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Needs Analysis for the New Tigard Library NEEDS ANALYSIS for the new Tigard Library b.,.. 1 i # ws..,.:•.:',..,.,--.... .Sten, I,,..1,....L'1.1s.1.irft0•0'..—t F.6'` :-.jp d,ar. ' ...,. . ,,, 1.•,.' 2' I..L.,,,. ,i,, •t, ..411, .. ',,E_ .. .{ 1.1 • 'x 0f NUr- ►MON i » !r ' a - ,. ll :I'' 7 , II ' F t V . .s,. Ir..."'"- 4 . ,.. .. -- ''.•?:;,',--... L' - �' hp,; ' .. >. ��♦��' • .-';: fir Ras ," ugust , 2111 w 4 .. 44, Z\ ,.. a ffr-....r, . -' • op o. s,.,3• FINAL w i - ;' 1' No" • 1 x me ' , II I P I_ [ Y •�\ 4 ��tir f V „fi t'• ' ✓ ... ,.. _ ____. __,______. _______.... ........ ..._____. , . _______-\-.--T- - . - . 1 ARCHITECTS CITY OF TIGARD OREGON MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Manager FROM: Margaret Barnes, Library Director, DATE: August 31, 2000 SUBJECT: Final Report "Needs Analysis" Attached to this memo is a copy of the final draft of the "Needs Analysis for the new Tigard Library" submitted by BML Architects. As you know, the Library Construction Committee met with Rich Brooks from BML on Thursday, August 17 to review and accept this draft. This needs analysis report represents the first phase of the Committee's work. Next, the consultant will be working with the staff to evaluate site locations and programming needs of the Library. I have also included a copy of a memo dated August 16, which was sent by the consultant, Cynthia Ripley. Finally, included in this report as an attachment is a copy of Resolution No. 00-49. This resolution established the New Tigard Library Construction Committee. Attachments • 13125 SW Hall Blvd., Tigard, OR 97223(503)639-4171 TDD(503)684-2772 From: Cynthia Repley[Cripley@RipleyArch.com] Sent: Wednesday,August 16,2000 8:45 AM To: 'Rich Brooks' Subject: RE:Tigard Library Dear Rich, I would appreciate it if you would pass this memo along to Margaret Barnes and members of the committee. As yoti know, when we received the copy of the library mark ups on our final report,there was a note from Tony Greiner who had called Portland State University,and learned that the Oregon Office of Economic Analysis had population projections through the year 2040 for the counties. He then calculated Tigard's current per cent of the county population, which is 8.9%and applied it to the 2040 projection which results in a projected population for Tigard of 66,203. If the collection size and square footage factors which we have used in the report are utilized in conjunction with this projection,the size of the library increases. 2.5 items per capita= 165,507 items 3.5 items per usable square foot=47,927 net square feet 47,927 X 20 circulation factor=57,512.Gross Square Feet We have recommended a library which is 46,890 Gross Square Feet, which is approximately 11,000 Gross Square Feet less then the size that might be anticipated mid century. To my way of thinking,projections forty years out are not necessarily very accurate,but the information underscores two important issues. The council should be cautious about reducing the size of the current proposed library; there is ample evidence that Tigard will continue to grow. This means there will be more users, and there will also he a larger base to spread the cost of financing the project. In selecting a site, this may be a good number to use for calculating building expansion and parking needs. Thinking ahead to mid century also serves as a reminder to people, that public buildings need to be built to a quality that lasts at least a hundred years. We have learned that if buildings are designed to last in the first place,they be remodeled and expanded,rather than being demolished with the resulting loss of investment The Multnomah County Library in Portland is a good example. There are many smaller buildings through out the-country which exhibit the same permanence. These questions pertain to an analysis of to life cycle costs. Because we are aware that the city is tentative about the level of support for the library and therefore concerned about cost,we suggest that the council become educated about the costs of permanent civic buildings. Engaging BML's cost estimator to do a survey of recently built libraries in the area would provide this information. I am concerned that the case be made for the appropriate cost per square foot investment in the library. Calibrating the council members an appropriate standard of construction may take some library visits. Rich,I hope you will check my math,and I hope the meeting goes well on Thursday evening. The committee is off to a good start,and I appreciate the library's careful scrutiny of the report. The rationale ... has to be defensible to critics, not the just believers. Cynthia CITY OF TIGARD, OREGON RESOLUTION NO. 00-44 q A RESOLUTION TO ESTABLISH THE NEW TIGARD LIBRARY CONS!'RUCTION COMMITTEE TO ADVISE THE CITY COUNCIL ON THE OPTIONS AVAILABLE TO PLAN FOR AND CONS IRUCT A NEW TIGARD PUBLIC LIBRARY. • WHEREAS, the City of Tigard Library does not have sufficient space to serve its present service population; and WHEREAS, the Tigard City Council recognized the need for additional Library space and created a Library . Expansion Committee in late 1999; and -' WHEREAS, early in 2000 the City Council and Budget Committee met and concluded that rather than expand the existing facility a new Library is needed in a location other than at the present civic center property; and WHEREAS, the Expansion Committee met on several occasions, worked with the City Council to select an architect, and is considering all options available to meet the future needs of the Library service community. