August 27, 2007

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UTC Lupton Library

Internal Committee for New Library

August 27, 2007

 

 

Present:            Valarie Adams, Mike Bell, Virginia Cairns, Steve Cox, Anna Lane, Theresa Liedtka, Cheryl Van Mater, Andrea Schurr and Beverly Simmons

Guests:             Janet Spraker

Absent:             Toni Carter and Jason Griffey

 

 

 

Theresa reported she is in the process of loading documents from the Internal Committee for New Library on Google Documents so all committee members will have access to the documents and capabilities to make revisions. Members must have a G-mail account to access Google Documents. If committee members do not already have a G-mail account they need to register for one at <a href="http://www.google.com/">www.google.com</a> and click on the G-mail tab. All committee members should e-mail Theresa their G-mail address so she can give them to access the documents.

 

 

 

 

Theresa reported the new server is still not operable and until it is the Lupton Library wiki can only be accessed on campus. Monty Wilson is in contact with Dell to determine the problem with the server and remedies. 

 

The Lupton Library wiki is located at <a href="http://www.utc.lib/wiki">www.utc.lib/wiki</a> . Committee members will need to create an account to access the wiki. This is a different account from G-mail. All documents, including minutes, related to the Internal Committee for New Library will be stored on the wiki. In order for documents to be housed on a wiki they must be tied to a web address which in this case is Google Documents. 

 

 

 

Theresa thanked those who have submitted their ten observations of libraries they visited this summer. Theresa is in the process of compiling the lists and will distribute soon, as well as post on the wiki.

As stated in the last meeting Theresa would like committee members to send her any readings on the subject of libraries to share with the external committee members so they can get an idea of directions libraries are taking both now and in the future. She thanked Beverly for sending some suggestions and encouraged all committee members to do some reading on the subject on new libraries and if committee members find a reading they think is beneficial to pass the title along to her. 

 

Theresa stated she recently did a review for a book titled Managing Facilities for Success and while the focus was on renovating and reallocating space the concepts are applicable as we think about service models and work flow issues. Theresa also read the first in a series of six articles from the Council of Library Information Resources Report which she has found to be one of the best descriptions of what is currently happening in libraries.

 

 

 

 

Theresa reported there is a problem with the electronic file of the Description of Programs received from Appalachian State. The problem starts on page 137 which starts the Library IT section. Theresa has sent an e-mail to Anne Miles at Appalachian State to determine if another electronic file or hard copy is available.

 

 

 

Several questions arose from the last meeting which Theresa passed on to Janet for clarification. Below is a summary of her answers.

 

1)      Parking-The question was asked if UTC Administration envisions a parking garage/area on the new library site. Janet stated Dr. Richard Brown, Vice Chancellor Finance and Operations, is still advocating a parking garage on the site however the UT System historically does not allow capital funds to be used for parking. Dr. Richard Brown is hopeful he can convince UT System to change their minds on this matter. If UT System stands by their practice of not allowing capital funds to be used for parking, funds would need to come from Auxiliary Services if a parking garage is built in conjunction with the library. Janet shared she has had discussions with Cindee Pulliam, Auxiliary Services, and Tom Ellis, Assistant Vice Chancellor for Operations Facilities Planning and Management, about adding a new parking garage (where lot 4 is currently) to the outlay list which could possibly be approved next July.

 

It is understood that a few handicapped parking spots would need to be available on the site. It is not clear if parking would be visitors (with meters) or for students, faculty and staff. Janet suggested Theresa meet face to face with Dr. Richard Brown within the next few weeks to discuss parking as this could have an effect on the layout of the building.

 

 

2)      How Many Floors-The question was asked if a determination was made as to how many floors the new library would have. Janet stated the footprint for the site of the new library is 63,500 square feet. Janet anticipates the new library will have to be a minimum of four stories to achieve the proposed square footage of the building.

 

On a related matter Janet informed the group that the State Building Commission is scheduled to meet September 13, 2007. The architect for the new library will be selected at this meeting. UTC has submitted a list of three preferred architects and in most cases the State Building Commission will assign one of the preferred architects to the project. Janet did warn that occasionally the State Building Commission will assign an architect that was not on the preferred list.

 

3)      Infrastructure IT Costs-Theresa questioned if the IT infrastructure was part of the construction cost. Janet explained there are two categories of costs related to a building project, the actual construction cost and FF&E costs (furniture, fixtures and equipment). Both categories of costs make up the total allocated budget which in this case is $48 million. Usually the IT wiring falls under the FF&E expenses and since these items normally are requested towards the end of the project there is a danger of not having funds available if the project goes over budget. Janet is going to request the IT wiring actually be categorized as a construction cost to make sure funds are available when needed.

