiting Library Buildings ........ 237
Marie Franoise Bisbrouck, France

APPENDICES

National Standards Introduction ............................................................247

France.................................................................................................... 248
Spain (Barcelona Province) ........................................................................254

List of Contributors ............................................................................... 258

Acknowledgements ....................................................................................259

Index ...................................................................................................... 261

6
 PROLOGUE

As new media emerge and gain currency the library seems threatened. The
library stands exposed as outdated at a moment when free access to knowledge
is crucial.

The Library is no longer exclusively dedicated to the book and must change.
From a book-fortress to a local community centre with lots of activities all
giving access to information and culture!

Rem Koolhaas OMA Office of Metropolitan Architects

When designing Seattle Central Library (2004)

Seattle Central Library. Photo: Office for Metropolitan Architecture (OMA)

7
 INTRODUCTION:
A NEW TOOL FOR PLANNING LIBRARY BUILDINGS

Hellen Niegaard & Karen Latimer, editors

This publication provides guidelines on the process of planning and designing

library buildings and it also reflects on developments which should be consid-
ered when planning new library spaces. The guidelines provided are not a tradi-
tional set of recommendations to be rigidly adhered to since this would be unre-
alistic in todays fast-changing and international library world. Rather, key is-
sues and stages in the planning process are identified and discussed. Library
managers and architects should relate these to their own countries and circum-
stances and make the relevant local adjustments.

The recommendations given throughout this publication have been developed to

inform, improve and stimulate the library building process. The focus is on
planning with the intention being to assist library managers and architects to
build best-of-their-kind libraries, to design tomorrows top modern libraries
and at the same time include the best traditions of yesterdays classic library
buildings.

The publication is in two parts. Part I discusses general and current trends in-
cluding changes in the concept of libraries. Part II gives more specific recom-
mendations on how to proceed with the library brief and estimate space needs
and looks at issues such as interior design, reading plans, renovating historic
buildings and selecting a site. Appendices give some examples of national li-
brary building standards and some sample plans.

Although every effort has been made to avoid duplication there are major
themes such as the growing role of libraries as social spaces and approaches to
writing the brief for a new library building that recur throughout the various
contributions.

8
 Introduction: A New Tool for Planning Library Buildings

Any recommendations given in any of the chapters reflect the opinion of the in-
dividual author and his or her country of origin. For specific professional issues
it is recommended that the guidelines of the relevant IFLA Section be consulted.

Change in focus calls for new buildings

Three things have led to this publication. Firstly, the fact that designing and con-
structing a new library is an art most library directors and professional librarians
only experience once or only very occasionally in their professional lives. The
same is also often true for the architect. Secondly, the need for a publication
which brings together in one place information required by library managers,
planners and architects in any library building process. Thirdly, the context in
which the physical library is undergoing a major transformation from collection-
dominated to user-centred in line with changes in society and technology. At the
beginning of the 21st century the concept of the library is shifting in focus
from collections to connections/communication and from storage to access in
order better to respond to challenges posed by an increasingly digitised and net-
worked information-based society.

The information or the knowledge society, also known as the electronic age, is
about to change library buildings and their focus radically. In the years to come
we will see an increasing development from book-and-shelving dominated li-
braries to hybrid libraries, a combination of physical and digital services.

Libraries must provide access to information not only via printed and other
physical materials but also electronically. Increasingly encyclopaedias, diction-
aries, non-fiction, articles, music, film and other multimedia materials will be
provided on a digital basis. In addition these services will be available 24/7, (24
hours and 7 days) in your home, at your job, on campus or elsewhere via com-
puters of various kinds including handheld devices like cell phones.

What will this development mean for the physical library building? What does it
take to create the modern library building of tomorrow? Nobody seems to have
all the answers to these questions but one thing is certain all library stake-

9
 Hellen Niegaard & Karen Latimer

holders, public authorities and universities, will have to re-evaluate not only
their services but also their library buildings to ensure effectiveness and a sus-
tainable library service.

It should be noted that these changes are also influencing library design in de-
veloping countries. However, in many regions, in particular in rural areas, just to
run a modest library facility with a few stacks of books is still an achievement
though not the subject of this publication.

The Contributors

The work on guidelines and recommendations carried out by IFLAs Standing

Committee on Library Buildings & Equipment stems from two sources. Firstly,
the working group members themselves and their associates who are all experi-
enced professionals consultants, architects and library managers and who have
all been involved in planning one or more libraries. Secondly, papers and de-
bates from the three most recent Library Buildings & Equipment Section bian-
nual pre-conferences on library buildings. The pre-conferences in Boston 2001,
in Paris 2003 and in Helsinki 2005 were entitled Future places: reinventing li-
braries in the digital age, Libraries as places: building for the 21st century, and
The physical library and beyond: library as a place and library in cyberspace.
The proceedings of the pre-conference in Paris were published by K.G. Saur in
2004 (IFLA Publications 109).

List of authors see Appendices.

10
Part I:
DEVELOPMENTS
& REFLECTIONS
 1. THE TOP TEN QUALITIES OF GOOD LIBRARY SPACE

Professor Andrew McDonald

Director of Library and Learning Services & Head of Lifelong
Learning Centres, University of East London, United Kingdom

This paper explores the ten most important qualities of good library space.
These qualities help us define the key issues we should be considering through-
out the planning process so as to enhance our creativity in designing wonderful
new spaces to meet the changing needs of our users. The paper also reflects
upon some of the trends we are seeing in the growing diversity of imaginatively-
designed new libraries around the world and concludes by contemplating the
future of the library building as a place in the electronic age.

Whats in a name?

While this paper concentrates on university libraries, the qualities presented are
sufficiently generic to relate to the successful design of other sorts of libraries
and, indeed, to learning space in general. Although the word library is used, and
this continues to be a strong brand in society, institutions have chosen a number
of different names for their new buildings. There are new learning centres, learn-
ing resource centres, learning streets, learning hubs, learning malls, learning
grids, research villages, idea stores, book bars, cultural centres and so on.

As an example, in the 1980s and 1990s, some regarded learning resource centres
as a new building type with qualities distinct from traditional libraries (Higher
Education Design Quality Forum, 1996). But now many forward-looking, new
libraries offer similar facilities and in practice are hybrid services with, per-
haps, a different balance of traditional collections, electronic services and reader
places, whether in support of learning and teaching, or of research, or both
(McDonald, 1996). There is currently considerable interest in the design and
management of technology-rich learning and research spaces in general within
both further and higher education (HEFCE, SMG, 2006; JISC, 2006; SFC,
2006).

13
 Andrew McDonald

More new buildings than ever

Despite some almost reckless predictions about the end of libraries and their
book collections, due to the rapid growth in networked electronic information
and the use of the internet, universities continue to build new libraries and refur-
bish existing buildings.

In the last twelve years there have been more than 120 new academic library
projects in the UK costing an estimated 500 million (SCONUL, 2007). In the
USA, 160 public library and 29 academic library building projects were com-
pleted in 2005/06 alone at a cost of $900m and $440m respectively (Fox, 2006).
Each one of these designs represents a particular vision of what a new library
should look like, both from the inside and the outside.

We are seeing growing interest not only in major new buildings, but also in
much smaller projects designed to make better use of existing spaces within li-
braries.

TEN QUALITIES OF LIBRARY SPACE

It is recognised that good library space has ten important qualities and that, ide-
ally, this new space should be:
functional
adaptable
accessible
varied
interactive
conducive
environmentally suitable
safe and secure
efficient
suitable for information technology

In addition, new library space should have

the oomph or wow factor

14
 1. The Top Ten Qualities of Good Library Space

These generic qualities help to define what planners should be striving for in
their new libraries and indicate the key issues upon which the library director
must have a view. They are the critical issues that should be addressed in the
programme statement or brief and should be discussed by the planning team
throughout the planning process, and they give us some criteria against which
design solutions can be assessed. Indeed, they are the very qualities that taken
together set libraries apart from other building types.

Clearly, the priority given to each of these qualities will depend on the mission,
culture and aims of the library service. They are intended as an indicative set of
qualities and should never be taken as a prescriptive set of solutions. Inevitably
there are tensions and even conflicts between these qualities, as well as within
each of them, and they all have resource implications.

These qualities are equally relevant to all space planning exercises: a new build-
ing or an extension, a refurbishment or an adaptation, making better use of exist-
ing space, or any combination of such projects. Clearly, design solutions vary
considerably in different universities, in different higher education systems and
in different cultures and climates. However, it is reassuring that the key consid-
erations and design trends in all sorts of libraries are surprisingly similar all over
the world.

Let us consider each of these defining qualities in a little more detail.

Functional Space that works well, looks good and lasts well

We should aim to design libraries which are functional, easy to use and eco-
nomical to operate. New space must enable the library to fulfil its role and facili-
tate the delivery of high-quality services. Functional interests should take prior-
ity over any purely aesthetic considerations, but our libraries should look really
good too. The design should recognise the crucial importance of people, books
and information technology, and the complex and dynamic relationships be-
tween them. In universities it should achieve a balance between the needs of the
teaching, learning and research communities; in public libraries a balance be-

15
 Andrew McDonald

tween recreational and knowledge-seeking space. New space must also enable
the service to respond to the changing needs of their communities.

Recent design trends emphasise a people-centred approach to planning (Wu,

2003). Planning new library space is essentially about people; or rather it is
about creating the space in which people can interact with the collections, in-
formation technology and services they need. It is people who design libraries,
people who deliver services and people who use them. Above all, the user
should be at the centre of the whole process. As Dowlin (1997) confirms: The
magic of libraries is in connecting mindsand successful library buildings in
the 21st century will enable those connections to happen.

Adaptable flexible space, the use of which can easily be changed

Future-proofing is a difficult art, but one fundamental question is how far ahead
should we plan? As Stewart Brand (1994) reminds us: All buildings are predic-
tions. All predictions are wrong. But any predictions about the size and nature
of buildings required for the future will be influenced by our view on how li-
brary services will be delivered in the emerging information age. One library
director reflects on this dilemma: You cant be sure how these spaces will be
used. You are just creating the opportunities for things to happen (JISC, 2006).
Jones (1999) warns against planning for more than 15 to 20 years because of the
pace of change in information technology, e-learning and higher education and
in particular uncertainty about the impact of electronic storage on space. While
others may prefer much longer planning periods, pragmatists might conclude
that we should look as far ahead as we can, or perhaps as far as we can afford.

Paradoxically, one of the few certainties in planning new libraries is the almost
guaranteed uncertainty about future use, particularly in relation to information
technology, organisational structures and user behaviour. It is, therefore, impor-
tant to achieve a high degree of flexibility in the building so that the use of space
can easily be changed with the minimum of disruption, merely by rearranging
the furniture, shelving and equipment. Achieving long-term flexibility can, how-
ever, be more costly than delivering short-term functionality, and planners are

16
 1. The Top Ten Qualities of Good Library Space

now more pragmatic, seeking an appropriate balance between cost and adapta-
bility requirements. For example, it is generally held that the floor loading
should be sufficient for book stacks throughout the building. The growing use of
information technology, often at the expense of book stacks, has challenged this
view. Some learning resource centres, housing predominantly IT-based re-
sources, have been constructed to office, rather than traditional library, floor
loading standards. However, any potential savings should be carefully assessed
against the loss of long-term flexibility.

Accessible social space which is inviting, easy-to-use and promotes inde-

pendence

The library is the central academic focus of the university and plays a strong so-
cial role in thelearning, teaching and research processes within the institution. It
should be as accessible as possible, encouraging and inviting people to make full
use of the services it provides. It must cater for the growing number of increas-
ingly demanding customers and their diverse learning and research styles, and
for both traditional and electronic modes of delivery.

Access should be as clear and straightforward as possible with a self-evident

layout facilitating independent discovery and study: students should not have to
understand how the library is structured in order to make use of its services.
Great progress has been made in providing simple and attractive way finding
systems, and we are now seeing the use of digital signs, plasma screens and even
audible clues.

The design of busy entrance areas is changing, particularly as many libraries

have installed access control and self-service systems. The growth of 24/7 ac-
cess requires attention to the security and robustness of the building and its col-
lections, furniture and equipment, as well as to the safety of readers and staff.

The design must meet the current legal requirements for access by those with
disabilities and learning differences, not least because good design for disabled
people is generally good design for the able-bodied. An example of best practice

17
 Andrew McDonald

is considering the most appropriate lighting, colours and tonal balances of all
surfaces for the partially sighted. The law in many countries requires institutions
to make reasonable adjustments to ensure access by disabled people and makes
discrimination against disabled people unlawful.

Varied with a choice of learning, research and recreational spaces and for
different media

We should provide a variety of study environments to suit the growing diversity

of our users and their different styles of discovery and learning. Users should be
encouraged to seek information at their own pace and in their own time, with
provision not only for quiet study and independent learning, but also, increas-
ingly, for group work and interaction. Indeed, the provision of social and col-
laborative spaces in which users can interact with each other is an important
trend. The hybrid library must, of course, provide access to both traditional
and electronic resources, and an increasing amount space is devoted to IT ser-
vices with associated information skills training and technical support.

The huge variety of reader places range from single-person to multi-person ta-
bles of various shapes, casual seating, study rooms and group study facilities.
Some users like an active or noisy social learning environment; others prefer a
quiet study environment with good acoustic and visual privacy and this can be
achieved to different degrees with various furniture designs, including table di-
viders, bookstands, mesh screens and carrels.

In some cases interiors are becoming more like an extension of the living room,
providing the emotional space for social interaction within the community.
Trends in retailing suggest that designs will be influenced more by entertain-
ment and technology and the need for food with everything, and planners in
the USA have already explored the learning theme park approach in public
libraries. A variety of spaces can be created using different furniture, lighting,
noise levels and even temperature zones. Indeed, zones or floors for different
modes of study are increasingly common and these areas are differentiated by
sound and visual clues, layout, style of furniture, and types of technology in dif-

18
 1. The Top Ten Qualities of Good Library Space

ferent configurations (JISC, 2006). Semi-private or group study environments

have been achieved within open plan spaces through interestingly-designed fur-
niture, such as learning pods, screens and canopies (Watson, 2006). Views differ
as to the most appropriate colours to influence the ways people use libraries,
both in relation to the hot colours required for lively interactive areas and the
rather cooler colours appropriate for quiet contemplative study. One design
challenge is to create inclusive spaces that reflect the growing diversity and
ethnicity of our user communities. However, these are complex design issues,
and there are some interesting tensions between creating flexible and well-
defined spaces, and between creating personal and social spaces all within one
building.

Many new libraries remain standalone projects, but some have been planned as
innovative joined-up services. Several libraries incorporate a range of non-
traditional activities into their building, such as learning cafs (Boone,
2003&2004), student support services and other social learning spaces. Some
universities are providing integrated, one-stop student services, emphasising
their role as the natural hub of the whole campus (Watson, 2006). Others are
building joint facilities with partner bodies with whom they are working to
broaden participation in learning throughout life. In the USA, some new facili-
ties have been built with student services, health centres and other academic ser-
vices (Fox & Jones, 1998).

Joint university and public libraries have been built in Scandinavia and the USA
(Fox, 2005). Recent new public libraries in the USA have wonderful teen spaces
and the buildings have combined with cultural centres, theatres, conference cen-
tres, schools, office blocks, service centres and cafs (Fox, 2006). In the UK, the
Barking Learning Centre is a new learning place, providing joint public and
academic library services together with classrooms for teaching courses for em-
ployment and onestop local authority services. New learning centres in the UK
have been created in companies, shopping malls, churches, football clubs and
other places convenient for lifelong learners (McDonald, 2000a). Exciting new
joint amenities are emerging from the closer working relationship between li-
braries, museums and archives. There are huge opportunities in planning these

19
 Andrew McDonald

multipurpose places, but also significant funding, political, cultural and organ-
isational challenges.

Interactive well-organised space which promotes contact between users

and services

We must achieve an appropriate balance between the space for collections, ser-
vices, readers and information technology. The well-organised library not only
makes optimum use of the space available, but also promotes interaction be-
tween people, and encourages the use of its services. Indeed attitudes to the pro-
vision of services are changing. Designs are increasingly reflecting an inte-
grated, customer-friendly approach (McDonald, 2002), moving away from what
may be regarded as an overly complex, silo model of service provision driven
as much by supplier interests as those of customers (Watson, 2006).

The main counter, enquiry points, group study spaces and information skills
rooms are all key areas of interaction in modern libraries, and we are seeing new
spaces for interactive and experience-based activities.

Conducive high-quality humane space which motivates and inspires people

As the heart of its community, the library should convey a sense of quality,
value and place. The ambience should be conducive to study and reflection,
and should encourage and inspire its users. Readers, many of whom study for
long periods and in increasing numbers, should feel comfortable and safe.

Imaginative architecture, exciting features and varied internal spaces all contrib-
ute to the ambience of the environment. This can be further enhanced by paint-
ings, sculptures, stained glass, sensory gardens, and other cultural artwork. An
investment in a high standard of furnishings and finishes will also create this
sense of quality and will withstand heavy use over an extended period with the
minimum of maintenance. The library should be much more than an unimagina-
tive swotting shed with high density regimented work places.

20
 1. The Top Ten Qualities of Good Library Space

Noise, particularly from computer clusters and users themselves, is an increasing

problem in libraries and planners are paying considerable attention to the man-
agement of sound in new buildings. Ironically, this is even more important in
buildings where social learning and group work are encouraged, because effec-
tive noise management enables users to interact with each other without disturb-
ing others unnecessarily. Acoustic consultants are now often part of the planning
team. Established approaches include zoning activities and attention to floor and
ceiling finishes. We have already touched on the influence of colour on user be-
haviour. One fundamental dilemma is the design of the staircases in the build-
ing. Some new buildings are designed around an open central staircase for
transparent access and airflow considerations while in others planners have en-
closed the staircases to contain the inevitable noise associated with readers mov-
ing up and down the building.

Environmentally suitable with appropriate conditions for users, books and

computers

Suitable environmental conditions are required, not only for the comfort of us-
ers, but also for the efficient operation of computers and the preservation of li-
brary materials. Ideally, temperature, humidity, dust and pollution levels should
all be controlled. Natural or passive ventilation, now common in new buildings,
provides an affordable, sustainable and a people-friendly solution, although
some argue that global warming may necessitate greater control of environ-
mental conditions in the future. Any building or energy management system fit-
ted should be designed to accommodate the lowest common denominator of
building management. Buildings should be environmentally appropriate and
many current designs are required to be carbon neutral.

The ambient lighting, whether natural or artificial, should be sufficient both for
book stacks and reader places, and must take account of the growing use of
computer terminals by users and library staff. Task lighting or individual table
lights have traditionally been used to upgrade the lighting at the readers desk,
but we must make sure the design does not get in the way of installing PCs.
Large glazed areas mean that users can enjoy exterior vistas and natural day-

21
 Andrew McDonald

light, but double and even triple glazing, tinting, solar film, blinds or architec-
tural shading are necessary to alleviate the worst effects of noise, solar gain and
solar glare. Atria can introduce welcome light and natural ventilation to the cen-
tre of large buildings.

Safe and secure for people, collections, equipment, data and the building

There are security risks associated with the building, its users, collections,
equipment and data (Quinsee & McDonald, 1991). The design must conform to
current health and safety legislation and particular attention should be paid to the
ergonomic design of workstations, to securing IT equipment, and to operation
during non-standard working hours. Unfortunately, good security measures can
sometimes conflict with convenience, aesthetics and even safety.

Efficient economic in space, staffing and running costs

Libraries must operate as efficiently and economically as possible and most uni-
versities will stress the need for minimum running and maintenance costs. In
recent years space management, utilisation and efficiency (HEFCE SMG, 2006)
and life-cycle costs have come under close scrutiny, and projects need to dem-
onstrate value for money in relation to the large capital sums involved.

Universities may consider the economics and desirability of extending and re-
furbishing existing buildings as an alternative to constructing new libraries (Fox
& Cassin, 1996; McDonald, 1993). Existing buildings may have a symbolic,
emotional or architectural significance within the community and refurbishment
may be consistent with established campus plans (Jones, 1999). Planners may
also consider the economics and convenience of housing certain less used col-
lections in mobile shelving or in on- or off-campus stores, often organised on a
collaborative basis. At the same time, institutions are beginning to compare the
relative life-cycle costs of electronic and traditional libraries.

22
 1. The Top Ten Qualities of Good Library Space

Suitable for information technology with flexible provision for users and
staff

New space must allow the library and its users to benefit fully from rapid ad-
vances in information technology. Indeed, we should be planning buildings to
reflect tomorrows technologies rather than todays (JISC, 2006) and to surpass
the demands of the internet generation (Fox, 2006). In designing spaces for ef-
fective, technology-rich learning, we must recognise the considerable challenges
presented by trends in mobile learning, connected learning, visual and interac-
tive learning and in supporting learning (JISC, 2006). Even though only about
24% of reader places in libraries in the UK have computers at the moment
(SCONUL, 2006), the number of computers and peripheral devices continues to
grow at a pace and readers are also bringing in their own portable machines.
Nevertheless, the ultimate challenge is to have the capability to provide a fully
networked computer at virtually any point in the building with an environment
conducive to its use (McDonald et al., 2000). Wireless technology is enabling
this to become a reality.

Effective planning relies on the combined wisdom and experience not only of
architects and librarians, but also of computer experts and networking specialists
who are increasingly becoming members of the planning team. A suitable pro-
portion of the building budget, typically at least 15%, should be devoted to ICT
provision to fund the cabling, active equipment, connections and hardware re-
quired, together with suitable safety, security and environmental measures.

A genuinely flexible IT support infrastructure is required with a blend of hard-

wired, wireless and portable devices. Many new libraries are fully wired-up and
provide cabling and trunking around the whole building with docking stations
for readers to connect their laptops to the network. Wireless networking is now
more commonplace as it becomes faster and cheaper, despite some earlier con-
cerns about reliability and security, and enables users to turn any space in the
building into an IT space.

23
 Andrew McDonald

Planners may choose to wire up all the study places, or they may economise by
connecting only a certain proportion of them. Computers are often arranged on
tables around the perimeter where they can easily be served from the wall, but
are sometimes placed in the centre of the building to avoid problems of solar
glare and gain. In many buildings, computers are simply placed on ordinary ta-
bles which gives the most flexible arrangement, but in others specially-designed
computer furniture is used. Provision is made both for standing and seated users.
In any case the design of workstations for users and library staff should respect
the appropriate health and safety regulations and make suitable provision for
wire management for both safety and aesthetic reasons.

The aim should be to arrange the PCs in an attractive way and provide a high
quality electronic learning environment. We should compare the merits of dis-
tributed PC provision, close to the collections and other information sources,
and separate clusters of machines with the benefit of centralised management
and support. Machines can be arranged in separate areas or in open plan areas,
and clusters often double up as teaching spaces. In designing the layout, there is
an inevitable tension between providing the maximum number of machines and
creating a conducive space for study. Large clusters generate considerable noise
and heat, and care must be taken to ensure fire protection and security.

More space than ever before is now devoted to ICT services and support, and to
information skills training. Self-issue and return systems can, meanwhile, radi-
cally change the way in which we design entrance areas and counters, since
readers can undertake circulation transactions themselves virtually anywhere in
the building. Smaller and lower, more informal counters can deal with those
transactions which require staff help. RFID technology is increasingly common
and the use of automated service kiosks, mechanical sorting devices and smart-
card systems will also affect the overall design.

24
 1. The Top Ten Qualities of Good Library Space

Oomph inspirational space which captures the minds of users and the spirit
of the institution

The eleventh, and almost indefinable, quality is best described as the oomph or
wow factor. Really skilful architects and expert planners will strike a clever
balance between all these qualities to create inspiring buildings with exciting
architectural features and enjoyable internal spaces which capture the minds of
users and the spirit of the university.

The Library as a Place

The future of the library as a physical place has been a matter of considerable
professional speculation and debate. Despite some hasty predictions about the
imminence and inevitability of the virtual library, universities around the world
continue to create new libraries, often, as it happens, with growing printed col-
lections. Rather than become replaced by information technology, the technol-
ogy has moved in to the libraries.

Many new libraries are landmark buildings on campus with a strong sense of
place, and they have facilitated a step change in the support provided for
learning, teaching and research in their institutions. These new buildings con-
tinue to provide the place where people can come together to undertake a num-
ber of important activities. They come in increasing numbers to study, learn and
reflect, and, more and more, to meet, interact and exchange ideas. They consult
the collections, retrieve information and use the computers provided. They seek
the assistance and support of trained information professionals, and they make
use of the whole range of managed services provided. The buildings are often
the hub for distributing networked services to off-campus users and house grow-
ing collections and special collections of research and heritage materials. Impor-
tantly, these places help overcome the digital divide by providing access to
information for the information have-nots in society.

Although the balance between these activities is certain to change, the library
building remains the important place where all these essential services can be

25
 Andrew McDonald

conveniently provided, even in the virtual age (Hurt, 1997). It is interesting that
many of the most automated libraries in the world are still buildings and most
often very pleasant ones too. While older buildings may have accommodated
technology, todays new libraries are formed by it (Martin & Kennedy, 2004). It
is likely that in the medium term physical and virtual space will be equally im-
portant and the main challenge will be in providing a blended service where the
virtual and the actual spaces are complementary, influenced by the number and
diversity of new technologies.

Libraries remain amongst the most socially-inclusive, enduring and well-used

places in modern society. Regarded as important third places, libraries are at
the very heart of a communitys social vitality: they are neither home nor work,
but are places where people go for social interaction (Florida, 2000).

Creating good new buildings is critical, not only to the future of our universities,
but also to the intellectual capital of our countries. We are witnessing unprece-
dented and dynamic change in society, higher education, technologies and man-
agement. These trends, and the considerable challenges they present to planners,
are likely to continue at an ever-increasing pace. Tomorrows libraries will look
and feel very different places from yesterdays buildings. An understanding of
the essential qualities of good library space continues to inform the planning and
design of successful new buildings which, as ever, encourage even greater use,
often stimulating two- or three-fold increases in demand, inspiring future gen-
erations of learners and scholars.

if you build it, he will come (Field of Dreams, 1989)

Further reading and references

Bazillion, R.J. and Braun, C. (1994). Academic library design: building a teaching
instrument. Computers in Libraries 14(2), pp 1216.

Brand, S. (1994) How buildings learn: what happens after theyre built. New York : Viking-
Penguin.

26
 1. The Top Ten Qualities of Good Library Space

Boone, M.D. (2003). Monastery to marketplace: a paradigm shift. Library Hi Tech 21(3), pp 358
367.

Boone, M.D. (2004). The way ahead: learning cafs in the academic marketplace. Library Hi
Tech 22(3), pp 323328.

Dowlin, K.E. (1997). San Francisco public library. In Intelligent library buildings:
proceedings of the 10th seminar of the IFLA Section on Library Buildings and
Equipment, The Hague, Netherlands, August, 1997, ed. Bisbrouck, M-F. and Chauveinc,
M. Mnchen : Saur, pp 117209.

Faulkner-Brown, H. (1999). Some thoughts on the design of major library buildings. In

Intelligent library buildings: proceedings of the 10th seminar of the IFLA Section on
Library Buildings and Equipment, The Hague, Netherlands, August, 1997, ed. Bisbrouck,
M-F. and Chauveinc, M. Mnchen : Saur, pp 931.

Field of Dreams. (1989). Directed by P.A. Robinson. Gordon Company, Los Angeles. Film
written by W.P. Kinsella and P.A. Robinson, produced by B.E. Frankish, C. Gordon and
L. Gordon.

Florida, R. (2000). The rise of the creative class: and how its transforming work, leisure,
community and everyday life. New York: Basic Books

Fox, B.-L. (2005). A storm rains on our parade. Library Journal 130(20), pp 4458.

Fox, B.L. (2006). Betwixt and Be Tween. Library Journal 131(20), pp 4256

Fox, B.-L. and Cassin, E. (1996). Beating the high cost of libraries. Library Journal,
121(20), pp 4355.

Fox, B.-L. and Jones, E.J. (1998). Another year, another $543 million. Library Journal,
123(20), pp 4143.

Higher Education Design Quality Forum (1996). Learning resource centres for the future:
Proceedings of a conference organised by the Higher Education Design Quality Forum,
Standing Conference of National and University Libraries, and Royal Institute of British
Architects. London : Standing Conference of National and University Libraries.

Higher Education Funding Council for England, Space Management Group. (HEFCE, SMG)
(2006). Phase One and Two Reports. London : HEFCE, SMG. http://www.smg.ac.uk.
(23/5/2006)

Hurt, C. (1997). Building libraries in the virtual age. College and Research Libraries News,
58(2), pp 7576, 91.

27
 Andrew McDonald

Joint Information Systems Committee (JISC) (2006). Designing spaces for effective learning:
a guide to 21st century learning space design. London : JISC.
http://www.jisc.ac.uk/uploaded_documents/JISClearningspaces.pdf (23/5/2006)

Jones, W.G. (1999). Library buildings: renovation and reconfiguration. Washington :

Association of Research Libraries, Office of Leadership and Management Services.

Lang, B. (2001). Library buildings for the new millennium. In Library buildings in a
changing environment: proceedings of the 11th international seminar of the IFLA Section
on Library Buildings and Equipment, ed. Bisbrouck, M-F. Mnchen : Saur, pp 1124.

Martin, E. & Kenney, B. (2004). Library building 2004 great libraries in the making.
Library Journal, 129(20), pp 7073.

Mason, E. (1996). Management of library building planning. Journal of Library and

Information Science, 22, pp 1428.

McDonald, A.C. (1993). The refurbishment of libraries what should you be looking for?
Aslib Information, 21 (1), pp 3235.

McDonald, A.C. (1996). Some issues in learning resource centre accommodation and design.
In Learning resource centres for the future: proceedings of a conference organised by
Higher Education Design Quality Forum and the Standing Conference on National and
University Libraries, held at Royal Institute of British Architects, 1995. London : Standing
Conference of National and University Libraries, pp 2342.

McDonald, A.C. (2000a). Lifelong learning and the University for Industry: the challenge for
libraries in the United Kingdom. Advances in Librarianship, 23, pp 207238.

McDonald, A.C. (2000b). Planning academic library buildings for a new age: some
principles, trends and developments in the United Kingdom. Advances in Librarianship,
24, pp 5179.

McDonald, A.C. (2002). Planning academic library buildings for customers and services. In
Building a successful customer-service culture: a guide for library and information
managers, ed. Melling, M. and Little, Y. London : Facet Publishing, pp 143165.

McDonald, A.C. (2006). The ten commandments revisited: the qualities of good library space.
In LIBER Quarterly: The Journal of European Research Libraries 16(2),
http://webdoc.gwdg.de/edoc/aw/liber/lq-2-06.html (4/1/2007)

McDonald, A.C., Edwards, V., Range, P. and Webster, D. (2000). Information and
communications technology in academic library buildings. London : Standing Conference
of National and University Libraries. (SCONUL Briefing Paper)

28
 1. The Top Ten Qualities of Good Library Space

Quinsee, A.C. and McDonald, A.C. (eds) (1991). Security in academic and research libraries.
Newcastle upon Tyne : Newcastle University Library.

Society of College, National and University Libraries (SCONUL) (2006). Annual library
statistics 200405. London : Society of College, National and University Libraries.

Society of College, National and University Libraries (SCONUL). (2007). Library building
projects database. http://www.sconul.ac.uk/library_buildings/buildings/ (3/1/2007)

Scottish Funding Council (SFC) (2006). Spaces for learning: a review of learning spaces in
further and higher education. A report for the Scottish Funding Council prepared by Alexi
Marmot Associates in association with HAA Design, 2006
http://www.sfc.ac.uk/information/information_learning/Spaces_for_Learning_report.pdf
(23/5/2006)

Watson, L. (2006). The Saltire Centre at Glasgow Caledonian University. SCONUL Focus 37
Spring, pp 411

Wu, J. (2003). New library buildings of the world. 2nd ed., Shanghai : Shanghai Scientific &
Technological Literature Publishing House.

29
 2. REINVENTING THE PHYSICAL LIBRARY:
LIBRARIES IN A NEW CONTEXT

Hellen Niegaard, Chief Consultant

Danish Library Association, Copenhagen, Denmark

The changing media landscape and ongoing technological innovation are influ-
encing the physical library premises creating a communication-based library
rather than a collection-based one. The information society implies new web-
based library services, access to electronic resources and information-rich
products that require new forms of mediation. This chapter describes that trans-
formation and the need for modernization of the physical library building deriv-
ing from current developments and the implicit experience and learning focus. It
also draws on examples of how Danish and other libraries are providing inno-
vative physical premises and services. Finally, the chapter identifies issues and
elements to be taken into consideration to ensure successful updating of the li-
brary as a building.

Reinventing the physical framework

Globalisation and information and communication technology have changed the

classic library and its building, so familiar to users of both public and academic
libraries over the past 100 years, forever. New library concepts are emerging and
it is hoped that architects, politicians and library directors will be able to grasp
the vision of the 21st century library and implement it in future library buildings
for the benefit of their users and societys development.
While some suggest that libraries as physical places are as good as dead
because of increasing digital and web-based information others are equally
confidently planning and providing new facilities and services such as interac-
tive library spaces and libraries without books. The perception of libraries and
information resources in the 21st century is changing leaving both library pro-
fessionals and library owners with a need to redefine and reorganise library
services and in particular the physical library.

30
 2. Reinventing the Physical Library: Libraries in a New Context

New library building projects are emerging in growing numbers in many coun-
tries, and certainly in all of Scandinavia, and they are trying to respond to the
needs of the new era and the library of tomorrow. Not an easy task as a number
of new buildings in recent years have shown. Two major barriers are seen: an
adherence to traditional thinking and a lack of awareness as to what constitutes a
future-oriented library. Too often rather conservative architects together with
rather conservative politicians have apparently overruled directors, recreating
their childhood book- focused library once more.

Somehow library managers, planners and architects seem fixated on the classic
book-dominated library and have great problems in redefining libraries for the
electronic age. Rem Koolhaas, Office of Metropolitan Architects (OMA), the
architect behind one of the worlds newer famous library buildings, Seattle Cen-
tral Library (2004), notes that As new media emerge and gain currency the
library seems threatened. The library stands exposed as outdated at a moment
when free access to knowledge is crucial. The library is no longer exclusively
dedicated to the book and must change. From a book-fortress to a local commu-
nity centre with lots of activities all giving access to information and culture!

Together with the city hall, the school and the hospital, the library as a building
is considered one of societys central and basic public spaces. A building syn-
onymous with knowledge and access to knowledge from the very beginning of
time, the library is closely associated with wisdom and with mixing with ones
peers. These are positive aspects valued throughout history and previously asso-
ciated with powerful institutions such as the state, the church, monasteries and
universities to name a few. Libraries should build on this reputation and heritage
but need naturally also to reflect societal and technological developments.

TRENDS AND TENDENCIES

The change in media formats and the breakthrough of ICT (information and
communication technologies) including access to online library and information
services 24/7(24-hour and 7-day), have, together with the automation of manual
handling and the emergence of extended self service points and sorting robots,

31
 Hellen Niegaard

made it essential to change the way libraries are organised and layouted. It is
time to rethink or reinvent the librarys physical framework in order better to
meet new needs and concepts. These changes encompass public and academic as
well as school libraries or indeed any kind of library.

Farewell shelving-dominated library space

The trend globally is to rethink the interior of the physical library including its
face-to-face services in conjunction with the increasing range of digital ser-
vices and create new public meeting and learning places for a fast developing e-
society. Books and other printed/physical materials are still available but shelv-
ing no longer dominates the premises. Users and user facilities do.

Todays library functions as the citizens house of the town or as the campuss
pivotal point a local meeting place providing opportunities for inspiration,
dialogue, contemplation and study. Activities are available in several zones as
stated by Karen Latimer in the text about users and public space. From the lively
lounge with caf and exhibitions and facilities that support activities such as
conferences, concerts and theatre via information desks and large work-and-
reading rooms to study rooms/cells. Naturally these buildings offer state-of-the-
art ICT facilities some with walls but even some without as in the Sendai Media-
theque (1988) by Toyo Ito, Japan. In short, a well-designed forward-looking li-
brary building should be the rallying ground for all citizens in a municipality or
for students on a campus.

Two Danish libraries Naestved Municipality (2004) and CBS Library Solbjerg
Plads, Copenhagen Business School (2000) are examples of recent library
building projects focusing on users meeting, staying and working in the library
rather than on books and collections. Layout and design key words are: easy ac-
cess, oversight and flexibility.
Naestved library is from a Danish point of view on the absolute cutting edge
in terms both of content, design and layout, which in the open-plan library con-
sists of a number of zone-activities around a high-ceiled central hall and the ac-
cess area. Storage practically is non existent, though those that exist, in the back

32
 2. Reinventing the Physical Library: Libraries in a New Context

of the library collection area, are open to the public. All administrative working
nd rd
place is situated on the 2 floor of the library (the 3 of the building) in one
2
large and open area, also including the management; approx. 810 m per person
including free space and meeting facilities etc.

Libraries are as stated experiencing a paradigm shift from collection focus to

connection and library buildings must therefore be designed to reflect this. It is
argued that the increasingly digital information and knowledge resources will
transform the library over the next decade. Its services will in a few years time
be based on, at a conservative estimate, 1/3 traditional services related to printed
and other physical materials (of only modestly reduced dimensions compared to
2007) and 2/3 related to e-based information or services. What will it mean for
the physical library?

There are currently many developments which will have an effect on the physi-
cal library as we have known it for more than hundred years. The following top-
ics discussed below will give an indication of the factors to be taken into ac-
count when working on new library building projects. These issues should all be
considered when investing in new and future-oriented library buildings today.

Focus on public access

In the last hundred years the industrialised democratic society opened libraries
up and introduced them at a local level as places of enlightenment supporting
access to knowledge and providing reading for all. Even at the end of the 20th
century this trend has continued at a national level with national libraries in
France La Trs Grande Bibliothque de France, Tolbiac, in Denmark The
Black Diamond of the Royal Library and in the United Kingdom the British
Library at St. Pancras are all opening up to the general public in an attempt to
promote a much broader access to cultural heritage as well as access to special-
ised and scientific information for all members of society not just for researchers
and students.

33
 Hellen Niegaard

A life-long learning community library

The libraries must be physical places of experience, where testing and playing
with different types of media as well as forms of learning can take place in a
way which supports citizens innovation skills necessary in the e-society. The
libraries must support citizens use of self-serviced digital e-solutions (Library
Policy of Aarhus, 20062009). The information societys life-long learning fo-
cus and ICT development have meant that libraries have had to extend their tra-
ditional reading-support to also include information-literacy services. In addition
it has become obvious that there is a clear need for reshaping the physical library
to include more working and instruction areas. Danish variants of this develop-
ment are Library Home-Work cafs and targeted integration projects and facili-
st nd
ties particularly in areas housing large numbers of 1 and 2 generation Danes.

Idea Stores

st
In the UK, Idea Stores have, in the early 21 century, combined the best of tradi-
tional library and information services with first class lifelong learning opportu-
nities in comfortable and friendly shopping mall environments. The plan is to
create a series of bright, new buildings in local shopping areas; buildings pro-
moting not only libraries and learning but also providing local icons and meet-
ing places of significance. Through the new Idea Stores, Tower Hamlets Council
in the London area is investing millions of pounds to create a network of adult
education, library and information services in seven state-of-the-art buildings,
all in local shopping centres. These buildings are more than a library or a place
of learning. As well as the traditional library service, much valued by residents,
they offer a wide range of adult education classes, along with career support,
training, a crche, meeting areas, cafs and arts and leisure pursuits.

Democracy and Citizen Service Centres

In Denmark public libraries are currently developing new partnerships with local
authorities. A recent local government restructuring (Kommunalreformen 2007)
process not only reduced numbers of municipalities to ninety-eight and replaced

34
 2. Reinventing the Physical Library: Libraries in a New Context

counties with five large regions, it also meant new public services in public li-
braries. One is as a strengthened platform for local democratic development, an-
other is Citizen Service Centre offering services that were dealt with previously
by the city hall. These trends make a lot of sense. The libraries activities are
built on several hundred years of tradition and experience with conscientious
and professional selection of information and cultural material. Librarians vouch
for the quality of the products acquired or to which access is given. In addition
one of the librarys foremost competencies is to handle and promote information
for all groups of citizens.

Another partnership aspect relates to the outsourcing of services and functional-

ities which may also affect the design of new buildings today. An example is
Kolding Municipalitys new main library (2006) which runs part of the library
services in cooperation with private companies. One of these is the circulation
service including the self service loan and return system. Staff from the private
company run the system and carry out all everyday jobs in the librarys public
area and have their own private back-office in the library.

New libraries without books

CBS Porcelaenshaven, a campus library and the first without books in Denmark,
ushers in a new epoch of library service and design. Porcelaenshaven is a branch
of CBS Library, an institutional library serving scholarly research and educa-
tional purposes at the Copenhagen Business School. The branch, opened in
2006, offers students, researchers and the public all library facilities needed ex-
cept for borrowing books and printed materials though you may use the library
to pick up books ordered from other libraries. Services include access to online
catalogues as well as to e-books, e-journals, indeed to all sorts of electronic re-
sources, as well as to professional assistance and work facilities. If you have
queries or comments concerning the library you may go there during opening
hours. Alternatively you can access services with your personal computer, or by
cell-phone via the Library Chat function, or use the Request a Librarian service
or get in touch via the Ask the Librarian mail service.

35
 Hellen Niegaard

The library is an open space area with seventy study and work places including
an open office space for the Librarian. Only four workstations are equipped with
a computer as most visitors bring their own laptop and take advantage of the
wireless access. The premises also include a classroom with all the latest ICT
equipment. Porcelaenshaven should not be confused with an internet caf with
access for students, faculty and the public. It is a high-class library focusing on
professional guidance, information competencies and research services.

Shaping the interactive experience library

Modern library services and buildings should focus on the user, on users needs
and behaviour. Todays lifestyle is closely related to communication and to con-
vergence within digital media, internet, television, broadcasting and mobile
phone services and the increasing use of general IT-support-elements in private
houses and in public institutions; for example for energy controlling purposes,
security and entertainment etc. These ICT-technologies contribute to establish-
ing a new digital lifestyle in the public sphere, in private homes and else-
where.

A new constructive dialogue between building structures, ICT-support software

and users/citizens is slowly emerging creating new interactive facilities different
from the traditional perception of interactivity as described by McDonald in the
first chapter and relating to technologies such as RFID and pervasive position-
ing; the system identifies positions within a millimetre outdoors or indoors.
The system will be used for commercial products and in public areas and will
create a completely new era for library services within physical premises.

There are already indications of what the library of that future will be like.

One example is Aarhus Public Libraries in Denmark with its preliminary plans
for a large new main library construction on the harbour front The Multi Me-
dia-House due to be built in 2012. As described by Jens Lauridsen in Nordic
Public libraries in the knowledge society, the existing main foyer is constantly
changing character in a dynamic interplay between the room, users, staff, physi-

36
 2. Reinventing the Physical Library: Libraries in a New Context

cal objects and new technology stimulating interactive learning and experience
and creating a veritable library laboratorium and experimentarium for all age
groups.

Another but similar trend is being seen in the Cerritos Public Library in Califor-
nia which offers a user-centric service. The new Cerritos library features themed
physical areas, with layers of information of different types and formats in every
space, and interactive services. Modern technology has been incorporated
throughout the new library and users love it.

WHY KEEP GOING TO THE LIBRARY?

Why go to the library when you can get anything you need from the internet?
Citizens come to public libraries for the same reasons they always did but they
use them differently. They still come to find valid information and knowledge
for cultural experiences and they come for the face-to-face professional assis-
tance. They use the library as a local point of departure in a personal lifelong
learning process. And they come for contemplation and because the library is a
neutral place for meeting and visiting cafs and exhibitions and a range of other
activities.

And they keep on coming. Even though lending figures are declining, the library
is being used only in a different way. Access to knowledge and the availability
of information is changing at an unprecedented rate as electronic and techno-
logical advances change the way society operates. Libraries have a new role not
only in supporting reading and literature but also in supporting information liter-
acy as access to public information and have become essential for the individual
citizen and his or hers knowledge handling. One might say that the local public
library is the local open forum for learning and in many ways represents the in-
dividuals own university and centre for personal, lifelong learning and self-
esteem.

Some of the patrons change their pattern of use; they only visit the physical li-
brary for picking up material they have reserved via the online catalogues they

37
 Hellen Niegaard

might be termed drive-in or take-away users. They might not ask much from the
physical library but still their routine needs coming in, picking up and leaving
should be thoroughly considered in the layout of a new library in particular in
relation to plans for, and the siting of, the self service area.

The library as the meeting place

In line with current trends most libraries include a meeting place for their local
community or campus. This is the concept of the third place, a space where citi-
zens of all ages spend time apart from at home and at work/education, and also a
place which is a centre for knowledge and ICT competence. What is really going
to change physical space in central and branch libraries will be pervasive com-
puting (ICT everywhere, for everyone, at all times), and use of the internet in the
future. This implies a development where wireless and cheap electronics be-
come a natural component in things other than the computer and the mobile
phone, and are built into physical spaces, including the libraries. Most recent
laptops have a built-in wireless net card, and in future this will probably be the
case for all of them. Wireless communication and wireless networking areas and
broadband with large capacity and increased speed will make net connection and
even very heavy net files attractive. The library of the future is expected to offer
a variety of interactive facilities and possibilities for virtual reality (3D) ex-
periences in connection with both cultural and knowledge mediation. Just as
self-service for loan and returns is being streamlined thanks to the change from
barcodes to chips, so will pervasive computing help streamline and simplify the
librarys other activities. In what way exactly only the future can tell.

Today libraries compete with such places as restaurants, bookshops, shops, films
and museums to offer opportunities for activities people find interesting and en-
joyable. People meet at these so-called third places to discuss topics of interest
and importance. This is not a new phenomenon. In the 19 th century famous cof-
fee houses in Vienna, Budapest and London were early examples of third places.
There is competition for the role of a third place institution. Libraries will have
to do much to secure their place as the key centre to get access to information
now and in the future.

38
 2. Reinventing the Physical Library: Libraries in a New Context

LIBRARY BUILDINGS NEW ARCHITECTURAL ICONS

Library buildings have recently gained a much higher profile, and therefore
marketing value, for both their exteriors and interiors after many decades of
bland design and self-effacing shapes and colours. Increasingly the buildings of
both main/central libraries and branches are achieving iconic stature. New li-
brary buildings looking like sculptures attract broad attention and admiration.
The library buildings interior, with its focus on culture and knowledge, adds
status to a local community. Unique architectural rooms are no longer reserved
just for the elite or well-to-do communities. Design, fantasy, and the use of light
and materials combined with new technology create new architectural attrac-
tions, often of international quality and standing.