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: A New Tigard Library Construction Committee is hereby established and its membership shall consist of the present members of the Library Expansion Committee (Curtis Tigard, David Chapman, and George Burgess). SECTION 2: The mission of the New Tigard Library Construction Committee is to work with an architect to develop a plan and proposal to be reported to the Tigard City Council in 2001 proposing a solution to the Library facility needs and suggesting appropriate locations for the facility. SECTION 3: The composition of the Committee shall not exceed nine (9) members. The City Council .., shall select additional members to the Committee without restricting membership to residents of the City of Tigard. Members should, however, be residents of the Library service area. Membership should be broad based including individuals who are involved in Library activities through either membership on the Library Board, participation in the Friends of the Tigard Library, volunteers at the Library, or as regular users of the Library facility. Some representation by members of the Tigard business community is recommended. SECTION 4: The New Tigard Library Construction Committee shall comply with the Oregon Public Meeting Law, meet on a regular basis, and forward recommendations to the Tigard City Council so the Council may consider placing a bond measure on the November 2002 ballot. RESOLUTION NO. 00-1-I�! Page 1 SECTION 5: The term of service for appointees to the Committee shall be for the duration of the Committee's activities, with the conclusion of activities to be determined by the Tigard City Council. PASSED: This g141 day of}i k -2000. President—Tigar ity Council ATTEST: City Recorder-City of Tigard RESOLUTION NO. 00-y"1 Page 2 Needs Analysis — Contents Contents Part One - Needs Analysis 1. Introduction: Objective of Study Study Methodology and Process Acknowledgments 2. The Tigard Community Demographic Characteristics 3. Existing Library Services: General Comparison with Other Libraries Comparison with Library Standards History of Library Service Information Gathered from Library Users on Library Collections, Services Facility and Technology Summary of User Comments Comments from Staff Focus Group Consultant Observations 4. Recommended Plan of Service Standards and Service Population Basic Elements of the Library Program Space for Collections Public Seating Public Use Technology Stations and Training Room Staff Work Areas Meeting Areas Friends Space Special Use Space Unassignable Space Part Two — Facility Program — Guiding Principles Summary Of Component Space Requirements General Planning Criteria Design Challenges Operational Criteria Information Systems Criteria Building Systems Criteria Interior Design Needs Analysis — Contents _ Architectural Criteria Site Planning Criteria Component Descriptions and Diagrams The Public Forum -Meeting Areas Entrance, Information and Borrowers Services Reference Periodicals New Books AN Main Collection -Adult Fiction, Non-Fiction Children's Center Young Adults Center Special Collections The Technology Leaning and Support Center Collection Services - Staff.Work Areas Volunteers and Friends - Work Areas Operations - Delivery, Unloading/Breakdown, Mail, Storage Administration Leased Space — Coffee, Snack Part 3 —Site alternatives and Selection Appendix Acknowledgments Standards Sources H Needs Analysis - 1 Introduction Introduction The City of Tigard is sponsoring a study of the library services in Tigard. The project consists of three parts: Part One - a needs assessment and recommendation of a plan of service Part Two - the development of a library building program to accommodate the services Part Three - site selection, concept design, and development of the project budget The project is being supervised by the Library Construction Committee composed of members of the city staff, library staff and appointed residents. The members of the committee are: _ Curtis Tigard, Public Member David Chapman, President of the Library Board George Burgess, President of the Friends of the Library Joyce Patton, City Councilor Kathy Sleeger, Ad Hoc Public Member Gus Buenas, City Engineer Tony Greiner, Library Project Liaison Margaret Barnes, Library Director Bill Monahan, City Manager Objective of Study The Objective