 

 

 

Theresa reported the external committee is close to being finalized. Theresa and Janet will co-chair the external committee. At this time there are 23-25 people on the committee. Three undergraduate students and two graduate students are willing to serve. The Deans’ recommendations for the committee include Tom Gavin (Business), Kristi Gibbs (Education), Billy Harris (Computer Science), Karen McGuffie (Legal Assistant Studies), Verbie Prevost (English), Kit Rushing (Communication) and Cecelia Wigal (Engineering). Others willing to serve include Karen Adsit, Jon Coddington, Terry Denniston, David Pittenger and Gavin Townsend. Theresa stated Alumni Affairs would like to have a representative on the committee and will submit a name soon. Student Development also plans to have a representative. Vicky Leather, Chattanooga State Library, has agreed to serve on the committee and Theresa plans to invite David Clapp, CHCBPL, to serve as well.

 

Ex-Officio members include Chancellor Brown, Dr. Richard Brown, Dr. Phil Oldham, Linda Collins-Landscaping Committee, Tom Ellis-Facilities, Bob Lyons-Development, Cindee Pulliam-Auxiliary Services and Monty Wilson-Telecommunications. Ex-Officio members are welcome to attend all meetings and will be copied on all mintues.   They will be asked to attend specific meetings where their input is needed on specific issues (i.e. Cindee Pulliam will need to be at a meeting when the café is discussed, Monty Wilson when IT issues are discussed, etc.). Theresa will update everyone once the external committee is finalized.

 

 

 

 

The committee reviewed the staff work area spaces submitted by each department. This was a blue sky project and spaces need to be discussed and readjusted as we move towards a final submission to the architects. These descriptions will be posted to the wiki soon. After reviewing the spaces the following suggestions were made:

 

1)      Janet suggested Theresa set up a meeting with Richard Brown, Debbie Parker and Cindee Pulliam to begin discussions regarding the café area within the next month as the contractual aspects need to be ironed out.

 

2)      Careful consideration needs to be given to the elevator size for the freight elevator. Janet stated an actual freight elevator was installed in EMCS building and it has been problematic. Janet suggested basing the size of the elevator on the pallet sizes of books and furnishings that will be moved from floor to floor via the service elevator and an estimated weight of a maximum load.

 

3)      Another area that will require careful consideration is the placement/size of the loading dock area. Janet stated that a loading dock that is equipped to accommodate an eighteen-wheeler uses a significant amount of space.

 

4)      Everyone seems to be in agreement that it would be nice to have doors with side lights to all faculty/staff offices as opposed to a window insert in the door.

 

5)      Several departments requested conference rooms, kitchenettes, supply closets, etc. Where departments live in the new building will determine what sort of additional spaces (other than offices) are needed, and whether they will be shared or utilized by a particular department.  Careful consideration needs to be given to placement of the staff areas (spread out vs. together) as this will effect work flow and synergy.   Theresa suggested we add this topic to the next meeting agenda and that committee members should begin to think about the pros and cons of each approach.

 

6)      Janet stated there are some loose standards for staff/faculty offices and they are as follows:

 

a.       Enclosed offices must be a minimum of 100 sq. ft.

b.      Faculty offices are approximately 150 sq. ft.

c.       Conference rooms (for 20) are approximately 400 sq. ft.

 

Janet stated in terms of a standardized template everyone should use the template from the Appalachian State model. Anna will e-mail the template to committee members so those who used another template can transfer their information to this format.

 

 

 

 

Theresa distributed a draft of the introduction to the Description of Programs. Committee members are to review the document for discussion at the next meeting. Some of the areas have question marks that will need to be addressed at the next meeting. Committee members should also come prepared to begin discussions the following topics:

 

 

Anna and Theresa will work together to try to identify standards for offices, cubicles and workroom space.  

 

Mike should begin forecasting the number of book orders for the next several years utilizing the annual Acquisitions rate for the past decade. Once he arrives at a forecast this information should be passed along to Andrea so she can determine shelving space and floor plans for the next several years. This information will be used to discuss open floor shelving versus compact shelving.

 

 

The next Internal Committee for New Library meeting is scheduled for Monday September 10, 2007 at 2:30 in room 208.

 

Respectfully submitted,

 

Anna Lane