The building envelope is, however, far from being the only way to market your
services. According to Janine Schmidt, University Library Director at McGill
University Canada, a marketing approach when designing library facilities might
not only underline and support the services offered, it might also provide a more
efficient and satisfactory library economy.

The location, design and services offered by public libraries are changing in
unprecedented ways, and will continue to do so in the future. After decades of
gradualism and small-scale adaptation, the UK is now witnessing a radical step-
change in thinking about public libraries, and how they are re-positioning them-
selves in the expanding educational and cultural networks of villages, towns and
cities throughout the UK is how author and writer on urban and cultural policy,
Ken Worpole, describes the current situation seen from UK: education moves
out of the institutions to affect the whole society.

Library architecture of the 20th century went from the memorable designs of, for
example, the Carnegie libraries in the UK and USA and the Asplund Public Li-
brary in Stockholm, Sweden, to an almost discreet library architecture putting
functionality above all else. After decades of less striking architecture, another
trend is gaining influence. Libraries are again being designed as icons in their
local communities. Recent such examples of public libraries are Seattle Central

39
 Hellen Niegaard

Library, Vienna City Library and Kulturen, Middelfart in Denmark, the Black
Diamond the Royal Library in Copenhagen and for university libraries there
is for instance the library of Delft University of Technology.

Finally, trends shared with most other public buildings include the creation of
sustainable green library buildings and ones facilitating access for disadvantaged
groups.

THE LIBRARY LANDSCAPE OF TOMORROW

The shape of the library landscape in the 21st century and the future is slowly
emerging. The new landscape combines the physical and virtual public library
service and this should eventually be reflected in the building layout and its de-
sign. Developments are occurring slowly but libraries are increasingly looking at
helping users to move seamlessly between printed and electronic resources. In-
spiration might be gleaned from Charlotte, Mecklenburg County, North Caro-
lina, USA where the fantastic ImaginOn Building (library, theatre and interac-
tive facilities) is combined with the related web site ImaginOn.org.

Another trend is a seamless library structure encompassing public and academic

libraries. Future library structures will encourage cooperation between public
and research libraries and might include joint services such as a national library
portal, one national library catalogue and one reference service. Another trend is
services based on national or local programmes in such areas as information lit-
eracy/handling of information, e-learning of various kinds, integration pro-
grammes and diverse forms of cultural experience as well as a number of ser-
vices tailored to the individual citizen child or adult.

THE ROAD TO SUCCESSFUL AND EFFICIENT NEW BUILDINGS

The alpha and omega of planning a successful new library building is to define
clearly how it will operate and mediate between physical and digital resources.
It might be said that this is no different from the approach of the last five to ten
years but a strong and more concept-based vision is required to cope with the

40
 2. Reinventing the Physical Library: Libraries in a New Context

new hybrid physical and virtual library environment. It should include self ser-
vice issue and return services as prerequisites for the librarys ability to develop
and maintain both a high quality online information service and a face-to-face
personal service based on professional librarians help and advice.

A legitimate reason in the past for building a new library has been the need for
more space as collections got bigger and bigger. Today, however, so much ma-
terial is available electronically that this is no longer a valid reason. So the ques-
tion, as discussed by Cecilia Kugler and Andrew McDonald elsewhere, is what
else needs to be considered before the actual building process starts. It is, of
course, important to look at users and user patterns, materials, services and tech-
nological developments. But that alone is not enough. An equally important pre-
requisite at an early stage is to decide how your new building will fit into the
local scene in the future and what role it will play. All relevant service scenarios
and their implications for library management should be considered and you
should have a clear view about the future library profile and exactly what you
want your library to achieve before you start.

Before starting the architectural building project, the following preliminary work
and analysis should be carried out:
Analysis of requirements for new services and functionalities
Re-evaluation of existing service areas through user surveys and internal
evaluation projects
Defining future shelving needs including securing access to electronic ar-
chives
Strategy for delivering information, particularly electronic resources, to
the user taking account of changing patterns of use.

Tomorrows functionality in relation to space

The libraries of tomorrow will, as mentioned before, no doubt include both

printed materials and e-resources and services for many decades to come. How-
ever, we shall probably also increasingly see libraries without books and librar-
ies focusing in their layout on one-to-one professional guidance as well as pro-

41
 Hellen Niegaard

viding working space with access to all sorts of digital and web-based informa-
tion. If the explosive growth of electronic resources continues and as more and
more documents are born digital, virtual library services are bound eventually to
overtake physical material and must be expected to make up a growing percent-
age of the collections.

Main Libraries

Also in the future the main library, of a municipality or a university, will func-
tion as the heart of the whole system with a high quality library building and a
broad spectrum of activities including, for example, general administration, li-
censing and acquisitions. This is also where you will find the systems develop-
ment department and an ICT centre for the systems virtual, digital net-library
operation. The development department might include project and production
rooms for members of staff working with net-borne information services and
web-based services for the public. Then nearby might be an integrated, physical
and virtual, common learning and ICT competence centre (with up-to-date li-
brary guidance from professional librarians with new skills and competencies)
and maybe even a 24-hour information department.

Apart from housing the basic print collections, the central library must, in future,
also act as the communitys, or campuss, third place with attractive meeting
facilities, exhibition spaces, project or group study rooms, listening and experi-
ences space as well as individual work stations with PC search facilities to ac-
cess online catalogues, electronic resources, web gateways and much more be-
sides.

In public libraries, but perhaps also on some campuses, we shall be seeing more
library branches like Porcelaenshaven (2006) the branch library of Copenhagen
Business School, which has no books or printed materials but plenty of access
facilities. Another model is the combination of physical and virtual services such
as ICT-facilities and, for example, a newspaper area offering quick-reference
and information retrieval, a caf and cloakroom.

42
 2. Reinventing the Physical Library: Libraries in a New Context

Library Branches

Library branch buildings, at least in Denmark, are slowly changing from the old
universal library concept to, for example, a new theme or partnership-oriented
library. In the municipal library sector we now see branches in combination with
Citizen Service Centre functions. Another model offers library services in con-
nection with related local activities. These might be cultural centres or sports
activities, or archives and museums and are expected, in addition to book mo-
biles, to be much more common in the future since partnerships and resource
sharing is another currently favoured management trend in the new much larger
municipalities with more inhabitants, and covering wider geographical areas.

A themed library, a physical local library, could be said to be reminiscent of the

traditional branch library but it is designed and planned with a view to providing
a service to either a specific user type, or to certain groups in the population.
Each library will have its own professional profile based on local needs and
user, or population, composition, and having a special thematic collection of
physical materials and digital resources. In a municipal context there might be a
family library (for families with small children), a youth library, an animation
and film library, a sports and leisure library, an IT library etc. Haraldslund
branch library in Aalborg, Denmark is a forerunner here. It functions as a local
cultural centre with sports facilities, an internet caf and a library offering news,
sport and IT-collections. Another example is the Bochum Family Library, Ger-
many which focuses on younger children and their families.

Theme branches may often include meeting places with a caf and small exhibi-
tion facilities for local stakeholders, including facilities for wide-screen exhibi-
tions, distributed via the central library or put up locally. The physical collec-
tions may be in two parts, a small basic general collection and the theme collec-
tion. There will also be a number of IT search facilities (catalogue and internet),
multimedia work stations and a local IT learning centre with a couple of seminar
rooms. The theme library will be close to other institutions, educational or lei-
sure centres, or placed in larger local firms.

43
 Hellen Niegaard

The hot spot library, or the library without books, may look like an internet
caf serving light refreshments. It is, however, a local intelligent library space
with only a few physical media, where access and professional assistance form
the central service. In municipal public libraries, hot spot libraries will in addi-
tion have some magazines, newspapers and comics. In both places there must be
web access and professional library help. In order to achieve the maximum ef-
fect, this type of library should be placed in busy neighbourhoods and areas and
near places such as schools, sports grounds, public means of transport, town
halls and shopping centres where many people congregate.

A smaller version of this type of library offers the same facilities but without a
professional librarians in person. Instead professional assistance may be ob-
tained via a Cybrarian solution providing service to several hot spot librar-
ies. Such a model can be seen in the Singapore SengKang Community based on
a do-it-yourself concept.

Finally, a number of mobile units also form part of the public library landscape
of the future. A public library system might include small and large book mo-
biles or book boats when geography dictates this.

CONCLUSION

In summary one thing is certain libraries cannot afford to do things the old
way and this applies whether we are talking about building a new library or not.
Clearly there are no simple standard solutions available for transforming a tradi-
tional collection-based book library into the library of the 21st century. How-
ever, in order to ensure an efficient and future-oriented library service, it is
highly recommended that a detailed analysis of the context within which the li-
brary will have to operate in the near future and on a long-term basis be carried
out. A strategy devised for updating the physical library as well as for imple-
menting the new services should also be devised. Both tasks must be carried
out before an actual building process begins so that you will have the optimal
basis for investigating the need for space as described by Anders Dahlgren in the
following chapter.

44
 2. Reinventing the Physical Library: Libraries in a New Context

Further reading and references

The Architecture of Information (1996). Venice biennale 1996: VI international exhibition of
architecture by Michael Brawne, Norman Foster, Nick Grimshaw, Richard MacCormac,
Colin St John Wilson, Published by the British Council: British Pavillon, BAS Printers,
UK

Berndtson, M. (2002). A space for the future library buildings in the 21st century.
Scandinavian Public Library Quarterly, 35(4), 2425.

Biblioteksbygning 1984 (1984). En vejledning udgivet af Bibliotekstilsynet.

Bibliotekscentralens Forlag, Danmark

Books and Buildings. Danish Research Library Architecture in the 1990s (1997). Ed. by Leif
Loerring and Erland Kolding Nielsen, Forskningsbibliotekernes Chefkollegium,
Kbenhavn
Build, renovate or detonate. A seminar on the future of public library buildings (2000) by
Department of Infrastructure, Melbourne, Australia

Creating public paradise (2004). Building Public Libraries in the 21st Century. Biblion, NL

Edwards, Brian; with Biddy Fisher (2002) Libraries and learning resource centres,
Architectural Press, Oxford.

Faulkner-Brown, H. (1993): The initial brief. IFLA Section on Library Buildings and
Equipment, The Hague.

Gehl, Jan and Lars Gemze (2004): Public Spaces public life; Copenhagen Danish
Architectural Press, Copenhagen

Hapel, Rolf (2005): Library Policy, Aarhus Public Libraries 20062009. Aarhus Kommunes
Biblioteker, Aarhus
Library Buildings in a Changing Environment (1999). Proceedings of the 11th
International Seminar of the IFLA Section on Library Buildings and Equipment (J. Wu
and M-F. Bisbrouck, ed.). Saur, Mnchen

New Library Buildings of the World (2003, 2 nd edition). Ed. by Wu Jianzhong, Shanghai
Scientific & Technological Literature Publishing House, Shanghai News 20002006,
Newsletters of the IFLA Library Building Section

Niegaard, Hellen (2003): Byens Hus. Foranalyse til Nyt Hovedbibliotek i Kbenhavn 2006
Kultur- og Fritidsforvaltningen, Kbenhavns Kommune

Niegaard, Hellen: various building related articles 19852007 in Bibliotekspressen and

Danmarks Biblioteker.

45
 Hellen Niegaard

Nordic Public Libraries in the knowledge society. Edited by Jonna Holmgaard Laren et al,
Danish National Library Authority, 2006.

Pejlinger af dansk biblioteksbyggeri af Hellen Niegaard In B89. En artikelsamling (1989),

Bibliotekscentralens Forlag, DanmarkSchmidt, Janine Schmidt: Marketing your library
IFLA Pre-conference, IFLA Boston Paper 2001

Shaping the Experience Library. By Joan Frye Willams. American Libraries April 2002
(p. 7072)

Spaced out in the digital age by Cecilia Kugler at the XII. IFLA Buildings Seminar: Future
places: Reinventing Libraries in the Digital age August 1517, 2001 at North-eastern
University in Boston, USA.

46
 3. INVESTIGATING THE NEED FOR SPACE

Anders C. Dahlgren, Director

Library Planning Associates Inc., Illinois, USA

How to determine the need for library space? A formal assessment of space
need should be the first step in planning an expanded or improved building. The
primary purpose of a needs assessment is to define the overall, or gross, area
the library will need to support the services and collections that will be neces-
sary to meet future community needs in public and academic libraries as in all
other type of library.

Needs assessment in the context of a building project

Often the IFLA Library Buildings & Equipment Section is asked how to calcu-
late space needs or where to find architectural data relating to library buildings.
There are currently no internationally adopted standards for library space as lo-
cal needs and services vary. However a formal needs assessment is possible.

By identifying the necessary size for an expanded library, a needs assessment

will guide the thinking of library planners and lead to better, more informed de-
cision-making. When the scope of the librarys needs are identified through this
assessment, local planners will be able to evaluate more thoroughly and more
accurately whether the existing structure can reasonably be expanded to support
a building of the size needed.

Library planners will be able to evaluate the adequacy of the existing site to
support a building of the required size. If the existing site is too small, the needs
assessment will help define how much additional property is needed. If the li-
brary needs a new site, the required size of the building will help determine how
large a site should be acquired.

47
 Anders C. Dahlgren

The scale of the project identified through the needs assessment will begin to
direct thinking about the cost of the project, which in turn will begin to suggest
the kinds of financing strategies that will be needed. The size of the building
needed will also suggest something about the likely configuration of the build-
ing whether single-level construction or multi-level construction would be ad-
visable.

Without an initial needs assessment study, important decisions like these

which are often made early in a building project will be little better than a
guess and will likely lead to unsatisfactory results as the project proceeds.

Earlier methods of estimating a librarys space needs

Planning models to determine a librarys space need have been prepared from
time to time by library associations and other agencies. In the past, for example,
the Public Library Association and the Association of College and Research Li-
braries within the American Library Association have issued recommendations
and standards for public and academic library space needs. The Library Associa-
tion and national library agencies from the Nordic countries, various state library
associations, and others have also issued such standards.

The prior standards tended to define space needs as a measure of floor space per
capita. A library would determine the number of individuals it would serve at
some designated future date, and a formula would then be used to determine that
librarys space needs.

These traditional formulas, while simple and convenient, did not account for
service variations that naturally occur among communities and libraries. Using a
traditional per capita measure of floor space, for example, every public library
that serves 7,000 people would require a library building of the same size. But it
is obvious that any two communities of 7,000 people would have different
demographic, social, and economic characteristics and different capabilities to
support library service.

48
 3. Investigating the Need for Space

Comparing libraries world-wide, any two public libraries serving 7,000 will
likely enjoy a different heritage and varying traditions regarding library service.
Any of these factors can reasonably produce different service needs in two
communities that serve a population of similar size, and these varying service
needs will lead to varying space needs. For this reason, the use of a traditional,
per capita standard for measuring space needs has fallen into disuse.
Any librarys space needs are determined directly by the librarys resource and
service inventory goals.

An overview of how to estimate library space needs

In Part II there is a companion to this chapter, detailing a methodology for esti-

mating a librarys space needs based on its future resource and service inventory
goals. The recommended methodology is an enhancement of a similar method
published by the author while on the staff of the state library agency in Wiscon-
sin (U.S.). A summary of that method can be found at http://www.dpi.state.
wi.us/dpi/dlcl/pld/plspace.html (viewed 2007).

The methodology for estimating library space needs is founded on the notion
that every librarys space needs are determined by the inventory of things col-
lections, resources, and services that the library should provide to meet com-
munity needs. Typically, the larger that inventory of things, the larger the li-
brarys building needs to be.

By examining the librarys service needs in certain defined categories, planners

can use basic formulas to calculate the corresponding space need. These catego-
ries include space for:
collections and library materials
readers and library users
library staff
meeting and programme functions
other miscellaneous functions
mechanical and support services

49
 Anders C. Dahlgren

Two brief examples here will demonstrate the simple concept that forms the
foundation of this assessment process.
An academic library determines that it should provide an inventory of 500
reader seats to support general use of its collections and resources. Obvi-
ously, each one of these seats will occupy a certain amount of floor space.
A specific space allocation for each seat will vary somewhat depending
on the particular type of seat (a lounge chair versus a study carrel seat)
and the specific setting where the seat will be provided (a reading hall
versus an individual study nook within the stacks). On average, however,
each seat will require 3.00 square metres. A library that requires an inven-
tory of 500 reader seats should expect to provide roughly 1,500 square
metres of floor space to support that particular seating goal.
A public library determines that it should provide a meeting space to seat
an audience of up to 125. Each one of those seats requires a minimum of
1.00 square metres of area. In addition, an allowance of up to 15.00
square metres should be made to support a speakers area or a small stage
at the front of the room. An initial space needs estimate for such a space
combines 125.00 square metres for seating (125 seats x 1.00), plus 15.00
square metres for a small stage, for a combined area of 140.00 square me-
tres.

Estimates of the space needed in each of these categories can be assembled into
a combined estimate of the gross area needed by the library. This forms the core
of a space needs assessment.

In an ideal setting, this methodology will be used to forecast a librarys future

space needs, based on the librarys future collections and service goals. Often, it
is recommended that planners try to accommodate a twenty-year need, if for no
other reason than that building projects do not typically occur more than once in
a generation. Local circumstances a rapidly growing, rapidly changing service
community, for example may prompt local planners to consider a shorter fore-
cast period.

50
 3. Investigating the Need for Space

The methodology is presented in this publication in a simplified form, thereby

making it easier to use. It does not seek to account for every possible kind of
collection a library may house. Instead, the methodology deals in more general,
generic terms, focusing on four types of collections that are found in most librar-
ies today book collections, periodical collections, media collections, and elec-
tronic resources. If a library has an extensive collection that falls beyond these
four more general types of materials, users of the methodology are encouraged
to make such pragmatic adaptations of the method as may be needed to fashion a
realistic representation of a particular librarys needs.

The methodology also does not presume to identify or recommend specific ser-
vice or resource inventory goals. Appropriate service goals will vary by type of
library, by the size of the service community, and from one geographic region to
another. However, when a library defines suitable service and resource inven-
tory goals, possibly using local, regional, or national guidelines, this methodol-
ogy can then be used to calculate a corresponding space need based on those
service goals.

Uses of the space needs assessment

As noted earlier, by defining the required scale of a project, an initial space

needs assessment directs the thinking of library planners regarding the adequacy
of the existing building, and the ability of the existing site to support a building
of the necessary size. Site selection and site acquisition considerations are in-
formed by the space requirements of the library building. The size of the build-
ing will also affect the funding needed to realize the project. Perhaps most im-
portantly, the space needs assessment serves as a basis for developing a project
brief, or a written building programme.

A project brief, or programme, is a written description of the parameters to be

achieved through the design of the building. It is a guide to the spaces and quali-
ties that are to be provided inside (and outside) the building so the library can
meet its functional service goals. A brief is a set of directions to the architect,
describing the spaces to be found within the expanded building, the functions

51
 Anders C. Dahlgren

and furnishings that will be supported in each, and how each space needs to re-
late to the other spaces in the building for maximum effectiveness.

An initial needs assessment following the outline presented here is not a brief. It
does not provide the level of analysis expected of a brief. The initial needs as-
sessment defines the librarys overall, or gross, space need which by itself is
extremely useful in support of an initial analysis of expansion options, site
needs, and project costs but it does not provide the degree of detail an architect
needs to initiate design work.

To begin work on a design, an architect needs to know the overall scale of the
librarys needs, which is determined by the needs assessment, but the architect
also needs to know how the overall space will be divided into departments and
how departments will need to be divided into areas and rooms and offices. These
particulars will be determined by the type of library in question and by the spe-
cific librarys goals and operations and practices.

The architect will need to know what is expected to occur in each designated
department, room, office, or area, and how large each of those individual areas
will need to be. Again, this will be determined by the specific needs and prac-
tices of the individual library.

The architect will also need to know the preferred interrelationships and adja-
cencies among these internal departments and areas. What spaces need to be in
close proximity in order to have a sound, functional relationship? Conversely,
what spaces need to be far apart?

There are other, more specific layers of information that can and should be in-
cluded in a brief or programme (lighting requirements, for example, or wireless
network requirements), but the key elements to consider as a design process is
initiated will be:
how large does the building need to be?
how should the building be subdivided into departments and areas and
rooms?

52
 3. Investigating the Need for Space

what will occur in each room or area, and how large does each need to be?
what rooms and areas need to be next to one another?
A needs assessment does not answer these crucial questions directly, but it
forms the foundation for developing these answers.

For example, the needs assessment treats the librarys entire book collection as a
single block of space. While the typical library collection will not be presented
as a single, consolidated collection, the needs assessment treats it as a single unit
in order to simplify the initial calculations. A specific public library may fore-
cast a collection of 100,000 volumes, and the needs assessment will direct that
all together X square metres is needed for that collection, but in reality, that col-
lection will be comprised of an adult collection and a childrens collection. The
adult collection will be further organized into a fiction collection and a non-
fiction collection and a reference collection. Depending on the specific require-
ments of the individual library, additional collections and further subcollections
may be defined.

In a similar way, other service resources that were treated more generically in
the needs assessment will be allocated into more specific internal compartments
as the brief is developed. The combined inventory for reader seating will be al-
located among departments and areas. Staff work stations likewise will be dis-
tributed. By allocating resources in this manner, the space needs for each indi-
vidual department, room, and area can be calculated, and a brief begins to
emerge.

It is beyond the scope of this chapter to detail how a needs assessment is devel-
oped into a project brief, but it is essential to note that as a library prepares to
work with an architect additional analysis of the librarys service needs as ex-
pressed in the initial needs assessment will produce a detailed brief to guide the
balance of the design process. In fact, by acting as the foundation for the brief,
the librarys needs assessment completes its most important service to the pro-
ject.

53
 Anders C. Dahlgren

An initial needs assessment is a critical early planning study in any building pro-
ject. It defines essential service goals and sets the direction for a project in its
early stages. Without a carefully considered service and space needs assessment,
early project planning is little more than guesswork. Together with the project
brief, the needs assessment is truly the key to success for any project.

54
 4. UNLOCKING THE LIBRARY:
LIBRARY DESIGN FROM A MARKETING PERSPECTIVE

Janine Schmidt, Trenholme Director of Libraries,

McGill University, Montreal, Canada

Marketing has unlocked the library. The librarian has become an information
expert and the whole design of library buildings is being oriented to marketing
concepts. Library design needs repositioning. The traditional library paradigm
was matched by traditional library design and most library buildings were seen
as intimidating and frequently unwelcoming. Marketing strategies emphasise
that library design starts not from the collections but from the clients and the
experiences they have in libraries. In designing the marketing mix and develop-
ing the marketing plan on which to base the design, the so-called 4Ps (Price,
Product, Promotion & Place) are decisive.

If youve been to the library lately, even a small, turn-of the last-
century Carnegie library with Ionic columns and a sporty dome, you
know that things have changed. The stacks are still there, but they
now hold videos, DVDs, audiotapes, even loaner laptops in addition
to books. Computer terminals have replaced the card catalogue and
the cozy study carrel has morphed into a chat room. Even Marion
the librarian has become a techie, guiding the fearful and the bewil-
dered onto the information superhighway. (Dillon, 2002)

Marketing as the driver

Classical library design focused on the collection, on its projected growth and on
its protection. The library was a serious building for the storage of materials, the
seating of readers and the provision of workspaces for library staff. Scholars, or
users, went to such a building, an edifice, to obtain access to recorded knowl-
edge, while librarians sat behind desks and helped users to find their way.

This traditional library paradigm was matched by traditional library design.

Most library buildings were, and still are, large, intimidating and frequently un-

55
 Janine Schmidt

welcoming. Readers were quietly accommodated in neat rows at carrels with

high sides which prevented social intercourse or at large tables where everyone
kept their distance from each other. Library staff were positioned behind desks
waiting to answer enquiries. While many beautiful buildings resulted, signage
was poor, lighting frequently inadequate, colour was absent and services were
focused on finding materials not on helping people use them.

In designing the appropriate marketing mix and developing the librarys market-
ing plan, the so-called 4Ps (Price, Product, Promotion & Place) have become
central to libraries. Any library using marketing techniques to develop its opera-
tions focuses on its products (including services) and the value they add to their
clients; the price paid, which may be in money, time or energy in finding some-
thing as simple as the entrance to the library; the promotional strategies by
which the librarys services are made known to potential clients using flyers,
merchandise or advertising; and the place where the product or service is made
available as well as the distribution strategies by which services are provided.
Consideration of each of these aspects impacts on library design as well as on
the relationships that exist between the clients, the collections and the library
staff. Relationship marketing reflects the mutual interests of libraries and the
clients they serve. Marketing strategies emphasise that library design starts not
from the collections but from the clients and the experiences they have in librar-
ies.

In the last few years, the products and services provided by libraries have
changed considerably. The challenges to library services from changes in educa-
tional approaches, from the impact of new information technology and new for-
mats of information resources and from new methods of information provision
have led to a greater emphasis on marketing in libraries. Marketing is now so
basic that it cannot be considered a separate function. It is the whole business
seen from its final results; that is, from the clients perspective. New promo-
tional campaigns like the @your library approach adopted by both the American
Library Association and the International Federation of Library Associations
have emphasised the role of marketing in the future development of library ser-
vices. Marketing has unlocked the library. Not only has the librarian morphed

56
 4. Unlocking the Library: Library Design from a Marketing Perspective

into an information expert but the whole design of library buildings is being ori-
ented to marketing concepts.

Who are the clients?

Different types of libraries have different client groups. In a university library,

or a school, the clients are the students and the teaching faculty. In a public li-
brary, the clients are the members of the community ranging from small children
to elderly citizens. In a special library, the clients are the members of the organi-
zation served by the library. Clients can be segmented in various ways; by level
of education; disciplinary interest; profession; age; extent of library use; gender;
cultural background; information need, to name but a few. Considering clients in
this way is fundamental to library design. Designing buildings for those who use
them frequently is vastly different from designing them for occasional use. A
prime consideration these days is that many users visit the library virtually.
Some never visit the physical library. However, many do so after first gaining
details from the internet. These users know what they want when they arrive in
the building itself.

The changing behaviour patterns of library users have been tracked by many
organizations. The 2003 OCLC Environmental Scan: Pattern Recognition report
was produced for OCLCs worldwide membership to examine the significant
issues and trends impacting on libraries, museums, archives and other allied or-
ganizations, both now and in the future. The scan provides a high-level view of
the information landscape, intended both to inform and stimulate discussion
about future strategic directions. A second OCLC report in 2005 further high-
lighted the changes occurring in libraries. Todays young people think nothing
of downloading music from the Internet or burning CDs. Older citizens are
communicating with each other via email and building photographic archives on
their home computers. As libraries face the future, the biggest challenges are
developing information services and designing facilities that support the infor-
mation needs of these new generations. Librarians and architects must under-
stand what users, both old and young, want from the library today.

57
 Janine Schmidt

How do we know what clients want?

The simple way is to ask them. Surveys can be done, including those done via
the web. Focus group interviews can be used to develop solutions to problem
situations and investigate further the results of simple questionnaires and sur-
veys. Complaints and suggestions can be analysed. Key visits can be made to
significant clients. The librarys numerous advisory committees can be con-
sulted. After service delivery, immediate feedback can be sought. Many organi-
zations have discovered they can find a great deal about their clients by simply
asking their own staff. They, after all, are in constant contact with clients. Hav-
ing asked clients about their needs, it is important to listen to what is said. An-
other approach is to watch what clients do. One can check visitation rates and
times, observe behaviour in the library, analyse, flowchart the movement of cli-
ents, and log and analyse web use.

And what DO they want?

Overall, clients want basic services. They want competence, reliability, respon-
siveness, timeliness, honesty and a caring approach. They want everything to
work properly and they want assistance with use. They want e-books and e-
journals but they also want real books and real journals. They want library build-
ings to inspire them and to house them comfortably in a climate controlled se-
cure environment. They want transparency in use and want to be able to find
their way about without asking. They want a variety of seating some in quiet
spaces some in busy group settings. They want attractive modern spaces and
they want reflections of days gone by. They want light and they want spaces to
be clean and well maintained. They want computers provided and they want to
be able to bring in their own laptops. They want quality printing and copying
facilities. They also want caf and restaurant facilities not to mention exhibi-
tion spaces for browsing. Above all, clients do not want to be sent from one en-
quiry point to another and would like services providing help and assistance to
do so in an obvious place adjacent to the entrance with staff who are able to
handle most of the enquiries. Most libraries conduct user surveys but sometimes

58
 4. Unlocking the Library: Library Design from a Marketing Perspective

fail to translate requirements into library design specifications. Developing a

prototype of a typical client can assist in understanding needs.

One approach to thinking about the client

In focusing design on the client, it is difficult to find buildings used in similar

ways to libraries which can serve as sources of inspiration or guidance. Shops
are similar to some extent; so are hotels. One analogy which can be used is that
of a restaurant. How do clients use the library? Some like the take-away,
take-out or drive-in method. They look up, locate, borrow, photocopy, print
or return an item. They make quick visits. Others are looking for a leisurely eat
in experience, borrowing, studying and working in-depth, individually or in
groups. They might spend hours in the library. They choose the same place to sit
and frequently make their visits at the same time and treat the library as a house
or office. They are happy to self serve, or may want detailed help and guid-
ance with menu choice. Many others now remain at home or in their offices
and order in the information they require, using online resources available or
checking details online before making personal visits.

In the light of these differing uses and needs, physical layout and design gain
much from visits to service organizations like airports, banks, bookshops, su-
permarkets, restaurants, computer stores and internet cafs. They all provide al-
ternatives for consideration. Banks provide sit-down consultation and office
spaces away from stand-up enquiry points. Libraries should do the same. Air-
ports provide express workstations for quick look-up and service and these can
be emulated by libraries. Many libraries have implemented self-serve ap-
proaches but their layout and design are very different. Libraries have found it
difficult to position auto-loan and self-service machines appropriately. Clients
seem to prefer to deal with people in some instances but yet positioning self-
service points near the exit appears to be where users want them. A service point
nearby will help with provision of assistance where necessary. For those clients,
particularly researchers, who spend long periods in the library and want the lei-
surely experience, the provision of specialist study spaces with lock-up desks is
important and of course almost everyone wants coffee with everything. Libraries

59
 Janine Schmidt

are providing specialist services for their users, particularly training in the use of
electronic resources. Training rooms for the delivery of such programmes are
required. The new look and feel wanted by clients is friendly and fashionable.
There are different kinds of spaces to appeal to different individuals and to dif-
ferent groups. Flexibility is the keynote and appropriate flows of people are the
drivers.

Coping with collections

Against the marketing approach to library design, how does one facilitate think-
ing about the collections and their appropriate storage. In a digital environment,
housing physical collections remains important. Libraries still have vast amounts
of physical items. Their range has increased printed volumes of varying sizes,
DVDs, CDs, microforms, boxed materials, rare fragile materials that require
specialized care, prints, maps, pictorial and manuscripts materials the list is
inexhaustible. All materials require appropriate storage. Metal shelving, drawers
and cabinets tend to dominate with specialized sizes and types for each format.
The marketing approach focusing on the client defines to some extent the type
of storage. Lower shelving is being used by many libraries, for example, so that
users can reach materials and find materials more easily. Display type shelving
which resembles shelving in book shops is also being utilized, with some items
laid flat. DVDs and CDs for example are often stored by libraries in similar
ways to modes used in hifi and stereo stores. Materials used by children require
storage which is low and easy to access. The marketing approach also deter-
mines some of the layout of the collections. Materials used heavily are placed in
prime real estate adjacent to entry points. Less frequently used materials are
located in remote sites and may be on compact shelving which would not be
used for heavily used materials, thereby saving valuable space which can be
used for more heavily used services. Some form of automation may be possible
for high density storage of seldom-used material.

As many materials formerly known as reference, that is material which was

available for quick consultation and frequently consisted of encyclopedias, dic-

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 4. Unlocking the Library: Library Design from a Marketing Perspective

tionaries and fact-finding sources, are converted to online formats and consulted
online then the spaces previously dedicated to housing them are shrinking.

A marketing approach would emphasise that all book stacks should be open to
users for browsing and easy access. This may not be possible for space reasons
but closed stacks should be reserved for low use material. A client emphasis
means that materials are integrated in their location as much as possible. Users
find multiple sequences arranged by such criteria as format, size, age or type of
use extremely confusing. Again space considerations may outweigh client per-
spectives but careful consideration should be given to the matter.

Providing and supervising appropriate security remains important. A marketing

emphasis will mean that security is obvious without being intrusive. Neverthe-
less, protection of the collections remains a significant component of storage
considerations and cameras as well as security gates may be necessary. Im-
proved design of gates and new approaches involving combined tattle tape and
barcode systems, and in some cases RFID (Radio Frequency Devices) have led
to significant improvements in security. Rare and valuable materials will con-
tinue to be stored in more secure environments to ensure their safekeeping.

Heavily used materials are frequently shelved separately in secure areas particu-
larly in libraries serving universities or schools. Such areas should be clearly
visible to users and arranged for easy access. Some libraries have separate walk-
in areas for heavily used materials and use additional security checks. Others
distribute such materials from behind desks at secure locations. From a market-
ing perspective, todays users mostly prefer to help themselves.

Storage perspectives

Preservation of collections continues to be significant. Appropriate environ-

mental conditions with proper climate control provide the most important means
of ensuring the longevity of collections. Air conditioning remains significant
both for the collections and the clients. The protection and repair of rare collec-
tions is a highly specialized subject and beyond the scope of this publication.

61
 Janine Schmidt

Expert advice on topics such as fumigation or climate controlled storage should

be sought.

Most libraries access their online collections at remote locations. However,

some libraries store online collections in disc formats locally or on a server lo-
cally. Significant considerations for online storage involve availability of back-
up and alternative sources of supply as well as appropriate environmental condi-
tions, including temperature and humidity, which differ from those for printed
materials. Security of access is also significant.

All scientific and technological material is being produced currently in elec-

tronic formats. Print versions do continue to be acquired, usually for current use,
but many libraries are making decisions to discard print versions rather than re-
tain them. The impact on storage is still being determined. Many libraries are
now replacing long-held collections of printed materials with online versions
and long runs of journals are being purchased in electronic format. Libraries are
faced with decisions of placing material they know will be little-used, if ever, in
remote storage or discarding them entirely. Libraries in various regions are stor-
ing material cooperatively. The development of shared facilities for remote stor-
age is becoming more significant. International agreements are also emerging. A
consideration of all of these issues means that library design which was once
focused on the collections is changing its emphasis dramatically and quickly.
Engineering considerations for long-term storage of materials may no longer be
relevant. Flexibility is the keynote as all spaces should be viewed as having the
potential for, for example, either storage of collections or use as computer labo-
ratories.

Most libraries have traditionally provided separate storage for recently acquired
materials which are placed on display. The marketing focus emphasises the need
for up-to-date material which is easily accessed. Layout should place recently
received materials adjacent to the entry and using appropriate display tech-
niques. As libraries focus on their clients, they are also using more broadcast
techniques focusing on displays and exhibitions. Such spaces need to be large
and flexibly designed with facilities resembling those of retail establishments.

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 4. Unlocking the Library: Library Design from a Marketing Perspective

Poster boards which can be easily changed are just one example. Some commer-
cial organizations are developing display stands which can be purchased but
many libraries are providing specially designed spaces and mechanisms made to
local design. Libraries can learn from museums and galleries in this regard.

Suitable seating

Re-thinking library seating from a marketing perspective sets significant chal-

lenges. People at different ages and stages of life, with varying interests and
types of library use, require different kinds of accommodation in libraries. The
library must provide appropriate seating for individuals and for groups of vary-
ing sizes, with quiet spaces and busy areas. Formal seating and casual seating
are both needed. Individual carrels still dominate but provide low separation
rather than high sides in the modern library. Many users like to be near each
other, but still retain a modicum of privacy. Glass or perspex dividers can pro-
vide appropriate separation. Ottomans, particularly in different shapes, have
proved popular with users and tub chairs can provide for more relaxed comfort-
able seating. Narrow tables are more efficient than large ones and are usually
popular with users. Booths or banquettes such as those used in restaurants can be
more effective for group study than separate rooms insulation can provide for
sound separation. Group study rooms remain popular with users in all types of
libraries. Observing user behaviour in current seating options provides guidance
in devising future marketing-based options.

Accommodating the digital reader

The impact on storage of library collections which are transforming themselves

to digital formats has been noted. However, clients themselves are now also
born digital. Providing appropriate facilities in libraries for clients accessing
digital resources and for clients who behave digitally is a significant issue. Mar-
keting the digital library and providing appropriate design around it require dif-
ferent treatments from those focusing on the collections.

63
 Janine Schmidt

Libraries are providing computers for their users. It is almost at the stage where
every place for a user should also have a place for a computer. Computers can
be located easily around the walls or in spinal formations coming out from the
walls to facilitate power and network access. Circular configurations with cen-
tralised cabling and networking have been found to be effective as well as linked
desks in a staggered configuration. Cabling and power supply can be placed on
columns and brought down from the ceiling or up from the floor. Many clients
need assistance in using computers. Work is still being carried out on what is the
appropriate configuration of computer provision to facilitate easy provision of
help. Some libraries have specially designated areas known as information
commons, learning centres, information arcades, e-zones, collaborative or inter-
active learning centres or computer laboratories. Considerable work has been
done on the most appropriate design of such facilities. Computer stores like
those provided by Apples iPod stores use stand up facilities and provide won-
derful examples to follow.

Many libraries have specialized rooms used for training in computer use. The
work of Educause in the development of client-focused approaches to the design
of computer facilities in educational establishments has been significant and is
of benefit to libraries as well. The marketing approach emphasises the needs of
the learner. Spaces are designed to suit learner-centred teaching. Spaces which
normally function as pathways or hallways are now being used as collaborative
learning spaces. Marker boards, overhead projectors, LCD or plasma screens
must all be provided. Studio settings in circles may well be better than serried
rows.

Most libraries are now designed around wireless solutions. However such solu-
tions are not powerless. Provision of appropriate power as well as network ac-
cess, either cabled or wireless, are early considerations in the design process and
cause particular challenges in refurbishment projects. Consultants are required to
ensure appropriate capacity of network configurations for both cabling and wire-
less.

64
 4. Unlocking the Library: Library Design from a Marketing Perspective

How many computers should one have in a library? One can never have enough.
All client surveys reveal dissatisfaction with the computer provision in libraries.
However what must be considered is the ratio of hard-wired computers to laptop
use. Users may bring their own laptops or libraries may lend them. Libraries
making provision for users who bring in laptops must ensure power access and
network access and sometimes wireless or other cards. Many libraries are also
lending laptops to their users. Special facilities for storing laptops and ensuring
they are charged are required. One solution used by some companies is to lend a
pedestal which contains a laptop and some other equipment for use. Clients
merely wheel them away to appropriate spaces for use. Some libraries lend
computer jacks as well as locks for people with their laptops. Security is a major
issue.

Todays generation, both young and old, depend on mobility and the cell/mobile
phone has caused huge difficulties in libraries. Many libraries are now following
the example of airport lounges and providing separate zones where mobile
phones can be used.

Wayfinding

Signage, or wayfinding, is particularly important when design focuses on mar-

keting to the client. The colour, shape, positioning and wording of signs should
replicate print publications as well as the design of the Librarys home page and
website. Spaces should be designed to avoid having to depend on signage by
using clues like carpet and furniture layout. Separate directional (i.e. where one
is going to) and positional (i.e. where one is) signs have been used, with letter-
ing placed directly on the walls, as well as hanging from the ceiling. Supermar-
ket approaches to signage provide invaluable assistance. In general, most librar-
ies provide too many signs which merely confuse users.

Common layout and branding help users find their way and the information
they want in the library. Some libraries have branches. These should have the
same look and feel, with the same facilities. The same colours should be used
throughout. Companies like McDonalds which focus the presentation and design

65
 Janine Schmidt

of both their cafs and their food offerings on a marketing approach, use similar
approaches worldwide. The golden arches are clearly visible worldwide as the
symbol of the company and all facilities have a similar layout anywhere in the
world. Each library, particularly those that are part of a larger system, should be
similar. There are many common features which make use easy. Each library
has an enquiry desk, a loans point (including auto-loan), a high use area, photo-
copying/printing facilities, computers in either individual, group or stand-up set-
tings, study areas which include individual and group facilities and formal and
casual seating areas in a secure environment. Clear descriptions of the layout are
vital to achieve the client-centred approach.

Many libraries are now using large plasma or LCD screens for the purposes of
wayfinding. The content can be constantly changing. Interactive approaches are
also possible. Individual components of the library can all be located in this
way. The appropriate location of such screens is usually adjacent to the library
entry.

Re-positioning library design

Marketing approaches have proved effective in assisting the library to adjust to

changes in its client base and have ensured that services delivered continue to
meet needs. The products and services provided by the library range from
knowledge access and research support to computing and printing services and
the provision of information skills, supported by excellent individual service de-
livery, in person, by phone and online. Strategies examining the distribution and
delivery of services and their successful promotion ensure that those who need
information obtain it. Designing the physical facilities of the library around this
marketing focus will ensure that libraries thrive and survive, providing much-
needed community facilities.

Further reading and references

http://www.ala.org/ala/pio/campaignamericas.htm

AmericanLibraryAssociation@yourlibrary (viewed 12th August, 2006).

66
 4. Unlocking the Library: Library Design from a Marketing Perspective

Dillon, David, (2002) Turning over a new leaf, InteriorDesign, vol. 73, p.319

Gupta, Dinesh K., Koonz, Christie, Massimo, Angels and Savard Rjean, eds. (2006)
Marketing library and information services: international perspectives. Munich: K.G.
Saur.

http://www.ifla.org@yourlibrary/index.htm. International Federation of Library Associations

(viewed 12th August, 2006).

Kapitzke, Cushla and Bruce, Bertrand, eds.(2006) Lib@ries: changing information space and
practice. Mahoney, N.J. Laurence Erlbaum).

Kotler, Philip.(2003) Marketing insights AZ: 80 concepts every manager need to know.
(Hoboken, N.J. : Wiley.

Kotler, Philip. (2002) Marketing Management, 11th ed. Toronto: Prentice Hall.

Oblinger, Dina G., ed. (2006) Learning spaces. Washington, D.C.: EDucause. Also availbe as
an e-book:
(http://www.educause.edu/books/learningspaces/10569) Viewed 11th August, 2006.

OCLC. Environmental scan: pattern recognition, membership report, 2003.

http://www.oclc.org/reports/escan/default/htm (viewed 23rd March, 2006).

OCLC. Perceptions of libraries and information resources: membership report.

2005 http://www.oclc.org/reports/2005perceptions.htm (viewed 23 March, 2006)

Schmidt, Janine and Wilson, Hamilton.(1998) Designing the real virtual library. In Robots
to Knowbots: the wider automation agenda. Melbourne: Victorian Association for Library
Automation. pp. 123135.

67
 5. USERS AND PUBLIC SPACE:
WHAT TO CONSIDER WHEN PLANNING LIBRARY SPACE

Karen Latimer, A&FS Librarian, Library Services & Research

Support Information Services, Queens University Belfast, UK

User space needs to be well-planned, welcoming and attractive as the role of the
physical library and the needs of users change in the 21st century. Public spaces
should be accessible to all, flexible and able to cater for a wide range of users
with a variety of information needs and reasons for using the library. The needs
of users should be at the centre of the planning process and key users groups
should be consulted at an early stage. As well as the design and interrelation-
ship of traditional user spaces, library planners should consider including cafs
and exhibition space and using art in public spaces to create a pleasant ambi-
ence and a sense of place.

Introduction

The Roman architect, Vitruvius, claimed in the 1 st century BC that the essential
qualities of a good building were utilitas, firmitas et venustas. Sir Henry Wot-
ton, 16th century diplomat, writer and collector, translated this as commodity,
firmness and delight. Five centuries later these qualities remain valid as indica-
tors of good building design for libraries just as much as for other building
types. Indeed it is the last of these three delight, perhaps more accurately and
powerfully translated as dramatic quality that is increasingly important. The
role of libraries is changing as more and more material becomes available elec-
tronically and their traditional users no longer have to come to the physical
building to get the information they need. It is, therefore, more important than
ever to design lively, desirable spaces that engage with users. Kent and Myrick
(2003) are adamant that the future of libraries lies in making them places where
people want to be.

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 5. Users and Public Space: What to Consider When Planning Library Space

Much has been written about the changing role of libraries and about the impact
of electronic resources upon the way information services are delivered and on
the design of modern libraries, both public and academic. There have been dire
prognostications about the demise of the physical library and the declining role
of professional librarians. Fortunately, these gloomy predictions do not seem to
be coming to fruition. Dancik and Jobb (2004) note that Today, in fact, build-
ings are hot. They go on to say that libraries that are most successful in attract-
ing both in-person and electronic users are those with refurbished, up-to-date
buildings having a variety of seating and functional spaces, lots of computer sta-
tions, spaces for groups, teaching and social activities, and pleasing aesthetics.

If in the future, indeed in the near future, those seeking information will not
have to come to the library building then they must want to come. Andrea Rose,
who commissioned the British pavilion featuring library design for the 1996
st
Venice Biennale, commented that the library of the 21 century would have to
provide spaces that serve both as a social stimulus as well as offering havens of
privacy. This is equally true for academic or public libraries. Library spaces
must be attractive, welcoming and flexible. The phrase library as third place
(home and work being the other two places) has been coined recently to under-
score the importance of the library as a meeting place, as a place to stimulate
creativity and learning or indeed simply as a place to which one can escape.

Francine Houben of Mecanoo Architecten and architect of the much praised

Delft University Library was the keynote speaker at a conference organised by
Helsinki City Library in 2002 on A space for the future library buildings in the
21st century. She stressed the importance of both function and ambience and of
approaching the design of library space from the different needs of its custom-
ers. Customers, she claimed, should enjoy the best and most beautiful spaces in
the building and she described a library as at once a school, a home, a work-
place, a church, a theatre and many other things besides. It is even more crucial
then ever in designing spaces for users to ensure that different needs are catered
for, that subtle clues in layout, acoustics and design help users to adjust their
behaviour according to the purpose of the space. A good meeting place should

69
 Karen Latimer

facilitate social interaction and enhance professional interaction between library

staff and library users.

There are many obvious factors to be taken into account when designing new
st
spaces for users, or indeed refurbishing existing spaces. 21 century users tend
to have a very individualistic approach to using libraries and library resources.
Increasingly, they like to find their own way through the system but to have
highly professional and supportive guidance on hand when they need it. Users
tend to be familiar with the internet and electronic resources and want to get
online access to the library and its resources from a distance. However, this does
not necessarily prevent them from visiting the library indeed it often brings
previous non-users to the library building. It is important, therefore, to have a
clear idea of the types of user for whom you are designing and, in particular,
their pattern of use. Whatever type of library it is, there will be a mixed popula-
tion of users as traditional distinctions become blurred. It goes without saying
that all public spaces in the library should be easily accessible to users with dis-
abilities. Bold and creative thinking will be required in the planning of services,
and user spaces will need to be as flexible as possible to accommodate future,
and inevitable, change. There will, of course, be different factors to be taken into
account in the planning of, for example, a large academic library as opposed to a
childrens area in a small public library. Nonetheless, the fundamental principles
hold true for both.