of Part One of this study is to assess both the current and future needs of the library in order to project the appropriate service plan, staffing, and size of needs for the library for the next 15-20 years. Phase One information will be the basis of the library building program. The size of the building and the plan of library services'will also help determine where the library is located and how big the site needs to be. — Study Methodology and Process The key methodology employed for the needs assessment was gathering input from a wide spectrum of stakeholders in the community. City and library staff, members of the public and the Library Construction Committee were all engaged in interviews and focus groups to ensure participation by a wide cross-section of library users. Library operating statistics required by the Oregon State Library were provided to the consultants to establish use and circulation patterns. Demographic data from the Metropolitan Regional Service District (METRO) was used to establish the characteristics of Tigard as a community. METRO is the — t Needs Analysis - 1 Introduction regional government planning organization in the Portland metropolitan area. Operational measures and facility standards are based on information developed by the Oregon Library Association and the consultants'experience with other libraries. Acknowledgments The consultants wish to acknowledge the effort and support received from the City and the Library in providing background information, assisting with the collection of data on services, and in developing publicity for the input process. Group meetings were held by the consultants during observation and interview sessions on April 14 and 15, 2000. Focus group sessions were held with different groups during a two-day site visit. The focus group sessions explored issues that included what residents and library users felt were the key issues facing Tigard both now and in the future. Questions related to residents' use of information sources and libraries in Tigard and in the region; factors that influenced or were barriers to library use; and opinions about current services and services needed in the future. 2 Needs Analysis — 2 The Tigard Community Overview Tigard is the eleventh largest city in Oregon. In 1998, according to METRO statistics, the population of the city itself was 37,200. In evaluating the performance of libraries, the concept of the service population needs to be considered. The service population is often larger than that of the incorporated city, calculated at 49,000 for Tigard. The statistics on service population come from the Oregon State Library. Tigard is located in Washington County and was incorporated in 1961 from unincorporated Washington County. Once a small commercial center that served farming families, it is now a community whose white-collar population primarily commutes to various destinations within the Portland Metropolitan area. There is a significant job base in Tigard, more than the total population according -- to METRO regional statistics, which indicate that people are coming into Tigard to work and are using city businesses and services. Highway 99 bypasses the downtown business district but it bisects the town. The highway is frequently congested at peak periods. The congestion on the regional highway impedes access to the historic downtown. METRO has prepared an analysis of changes to population and growth between 1994 and 2017, called the Regional Forecast and TAZ (transportation allocation zone) Project. It shows that Tigard will grow from 33,730 to 42,789 in population. The current population suggests that growth in Tigard is ahead of the projections. Demographic Characteristics (based on 1990 census) Information from the 2000 census was not available at the time this report was — prepared. Some of the data has undoubtedly been superseded. However, anecdotal accounts from residents and staff indicate that, while the number of people and the cost of housing may have increased, the general characteristics of the population seem to be the same as in 1990. - Tigard is mostly middle class (80%). It is a community with middle aged adults who have raised their families but are staying in the community, and it is a community of young families with children. - Households: 49.9 percent of households had children and of these, 46.6 percent are classified as a married couple family. - Race and Ethnicity: The population of Tigard is homogenous and parallels the state population at large. Most of the people in the town are white (total - 27,679). Other races include Asian or Pacific Islander (total - 1006), Hispanic or Latino (total - 690), African-American (total - 216), and Native-American (total - 188). 3 Needs Analysis - 2 The Tigard Community - Income: The median income in Tigard is $42,112 per year, somewhat higher than the state as a whole including the city of Portland. The median incomes for neighboring communities are as follows: Lake Oswego - $60,949, Beaverton - $41,483, Hillsboro - $36,847 - Education: Approximately 30% of the adult population have a _ bachelor's degree, with 90.9% having a high school degree. Much of the housing is from the 1960s and is still reasonably priced according to a scan of the demographic indicators. Some areas of the county are being developed as high-end developments where $500,000 homes are being built, particularly south of the city limits where there are affluent commuter cities/bedroom communities. Bull Mountain is one such affluent area. As these communities grow to the south, people will work in Tigard and Portland, and traffic and commuting will continue to be a factor. Among the groups we interviewed, there are different perceptions as to whether residents are willing to support a new library. Some say residents are fiscally conservative and that Tigard is a "meat-and-potatoes" type of community. Others say residents of Tigard are generous donors and family-oriented. To exemplify, they refer to current fundraising efforts to raise money for a teen center. Tigard has many seniors. There is a large population of retirees in the library service area who live in King City and Summerfield. Seniors do not have access —' to very much public transportation. Schools and children are important. There are 2,000 high school students at Tigard High. The City of Tigard is concerned with strengthening its schools. In May 2000 voters passed a local tax option for the Tigard/Tualatin School District for operating costs. In recent statewide testing, the average scores for the Tigard schools were marginally better than statewide scores. The spirit of volunteerism, which characterizes Tigard's solution to problems, is already addressing some issues. Senior citizens and community members are volunteering in th&SMART (Start Making A Reader Today) and OASIS programs to help children leam to read. These programs provide one-on-one time for children to read with an adult to enhance their reading skills. Community members also volunteer for the Lunch Buddy Program. This program matches adult mentors with elementary school students. LINK student leaders at Tigard High are mentoring incoming 9th graders and WEB student leaders in the middle schools serve as mentors for incoming 8th graders. Middle school students read with elementary school students once per week. The City of Tigard Library houses a homework center on Mondays, Tuesdays and Wednesdays to provide tutored assistance to middle and high school 4 Needs Analysis — 2 The Tigard Community students. Some high school students serve as tutors for middle school students, and adults tutor the high school students. The Tigard/Tualatin School District provides bus transportation from Fowler and Tuality Middle Schools to the homework center. The City of Tigard conducted a visioning process called "Tigard Beyond Tomorrow" in 1998 and 1999 involving residents, professionals, business owners and community group leaders. The outcome of this effort was a report summarizing goals and subsequent annual reporting on progress in attaining those goals in seven areas. They include Community Character and Quality of Life, Growth and Growth Management, Public Safety, Schools and Education, Transportation and Traffic, and Urban and Public Services. The community's vision is as follows: - Commitment to shaping the community's future in agreement with the direction given through this on-going process. This process relies on citizen involvement and participation, and coordinated actions by the community's decision-makers. - Tigard is a safe, dynamic community, supported by coordinated and efficient public services. Funding for services is stable, and recipients pay their share. ... - Citizens are educated about how to access public services and understand their responsibility to participate as members of the community. - There are a variety of opportunities for citizens of all ages to access education programs for life-long learning. Our community recognizes and accepts the responsibility each citizen has in promoting and supporting quality education. - Local businesses thrive, including small businesses. Business owners are involved and take responsibility for the impacts their businesses haveon the community. - A community value "to respect open spaces and natural features" encourages access to these by our citizens. Many leisure time and recreational opportunities are available for our community. Tigard has five council members elected at large. The City Manager indicates that voluntary service on boards and commissions tends to be short-term. Mounting a sustained effort for public sector projects is sometimes difficult because of changes in City Council membership. 