Writing the brief

In a later chapter, Andrew McDonald stresses the importance of the library

manager providing a good brief to the architect. This certainly holds true for the
design of public spaces as it is vital to have a clear understanding of library us-
ers, and potential users, needs and aspirations. Shill and Toner (2003) stress
the importance of understanding the purposes for which libraries are used and
the conditions under which they are being used. Many libraries face a real chal-
lenge in reaching out to potential users who would not normally darken their
doors. Users needs must be at the centre of the planning process and it is impor-
tant to consult with user groups and appropriate stakeholders before the actual

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 5. Users and Public Space: What to Consider When Planning Library Space

work of designing the building begins. The extent of such consultation will vary
according to the local situation but it should not be omitted. As well as eliciting
ideas and guidance, such an approach has the added advantage of bringing users
along with you so they have a vested interest in ensuring the building is a suc-
cess.

It is at this early stage that the library manager will communicate the vision for
the new building to the paymasters, users and colleagues. In thinking of public
space, the ambience envisioned is all important. Much has been made of the
wow factor in buildings or, as McDonald has it, the oomph factor meaning
space which captures the minds of users and the spirit. Good design quality of
public space is a sine qua non but how to achieve it or, as the library manager,
how to ensure it is achieved is the issue. It is too easy as a project progresses to
get embroiled in detail and financial considerations and the spirit and ambience
of the public spaces can get lost.

GENERAL CONSIDERATIONS

Ambience
Public space should be welcoming and attractive whatever the function of the
particular library. Have a clear idea as to what first impression you want to cre-
ate. Very often a new building gives the organization the opportunity to re-brand
library services so it may be a chance to send a message that this is a friendly,
sociable place to visit rather than a slightly formal, impressive and dignified in-
stitution that has to be approached with due deference and respect. Or it could
convey the message that this is a high-tech building moving boldly into the fu-
ture by, for example, the use of plasma screens at the entrance. The positioning
of help desks and other staffed points establish the culture of customer care and
support of users needs. It is important when thinking of public space to be clear
what impression is to be created and then to think how best to achieve this. The
use of colour, lighting, interior design and artwork play a big part in creating a
particular ambience as does the architecture of the building itself. Even in this
electronic age, most libraries will hold collections of printed material and these,
too, contribute to the overall effect.

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 Karen Latimer

Flexibility
Too often flexibility has been seen as a means of avoiding having to make clear
decisions about use of space. Certainly a balance has to be struck between rigid
inflexibility/ high decisiveness and complete flexibility/total indecision and if
st
anything is certain in the 21 century, as McDonald also notes in discussing
adaptability as one of his top ten qualities of good library space, it is that nothing
is certain and change will continue to occur. Flexible space is important there-
fore. We need to ensure designs will accommodate change. The JISC publica-
tion Designing Spaces for Effective Learning states that, Spaces are them-
selves agents for change. Changed spaces will change practice. As early as
1994 the architect of the Sendai Mediatheque, Toyo Ito, made the decision to
keep internal walls to a minimum and introduced the idea of free-flowing cur-
tains to divide up space when required. More recently Glasgow Caledonian Uni-
versity has developed an igloo that can easily be moved to create an enclosed
space as required. High-specification wireless networks have had a liberating
effect on space planning for users. Until recently the library caf was regarded
with horror certainly in many academic libraries but now is welcomed as a
highly utilised informal working and learning area for staff and students alike
and a positive asset. As the services which libraries provide expand and change,
the design of libraries is more likely to take the form of freestyle floor plans and
adaptable internal configurations of space. Adaptability will continue to be a key
factor in building layout and design and the majority of spaces must be capable
of adjusting to changes in use.

Zoning and spatial relationships

One of the major challenges in designing a library is handling conflicting de-
mands particularly in the age of 24/7 opening when issues of staffing levels and
security add complexity to the layout of public spaces. Conflicting demands for
quiet places and noisier ones, solitude and interaction, accessibility and security,
self-service and staffed areas all have to be resolved. Public space has to be pro-
vided both for the solitary reader and for those who want to spend time with
others. Core service functions have to be available at all times while other areas
are closed.

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 5. Users and Public Space: What to Consider When Planning Library Space

An increasingly used solution is to create zones for different activities such as

childrens areas and study areas in public libraries and group study areas and
individual learning spaces in academic libraries. Each zone should have its own
sense of place and be clearly identifiable for what it is. Consideration should be
given to appropriate furniture, lighting, use of colour, signage and acoustics for
each zone. The relationship of one zone to another is also a key factor in good
design. Users want visible service points, a barrier-free environment and an ob-
vious traffic flow. Phone zones, if they exist, should be far from quiet areas
whereas activity areas should be in close proximity to each other.

SPECIFIC PUBLIC AREAS

Anders Dahlgren in an earlier chapter refers to methods of estimating space

needs and these are valid for public and circulation spaces also. In addition na-
tional standards are available in some countries. A selection of these standards is
given in the appendix on National Standards. Dahlgren has also given guidance
on calculating space requirements for various library areas and for the support-
ing M & E services. What follows, therefore, is a brief summary of factors to
take into account when planning user-focused public space rather than specific
spatial calculations.

Collections
In recent years, the focus of library services has shifted from the traditional col-
lection-oriented approach to a user-oriented approach. Libraries are developing
into what are variously called hybrid libraries, e-libraries or the comprehensive
library. Most new library buildings will have both to house printed material and
provide access to digital resources. Library planners need to consider what type
of material their users need and then how best to store, display and provide ac-
cess to it. Collection space planning is no longer as simple as it once was with
the advent of electronic journals and, increasingly, electronic books. Decisions
need to be taken on the percentage of traditional printed material, both books
and journals, that is to be available at all and then what percentage of it will be
on open access traditional shelving, on display shelving in the case of journals

73
 Karen Latimer

and magazines, on accessible compact shelving or on closed access compact

shelving.

Material needs to be accessible to all and the trade-off of maximum and mini-
mum shelving heights vis--vis number of volumes to be shelved needs to be
considered. Good lighting should be provided and, ideally, should be flexible to
allow for future changes in shelving and reading space layouts. Compact shelv-
ing used to be almost exclusively for staff use but increasingly libraries use this
type of shelving in open-access areas and soften the warehouse effect by sur-
rounding it with various kinds of seating. Automated storage and retrieval sys-
tems can be used on site but for libraries with serious space problems an institu-
tional policy on off-site storage will have to be considered and this will have an
impact on allocating space for a librarys collections.

Most libraries will also have collections of non-print material including CDs,
DVDs, videos, cassettes and other special collections. The underpinning consid-
erations for this type of material as opposed to specific space requirements are
not that different from a user perspective than those for printed material. Users
want to find material quickly and easily, have room to browse and appropriate
places, furniture and equipment readily available where items can be consulted
once they have been located. The relationship between collection space and
reading space is, therefore, highly important.

User spaces
Not only are collections changing, so too are the users or, at least, the way in
which they source and use information is changing. People of all ages are in-
creasingly going online for personal banking, downloading music, reading the
news, retrieving information for coursework and research, and much else be-
sides. They may do this from home but, contrary to what was first predicted,
they also move easily between the virtual library and the physical library. They
want to come, alone or in groups, to attractive and welcoming library buildings
to use them as meeting places, as a third place after home, work or school
where they can study or socialise, interact with friends and colleagues and take

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 5. Users and Public Space: What to Consider When Planning Library Space

advantage of the library staffs expertise in sourcing information, providing tai-

lored training, navigating the net and giving help and advice as required.

Until recently the growth of collections meant that user or reader space was con-
stantly sacrificed in order to accommodate additional books and journals. The
move to electronic resources has shifted the balance back in favour of the user
and, when planning a new library, there now needs to be considerable thought
put in to the types of seating and study spaces to be provided in various kinds of
libraries. In taking an overview of the design issues to be taken into account
when considering user space, it is important to be aware of the need to cater for
different tastes. Library users today are highly individualistic and require both
informal and formal seating arrangements. Some like active learning environ-
ments and some like quiet and private spaces. A recent survey in the US A (Shill
and Tonner, 2003) showed that general seating expansion was a priority for
most projects. They went on to say that the consistent expansion of on-site
seating capacity is an important finding because it reflects planner expectations
that users will continue to come to the physical library. If as many, and as wide
a variety of, users as possible are to be encouraged to come to the physical li-
brary then the prime consideration for library planners when thinking about seat-
ing is to provide as much choice as possible.

This also holds true for the provision of work places tables, carrels and work-
stations. Once again flexibility in design is important as needs may change over
time, particularly in relation to ICT developments, and the different require-
ments of users should be catered for. The use of table dividers in various con-
figurations, or screening, should be considered. Another option is to provide
stools on castors that can be wheeled up to a table so that users can work to-
gether when required or apart when privacy is preferred.

Access to electronic resources

The growth of electronic resources has been referred to above. Added to this,
ownership of personal computers has also grown greatly in recent years and it
has concomitantly become increasingly important for libraries to provide access
to networked resources in general seating areas as well as in dedicated spaces.

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 Karen Latimer

Library users want to be able to work and study anywhere in the library using a
combination of print and e-resources. A mix of formal and informal seating is
required and the mix will depend on the type of library and local circumstances.
Todays libraries must offer sufficient clusters of computers, IT workstations
and plug-in facilities for users own laptops as well as wireless areas throughout
the library.

Changes in methods of teaching and learning have meant that the need for group
study areas is particularly relevant to academic libraries. It is increasingly im-
portant to offer spaces and places for people to come to together to utilise new
technologies, to share ideas and work collaboratively. This is the idea behind the
increasingly popular information commons, where users come to share technol-
ogy and study spaces and to get access to as much scholarly information (usu-
ally electronic full text) as possible. A demand for group study and meeting
rooms is also on the increase especially as libraries market themselves as the
third place.

Meeting rooms, group study rooms and multipurpose facilities

There is always a demand in public and academic libraries alike for meeting,
group study and seminar or conference space. Depending on the size of the
building being constructed these can be combined, zoned or separate spaces but,
given the emphasis on collaborative learning and social networking, there is a
definite need for such facilities community spaces as they are sometimes
called. Sliding, or pocket doors, can add to the flexibility of such spaces. Multi-
media and IT facilities for various types of presentations and collaborative
working are essential requirements. Particularly in public libraries, but not ex-
clusively so, there is great potential for hiring out, or providing, meeting and
multi-use space as it is another way of providing a community service and draw-
ing people into the library including previous non-users. As well as separate
rooms, zoned learning areas should be provided. The location of meeting and
multi-purpose rooms varies but it is an advantage if access to them is possible
when the library is closed. In Peckham Library and Media Centre, for example,
the meeting rooms are housed in a separate pod.

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 5. Users and Public Space: What to Consider When Planning Library Space

Learning facilities
Academic libraries in particular are under pressure to provide space which en-
courages and supports student-centred learning. The design of the library build-
ing must reflect the shift from teaching to resource-based learning and this re-
quires provision of space and services that enable users to combine use of
printed and e-resources with the act of evaluating them and writing, or typing,
up. In other words, students need to be able to combine the use of electronic re-
sources and equipment with the more traditional desk-based research tools. They
need such things as interactive whiteboards, wireless networks, digital resources
and access to virtual learning environments (VLEs). Many librarians have high-
lighted the problem with noise in open plan learning areas and issues such as
location, relationship with quiet study areas and the provision of sound barriers
such as the book stacks themselves need to be discussed at the planning stage.

The overriding consideration, however, should be to inspire and support users

and enable them to achieve their potential through productive, interactive and
independent learning. JISC infoNet has recently (2007) launched an inspiring
infoKit on Planning and Designing Technology-Rich Learning Spaces which is
packed full of suggestions about the importance of good design in learning
spaces. It covers such topics as colour, furniture, flooring, lighting, acoustics and
much more besides. A more informal type of learning space is the learning caf
which is a modern descendant of the those referred to by Hellen Niegaard in
Chapter II where she discusses the historical role of cafs as places to share
ideas and learning. These types of learning spaces are described briefly below.

Non-traditional library spaces: learning and internet cafs

st
Boone (2004) has pointed out that for libraries in the 21 century, and in particu-
lar university libraries, the duality of monastery/marketplace is a helpful con-
ceptual tool for getting a handle on the dramatic changes occurring in the form
and function of university libraries. Learning cafs, he argues, can be a poten-
tial reconciliation site between the monastic mission of academic libraries and
the commercial realities they face. Learning cafs are now running successfully
in many institutions and are excellent and congenial spaces to let imagination
and creativity have a free hand. Students can get together in groups in a relaxing

77
 Karen Latimer

atmosphere and work on projects. The caf concept emphasises shared use and
collaboration and the integration of information services and support with tech-
nology. An early example of mixing social and learning space was Glasgow
Caledonians Learning Caf. Another UK university library that took this ap-
proach was Northumbria University whose Director of Library and Learning
Services, Jane Core, quotes one of the students as follows, the learning caf
arrangements suits me much better nowI bring my own laptop. Before I didnt
feel comfortable because you couldnt eat and drink at the machines. Now I stay
longer and get on with it.

In addition to learning cafs, many libraries of all types now provide internet
cafs where students or the members of the public can check their email and
carry out quick web-based searches. Again these are areas where users can relax
together and share information in an informal setting.

Non-traditional library spaces: exhibition and other spaces

It is highly desirable to factor in some space for displays and exhibitions in the
user space allocation. It is often in such spaces that artwork can be displayed and
opportunities for internal collaborative projects with, for example, academic
schools in universities as well as external collaborations with other organizations
can occur. Also, exciting and stimulating exhibitions can very often attract peo-
ple who might not otherwise visit the library to come in through the doors. And
they are a good marketing tool since it is a place where the library can display its
wares. Exhibition areas need to be well positioned in an attractive area close to
the entrance where the footfall is high. Other issues that need to be taken into
account are security, environmental conditions and lighting.

Another facility that is increasingly found in libraries is some kind of retail

space. This can either be used to sell the sort of material students require such
as stationery or books or items of more general interest in, for example, a
community or branch library. The inclusion of such public user space in any
plans for a new building will very much depend on the local and financial con-
text and vision for the library.

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 5. Users and Public Space: What to Consider When Planning Library Space

Public service areas

The changes in the way the public and academic communities use libraries have
implications, too, for the ways in which library staff deliver services and, there-
fore, for the design of staff areas. Librarians are assuming new roles and devel-
oping new skills and competencies particularly in the realm of training and ICT
development. They are literally and metaphorically coming out from behind the
information and issue desks. They are increasingly working in interdisciplinary
teams and on a project basis with both internal and external colleagues and part-
ners. Marie-Franoise Bisbrouck in the following chapter looks in detail at
Configuring internal staff areas and addresses the impact of development and
changes in organisation and work methods on staff areas and facilities.

However, in the design of todays library there is some overlap between user
and staff areas which will be dealt with here. The service areas, such as issue
desks and information points, are where the library staff and library user inter-
act. They are both staff and public areas. It is in these spaces that users can meet
face-to-face with the experts who can help them to navigate the virtual world in
a physical setting. From a users point of view these areas need to be centrally
located, clearly signposted and welcoming. In planning these areas it is impor-
tant to make decisions about the number and type of service points to be pro-
vided and the ratio of self-service to serviced points. The driver should be the
users needs and how best to serve them in a modern library environment. If li-
brary staff are to roam around the library providing help where it is needed then
high tables and bar-stools judiciously placed throughout the building might be
the best solution. If, however, more substantial information points are chosen,
then the design needs to fit in with the overall image for the library. Staff short-
ages, longer opening hours and technological advances are leading inexorably to
an increased reliance on self-service and certainly to the avoidance of duplicat-
ing service points if at all possible.

The siting and space implications of self-service issue and return machines need
to be considered. The siting of such facilities is strongly linked to their usage
and decisions must be made as to whether they are to be located at the entrance
to the library or distributed throughout the building. Fully automated units re-

79
 Karen Latimer

quire plenty of circulation space around them for users to congregate and to set
down library materials and other items. Dewe (2006) points out that Library
design may need to be rethought to deal with self-service security issues, espe-
cially as regards counters, exits and entrances. There is less need for large
counters/issue desks although there is likely still to be a need for some sort of
information desk or help point to act as a focus for users. Some libraries, how-
ever, are moving away altogether from fixed information points and instead li-
brary staff rove around the building providing help and advice as required.

Another development that is having an impact on both user space and library
staff areas is that of automated or robotic sorting. These systems vary in com-
plexity and it is very much a developing field but they are a means of handling
returned items, moving them from the return point and often sorting them auto-
matically before sending them to their final destination. The important thing
from the library planners point of view is to make decisions about such auto-
mated systems early in the planning process as there will be a design implica-
tion.

Learning spaces have been discussed above but when planning a new library
building the role of the library staff as educators should not be forgotten and fa-
cilities from enquiry points to fully equipped lecture and seminar rooms should
be provided both for library training and support sessions and for internal staff
training. The increasing emphasis on information literacy, independent learning
and the need to exploit often expensive electronic resources to the full mean that
the provision of customised teaching and learning spaces is ever more crucial.

CONCLUSION

There is no one blueprint for designing public spaces for users. Good architects
alone cannot produce good buildings; good clients alone cannot create good
buildings but the possibility of good architects and good, even inspired, clients
working together opens up wonderful opportunities. One writer, King (1998),
however, strikes a warning note when pointing out that the librarys need to
maximise flexibility and functionality is sometimes at odds with the architects

80
 5. Users and Public Space: What to Consider When Planning Library Space

desire to make the building an architectural statement. All library managers

embarking on a planning project will have their own vision of the sort of library
they want to produce. They will have to consider their own institutional ap-
proach and users wants and needs and share their ideas with other members of
the design team. The important thing is not to lose sight of the initial vision. The
symbolic aspect of library design cannot be overemphasised.

There are some guiding principles as indicated above and topics that should be
aired with colleagues and users alike before the design stage begins. What does
appear to be certain is that the physical library still has a major part to play in
our information rich world. Bernard Frischer (2005) in his paper on the future
for research libraries in the digital age entitled The ultimate Internet caf con-
cluded that the architectural space of the library itself must be reconceptualized
to express and leverage its main advantage over the Internet: the centripetal,
community-building power of real physical presence over the alienating, com-
munity-rending effects of mere virtual presence. Exactly how that physical
presence will manifest itself remains as much a major challenge for library man-
agers and colleagues as ever. One enticing suggestion comes from Carlson
(2001) who holds that the best library space would have the studious quality of
an academic portal, the friendly welcome of a public library and the exciting
coffee-aroma-filled hubbub of a retail bookstore.

Further reading and references

Berndtson, M. (2002). A space for the future library buildings in the 21st century.
Scandinavian Public Library Quarterly, 35(4), 2425.

Boone, M. (2004). The way ahead: learning cafs in the academic marketplace. Library Hi
Tech, 22(3), 323327.

Brawne, M. (1996). The architecture of information. The British Council, London.

Carlson, S. (2001). The deserted library. Chronicle of Higher Education,48(12), A3538.

Dancik, D. and Jobb, P. (2004). Bricks AND clicks. Feliciter,6, 231232.

Dewe, M. (2006). Planning public library buildings: concepts and issues for the librarian.
Ashgate, Aldershot.

81
 Karen Latimer

Frischer, B.(2005). The ultimate Internet caf: reflections of a practicing digital humanist
about designing a future for the research library in the digital age. In Library as place:
rethinking roles, rethinking space. Council on Library and Information Resources,
Washington. 4155.

HEFCE. (2006). Designing spaces for effective learning: a guide to 21st century learning
space design. HEFCE, London.

Houlihan, R. (2005). The academic library as congenial space: more on St Marys experience.
New Library World,106(1208/09), 715.

JISC infoNet (2007) Planning and designing technology-rich learningsSpaces

http://www.jiscinfonet.ac.uk/infokits/learning-space-design.

Kent, F. and Myrick, P.(2003). How to become a great public space. American Libraries,
34(4), 7274,76.

King, M. (1998). Academic library buildings for the next century: insights from the united
States. LASIE, 29(1), 2131.

Powell, M. (2002). Designing library space to facilitate learning: a review of the UK higher
education sector. Libri,52, 110120.

Shill, H.B. and Tonner, S. (2003). Creating a better place: physical improvements in academic
libraries, 19952002. College and Research Libraries, 64(6), 431466.

82
 6. CONFIGURING INTERNAL STAFF AREAS

Marie-Franoise Bisbrouck, Director of the Library

University Paris-Sorbonne, Paris, France

This chapter describes writing that part of the brief that deals with staff areas.
The areas are defined and alternative organizational approaches are discussed.
Functional requirements and specific needs are set out.

Definition of internal staff areas

All library premises or areas not accessible to the public correspond, de facto, to
private space, that is, areas set aside for the activities of staff engaged in the
management and operation of the establishment. A large number of tasks are
performed in such areas, which may be organised into several groups or sub-
groups, depending on the size of the library:
tasks associated with the library collections: document selection and ac-
quisitions; delivery, receipt and recording of collections; cataloguing;
processing of stock for loan or storage; bookbinding where required etc.;
tasks associated with public-oriented activities, but needing to be per-
formed in a library internal area: preparation of exhibitions or events of a
cultural or commercial nature; participation in symposia etc.; organization
of activities aimed at specific client profiles (children, the elderly, the
handicapped, school groups etc.); reception of specific members of the
public or library partners participating in one or other of the librarys ac-
tivities etc.;
tasks associated with the administrative and financial management of the
establishment, including library-personnel management & administration.

The term internal department includes a whole range of areas such as storage
rooms for materials and supplies; staff meeting rooms; amenities (toilets, cloak-
rooms, kitchenette, and perhaps a sick bay or a staff room etc.).

83
 Marie-Franoise Bisbrouck

Certain library operators also include rooms housing collections not accessible
to the public; however, considering the special nature of these areas, notably in
terms of functionality, they are not discussed in this chapter.

Given such a plethora of functions and applications, it is reasonable to suppose

that the surface areas devoted to a librarys internal departments, and the func-
tional organization of same, will be closely related to the size of the department
in question, and the type of population to serve.

In a small library with a very small staff performing many and varied tasks, the
preference will be to locate staff work areas in close proximity to the librarys
public areas. However, in a larger library with a larger and often more special-
ised staff, another mode of organization might be preferred with, for example,
most of the library staff areas having no direct interface with the public areas.
The flow of circulation will obviously be taken into account, to ensure the sim-
plest and fastest transit from the respective areas (staircases, elevators, ramps,
doors etc.).

It will therefore immediately be appreciated that the precise configuration and

planning of these internal library-department areas is extremely important, both
in terms of the actual physical areas allocated, and also their functional organi-
zation (layout, proximity or remoteness of certain areas or rooms in relation to
others, possible nuisance factors etc.).

Organisational considerations and strategies

How these internal staff work areas are organised will depend largely on an
analysis of how work is organised in the library. While the building of a library
from scratch is unfortunately quite a rare event, it is not at all rare to have to re-
configure library areas, rebuild a library, or build an extension onto an existing
library all such projects requiring much thought, particularly regarding num-
bers and grades of staff required for the various tasks and to support defined
user-service levels.

84
 6. Configuring Internal Staff Areas

At this stage library planners should also be considering the organizational

strategy for work areas. There is a current trend in many parts of the world to-
wards working in open plan areas wherever possible and this has an impact on
the design. Provision of quiet and private spaces, for consultations and project
work for example, has to be considered. Guidance on space requirements for
open plan areas is given by Dahlgren in Part II

One particularly sensitive factor concerns the determining of staffing to ensure

operable service levels. Staffing is directly proportional to the establishments
public opening hours (in terms of daily, weekly and yearly opening levels), and
staff working time over the year. These quantities will have a direct impact on
the size of the staffs own working space.

Moreover, a precise analysis of known problems in existing libraries can very

often provide indicators for future library layouts. This in turn presupposes a re-
examination of work patterns and a willingness to accept a full review of the
work organization.

Three main approaches to internal work-organization exist in libraries:

division by function,
division by document type,
division by specific sectors.

Using the first approach, services are divided functionally according to the stage
of the document processing cycle (for example, acquisitions, cataloguing, com-
municating with public etc.). The second document-based approach is also based
on a functional order, but one employing an initial division of services into large
document categories (such as books, periodicals, maps, iconographic docu-
ments, official publications etc.). The third approach employs the notion of aca-
demic discipline.

An organization employing the functional approach (cataloguing pool, for ex-

ample) essentially satisfies rational requirements related to work-distribution

85
 Marie-Franoise Bisbrouck

and economy of means: combining of personnel employed on identical tasks;

savings of scale; lower operating costs.

Organising by specialised departments seems the best approach for incorporat-

ing and managing change (for example, development of user-oriented services),
or coping with the increasing number of publications and/or managing under
tight budget conditions. However, this mode of organization is only suitable in
libraries of a certain size.

In any event, irrespective of the internal work-organization approach, once the

latter has been identified and accepted by the various players, the next step is to
determine an efficient document processing circuit; that is, one allowing a
maximum of tasks to be performed in minimal time, obviating useless expend-
ing of energy and providing conditions of maximum comfort.

The tasks constituting the document processing flow in a library are many and
varied: locating documents within a commercial distribution system; completion
of order forms for publishers, distributors and booksellers; receiving of orders;
intellectual processing of documents (descriptive record, inclusion of an ad-
dress allowing users to locate the document on the shelves); budget- and ac-
counts-management operations; summary of documents ordered but not yet pro-
cured for various reasons; specific tasks relating to bibliographic searching,
loan, repair, bookbinding for improved conservation, microfilming, photocopy-
ing or text-digitising, and so on and so forth. The processing chain comprises
various types of operations but the essential factor is to ensure continuity be-
tween the operations or else functions such as document availability and admin-
istrative operations will be delayed.

The above-mentioned analytical approach serves to demonstrate that for librar-

ies of a certain size, the document-processing circuit must be segregated from
the public. This implies having two library entrances one for the public, and
one for staff and deliveries. Staff and users obviously do meet at reception desks
and information points, and in other public areas.. For a well structured organi-
zation ensuring harmonious work-organization, staff must be free to concentrate

86
 6. Configuring Internal Staff Areas

on their work, whether this involves remaining in the public areas for several
hours, or working privately in ones own office, or collectively in a shared office
or other area.

It goes without saying that for small libraries operating with a small staff fulfill-
ing a wide range of tasks, the stated layout approach will not necessarily be ap-
plied on a hard-and-fast basis. In such cases, the solution might be to provide a
certain number of partially glazed offices, judiciously sited and opening directly
onto the public areas, which may, at certain times, be privatised by the simple
operation of blinds or shutters.

SPACE REQUIREMENTS AND SPATIAL ORGANISATION

OF INTERNAL STAFFING AREAS

Work areas

From the preceding discussion, it will be obvious that all work areas dedicated
to the library staff will be divided into two major groups, one comprising the
traditional administrative offices (essentially acquisitions and cataloguing;
budget- and accounts-management; personnel management; relations with insti-
tutional administrative authorities etc.), and the other comprising provision for
sorting, handling and preparation of the document collection(s); exhibition-
preparation space etc. Some of these areas must be contiguous with, or at least in
close proximity to, the public areas, and enjoy easy access from same; others
will not have such a proximity requirement. Each task must therefore be care-
fully analysed as regards its relationship or otherwise with the public areas.

In all cases however, it will be noted that in a library, the average work area per
full-time employee is appreciably greater than for a standard administrative
office (that is, 10 to 12 useful square metres per employee), to take account of
the space required for storage of collections awaiting processing. In effect, the
average area should be around 15 useful square metres per workstation, not in-
cluding circulation (access to offices). However, this figure does not apply to all
library personnel but solely to those working on acquisitions and scientific or

87
 Marie-Franoise Bisbrouck

technical processing of documents, or those performing tasks such as handling

(taking delivery of parcels; unpacking of deliveries; preparation of documents
for loan; preparing bookbinding), since all of the said tasks require room to work
efficiently in correct conditions.

There are many other types of staff employed in libraries to carry out the nu-
merous tasks required. This will vary from country to country and institution to
institution. Staff not requiring an office as such, may perhaps need at least a
desk to sit at, with an individual drawer unit for work effects, and a locker for
personal effects. They must also be included in the overall headcount of the li-
brary personnel, on the basis of their quota of attendance time, for all related
amenity areas (kitchenette, training room, toilets and cloakrooms, sick bay etc.).
Such workstations should be included in the programming phase for library staff
areas. The related areas should therefore be calculated on the basis of 5 to 6
square metres per part-time staff member.

Apart from processing the printed and online collections, the library will be
managing numerous day-to-day tasks and working with many outside organiza-
tions. To this end, the library must have very well-organised reception and work
areas: not only reception, offices and meeting rooms, but also appropriate store-
rooms. Any traditional administration offices, will require approximately 10
to 12 square metres per employee.

The functional organization of work areas should not be prejudged. Some will
prefer work areas to be organised on an open-plan basis, while others will con-
sider separate offices necessary, accommodating one, two or three people de-
pending on requirements.

Where open-plan offices are preferred an area of at least 1015 square metres
per employee is required. In order to compensate for the negative effects of
stress and noise generated by this type of layout up to 15 sq metres might be de-
sirable. Decisions have to be made as to the need for department heads and other
staff managers to be included in the open-plan approach. Matters such as confi-
dentiality and privacy need to be taken into account.

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 6. Configuring Internal Staff Areas

Common areas

The so-called common areas house various functions or activities such as:
staff training; internal meetings; photocopying, ICT, preparation rooms (for ex-
hibits, conferences, symposia etc.); various stores (for supplies and materials
etc); building maintenance (cleaning and housekeeping), staffrooms, kitchen
facilities, toilets, cloakrooms and showers. These areas must be located in such a
way as to ensure a smooth flow of traffic throughout the building.

A library must have an area devoted to training and staff meetings. Depending
on the size of the establishment, these activities may be centralised into a single
area, or divided over several rooms. An ideal layout may be at the point of con-
vergence of the librarys document-processing and general administration areas,
insofar as information and staff training are functions applying to everyone.

Practically every library requires a photocopying area including provision for

faxing, scanning, photocopying and producing leaflets for example. This space
must have adequate electrical power supplies, excellent ventilation (since the
equipment generates significant heat), be of suitable size (4 to 7 square metres
per machine, depending on dimensions and technical specifications), and large
enough to take tables or shelves for such things as storing documents for photo-
copying or sorting.

In all libraries above a certain size, a preparation area should be provided for
organising exhibitions, conferences or other events. Its dimensions should be
sufficient to ensure that displays can be prepared in proper conditions of comfort
2
and safety 20 to 25 m should suffice. The area should also include a small
storeroom for materials and supplies, and a water supply with sink and draining
board. The preparation room should give easy access to the librarys exhibition
or demonstration space ensuring appropriate vertical and horizontal circulation
allowing trouble-free movement of materials.

In any library, one or more easily accessible spaces for storing supplies, materi-
als and equipment (including furniture awaiting repair or removal) is indispen-

89
 Marie-Franoise Bisbrouck

sable. If the library departments are located over several floors of the building,
then it would be ideal if there was such a room on each floor. Provision of space
for housekeeping and standard maintenance of the building is also essential and
should again be on every floor in order to facilitate cleaning operations.

With regard to fast food preparation and staff rest and common rooms, it is es-
sential for a library to have a kitchenette, even if the library staff has access to a
restaurant or cafeteria open to other employees or the public. The kitchenette
should be equipped with standard domestic appliances to develop a user-friendly
environment where the staff can meet and relax. As a social focal point and a
place of rest and enjoyment, it also obviates the need for a plethora of coffee-
makers, teapots, dishes and foodstuffs in individual staff offices.

Regarding toilets, cloakrooms and lockers, there is little to add other than that
fit-outs (in terms of number and types of appliances) are governed by the health
and safety standards in force in various countries. It is simply necessary to en-
sure that their location within the internal areas is convenient for all personnel.
Finally, showers will be necessary if the staff is regularly required to perform
certain dirty operations.

Taken collectively, these common areas represent a non-negligible proportion of

the librarys internal staff areas. Where a very precise idea exists as to their
number and respective sizes, they may be calculated function by function and
area by area. If such details are not known (for example, because the responsible
authority has left insufficient time for producing the exact answers to such ques-
tions), a relatively precise rule of thumb may be used to calculate the overall ar-
eas in question, namely, 6 to 7 square metres per employee. Another general
principle to recognise is that every part of the building must be easy to access,
be functional (that is, of sufficient size), be heated, have excellent ventilation,
and where necessary, excellent natural lighting. It should never be a question of
simply employing residual space.

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 6. Configuring Internal Staff Areas

For example:
a library operating with 15 staff should have a gross useful area in the or-
2
der of 105 m of common areas, divided into: meeting/training room
2 2 2
(20 m ); kitchenette (20 m ); toilets, cloakrooms, shower (15 m ); clean-
2
ers and maintenance room (10 m ); duplication, reprography, photocop-
2 2
ies (15 m ); miscellaneous storage (one or two rooms 25 m );
similarly, a library operating with 25 staff should have a total of 150 m2 of
2
common areas divided into: meeting/training room(s) (30 m ); kitchenette
2 2
(25 m ); toilets, cloakrooms, showers (25 m ); housekeeping/maintenance
2 2
area (15 m ); duplication, reprography, photocopies (2025 m ); miscella-
2
neous storage (several rooms 3035 m ).

Particularly in establishments of a certain size, there may also be additional

space requirements for, for example, a caretaker, additional building security
(security room, plantroom for centralised building management system etc.). In
general these spaces have standards dimensions meeting local regulations.

The following table summarises recommended overall surface areas per em-
ployee and by activity type. In all cases, the area shown is the useful area, that
is, that required for performing the activity in question, independently of circula-
tion (such as the passageway leading to an office etc.). It is again emphasised
that the stated area must be fully habitable, that is, functional: for example, an
office of 12 m2 is effectively habitable if its interior dimensions are around 3 x 4
metres, or 3.35 m x 3.60 m, but not if they are 5.50 m by 2.20 m! Similarly, the
shape of the room, particularly for restricted areas such as offices, workshops,
storerooms etc. must be basically orthogonal (that is, walls and partitions inter-
secting at right angles), rather than following some strange contour (such as
acute or obtuse angles or ellipses, which are difficult to furnish). In all cases,
priority should be given to simple shapes and volumes that can be modified to
cater for changing user-needs.

91
 Marie-Franoise Bisbrouck

Activity/Requirements Useful Area Circulation

(add to useful area)
(percentage)

Cataloguing and processing of col- 15 m2 per full-time

lections, including storage of collec- employee + 40%
tions awaiting processing:
Receipt of document deliveries; un- 15 m2 per full-time
packing of boxes; preparation of employee + 40%
collections for loan, including stor-
age of documents awaiting process-
ing:
Workshops (binding, reprography): 15 to 20 m2 per
bulky materials, storage of supplies; full-time employee + 40%
water supply; draining board..:
Multi-function hardware/systems 4 to 7 m2 per ma-
(photocopiers, scanners, fax etc.): chine + 40%
Finance, accounts, personnel mana- 10 to 12 m2 per
gement, secretaries etc.: employee + 40%
For all part-time staff, irrespective 5 to 6 m2 per part-
of their function(s) within the or- time employee + 40%
ganization
Common areas: meeting rooms, 7 m2 per employee
staff training room, kitchenette, (whether full- or + 40%
reprography, various storerooms part-time), up to 15
(other than those for collections staff
not accessible to public), cleaners
room, toilets, cloakrooms and (6 m2 beyond 15
showers etc.: staff)

Quality of internal spaces

The overall quality of staff areas can be appraised in various ways. Apart from
the need for rationally configured areas and suitably sized rooms, as specified
above, their location in the building must be defined for the greatest possible
functionality. As already stated, it is essential for a library to have a separate en-
trance for staff and documents and supplies entering the building, to avoid diffi-

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 6. Configuring Internal Staff Areas

culties in organising circulation, such as intersecting traffic (members of the

public, materials or objects).

It is also necessary to study the effectiveness of horizontal and vertical circula-

tion, where possible allowing dedicated circulation for internal traffic, docu-
ments and supplies, thereby allowing optimal delivery times between various
points of the building: office to office, office to workshop or store, office or pub-
lic space to store, workshop to final store at the end of the collection processing
chain. It is therefore important to have sufficiently wide access and clearly iden-
tified passageways avoiding steps, and also vertical traffic areas (staircases, ele-
vators and load lifts, even automatic document conveyors), in sufficient number
and judiciously situated to ensure optimal servicing of the building. The number
and dimensions of all lifts and elevators must be determined so as to provide the
best possible service without overburdening the operating budget of the library
through excessive maintenance costs.

Emphasis must also be placed on the quality of spaces dedicated to the library
staff: noise control; aesthetics and comfort of areas and furniture; human-factors
aspects of work stations; need for adequate wiring of rooms; special attention to
lighting (natural and artificial) in rooms; solar protection; natural ventilation and
colour schemes of premises.

Furthermore, the functional organization of internal staff work areas does not
necessarily mean that the said areas will always remain completely hidden from
the public eye. Once again, it is necessary to find a balance between staff pri-
vacy and staff visibility.

In certain cases, provided that criteria have been precisely defined, one part of
the staffs offices may have a direct view onto the public areas (which does not
necessarily mean direct access), thereby reinforcing the feeling of belonging to
the community formed by users and staff.

Finally, it is imperative to ensure that these internal areas can evolve over time
to accommodate future change. They should have the same live-load bearing

93
 Marie-Franoise Bisbrouck

capacity as the user spaces and storage areas. This is not always recognised by
contracting authorities since they have a tendency to apply live-load bearing ca-
2
pacity standards corresponding to different usages, for example, 500 kg/m for
2
public rooms containing certain document collections; 600 kg/m for stores with
2
fixed shelving; 250 kg/m for staff offices. Should ever the day arise when a re-
location of the library departments is required, such as an extension (or even a
reduction in some cases), requiring heavy transformation or adding of premises
2
for example, then a single and uniform live-load standard of 600 kg/m irre-
spective of the internal functions of the building will be the only workable so-
lution (excluding stores housing moving shelving, which require 1200 to
2
1500 kg/m ). This precautionary measure is not of itself expensive, compared
with the overall cost of the building.

Allowing for later modifications to a building is an absolute imperative, since

while the building may in principle have been designed to last just twenty or
thirty years, in practice the chances are it will still be standing a hundred years
later or more.

Further reading and references

La Bibliothque dans la ville: concevoir, construire, quiper. Ministre de la Culture.
Direction du Livre et de la Lecture. Paris, Editions du Moniteur, 1984. 400p. (a summary
of French construction practice as applied to public libraries).

Construire une bibliothque universitaire: de la conception la ralisation. Sous la direction

de Marie-Franoise Bisbrouck et Daniel Renoult. Paris, Editions du Cercle de la Librarie,
1993, 304 p. (Collection Bibliothques).

Les Bibliothques dans luniversit. Sous la direction de Daniel Renoult. Quatrime partie,
chapitre IV: Les btiments des bibliothques universitaires, pp. 177190 et Sixime
Partie, chapitre I A propos des btiments des bibliothques universitaires allemandes.
Quelques impressions de voyage pp. 295298. Paris, Editions du Cercle de la Librarie,
1994. 360 p. (Collection Bibliothques).

Le Choix dun architecte en France et la procdure des concours, article produced by

Marie-Franoise Bisbrouck for the 62nd IFLA General Conference (Section on Library
Buildings and Equipment) Beijing (China). August 1996. 15p.

94
 6. Configuring Internal Staff Areas

Ministre de lEducation nationale, de la Recherche et de la Technologie. Direction de

lEnseignement suprieur. Sous-direction des Bibliothques et de la Documentation.
Bibliothques universitaires: nouveaux btiments nouveaux services. Ed. Marie-
Franoise Bisbrouck. (bilingual French/English). Paris, 1998, 3 sections, 128p., 136p., 1
32p.

Ministre de lEducation nationale, de la Recherche et de la Technologie. Direction de

lEnseignement suprieur. Sous-direction des Bibliothques et de la Documentation.
Bibliothques universitaires: valuation des nouveaux btiments, Ed. Marie-Franoise
Bisbrouck. Paris, La Documentation franaise, 2000. 150 p.

Why and how to programme a library building: the French experience over the past decade
In: Library buildings in a changing environment. Proceedings of the Eleventh Seminar of
the IFLA Section on Library Buildings and Equipment. Shanghai, China, 1519 August
1999. Edited by Marie-Franoise Bisbrouck. K.G. Saur, Mnchen, 2001. (IFLA
Publications 94).

From concept to commissioning; The Library: Scheduling, Programming, Phasing, by Marie-

Franoise Bisbrouck, LIBER Quarterly (ISSN 1435-5205), Volume 14 (2004), N 14,
K.G. Saur, Munich, pp.218231.

95
 7. HOW WAS IT FOR YOU?
THE BUILDING PROCESS IN PRACTICE

Professor Andrew McDonald

Director of Library and Learning Services & Head of Lifelong
Learning Centres, University of East London, United Kingdom

This paper explores the nature of the managerial challenge faced by the library
director who has been given the exciting responsibility for a new building pro-
ject. As well as outlining the planning and design process, the paper discusses
the diverse team of professionals involved and the sorts of information required
in the all-important programme statement or brief. It concludes with some re-
flections and health warnings on the building and design process in practice.

INTRODUCTION

Planning a successful new library building is a substantial and complex manage-

rial challenge, arguably the biggest and most important professional challenge
the library manager will face. Many library managers may only have one oppor-
tunity to plan a new building in their career and even though large capital sums
are involved, they will almost certainly have had little experience or training for
managing such a project. For these reasons, it is important to understand the
process of planning and designing new buildings and to appreciate the range of
professional players involved in this complex and creative process. Throughout
the project, the library manager will be working with new colleagues in new
ways.

Although the emphasis is on new buildings, the principles can equally be ap-
plied to extensions, refurbishment and remodelling exercises, and projects in-
volving making better use of existing space, or, indeed, a mixture of these. The
discussion focuses on the generic issues involved and so is just as relevant to
college and university libraries as it is to national, public and special libraries.
Clearly, the emphases, priorities and processes will vary considerably with dif-
ferent libraries of various sizes around the world.

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 7. How Was It For You? The Building Process in Practice

THE MANAGEMENT CHALLENGE

Leadership

The library manger must play a leading role throughout the whole planning and
design process. Planning libraries is simply good management and, as Mason
(1996) reminds us: good management of the library building planning will
make a better building. He goes further and emphasises that library managers
must make sure they are in control of the management.

Vision

Library managers must have a strong vision for the new library and they have
the important responsibility of communicating their vision to all those involved
in the planning and design process. Indeed, this vision should actually inspire
the design process (Bazillion and Braun, 1994). This is an opportunity to reflect
on the vision for the library service and to review its strategic aims and even to
consult stakeholders on developing a new brand.

Planning new libraries is about creating the physical environment necessary to

facilitate the mission and aspirations of the institution, and this should be driven
by the vision, ethos and strategic aims of the institution. The library manager has
a unique responsibility to ensure that the outcome of the planning process is a
good building which is capable of delivering high-quality services to generations
of users. Indeed many librarians are planning buildings and important collec-
tions for posterity. As well as inspiring the process with an imaginative vision,
library managers must pay considerable attention to detail throughout the entire
project.

Strategy

Space is a precious and expensive resource that should be planned and managed
within a strategic framework for the development of the library service as a
whole. Unfortunately, it has sometimes received less professional attention than

97
 Andrew McDonald

staffing, collection development, information technology, finance and the other

resources which the librarian manages. Quite simply, good well-planned space
enables the library to fulfil its mission, and underpins the development of all
other library resources. On the other hand, poor space often conflicts with what
users and library staff are trying to achieve, and inhibits the librarys ability to
fulfil its aims in an efficient way. More seriously, poor space can constrain the
development of the service.

Like all project management, space planning involves taking decisions, nor-
mally a large number of them, within a finite time scale and within the resources
available. It is not primarily about architecture and taste, or about bricks and
mortar, but it is about the responsible library manager seeking to create an at-
tractive new library that works very well and lasts a long time. The new library
must be delivered on time and within budget, and it must be affordable both in
capital and recurrent costs. The new building should enhance the work of the
institution and enable the service to be responsive to change.

Communication

A major building project is a massive communications exercise. Library manag-

ers must influence all the other professionals and stakeholders involved in this
creative process, many of whom they will come across for the first time in their
careers. These include the parent organisation; the governing body; estates pro-
fessionals; the architect; the contractor; the library building consultant; library
users; and, not least, library staff themselves. Influencing the early part of the
planning and design process is critical since this is when many of the key deci-
sions are made, but library mangers must also extend their influence throughout
the whole design, construction and occupation phases of the project.

Change

Planning new space is about creating and managing a great deal of change in
order to develop an entirely new service that can deliver better quality, greater
efficiency and improved responsiveness. The library manager must provide the

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 7. How Was It For You? The Building Process in Practice

leadership and direction necessary to manage library staff and users through this
period of considerable change. On the one hand, this is about managing creativ-
ity and ideas, and on the other, it is about dealing with the effects of disruption
and uncertainty. New buildings provide the manager with a unique opportunity
to change the culture and organisation of the library and to influence attitudes
and behaviour within the community of users.

Risks

There are considerable political, professional and financial risks involved in

leading a major project. It is the library manager who will have the responsibil-
ity for providing services to users in the new building, and it is the library man-
agers name that is invariably linked with the success or failure of the project.
Well-planned new buildings stimulate demand for library services sometimes by
as much as fivefold (Jones, 1999), and these new levels of usage must be sus-
tained. Poorly-planned space will attract criticism from both the user community
and other stakeholders, and will have a profound effect on the morale of library
staff.

Creativity

Planning new space is also an enjoyable and creative process which, inevitably,
has its creative tensions. It is a complex human process about which not eve-
ryone will or should agree. There are no prescribed solutions in planning library
buildings: no one knows all the answers and no two projects are the same. In-
deed, different architects and planners will often develop very different design
solutions to a particular set of requirements. But, as a rule, the best libraries
emerge when there has been a strong shared vision and good communication
between all those involved in the process, especially between the architect and
the librarian.

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 Andrew McDonald

The building and design process

Planning and designing a new building is a complex process and one which is
rarely as straightforward as it appears in the literature. However, a number of
helpful guides have been published. One of the best was produced by Holt
(Dahlgren, 1990) in which he sets out five basic steps: concept, planning, archi-
tectural implementation, construction and occupation. He goes on to expand
these in to thirteen sub-steps (Figure 1).

Dahlgren (1992) developed a variation, suggesting a ten-step process: literature

review/self-education, needs assessment, building programme statement, archi-
tect selection, site selection, schematic design, design development, bidding and
negotiation, construction and moving in, and dedication. These correspond more
or less to the steps suggested by Holt as shown below.

A. CONCEPT

1 needs evaluation
2 evaluation of alternatives

B. PLANNING

3 writing a building programme statement

4 assembling the project team
5 selecting a site
6 securing financing

C. ARCHITECTURAL IMPLEMENTATION

7 developing a plan for an expanded building

8 interior design
9 plans analysis

D. CONSTRUCTION

10 bidding and contract negotiation

11 construction

E. OCCUPATION

12 moving in
13 evaluation

Figure 1. Building Planning Process Outline

Source: adapted from Wisconsin Library Building Project Handbook

100
 7. How Was It For You? The Building Process in Practice

We will now look at these in a little more detail.

CONCEPT

The concept phase involves two activities: needs assessment and the evaluation
of alternatives, but, beforehand, Dahlgren (1992) suggests undertaking a litera-
ture review and self education process. In what is likely to be an unfamiliar
field, it is useful to gain an awareness of basic space planning issues and current
trends by reading some of the sources in the literature, by checking portals and
by attending relevant conferences. Visiting recent new buildings and networking
with other managers who have recently planned buildings or who are in the
process of doing so can be invaluable. Even if you have been involved in plan-
ning projects in the past, it is useful to review trends and developments because
building projects are invariably as different as they are unpredictable.

Needs assessment

The librarys long-term needs should be established in relation to its mission and
aims. Needs assessment, which is described in detail by Dahlgren in this publi-
cation, involves projecting the librarys, or rather the users needs into the future
as best we can. The assessment poses two important questions: how much space
and what sort of space will be required to meet the service demands of the user
community in the future? Here the library manager may use any space norms of
planning guidelines that are available within the sector to support the case, par-
ticularly if these are established norms or have been agreed nationally. A build-
ing programme will be prepared detailing space needs, functions, adjacencies,
and unique functions and features of the proposed building. Estimates of the
growth of the collections, seating requirements, technology and staff will be
made in relation to the librarys budgetary horizons.

Evaluation of the alternatives

Using the findings of the needs assessment, alternative solutions are evaluated
before an implementation strategy can be agreed.

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 Andrew McDonald

The needs assessment may have suggested a variety of alternatives for consid-
eration and these should be evaluated in relation to their effectiveness, practical-
ity, feasibility, cost and other factors.

The alternatives might include a new building, extending the library, refurbish-
ing and reallocating existing space, converting a building for library use, or a
mixture of these. It may be, for example, that the need for space for continued
collection growth could be met by establishing an off-site storage facility for
infrequently used materials. At this stage the library manager might reconsider
the librarys mission and service aims, or rethink the project requirements alto-
gether.

PLANNING

In the planning phase there are a number of steps: writing a programme state-
ment, assembling the project team, selecting a site, and securing financing.

Programme statement

A good programme statement or brief is a crucial starting point for discussion in

a project (Faulkner-Brown, 1993; Revill, 1996) and many regard it as the key to
success (see detailed introduction by Cecilia Kugler). The programme statement
is simply the librarys instructions to the architect: a written document which
provides the architect with the librarys vision and detailed practical information
about the librarys requirements for the new building. The librarys space needs
are described in as much detail as possible, identifying functional areas and the
interrelationships between them.

At its best, the programme statement is a strategic as well as a descriptive

document and it is generally held that the central focus should be upon service to
users. (Lushington, 2002) Traditionally written by the director, the statement is
now more likely to arise from consultations with staff and interested committees
and groups and it also serves to communicate requirements to users, companies
and other stakeholders.

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 7. How Was It For You? The Building Process in Practice

In developing the statement, the library manager needs to consider several key
issues. One fundamental question is future proofing how far ahead we should
plan? Another is the nature or qualities of the space required (McDonald, 2000,
2003 & 2006), and the library manager (Figure 2) must decide the extent to
which the new space should be:

functional space which works well, looks good and lasts well
adaptable flexible space, the use of which can easily be changed
accessible social space which is inviting, easy-to-use and promotes
independence
varied with a choice of learning environment and for different media
interactive well-organised space which promotes contact between users and
services
conducive high-quality humane space which inspires people
environmentally suitable appropriate conditions for readers, books and
computers
safe and secure for people, collections, equipment, data and the building
efficient economic in space, staffing and running costs
suitable for information technology with flexible provision for users and
staff
oomph space which captures the minds of users and the spirit of the
institution
Figure 2. The qualities of library space above

Snyder (1992) suggests the programme statement will usually include the fol-
lowing key elements shown in Figure 3:

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 Andrew McDonald

A. Description of the project

B. Needs of and contribution to the community of users

Description of libraries including mission, strategic
aims, service points, functions, collections, e-services,
resource sharing, funding, initiatives, future plans and
challenges
General distribution of space requirements:
Collection space needs
User space needs
Service space needs

C. General building considerations

D. Space relationships often presented as bubble diagrams

E. Individual area descriptions such as reference services and

preservation department

F. Appendices including background information, detailed

charts and graphs

Figure 3. Key elements of the programme statement

Current programme statements must have a major section covering the librarys
information technology plans and requirements. As well as articulating the insti-
tutions adaptability and flexibility needs, the statement may also refer to its ap-
proach to project management, environmental sustainability, maintenance, run-
ning costs and value for money.

Assembling the project team

Here the individuals and groups who will participate in the project are brought
together. A number of professionals need to be involved to ensure appropriate
advice, communication and expertise, and it is important to have a broad mix of
expertise, skills and power in the team (Carmack, 1992). Sometimes referred to

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 7. How Was It For You? The Building Process in Practice

as the project coalition, this temporary but close-knit group is required to deliver
a successful building.

The key players are the library manager, institutional managers and estates pro-
fessionals, the governing body, the library building consultant, the architect (in-
cluding the interior designer), the contractor and other engineers, library staff,
and library users.

Library manager

We have discussed the unique responsibilities of the library manager. At this

point we can add another: the library manager should take a lead in determining
the make up of the planning and design team, wherever possible influencing se-
lection and ensuring the necessary communication within the team. It is impor-
tant to become the focal point of the whole project, influencing each stage in the
process, ensuring the design delivers the required vision, and checking the de-
tails involved at key times. As the representative of the parent body, the library
manager must manage the project responsibly, ensuring a good balance between
imaginative solutions, hard-nosed decisions, pragmatic financial management
and appropriate compromises.

The managing or governing body

The precise responsibilities will depend on the nature of the library, but in gen-
eral these will include: assisting with the politics and decision making within the
project; helping to sell and fund the project; appointing architects, consultants
and other members of the planning team; and dealing with any issues and diffi-
culties that arise from users or other stakeholders. The managing and governing
body should also support the library manager throughout this challenging pe-
riod.

Estates managers

Charged with responsibility for developing and managing the estate, estates
managers and professionals will also take a leading role in ensuring an appropri-

105
 Andrew McDonald

ate building consistent with institutional strategy, policy and finance, and with
current legal and technical requirements. Significantly, a senior member of the
managing body, the Estates Director, often acts as the client. A project manager
is sometimes appointed to liaise between the client and the designers.

Library building consultant

A building consultant can contribute to the process in several important ways.

Often appointed early in the planning process, the consultant will lend consider-
able knowledge and expertise to the whole process and will ensure the right
questions are asked and answered and will keep the lines of communication
open. The role is about ensuring the right decisions are taken rather than taking
the decisions themselves. Important attributes for a consultant are relevant ex-
perience and personal characteristics, and good communication and political
skills.

The contribution may include making the case for more space; educating and
guiding the team through the process; assisting in fact-finding; helping draft the
programme statement; helping to sell the project; working with the architect to
ensure the vision and requirements are delivered; helping manage creativity and
change; and serving as a mediator in resolving questions and disputes.

The architect

The architects role is to translate the dreams and hopes of the library project
team (as expressed in the programme statement) into reality (Carmack, 1992).
The architect is the crucial professional who is responsible for creating an
imaginative design that incorporates form, function and environment into a
structure that will be pleasing, comfortable, effective and economical for both
users and library staff. The architects approach is outlined in Part II by Santi
Romero.

Selecting a good architect is key and the library will have a preference as to
when this happens: in some projects the architect is appointed once the pro-

106
 7. How Was It For You? The Building Process in Practice

gramme statement has been agreed. Further information on this process is given
in Part II by Marie-Franoise Bisbrouck.

Both architect and librarian must bring their vision and respective skills to this
creative process. Architects, particularly famous ones, tend to have a strong vi-
sion about the artistic interpretation of space (Rockwell, 1989). The librarian
must have an equally distinctive view about what is required, and must articulate
this clearly to the architect and all those involved in the project, and must make
sure the design delivers what is required.

Communication is vitally important and there is no reason why an architect

who is willing to listen to his client cannot design an efficient, technologically-
sound building that is also a credit to its creator. (Bazillion and Braun, 1994).

Library staff

The accumulated wisdom of library staff should not be overlooked: their experi-
ence and expertise can be invaluable throughout the process. Seeking informa-
tion and advice from library staff and communicating progress and develop-
ments to them helps to achieve the participation and ownership necessary for a
successful project. Library staff deserve to have some say in their destiny.

Library users

End-users can bring a refreshing and challenging perspective to the design of the
library building. How and the degree to which they are involved remains a mat-
ter of local interest and tradition, particularly if their views relate only to previ-
ous experiences, but excluding users from the process can be detrimental politi-
cally.

Other players

There are a host of other players, including engineers, interior and exterior de-
signers, legal experts and building planners. Increasingly information technol-

107
 Andrew McDonald

ogy and networking experts are assisting with planning effective integrated elec-
tronic environments, and acoustic specialists are advising on ways of managing
the growing problem of noise in libraries. Designers and consultants may be
called upon to assist with interior design, colour, artwork, signage, furniture,
lighting, disability access, security, health and safety, environmental control,
green issues, transport, landscaping, and preservation and conservation needs.

Selecting a site

The site is selected before the building itself is designed. It is normally held that
a library should be located on a site which is both accessible and visible to the
clientele, with complementary uses in the surrounding vicinity. The site must be
large enough to support the new building and should allow for any future expan-
sion proposed.

Securing financing

This is one activity that does not often occur at one discrete point in the process.
Securing funding, whether from public and private sources, may begin much
earlier and may be an unfamiliar world for some library managers. The extent of
the fund raising required will be determined by nature of the new building cho-
sen and the method of financing will affect the way in which the various mem-
bers of the project team work together.

ARCHITECTURAL IMPLEMENTATION

The design phase involves developing a plan for the new building, interior de-
sign and plans analysis.

Developing a plan for a new building

Working from the programme statement, the architect translates the librarys
requirements and service aims into a preliminary graphic design. The library

108
 7. How Was It For You? The Building Process in Practice

manager should assess whether the proposed design solution meets the require-
ments set out in the programme statement.

An architect may first develop conceptual or relationship diagrams, which then

evolve into a schematic design. The schematic design shows interior and exte-
rior doors and walls and windows, and provides enough information for the
other members of the planning team to assess whether sufficient space has been
devoted to the various functions of the library and whether all the spaces have
been arranged in an appropriate way.

As the schematics are approved, the design phase moves into design develop-
ment during which the architect fills in the mechanical, structural and other en-
gineering details. Detailed working drawings and specifications are then pre-
pared, and it is from these detailed plans that the building is built.

Interior design

This usually overlaps with the development of the architectural plan. The struc-
tural plan and the furnishings plan are developed together in a coordinated way
to ensure, for example, that ceiling heights are appropriate for bookstacks and
that lighting fixtures and outlets are placed where they will be needed. New fur-
nishings to be acquired will be selected and any existing furniture to be retained
and moved to the new building can be identified.

Plans analysis

In practice this runs parallel with the various architectural design steps and be-
yond. The analysis provides the opportunity to test the architects and interior
designers plans against the librarys service requirements. Questions might in-
clude: are the type and range of spaces appropriate to need; is there sufficient
shelving; are related functions adjacent; is the lighting appropriate; has sufficient
provision been made for electrical and data cabling? Although the review is part
of the architectural implementation, it continues into construction when changes
to the original plans may have to be considered.

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 Andrew McDonald

CONSTRUCTION

This phase includes bidding and contract negotiation and construction itself.

Bidding and contract negotiation

The way in which the bidding and negotiation phase is conducted will be deter-
mined by institutional, national and even international procurement regulations.
It involves soliciting bids and inviting prospective builders to review the plans
and submit estimates of the cost to build the proposed building. Once agreed
contracts are signed.

Construction

The contractors then build the new library in accordance with the agreed work-
ing drawings. The architect typically monitors construction as the librarys offi-
cial representative, but it is very important for the library manager to monitor
progress as well, not least to make sure that the building delivers the vision and
requirements for the project. Construction can be fraught with often unforeseen
difficulties, and it is important to make sure that variations are made with the
best interests of the library and its users in mind.

OCCUPATION

Occupation involves moving in and evaluation.

Moving in

Using the best qualified and most capable movers should ensure the move goes
smoothly (McDonald, 1994). Maintaining services during a major move or a
phased building programme can be challenging. The opening ceremony itself is
often organised some time later. Having almost reached the end of complex and
challenging process, the manager should feel a huge sense of pride as the suc-
cessful new library building begins to be used, admired and celebrated.

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 7. How Was It For You? The Building Process in Practice

Evaluation

This is an important but frequently underestimated part of the process. Post oc-
cupancy evaluation provides a useful opportunity to assess whether the new
building has indeed met the librarys requirements and whether it is performing
as expected and whether any changes have been necessary. This may involve
asking the architect and other members of the planning team to return to the
building to reflect on these issues and contribute to the evaluation.

CONCLUDING REMARKS

There are several health warnings for library managers involved in a new
building project. In making a compelling case for a new building, library direc-
tors often refer to any space norms or guidelines that are available for their sec-
tor. Although space allocation is a matter for individual institutions, these can
provide a useful planning tool, particularly when the norms and guidelines have
been agreed nationally. Unfortunately where they exist, relevant space norms
and guidelines may either be rather out of date or represent unrealistic aspira-
tions. Recent disability discrimination legislation in many countries has been
crucial for improving access to libraries by people with disabilities and learning
differences, but it has also had the effect of increasing space requirements in our
buildings. McDonald (1996) gave a useful overview of the prevailing space re-
quirements for academic libraries and learning resource centres in the United
Kingdom, but the guidelines referred to were first agreed some 30 years ago.
Each year, however, the Society of College, National and University Libraries
publishes useful information about the range of space provision in university
libraries in the UK and Ireland in its Annual Library Statistics (SCONUL,
2006). Details of recent university projects can be found on SCONULs (2007)
Library building projects database. The Designing Libraries website (2007),
produced by the Museums Libraries and Archives Council & the Chartered In-
stitute of Library and Information Professionals, is a database of descriptions
and images of recent public library building projects as well as a library design
portal providing advice and further resources.

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 Andrew McDonald

In reality the planning and design process is not as linear as described, but is
more of an inter-related matrix, often with unexpected changes and unmitigated
risks and sometimes with unwelcome developments, but all of these have to be
managed effectively within the project. For example, having floated several
building options in the hope of attracting funders, you may have to rethink the
desired option. Bids may come in over budget necessitating a redesign and scal-
ing down of the project and a value engineering exercise. A number of change
orders may strain the contingencies budget. Unexpected site clearance, a strike
by the building trade and bad weather are just a few factors that can slow pro-
gress. The construction industry is not always easy to understand and suffers
from a less-than-favourable reputation in some countries. However, changes and
new developments are inevitable within the duration of a major building project
and these unplanned opportunities must be embraced enthusiastically for the li-
brary director to achieve a cutting-edge design.

The process and players described are very much based on the traditional ap-
proach to the planning and design of new buildings in the United Kingdom and
colleagues from around the world and in different types of library will want to
relate the process to their own particular situation. However, there have been
some interesting developments in the UK recently.

Whilst the programme statement is acknowledged as a very important part of the

process, it is increasingly regarded only as the starting point from which the
planning team can develop their requirements in a flexible way in response to
the opportunities and challenges that arise throughout the project. Some institu-
tions now issue a series of memoranda of understanding to instruct the architect
and planning team rather than rely on a single, formal briefing document.

Architectural competitions are often preferred for major prestigious projects and
can be useful ways of exploring a number of different design solutions. Institu-
tions may appoint a project manager at the beginning of the process to develop
the concept and master plan and go on to appoint an architect at a later stage to
lead the creative thinking. In some projects, several architects are engaged to
lead the conceptual and pragmatic aspects of the process.

112
 Illustrations to Chapter 1

1. Docklands exterior

2. Docklands
All floors visible

Photos from/by:
Library and Learning
Services, University
of East London
Docklands Campus,
United Kingdom

i
 Illustrations to Chapter 1

3. Docklands Library Learning Centre

4. Docklands E-resource Centre

ii
 Illustrations to Chapter 1

5. Docklands one of many

study groups

6. Docklands combined work

station and study group

iii
 Illustrations to Chapter 2

1. The Black Diamond, The Royal Library, Copenhagen, Denmark. Recent sculptural
library building, 1999. Architects: Smith, Hammer & Lassen
Photo: Karsten Bundgaard, The Royal Library

2. Island of Culture, Middelfart, Denmark. Another sculptural iconic library building

housing: new main library (3.000m 2 35.000 inhabitants), tourist of fice, restaurant,
cafe, cinema and located near to city centre and marina, 2005. Architects: Smith,
Hammer & Lassen.
Photo: Andreas Trier Moerch, The KASB Database, www.kasb.dk

iv
 Illustrations to Chapter 2

Studierum 2
3. Open plan layout
Studie- Scorebnkene
prioritising user space
Musik
rum 1
Romaner rather than shelving.
og film Aflevering
Aviser
og blade

Blue areas: Forhal/

Entrance, Torvet/ Lounge

Fagbger Orkanens je Marketplace inclu-

Pjecer
Torvet
ding Oval area for Informationen

studying, Informatio-
Udln
Lokal-
historie
Magasin nen offers any profes-
Den bl
grotte

Brnenes sional guidance, Ud- Forhal

It-
under-
Bibliotek Eventyr- visning
lan and Aflevering/
trappen
Toiletter

self service loan and

Trappe
pc til sgesystem
return/sorting facili-
internet og spil Salen

ties. Lounge inclu-

Kultur-
broen
ding newspapers.
Orange area: Music-
Film and rose: Fiction. Green areas from left and down: Non-fiction, Open storage, IT -
class and Salen/Meeting hall while yellow is Children s area.

4. From Main Public

Library, Naestved
Municipality,
Denmark: 4.500 m2,
80.000 inhabitants,
2004. Architect: Jan
Amby, AK83.
Photo: Danmarks
Biblioteker

v
Illustrations to Chapter 2

5. CBS Porcelainshaven opened

2006 a campus branch library
of Copenhagen Business School
without books providing profes-
sional guidance and access to all
net-based resources for students.
Photo: Jakob Boserup/CBS

6. CBS Solbjerg Plads central

library of Copenhagen Business
School has all its collections
downstairs, users everywhere else,
2000. Architect: Vilh. Lauritsen
Architects A/S.
Photo: Jokob Boserup

vi
 Illustrations to Chapter 3

1. Study carrel seating and lounge seating Photos from/by: Ames Library at Illinois
Wesleyan University in Bloomington, Illinois, USA by Anders C. Dahlgren
2. These conventional book stacks are 2.2m tall, on an aisle 0.9m wide. Without using
compact shelving, it would be dif ficult to store more volumes per m 2 in any other
setting.

vii
Illustrations to Chapter 3

3. Computer net-
work stations for
patron use.

4. Displays
like this are an
example of
other spaces
that might be
found in a
library.

viii
 Illustrations to Chapter 4

1. The eZone, an electro-

nic classroom, for indivi-
dual use or teaching,
Macdonald

2. Combination of variant
forms of lighting and types
of seating, Macdonald

3. Computers for stand-up

quick consultation

Photos from/by Macdonald

Campus Library, St Anne-de
Bellevue, McGill University
Library and Humanities and
Social Sciences Library,
McGill University both
Montreal, Canada.

ix
Illustrations to Chapter 4

4. Display, which rotates to

act as door when library is
closed.

5. Computers, people and

plants, Humanities and
Social Sciences Library

6. Print journals, people

and plants, Humanities and
Social Sciences Library

x
 Illustrations to Chapter 5

1. University Library
Gttingen, Germany.
Photo: Olga Sinitsyna

2. The Jubilee Library,

Brighton. UK.
Architect: Bennetts
Associates and Lomax
Cassidy & Edwards
Photo: Lomax Cassidy
& Edwards

xi
Illustrations to Chapter 5

3. Aralis Library and Infor-

mation Centre, Helsinki,
Finland.
Photo: Jussi Tiainen

4. Self Service Issue & Return

Queens University Belfast.
Photo: Sheila McGibbon

xii
 Illustrations to Chapter 5

5. Oak Park Public

Library, Illinois
inside layout.
Photo: Winnie Vitzansky

6. Oak Park Public

Library, Illinois
seating group.
Photo: Winnie Vitzansky

xiii
 Illustrations to Chapter 6

Photos from the Library University, University of Saint-Quentin en Yvelines.

Architect: RipaultDuhart. Photos: Marie-Franoise Bisbrouck

1. The Library seen from the outside

2. Reading hall view to the park

xiv
 Illustrations to Chapter 6

3. ICT access area

Public Library in Alcazar

Marseille, France. Architect:
Adrien Fainsilber.
Photo: Marie-Franoise
Bisbrouck

4. Public areas seen from the

Atrium

xv
Illustrations to Chapter 6

5. Magazine & Comics

area

6. Plan of the library

7. IT area

xvi
 7. How Was It For You? The Building Process in Practice

The traditional design and specification route for procuring a new building can
be flexible but costly. An alternative is design and build, where the costs are
fixed but flexibility and sometimes design quality are reduced. PFIs (Private Fi-
nance Initiatives) are an example of PPPs (Private Public Partnerships) and these
are an alternative procurement route involving investment by private sector
partners, therefore avoiding immediate recourse to the public purse (HM Treas-
ury, 2007; Department of Health, 2007). This is a way of securing both capital
and recurrent funding for the building and services from the private sector and,
in so doing, transferring the risk from the public sector to whom the building is
returned in 30 years. The philosophy behind the BOT process (build operate
transfer) is to deliver better value for money over the longer term, but it is still
based on a statement of functional requirements, and successful projects must
have public sector comparators, technical advisers and appropriate payment
mechanisms. PFIs bring the library director in to contact with an even greater
variety of building, design, procurement and financial professionals. Communi-
cations, project management and managing partnerships become ever more chal-
lenging when planning multipurpose buildings in which services from a variety
of providers and sectors are combined within one building.

Within this complex and creative building and design process, library mangers
often find they need to take a particularly determined and persistent approach to
ensure the design delivers what is required. Compromises are often required, but
these should always be taken with the interests of the library and its users in
mind. There is a growing realisation that successful space projects are as much
about managing people, culture change and creativity as they are about build-
ings, space and processes. Library managers need to be aware that people some-
times demonstrate irrational feelings and unusual behaviours about territory and
power when it comes to space planning, design and entitlements.

During the testing time of a building project, the library director will experience
a whole spectrum of managerial emotions: from exhilaration to exhaustion, from
fun to frustration, and from satisfaction to insanity. A wide range of managerial
skills will be tested: boldness and detail, politics and diplomacy, understanding
and ego massaging, finance and standards, trouble-shooting and crisis manage-

113
 Andrew McDonald

ment, negotiation and compromise, and communication and collaboration. But it

is particularly important to embrace and harness the creativity of others involved
in the planning process within the context of achieving your particular vision for
the new building.

A growing number of imaginatively-designed new libraries continue to be built

around the world, confirming the enduring importance of libraries as physical
places within society (Lang, 2001), even at a time of rapid growth in informa-
tion technology. In planning and designing these important new places, the li-
brary manager continues to play a leading role in the planning process. By
communicating a clear vision of what is required to all those involved, the li-
brary manager enables the new building to play a full part in its community of
users, whether this be education, scholarship, research, culture, heritage, eco-
nomic development or regeneration. The buildings we create today will remain
lasting tributes to the managerial vision, leadership and influence of the librari-
ans involved in their planning.

Further reading & references

Bazillion, R.J. and Braun, C. (1994) Academic library design: building a teaching
instrument, Computers in Libraries, 14 (2), pp 1216.

Carmack, B. (1992). Outline of the building planning process: the players. In Libraries for the
future: planning buildings that work, R.G. Martin ed. American Library Association,
Chicago. (Library Administration and Management Association), pp 2529.

Dahlgren, A.C. (1990) Wisconsin library building project handbook. 2nd ed. Wisconsin
Department of Public Instruction, Wisconsin.

Dahlgren, A.C. (1992). Outline of the building planning process: or an overly simplified
summary of what will be visited upon you when you build a building. In Libraries for the
future: planning buildings that work, R.G. Martin ed. American Library Association,
Chicago. (Library Administration and Management Association), pp 1424.

Department of Health. (2007). Public private partnerships.

http://www.dh.gov.uk/ProcurementAndProposals/PublicPrivatePartnership/fs/en
(4/1/2007)

Faulkner-Brown, H. (1993). The initial brief. IFLA Section on Library Buildings and
Equipment, The Hague.

114
 7. How Was It For You? The Building Process in Practice

HM Treasury. (2007). Public private partnerships.

http://www.hm-treasury.gov.uk/documents/public_private_partnerships/ppp_index.cfm
(4/1/2007)

Holt, R.M. (1989). Planning library buildings and facilities from concept to completion.
Scarecrow Press, Metuchen.

Jones, W.G. (1999). Library buildings: renovation and reconfiguration. Association of

Research Libraries (Office of Leadership and Management Services, Washington. (Issues
and Innovations in Transforming Libraries, SPEC Kit 244)

Lang, B. (2001). Library buildings for the new millennium. In Library Buildings in a
Changing Environment. Proceedings of the 11th International Seminar of the IFLA Section
on Library Buildings and Equipment (J. Wu and M-F. Bisbrouck, eds.). Saur, Mnchen,
pp 1124.

Lushington, N. (2002) Libraries designed for users: a 21st century guide. New York: Neal-
Schuman.

Martin, R.G. (1992). Libraries for the future: planning buildings that work. Library
Administration and Management Association, American Library Association, Chicago.

Mason, E. (1996). Management of library building planning. Journal of Library and

Information Science 22, pp 1428.

Metcalf, K.D. (1999). Planning academic and research library buildings. 3rd ed. by P.D.
Leighton and D.C. Weber. American Library Association, Chicago.

McDonald, A.C. (1994). Moving your library. The Association of Information Management,
London. (Aslib Know How Series).

McDonald, A.C. (1996). Planning library buildings for the information age. The New Review
of Information Networking 2, 133148.

McDonald, A.C. (1996). Space requirements for academic libraries and learning resource
centres. Standing Conference of National and University Libraries, London. (SCONUL
Briefing Paper).

McDonald, A.C. (1997). Space planning and management. In Resource Management in

Academic Libraries, edited by D. Baker, pp. 189206. Library Association Publishing,
London.

McDonald, A.C. (2000) Planning academic library buildings for a new age: some principles,
trends and developments in the United Kingdom, Advances in Librarianship, 24, pp 51
79.

115
 Andrew McDonald

McDonald, A.C. (2003). Creating good learning space. In Libraries with oomph: PFI for
higher education libraries. Papers delivered at a Seminar. Nabarro Nathanson, London, pp
48.

McDonald, A.C. (2006). The ten commandments revisited: the qualities of good library space.
LIBER Quarterly: The Journal of European Research Libraries 16(2),
http://webdoc.gwdg.de/edoc/aw/liber/lq-2-06.html (4/1/2007)

Museums Libraries and Archives Council & Chartered Institute of Library and Information
Professionals (MLA & CILIP, 2007). Designing Libraries: the gateway to better library
buildings.
http://www.designinglibraries.org.uk (23/4/2007)

Revill, D. (1996). Working papers on architects briefs. Standing Conference of National and
University Libraries, London. (SCONUL Working Paper).

Rockwell, E. (1989). The seven deadly sins of architects. American Libraries April 1989, p
307.

Sannwald, W.W. (2001). Checklist of library building design considerations. 4th ed. American
Library Association, Chicago.

Snyder, C (1992). The building program statement (revisited). In Libraries for the future:
planning buildings that work, R.G. Martin ed., American Library Association, Chicago.
(Library Administration and Management Association), pp 4043

Society of College, National and University Libraries (SCONUL) (2006). Annual library
statistics 200405. London : Society of College, National and University Libraries.

Society of College, National and University Libraries (SCONUL). (2007). Library building
projects database.
http://www.sconul.ac.uk/library_buildings/buildings/ (3/1/2007)

Thompson, G. (1989). Planning and design of library buildings. 3rd ed. Butterworth
Architecture, Oxford.

116
Part II:
GUIDELINES FOR
PLANNING THE PROCESS
 8. THE BUILDING PROCESS
INCLUDING HOW TO CHOOSE AN ARCHITECT

Marie-Francoise Bisbrouck, Director of the Library,

University Paris-Sorbonne, France

From Concept to Commissioning:

Scheduling, Programming, Choosing the Architect, Phasing

Building, extending or restructuring a library building is a delicate thing. There-

fore it is important to plan the project in a structured way and establish the exact
roles and responsibilities of the various different partners in order to bring the
building project to a successful and harmonious conclusion.

The first step is to write a programme, or brief, for the future building. That is to
draw up a complex document that will contain information provided by librari-
ans and others to a greater or lesser extent.

The programme is a document that must simultaneously address various re-

quirements the operational, the behavioural and the environmental. It must be
drafted in terms that are comprehensible to the users, who have to validate it,
and also be directly useful to the professionals, who will use it as a basis for
their design and give it an architectural form.

Due to the dual nature of the requirements to be addressed, namely the qualita-
tive and the quantitative, the programme includes descriptive parts, diagrams,
functional diagrams, architectural and technical recommendations, and perform-
ance levels.

In functional terms, the programme follows a certain logical process:

the defining of objectives, and determining of functions for meeting those
objectives
determining activities in order to service the necessary functions

119
 Marie-Francoise Bisbrouck

organising the said activities according to functional diagrams

planning traffic routes
expressing requirements associated with each activity
stating the performance levels required of the building and its equipment
in meeting the requirements.

This part of the programme is essentially managed by the library; the latter must,
for each area providing one or more activities, determine the associated geomet-
ric characteristics: area, ceiling height, any recommended layouts etc. The li-
brary also has a role to play in terms of the internal environment of the building:
admissible sound levels for various spaces, lighting levels (for reading areas in
particular, including computer use), temperature, relative humidity (for book-
storage and similar areas), equipment footprints, floor loads, power and utilities
requirements, protection of property, access control etc.

In environmental terms, the programme describes the urban and site contexts,
the role of the future building within the site and its immediate environment,
links between activities within the building and those in the surrounding area.
This part is the preserve of the contracting authority and related managers.

Drafting of such a programme is achieved in phases, each with an increasing

level of detail, corresponding to the phases of the proposed design:
the general programme provides the basis for establishing sketch plans
and the preliminary design
the specific programme provides information for the detailed design
the definitive programme provides the data for the final design, also re-
ferred to as the project.

Harmonising the programme with the project ensures the success of each project
phase. The role of the library is to provide constant monitoring, to ensure that
the definition of requirements always remains in phase with the current project
phase rather than ahead of it, therefore ensuring that the architect is not asked to
produce overly detailed answers to any aspect of the project corresponding to a
later phase of the programming. An example might be not asking for a door to

129
 8. The Building Process Including How to Choose an Architect

be moved between offices (which would be part of the detail design) when the
space distribution for the particular floors of the building is not yet complete (a
task belonging in the preliminary design); the difficulty is always being able to
stay just abreast of operations.

Programming, however, cannot be restricted to simply the building pro-

gramme itself, since as soon as the preliminary design is complete and the gen-
eral concept has developed into building and systems, the programme is
subdivided according to the parties for whom it is intended:
a building programme, for the architects and engineers
an equipment programme for the architects and designers
an operations programme for organization and management specialists,
and finally
an environment programme for urban designers.

It can clearly be seen that additional players come on board at various points and
it is therefore difficult at times for library personnel to determine who is who
and to handle co-ordination. An analogy would be with modern medicine, where
no one physician has a full overview of a particular patient and numerous spe-
cialists are consulted.

In the long process required for developing drawings and technical documents,
the library should ensure that, at each drawing stage, the functional needs of the
library (areas, organization of services etc) are taken into account by the archi-
tect.

What is certainly most difficult of all for the library is to cope with are the ups
and downs of the project: periods of deep inactivity interspersed with periods of
feverish activity. It is difficult to know which is the hardest to put up with during
these cycles! In calm periods, there is a risk that the library personnel lose
their enthusiasm for the project because they have many other things to do in-
cluding keeping their current users happy. And in the programmes feverish
mode, they have to come up with instant answers to each and every request by
the architect, design office or the contracting authority; and answers requested

121
 Marie-Francoise Bisbrouck

on the fly often lack precision or consistency, and may not be quite what was
being sought.

Summary of the design & programming process or who does what?

Specialised Users Users Contracting

Town (Readers) (Library) Auth.
planners
Program- Environ- Behavioural Opera- Cost and Manufac- Safety
ming ment crite- criteria tional building- turing & criteria
ria criteria time criteria mainte-
nance
criteria
Where? Why? How? How much
and when?
Environ- Behavioural Opera- Cost and Manufac- Safety
mental re- requirements tional delivery time turing & require-
quirements require- requirements mainte- ments
ments nance re-
quirements
Architectural Func- Performance levels of
and technical tional building and equipment
recommenda- diagrams
tions

Design Spatial organization Building Equipment Imple-

sub-systems sub- menting
systems safety
require-
ments

Formalising of interior and outside areas

Use Commissioning
Modifications to operational and behavioural requirements

New spatial organization Modifications to equip- New

ment safety
sub-systems require-
ments

122
 8. The Building Process Including How to Choose an Architect

And now to the ARCHITECT

The architect is the main player in the operation: it is he or she who will design a
coherent architectural space suited to the programme the library has developed.
Without him/her, our building will not get off the ground! The library staff have
great expectations of the architect: hence the necessity for choosing a good one
which does not necessarily mean selecting a leading name in the architectural
field.

We need to recognise that the difficulties sometimes encountered in communi-

cating with an architect are the result of coming at a problem from two different
perspectives firstly that of the architect, who understandably wishes to create
original art, secondly that of the librarian who, while not insensitive to the aes-
thetic nature of things, does not necessarily consider aesthetics to be the main
consideration. The librarian above all requires that the future library will func-
tion correctly for both the users and the staff; that is, the library areas will be
well organised, as easy to manage as possible considering the recurrent prob-
lems of understaffing, and that they should evolve over time according to the
needs of the users.

The choice of architect is, therefore, fundamental, yet it is not facilitated by the
way architecture juries are made up least of all in France. Discussing this with
colleagues from other countries, I have the impression that the French experi-
ence is not unique.

In most cases, the future users of the building are not represented on the jury:
while this is the case for the representatives of a university or the city itself, it is
even more true for the librarians; in the best scenario, only the library project
manager is part of the jury, whereas there will be a large number of architects
(five but more likely six or more), often making up over half of the jury mem-
bers. It may be said, therefore, that rather than being judged by the future users
of the building and those paying for the day-to-day operation of the building,
architecture competitions are essentially judged by architects, who are neither
the payers nor the users. Therefore, it is form rather than content that most often
wins the day when it comes to the layout and functionality of the library areas.

123
 Marie-Francoise Bisbrouck

As for the technical committees employed to look into the detailed design of the
various competing projects, these will sometimes have one or two librarians,
buried in a subcommittee called Operations, but experience shows that these
librarians have little impact, and their recommendations and advice proffered
generally in the field of equipment functionality, choice of an architectural
scheme, technical proposals, or the forecast cost of operations and maintenance
of the future building only very rarely influence juries in their choice.

Phasing and deadlines

If we turn to the time factor, we need to be aware that a building project takes
many years to reach fruition, from the time that the need first arises, to the build-
ing of new premises, and finally to the date the building comes into service.
Hence the necessity for a project manager who can stay the course!

But remaining optimistic, provided that things go according to plan, and dis-
counting the various validation periods by the various powers and organizations
(the library, the contracting authority, the city planning department, emergency
services, independent surveyors etc), then a certain idea of timing may be
gleaned from this table:

Operation Duration Cumulative Scale of Notes

(1) duration (1) documents
Programme 6 to 12 6 to 12 Library visits
months months
Photography

Creating reference-document base

- (standards)

Set up working groups (2)

Draft feasibility scenarios

Sketch out fixtures, furnishings &

equipment (FF&E) from onset of
programme

Architecture 6 to 12 12 to 24 Sketches:
th
Library to be present in technical
competition months months 1/500th- and committee and jury
1/200 -scale
drawings

124
 8. The Building Process Including How to Choose an Architect
th
Preliminary 4 to 6 16 to 30 1/200th- and Extremely close involvement of
design months months 1/100 -scale Library in developing the prelimi-
Safety study drawings nary design which corresponds to
Application the organization of library areas
for Building (3)
Permit
th
Detailed 4 to 6 20 to 36 1/100 -scale Development of technical solu-
design months months drawings tions (construction and operation
of the building)

Project 4 to 6 24 to 42
th Library often required to examine
Sub- months months 1/50th- and technical documents that are hard
contracting 1/20 -scale to read and interpret (4)
File drawings
More library visits, specialised
exhibits (library furnishings etc.)
Tender 2 to 6 26 to 48
negotiations months months
Refining (by Library) of FF&E
file
Appointmen 2 months 28 to 50
t of months
Detailed organization of collec-
contractors; tions and staff
Signing of
Agreements Creation of a photographic record
showing progress of site
Site works 12 to 24 40 to 74
months months
Drafting description of building
Preparing to move in

Site 2 to 4 42 to 78
handover, months months
remedial
works and
snag-
clearing
Installing 2 months 44 to 80 Publicising opening of the new
building
fixtures, months
furnishings
&
equipment
(FF&E)
Move in 1 to 2 45 to 82
staff and months months
services

125
 Marie-Francoise Bisbrouck

Safety
Committee
report
(allowing
opening of
building to
public)
Opening to (and HERE is where it really starts )
public

(1) Excluding time required for validating the various drawing stages by Contracting Au-
thority and compulsory oversight committees
(2) Working groups: Access to Collections, Information Technology, Conservation of
Collections, Management, User Training, Communication, etc.
(3) Traffic routes for users, staff and documents and supplies should be efficient at the
outline design phase
(4) The heaviest technical files are: Electricity, Building wiring systems, Telephony,
Safety, Access control, Plumbing, Walls & Floor coverings, Ceilings etc.

During this lengthy testing time, experience shows that, psychologically rather
than objectively, the hardest period to endure is that preceding the opening,
since uncertainty is a factor continuously hanging over the effective conclusion
of the building. At least once the building is opened, one can be 99.9% sure that
it will be completed one day!

And HERE is where it all really starts.

126
 9. A PRACTICAL MEANS OF
ESTIMATING LIBRARY SPACE NEEDS

Anders C. Dahlgren, Director,

Library Planning Associates Inc., Illinois, USA

The Methodology

Space needs should be forecast to meet a future need, based on the librarys fu-
ture collections and service goals. The conventional time frame for this projec-
tion is twenty years, if for no other reason than the fact that library building pro-
jects do not occur more often than once in a generation. Sometimes, the life of a
building will extend well beyond that optimum twenty-year period. There are
many Carnegie library buildings around the world that are operating without
significant expansion or change since they were opened. On other occasions,
local circumstances will suggest that a shorter forecast period is appropriate. In a
rapidly growing, rapidly changing service community, it may be impossible to
fashion reliable projections as far ahead as twenty years.

This chapter introduces a specific methodology for estimating a librarys space

needs. The methodology is enhanced from a similar method prepared by the au-
thor while on the staff of the state library agency of Wisconsin (U.S.) and pub-
lished at http://www.dpi.state.wi.us/dpi/dlcl/pld/plspace.htm.

This methodology is founded on the notion that every librarys space needs are
determined by the inventory of things collections, resources, and services
that the library should provide to meet community needs. Typically, the larger
that inventory of things, the larger the librarys building needs to be.

The methodology does not recommend specific service or resource inventory

goals. Appropriate goals will vary by type of library, by the size of the service
community, from community to community, and from culture to culture. The
methodology does suggest some tools or strategies that may be considered in the

127
 Anders C. Dahlgren

establishment of specific goals, but suitable service goals will be determined

locally, on an individual basis. When a library defines its service and resource
inventories, possibly using local, regional, or national guidelines, this methodol-
ogy can then be used to define a corresponding space need.

Note that technology affects this methodology in two ways. First, technology is
accommodated as part of the inventory of services and things that must be
housed within the library. For example, a library may determine that it should
provide space for 50 computer terminals for public use. Using this methodology
will determine a suitable amount of space for that inventory of equipment. Sec-
ond, technology is accommodated by its impact on other library services. For
example, a library may determine that it will not need to retain back issues of
magazines in paper format for as long a period because certain periodicals are
now available electronically. In this case, a smaller inventory of periodicals will
produce a smaller space need for that particular component of the librarys ser-
vice programme.

By examining the librarys service needs in certain defined categories, planners

can use basic formulas to calculate the corresponding space need. These catego-
ries include space for:
collections and library materials
readers and library users
library staff
meeting and programme functions
other miscellaneous functions
mechanical and support services

Space for collections

The basic concept for assessing the space needed to house a librarys collection
is quite simple: determine how large that collection will need to be in order to
serve the librarys community and how the library intends to house the collec-
tion, and a formula can be applied to make a rough estimate of how much area
will be needed. The librarys service goal in this case, the size of the collection

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will determine the corresponding space need. All things being equal, the larger
the librarys collection, the more space it will need.

Generally, a librarys service goal relating to its collections will be determined

by careful consideration of a variety of factors:
growth (or changes) in the librarys service population
standards or guidelines from a state or national library agency or associa-
tion
accreditation requirements for a school, academic, or special library
the librarys recent experience, illustrated by its rates of growth in the col-
lection both gross additions and net additions
comparisons with peer or exemplary libraries
local and regional traditions and expectations

By taking these factors into account, library planners can identify collection ser-
vice goals that are suitable and appropriate for their library. These service goals
become the basis for the librarys space needs.

This methodology considers book collections, periodicals, audiovisual materials,

electronic resources (represented by computer terminals for library patron use),
and special collections and conditions.

Books
Standards issued by a state, regional, or national library agency or association, if
available, can be a useful starting point in defining a suitable goal for the devel-
opment of the librarys book collection. Often, such standards are presented in
the form of a certain number of books to provide per capita. With an estimate of
the librarys future service population, it is a simple calculation to derive the
recommended collection size, according to a particular service standard.
In a similar fashion, school libraries and academic libraries may have to meet
certain accreditation standards. These are often presented in terms of volumes to
provide per student. With an understanding of the number of students the library
will need to serve in the future, the recommended collection size can be calcu-
lated.

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Often, library standards and accreditation requirements should be supplemented

by other considerations.

The librarys recent growth rate can be examined as an indicator of its ability to
meet a particular recommended service goal. If a library has added 2,500 vol-
umes net per year over the last five to ten years, it might reasonably expect to
add 25,000 volumes over the next 10 years, or 50,000 volumes over the next 20
years. If the difference between the librarys current holdings and the recom-
mendation drawn from a standard or an accreditation requirement falls within
this range, it suggests that the library might realistically expect to achieve the
recommendation within a reasonable time.

Be aware that the librarys recent net rate of growth may not be a reasonable in-
dicator of future growth. Sometimes, when it becomes necessary to study a li-
brarys space needs, one reason is that theres no available shelf space. In that
situation, withdrawals are increased, and the resulting net rate of addition may
be artificially low. With that in mind, it can be useful to examine future growth
rates based on the librarys gross rate of growth.

Another benchmark for determining future collection size is to compare the li-
brary with other peer institutions. For a public library, this might mean a com-
parison with other libraries in the country that serve a population of similar size.
In some cases, the library may prefer to compare itself with a more localized or
regional peer group. An academic librarys parent institution may be part of a
group of colleges from which may be drawn a useful point of comparison. A
school library within a larger city school system might look at the other school
libraries within the system. An examination of the kinds of collection resource
provided by the librarys peers can produce another useful tool to identify possi-
ble collection growth targets.

After careful consideration of any applicable state, regional, or national stan-

dards for library service, accreditation requirements and recommendations, re-
cent net and gross rates of growth, and other factors, library planners can iden-
tify a goal for growth of the book collection. Ideally, this goal for collection

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growth will represent the estimated size of the collection at some future date
ten years or twenty years ahead. This in turn will determine the space needed to
house the collection.
The space required for the projected book collection will be conditioned by
the type of shelving environment that will be employed by the library. Note that
this discussion assumes use of conventional library shelving deployed in tradi-
tional stacks. If the library intends to use compact, mobile shelving, that repre-
sents a specialized environment that falls beyond the range of this immediate
discussion.

The floor space needed to house a particular collection will be determined by the
physical conditions that describe the book stacks the height of the shelving, the
width of the aisle, and the type of material being housed.

If full-height shelving (up to 2.1m tall) is going to be used to house most of the
collection, installed on an aisle 0.9m wide, a library could reasonably expect to
house 140 volumes per square metre. To estimate the floor space needed to
house the book collection in this example measured in square metres, divide the
number of volumes to house by 140.

If the library elects to house its book collection in a manner that accommodates
browsing by patrons shorter shelves (as short as 1.6m), a wider aisle (up to
1.2m wide), with more face-out display the library will be able to house fewer
volumes per square metre, and the floor space required for the collection will
expand. To estimate the floor space needed to house the book collection in this
example measured in square metres, divide the number of volumes to be housed
by 100.

If the library plans to house its book collection in a setting that combines some
elements of each of the previous examples, the number of volumes housed per
square metre should reasonably be something between 140 volumes per square
metre and 100 volumes per square metre.

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 Anders C. Dahlgren

Be aware that in some communities, state and national regulations limit the
height of library shelving throughout the library or in specific areas within the
library, in the interest of improving accessibility to the collections. These limita-
tions, if applicable, can affect the number of volumes per square metre that may
be housed in a specific library.

Periodicals
Space needs for periodicals and magazines must consider two different shelving
environments often employed in libraries: display shelving for current issues,
and storage shelving for back issues.

After considering applicable standards, and library patron needs and interests
among other factors, a library can determine a suitable goal for the collection.

To house periodicals in a setting that allows face-out display of a current issue, a

library should allow one square metre for every 10 titles to be displayed. To es-
timate the space needed for current periodicals measured in square metres, di-
vide the number of titles to be displayed by 10.

To house periodicals in a storage collection for back issues, consider both the
number of titles to be retained in back issues and the average, or typical, number
of years each will be held in back issues.

In a conventional shelving environment, one square metre of floor space will

house one year of back issues for 20 titles. To estimate the space needed for
storage of back issues, divide the number of titles to be held in back issues by
20, and multiply that by the average number of years to be held.

Audiovisual materials
Nonprint material includes media such as compact discs and audio cassettes,
recorded audiobooks (on CD and cassette), DVDs, and videocassette recordings,
to name just a few common formats.

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The same factors discussed above with regard to the book collection any
available and applicable standards or accreditation requirements, recent net and
gross rates of growth, peer library comparisons can and should be considered
in determining a collection development goal for the audiovisual collection.
Note that many libraries today are experiencing tremendous increases in the de-
mand for this type of material.

Space needs for storing an audiovisual collection can vary tremendously, de-
pending on the type of storage strategy employed. Some libraries opt to use con-
ventional library shelving for their audiovisual collections. This has the advan-
tage of increasing the consistency of the furnishings used in the library. Other
libraries use special browsing units designed to display a specific kind of non-
print format. This has the advantage of promoting the use of these collections
through marketing and display but the disadvantage of requiring a larger floor
area. Still other libraries use high-capacity storage cabinets. This has the advan-
tage of reducing the amount of floor space a library might need, but the disad-
vantage of discouraging (or even eliminating) browsing in the collection.

A moderate approach employing some cover-out display of non-print hold-

ings, but not extensive cover-out display will require one metre of space for
every 120 items to be housed. To estimate the space needed to house an audio-
visual collection measured in square metres, divide the number of items to be
housed by 120. If the library intends to employ a storage strategy that empha-
sises display of audiovisual materials, the shelving and display will accommo-
date fewer items per square metre. The number of items in the collection should
be divided by a smaller factor 100, or even less, depending on how extensive
the application of displays will be. If the library intends to employ a high-
density storage strategy, it will be able to accommodate more items per square
metre. The number of items in the collection should be divided by a larger factor
150, or possibly more, depending on the specific storage strategy under con-
sideration.

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Computer stations for patron use

Electronic information resources have become an essential element of the col-
lection in most libraries. While these electronic resources themselves require
little or no floor space at all after all, theyre housed in electronic bits and
bytes on a computer server in some remote location and not necessarily even a
part of the physical library proper access to those resources is provided by way
of computer network stations, and the inventory of these stations needs to be
included in an inventory of the librarys service and space needs. Typically, a
library will rely on current usage levels and recent changes in user demand for
such equipment to project the number of computer network stations it will need.
In many cases, authoritative standards or guidelines from official sources are out
of date or nonexistent.

As was the case with other types of library collections, the actual space needed
to house each computer network station for public use can vary. A specific allo-
cation can depend on whether the station is intended for standing or seated use.
It will depend on whether the station includes additional equipment such as a
scanner or a dedicated printer. It will depend on the type of hardware used
newer, flat-panel monitors require less area than older traditional CRT moni-
tors. Acknowledging these variations, the specific space needed for each com-
puter network station will also vary depending on the number of stations to be
installed. More stations installed in one location can take advantage of econo-
mies of scale in the layout of equipment, requiring a smaller area per station. In
a small to moderate installation up to 50 terminals each terminal will require
approximately 4.00 square metres. To estimate the space needed to house com-
puter network stations for public use in this setting, multiply the number of ter-
minals by 4.00. In larger installations, each terminal will require less space
approximately 3.25 square metres each. To estimate the space needed to house
computer network stations for public use in this setting, multiply the number of
terminals by 3.25.

Other collections / special conditions

Some libraries maintain large holdings in a format or type of material that
doesnt fall into the four categories above. An academic resource library or a

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large public library may maintain a collection of microforms. An archival library

may maintain large stores of manuscripts housed in files or archival storage
boxes. A special library in a culinary school may have a collection of cooking
utensils. If the library maintains a significant collection of some type of material
not included here, a special allocation of space can be devised to accommodate
that special collection.

In a very simple fashion, calculate the amount of space currently used to house
that collection. Then consider the adequacy of the current shelving or storage
strategy. If the current space houses the current collection well, consider future
growth of the collection, determine the proportionate rate of growth, and apply
that same rate of growth to the floor space currently supporting the collection. If
the current space does not house the collection adequately, first estimate how
much added space would be needed today to house the special collection. Then
consider the future rate of growth of the collection, determine the proportionate
rate of growth, and apply that rate of growth to the floor space that is needed
today to house the collection.

An example: a special collection in a particular library might occupy 150 square

metres today, but it is too crowded to be used effectively. A more suitable allo-
cation of space to house the special collection today would be 180 square me-
tres. If it is determined that the special collection will grow by 33%, a space al-
2
location of 240 square metres can be included for this special collection (60 m
2 2 2 2
= 33% of 180m ; 180m + 60 m = 240 m ).

Compact, mobile shelving represents another alternative for storing collections

that diverges from customary book stacks and has a significant impact on library
space needs. As with conventional shelving, compact shelvings specific impact
on library space needs will depend on the height of the shelving unit (which af-
fects the quantity of material each shelving unit can house) and the width and
depth of the shelving unit (which affects the specific space each shelving unit
will occupy). Another important variable is the frequency with which cross
aisles will be provided throughout the installation. Frequent cross aisles, which
provide for a higher degree of access to the collection, will require a larger space

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 Anders C. Dahlgren

allocation per shelving unit in a compact shelving installation. Less frequent

cross aisles trade off a greater limitation on collection access for a smaller space
allocation per shelving unit. Acknowledging these variables, a generic space al-
location for compact shelving can be 0.50 square metres per shelving unit.

Space for readers and library users

The number of places needed for readers and library users will depend on the
mission of a particular library and the kinds of patrons the library serves. In an
academic or research library, there may be a need for many seats to support re-
searchers who are using the librarys collections for extended periods of time. A
different kind of academic library might cater to students who do not live on
campus and who only attend school part-time. These students may not be able to
spend large amounts of time in the library, preferring instead to select material
and borrow it for use at home. Such a library may not need as many seats. The
number of seats a library needs will also depend on how large a community the
library serves. Typically, a larger community will demand more seating.

Of concern here is general, open reader seating: seating at tables, at study car-
rels, or in lounge settings. This inventory does not include places to sit that are
associated with a specific library use seats at computer network stations for
patron use or at index tables are not part of this tally.

Some state or national library agencies or associations have suggested guidelines

for the number of reader seats different kinds of libraries should provide. For
example 40% of the number of visits per hour. One of the best tools to gauge
how many reader seats a library needs is to examine use patterns over a period
of time to document when and how often seating is full, or almost full. Another
useful tool is to survey patrons on their preferences, or simply to listen to their
comments from day to day.

Although the space needed for a reader seat will vary depending on the specific
type of seat (a seat at a reading table will need less space than a seat at a carrel,
and seats in a childrens library scaled to a childs dimensions will need less

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space than an adult-sized seat), on average a reader seat will require roughly
3.00 square metres each. To estimate the amount of floor space needed to house
reader seats measured in square metres, multiply the number of reader seats by
3.00.

Space for library staff

Space for library staff will be provided throughout the library, falling largely
into two broad categories:
public service desks, where staff interact directly with the librarys clien-
tele
workroom space and offices, where staff conduct administrative and sup-
port operations

The key to making an estimate of the space needed for library staff functions is
to identify the number of places, or stations, within the library where the staff
will need to perform a designated work routine. To some degree, this tally is
connected to the general size of the staff as the number of total staff grows, the
number of work places or stations tends to grow as well, but there is not neces-
sarily a direct, one-to-one correlation between total staff size and the number of
work places or stations a library needs.

Some work places or stations may be shared by several staff members during a
typical work week. A station at a public service desk is a prime example of one
such shared station. Sometimes, a work station will be designated or assigned
to a specific staff member. In still other cases, a single staff member might bene-
fit from having more than one work place or station. In a small cataloguing de-
partment, staffed by just a single individual, that one staff member could benefit
from having one work station for the cataloging operation and a different station
for the processing operation, because the physical needs in support of these two
functions are so very different. It can be very difficult to make an accurate esti-
mate of the number of staff work places or stations a library will need because
staffing patterns can change dramatically as the library grows, and as use in-
creases over time. A library that serves a rapidly growing community is likely to

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require a very different staffing complement at the end of the twenty-year plan-
ning time frame than it has in place today.

Still, once a tally of the number of work places or stations has been identified, it
can serve as the basis for an estimate of space need, allowing between 10,00 and
12.50 square metres per work place. The larger allowance of 12.50 square me-
tres per work place may be used by a smaller library, while the smaller allow-
ance may be used by a larger library. The larger library, with its larger inventory
of staff work places or stations, is more likely to realise economies of scale in
laying out those stations.

Space for programmes and meetings

For many libraries, space to accommodate programmes and meetings is an im-

portant service. Many public libraries provide meeting spaces that are available
for use by community residents. A school library may provide an area where the
librarian can make a presentation to visiting classes. An academic library may
provide a room where staff can conduct bibliographic instruction or computer
training classes. Other libraries may not provide any such space at all, if pro-
grammes and meetings are not a part of the librarys mission. The type of meet-
ing rooms, the number of meeting rooms, and the size of the audience each room
should accommodate is a matter left to the priorities of each individual library.
The preferred audience size will largely determine the space each meeting room
will require.
Several different kinds of meeting room spaces may be considered: lecture /
presentation space; conference space; instruction space; and other meeting
spaces.

Lecture / event space

This can be considered a conventional meeting room a space where a lecture
might be given or a film might be presented. The seating may be moveable or
fixed. The floor may be flat or sloped. There may be a fixed, raised stage, or not,
and such amenities as a sound reinforcement system and elaborate, theatrical
lighting may be provided. Once the preferred audience capacity of such a room

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is determined, allow 1.00 square metres per seat (or 1.25 square metres per seat
if using fixed seating). Allow an additional 10,00 to 12.50 square metres for a
speakers area or a small, modest stage at the front of the room. If the library
plans to sponsor larger, more formal presentations and productions, a larger al-
location for a more formal stage, possibly with open wings on either side, should
be made.

Conference meeting space

A conference room is configured around seats at a large meeting table. At the
option of the library, such a room may include space for an easel or a screen for
presentations. It may include space for a small audience along one or more sides
of the room. When the typical audience capacity is determined, allow 3.00
square metres per seat at the conference table. Allow another 5.00 square metres
for a presentation area, if desired. Allow another 1.00 square metre per seat in a
gallery.

Instruction space
Increasingly, instruction space in libraries relates to computer training or use of
electronic resources. An academic library may provide a space where library
staff conduct bibliographic instruction, or it may provide classroom space that
can be booked by faculty for regular classes throughout the term. A public li-
brary may provide a space where staff offer training in how to use the internet.
Such a room may support presentation technologies such as a wide-screen dis-
play of the contents of the instructors computer monitor. Although the number
of seats to provide in a computer training room is a matter for local choice,
many trainers prefer to work with smaller student groups, and an audience of
eight or ten or twelve is often the maximum. When the preferred audience ca-
pacity is determined, allow 3.00 square metres per seat. Allow another7.00 me-
tres for an instructors station.

Other meeting spaces

A public library may wish to provide a space where staff can present childrens
story times. A larger library may wish to provide meeting space where an orien-
tation video for new users of the library can be shown in a continuous loop.

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 Anders C. Dahlgren

There are many other types of meeting or presentation space that a library may
wish to provide. In these cases, consider the audience capacity as well as any
additional special needs for the space (projection equipment, storage, etc.) be-
fore making an allocation of floor space for the room or area. Draw the square
metre allowance per seat from a comparison with the meeting and programme
types described above: is the use of a meeting room where the library shows an
orientation video more like that of lecture / presentation space or an instruction
space?

Space for other library functions

The needs assessment must also provide space for other miscellaneous func-
tions and operations that the library wishes to support. These might include
small group study rooms, a photocopying centre, a library gift shop, or a caf or
refreshment centre. How extensive such features might be is, again, a local
choice.

The most accurate means of estimating the space needed to support these
other functions is to identify all such functions and furnishings and make a
suitable space allowance for each. But when an initial space needs estimate like
this is prepared, it may be too early in the planning process for planners to have
identified all of these other functions. Or the initial estimate may need to be
prepared too quickly for a careful and thorough examination of the librarys ser-
vice needs in this area. Noting that space for these other functions often re-
quires between 10% and 15% of the gross area of the building, a simple, al-
though arbitrary, formula can be applied to make a reasonable initial allowance
for these purposes.

To estimate an allowance for these other functions, add together the estimates
for the spaces listed previously space for collections, for readers and library
users, for library staff and for programmes and meetings and divide the total
by a designated factor. If the total is divided by a factor of 6, it will produce an
estimate of space need for these other purposes roughly equal to 10% of the
eventual gross area of the building. If the total is divided by a factor of 5, it will

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 9. A Practical Means of Estimating Library Space Needs

produce an estimate of space need for other purposes roughly equal to 12% of
the gross area of the building. If it is divided by a factor of 4, it will produce a
space estimate for other purposes equal to about 15% of the gross building
area.

Space for mechanical and support services

If the library is to be housed in a stand-alone structure, an additional allocation

will be needed to support mechanical equipment, structural space (for columns
and walls and so on), restrooms, corridors, stairways, elevators, and the like.

The spaces estimated to this point space for the collections, for readers and
library users, for staff work areas, for meetings and programmes, and for other
library functions are classified as assignable spaces. That is, they can be as-
signed to the primary purpose of the building or structure, in this case a library.
This final step involves making an estimate of the space needed for the nonas-
signable functions that are needed to support the assignable library space.

The specific needs for nonassignable space will be determined by applicable

building codes and regulations (which typically define, for example, the type
and number of restroom facilities needed and as result the corresponding space
need for this particular function) or by engineering requirements (which will
dictate how large a furnace or an air conditioning unit needs to be, given the size
of the building), or by some other factor that is not often within the librarys
control. Nevertheless, these functions and the space they will require cannot be
ignored, and even though the specific space needs for these functions will be
determined by external factors, some general observations can be made in sup-
port of making a reasonable space allocation for nonassignable purposes.

Often, the amount of nonassignable space needed in any building will be af-
fected by the overall size of the building, and whether the building is new con-
struction or if it involves an existing structure (an addition or the adaptive re-use
of a building, to cite two examples).

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 Anders C. Dahlgren

A smaller building generally needs to reserve a proportionately larger share of

its total area for nonassignable purposes. A design for an addition or the adap-
tive re-use of a building will usually also reserve a larger share of the total build-
ing area for nonassignable purposes.

Nonassignable space can account for 20% to 25% to 30% of the gross area of
the building, and sometimes more. The balance of the space between assignable
space and nonassignable space can be taken as a measure of the efficiency of the
design. A building that uses just 25% of its gross area for nonassignable pur-
poses reserves the remaining 75% of the gross area for assignable, library func-
tions and the design is said to be 75% efficient a very commendable target.
Any higher efficiency rating in a library design would be unusual.

To estimate an allowance for nonassignable space, add together the estimates for
all of the spaces listed previously, and divide that total by a designated factor.
Dividing by a factor of 4 will produce an estimate of space needed for nonas-
signable purposes that will be equal to 20% of the eventual gross area of the
building. As noted above, this would reflect an unusually demanding expecta-
tion for the efficiency of the building design. Dividing by a factor of 3 will pro-
duce a nonassignable space estimate equal to 25% of the gross building area.
Dividing by a factor of 2 will produce a nonassignable estimate equal to 33% of
the gross building area.

A needs assessment for a smaller building or a project that involves an existing

structure should prefer using a factor closer to 2, reserving a larger overall share
of the gross building area for nonassignable purposes. A needs assessment for a
larger building or a project that contemplates new construction may use a factor
closer to 3, reserving a smaller share of the gross building area for nonassignable
purposes.

Be aware that some libraries are housed in a space within a larger structure a
medical library within a hospital, or a primary school library within a school
building and in these specific cases the nonassignable space may reasonably
and fairly be considered to be located outside the librarys space, and this ad-

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ditional allocation for nonassignable space does not necessarily have to be cal-
culated. If for any reason the calculation of nonassignable space is omitted from
the assessment process, the result of the space needs assessment will identify the
librarys assignable space need only, rather than the gross building area. In this
case, as the findings of the needs assessment are conveyed to the librarys higher
authorities or to the project designers, library planners should clearly communi-
cate that the assessment is for the assignable needs only.

By defining appropriate service goals for a library, planners identify an inven-

tory of services and resources that will need to be housed within the library
building. This inventory of services and resources can be translated readily into
an estimate of how much floor space will be needed to house all of this material.

The initial estimate derived by following this needs assessment methodology

will define the overall scale of the optimum building project. This estimate will
allow local planners to consider options in an informed manner and make intel-
ligent choices. For example, given the size of the building required, how large a
site does the library need? Can the existing building and the existing site support
an expansion of the necessary size? If not, on what site could such a library be
built? How much would the project cost, and what financing strategies are avail-
able to secure funding? Is it realistic to pursue a project of the suggested scale,
or should the project be planned in stages?

The needs assessment is a key planning tool that can be used to gather initial
support for the project among funding authorities. As that support grows, the
needs assessment becomes the foundation for a more detailed and thorough de-
scription of the library space needs, presented in a library building programme
or brief.

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 10. INTERIOR DESIGN CONSIDERATIONS
AND DEVELOPING THE BRIEF

Cecilia Kugler, Principal, CK Design International,

Sydney, Australia

Interior Design Brief

A brief is a document that outlines all aspects of the project. In its most basic
form, a brief is just a list of requirements generally outlining quantity and type
such as a list of furniture, shelving, office and meeting room necessities etc. The
role of the interior design brief is to inspire, to give direction and to ensure the
required outcome is achieved. In defining the qualities of the interior spaces, the
brief does not have to be prescriptive, but it needs to be suggestive; for example
it should not specify the colours to be used, unless it is essential to maintain a
certain branding or corporate image. Rather it should convey a description of the
general look and feel required; for example, warm and welcoming (the most
common request), or high tech and fast paced. Whichever qualities are chosen,
they need to support and enhance the overall vision of the library.

A good design brief should not only address these requirements but also con-
sider the following:
Context within the organization, within its community
Current technological, social and service trends
Users and flow
Stakeholders who is driving the project and why?
Desired outcomes quantity and quality

A greater awareness of design, improved levels of service, changing business

and marketing models and advances in technology have all created a demand for
variety and a new level of consumer expectation. In addition we are seeing a
growing desire for social interaction and community spirit.

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 10. Interior Design Considerations and Developing the Brief

These changing levels of expectation in our society must be acknowledged, un-

derstood, and accommodated if libraries are to provide services that can success-
fully compete with other institutions, both public and private, for patronage and
funding.

Once this changing environment has been assessed the following essentials need
to be addressed when creating a brief:

Essential 1: Creating a vision

Essential 2: Establishing an inclusive and cooperative process
Essential 3: Defining a user profile
Essential 4: Quantifying and qualifying requirements
Essential 5: Defining interior space, layout and signage

ESSENTIAL 1 CREATING A VISION

A vision is a view of a realistic, credible and attractive future; an image of a

possible and desirable future state for the organization. This vision could be as
vague as a dream or as precise as a goal or a mission statement.

It is essential to identify a vision during the briefing process; it will go beyond

being a mission statement and become an important decision-making tool at
many stages of the design development. (For example two design options may
address all the requirements but one will probably emphasise better the overall
vision and goal, therefore assisting in the decision making process). Some of the
aspects to consider when formulating a vision:
What do you want to communicate?
What defines your library service?
What do you want to achieve?
What would make your library a success?
What measures of success will be used?
Is there a theme or identity already associated with the library or commu-
nity?
How are you different from your competitors?

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What do you want people to remember you for?

What is the context for the library?
What trends should be taken into account?
Who is the building for and who is paying for it?
Who are the key stakeholders?
What outcomes are required in terms of quantity and quality?

Vision benefits and killers

Many people question the need to go beyond the typical list of requirement and
overlook the many benefits of developing a vision. There is a danger in allowing
external influences to prevent the development of a vision. Some of the most
common vision killers are listed below:
Tradition
Fear of ridicule
Stereotypes of people, conditions, roles and governing councils
Complacency of some stakeholders
Fatigued leaders
Short-term thinking
Naysayers

Creating your vision

In creating a vision, it is important to distinguish the aspects that make your li-
brary unique, in the present and in the future. One way of doing this is to carry
out a SWOT (Strengths, Weaknesses, Opportunities and Threats) analysis which
should extend to every part of the organization. This could include the building
itself, the collection, staffing, furniture and fittings, funding, market share and
client base. Current perceptions and the social, political and geographical con-
texts should also be considered.

In many cases the same situation can be both its strength and its weakness. For
example, a library within a heritage building may be less flexible than its mod-
ern counterparts but its historical character, building style and quality of internal

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spaces can also be its strength being a landmark and acting as an integral part
of the communitys cultural heritage. These strengths and weaknesses can also
be weighted to assist in establishing a clear direction in the development of the
design brief and subsequent project and, in conjunction with the vision, assist in
setting priorities and maximising outcomes.

Strengths could include well-used collections, skilled staff, a landmark building

and location. Weaknesses might be poor location, out-of-date furniture and
equipment, high turnover of staff and lack of funding. The kind of opportunities
that might present themselves would be the redefining of space needs, the creat-
ing of a new positive image and improved services. Threats could encompass
social problems, changes in demographics and an uncertain political climate. A
clear understanding of the strengths, weaknesses, opportunities and threats to-
gether with a clear list of objectives will assist in developing a vision that com-
municates the future clearly and will establish priorities.

The next essential aspect in developing an interior design brief is an inclusive

and co-operative process fostering ownership and teamwork.

ESSENTIAL 2 INCLUSIVE AND CO-OPERATIVE PROCESS

There are two interconnected processes that are critical to the success of a li-
brary refurbishment or construction project; the first is the process of developing
the design brief, and the second is the development and implementation of the
design brief throughout all stages of design construction through to occupa-
tion.

It is important to identify who will be the main stakeholders in both the writing
of the brief, and in controlling the funding. All identified stakeholders should be
consulted and briefed on a regular basis. Often the brief is developed either
without consulting the users at all, or as a once-only consultation process.

Open and clear communication is crucial throughout the project, not just during
the development of the design brief. For instance, the designer / architect should

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talk through each area and explain verbally and with as many visuals as possible
how the place will look. This will ensure the client is clear about the overall
provisions. All aspects of the construction documentation must be explained to,
and approved by, the client prior to tendering.

When following an inclusive and co-operative process, the development of a

design brief is a circular and systematic procedure of quantifying and qualifying
requirements through consultation. This continuous consultation of stakeholders
(staff, users, council, facilities managers, the community) fosters ownership and
creates a successful team-like environment where members feel valued and
knowledge is shared and areas of expertise respected. For instance, as well as
the formal consultation sessions, some libraries carry out surveys for feedback
on the most general issues and on the most specific and detailed. This feedback
is later assessed and sorted to establish priority and desirability. It should be
clearly stated to all members that the responses will be considered but inclusion
in the final design brief is not guaranteed.

It is essential that everyone is clear as to their roles and responsibilities and that
these are defined for all members of the planning and design team. There should
be clear reporting lines and the decision-making process and priorities should be
set out from the beginning. A co-operative team culture should be encouraged.
There are very definite time and cost benefits in allocating adequate resources at
the consultative and design stages.

This process may reveal remarkable differences in the way people view the aims
and objectives of the project and even the organization. In that case, it is worth-
while contrasting these discrepancies with the vision to help define it further
thus assisting in the decision making process, setting of priorities and a consis-
tent approach.

The Design Process

Continuity of the project membership and a consistent process will have a major
effect on the development of the design brief and the successful implementation

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of the project. To ensure there is continuity and consistency, the design brief
should also include a detailed description of the required procedures to ensure
the consultative and inclusive process continues throughout subsequent stages,
maintaining the previously earned ownership and cooperation of stakeholders.

In brief the project stages are:

Project brief
Appointing consultants/ professional team.
Brief development and sketch design stage.
Design & documentation
Implementation strategy
Tendering
Contract administration (implementation)
Construction
Occupation /review / adjustments

ESSENTIAL 3 USER PROFILE

Aspects to consider when drawing up a user profile are:

Who are your users age group, cultural and socioeconomic back-
grounds?
Who is not visiting/ using the library?
What environments do users feel comfortable with?
How do they behave?
How do you want them to behave?
Visiting habits why do they come and how do they get here?
Is some market research required?

In contrast to academic libraries, public libraries are characterized by the wide

range of users for whom they cater. Defining user profiles is essential to provide
spaces where all behaviours and preferences are taken into account. A variety of
different and distinctive spaces is likely to address a wider variety of user pref-
erences and encourage a sense of ownership in individuals.

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Regarding users choice for lounging areas, some kinds of behaviour are pre-
dictable but others are not. For example, older users prefer higher and sturdy tub
chairs to soft loungers. Children prefer to lie on the floor, others create a pile of
books to sit on, whilst others prefer to sit with their carers. Young adults prefer
not to be associated with the childrens area so their dedicated area needs to be
placed as far as possible from it. In general terms, young adults prefer lounging
areas where they can arrange furniture to suit their needs perhaps using cushions
or ottomans around book stacks while fixed or heavy furniture could end up be-
ing underused.

By understanding the current users, and clearly identifying those who are under-
using the library, the design brief can establish a desired usage pattern. The new
internal design can provide adequate spaces to encourage, or discourage, the de-
sired behaviour (e.g.: minimize vandalism). The interior design strategy can also
generate an increase in new users by providing inviting and specially designed
areas for the targeted audience.

A sense of place is paramount for libraries to ensure that their users feel safe and
comfortable. Although the advances in technology are changing the current cul-
tural landscape, behaviour and levels of expectations, they do not change the
relationship between the individual and the information source, whether it is a
book, microform, computer or other forms yet to be invented.

The most common and effective way to create personal spaces, or group spaces,
is by the use of structures, furniture, lighting levels, materials and degrees of
openness and closure. At the micro level, seating is the most commonly used
furniture to achieve this. (We dont generally sit on benches unless with people
we know). Different types of seating give the individual a further choice of per-
sonal spaces, and this choice is one of the most sought after qualities in a library.

McKay (2002) considers isolation and alienation as the result of Herd Instinct
in the human animal becoming frustrated. This helps explain why people are
turning to activities that create a sense of community or belonging. This same
social segmentation is evident in the proliferation of book clubs, cooking

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classes, and walking clubs and other group activities amongst all age groups.
These emerging needs for social interaction and reawakening of community
spirit must have a focal point. Secular institutions like libraries can provide such
focal points, through developing both physical and virtual digital communities.

ESSENTIAL 4 QUANTIFY AND QUALIFY REQUIREMENTS

This has been the most traditional approach in defining the design brief. Al-
though the emphasis in the past has been to quantify requirements without
clearly specifying attributes for each one, the most current practice is to place
equal emphasis on qualitative descriptions. The brief needs to include informa-
tion on the number of all quantifiable elements such as service points, collec-
tions and euipment but also the attributes they should have or the end result de-
sired. Functional requirements should be clearly stated and workflow patterns
and adjacencies set out.

A detailed list of requirements, stating the quality and quantity of each, is the
backbone of a good design brief. In Essential 5 the quality of the overall space is
dealt with primarily while this section illustrates some of the more common
qualities and some of the tools commonly used.

Flexibility

One of the most common qualitative attributes requested by librarians is flexibil-

ity as mentioned by McDonald and Latimer in earlier chapters. There are many
ways of defining flexibility but in its broadest sense it is the ability to change, or
to be modified with a minimum of effort, so as to suit a multitude of needs and
purposes. Flexibility is one of the key words in every project programme. In
most cases, however, the client does not clearly define what level of flexibility is
required for a particular area, item or material. Flexibility incurs costs, so it is
imperative to define the type of flexibility, and over the period of time it needs
to be considered.
Flexibility of the building envelope and internal spaces refers to the ability of
the space to be configured in a variety of ways including, and largely applying

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to, the shelving and associated public and staff / service areas. It also applies to
the ability of the building envelope to be extended, either in part or in its en-
tirety, in both vertical and/or horizontal dimensions.

Diagram illustrating extendibility similar to the stages

in the construction of Baillieu library

The shape of the building perimeter, its internal configuration, the location of
permanent structures, and the connection of those spaces all affect the flexibility
of a building. In general terms, very segmented footprints like star-shapes or
other exaggerated shapes, such as long thin plans, are less flexible than the
equivalent amount of square metres in more regular shapes such as a square or a
large continuous space.

Equal areas Different shapes

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 10. Interior Design Considerations and Developing the Brief

Regular shapes like A would be more flexible than B although they both cover
the same internal area

Another consideration is the adequate provision of structural floor loadings. It is

preferable to allow for a consistent distribution throughout the floor to increase
the number of shelving layout options possible. Depending on the type of li-
brary, it is also preferable to provide adequate structural floor loadings for the
future installation of high-density compact shelving. The flexibility of the inter-
nal spaces is generally defined or affected by the space between supporting
structures (columns, load bearing walls, etc) and the size of the structural ele-
ments; in general terms, flexibility increases as the number of columns / walls
decreases. As the most common library buildings have a skeletal frame con-
struction, it is preferable that the structural building grid maintains a consis-
tent/uniform spacing and that the spacing is as large as possible within the eco-
nomic and structural constraints.
The design, location, and extendibility of services can also affect the level of
flexibility of the built environment. One of the most important issues in relation
to flexibility is the distribution and reticulation of electrical services. The even
distribution of lighting rather than shelving-specific lighting, the establishment
of cabling grids and the allowances for excess capacity on all distribution sys-
tems are all associated with flexibility.
Architectural features such as atriums, bulkheads, changes in floor levels, etc,
can greatly restrict the long-term flexibility of a space. However, these features
can form part of the most memorable and defining architectural gestures, creat-
ing a sense of place or identity, not often achieved by cosmetic applications. A
balance has to be struck.

Flexibility of finishes and furniture

The mostly limited lifespan of the applied finishes and furniture should be con-
sidered, along with the ease of replacement and refurbishment. The most com-
mon problem is the selection of broadloom over modular carpet systems. Broad-
loom carpet can hinder the flexibility of space definition and refurbishment be-
cause often-large areas of carpet must be replaced (and all contents relocated)

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when in fact there are only small areas of wear. Flexibility and character can be
achieved by working with the life cycle of a product. The look can be easily
changed once the carpet becomes dated and worn. The flexibility of furniture
can be assessed in many ways but the most important consideration is the need
to reflect different requirements over a given period of time. Issues to be taken
into account include:
Who will be using it? (Who will be moving/ changing it?)
Can it be dismantled and re-erected elsewhere? (Over an area, a library or
across whole library system?)
Are the sizes modular? (Can the units make up a larger whole?)
Are the surfaces height-adjustable?
Can the furniture be refurbished? (Re-upholstered? Re-painted?)
Does it need to be wired?

Design professionals can assist in achieving flexibility with furniture and fin-
ishes, but most importantly the client must clarify his/her definition and expecta-
tion of flexibility. There is a danger in striving for a totally modular and flexible
building that it becomes bland, uninspiring and loses all sense of location and
identity. Areas and aspects to look at when considering flexibility include the
building structure, the interior layout walls and ceilings, the finishes and the
furniture.

TOOLS TO QUANTIFY AND QUALIFY

Area Summary Calculations Table

The following table shows, as a practical case study, one of fifteen functional
spaces outlined in the original brief for the Joint Theological Library. It shows
current and proposed quantities for each space type, itemizing the subsections of
a larger functional area, and a total of square metres per area, based on number
of points and square metres allocated per point. In this case the data shown re-
fers to the reference facilities, including the collection, seating and study areas
and all related services.

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 10. Interior Design Considerations and Developing the Brief

Area Summary Calculations Table for the Joint Theological Library

SPACE DATA SHEETS

Space data sheets are created for each area or space (e.g. circulation area, photo-
copying room,) where all requirements related to that specific area are listed,
quantified and qualified. Examples are given in the data sheet below.

The table below is only an extract from the complete space data sheet for space
4.1 (Circulation Area) for the Joint Theological Library. The following aspects
are addressed in the remaining section not reproduced here: technical data: envi-
ronmental (temperature, humidity, lighting, acoustics), electrical services,
plumbing and drainage, communications, security, fire detection, special re-
quirements (e.g.: floor loadings), levels of flexibility, signage, user profiles, spe-
cial events, and any other specific requirements.

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Space Data Sheet for Joint Theological Library

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 10. Interior Design Considerations and Developing the Brief

Relationship / Bubble Diagrams

The relationship diagram addresses levels of physical adjacency and each area is
represented in proportion to the square metres required. This helps to see at a
glance the massing of each functional area.

SOUND PROOF
ENCLOSED AREAS
14.2
11.3
WORKPOINTS
EQUIPMENT STORE
8 m2 14.1
4 m2 6.2
11.4
STACK PERIODICALS
6.1

COLLECTIONS PERIODICALS
TO LOADING & STUDY AREA OPEN PLAN AREAS
LOADING
DELIVERY 259.5 m2 124 m2
COLLECTION
BAY
275 m2
42.8 m2

ACCESS TO
12.3 NATURAL LIGHT &
CLEANER STORE VIEWS
6 m2

12.4
11.2 11.1 PRIMARY
STAFF AMENITIES 8.1
STAFF W ORK - STAFF W ORK - RELATIONSHIP
38 m2
GENERAL CATALOGUING SPECIAL
73.5 m2 66.4 m2
COLLECTION SECONDARY

48.8 m2 RELATIONSHIP

12.1 PRIMARY
STAFF LOUNGE 7.1 7.2 RELATIONSHIP
4.2 RESERVE COLLECTION
20 m2
23.8 m2 9.5 M. ROOM 4 10.1 MONOGRAPH COLLECTION MONOG. (COULD BE
CONNECTED BY
13 12.2 STAFF K. 6 m2 4.1 LOANS & REF. DESK
SPECIAL PHOTOCOPIERS
24 m2
1169 m2 STUDY VERTICAL ACCESS)
COLLECTION
PUBLIC 19.6 m2
30 m2 AREA
TOILETS 9.2 4.3 QUEING & TRAFFIC 247 m2 PUBLIC SPACE
M. ROOM 1 FLOW
96 m2 BOUNDARY
READER 31.6 m2
SERVICES
INTERVIEWS
30 m2

9.1
READER EDUCATION 5.1
ROOM & IT AREA
3.1
REFERENCE
59 m2 5.2
1.2 ENTRANCE TOOLS
PUBLIC 53.5 m2
REFERENCE
FACILITIES LOBBY COLLECTION
31 m2 120 m2 5.3 122.4 m2
REFERENCE
2.2
STUDY AREA
KITCHEN /
DISPLAY
40 m2
JTL RELATIONSHIP
COUNTER
10 m2 AREA DIAGRAM
2.1 Proportional Sketch
BREAK-OUT
ROOM
257 m2 1.1
2.3
STORAGE FOYER 9.6 9.3 9.4
POST M. ROOM 2 M. ROOM 3
AREA 100 m2
GRADUATE MULTIMEDIA GENERAL Prepared by
12 m2
VISITING ROOM 30 m2 CK Design International
SCHOLARS 30 m2
30 m2 November 2003

TO LECTURE THEATRES,
CAR DROP-OFF, ETC.

Relationship Diagram for Joint Theological Library

ESSENTIAL 5 DEFINING INTERIOR SPACE, LAYOUT AND

SIGNAGE

The design of the interior is particularly important in libraries as the service is

consumed within the premises and this acts as an extension of its management
style, its corporate image, and is an integral part of its marketing.
Aspects to consider:
What do you want to communicate?
High tech/earthy? Boutique or supermarket? Personal service or self ser-
vice?
What do you want the space to be? Welcoming, open, transparent service?
Is this in keeping with your vision?
What is your point of difference?

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What sort of feel, smell, sound, look is desirable?

Any themes?
Do all the libraries around your area look the same?
What message are you sending out? Functional performance
Clear orientation, flexible
Clear identity

The interior should reflect or at least be sympathetic to the essence of the vision.
For example in the West Ryde Library Project, the client clearly stated we
dont want to look like a traditional library not regimented and static.
They explained the look was more of a coffee shop, or bookshop comfortable
so that makes you want to stay.

In their original SWOT analysis it was recognised that, although the existing
library was very small and cramped, people associated this scale with a more
domestic and cosy feeling. They clearly stated they were afraid that they would
lose that quality in a new library five times the size of the old. The interior de-
sign solution was deliberately to break up the large footprint into zones, with
their own distinct character, achieving a more domestic scale. In those areas the
ceilings were treated differently and sometimes lowered to emphasise futher the
original intention of the brief.

LAYOUT AND FLOW

The configuration and manipulation of a space largely contribute to the success

or failure of the physical function of the library, and as research has indicated
(Bitner 1990, 1992), impact on the success of service delivery and the way that
service is perceived. In retail terms, one of the main objectives of the internal
design is to expose the maximum number of services and amount of stock to the
maximum number of people. Some of the essential aspects of successful space
planning in libraries are listed below, and are largely derived from retailing
principles that are based on an understanding of, and address, human behaviour.

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 10. Interior Design Considerations and Developing the Brief

Shape and flow

In general, the best layouts are in libraries where the plan is either square or rec-
tangular and the entrance is in the middle of the longest side. If this is not possi-
ble, then every attempt needs to be made to create a central square forming the
focal point of the library from which all user activities radiate. The location of a
vertical connection in a multistorey building is generally located in this central
zone.
Certainly in Australia, consumers intuitively flow in a clockwise direction,
generally veering left as they enter a building, and then working their way round
to check out counters on the right. Although this may not always be possible, an
uninterrupted and easy flow between areas is critical.

Hot property
Showcasing the library to the exterior is an excellent way to maximise exposure
of services and facilities. Areas adjacent to the street, or to a main traffic area
inside a shopping centre, act as the interface between interior and exterior. Much
like restaurants do, these are best used for people spaces such as lounging or
study areas, activating and highlighting the life within. Display of high profile
items can also be successfully incorporated in this shop window. These people
spaces help connect library users to the exterior and the greater context / envi-
ronment.

First impressions
As the first impression of a library is formulated in the first 10 seconds, the en-
trance to the library (and the approach to it) is one of the most important ele-
ments to set the scene and orientate customers. A poor entrance not only con-
fuses the library users, it may also predispose them to an unfavourable view of
the services provided.

Sense of entrance
It is important to create an impact on entrance, whether by a separate foyer or an
internal lobby. Upon entering the library, the lobby/ foyer must be large enough
to take in the whole space, and the main activity zones should be visible. This

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entry space must set the mood as defined by the brief. This might be high tech or
traditional, relaxing or exciting or many other possible variations.

High visibility of service points

From the entrance, the key service points, or at least the main one, should be
highly visible with a clear traffic path providing access to it. At the very least the
circulation desk should be facing oncoming traffic or, failing that, side on to it.

Functional area groupings

A well-developed plan / building should be made up of a family of spaces, each
with its own identity, whether it is defined by walls or furniture, but all related
to form part of a whole. Initially, it is best to use a bubble diagram to explore
functional relationships. Each bubble should be relative in size to the space it
represents, and the resulting distribution is the overall planning skeleton.

Architectural / environmental assets

Although historic architectural detailing, or environmentally undesirable over-
sized windows with skyline city views, can sometimes be considered obstacles,
it is imperative to identify them and work with them to maximum advantage. In
many occasions, these can add character and be a point of difference in the li-
brary experience. Particularly in heritage buildings where the plan can be very
segmented, and quite inflexible, it is important to match space types with func-
tional requirements using smaller spaces for small boutique type collections and
spaces that need a cosy feel.

Massing
Although too much consistency can become monotonous and monolithic in lar-
ger libraries, it is preferable to control and, if in doubt, minimize height varia-
tions and directional changes. It is best to keep higher elements in an attempt to
create variety and to make a design statement, some libraries (particularly
smaller ones) suffer from too many height and directional changes in shelving.
This is best avoided unless the arrangement is a powerful one; for example a
continuous radial arrangement with a focal activity in the centre.

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Domestic scale
The need for shelter is one of the top three basic human requirements. In some
large libraries, human scale is lost and the interior becomes a where-house a
vast expanse of shelving on one side and seating on the other, without any sense
of personal space or personal scale. In all libraries, and particularly in such
cases, maintaining a domestic scale is highly desirable. In its most simple form,
it is best achieved by breaking up large runs of shelving with areas for study or
lounging.

INTERIOR DESIGN

As an extension to planning, the design of the interior is pivotal to creating a

visual hierarchy to assist in reading the space. Contemporary library interior de-
sign is characterised by variety and flexibility, but its success relies heavily on
achieving simplicity and clarity.

Simplicity and clarity are critical in the organization of visual information, and
are very important in the effective navigation of any space. In a complex envi-
ronment such as libraries the interior must minimize information overload and
speed up the identification process, to enable instant recognition of the main
functions, to locate what is needed and show how to obtain it. If we compare it
with organizing written information, it is the same as using various fonts and
formats like bold, italics, CAPITAL LETTERS, underlining, colored lettering
or flashing backgrounds. These variations create a hierarchy of importance to
punctuate information from start to finish.

In the vertical plane clarity and hierarchy can be achieved most effectively by
the use of appropriate design elements such as colour, contrast, texture, scale,
form etc, so as to create a visual hierarchy with families of visual information.

Space definition (function self-explanatory)

A well-designed library should be able to operate almost without directional
signage. Interior elements should be self-explanatory particularly if the space is
large or complex. Floor, walls, furniture, size and placement of things should

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emphasize and/or distinguish the different functions and activities within the
total space: their beginning and their end. For example, a large wall in bold col-
our behind the circulation desk with further emphasis provided by a contrasting
floor pattern in the immediate area should make this service point obvious and
visible from a distance without relying on signage. As most libraries are open
plan and spaces defined by the location of furniture, the treatment of walls and
ceiling becomes even more important in the definition of spaces/ functional ar-
eas.

Variety
As society is marked by an ever-increasing range of choices, so new libraries
must provide for the variety of user preferences. As a minimum, new libraries
must provide a variety of space types tailored for each user profile and group
needs such as individual and group study areas; a variety of seating arrange-
ments to meet the different learning styles and user comfort should also be pro-
vided.

Lighting in libraries is often bright and uniform throughout. Modern libraries

recognize that varying the level of lighting can assist in defining activity areas
and the quality and number of lights have a tremendous impact on visual com-
fort. In some cases, localized lighting is more effective than flooding large areas
with very high and consistent lighting levels.

Hierarchy
As discussed above, creating a visual hierarchy helps separate the various levels
of information and helps the patron read the space. Floor, walls, furniture, size
and placement of things should emphasize and/ or distinguish the different func-
tions and activities within the total space and their different levels of promi-
nence.

Personal territory
Behavioural scientists recognize that humans have a sociological and psycho-
logical need to establish territory while belonging to a greater whole. Personal
and group territories must have a clear definition and identity so that users feel

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safe, valued, and comfortable. For example in following figure the same space is
shown with the same furniture, but very different layouts. The first shows a se-
ries of alcoves common in many libraries of the early 1900s. This provides
strong demarcation of group territory but it is not as flexible as the second lay-
out. One of the common problems with this arrangement is the sense of invasion
while browsing, retrieving and re-shelving material and limited options for col-
lection flow.
The second layout shows the tables grouped along the perimeter and the col-
lection in one corner. This provides a more impersonal arrangement but is a more
common layout in recent decades because of ease of wiring, retrieval and re-
shelving. It is best suited to more modern buildings with large perimeter glazing.

Same space, same furniture, different layouts

Lighting
Staff areas must have access to natural light. Although they sometime compete
with public spaces for this, placing staff close to sources of natural light and ex-
ternal views should be a priority. They tend to spend more hours within the
same space and their location is usually fixed as hot-desking is not yet generally
used in libraries.

Sound
Noise control is one of the most common problems in libraries, in particular
around circulation areas and reference study rooms. Although sound can be used
to magnify the sense of space, hard surfaces and high ceilings can be a problem
if not treated correctly. Also atriums and other openings tend to carry sound ver-
tically through the building. Noisy areas are of course not encouraged but areas
that are too quiet can have the effect of magnifying the little sound there is

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particularly conversation. With the trend in education for group study, it is wise
to allocate some spaces where groups can talk and study collectively.

Temperature
Although the temperature is generally kept constant, area controls could aid in
fine tuning comfort levels by zone. It is sometimes an issue for users that al-
though the temperature outside is very high, and users are wearing very little
clothing, the interior is too cold even though it may be at the recommended
level. The same can be said for cold temperatures, where patrons have generally
more clothing and the sensors are set at the same temperature as in summer.

Minimum cost maximum impact

This can be achieved by the re-distribution of existing furniture and re-
upholstering of existing seating if appropriate. Re-spray metal cabinets and shelf
ends, paint walls and, if the budget allows, buy new furniture, change the carpet/
floor finish and add new signage.

Air quality
Maintaining good air quality is essential whether from natural and mechanical
ventilation systems. Minimise off gassing by using bitumen rather than PVC
backing on carpet tiles, and using low emission paints. Scents appeal directly to
the emotions and some libraries now use the aroma of flowers or coffee to create
a sense of peace or harmony.

Style & fashion

Style and fashion are part of popular culture, and as much as we would like li-
braries to be visually current for as long as possible it is inevitable that the inte-
rior will date; there can even be beauty in that.
The influences on the levels of expectation of library users are changing as
they experience an ever-increasing repertoire of interiors. New models of com-
bined spaces, such as bookshops with laundrettes and cyber cafs with music
shops, as well as the increasing quality of commercial and public interiors raise
the cultural expectation of library interiors.

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There are different approaches to dealing with the issue of dating interiors. The
first option is to accept that the interior will date and perhaps look tired after 5
or more years. Following this approach the library may decide to buy less ex-
pensive furniture and replace it with more current furniture. The second option
is to adopt a restrained style. The issue of style is largely dependant on the visual
clues from the community it is serving, as well as fashion.

In a rural setting, the interior may adopt a more rustic style, which is likely to
date less than the latest high tech look for a new city library. Other points to note
are that the use of natural materials such as light timbers tend to date less than
the latest colours that are in fashion once every two decades or so. In general
one of the best materials to use is paint. It can be used boldly with the latest
strong colours, then when the fashion changes, the paint changes.

Furniture is best kept light, with chrome or black / gunmetal detailing. Also con-
servative looking furniture tends to date less. Classical styles generally have a
longer shelf life. In summary simple designs tend to last longer. And of all
styles, perhaps the simple Scandinavian-type styles of light timbers, light col-
ours, and lots of natural light tend to be the most successful long term.

Older-style buildings (pre 1950s) are often regarded as very inflexible and
sometimes wasteful of space. However, they may still have a strong popular ap-
peal. This quality is sometimes absent in more modern and highly flexible build-
ings, which are commonly described as lacking in character to the extent of
being impersonal.

SIGNAGE AND WAY FINDING

As previously noted, a well-designed library should be able to operate almost

without directional signage. Building navigation must be self-explanatory and
work mainly at an intuitive level, through visual clues in the design. In the most
successful cases the building itself expresses its function and the stronger the
external identity of the library, the better it achieves its main objective of bring-

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ing people in. The same principles of simplicity, clarity and hierarchy apply to
signage.

Branding
The deliberate creation of an identity is closely related to the marketing and
long-term strategic plans of the library and the image it wants to project to the
local community. In some cases identity is provided by the character of an inher-
ited building, or a collection of furniture. The cultural significance of a building
can in itself be the anchor for marketing strategies. If there is no strong corpo-
rate image, then the signage must be integrated with the interior design. For ex-
ample, in the West Ryde library the signage was developed to maintain the inte-
rior theme using the same materials and colours but in a contrasting fashion.

Consistency
If a strong corporate image exists, it is imperative to use it effectively in the
signage and maintain consistency throughout every visual communication, from
letterheads to collection signage.

Temporary signs
Inevitably all libraries, no matter how much design work has been carried out,
produce their own in-house signs for temporary notices or items that change
regularly such as opening hours or collection runs. If this is acknowledged and
incorporated into the overall signage strategy, the designer can create a series of
templates in MS power point or other easily available software and an appropri-
ately flexible system installed. The signs can be as simple as colour A4 or A3
signs on perspex sleeves.

Contrast and colour

If there is no corporate image or interior design concept in place, then the back-
ground colour of the sign must contrast with the background on which it is per-
ceived. Many libraries opt for black letters on white background. Although this
achieves maximum contrast within the sign, it merges with the overall back-
ground if the walls are also white. Signage is best if a little on the bold side and
less discreet.

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Another consideration is the use of colour for geographical location as in assign-

ing a colour to each floor and then consistently representing it in directory
boards, on literature and on the actual floor. Colour coding different types of
signs also helps distinguish directional signage from information signs in the
same way that road signs are green for directions, brown for places of interest
and yellow for warnings or safety. Collections can also be colour coded and
named by general subject area (as bookshops do) to assisting with way finding.

Less is more
Minimize signage as too many signs add more confusion. Typically, a variety of
design elements such as texture, colour, form and lighting are used to define ac-
tivity areas. Signage works best when used sparingly to confirm what is per-
ceived intuitively and also to provide additional information. The use of symbols
is also very effective as the brain processes colour and shape before it processes
words. This is particularly so in situations where there is an international com-
ponent in the user population.

Mood and text

Image driven signage is used extensively and effectively in retail and now also
in libraries. These signs consist of an image to engage the viewer and convey a
certain product or mood, with additional text to confirm the function and add
information.

LED screens
Signage is moving from being static to being interactive and up to the moment.
Like some major retailers, some libraries already use LED screens and increas-
ingly these include with moving pictures. It will not be too long before most
signage is an integrated screen. For example end panels with Dewey sequence
numbering may be programmed to suggest different titles within the range (like
Amazon.com). Even if this is the case, the principles of design, will still apply.

Clarity and explanation

A very popular style of signage is the placing of a large word in bold that will
attract attention, and then having much smaller text explaining the detail of the

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 Cecilia Kugler

service or product. This technique has been used widely by retailers to raise
awareness and inform and this soft sell approach can be particularly effective in
libraries as well.

Navigation.
In summary, the essentials of effective design for way finding and navigation,
are that the interior should be visible from the outside, the entrance should make
an impact and provide a focal point for all other spaces allowing for a visual hi-
erarchy of spaces and requiring a minimum of signage. Remember too many
signs is a bad sign!

CONCLUSION: LESSONS LEARNED

It is during the design development and construction stages, that the effective-
ness of the design brief and process gets tested. Below are some valuable lessons
gained through experience in recent library design projects.

Decision making
Clarity of vision and detailed aims and goals assist in the decision making proc-
ess. For example, two layout options meeting the same physical requirements
could address your vision to a different degree, so it is of extreme importance to
use your clarity of vision and goals as tools to assess design options.

Objectivity v. personal choice

The client representative must be detached enough to represent a common ob-
jective (the vision stated in the brief) and a wider audience rather than personal
choice. For example, in West Ryde Library, the client preferred cool colours, but
a warm palette was approved based on interior design intent and overall vision.

Decisiveness
Although the process is inclusive, there should not be too many parties involved
in making the more detailed decisions, such as the choice of joinery and fin-
ishes, as there is a danger of never coming to a final decision. Note that not all
decisions will be unanimously accepted.

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Time and money importance of a very detailed brief

The more detail that is included in the brief, the more accurate the preliminary
budget estimates will be. Qualitative comments inform the budget. The quantity
surveyor needs to know the intended quality of the space and hence the impor-
tance of allocating an adequate unit cost and affecting the overall accuracy of
the budget. (For example a desk can cost from $100 to $3000).

Staging
It is important not to be limited by constraints during the creation of the brief.
Once the overall requirements and vision are established, then the implementa-
tion can be staged to meet time and money constraints.

Design and budget

Design elements respond to, and communicate, your vision and aims. A clear
vision can assist in prioritizing expenditure. When faced with budget constraints
it is vital to refer back to the design brief (vision and aims) and reassess all de-
sign elements in the way they represent the vision and overall aims. For exam-
ple, if there is a choice between changing the carpet selection to reduce the sqm
price and the deletion of a feature bulkhead defining an area, then maintaining
the bulkhead would be a priority. The carpets performance may not be so com-
promised by the change while having a bulkhead assists in defining the func-
tional area, thus maintaining the qualities outlined in the vision.

Function v Style v Cost

There is a perception in some library circles that a well-designed interior, al-
though desirable, will cost more. Interior design is seen as a luxury rather than a
necessity. Another perception is that clients must choose between style and
function. This is not true. The essential function should never suffer to meet a
style requirement. Functionality is a given. Style and function can be achieved
through an effective use of design. The same project cost can communicate your
vision and values to a different degree. The design could be meeting a function
but not a vision.

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 Cecilia Kugler

Timeless quality
A very common request is we want a timeless interior, we dont want it to
date. This is not possible: everything dates. The real questions are:
Are your service and vision timeless?
Are you operating the same way as you were 30 years ago?
Will you still be operating the same as you are now?
Will your organizational aims be the same if your context changes?
An interior can belong to a design period and still meet the function and aims of
the original design. For example the Boston Public Librarys style of architec-
ture belongs to another era and this defines part of its identity. Timeless does not
equal not dating. Although masterpieces can be timeless, they still belong to a
period.

Environmentally Sustainable Design (ESD)

The design brief needs to define in detail the ESD principles to be applied, in
what specific area of the project, and to what degree. For example, what aspects
of ESD are to be included in the construction or building design? Is the aim to
reduce energy consumption and other running costs and, if so, over what period
of time. Issues such as thermal comfort, acoustics, maintenance and solar control
need to be considered. The level of dedication to sustainability may vary from a
total commitment supported by adequate resources, research and development,
to a partial commitment, adequate to meet only the minimum requirements. As
the market is still small, sometimes there are cost implications in applying ESD
principles, partly due to additional labour and more costly products. There is
also a limited variety of products and choice of suppliers.

Further reading and references

Bitner M.J (1992) Servicescapes: The impact of Physical surroundings on consumers and
employees in Journal Of Marketing, April, 1992, Vol.56 Issue 2, p.5771

Bitner M.J (1990) Evaluating Service Encounters: The Effect of Physical Surroundings and
employee responses in Journal Of Marketing, April, 1990, Vol.54, p6982

Bolan, K (2006), Teen Spaces: The Step-by-Step Library Makeover, ALA.

Brown, Carol R (2002), Interior Design For Libraries, Drawing on function and appeal

170
 10. Interior Design Considerations and Developing the Brief

Deasy C.M & Laswell T.E. (1985) Designing Places For People, A Handbook On Human
Behaviour For Architects, Designers, And Facilities Managers, Whitney Library of
Design, New York, USA

Dewe, M (2006), Planning Public Library Buildings: Concepts and issues for the librarian,
Ashgate.

Heather Nesbitt Planning in association with Bligh Voller Nield, People Places: a guide for
public library buildings in New South Wales second edition Sydney, Library Council of
New South Wales 2005.

Kiely A. (1999) Directions In Retail Design in Corporate Design, May, 1999, p1622

Langmead, Stephen, Beckman, Margaret (1970), New Library Design: Guidelines to

Planning Academic Library Buildings, Wiley

Leadbeater, Charles (2003), Overdue how to create a modern public library service,
Demos.

McCabe, GB and Kennedy, JR (2003), Planning the Modern Public Library Building,
Libraries Unlimited.

McKay, Hugh (2002) Australian Library and Information Association Conference (ALIA)
Australia at a Turning Point. Australian Library Journal,51(4),p.1070.

Pierce, William S (1980), Furnishing the Library Interior, Dekker.

Sannwald, William W (2001), Checklist of Library Building Design Considerations, ALA.

Webb, Terry D (2004), Building Libraries for the 21 st Century : The Shape of Information.
McFarland & Co.

Weingand, DE (2001), Administration of the Small Public Library,4th ed., ALA.

171
 11. A LIBRARY PROJECT FROM
AN ARCHITECTS POINT OF VIEW

Santi Romero, Architect and Head of Construction Unit,

Library Service Diputacin de Barcelona, Barcelona, Spain

This chapter looks at the stages involved in designing a library from the archi-
tects perspective. The specification, detailed design and on-site stages are dis-
cussed. The basic concepts of library architecture including the need for flexibil-
ity, accessibility, extendibility, organization, and sustainability and maintenance
are also covered. The author draws on Spanish examples although the essential
process holds good for any country or type of library.

Introduction

It is generally accepted that to design a beautiful and functional library building,

architects and librarians should work together. The architecture should be able to
create in physical form the various functions and aspirations of the library.
Clearly, there is no single solution that will be appropriate in every situation.
Nor is it possible to combine all the optimum recommendations in a single
building since, to give but one reason, they may contradict one another. To
achieve a good result, architects must evaluate all the factors that condition the
project and, using the tools at their disposal, opt for the best solution.

There is, and always has been, a healthy debate about what new libraries should
be like amongst professional librarians and there is currently a trend to move
away from the image of a temple of culture with majestic entrances, grand
staircases and opaque circulation spaces which might discourage users from
coming into the building. Instead there has been a move towards facilitating ac-
cess through openness to the street, with simple internal organization and free
circulation for the public. Adaptation to the local surroundings and integration
into the urban fabric in order to integrate the library into the social fabric, too, is
also highly important.

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Some architects have disagreed with professional librarians who they feel
take function before form to extremes seemingly rejecting architecture and the
architects work. However, a good interrelationship between the two disciplines
is the ideal and has resulted in libraries demonstrating a high quality of architec-
ture that work well.

Architecture has a lot to say and the influence of the architect on the building is
of key importance. The proposals are based on functional requirements but they
are also based on an architectural choice that can be approached from two, very
different, directions:
One is to produce a building that stands in its own right, is indifferent to
its surroundings and lacks visual dialogue with the exterior. The idea that
dominates is that of a route, and this affects the entire building as a unit
and in such a way that it has an exterior-interior, top-to-bottom, noise-
silence structure.
The other is based on transparency, the interior-exterior relationship and
large access areas. The dominant features of the interior are the view of
the different areas and the fact that the collections are located where space
allows rather than on a sequential route through the various sorts of in-
formation. The library has a vocation as a social space that invites as
many users as possible to enter.

Although at the present time there is much debate about what libraries should be
like, the final result has to be a building in which the organization of space can
respond to constantly changing needs. A number of considerations must there-
fore be borne in mind.
The presence of different sorts of users, each with different information
requirements and therefore needing more clearly demarcated reading ar-
eas than in the past.
Since time is of the essence, ease of orientation, clear routes and adequate
signage are very important.
The flexibility demanded by possible changes in both the number of users
and their needs requires a type of building that is adaptable.

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 Santi Romero

These functional requirements are valid for libraries large and small, but
in the case of small libraries a greater emphasis on function and the vari-
ety of functions is required.

Stages of the architectural process

The process of creating a library involves several technical, administrative and

financial stages. These are as follows:

Drawing up the project

Initial scheme
Pre-project
Execution project
Furnishing project

Carrying out the works

Tenders
Contract with the construction company
Erecting the building
Hand-over of the works
Installation of the furniture

The time frame for each of these stages is depends on two factors. Some stages
require calm consideration, execution and consensus with the monitoring team
while the length of other stages is determined by legislation, and subject to time-
limits for the administrative procedures and approval. Hence, the entire process
may take a considerable length of time. Although it is desirable to avoid hasty
decisions and not to impose a rigid schedule for such an important investment, it
is also desirable to ensure that no time is wasted in the various stages of the
process.

Specifications for the project (Schedule of Accommodation)

After an in-depth study of the clients specification of requirements, most usu-

ally in the form of a detailed design brief or programme, and of the possibilities

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offered by the site on which the building is to be constructed, the architect de-
velops an architectural solution.

It may be that the architect involved in the project is not familiar with the char-
acteristics required of certain types of library. This imposes an obligation on
those responsible for library services to provide the necessary information about
buildings of this type. Furthermore, architects must research the subject through
specific technical publications and visits to other libraries in order to attain the
best possible architectural solution in functional, cultural and financial terms.

The specification of requirements is not simply a list of spaces and their required
dimensions. It is important that it should communicate the key idea behind the
project, define the challenges, define the different spaces and determine the de-
sired quality standards. However, the information thus presented must not prede-
termine the architectural solution: that is the task of the architect.

Regardless of the structure of each specification of requirements, the architect

needs information about the following:
The characteristics of the site
A description of the spaces
Technical requirements
Cost forecast

Characteristics of the site From the architectural point of view, the informa-
tion about the site must include the following:
Location
Area
Development restrictions
Town planning
Planning regulations
Topographical definition
Geotechnical characteristics

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Description of the space The architect needs the following information about
each area of activity:
Usage characteristics
The description should help the architect understand and become familiar
with the various things that must take place in each space
Position within the building and relationship with other areas
Specified area in square metres
The number of documents in different formats plus the range of electronic
resources that are to be accommodated, and a forecast of future growth
The number and nature of fixed points for the public and for the staff for
the different consultation systems
Table summarising the specified areas by surface area and the approxi-
mate size of the total built surface area

A note on areas The figure attributed to the surface area of a library may lead
to confusion if it is not clear which sort of area is being considered. Although
the gross area is the real figure from which all the financial data concerning a
project can be obtained, it is advisable to define what is meant by the area of a
building so far as libraries are concerned.

Specified area This is the area given by the specification of requirements and
refers to the net area that can be used in each zone of activity, without including
circulation space or any other architectural consideration.

Useful area This is obtained by adding the following spaces to the specified
area:
Circulation spaces between the different zones
Toilet facilities
Space for use by cleaners
Installation rooms
Effect of stair-wells and lifts
Effect of ventilation wells, overhangs, terraces and arcades

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Gross area This is obtained by adding the space occupied by constructional

elements to the useful area The fact that that there is a linear relationship be-
tween the gross area and the cost of the works means that it is necessary to at-
tribute an approximate figure to it in the specification of requirements. In spite
of the difficulty of defining it without knowing the architectural solution to be
adopted, several studies recommend applying a 35% increment to the specified
area.

Technical building requirements

Recommendations on the most suitable materials (flooring, roofing mate-
rial, etc.)
Environmental requirements (air conditioning, artificial light, acoustic
conditions, etc.)
Description of the specific installations for library use (voice and data,
audiovisuals, anti-theft system, etc.)

Forecast cost It is important to establish the forecast cost of the works, which
is in keeping with the technical requirements imposed on the building.

Investment costs
Civil engineering
Professional fees
Furnishing and equipment

Maintenance costs It is also recommended that a forecast of maintenance costs

be included, both for the building and the library service. This forecast will help
the librarys owner to determine an annual budget for subsequent operation.
Building (cleaning, consumption, insurance, etc.)
Service (collections, staff, activities, etc.)

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 Santi Romero

Drawing up the project

The logical evolution of a building takes the form of a chain of stages ranging
from the general concept to the specific details. The formal grouping of these
stages into phases has the following advantages:
Monitoring of the projects progress by the representatives of the various
bodies with responsibilities for the new library
Analysis of the functioning of the building at each stage to ensure it is
suited to the real needs of the specification of requirements
Incorporation of modifications in each phase without reopening aspects
on which a consensus has been reached in previous stages

Phases of the project:

Initial scheme (sketch plans)
Pre-project
Execution project (working drawings and specifications)
Furniture specification

Initial scheme (sketch plans) This is the initial architectural response to the
specification of requirements provided by the client and contains the following
information:
The volume, inserted in the urban context
General organization of the building and realisation of the different func-
tions defined in the specification, and how these are articulated and re-
lated to one another
Surface area of the different zones and number of floors
Constructional system in general terms

Since this is a proposal that has undergone little development, modifications

concerning the basic aspects of the specifications can still be introduced. It is
desirable that the group driving and monitoring the library building project (the
tracking group) analyse this initial scheme closely and interpret the basic con-
cepts. Once this scheme has been accepted, the architect can work on more spe-
cific aspects.

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 11. A Library Project from an Architects Point of View

Pre-project This is a study that is developed in tandem with the initial scheme,
but may differ from it in significant respects, due either to modifications to the
specifications or to the inclusion of a parameter that had not been considered at
the previous stage. It provides the following information:
The functioning of the building: deriving from the library programme and
fully representing the spaces required with details and dimensions
External appearance, interior circulation spaces and definition of the main
materials used in the finishes
Main technical aspects, such as the type of foundation and structure and
the air-conditioning system
Estimate of the schedule for the works and the cost
The tracking group, as described above, may at this stage propose amendments
that would not, however, prejudice the basic concept of the proposal.

Execution project (working drawings) This is a technical definition of the

building, with the information necessary to carry out the works. Basic documen-
tation includes:
The plans needed to site, lay out and construct the building
Descriptive memoranda (characteristics of the site, compliance with regu-
lations, table of areas, etc.)
Constructional memoranda (specifications of the materials, conditions and
time limits for execution, etc.)
Survey information
Technical and administrative conditions for tender
Prices
The working drawings are not always easily understood by those who are not
versed in architecture or engineering. The level of the information is such that it
is impractical to introduce modifications, and it is important to stress the need to
develop the project while it is being evolved in the stages mentioned above.
With the working drawings in hand, the relevant permission can be sought to
begin construction of the building.

The law is such that, in some countries, execution projects/working drawings are
valid indefinitely although planning laws vary from country to country. It is

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therefore desirable that they be reviewed and updated if the contract for the
works is actually awarded a long time after initial planning.

In the case of a library that is being promoted by the public administration itself,
the administrative stages the project has to undergo are as follows, within the
time period defined by law:
Public information
Definitive approval
Construction permit

The total time taken by the initial project, the pre-project and the execution pro-
ject may vary. In spite of the difficulty of completing certain phases that require
time for thought and for a consensus to be reached, one may think in terms of
twelve months for this process.

Furnishing project

Organising the furnishing in a library is highly complex. It is one thing to draw

up plans for shelving and tables in the first stages of organising the spaces, but it
is another matter to define a specific arrangement for all the large variety of fur-
niture that is needed. This is a fundamental issue because the physical space of a
library makes no sense without furniture; it is the element that most affects both
the resources and the user, and that adapts the space to its function. It is there-
fore recommended that advice be sought from the following:
Professional librarians who are those who best know the activities in a li-
brary facility as well as the systems for organising and displaying the col-
lections.
Specialists in library furnishing.

The advantages of entrusting furnishing to the architect who designed the build-
ing range from the possibility of conceiving the whole facility in an integrated
way to the ease of optimally relating the building and the furnishing.

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 11. A Library Project from an Architects Point of View

The disadvantage of such an approach is evident when we turn to real examples.

Often, a good arrangement can compensate for inappropriate resolution of the
spaces. On the other hand, a good architectural solution may turn into a bad li-
brary through poor organization of the furniture.
In reality, several problems often occur:
When the surface area for a particular section does not meet what was de-
fined in the specification of requirements, it is very difficult for it to
contain all the resources and work stations
In some projects, the furniture installation stage is overlooked, and no fi-
nancial provision or completion dates are made for it; however, it then be-
comes an important, urgent issue at the end of the works
The pressure imposed by other commitments (date of official opening,
etc.) make it necessary to complete this stage with shortfalls in services
that make short-term modifications inevitable
The cost of the operation is also considerable. If there is a commitment to qual-
ity, it may represent a fifth of the total cost of the works.

Desirable phases:

Layout of the furniture The arrangement of the furniture should be included in

the execution project, in view of the fact that this is helpful for the design and
for the calculation of the following aspects:
Artificial lighting:
Although it is recommended that this be independent of the furniture,
lighting calculated to give a certain intensity of illumination may cause
shadows and other problems if it is designed without taking account of the
furniture (continuous rows of tables, isolated spaces with specific lighting
requirements, etc.)
Specific installations:
Computers, audiovisuals and other installations are fed by a cabling sys-
tem that ends at the desk at which the user sits. Although it is recom-
mended that the routes provided for the cabling should be flexible, aware-
ness of the distribution of the furniture is helpful when designing the in-
stallation

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 Santi Romero

Overall coherence: Harmony of the materials and colours used in the

equipment, the finishes and the furnishings, without prejudicing strictly
functional considerations
Full furnishing project (see Carrying out the work)
Award of contract (see Carrying out the work)
Installation.

Carrying out the work

There are five phases of the work: tenders, contract with the construction com-
pany, construction of the building (with the drawing up of the full furnishing
project and the award of the furnishing contracts), hand-over of the project and
furniture installation.

Tenders The execution project, or the working drawings, is an administrative

document that contains the information the construction companies need in or-
der to estimate the cost of the works and participate in a call for tenders.
Having analysed the tenders the promoter will award the works according to
the selection system defined by law. Very often the prices given in the estimates
differ from the ones set in the call to tender. This difference is usually related to
the state of the construction market. Whether the estimate is higher or whether
there are significant reductions, it is necessary to keep an eye on the quality of
the materials and the construction systems proposed. It may sometimes happen
that the tender stage follows much later than anticipated at the working drawing
stage. In such cases it is recommended that the functional characteristics are re-
viewed at the time of the tendering procedures. If this is not done, there is a dan-
ger of building a library that is unsuited to real needs.

Contract with the construction company the construction of a building takes

place under the terms of a contract based on the project documentation. When
the contract is signed the parties agree, amongst other things, to the terms of
payment, the deadlines for carrying out the work and the penalties incurred if the
latter are not met.

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 11. A Library Project from an Architects Point of View

Erecting the building once the contract between the owner and the construc-
tion company is signed, work starts according to the schedule set out in the con-
tract. The site manager will monitor the execution of the work with the appro-
priate technical representatives. The architect who drew up the project should be
involved in the entire process. In this way, continuity between the building as
designed and the building as constructed can be ensured. The number of deci-
sions that have to be taken on site, even if the execution project is very detailed,
means that it is desirable for library representatives to be available. As the future
users of the building, they can influence aspects related to the optimal function-
ing of the facilities.

The complexity of the construction process may require actions that modify the
project, and consequently the price that had been agreed. These variations make
the work more expensive as they imply complementary contracts, which the site
manager must agree with the construction company. This is a situation that
brings home the need to analyse the project in the phases prior to the execution
project.

Approximate duration of the works in a construction process unimpeded by

external factors, and depending on the size and complexity of the building, it can
be expected that the construction work will take from 12 to 24 months from the
final award of the tender until completion.

Drawing up the full furnishing project It is recommended that this be done

once the structure and roof of the building are completed. At this time it can be
seen how long the works will take to complete. Under normal conditions, this
period of time will make it possible to dovetail the furnishing project with the
tendering, manufacture and final installation. If it is done sooner, it may be the
case that delays make the project and the estimate obsolete and that they have to
be done again as the works eventually draw towards the end.

The starting point is based on the arrangement defined in the execution project
or working drawings. The relevant modifications are made in accordance with

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the librarys current needs. It is recommended that the project take account of
the following:
Detailed technical specifications to enable companies to make accurate
estimates.
Inclusion of all the items necessary to fully furnish the building.
Provision for unforeseen expenses that may be incurred as a result of
changes (differences between the dimensions in the project and the real
ones, suiting the modules defined in the project to those used by the com-
pany awarded the contract, etc.).
Approximate duration: from 1 to 3 months.

Award of the furnishing contract This phase runs parallel with the progress
of construction work on the building. It is recommended that the tender be
awarded with the following criteria in mind:
The selection system should prioritise quality, functionality and ergonom-
ics over price. The guarantee, after-sales service and experience with fa-
cilities of this type should also be taken into account.
Analysis of the different offers with advice from specialists in library fur-
nishing. The large number of suppliers, and the tendency to copy the same
models with only slight differences, make it difficult to evaluate the posi-
tive and negative aspects of each offer at first sight.
It is recommended that there should be a detailed analysis of the composition
and dimensions of each item and of the materials used in the finishes. It is also
very helpful to have samples to help in the evaluation.

Hand-over of the works once the construction work is finished the building is
handed over, and the site manager certifies that the work has been carried out in
accordance with the contractual documentation. This is a legal document certify-
ing that the building complies with the conditions required and is ready for use.
At this point the owner should be given a Maintenance programme for the build-
ing. This document may be required by the applicable legislation. If this is not
the case, it is desirable to include this requirement in the contracts with the ar-
chitect and the construction company.

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 11. A Library Project from an Architects Point of View

Whatever the structure of this document, it must include the following informa-
tion:
Plans as built. During the construction, modifications are usually introduced
with respect to the original project. It is therefore necessary to make new draw-
ings that reflect the real state of the building as erected. This documentation
must cover the aspects that might affect the use and maintenance of the building:
Structural calculation indicating the loads each zone is designed for.
Exact location of the routes taken by services.
Most significant constructional details.
Instructions for use. The way the users are to treat the building is specified,
with indications regarding use and function, cleaning and evacuation in case of
emergency.
Maintenance instructions. Lists the essential preventive measures to be taken
for the building to remain in good condition for use and function.

Installation of the furniture Once the building is finished and cleaned, instal-
lation of the furniture can begin. At this stage it is recommended that the con-
nections for those specific services that relate to a piece of furniture are in-
stalled, in accordance with the project.
Approximate duration: from 15 days to 2 months.

THE BASIC CONCEPTS OF LIBRARY ARCHITECTURE

An architect who designs a library must base his or her work on a series of crite-
ria which, without interpreting them as precise standards and rules, are closely
linked to architecture and are present throughout the creative process. These cri-
teria relate closely to those listed by McDonald in Part I:
Flexibility
Accessibility
Extendibility
Organization
Sustainability and maintenance

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Flexibility

It is difficult, if not impossible, to know how these buildings will evolve in the
future. The only thing we can be sure of is that evolve they will. Advantages of
designing a flexible building:
An open, flexible library facilitates saving on staff: it is easier to oversee
and attend to users on a floor with unrestricted views than it would be if
the space were fragmented.
The librarian can easily make modifications and try new experiments: all
that needs to be done is to change the position of a few pieces of furniture.

Measures to obtain flexibility:

Structure and constructional systems.
Organization of the spaces and circulation space.
Installations.
Furnishing.

Structure and constructional systems the structural elements of the building

must not create difficulties for the installation of the different items of furniture:
Rectangular bays with generous spans are more advisable than an irregu-
lar or curved distribution of load-bearing elements.
Solid internal walls adversely affect the flexibility of the spaces as well as
visual control of them. The possibility of achieving a variety of arrange-
ments is much more feasible if they are reduced to a minimum and con-
centrated around immovable parts of the library, such as the stairs and lift
shafts, the toilets and the vertical installation ducts.
It is best if other internal divisions, where they are essential for reasons of
security or privacy, are not structural and if the constructional system em-
ployed will allow them to be dismantled easily.
In view of the variety of ways the library may be organised during the
course of the useful life of the building, is recommended that the whole
structure is calculated on the basis of a uniform live-load of 500600
kg/m2.

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 11. A Library Project from an Architects Point of View

Only the areas with high-density book-stacks have different structural re-
quirements. The load is much greater than in the rest of the library, and in
this case the oversizing of the structure makes it advisable to abandon
considerations of flexibility. Hence, the definitive location of these areas
needs to be decided during the earliest phases of the project.
Since the density of paper ranges from 600 to 1,000 kg/m3, the calculation
must be based on the type of shelving and the height of it. However, the
following live-loads can be expected:
High-density stacks 150 cm high: 1,000 kg/m2
High-density stacks 225 cm high: 1,500 kg/m2

Organization of the spaces and circulation space Grouping the toilets and the
vertical communication together frees up the remainder of the space.
It is desirable for the floors to be entirely on a single level, without steps or
ramps that would impede the free movement of equipment as well as of users.
Consultation areas should not be designed according to a fixed specification;
rather, it should be possible to combine them and also to separate them.

Installations The installations must be adaptable and must allow for a degree
of mobility of the different zones and functions.
Air-conditioning that is capable of adapting to readjustments without this
having an adverse effect on environmental comfort.
Artificial lighting, bearing in mind the advantages of installing it inde-
pendently of the furniture.
A uniform lighting system may be chosen, or different types of source
may be installed to provide environmental diversity.
In the latter case, a good solution is to install a grid of lighting track. This
allows both the type of sources and their location to be changed, with a
consequent increase in flexibility and the variety of lighting conditions.
Installations fed by a cabling system that allows for readjustment.
The system must be dimensioned so as to leave enough space.
Vertical circuits present few problems as they occupy little space and can
be grouped together around the vertical communications.

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The organization of the horizontal network, on the other hand, is more

complex. The most flexible solutions are achieved if the installations pass
beneath a raised access floor or over a false ceiling, which can be readily
dismantled in either case. Another option is to provide for a network of
conduits, generally embedded between the paving and the floor-slab, with
a series of inspection covers.

Furniture A type of furniture should be selected and arranged to allow for mo-
bility and adaptation to new needs.

Accessibility

When an architect undertakes the design of a library, the site for the building
and subsequent management are matters beyond his or her control. Nonetheless,
there are a number of factors to be borne in mind in order to plan a library that is
as accessible as possible. Accessibility measures are:

General criteria:
Library located at street level, with access connected to the main routes followed
by users.
An organization of the openings in the faade that creates a visual relation-
ship with the interior and the exterior of the building so that the more public of
the activities going on inside are visible from outside.
Absence of architectural barriers. When we refer to architectural barriers,
what generally comes to mind are the problems that face users with reduced
mobility but there is a significant percentage of the population who suffer from
disabilities that most legislation does not cover, such as blindness, deafness or
other physical problems that impedes access to libraries and these should also be
taken into account. Since access for all is considered so important, special atten-
tion needs to be paid to this group of users when creating a library. The suitabil-
ity of the spaces and the information provided as well as the systems available to
retrieve such information need to be considered.
Others in a situation which incapacitates them or reduces their mobility who
need to be accommodated include:

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 11. A Library Project from an Architects Point of View

The elderly.
Users with push-chairs or shopping trolleys.
Pregnant women.
People who have suffered accidents.

There are ways in which the architecture and equipment of a library can help to
integrate these sections of the public. It is worth considering some of these:
The increased cost of adapting a building to their needs is not significant
when it is considered right at the beginning of the project.
Very many disabilities do not imply total incapacity. Hence, simple but
effective solutions can be incorporated for a high percentage of them.

Exterior of the building:

An attractive, easily-identifiable building. Whether the library is to have the ap-
pearance of commercial premises, or whether it is conceived monumentally, the
public nature of the building and the fact that it is a library service that is open to
everyone must be reflected in its external appearance. This is a characteristic
that must be insisted on when the library forms part of a larger complex in
which other activities take place.
An inviting entrance. There are several aspects that can help to make the
building seem accessible:
External space connected with the library for parallel activities.
Benches and other items of street furniture forming an area for rest and
social interaction.

Interior of the building:

The reception areas, such as the lobby and the social spaces, form a gateway to
the library. As such, they have to have the dimensions and symbolism that these
public buildings need.
An arrangement of the building that allows immediate understanding of the
main spaces from the access lobby. This visual unity to a large extent deter-
mines the circulation spaces and the functioning of the whole library.
The user must interpret the library as a service to which access is unre-
stricted, with the only control in the lobby. This solution means that as people

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move around the library they do not encounter sudden changes in the environ-
ment or feelings of restriction.
Special emphasis on the concept of passage. The user must be able to use
the library freely, and the building must allow circulation between the different
areas in a natural way.
Absence of obstacles and convenient communication both vertically and
horizontally.
Furnishings that facilitate vision and access to the stock, as well as comfort-
able and easy means of searching for information.

Possibility of extension

There are those who say that a library is a living organism: if it does not grow it
dies. The brief must contain information about future expansion plans: it is de-
sirable to state the surface area it will need at a future time and the approximate
date of any possible extension. Options for growth are very closely related to the
choice of site and phase-by-phase execution.

Choice of the site If the site allows for it, the architect should make provision
for extending the building horizontally and vertically (including the incorpora-
tion of basement spaces). This operation should be possible without serious ar-
chitectural complications, unnecessary expense or serious disruption of the li-
brary service. Hence, it is advisable for the library project to include a study of
the organization and space requirements that can one day serve as the basis for
an extension project.

Phase-by-phase execution Quite often an architect is commissioned to provide

a library which is to be executed in phases. The usual reason for this is the desire
to open a library on a budget that allows only for the construction of a building
with the minimum necessary surface area. Even if there is a schedule for works
that calls for a continuation of the construction of the remaining phases, it is de-
sirable for the architect to resolve each phase as a unit as an apparently com-
pleted building. Otherwise, any excessive delays will result in a library that is

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 11. A Library Project from an Architects Point of View

frozen in time, with a constant atmosphere of temporariness that will adversely

affect the functioning of the service.
Construction systems and types of furnishing should be considered when
planning for an extension.

Choice of construction systems

Materials: the materials used on the exterior and interior should be such as
to make extension relatively easy. A priori, there are advantages in using a
modular system but in any possible extension it is important to choose
materials that respect the integrity of the original design.
Structure: if it is expected that the height of the building will be increased,
the structure should be designed to anticipate increased loading. If it is to
expand horizontally, a modular solution would be appropriate.
Mechanical and electrical services: the services for the building itself, as
well as those which are specific to the library service, must be extendable.
This chiefly affects the size and accessibility of the areas through which
services pass and where they are centralised.

Type of furnishing
Shelving for books and other media must be designed so that it can either
be added to or the same type of shelving can be used again.
The furniture layout should be designed for future growth.

Most of the above recommendations mean an increase in the cost of the works.
Nonetheless, the final cost of the extended building will clearly be lower if the
initial phases have been designed with a future extension in mind.

Organization

The library should bring users and the information resources together. The mul-
tiplicity of items on offer can cause the user to suffer visual fatigue. Legibility is
important and therefore the spaces, furniture and collection should be well or-
ganised. It is desirable for the architect to bear the following recommendations
in mind.

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Arrangement of the spaces:

Promote spatial fluidity between all the areas.
Make it possible to alternate functions and enable independent usage at
different times.

Vertical communication cores:

Stairs and lifts identifiable by users.
Vestibules on the various floors that enable users to relate well visually to
the spaces and which avoid unnecessary detours.
Clear differentiation of areas for the public and those for internal services.

Location of toilet facilities:

Accessible from all parts of the library, particularly from areas that might
also be used in a different way and at different times from the main library
service.

Number of floors:
When the site allows for it, the advantages of organising the various func-
tions on a single level are evident:
- Improved accessibility
- Flexibility in organising the circulation.
When the dimensions of the site make it necessary for the facilities to oc-
cupy more than one level, there is a series of criteria that must be borne in
mind:
- The spaces that are most compatible with noise, those that are most at-
tractive and which are more frequented by the public should be located
on the ground floor.
- Organization of the floors according to activity, so as not to disturb
readers with noise caused by users moving around.

Organization of the furniture:

Different items of furniture are used to define the areas: the shelving for lending,
the reading areas, etc.

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 11. A Library Project from an Architects Point of View

The number and location of the information desks are a direct consequence
of the architectural solution. A wise organization of the spaces should make it
possible to:
Reduce the number of information desks to the minimum in order to op-
timise the work of the library staff.
Facilitate surveillance of all the spaces.
Position the desks where they are visible and accessible to the public from
anywhere.

Sustainability and maintenance:

The basic characteristics of the materials that make up a building change over
time, either in relation to their initial shape or their physico-chemical structure,
and sooner or later they lose their original specifications.
Degradation can occur at different stages of the construction process. The
percentages are as follows:
Project: 40%
Manufacture of the materials: 15%
Installation on site: 35%
Maintenance: 10%
Hence, 75% of cases of degradation occur because of professional error, shared
almost equally between those who design the building (40%) and those who ac-
tually construct it (35%).

STRATEGIES FOR A SUSTAINABLE ARCHITECTURE

Strategies related to architectural decisions:

Understanding of the climate at the site in order to decide on the materials and
constructional systems. Water and temperature changes are factors that are pre-
sent in almost all cases of degradation.
Energy control: energy is a key aspect in sustainability. Given that 50% of
the energy consumption in Western countries takes place in buildings, we need
to think about making them more energy-efficient.
Energy-saving measures:
Systems to control high exposure to the sun

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Natural cooling techniques

Incorporation of renewable energies
Low-consumption artificial lighting.
Water-saving systems (use of rainwater and grey waters for WC cisterns
and for irrigating the area round the library, timer taps, mechanisms to
regulate consumption in the WCs, etc.).
Provision of a system for cleaning the windows.
There must be a direct relation between the cleaning system for all the
windows and the resources of the body that owns the library. Buildings
that are hermetic or that have inaccessible openings make it necessary to
contract specialised companies to do the cleaning. The financial cost of
this is often reflected in a lack of cleanliness.
Maintenance.
30% of problems can be avoided through preventive measures.
It is desirable to have the Maintenance Programme available; amongst
other things, it contains information about the use, functioning, cleaning
and maintenance of the building. Possession of this document helps the
owner establish an annual maintenance budget.

THE BRIEF OR PROGRAMME FOR A PUBLIC LIBRARY

The architect in order to design a high quality library building must have clear
directions from the client. This process of defining the new facility is known as
the brief or the programme. An example of what is required by the architect is
given below.

During the programming process basic aspects are decided and defined, such as:
The librarys mission, its functions and its strategic aims.
The services the library is to provide, whether basiccommon to all li-
brariesor specific, that is, adapted to meet the needs of the surrounding
area.
The definition, dimensions, distribution and functionality of the various
spaces that make up the facility, in accordance with the type of library to
be built and the services which it aspires to offer.

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 11. A Library Project from an Architects Point of View

The role of the facility within the libraries network and/or system of which
it forms part.
The synergies between the various services in the area, to avoid an exclu-
sively neighbourhood relationship.
The characteristics of the initial investment and the annual operation.

There are several stages in the programming process:

Stage 1: Setting up of the working committee and organisation of the work.

Stage 2: Gathering information about the local setting and the context of which the
library will form part.
Stage 3: Analysis of the information and study of the communitys specific needs.
Stage 4: Establishment of the characteristics of the service and facility on the basis
of the prior study.
Stage 5: Financial estimate and specification of aspects of operation.
Stage 6: Writing the document (the brief or programme).

STRUCTURE AND CONTENT OF THE BRIEF

The brief is the document resulting from the programming process. It details the
main characteristics of the future service and is the document on which the ar-
chitectural project is to be based.

Content of the BRIEF :

1) Introduction
2) Analysis of the local setting
3) Functions and services of the library
4) Collections
5) Organisation of the services areas and spaces
6) Human resources and timetable of service
7) Financial estimate
8) Scheduling of the processes

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 Santi Romero

1. Introduction
The introduction should describe the aims of the programming process and a
description of it.

2. Analysis of the local setting and the existing library situation

Description of the main characteristics of the community where the library is to
be built, which will determine the configuration of the services, adapted to the
specific existing and future needs of the users. It will include demographic and
socio-economic data, information about the pattern of demand for information
and culture, the local administrative policies and the bodies with which possible
partnerships and co-operation can be established as well as information about
the current library situation.

3. Functions and services of the library

The librarys functions and services will in large measure be determined by the
directives of international library bodies and by local cultural and information
policies. This section will specify the functions and services related to the needs
of the local area and accord with the librarys role, if it forms part of a library
network and/or system.

4. Collections
The size and distribution of the collection will be determined by the standards
for libraries, the type of library to be built, the services it is intended to provide
and their adaptation to the characteristics and needs of the community in accor-
dance with the librarys role within the library network or system of which it
forms part. This section must specify the size of the collection, by main areas of
service and document type. This will determine the size of the physical space
needed to accommodate the collection and to draw up the financial estimate.
It is interesting to note the difference between the existing collection and the
predicted final collection.

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 11. A Library Project from an Architects Point of View

Documentary collection

General area Inicial Final

Information and reference 750 1,100
General lending collection (books & DVDs) 6,400 10,700
Specialised collection (books & DVDs) 500 800
Music (books & DVDs) 400 700
Music (CDs) 800 1600
Local collection 400 600
Children's area
Knowledge (books & DVDs) 1,250 2,000
Fiction (books & DVDs) 1,500 2,500
TOTAL (free access) 12,000 20,000
Store 2,000 4,000
Periodicals (titles) 110 110
Figure 1. Example of a table summarising the collection

5. Organisation of the services areas and spaces

The characteristics and dimensions of the spaces will be determined by the ser-
vices to be offered by the library, the size of the collection that is to be housed
and the expected number of users. As in the previous sections the starting-point
is the library directives and standards that must be adapted to local needs and to
the librarys role in the network and/or system of which it forms part.
This section will describe the basic characteristics and equipment needs of
each of the spaces according to the services to be provided and the activities to
take place in them. Also, a diagram will be included showing the organisation
and distribution of the spaces and the relationship between them. It will also be
necessary to set out guidance on the following: reader places distributed around
the service areas, computer work-stations, the linear metres of shelving needed
to accommodate the collection, information desks, the buildings technical
equipment (eg security), equipment for public use (photocopier, audiovisual re-
production equipment), etc. This will provide the basis for drawing up the archi-
tectural project and the future functionality and usage of the different spaces.

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 Santi Romero

Useful surface areas by department

Reception and promotion area 170 m2

Vestibule and access 80 m2
General information and lending point
Multipurpose space 90 m2
2
Meeting room 80 m
2
Store 10 m
General Area 560 m2
Magazine area 80 m2
Information area 130 m2
Local and specialised resources
General collection area 280 m2
2
General lending collection 220 m
2
Music and image space 60 m
Support space 40 m2
Multi-media space 30 m2
Children's area 215 m2
Knowledge collection area 95 m2
Imagination collection area 100 m2
Small reader's space
Support space 20 m2
Internal work area 70 m2
Management office 20 m2
Work space - store 40 m2
Staff rest area 10 m2
TOTAL programme surface area 1,015 m2
TOTAL built surface area 1,320 m2

Figure 2. Example of table summarising surface areas by department

The programmed area refers to the free, usable space for each area of activity,
not including circulation space or any other architectural consideration.

The built area is the total area of the building, including the space occupied by
structural elements. On average, the built area will be 35% greater than the pro-
grammed area.

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 11. A Library Project from an Architects Point of View

ENTRANCE

Multi-purpose
space
(Meeting room)
Vestibule
Store

Support
L space
CHILDRENS
Magazines
AREA
Knowledge

L
CHILDRENS
AREA
Music Imagination
and GENERAL AREA GENERAL Small readers
Image General collection space
AREA
Information
L Area

Multimedia
space
L
INTERNAL
WORK AREA
Support
space

The Security enclosure (document control) corresponds to the framed areas

L Counters for attention to the public/Public information points Lending-service counter/Issue desks
Anti-theft arch

Figure 3. Example of functional organisation

6. Staffing and service requirements

The requirements for the service will be determined by service standards, the
role of the library in the network or system of which it forms part, the services
offered, the area served and the expected number of users, and the resources it
will provide. Staff numbers will be based on the above factors as well as on the
number of public service points.

7. Financial estimate
The brief must include an estimate of the financial cost of the project including
the initial investment and the annual operation.

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 Santi Romero

Factors to be considered with regard to initial investment:

Construction
Equipment (furnishing, audiovisuals, anti-theft, IT, etc.)
Initial collection

Factors to be considered with regard to annual operation:

Human resources
Collection maintenance and subscriptions to periodical publications
IT maintenance
Maintenance of building and energy consumption
Marketing activities

8. Scheduling of the processes

At the conclusion of the brief/programme there will be a schedule of the differ-
ent stages in the process from writing the programme to the opening of the li-
brary. In total, this will take from 31 to 37 months. The programming stage,
from starting to write the brief until its approval by the appropriate body, lasts
from 4 to 5 months. For the initial project stage, which includes the drawing up
and approval of the initial project and the production of working drawings, 6 to
8 months are needed. The construction stage will last between 15 and 18
months. During the final stage of construction, the furnishing and equipment
stage starts, including drawing up the furnishing and equipment specification
and purchase. In total this will take about 3 to 4 months. Once the works are fin-
ished, the installation and set-up stage begins. This will last 3 months and in-
clude the installation of the furniture, the moving and organisation of the collec-
tions, the installation of signage, IT and audiovisual equipment
Finally, 2 months before the opening, preparations will begin for organizing
and publicizing the opening ceremony.

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 11. A Library Project from an Architects Point of View

CONCLUSION

The word freedom is one that springs to the lips of a user when asked to de-
scribe an ideal service. Freedom to move around, to read, to look things up. Us-
ers want to do this when they like, how they like and for as long as they like.
In the reading areas they also like to feel comfortable and protected from ag-
gressive or indiscreet behaviour.
The spaces must flow logically and they should be conducive to browsing
and chance discoveries but not be impersonal spaces in which people may feel
lost.
Security, flexibility, fluidity, intimacy, ability to accommodate large numbers
of the public, silence, proximity to the collections. All this is asked of architects
but they must use their judgement to help them prioritise some concepts above
others in each specific situation in order to design a successful, functional and
architecturally pleasing building.

Further reading and references

Bailac Puigdellvol, Assumpta; Omella Claparols, Ester. La biblioteca pblica a la provncia
de Barcelona: un servei en xarxa. Barcelona: Diputaci de Barcelona. Servei de
Biblioteques, 2002.

Benedito, Josep; Orteu, Santi. Solucions arquitectniques per al disseny darxius. Lligall:
Revista Catalana dArxivstica, num. 20 (2003), p. 2734.

Bertrand, Anne-Marie; Kupiec, Anne. Ouvrages et volumes. Architecture et bibliothques.

Pars: ditions du Cercle de la Librairie, 1997.

Chapon, Yves. Introducci a la programaci. Barcelona: Diputaci de Barcelona, 1993.

(Papers de Gesti, 3).

Directrius IFLA/UNESCO per al desenvolupament del servei de biblioteques pbliques;

drawn up by a group led by Philip Gill at the behest of the Secci de Biblioteques
Pbliques. Barcelona: Collegi Oficial de Bibliotecaris-Documentalistes de Catalunya,
2002. 115 pp. ISBN 84-86972-14-0.

Faulkner-Brown, Harry. Diseo de grandes edificios para bibliotecas. En: Informe mundial
sobre la informacin 19971998. Madrid: Unesco/CINDOC (1997), p. 272283.

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 Santi Romero

Libraries as places: buildings for the 21st century: proceedings of the Thirteenth Seminar of
IFLAs Library Buildings and Equipment Section together with IFLAs Public Libraries
Section. Edited by Marie-Franoise Bisbrouck [et al.]. Mnchen: Saur, 2004.

Mauduit, Philippe; Olivret, Franois; Chapon, Yves. La programaci dedificis pblics.

Barcelona: Diputaci de Barcelona. Oficina Tcnica de Cooperaci, 1995.

Muoz Cosme, Alfonso, Colecciones y conexiones. El espacio de la biblioteca a travs de la

historia. Arquitectura Viva, num. 63 (1998), p. 2027.

Recull dinformaci bsica. Equipament bibliotecari. Barcelona: Diputaci de Barcelona.

Oficina Tcnica de Cooperaci, 1994.

Romero, Santi. La Arquitectura de la Biblioteca. Recomendaciones para un proyecto

integral. 2a ed. Barcelona: Collegi dArquitectes de Catalunya, 2003.

Rovira Fontanals, Josep Llus; Casado Martnez, Imma. Guia de ledificaci sostenible. 2a ed.
Barcelona: Institut Ildefons Cerd, 2001.

Vidulli, Paola. Diseo de bibliotecas. Gua para planificar y proyectar bibliotecas pblicas.
Gijn: Trea, 1998.

202
 12. GREEN BUILDING MANAGEMENT
AND SUSTAINABLE MAINTENANCE

Sean Wagner, AUA, LEED AP with contributions from

Jeffrey Scherer, FAIA of Meyer, Scherer & Rockcastle Ltd. USA

Much has been published on issues of sustainable building design and construc-
tion. Sustainable practices, however, should be applied in all phases of the life
cycle of a building including building operation and management. This chapter
introduces the range of aspects to be considered to obtain green building man-
agement and sustainable maintenance

Developing Sustainable Operation and Maintenance Programmes for Li-

braries
A sustainable building operation and maintenance (O&M) programme can not
only enhance the operating efficiency of HVAC (heating, ventilating and air
conditioning), lighting, and other energy-using systems, it can also reduce the
long-term ecological footprint of the building. It will serve as an indispensable
tool for library boards, directors and facility managers to solve more effectively
ongoing building problems, improve overall building performance, and maintain
and improve performance throughout the life of the facility. It is equally impor-
tant to remember that these concepts can reduce the cost streams associated with
building operations, reduce environmental impacts, and create healthier and
more productive employee workspaces.

A properly designed sustainable building O&M plan includes specific provi-

sions and procedures for the upkeep of the HVAC and building systems so that
energy efficiency targets are met throughout the lifecycle of the building. It also
addresses goals for recycling, pollution prevention, the reduction of hazardous
materials, and elimination of the use of ozone depleting substances.

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General considerations
In newly constructed buildings, a standard building O&M plan might lay out the
procedures necessary to achieve the intent of the original building design team
so that building systems operate efficiently. A sustainable building O&M plan,
however, will provide specific goals for energy efficiency, resource conserva-
tion, and pollution prevention to optimize the comfort, health, and safety of the
building occupants. Information generated by the design team including Basis of
Design and Building Programming documents created by the architects, engi-
neers, and library planners will provide baseline information that will be used to
generate these environmental performance goals.

For existing facilities, it will be necessary to conduct an inventory and assess-

ment of the major building systems, facilities operations, and management poli-
cies. It will be necessary to monitor and record performance data over a period
of several months to track actual performance against expectations. Without
adequate or correct information to assess day-to-day performance, environ-
mental and energy saving opportunities may be lost.

Furthermore, establishing Benchmark Performance Standards and comparing the

criteria to actual performance data gives the ability quickly to identify when sys-
tems and procedures are not operating efficiently and to take corrective action.
Benchmarking data can be obtained by examining the original system design
criteria, working with maintenance staff, and from published information for
comparable equipment and building types.

Peer comparison information, benchmark standards, and actual performance

data can then be analyzed to begin formulating specific policies and achieve-
ment goals for the plan. The sustainable building O&M plan should incorporate
the following:
Specific and aggressive performance goals. Establish procedures to revise
performance goals on a annual basis;
Establish a facility-wide team to evaluate and improve on O&M practices;

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Integrate strategies to address indoor environmental quality (IEQ), energy

efficiency, and water conservation into established policies and proce-
dures;
Educate and empower staff members with the information and tools nec-
essary to achieve the goals by providing regular professional development
and training;
Measure actual performance against goals, and recognize success;
Make adjustments to adapt to occupant needs by modifying the HVAC,
lighting, electrical, telecommunications, safety, housekeeping, and build-
ing automation control systems;
Re-commission building systems to ensure that they are optimized;
Extend the useful service life of materials and equipment through sched-
uled maintenance, repair and upgrades; and
Incorporate environmentally-protective features into all contracts, mainte-
nance, and procurement practices.

In developing the plan, look for outside funding sources and grants to help de-
fray development costs. Public utilities, universities, governmental agencies, and
energy assistance programmes may provide matching money to address energy
performance. Equally important is the wealth of knowledge and expertise they
can provide in providing benchmarking data, plan development, and experience
with alternative technologies. There are also building certification programmes
that provide a specific set of goals and achievement standards for sustainable
building operations. In the United States, the US Green Building Councils
Leadership in Energy and Environmental Design Existing Building (LEED-EB)
programme is one example.

As with other procedural and planning documents, the library should incorporate
goals for sustainable building operation into its long-term strategic plan. This
will increase overall awareness by the library board and staff members of how
sustainable O&M supports the strategic plan by reducing operating costs while
maintaining facility assets. Libraries may want to consider hiring or appointing a
facility manager with experience in sustainable operations who would be

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charged with implementing the sustainable O&M programme to ensure that all
aspects of the plan are developed and carried out.

SPECIFIC CONSIDERATIONS

Grounds and Site

Parking lot, grounds, walkway maintenance and snow removal have significant
environmental impacts. Chemicals, equipment, and cleaning and maintenance
scheduling can affect the environmental quality of the building site, the
neighbourhood, and the surrounding watershed. Facility managers should plan
fertilizing, ploughing and sweeping tasks for times when exterior areas are least
used to avoid potential air quality issues and interior contamination. Cleaning
and maintenance should also be considered when upgrading or reconfiguring
parking lots, walkways, stairs, and landscaped areas. Consider runoff from park-
ing lots and landscaped areas; snow storage and the path of snow-melt; and
where chemicals might travel.

When undertaking landscaping of site improvements, implement best practice

standards for soil erosion control. Consider reducing the amount of impervious
paving as a method of reducing the amount of stormwater generated by the site.
Adding non-turf landscaping will improve the propertys ability to manage site
generated stormwater, reduce grounds maintenance costs for mowing and snow
removal, reduce the amount of potable water used for irrigation, and provide
valuable habitat for wildlife.

Water use reduction

Potable water use in buildings is generally grouped into interior and exterior use.
For exterior water use reduction, consider the use of high-efficiency irrigation
technology. Retrofitting existing irrigation equipment with modern control
equipment, high efficiency irrigation heads, and drip irrigation can drastically
reduce potable water consumption. If your facility is located in areas with irriga-
tion water use restrictions, check with local agencies for additional information
on your upgrade. Libraries may also want to consider the use of captured rain
water in lieu of conventional water supplies.

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Interior and building process water use can be reduced with high efficiency
equipment upgrades and routine building maintenance. Waterless urinals, mo-
tion sensitive fixtures, low-flow faucet aerators, dual-flush toilets, and process
water recovery systems will all reduce potable water consumption below stan-
dard levels. Many municipalities and public utilities have retro-fit and upgrade
programmes to assist library staff in determining the amount of savings. Some
water conservation districts in drier areas even provide financial incentives for
measurable water use reductions.

Energy management
An effective energy management plan generally consists of three elements: (1)
purchasing energy at the lowest cost, (2) operating equipment efficiently, and
(3) replacing older building systems with more efficient technologies. The sec-
ond element is the most underrated and least understood, yet has high potential
for savings with little or no capital outlay.

Use an energy accounting system to locate savings opportunities and to track

energy-efficiency strategies. Without information on past and current energy
use, demand, and cost, it is impossible to understand or communicate any meas-
urable progress being made. Most modern buildings are equipped with Building
Automation Systems (BAS) or Energy Management Systems (EMS) to monitor
and control HVAC equipment, and have the capacity to track and record rele-
vant data.

Train O&M staff in energy-efficient activities. Modern building systems and

controls are more sophisticated and complex than ever. Staff members who are
not properly trained will underutilize the capability of these systems and will
make decisions that are contrary to optimum energy efficiency.

Require service contracts to support energy-efficient building operation. When

hiring outside service contractors, it is important that the contracts address effi-
cient building operation. This should include methods to track operating
changes, improvements, and deficiencies over time. This documentation pro-
vides critical information for gauging equipment and system performance.

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Acknowledge energy-efficient operation as a cross-functional activity. Library

staff, IT managers, volunteers, custodians, and patrons all use energy-consuming
equipment such as lights, HVAC equipment, and office equipment. Educating
these users by providing easy to understand information on efficient operation is
imperative, particularly in the case of new equipment and controls.

Perform a comprehensive O&M tune-up assessment. The first step in a tune-up

process is to understand why building systems are operated and maintained the
way they are, and what improvements are most beneficial and cost effective. An
O&M assessment focuses on low-cost changes in O&M practices that improve
building operation. Many improvements, such as control strategies or schedules
may be implemented in a matter of hours. Implementing the initial O&M tune-
up improvements allows the building to perform to its fullest potential before
more extensive and costly energy-efficiency projects are considered.

Maximize the use of automatic controls to optimize efficient operation. Most

systems are underutilized. Many energy management control systems can be
programmed to accomplish energy-efficient control strategies beyond the ordi-
nary time-of-day scheduling control. It is important to remind staff to operate
equipment only when needed. Because occupant needs and schedules are con-
stantly changing, operating schedules and strategies need to be continually ad-
justed. Equipment may be operating very efficiently, but when its on and no-
body is at home, the only thing happening is energy waste.

Redefine preventive maintenance to include activities critical to energy-efficient

operation. Typically, the primary goal of preventive maintenance is reliability
and increased equipment life. Including procedures to check for efficient opera-
tion should enhance the primary goal as well as eliminate unnecessary energy
waste.

Recycling and pollution prevention

Library and staff policy should address waste reduction and recycling. Such a
policy should consider source reduction, eliminating the use of hazardous mate-
rials, as the first step in an overall waste reduction strategy. Once this is accom-

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plished, materials that can be recycled should be favoured. This can be a diffi-
cult challenge because recycling involves everyone.

Conventional recycling programmes target waste streams created by office pa-

per, cans, glass, etc. Advanced municipal recycling programmes now include
fluorescent lamps, batteries, carpet and ceiling tile take-back programmes, and
recycling of electronic equipment. Effective recycling programmes rely on
communication and education to make building occupants aware of both the
need and the opportunity to recycle. Waste recycling programmes require the
placement of convenient recycling receptacles for paper, plastics, glass and met-
als, and receptacle monitoring, emptying, and proper disposal of the collected
materials must become part of a regular cleaning programme.

Overall pollution prevention goals can be achieved by eliminating the volume of

pollution through changing library staff and patron consumption habits, recy-
cling, and the substitution of non-hazardous or less hazardous materials.

Indoor Environmental Quality (IEQ)

Acceptable IEQ is often easiest to achieve if source control is practiced, not
only during building construction, but also over the life of the building. In new
construction, the architect may have selected building products that do not pro-
duce noxious or irritating odours; it is equally important that the library and
maintenance staff also avoid creating IEQ problems. For example, the facilities
manager should monitor and verify that pressure differentials are in fact main-
tained from restrooms, kitchens, parking garages, copy rooms, etc. to other oc-
cupied spaces to avoid the undesirable flow of contaminants. Understanding and
managing building pressure and air flows can also be the first line of defence in
controlling moisture and mould growth in buildings.

Green cleaning entryway systems

Green cleaning entryway systems specifically refer to internal and external floor
mats, grills and grates to mitigate dirt, dust, pollens and chemicals from being
tracked into a building. Maintaining the systems making sure mats are fre-
quently changed, and catch trays under grates are cleaned in combination with

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managing sand, salt, fertilizers, and other chemicals applications near building
entries, will significantly affect entryways and overall building IEQ.

Procurement
The library should institute purchasing policies that promote resource efficiency
and toxicity reduction. One example might be instituting a lamp purchasing pro-
gramme that specifies that lamps contain less than 80 picogrammes of mercury
per lumen hour of light output. Third party certification services such as Green
Seal have standards for operations and maintenance criteria for green facilities,
for industrial/institutional and household cleaning products, and for floor care
products, which set performance, environmental, and packaging requirements.
Scientific Certification Systems (SCS) provide product testing for specific envi-
ronmental attributes, to verify the accuracy of specific environmental claims
such as biodegradability. Product listings and their attributes are provided ac-
cording to construction specification categories, facilitating use in specifications.
Seek less toxic substitutes that have been proven to do the job.
Products labelled WARNING, CAUTION, DANGER, FLAM-
MABLE, POISON, REACTIVE should be avoided, unless there are
compelling reasons for their use.

Sustainable Cleaning Products

There are many environmentally preferable substitutes for most chemicals. Most
major product suppliers now have a line of environmentally preferable products
that are priced to compete with traditional products. Today, environmentally
preferable cleaning products work as well as traditional chemicals, provide a
safer work environment, and contribute to improved indoor environmental and
air quality for building occupants.

Most building service companies and in-house facility operations already use
microfibre dust cloths that cut down on the need for surface cleaners, improve
IEQ, and increase productivity.

Steam cleaning is another process change that can be used for many degreasing
situations with clear water replacing harsh chemicals.

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Work with maintenance staff to determine the types of cleaning agents

needed. Conventional cleaning supplies often contain harsh, irritating
chemical ingredients that, especially in concentrated form, can cause harm
to employees. Seek less toxic substitutes that have been proved to do the
job.
In the case of flooring, it may not be critical to use a disinfectant; a mild
detergent at neutral pH may suffice. Consult the flooring manufacturer for
low environmental impact cleaning recommendations.
Products labelled non-toxic, non-petroleum based, water-based, free of
ammonia, phosphates, dye or perfume, readily biodegradable, and using
recyclable containers, are options to consider.
Consider use of appropriate portion control devices such as mechanical
dispensers for safe mixing of cleaning solutions, to reduce worker expo-
sure to chemicals, save packaging, and reduce chemical consumption.
Pump sprays should be favoured over aerosol cans that contain ozone-
depleting propellants.
It should be noted that most cleaners are water-based and the issues of
concern are often related to the extreme pH of the cleaner, or respiratory
irritancy, rather than VOC content.

Low environmental impact cleaning

Green cleaning is not as simple as eliminating chemicals. Training is always the
key to success. Building service companies and in-house facilities managers
must constantly adjust and improve training programmes to increase skill levels,
improve worker safety, and increase efficiency. Workers need to be properly
trained in mixing chemicals, and need to know how to apply them correctly.
Many chemical vendors offer training programmes for supervisory and cleaning
staff on how to use their products. However, green cleaning is a day-in, day-out
affair that requires onsite supervision, regular reporting, and frequent refresher
training.

Consider methods for reducing the environmental impact of cleaning equipment.

As with chemicals, there has been tremendous progress made with environmen-
tally preferable cleaning equipment. LEED-EB has specific requirements with

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respect to floor vacuum particulate size (capture 96 percent of particulates 0.3

microns in size) and extraction equipment (dry in less than 24 hours). LEED-EB
requirements also specify limits for sound (less than 70 decibels) and ergonomic
design, to protect workers and decrease fatigue. In addition, full maintenance
logs should be kept for each piece of equipment, to ensure that it is properly
maintained.

Low environmental impact pest management

Low environmental impact Integrated Pest Management (IPM) takes a holistic
view of the problem and generally includes a written pest management plan with
Material Safety Data Sheets (MSDS) and Technical Bulletins on all pest control
products. The O&M plan should detail barriers, traps, and the use of baits or
chemical application techniques. A key feature would be a schedule that bal-
ances frequency with risk and enforces the timely application of preventive
measures. Facilities should also keep a comprehensive log of all pest manage-
ment activities, and all toxic materials must be properly handled, stored and reg-
istered. A well-designed and ongoing training programme is an additional must.

Further reading and references

Architects and Engineers Guide to Energy Conservation in Existing Buildings. Vol. 2 of
Energy Conservation Opportunities by U.S. Department of Energy.Washington, D.C.:
GPO, 1990.

ASHRAE Guideline 4: Preparation of Operating and Maintenance Documentation for

Building Systems. Atlanta, GA: ASHRAE, 1993.

Building Air Quality Guide: A Guide for Building Owners and Facility Managers by U.S.
Environmental Protection Agency and National Institute of Occupational Safety and
Health. EPA/400/1-91/033. Washington, D.C.: GPO, 1991.

Energy-Efficient Operation of Commercial Buildings by Peter Herzog (McGraw-Hill 1997).

Glossary of Terms Related to Health, Exposure, and Risk Assessment by U.S. Environmental
Protection Agency. EPA/450/3-88/016. Washington, D.C.: GPO, 1989.

Green & Clean: The Designers Impact on Housekeeping and Maintenance by Stephen
Ashkin in Environmental & Economic Balance: The 21st Century Outlook. Washington,
DC: The American Institute of Architects, 1998.

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 12. Green Building Management and Sustainable Maintenance

Greening Federal Facilities: An Energy, Environmental and Economic Resource Guide for
Federal Facilities Managers, Section 8: The Role of Operations and Maintenance by U.S.
Department of Energy. Washington, DC. 1997.

How Buildings Learn: What Happens After Theyre Built by Stewart Brand. Viking Press.
1994.

HVAC Characteristics and Occupant Health by W.K. Sieber, M.R. Petersen, L.T. Stayner, R.
Malkin, M.J. Mendell, K.M. Wallingford, T.G. Wilcox, M.S. Crandall, and L. Reed.
ASHRAE Journal, September 2002.

The Inside StoryA Guide to Indoor Air Quality by U.S. Environmental Protection Agency
and U.S. Consumer Protection Safety Commission. EPA/400/1-88/004. Washington,
D.C.: GPO, 1988.

New York City High Performance Building Guidelines. 1999. Part Three, Chapter on
Operations and Maintenance.

O&M Best Practice Series by Portland Energy Conservation, Inc. Includes fifteen O&M best
practices for energy-efficient buildings, stressing management, teamwork, and resource-
and energy-efficiency.

Pennsylvania Green Building Maintenance Manual by the Commonwealth of Pennsylvania in

partnership with Green Seal and Department of General Services Property Management,
2002.

Protecting the Built Environment: Cleaning for Health by Michael A. Berry, Chapel Hill,
N.C.: Tricomm 21st Press, 1993.

Standard Guide on Stewardship for Cleaning Commercial and Institutional Buildings, E1971-
98 by ASTM International.

Sustainable Building Technical Manual, Section VI: Operations and Maintenance by U.S.
Department of Energy and U.S. Environmental Protection Agency. Washington, DC:
1996.

Waste Reduction and Recycling: A Guide for the Workplace by Wisconsin Department of
Natural Resources.

Relevant links:
Clean Air Solvent (CAS) Certification Programme
http://www.aqmd.gov/rules/cas/index.html

Database of Environmental Information for Products and Services

http://yosemite1.epa.gov/oppt/eppstand2.nsf

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Energy Ideas Clearinghouse

http://www.energyideas.org/

European Union Eco-label Programme

http://ec.europa.eu/environment/ecolabel/index_en.htm

Fundamentals of Indoor Air Quality (IAQ) in Buildings

http://www.epa.gov/iaq/largebldgs/i-beam_html/ch1-fund.htm#F1.3.3.1

Green Seal Programme

http://www.greenseal.org/

IAQ and Energy Efficiency

http://www.epa.gov/iaq/largebldgs/i-beam_html/ch4-iaqe.htm

IAQ Maintenance and Housekeeping Programmes

http://www.epa.gov/iaq/largebldgs/i-beam_html/ch3-pm.htm

integrated pest management (IPM)

http://www.state.ma.us/dfa/pesticides/publications/IPM_kit_for_bldg_mgrs.pdf

Managing for IAQ

http://www.epa.gov/iaq/largebldgs/i-beam_html/ch7-mana.htm

Scientific Certification Systems (SCS)

http://www.scs1.com/

USGBC-LEED for Existing Buildings

http://www.usgbc.org/DisplayPage.aspx?CMSPageID=221

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 13. READING PLANS FOR LIBRARY PROFESSIONALS

Olaf Eigenbrodt, Baureferent, Universittsbibliothek

der Humboldt-Universitt zu Berlin, Berlin, Germany

Introduction

Plans and good communication are crucial to successful library buildings so it is

very important to understand all the information supplied.
For the librarian, building libraries is not so much about concrete or bricks as
about communication. Architects can sometimes tend to design their buildings
not with the eventual users in mind but for themselves. This may seem to be a
simple matter of establishing roles in the planning process but it is one of the
central issues to discuss with all parties at the outset. Only when librarians are
accepted as important partners will they be allowed to have full access to the
relevant documents.

Librarians may find they are treated not as the client but as some subordinate
user of the finished building especially when the municipality, university or
relevant government agency (as is common in Germany) has the role of the
building owner,. In the worst case scenario, they will only be involved in the
preliminary planning and perhaps be shown some CAD views of the design and
be taken on a guided tour around the building site. Nobody will seem to take the
views of the librarian into account. The prevention of this situation is the first
step the librarian should take at the beginning of the project.

The first thing about plans: go and get them!

Establish your role and involvement in the whole planning process with the
relevant bodies before the architect is appointed. It is important that you are in-
troduced to all parties involved as the person responsible for functional topics.
Make sure that you are going to be invited to the regular meetings and that you
get a copy of all the relevant documents.

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 Olaf Eigenbrodt

What kind of plans are there?

Most important are the construction plans. You need floor plans and sections to
really understand what is going on during the planning process. There are differ-
ent planning stages during the design and construction of the building, depend-
ing on legal requirements (a matter you will certainly have to become familiar
with) and the size of the project.

First are the plans which are presented in a competition or in response to an ad-
vertised bid. From these you can find out the architects main concept and idea
for the building in general and the arrangement of space. These plans will be
realistic but also idealised because the goal is to convince the client, or jury, of
the specific qualities of the project. To be accepted the plans need to provide the
required information. If you are part of the jury as an expert, you can influence
the decision by focusing on the functional requirements of the library. Aesthetic
matters are important but if you concentrate on them to the exclusion of other
aspects, you may be seen as an aesthete but not as an authority in library plan-
ning. So dont concentrate on the attractive CAD views or the model, showing
the library as a landmark in the urban or campus environment, but rather study
the floor plans and try to get an appreciation of the layout and space.

The next step in the planning process is preliminary planning. It is based on the
comments of the jury concerning the design presented in the competition and on
the advice of the engineers responsible for construction, building services (elec-
trical engineering, air-conditioning etc) and fire protection. At this stage the dis-
cussion of the layout of the library space takes place. The arrangement of the
different areas within the building is finalised to a large extent in accordance
with the preliminary plan. Next a construction document, or working plan, is
prepared which will be used by the builders on site. Details may be able to be
changed now but the major form of the building is fixed. This is the right time to
discuss the final plan for the interior construction. The definitive design of the
interior is often made during the construction of the shell.

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As can be seen in this schematic description of the planning process, there are
different kinds of plans and different aspects to concentrate on. Make sure that
you always get the up-to-date documents to work with.

How do you read the plans?

Some hints on reading and understanding floor plans

Training: work with floor plans of existing buildings with which you are
familiar (maybe your present library), walk around with the plans and col-
late them with the spaces you see.

Learn the language of plans: a key is frequently used on the plan to de-
scribe different notations and symbols. What is the difference between
shaded and bold lines? How do the architects illustrate different materials
like concrete, glass, wood etc? Which abbreviations do they use for the
components of the construction? If you dont understand something, ask
the architect.

What scale are the plans? The most common scale for the study of plans is
1:100 that means that one centimetre on your plan is one metre in reality.
Plans of this scale are mostly detailed enough to see the important things
but not too large to handle. Final plans or construction documentations are
often at a scale of 1:50, sometimes 1:10 to show all the important details
like connection elements or sealings. They are designed for the specialists
to discuss and work with but are not usually suitable for studying a whole
area.

Orient your plan: which faade faces in what direction? Do you have a
site plan of the building? How does it relate to the existing buildings?

Explore the building through the plans: sort your set of floor plans from
the ground-floor upwards. Make a round tour of the building starting at
the main entrance and taking in the different floors. Take a look in the

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basement. Where are the staircases and elevators? Wandering about in

this virtual library you may discover illogical connections, missing doors
and windows, problems in the arrangement of space etc. Look at the plans
from the perspective of the library user. Is the way into and through the
library complex or self-explanatory? Is it possible to reach the most im-
portant facilities without a guide or signage? Try to do this at regular in-
tervals in order to become familiar with the layout.

Keep control: compare the plans to the requirements you stated at the out-
set. Are the measurements correct? Does every room you need exist? Is it
associated with the appropriate rooms? Is there daylight where it is
needed? Who needs to be located near elevators, doors etc? Which rooms
need communicating doors? Do this floor by floor and then again depart-
ment by department. Possibly use colour to differentiate between diverse
functions of areas.

Insight through communication: discuss the plans with colleagues, experts

(e.g. for facilities for the disabled, ergonomics or learning environments)
and other people. Presenting of the plans and discussing them with these
audiences is not only important for the acceptance and the development of
the project; it also forces you to look at the plans through the eyes of oth-
ers. Furthermore those people are not as deeply involved with the plans as
you are and are therefore unbiased. Maybe they will see problems or mis-
takes that have been overlooked.

Optimisation: dont be afraid to draw on the plans. It helps to visualise

improvements and to become familiar with the design. Plotting out a new
set of plans is easy to do.

As can be seen, there are different strategies for dealing with the floor plans of
your building project. Becoming adept at interpreting plans helps the librarian to
identify with the project and gain credibility in the planning team.

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 14. RENOVATING HISTORIC BUILDINGS

Santi Romero, Architect and Head of Construction Unit,

Library Service Diputacin de Barcelona, Barcelona, Spain

Library architecture is very complex. When starting with a greenfield building

site, what is required is sufficient surface area, a good orientation and an ab-
sence of changes in level. When the starting point is an existing building, it is
helpful if the plan form facilitates conversion. Heritage buildings with their spe-
cial characteristics present an additional challenge to the already complex and
specialist field of library architecture.

INTERVENTION IN THE ARCHITECTURAL HERITAGE

The standard philosophy underpinning the retention of heritage buildings is that

things of value are preserved by one generation and left as a legacy for future
ones. Also such buildings create a sense of place and cultural identity.

With regard to architectural heritage there has been, over recent years, a con-
solidation of a culture oriented towards restoration and re-use and this has been
echoed by public opinion which has demanded re-use for social purposes.

Because of its role as a regionally-based cultural service, the library has become
a main focus of attention within this conservation policy.

ADVANTAGES AND DISADVANTAGES

Refurbishing historic buildings brings many advantages but it also presents

many technical, functional, financial, and sometimes aesthetic difficulties and
these vary according to the nature of the building and acquire greater or lesser
importance according to the criteria used to evaluate the final result.

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Advantages

In general terms the main factors in favour of heritage buildings are:

Location
The library is a fundamental part of urban design and it should be a very
important centre of attention. A well-chosen location enhances all aspects
of its influence on the community, a poor location limits its capacity to
serve the community.
Many heritage buildings are located in prime locations such as town cen-
tre areas where land is not readily available or is exorbitant in price.
Symbolic value
The historical prestige with which the community regards the building.
Architectural interest

Suitable refurbishment may incorporate the following positive features:

Rediscovery of the municipalitys identity.
Conservation and maintenance of built heritage.
Enhancement of the building by providing it with a new use.
Urban renewal and regeneration:
In some cases it can be the starting point for the refurbishment of the sur-
rounding area.
Final cost:
Depending on the condition of the building and the magnitude of the in-
tervention, the costs can be lower than those of a new building.

Disadvantages

The following are the main difficulties in converting a heritage building into a
library:
Plan form of the building.
Distribution of space:
Fragmented distribution does not lend itself to the rational organization of
the library service and leads to the expected standards being lowered con-
siderably.

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The opposite problem is posed by buildings which are too big with spaces
that make it difficult to create the varied ambiences required by the library
programme.
Changes in level:
These are an obstacle to flexibility and are a disadvantage with regard to
compliance with regulations concerning the elimination of architectural
barriers.
Vertical communication cores:
When regulations require the original stairs to be maintained, their loca-
tion and dimensions can have a negative effect on the organization of inte-
rior circulation.
On the other hand, the new facilities will require compliance with fire and
access regulations with the incorporation of new stairways and lifts.
Faades:
Buildings with blind faades, or with a very rigorous composition of
openings, can make it difficult to incorporate the elements necessary to
enhance the relationship between the interior and the exterior of the li-
brary.

Type of construction.
Load-bearing elements:
As a general rule it is recommended that the entire structure bear a uni-
form live-load of 500 kg/m2.
Heritage buildings, however, demand more accurate study since most his-
toric buildings will not bear such a load and require consolidation, or sub-
stitution, of the original structure.
The structural capacity of the existing floor-slabs, columns and founda-
tions will influence the use spaces can be put to and that means each ele-
ment should be analysed to decide what action needs to be taken. From a
very generic point of view, the following recommendations can be made:
- A real uniform live-load for all structural elements of 300 kg/m2.
- Additional live-load for each linear element of the uni-directional
floor-slabs: 500 kg per linear metre.
- Reinforcement in compression in the floor-slabs: 5 cm thick.

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 Santi Romero

Spaces intended for high-density shelving require specific study given

that the load is much greater.
Service installations:
The need to install all the services.
When considering air conditioning, the volume of some spaces, the kind
of materials used for the faade and the kind of roofing may present prob-
lems in insulating the building and therefore in calculating the capacity
and location of the equipment.

When a building is converted into a library, the problems tend to be:

The rigid organization of space.
In many cases, the poor dimensional optimisation of the space results in
inefficient use of the surface area and this has financial consequences for
both construction and efficiency of use.
The difficulty of extension
The reorganisation and extension needs of current library systems are in
conflict with the rigidity of most heritage buildings.
The buildings identity
Some heritage buildings are of a plan form that does not easily allow for
conversion into library facilities and a building sacrificed to its new func-
tion is as undesirable as having the library service subordinated to the
buildings original style of construction.
Complexity of the operation
To the architectural difficulties inherent in any library project must be
added the technical, spatial and financial complications, amongst others,
involved in the conversion of a pre-existing building.
Costs
In the vast majority of cases the final cost of a converted building is
greater than that for a new building so it is unadvisable to propose the
conversion of heritage buildings on the basis of some supposed financial
saving.

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 14. Renovating Historic Buildings

BUILDINGS THAT LEND THEMSELVES TO CONVERSION

The advantages and disadvantages of the most usual kinds of buildings can be
summarized as follows.

Palaces and castles

These kinds of buildings tend to be located in town centres or in peripheral areas

associated with parks or development areas. Such a location can be ideal for cer-
tain kinds of library.
Large interior spaces make it possible to create large areas that are suitable
for collective use while ensuring a certain flexibility in use.

Churches

Positive aspects:
Central location in residential areas.
Availability of large spaces without internal subdivisions.

Disadvantages:
Lack of natural light.
Disproportion of the spaces:
The height presents a problem for air conditioning and makes it difficult
to create an atmosphere suitable for concentration and study.

Markets and other such buildings

Positive aspects:
Central, urban location
Availability of large spaces without internal subdivisions
Internal heights that enable more floors to be added
Structures suited to the load-bearing and flexibility requirements of a li-
brary
Good, natural illumination, generally through the roof.

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 Santi Romero

Schools, hospitals and convents

These are, in many cases, located in urban areas and are provided with
open spaces, sometimes cloisters and large courtyards, making outdoor
activities possible.
They are large buildings having spaces with different characteristics,
many of which are perfectly adaptable to library use as archives, study
rooms, etc.
They have good natural light and the regular composition of their faades
enables openings to be made to enhance certain relationships with the
buildings exterior.
With regard to the volume occupied by classrooms or wards, the deter-
mining factors are the type of organization and the structural solution.
Layouts with large central passages and rooms on either side enable large
spaces to be opened up. In contrast, organizations with lateral passage-
ways, separated from the rooms by structural walls, create elongated
spaces which are difficult to convert.

Industrial buildings

Positive aspects:
They are buildings intended to be used simultaneously by many people.
They cover large areas without changes in level.
Internal heights are such that more floors can be added.
Structures suited to the load-bearing and flexibility requirements of a li-
brary.
Faades and roofs with large apertures allowing the flow of natural light.
Technical installations that lend themselves to conversion such as goods
lifts and air conditioning.

Disadvantages:
Fire regulations often require the cast-iron columns many of these build-
ings have to be covered with the consequent loss of one of their most at-
tractive features.

224
 14. Renovating Historic Buildings

Family houses
In general these are buildings that cover little area and they have frag-
mented spaces distributed over two or three floors.
They may be suitable for specialised libraries with few visitors.
Nevertheless, they present problems of circulation, access and staff moni-
toring.

WORKING METHODOLOGY

When plans are being made to convert a heritage building into a library, it is ad-
visable to analyse all the historic, architectural, technical and financial aspects to
evaluate the scope of the intervention. This information will provide an overall
view that will make it easier to decide on the kind of intervention and apply fi-
nancial rigour.
The diversity of factors makes it difficult to define a working methodology.
Nevertheless, the evaluation of the issues involved should include the following
stages:
Definition of the aims of the new facilities
Detailed study of the building
Diagnosis.

Definition of the aims of the new facilities

The drawing up of a qualitative and quantitative library programme without

considering the characteristics of the building to be converted.

Detailed study of the building

A heritage building needs to be viewed in two ways: as a historic document and

as an architectural object.

Preliminary research:
Location and basic features regarding accessibility
General state of conservation and most characteristic features

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 Santi Romero

Possibilities for adaptation to the library programme

Analysis of the legal issues concerning the building as a historic monu-
ment and the regulations concerning the possibilities for conversion (ex-
tension, addition of floors, incorporation of openings, etc.).

Historical and archaeological analysis:

Chronology of the various construction phases
The logic of the construction used during each intervention, be it as a con-
sequence of structural defects or of conversion for new uses
Determining the elements to be conserved.

Physical examination:

Architectural characteristics:
Available area
Dimensions of the main spaces and their location on the various levels of
the building
Free height between floor-slabs
Horizontal and vertical accessibility
Problems concerning the choice of the installations necessary for the new
use (lighting, heating, lavatories, complying with fire regulations, etc.).

Construction characteristics:
Faades and roof
Foundations, floor-slabs, load-bearing walls and structure, with a calcula-
tion of acceptable live-load
Infrastructures and facilities
Building materials and finishes.

Diagnosis
Comparative study of the requirements specified for the new facility and
the buildings possibilities for conversion.
Evaluation of the complexity of different types of intervention.
Approximate cost of the intervention.

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 14. Renovating Historic Buildings

TO CONCLUDE

Conversion can be recommended when the following factors are present:

Satisfactory location
Typology of building suited to the new use
Area available enables the programme to be put into effect over few levels
Favourable diagnosis on the state of the building, its capacity for conver-
sion, and the urban, architectural and social interest of the reuse
Professionals specialised in the various disciplines
Appropriate budget.

Even so, sometimes the decision is made to convert unsuitable buildings. This is
generally for two reasons:
Lack of building space.
Political and social will. The facts on the ground are a determining factor
in evaluating the heritage interest and viability of the project.

Sometimes, librarians tend to focus their attention on the shortcomings of the

new facilities without making an allowance for the compromises necessary for
the conservation and adaptation of the building.
It is inadvisable to give priority to considerations of historical conservation in
preference to requirements concerning the organization of space but this is not
always possible if the building is a protected structure.
In this kind of intervention it is not realistic to expect the same level of effi-
ciency as would be expected from a new building. No matter how much a build-
ing is transformed, the result is never optimally organised and dimensioned
spaces. It is not the building that has to adapt to the new functions but the new
functions that have to be compatible with the existing building.
When the decision is made to convert a heritage building, the architect
should enjoy creative freedom. The architectural and historical reasoning em-
ployed in the design of the project will provide a range of solutions from imita-
tive reconstruction to a contemporary intervention using modern methods and
techniques. This will give new life and significance to the heritage building.

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 Santi Romero

Further reading and references

Benedito, Josep; Orteu, Santi. Solucions arquitectniques per al disseny darxius. Lligall:
Revista Catalana dArxivstica, num. 20 (2003), p. 2734.

Gonzlez Moreno-Navarro, Josep-Llus; Casals Balagu, Albert; Falcones de Sierra,

Alejandro. Les claus per a construir larquitectura. Barcelona: Generalitat de Catalunya:
Gustavo Gili, 1997

Isasi, Justo, Lecturas cannicas. Tres bibliotecas de maestros: Estocolmo, Viipuri y Exeter.
Arquitectura Viva, num. 63 (1998), p. 2833.

Libraries as places: buildings for the 21st century: proceedings of the Thirteenth Seminar of
IFLAs Library Buildings and Equipment Section together with IFLAs Public Libraries
Section. Edited by Marie-Franoise Bisbrouck [et al.]. Mnchen: Saur, 2004.

Muoz Cosme, Alfonso, Colecciones y conexiones. El espacio de la biblioteca a travs de la

historia. Arquitectura Viva, num. 63 (1998), p. 2027.

Muoz Cosme, Alfonso. Los espacios del saber. Historia de la arquitectura de las
biobliotecas. Gijn: Trea, 2004.

Recull dinformaci bsica. Equipament bibliotecari. Barcelona: Diputaci de Barcelona.

Oficina Tcnica de Cooperaci, 1994.

Romero, Santi. La Arquitectura de la Biblioteca. Recomendaciones para un proyecto

integral. 2a ed. Barcelona: Collegi dArquitectes de Catalunya, 2003.

Vidulli, Paola. Diseo de bibliotecas. Gua para planificar y proyectar bibliotecas pblicas.
Gijn: Trea, 1998.

228
 15. SITE & LOCATION

Hellen Niegaard, Chief consultant,

The Danish Library Association, Copenhagen, Denmark

The geographical location and the site of the library premises as well as the reso-
lution of access are crucial to the attraction and success of the library and can
not be underestimated when planning a new library building. Access and acces-
sibility are fundamentals of any library.

The library as a building type is many thousands of years old and valued as one
of societys central buildings. Despite the current change in concept from the
traditional book library into the combined physical and virtual (digital) library of
st
the 21 century, the geographical location of the physical library premises is still
crucial to the attraction and success of the library.

The main considerations when selecting the site for a library are almost always
twofold. The need for a central location has to be balanced with need for ade-
quate space. A central location will provide high visibility in the local area or on
the campus which it will serve and is, like significant architecture, invaluable in
marketing the library to both users and non-users alike. Furthermore the re-
newed interest in the library as a meeting place means a central and pleasant lo-
cation in its community is more important than ever for the library of today.

Another important consideration for a library which is a public building serving

all its members without discrimination is that the site should be conducive to
architectural openness, easy access and the provision of an efficient service.

The choice of location and site is influenced by the need to have enough internal
and external space as well as attractive surroundings.

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 Hellen Niegaard

General considerations

The starting point for any new library project is often when the need for more, or
new, space is recognised by the public and/or library stakeholders or when au-
thorities need the premises for other purposes. At this stage a rough space esti-
mate is needed (see Dahlgren Chapter). This will then feed into a proper build-
ing programme for the proposed library building based on the overall vision and
current strategy for providing library services.

Once the space required has been estimated, or at the latest when the building
programme has established the kind and amount of space needed, selection of
the site may begin. The approach described here relates to a major public or uni-
versity library but may be adapted to any library type.

The ideal situation is, of course, when there are no restrictions and the choice of
site is entirely open so that the optimal location within the area to be served can
be chosen. Very often, however, the choice of site is predetermined but the fol-
lowing considerations and recommendations may still provide guidance on
points to be taken into account at this early but crucial stage.

Specific city-planner considerations

Locating a new public library in the city centre often ties in with the goal of
politicians and city planners to provide a livelier and more positive environment
in city centres which may become empty and deserted outside normal work hours.
There are several reasons for this as also stated in earlier chapter by Romero.

Public libraries function as public meeting places and houses of information and
culture. Cities remain the great demographic magnets of our time because they
provide employment and are the seedbeds of our cultural development. And
Gemze and Gehl (2004) in trying to identify the essence of the city as a phe-
nomenon state that Cities are complex centres of communication, learning and
commercial enterprises; they house huge concentrations of families; they focus
and condense physical, intellectual and creative energy. They are places of

230
 15. Site & Location

hugely diversified activities and functions: exhibitions and demonstrations, bars

and cathedrals, shops and opera houses. Libraries should, therefore, be found in
the very heart of any city and not somewhere in the outskirts.

As Edwards (2002) stresses: Libraries are part of the civic infrastructure of

towns. Aristotle defined a city as a collection of buildings where men live a
common life for a noble end and no building embodies this ideal better than the
library. The library has a key role to play in realization of the common life
socially, economically and culturally. Placed in this context, the library becomes
part of the web of civic facilities embracing education, art, administration, jus-
tice and sport. The library is an important element in the ensemble because it
addresses access to knowledge and wisdom; its natural neighbours are the art
gallery, college and town hall.

A central location on campus is equally important to a university library. In

short, libraries may create a much desired lively and attractive city/campus envi-
ronment though sometimes a central position may be sacrificed in order to gain
more space in a less favourable location.

A central location
As the location of libraries reflects the position and role of libraries in society, it
is of vital significance for the librarys contact with all potential users, that it is
not located in an isolated or a hidden position, according to Danish recom-
mendations of 1984. A library in the city centre will always have the largest
footfall because it will be visited both by the local population and by visitors
passing through the city on a daily basis.

The decentralised location

It is often not possible to obtain large enough sites in the city centre which
leaves no other choice than to go for a location on the fringes of the city. This
might, however, have one advantage for large-scale library buildings as it may
be possible to go for a larger footprint requiring fewer floors and enabling the
design of more spacious facilities than might be the case when building in the
heart of a city.

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 Hellen Niegaard

Co-locations
A substantial number of libraries have over past decades been built in conjunc-
tion with other cultural institutions such as local museums, galleries, cinemas
etc. And this is again a trend, certainly in Denmark, as it brings advantages such
as the sharing of meeting and ICT facilities, joint caretaking and maintenance
functions as well as having a greater impact from a marketing perspective.

There have been several interesting approaches recently in Helsinki city centre
in Finland. One is Library 10, a state-of-the-art library opened in 2005 which
acts as a living room and cultural and information centre open to all. The library
is situated in the main post office building in the heart of Helsinki between the
railway station and Mannerheimintie, the capitals main thoroughfare. It is a lo-
cation thousands of people walk past every day on their way to and from work.
And around 4,000 people drop by every day. Another is Arabianranta Library
established in 2004 a branch library in the centre of Helsinki and in the same
building as the university library demonstrating the growing closer cooperation
between public and research libraries.

Many public libraries main libraries and branches are located in shopping
malls; the advantage of such a location is that it is a good way to market the li-
brary to non-users. The success of the Idea Store model from Tower Hamlets,
London indicates that such a location, combined with a less traditional library
design and more retail-based interior, does reach out to the community and is
capable of attracting non-users in big numbers.

The integrated library

The public library combined with the school library at the local school premises
has been considered outdated by library professionals for many years as the
school aspects seemed to overrule public library service initiatives. However,
there is a new trend in Denmark. Combi Libraries with joint services actually
integrated and situated in a common building, centrally located in local commu-
nities in rural or suburban areas. A prerequisite for that kind of institution is a
shared vision and shared targets and strategies according to Buchhave (2006) in
order to make a real difference and make 1 + 1= 3. Buchhave also finds that the

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 15. Site & Location

integrated library does not necessarily confine itself to collaboration between

public and school libraries many more institutions can be considered. For ex-
ample via small library satellites in shops, sport centres, railway stations etc.

An independent, free-standing location is however a preferred solution for many

libraries both large and small. The reason for this is that it ensures greater visi-
bility, offers a better sense of identity and provides space for expansion or build-
ing in phases, as underlined by Michael Dewe (2006).

BASICS

The most effective location for a public library will be one that takes into ac-
count where people are to be found in the community, how they move around,
and the character of the surrounding built environment, both existing and
planned, according to Michael Dewe (2006). The same might be said about the
university library in relation to the campus.

Once all sites of an appropriate size have been identified, they must be weighed
against each other using a number of criteria relating to the future positioning of
the library building. Of those criteria, a number are fundamental. These are:

Visibility of the library itself

If possible the building should stand alone rather than be surrounded by

neighbouring buildings. The exception to this would be when the library is part
of a multipurpose complex which might include for instance the city hall or a
cultural centre, a museum, a cinema, learning facilities etc.

There are sound reasons why we see ever more glass-walled new library build-
ings. With the new type of self-cleaning glass it should be possible to see inside
the building from outside and there should also be a good outlook from the inte-
rior thus using the library activities themselves as marketing devices and invit-
ing passers-by to come inside.

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 Hellen Niegaard

Accessibility considerations
Either distance from the urban centre or distance from the primary user group
can be defined as the market area, which according to Coughlin (1972) ranges
from 0. 6 2.0 km for children, from 0.9 2.4 km for youth and from 0.8 3.0
km for adults when planning branches. For main (city) libraries and for univer-
sity libraries closeness to the natural centre is essential, according to Edwards
(2002), stipulating, A good location is one which integrates the library into the
civic and cultural life of the town or municipality.

Any library should be centrally located allowing equal access to the library ser-
vices for all potential users groups from a geographic as well as a demographic
point of view. And it should promote real interaction with the surrounding envi-
ronment including easy access for disabled users.

Easy access should be available for all users whether they are coming by bicy-
cle, car and public transportation or walking as well as meeting the special needs
of the disabled, elderly, young children and parents with children. Michael
Dewe (2006) stresses that access for the disabled is not limited to the building
itself but also physical barriers, such as a busy road, even where tunnels,
bridges and crossings are provided, may deter users from visiting the library.

Exterior spaces
Sufficient exterior space is an important factor. Parking lots for the public, 1 per
50100 sq metres, depending on access to public transport and other local facili-
ties. Free space (+1525%) for purposes such as establishing access and ramps
for deliveries, book mobiles etc., waste disposal facilities and bicycle-parking
for staff.
Landscaping the relationship between the building and its surroundings
should be harmonious. Often the library space is extended to the city space itself
by adjoining squares, parks or green areas.

Future oriented location

The chosen site should of course offer sufficient and better space for current
services and future extensions. Danish recommendations suggest +6070% pos-

234
 15. Site & Location

sible extension (Biblioteksbygningen, 1984); which would be reasonable for a

new building in the suburbs but which seem rather unrealistic in city centres.

How to proceed: checklists

Various library manuals and publications provide advice about the phases of li-
brary planning including site selection. One such which is suitable for large or
small projects and, although aimed at public library buildings, is also of rele-
vance for academic libraries, is the American Library Associations Checklist
of Library Building Design Considerations (Sannwald 2001). It also includes
aspects such as cost efficiency. Some of the general guidelines given are:
A. Is the site appropriate for a library given its function and clientele?
B. Is the site conveniently located to the population served by the library?
C. Are there existing structures on the site that must be demolished?
D. Will the site provide visibility of the building and its function from the
street?
E. Will the site provide adequate traffic flow and safe access for all vehicles
plus pedestrians?
F. Will a library be an appropriate use of the land parcel in question?
G. Are there liabilities or nuisance factors to adjacent properties and their ac-
tivities?

Further reading and references

Berndtson, Maija (2005): A new physical library in Finland p. 45 in Nordic Libraries and
their organisations in the 21st Century, Danmarks Biblioteksforening in cooperation with
the Nordic Library Organisations

Biblioteksbygning (1984). En vejledning udgivet af Bibliotekstilsynet. Bibliotekscentralens

Forlag, Danmark

Buchhave, Bente (2006): New Perspectives for the merging of public and school library, p.
2023, Scandinavian Public Library Quarterly (SPLQ) 1.

Coughlin, Robert E. (1972): Urban analysis for branch library system planning.
(Contributions in librarianship and information science. 1), Greenwood Press

Dewe, Michael (2006): Planning public library buildings: concepts and issues for the
librarian. Ashgate, Hampshire

235
 Hellen Niegaard

Edwards, Brian with Biddy Fisher (2002) Libraries and learning resource centres,
Architectural Press, Oxford

Gehl, Jan and Lars Gemze (2004): Public Spaces public life; Copenhagen Danish
Architectural Press, Copenhagen

Sannwald,W ed (2001) Checklist of Library Building Design Considerations. 4 th ed. ALA,

Chicag

236
 16. WHAT TO LOOK FOR:
A CHECK LIST FOR VISITING LIBRARY BUILDINGS

Marie-Franoise Bisbrouck, Director of the Library,

University Paris-Sorbonne, France

Visiting other libraries is a central part of any new library building project in
order to gain inspiration and to learn from the successes and failures of others.

Areas to focus on include:

the organization of the collections and the public spaces,
the flow of both users and materials housed in the building,
the organization of staff areas,
the architectural treatment of the building, including general environ-
mental factors (volumes, comfort, lighting, ventilation, use of colour etc.),
estimation of required areas and volumes for each space or function,
the different types of furniture and their adequacy with regard to required
functions
solutions, tricks and practical hints obtained from the profession or col-
leagues, to ease potential sticking points

Prior to the visit prepare a check-list to ensure that nothing is left out (such as
ones tape measure!).

It is important to reflect on general impressions gained during the visit, and to

remain constantly alert; keep the exercise active by posing numerous ques-
tions, rather than simply being along for the ride. In most cases, there will be
no chance of a repeat visit to the building so make absolutely sure enough time
is allocated for the visit in the first place.

It is also essential that any complete and in-depth visit to a building includes
note-taking, and the photographing of general and detailed views, in order to
provide a precise record of what was seen. Moreover, it is often useful not to
visit alone but to go with one or two colleagues: no two people ever see pre-

237
 Marie-Franoise Bisbrouck

cisely the same thing as each has his or her own way of viewing things and ob-
serving details that another might miss.

Finally, it is important at all times to try and adopt the viewpoint of the user (or
rather the various types of users), and also of the library staff (and even the col-
lections!), in order to understand fully the likely operation of the site, and any
potential errors or dysfunctions.

General considerations
Status of the library: municipal/ academic/ other?
Type of project: construction/ extension and restructuring of an existing
building/ remodelling?
Owner: state/region/local authority/university board/other?
Name of architect(s)
Projected date on which library staff move into the building
Opening hours of library and possible existence of a reduced-service op-
eration at certain times (in particular, early morning or late evening)
What types of public will be frequenting the building?
Location of library: within the city or on an academic campus/ proximity
of public transport/ sited on heavily used routes used by the public/does
the building proclaim its vocation?
Is the building dedicated solely to library-use or will it be shared with
other users (museum, archives, town hall, theatre, cultural centre, learning
establishment etc.)? If it is shared between multiple uses, is the library en-
trance easy to find?
Architectural insertion of the building within its environment
Is the library visible from the outside (public entrance, faades, lighting,
signage leading directly to the building entrance)?
Is building very visible at night (special lighting)?
How does the building present itself from the outside: is it a flagship in
the city or on the campus? Description of faades: ratio of full to glazed
bays? Quality of faades? General aesthetics? Dimensions of the building
with regard to the immediate environment?

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 16. What to Look for: A Check List for Visiting Library Buildings

Is it possible from the outside to detect even a partial idea of what the
building may house? Is there a certain legibility concerning the various
functions?
General geographical disposition of the building, sunlight, green spaces.
Surface area of the library, and layout by functions and groups of func-
tions (public services, internal departments, stores etc.); respective sizes
of useful areas and circulation.
Total number of floors? Number of floors for the public/for the staff/for
storage?
Number of reading rooms/ open access collections (in linear metres or in
volumes)/ collections held in store (in lm or in volumes)? Available room
for collections upon opening of building to the public? Growth-potential?
Proximity of parking (cars, bicycles)

Library public areas

Organization of spaces and collections:

Public entrance and lobby: how are they treated? Are volumes, colours
and surface areas welcoming and attractive? Do they ensure immediate
orientation within the building, and comfortable siting of the various ar-
eas? Is there provision for public racks for clothes or belongings (motor-
cycle helmets, sports-bags etc.)?
Positioning of staff workstations: reception, borrower service desks, in-
formation desks, reader-assistance etc.; staff mobility, corridors, passage-
ways and access to internal departments and stores?
Is there provision for self service machines? How are they positioned in
the areas (grouped at the exit or dispersed around several areas?). Did the
installation require inclusion of a conveyor system to transfer returned
material back to the book stacks?
Siting of antitheft system? Mode of surveillance available to library staff?
Computerised access to library catalogue: number and location of com-
puters?
Access to databases? Dedicated computers? Internet caf?

239
 Marie-Franoise Bisbrouck

Organization of open-access collections: ratio of open-access collections

to overall resources of the library? Collections comprising a mix of dif-
ferent types, or classified by major media types? Display of periodicals
(Last issue only? Last year only? All years?); Storage of special docu-
ments (maps, plans, drawings, audiovisuals etc.); Room/areas provided
for on-line access? If so how arranged? Existence of computer work-
space? Language laboratories? Exhibition space? Conference room?
Open-access stores? Existence of special collections requiring specific
services or spaces (theses, manuscripts, medals, numismatics etc.).
Special attention should be paid to IT facilities number of screens, loca-
tion (centralised or dispersed), presence of dedicated user-support staff;
means of consultation (standing, seated); collective or individual use; ac-
cessibility of printing etc.
Organization of reading spaces: workrooms in traditional reading rooms?
Individual rooms (in closed carrels? Dispersed around the public areas?),
Reading lounge? Workrooms for groups? Organization of open-access
collections within reading spaces?
Existence of amenities: areas comprising armchairs, coffee tables, cush-
ions; cafeteria? Bookshop? Possible disturbance sources (noise, waste
etc.)
Organization of spaces according to potential noise generated by public
activities?
Organization of public circulation: staircases enclosed or open, escalators,
elevators. Good legibility for public circulation? Does staff circulation bi-
sect public circulation? Disturbance due to noise?
Location of photocopiers, printers: are they grouped or located in various
spaces/areas? Are they well isolated acoustically? Are they well venti-
lated, either naturally or by mechanical means?
Disabled access: is it comfortable, harmoniously integrated into general
circulation of rest of public?

User comfort
General legibility of public spaces with regard to other areas? Will users
know easily where they are?

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 16. What to Look for: A Check List for Visiting Library Buildings

Are ceiling heights compatible with the surface areas of the various
spaces?
What are the overall impressions afforded? Pleasant spaces? Good use of
areas and spaces? Areas having little relation to intended functions? Hi-
jacking of areas for uses other than those intended?
Is furniture in harmony with the various areas and spaces? Is it ergonomic
? Is it comfortable? Is it aesthetically pleasing? Does it allow various
types of use group-working, individual work, relaxation, discussion,
meetings? Do choice and positioning of furniture promote user-
friendliness/comfort?
Is signage clear and legible (general signage and local signage including
to the collections)?
Do users have access to a cafeteria? A fast-food outlet? A smoking area?
Rest areas?
Are toilet and cloakroom layouts suitable?
Are areas for various other activities suitable?
Quality of lighting: natural lighting/ artificial lighting?

Circulation and internal staff areas

Circulation
Specific entrance for the library staff? For collections and supplies?
Routing of deliveries (supplies, documents, materials etc.) within the
building. Location with regard to staff work areas?
Transfer of materials to reading rooms (by trol-
leys/conveyors/elevators/goods lift/booklift/staircase?)
Proximity or otherwise of certain book-processing areas to reading spaces
or stores?
Layout of technical and scientific staff workspace (on one or several lev-
els?)

Work-organization
General organization of internal spaces: split or combined offices? For
which functions? Number of floors? Links to intended public spaces?

241
 Marie-Franoise Bisbrouck

Siting and organization of library management and administration ser-

vices
Siting of the receiving and sorting room: documents, mail, materials, sup-
plies etc.
Organization of the collection processing chain: by type of documents
(books, periodicals? etc.), common to all documents?
Organization of cataloguing: pooled or individual offices?
Shared office policy?
Processing of documents (antitheft, loans etc.)
Repair of documents, preparation of documents for outside bookbinding
Exhibition preparation area?
Does the library have various storage rooms for furniture, supplies, boxes,
display boards, cleaning materials & equipment?
Are the surface areas intended for various activities suitable?
Availability of meeting spaces?

Staff comfort
General human-factors aspects of the premises
Furnishings, fixtures and equipment
Sanitary fit-out (toilets, showers, cloakrooms)
Kitchen and rest-room
Meeting room, staff training room, professional library spaces,

Storage facilities
Open-access stores: for what types of collections? Siting with regard to
reference areas?
Closed stores, not accessible to the public? Special protection for certain
collections?
Storage organised over how many floors?
Check ceiling heights, width of circulation areas,
Type of shelving: free-standing? Mobile? Constant spacing? Height stan-
dard or to measure? Full-height stores (special construction above 3m),
automated/computerised storage?

242
 16. What to Look for: A Check List for Visiting Library Buildings

Collection transfer means between stores and reference areas: trolleys

/staircases/ conveyors/ lift / service lift / booklift?
Layout of circulation in stores: outside of stores/legibility/easy access?
Fire-prevention means: sprinklers/ smoke detectors/other?
Central or area lighting? Existence of detectors for automatic lighting by
zone?
Signage for collections in stores

Building techniques
Understanding load bearing factors of buildings (locating of walls,
posts/columns)
Natural lighting, artificial lighting (background lighting and area lighting,
lighting-control etc.); lighting of building over night?
Heating, ventilation, air-conditioning: climatic quality of environment
Are floor/wall/ceiling coverings suitable?
Quality of sanitary tapwork
Acoustic quality of the building: with regard to external environment; in-
side of building (intra-public-service areas, intra-internal departments, be-
tween public services and internal departments etc.)
Electrical installation: power sockets for cleaners; extensive computer
connections; audio-visual equipment power sockets
Wiring of building; wifi support,
Security of collections: antitheft protection system, emergency exits con-
nected to fire detection & sprinkler systems etc.
Personnel security: treatment of emergency exits, alarm system, fire
safety, special security measures in the event of late-opening of building
etc.
Centralised building management system?

Other aspects
What provisions for cleaning of faades? Full bays? Glazed bays?
What provisions for extension of the building?

243
 Marie-Franoise Bisbrouck

Summary: general impression at end of visit

Your overall impression: select three or four more-positive points and three or
four less-positive points concerning the visited building, from the different as-
pects of visibility, accessibility, diversity, organization, flexibility, comfort and
other human-factors, safety and aesthetics!

244
APPENDICES
 NATIONAL STANDARDS INTRODUCTION

Library representatives from several IFLA member states have time and time
again asked IFLAs Building Section for standards on library buildings. Exam-
ples from France and Spain including plans (see photo section) are given here
for guidance and inspiration.
Note that the standards from Spain refer to the Province of Barcelona, re-
gional standards of Cataluna and Murcia are available as a pdf-file at
http://travesia.mcu.es/documentos/pautas_servicios.pdf (seen 2007).

It should also be noted that DIN (Deutsches Institut fr Normung) in Berlin is

updating its Fachbericht 13 on standards for research library buildings. It was
last revised in 1998.

The ongoing revision will include standards for public library buildings as well.
The revision is expected to be carried out within a year or two. The intention is
to have the standards ISO-certified later.

To obtain current and future DIN-standards, see http://www2.din.de/.

247
 THE NOTION OF STANDARD SURFACE AREA
AND CONSTRUCTION OF FRENCH LIBRARIES

Marie-Franoise Bisbrouck, December 2006

There is no obligation in France to provide libraries for the inhabitants of any

municipal structure; and while no-one contests the advantage of having a library
for the students of a university, there are, on the other hand, no standards relat-
ing to the number of documents held, the number of reading places provided, or
the size of areas for a given student population.

Furthermore, France does not have any real construction standards for its librar-
ies, whether public or academic, such as might be obligatory and enforceable by
any local authority or institution wanting to build or renovate a library.

All that exist are recommendations, conceived for to academic libraries, in

1993 (Bisbrouck 1993) and slightly remodelled in 2000 after an assessment
campaign involving close on 10 years worth of building construction experi-
ence (Bisbrouck 1992-2000). For public libraries, similar recommendations
were promulgated in 1975, and confirmed and developed in 1983, and again in
1996 (Grunberg 1996). Thus, the recommendations in terms of university
printed collections are for a minimum of 150,000 volumes (which is derisory),
and for reading places, a total of one per 10 students, or better still, one for every
2
five or six students, the surface-area recommendation being 1.50m per student.
It should be noted that a figure of even one square metre per student is very
2
rarely achieved, such that the national average stands at around 0.70m per stu-
dent. This figure today appears difficult to increase despite the large number of
construction projects undertaken since the beginning of the last decade (itself
due to the very high growth in student numbers over the same period).

As regards local authority libraries, the recommendation is for a minimum use-

ful area of 0.1m2 irrespective of the population, and 0.009 reading places per
capita for towns of less than 20,000 inhabitants, and 0.007 reading places per

248
 The Notion of Standard Surface Area and Construction of French Libraries

capita for towns greater than 20,000 inhabitants, central libraries and branch li-
braries on the one hand, with no distinction being made between adult sections
and childrens sections.

For both types of libraries, the stated recommendations or requirements

were promulgated by the respective central administrations (Ministry of Culture
for public libraries, and Ministry of Education for academic libraries), there
never having been any desire to transform them into obligations for the respec-
tive local authorities or institutions.

The recommendations relating to surface areas to be incorporated into the pro-

gramming of various parts of new library buildings do not differ very much be-
tween municipal libraries (excluding childrens libraries) and academic libraries.
The following table shows those used for academic libraries, including the
modificationst applied in 2000 in the light of recommendations submitted by the
Evaluation of New Buildings working group.

249
 % of circulation to
Type of area Useful area per unit NOTES
add to useful area
RECEPTION AREAS

The Notion of Standard Surface Area and Construction of French Libraries

Public Section
Lobby 5% of the public- Accessible public spaces = documentation + reading places + toilets.
accessible space For libraries with less than 1.200 places, the figure is generally nearer 1 m2 for 3 + 25%
reading places
2
Toilets 3.5 m per toilet 1 toilet for 60 workstations (including handicapped toilets)
Staff Section
Information desk 15 m2 per workstation This indicator is variable depending on the organisation
Circulation desk 15 to 20 m2 per This indicator is variable depending on the organisation
workstation

EXHIBITION SPACE 60 m2 minimum Depends on size of library + 25%

CONFERENCE SPACE Depends on university

+ 25%
equipment

REFERENCE AREAS Circulation between tables = 0.80 useful m in each direction (excluding chair
250

footprints)
Reading places
Single reading station 2.70 m2 per person 2.50 m2 per person for 4 opposite-facing places; 3. 40 m2 per person for 2 opposite-
(average) facing places
Worksurface dimensions: 1m x 0. 70m
Reading places with a 3.50 m2 per person 3.15 m2 per person for 4 opposite-facing places; 3.85 m2 per person for 2 opposite-
computer station (average) facing places + 25% on average
Worksurface dimensions: 1. 25 m x 0 70 m
Individual work booth 4.30 m2 per person Desktop = 1.50 m x 0.80 m. Door giving on to circulation Adjust to + 35% or +
(carrel) 40% for very small
spaces (group,
Reading places with 4 m2 per person 3.70 m2 per person for 4 opposite-facing places; 4.40 m2 per person for 2 opposite-
workstations,
audio-visual equipment (average) facing places
carrels, photocopy
Worksurface dimensions: 1.30 m x 0.82 m
areas)
Reading places for large- 3.50 m2 per person 3.40m2 per person for 4 opposite-facing places; 4.20 m2 per person for 2 opposite-
format documents (average) facing places

Group work area 2 m2 per person Worksurface dimensions: 1.20 m x 0.90 m. Room without documents
 Free-access documentation
Titles

The Notion of Standard Surface Area and Construction of French Libraries

Free access for most 3.5 to 4 lm/m2 25 items per lm: 5 to 6 shelves per shelving unit; circulation between shelving: 1.80
commonly consulted m
documents + 25% on average
Area for 10,000 items 107 m2
Number of items per m2 88 to 100 documents
Free access for least 5.5 to 6 lm/m2 30 items per lm; 5 to 6 shelves per shelving unit; circulation between shelving: 1 m
commonly accessed
documents and free-
access stores
Area for 10,000 items 58 m2
Number of items per m2 165 to 180
Bound periodicals
free access for See "Titles" 1 year's subscription = 4 titles on average (but depends on discipline in question)
most commonly consulted
documents
251

free access for least See "Titles" + 25% on average

commonly accessed
documents and free-
access stores
Grouped periodicals
Free access for most 2 lm/m2 Documents front-facing; 4 shelves per shelving unit; circulation between racks =
commonly accessed 1.80 m
documents
+ 25% on average
Area for 1,000 titles 125 m2
Number of periodical titles 8 titles
per m2
Free access for least 2.9 lm/m2 Documents front-facing; 5 shelves per shelving unit; circulation between racks: 1 m
commonly accessed
documents and free-
access stores
Area for 1,000 titles 85 m2
Number of periodical titles 12 titles
per m2
 Reprography The required number of photocopiers depends on the library's intended public(s); + 35% to + 40%
Standalone photocopier 9 m2 per photocopier area per photocopier includes one side-table per machine.
Banked photocopiers 7 m2 per photocopier

The Notion of Standard Surface Area and Construction of French Libraries

Virtual-information research room 4.5 m2 per place The percentage of circulation to add to the useful area must be adjusted to 30%
+ 30%
(teaching places)

STORES 35 volumes per linear metre

Traditional storage 7.5 to 8 lm/m2 6 shelves on average per shelving unit; circulation = 0.75 to 0.80 ms between
Area for 10,000 items 36 to 38 m2 shelving and 1.60 m for the main circulation between groups of shelving
Number of items per m2 263 to 280 volumes + 20%
Storage on mobile shelving 12 to 12.5 lm/m2 6.5 shelves on average per shelving unit; 1 width-modifiable circulation of 0.90 m for
Area for 10,000 items 23 to 24 m2 6 shelving elements
Number of items by m2 420 to 438 volumes

INTERNAL DEPARTMENTS
Staff work areas 15 m2 per person For library permanent staff (acquisitions, cataloguing etc.) working full-time
10 to 12 m2 per person For administrative staff (budget, personal, secretariat etc.) working full-time
5 to 6 m2 per person For part-time staff, irrespective of function within establishment
252

Common areas (meeting rooms, 7 m2 per person Up to N = 15 staff members + 40% on average
kitchenette, reprography area,
storage room for supplies and 6 m2 per person Beyond N = 15 staff members
materials, cloakrooms, toilets,
showers etc.)

PLANT ROOMS Occupying ever-greater proportions of buildings, these areas (boiler room,
ventilation, centralised building management centre, security room etc.) must be
+ 40%
taken into account in the useful area. They may represent 5 to 10% of the useful
area of a building.

VERY IMPORTANT LOADBEARING MUST BE EXACTLY THE SAME FOR ALL PUBLIC AND STAFF AREAS , FOR TRADITIONAL STORAGE AND
RECOMMANDATION FOR CIRCULATION : 600 KG PER SQARE METER
FOR MOBILE SHELVING, LOADBEARING MUST BE: 1.200/1.500 KG PER SQUARE METER
 The Notion of Standard Surface Area and Construction of French Libraries

References and further reading

"Building a University Library From Design to Build". Edited by Marie-Franoise
BISBROUCK & Daniel RENOULT. Paris : Editions du Cercle de la Librairie, 1993
(Collection Bibliothques), 304 p. ISBN 2-7654-0518-2.

University Libraries: Evaluation of New Buildings (1992-2000). Edited by Marie-Franoise

BISBROUCK. Paris : Ministre de lEducation nationale, Direction de lenseignement
suprieur, sous-direction des bibliothques et de la documentation. Paris : La
Documentation franaise, 2000, 152 p. ISBN 2-11-004575-2

Libraries and The City: A Technical and Statutory Working Guide. Edited by Grald
GRUNBERG with the collaboration of Direction du Livre et de la Lecture. Paris : Le
Moniteur, 1996, 452 p., ISBN 2-281-12217-4

253
 LIBRARY STANDARDS
IN THE PROVINCE OF BARCELONA, SPAIN

Santi Romero, February 2007

These standards have been drawn up by the Library Service of the Diputaci de
Barcelona: http://www.diba.cat/biblioteques.

The Library Services mission is to advise and support local councils on the
creation and development of library services. To this end, the Service leads the
Municipal Libraries Network of the province of Barcelona in order to provide
territorial balance and quality of library service, offering equality of access for
all members of the public to information, knowledge and culture.

The Diputaci de Barcelonas tradition of support for libraries goes back a long
way, but it was in 1989 that this mission to cooperate with and to serve the local
authorities with regard to library matters acquired its greatest impetus.

The Library Service initially set standards for public libraries in the late 1980s,
and since then they have undergone updating and revision. The IFLAs public
library guidelines include as an appendix the standards that were used by our
institution from the 1990s until 2001.
The current working version is that of December 2001.
At present, work is in progress to revise the current standards, and we hope to
have new, revised, standards available by the end of 2007.
The current standards take account of our countrys Library System law
(1993), which makes it obligatory for all municipalities with a population of
over 5,000 to have a permanent public library. Nonetheless, the standards re-
quire the provision of a permanent public library where there are more than
3,000 inhabitants.
In the case of rural areas, a mobile library service is to be provided in mu-
nicipalities whose populations range from 300 to 3,000.

254
 Library Standards in the Province of Barcelona, Spain

To summarise, the requirements are as follows:

Municipalities with 300 to 3,000 inhabitants. Mobile library service
Municipalities with 3,000 to 5,000 inhabitants. Permanent facility. Branch
libraries.
Municipalities with 3,000 to 30,000 inhabitants. Single facility.
Municipalities with more than 30,000 inhabitants. Local network. The law
establishes that municipalities with over 30,000 inhabitants may have a
network, in accordance with their urban structure.

The current standards include parameters that define the library facility needed
by a municipality, according to its population, along with the number of square
metres per department, the items in the collection, the equipment, the staff, and
the minimum hours of service.
The current standards were, and the new standards will be, the basis for
drawing up the Library Map of the Province of Barcelona, which defines the
deficits that exist in the public library system and priorities for investment, as a
tool to plan and prioritise the necessary investment.

Below:

Basic Public Library Standards in the province of Barcelona and a Programme

for a Public Library

255
 Page 1/2
Basic public library parameters

Branch library Local library Urban central District central

municips. of municips. of municips. of municips. of municips. of municips. of municips. of municips. of municips. of municips. of
Revised: December 2001 3,000 inh. 5,000 inh. 10,000 inh. 20,000 inh. 30,000 inh. 50,000 inh. 70,000 inh. < 30,000 inh. 30,000 inh. 100,000 inh.

Documentary resources

Library Standards in the Province of Barcelona, Spain

Documentary resources initial - final
Information/ reference (volumes) 300- 450 500- 750 750-1,100 1,200-1,650 1,500-2,000 1,900-2,500 2,500-3,200 1,300-1,750 1,700-2,300 2,600-3,300
General (documents) 2,500-4,750 4,400-8,000 7,700- 12,800 12,800-27,150 16,500-34,500 24,000-51,500 34,000-73,300 14,200-29,950 18,000-37,950 36,000-76,700
Children (documents) 900-1,700 1,600-2,750 2,750-4,500 4,400-8,000 5,500-10,500 8,600-15,000 12,000-21,000 4,700-8,800 6,000-11,250 12,000-22,000
Music (CDs) 300- 600 500-1,000 800-1,600 1,600-3,200 2,000-4,000 3,000-6,000 4,000-7,500 1,800-3,500 2,300-4,500 4,400-8,000
TOTAL 4,000-7,500 7,000- 12,500 12,000-20,000 20,000-40,000 25,500-51,000 37,500-75,000 52,500-105,000 22,000-44,000 28,000-56,000 55,000-110,000
Periodicals (titles) 45-50 90-100 100-110 160-180 200-220 220-240 240-260 150-170 220-240 240-260

Urbancentral Urbancentral Central Comarcal Central Comarcal

Note: Final: -10% apro Final: -10% aprox. Final: -10% aprox. Final: -10% aprox.
In municipalities where there are 2 or more libraries, lthe distribution of the collections by type of library
may mean a reduction in the final collection of the central library of about 10%. Local library: Local library 1: Local library: Local library 1:
Initial: 10,000 Initial: 10,000 Initial: 10,000 Initial: 10,000
Final: 18,000 Final: 18,000 Final: 18,000 Final: 18,000
Local library 2: Local library 2:
256

Initial: 10,000 Initial: 10,000

Final: 18,000 Final: 18,000

Furnishing
Reading points (*)
Periodicals area 12 16 20 24 28 40 46 24 30 50
Information and general collection area 20 30 44 52 80 106 150 52 84 176
Music and image space 3 4 5 6 7 8 10 6 7 10
Children's area 14 20 26 32 36 40 44 32 38 48
TOTAL 49 70 95 114 151 194 250 114 159 284
Multi-purpose space 40 50 60 70 90 100 140 70 96 160

Computer work-stations
For public access
Catalogue consultation 2 3 4 6 7 8 9 6 7 10
Internet 2 4 5 6 7 9 11 6 7 12
For internal use
Work stations (administration) 3 5 7 8 10 14 16 8 10 18

Mullti-mediaspace --- --- --- 5 6 7 8 5 6 10

Shelving (linear metres) (**) 209 348 558 1,115 1,422 2,091 2,927 1,227 1,564 3,067

Displays for CDs- 225 CD/modulel- 60x90 cm 2 3 4 8 10 15 19 9 12 20

Self-loan equipment (***) --- --- --- --- --- 1 2 --- 1 2

(*) Support, multi-media and work spaces are not included.

(**) The figure is for the number of linear metres needed to house the final free-access collection. Storage requirements must also be considered.
(***) This list is for reference. At the time of establishment of the service the expected number of daily loans must be assessed.
 Basic public library parameters
Page 2/2
Branch library Local library Urban central District central
municips. of municips. of municips. of municips. of municips. of municips. of municips. of municips. of municips. of municips. of
Revised December 2001 3,000 inh. 5,000 inh. 10,000 inh. 20,000 inh. 30,000 inh. 50,000 inh. 70,000 inh. < 30,000 inh. 30,000 inh. 100,000 inh.

Building
(en m2 )
Reception and promotion area
40 60 80 110 140 160 250 110 150 260

Library Standards in the Province of Barcelona, Spain

Vestibule
Multi-purpose space 50 70 80 90 110 130 180 90 120 200
Store 10 10 10 10 15 20 20 10 20 25
Periodicals area 50 60 80 100 120 180 220 100 130 250

Information area and general collection

Information and reference area 60 75 130 150 210 250 350 150 220 400
General collection area 80 125 220 300 490 700 1,050 300 500 1,300
Music and image space 30 50 60 70 100 140 160 70 110 200
Support spaces --- 25 40 40 60 120 120 40 60 125
Multi-media space --- --- --- 20 25 30 40 20 25 40

Children's area
Knowledge area 40 60 95 120 150 175 200 120 160 215
Imagination area 40 60 110 135 120 135 150 135 130 175
Small readers' space --- --- --- --- 50 65 75 --- 50 75
Support space --- 20 20 25 30 50 65 25 50 70
257

Internal work area

Management office 15 20 20 20 15 15 15 15 15 15
Meeting room --- --- --- --- 15 20 20 15 20 20
Work space 15 35 45 65 20 25 35 20 30 50
Store (*) --- --- --- --- 75 100 120 65 90 150
Staff rest area --- 10 10 15 15 25 30 15 20 30

Total programmed area 430 680 1,000 1,270 1,760 2,340 3,100 1,300 1,900 3,600

Total built area 581 918 1,350 1,715 2,376 3,159 4,185 1,755 2,565 4,860

(*) In stores of more than 100 m 2 the viability of compact stacks should be considered. This would affect the surface area of the store, as well as the suitabi lity of the structure.
(**) Includes logistic areas and space occupied by the structure.

Staff
Human resources
Library manager --- 1 1 1 1 1 1 1 1 1
Librarians --- --- --- 1 2 2--3 3--4 1 2 4--5
Auxiliaries (*) 1 2--3 3--4 4 5--6 7--8 9--11 4 6 12--14
Service assistants 1 --- --- 1 1 2 2 1 1 2

Weekly hours of service 25 30 34 34 40 45 50 34 40 60

Note: This provision for staff is conditioned by the size of the library and its distribution.The calculations are based on a working week of 35 hours.
(*) In the case of a branch library, the auxiliary will be responsible for the library's management.
 LIST OF CONTRIBUTORS

Current positions of all contributors plus mail addresses (May 2007).

Marie-Francoise Bisbrouck, Director of the Library, University Paris-

Sorbonne (Paris IV), France; [email protected].

Anders C. Dahlgren Director, Library Planning Associates Inc., Illinois, USA;

[email protected].

Olaf Eigenbrodt, Baureferent, Universittsbibliothek der Humboldt-Universitt

zu Berlin, Berlin, Germany; [email protected].

Cecilia Kugler, Principal, CK Design International, Sydney NSW, Australia;

[email protected].

Karen Latimer, A&FS Librarian, Library Services & Research Support, Infor-
mation Services Queens University Belfast, UK; [email protected].

Andrew McDonald, Professor and Director of Library and Learning Services &
Head of Lifelong Learning Centres, University of East London, United King-
dom; [email protected].

Hellen Niegaard, Chief consultant and editor of the periodical Danmarks BIb-
lioteker, The Danish Library Association, Copenhagen, Denmark; [email protected].

Santi Romero, Architect and Head of Construction Unit, Library Service Di-
putacin de Barcelona, Barcelona, Spain; [email protected].

Janine Schmidt, Trenholme Director of Libraries, McGill University, Montreal,

QC, Canada; [email protected].

Sean Wagner, AIA, LEED AP with contributions from Jeffrey Scherer, FAIA
of Meyer, Scherer & Rockcastle, Ltd. (MN), USA. Sean Wagner;
[email protected] and [email protected].

258
 ACKNOWLEDGEMENTS

The IFLA Library Building & Equipment Section Committee expresses its
warm thanks to Sjoerd Koopman, IFLA Headquarters, and Manfred Link,
SAUR Verlag, for supporting and publishing the Library Building Guidelines.

Thanks also to all contributors currently or previously members of IFLA Library

Building & Equipment Section and its Committee.

Thanks also go to architect Sean Wagner from Jeffrey Scherer, FAIA of Meyer,
Scherer & Rockcastle for contributing to the publication.

The authors and editors warmly thank all IFLA Library Building Section Com-
mittee members from 20012007 for their support of the project.

Finally special thanks to:

Various libraries and library agencies throughout the world for making
this publication possible by giving information about their own libraries.
A long list of libraries and library professionals, architects and others who
provided photographs of library exteriors and interiors for the publication.
David Houston, Queens University, Belfast for photographic assistance.

Karen Latimer & Hellen Niegaard, editors May 2007

259
 INDEX

Emboldened page ranges refer to chapters; italicised page numbers indicate illustrations. All
entries refer to libraries unless otherwise indicated.

24/7 opening 72 Bisbrouck, Marie-Franoise 79, 8395, 107,

11926, 248
Aarhus Public Libraries 34, 36 on check lists 23744
accessible space 17, 103 Bitner, M.J. 158
architects' perspective 18890 Black Diamond library (Denmark) iv, 33, 40
and electronic resources 756 Bochum Family Library (Germany) 43
adaptable space 16, 103 book mobiles 43, 44
administration and management 83, 88, 92, books
242 libraries without vi, 356, 41, 44
air-conditioning 187 space for 12932
air quality 164 book stacks vii, 61
aisles, cross 1356 Boone, M.D. 19, 77
Alcazar Public Library (France) xv, xvi BOT (build-operate-transfer) process 113
ground floor plan xxiv branding of libraries 656, 97
first floor plan xxv and signage 166
second floor plan xxvi Brand, S. 16
third floor plan xxvii Braun, C. 97, 107
ambience 71, 221 Brazillion, R.J. 97, 107
Amby, Jan v brief, furnishing 183
amenity areas 88, 240 brief, project 8, 51, 52, 701, 112
American Library Association 48, 56 architects' perspective 194200
Aralis Library and Information Centre (Hel- elements of 103, 1201
sinki) xii interior design 14471
architects 52, 801, 106 British Library, St. Pancras (UK) 33
how to choose 1236, see also competi- bubble diagrams 157, 160, 199
tions, architectural budgets 169
perspective on library projects 172202 building process 96116, 11926
architectural icons, libraries as 3940 building techniques 243
architectural process
specifications 1745, see also brief, pro- cabling 181, 187
ject cafs 19, 72, 778, 140
drawing up 17880 Carlson, S. 81
furnishing project 1802 Carmack, B. 104, 106
Area Summary Calculations Table 1545 Carnegie libraries 39
rias, Joan xxi, xxviii carpets xvii, 153
Asplund Public Libraries (Sweden) 39 Cassin, E. 22
assignable spaces 1413 cataloguing 92
@your library 56 Cerritos Public Library (California) 37
audiovisual materials 1323 check lists 23744
Australian Catholic University library xviii children's spaces xix, xxii, 139
circulation desks xvii
Barking Learning Centre (UK) 19 circulation, internal 93, 187, 240, 241
Bennetts Associates xi Citizen Service Centres 345, 43
bidding and contract negotiation 110, 125 cleaning products and equipment 21012

261
 Index

clients 57, 59, see also users Dewe, Michael 80, 233, 234
climate control 61 digital lifestyle 36, 151
codes, building 141 digital readers 634, see also IT (Informa-
collections 734, 197, 240 tion Technology)
vs. connection 32 Dillon, David 55
layout of 60 disabilities 17, 70, 111, 1889, 240
and needs assessment 53 displays viii, x, 623
online 62 District 6 Public Library (Barcelona) xxi
space for 12836 ground floor plan xxviii
special 1346 document processing 867
staff activities regarding 83 Dowlin, K.E. 16
storage of 603 dramatic quality, see inspirational space
College, National and University Libraries, duration of building works 183
Society of (SCONUL) 14, 23, 111
colour 19, 93 East London, University of - Docklands
comfort 93, 2401 Campus i, ii, iii
communication during building process 98, Educause 64
147 Edwards, V. 23
community spaces 76 efficiency ratings 142
competitions, architectural 112, 123, 124, efficient space 22, 103
216 Eigenbrodt, Olaf 21518
computers viii, ix, x, 645, 134, 239, see electrical services 153, 191, see also cabling
also ICT (information and communication energy management 2078
technologies); IT (information technology) entrances 867, 923, 15960, 239
conducive space 20, 103 green cleaning entryway systems 20910
conference rooms 139 environmentally suitable space 103
consistency of design 160, 166 Environmentally Sustainable Design (ESD)
construction phase 110, 125, 183 170, 1934
consultants, building 106 estates managers 1056
consultation 701, 102, 148 estimating space needs 901, 92, 12743
conversions, building 2235 evaluation of alternatives 1012
cooperative libraries 40 evaluation, post-occupation 111
Copenhagen Business School vi, 356, 42 exhibition spaces 78
Core, Jane 78 extendibility 152, 1903
costings 164, 177 exterior of building 189
Coughlin, Robert E. 234 eZone, MacDonald campus library (Mont-
creativity in a building project 99 real) ix
'Cybrarians' 44, see also virtual reality ex-
periences faades 221
face-to-face assistance, see personal service
Dahlgren, Anders C. 4754, 73, 85, 100, Fainsilber, Adrien xxiv
101 Faulkner-Brown, H. 102
on estimating space needs 12743 finance, project 108, 113
Dancik, D. 69 fire prevention 243
Delft University of Technology 40, 69 fixtures, furnishings, and equipment
deliveries, receiving 92 (FF&E) 125, 1534, 1802
departments, organising space by 86, 198 flexible space 62, 72, 75, 1513, 221
Designing Libraries website 111 architects' perspective 1868
design phase 1089, 125, 1489 and live-load bearing capacity 934

262
 Index

floor space 489, 131 inventories 49, 127, 143

Florida, R. 26 Island of Culture (Denmark) iv
Fox, B.-L. 14, 19, 22, 23 IT (information technology) 23, 76, 103,
functional space 15, 41, 103 240, see also computers; ICT (information
and interior design 169 and communication technologies)
function, organising space by 856 access area xvi
furnishing contract 184 Ito, Toyo 32, 72
furniture installation 185
future-proofing 16, 94, 103 Jaume Fuster Public Library (Barcelona)
xxii
Glasgow Caledonian University 72, 78 ground floor plan xxix
Gttingen, University Library (Germany) xi second floor plan xxx
governing body 105 third floor plan xxxi
green buildings 20314 basement plan xxxii
green cleaning entryway systems 20910 JISC (Joint Information Systems Commit-
grounds 206 tee) 13, 16, 19, 23
group study rooms 63, 76 infoNet 77
growth, rate of 130 Jobb, P. 69
Grunberg, G. 248 Joint Theological Library 1545, 157
Jones, E.J. 19
hand-over of works 125, 184 Jones, W.G. 22, 99
Haraldslund branch library (Denmark) 43 journals x, 62, 132
Health, Department of 113 Jubilee Library (Brighton) xi
HEFCE (Higher Education Funding Council
for England) 13, 22 Kenney, B. 26
heritage buildings 160, 21928 Kent, F. 68
Higher Education Design Quality Forum 13 King, M. 80
Higher Education Funding Council for Eng- kitchenette 90
land (HEFCE) 13, 22 Kolding Municipality (Denmark) 35
HM Treasury 113 Kommunalreformen 2007 (Denmark) 345
Houben, Francine 69 Koolhaas, Rem 7, 31
housekeeping 90, see also maintenance pro- Kugler, Cecilia 41, 14471
gramme Kulturen (Denmark) 40
Hurt, C. 26
landscaping 206
ICT (information and communication tech- Lang, B. 114
nologies) 31, 36, see also IT (Information Latimer, Karen 6882
Technology) Lauridsen, Jens 367
access area xv, xxiii, 18 layouts, spatial xiii, 85, 15761, 163
pervasive computing 38 furniture 181
Idea Stores 34 leadership 97
IEQ (Indoor Environmental Quality) 209, learning facilities 77
see also air quality learning, life-long 34, 37
ImaginOn Building (North Carolina) 40 learning resource centres 13
information commons 76 learning spaces 64
inspirational space 25, 68, 701 lecture space 1389
instruction areas 34, 139 LEED-EB (Leadership in Energy and Envi-
interactive space 20, 367, 103 ronmental DesignExisting Building)
interior design 109, 14471 205, 21112

263
 Index

libraries needs assessments 4754, 101, 143

branch 434, 656 networked resources 756
'hot spot' 44 new buildings 70
main 42 Niegaard, Hellen 3046, 77
public 14951 noise 21, 77, 93, 1634, 240
themed 43 nonassignable spaces 1413
without books vi, 356, 41, 44 non-print materials 74
Library Associations, International Federa- Northumbria University 78
tion of 56
Library Building Projects database 111 Oak Park Public Library (Illinois) xiii
lighting 21, 74, 93, 162, 163, 181 OCLC Environmental Scan: Pattern Reco-
artificial 187 gnition 57
MacDonald Public Library ix offices, separate 88, 137, 241
literacy, information 37, 80 opening hours 72, 85
live-load bearing capacity 934, 153, 1867 open plan areas v, 85, 88
and heritage buildings 2212
Llins, Josep xxii, xxix part-time staff 92
lobbies xviii, 18990, 239 'passage' 190, see also circulation, internal
local government 345 Peckham Library and Media Centre (UK)
Lomax Cassidy & Edwards xi 76
Lushington, N. 102 periodicals x, 62, 132
personal service 37, 41, 44
M & E (mechanical and electrical) services desks xvii, 137
73 personal space 1623
maintenance programme 1845, 194 pest management 212
sustainable 20314 PFIs (Private Finance Initiatives) 113
managers, library 105, 113 phases, project 1246, 200
marketing libraries 39, 5567, 159 photocopying areas 89, 92, 140, 240
Martin, E. 26 'place', library as 25, 301, 114, 150, see
Mason, E. 97 also 'third place'
McDonald, Andrew 36, 41, 70, 72 plans
on the building process 96116 analysis 109
on good library space 1329 how to read 21518
McGill University Library ix pollution prevention 2089
McKay, Hugh 150 Porcelaenshaven (Denmark) vi, 356, 42
mechanical and support services 1413 PPPs (Private Public Partnerships) 113
meeting places, libraries as 32, 38 preparation areas 89
meeting rooms 50, 76, 138, 242 Private Finance Initiatives (PFIs) 113
mobile units 43, 44 private space 83, 85
moving in 110, 125 professional assistance, see personal service
multipurpose facilities 76 programme phase 124, see also brief, pro-
Myrick, P. 68 ject
programme statement, see brief, project
Naestved Municipality Library (Denmark) project team 1048, 148
v, 32 public access 33, see also accessible space
National Standards 73, 247 public-oriented activities 83
Barcelona, Spain 254 public space xv, 6882
standard surface area (France) 248 purchasing policies 210

264
 Index

Queen's University (Belfast) xii Shill, H.B. 70, 75

Quinsee, A.C. 22 shopping malls 34
Quintana, Mrius xxi, xxviii showcasing the library 159
signage and wayfinding xx, 656, 15761,
Range, P. 23 1658
reading spaces xiv, xx, xxiii, 240 Singapore SengKang Community 44
recycling 2089 site handover 125
reference materials 601 site selection 47, 51, 108
refurbishing existing buildings 22, 70, 219 size, building 51, 52
22 Smith, Hammer & Lassen iv
regulations, building 141 Snyder, C. 103
relationship diagrams 157, 160, 199 social spaces 8, 1501
retail spaces 78, 140 solar protection 93
Revill, D. 102 Solbjerg Plads library, Copenhagen Busi-
RFID (radio frequency identification) tech- ness School vi, 32
nology 24, 36, 61 sorting, automated 80
risks in a building project 99 space, desirable qualities of 1329, 103
Rockwell, E. 107 accessible space 17
Rogeon, Didier xxiv adaptable space 16
Romero, Santi 106, 172202, 2545 conducive space 20
on heritage buildings 21928 efficient space 22
Rose, Andrea 69 functional space 15
inspirational space 25
safe and secure space 22, see also security interactive space 20
Safety Committee report 126 planning 978
Saint-Quentin en Yvelines, University li- safe and secure space 22
brary (France) xiv shape 91
scale, domestic 161 varied space 18
Scherer, Jeffrey 20314 space needs, estimating 901
Schmidt, Janine 39, 5567 data sheets 1556
SCONUL (Society of College, National and dpi.state.wi.us/dpi/dlcl/pld/plspace.html
University Libraries) 14, 23 49
Scottish Funding Council (SFC) 13 spaces, assignable/nonassignable 1413
screens, plasma or LCD 66, 167 special collections 1346
seating, readers' 50, 53, 63, 74, 75, 150 staff
District 6 Public Library (Barcelona) xxi comfort 242
lounge type vii as educators 80
MacDonald Campus Library ix part-time 92
Oak Park Public Library (Illinois) xiii on project team 107
Seattle Central Library 7, 31, 3940 surveys of 58
security 61, 65, 72, 91, 103 work areas 53, 79, 8395, 1378
antitheft 239 stairs and lifts 21, 93, 221
self service xii, 41, 59, 79, 239 stakeholders 1478
Sendai Mediatheque (Japan) 32, 72 storage 603, 74, 8990, 242
service goals 129, 143 off-site 102
shape of space 91, 159, 186 study spaces iii, vii, 75, 76, 140
shared facilities 62 style and fashion 1645
shelving 32, 41, 60, 74, 131, 242 sub-contracting 125
mobile 135

265
 Index

tables 63 Wagner, Sean 20314

technical committees 124 walls, internal 72, 153, 186
technology 127 water use reduction 2067
temperature 164 Watson, L. 19, 20
tenders 182, see also bidding and contract Webster, D. 23
negotiation West Ryde Public Library xvii, 158, 166,
'theme park' approach to learning 18 168
'third place' 38, 42, 69, 74, 76, see also children's spaces xix
'place', library as reading spaces xx
toilets and cloakrooms 90 windows 194
Tolbiac library (Denmark) 33 wireless solutions 64, 72
Tonner, S. 70, 75 wiring 93
Tower Hamlets Council (London) 34 Wisconsin Library Agency 127
training and staff meetings 89 Wisconsin Library Building Project Hand-
Trs Grande Bibliothque de France 33 book 100
work areas 53, 79, 8395, 1378
users 162 lighting 163
individualistic approaches 70 positioning 239
needs 36, 41 size of 878
profiling 14951 workshops 92, 137
on project team 107 Worpole, Ken 39
and public space 6882 'wow' or 'oomph' factor 103
spaces for 74, 1367, see also 'third place' Wu, J. 16
surveys 58

varied space 18, 103, 162

ventilation 93
Vera, Joan xxii, xxix
Vienna City Library 40
virtual reality experiences 38, 40, 41, 42
visibility of service points 160
vision 97, 1457
visitation rates and times 58
visual hierarchy 161, 162

266
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