5 Needs Analysis — 2 The Tigard Community The library is a city department, and the city's policy is to encourage a unified vision for city services that avoids separation or competition between and among city departments. Since a bond election is likely to fund the library, city officials say that the planning for the library must take into account the realistic potential for public support. Many people see the library as a focus for community interaction. The concept — of a community center or gathering place is of great interest. While the idea of a community center is supported and there seems to be a need, financial support may not be available. The results from the last bond election seem to show that a library alone, rather than as a combined building project, might have a better chance for approval. The community appears to be fiscally conservative and may not support a larger tax measure. The vote to create a two-county recreational district, the Atfalati recreation district vote, will likely occur.in the fall. At this time Tigard does not have a recreation department. A two-county district would likely create community and recreational centers that will cooperate with the Tigard/Tualatin School District if the measure passes. Based on their experience in other communities, the consultants know that a new library can fulfill the desire for a community center by providing a place to meet and a park-like setting. When the existing library moves to a new building, one issue is: what will happen to the existing building? Expanding city offices has been discussed. Another idea may be to locate meeting rooms into the vacated library as the community center. This concept would allow a smaller library to be constructed, as long as the site is within walking distance of the community center. The consultants have observed that building a new library requires leadership and one or two strong and persistent champions from the Library Board and the City Council. Identifying this leadership may be among the most important challenges facing library supporters. 6 Needs Analysis - 3 Existing Library Services General The Tigard Library is organized as a city department. The Library Board, established under the Tigard Municipal code (2.36.030), has the responsibility to advise the City Manager and the City Council on library policies, facilities and community needs. There are seven citizen members appointed by the City. Council for four-year terms. One member of the board may reside outside the city. The Tigard Library is a participating member of the Washington County Cooperative Library Services (WCCLS), which receives funds from the Washington County general fund. Funds are distributed to participating cities based on a number of criteria including number of circulations, number of volumes added to the collection, amount of funds expended on collections and hours open. The cooperative allows the county residents to use all libraries in Washington County without charge. WCCLS provides an online catalog, known as WILT, daily courier service between libraries, and other support services to its -' members. The library's mission statement is as follows: "We are committed to making Tigard a better place to live by offering all library users guided access to the ever-expanding spectrum of knowledge, information and entertainment available to them." "World-class information and traditional library services will be presented in a 'user-friendly'environment that recognizes the diversity of skills, interests, and preferences in the population we serve. "All library employees are dedicated to providing knowledgeable, courteous, and timely service to our customers." The library's long-range planning committee conducted an assessment of the library's service responses to determine the library's priority service responses. _ The service responses were scored and ranked accordingly. Results show that the library considers the following service responses as priorities: -General Information: meets the need for information and answers on a broad array of topics. -Life Long Learning: helps address the desire for self-directed personal growth and development. -Information Literacy: helps address the need for skills related to finding, evaluating and using information effectively. -Current Topics and Titles: helps fulfill community residents' appetite for information about popular cultural and social trends and recreational needs. 7 Needs Analysis - 3 Existing Library Services -Business and Career Information: addresses the need for information related to business, careers, work, entrepreneurship, personal finance and obtaining employment. Comparison with other Libraries The Oregon State Library has just published its summary statistics for all libraries -' in the state for 1998/1999, based on uniform reporting by all libraries. This information is available at the Oregon State Library web site: www.osl.state.or.us The following information gives a sense of how Tigard compares in some key -' areas. Tigard compares very favorably to statewide measures of service. -The statewide per capita operating expenditure for libraries was $30.59. Tigard's expenditures were $36.16. -Libraries reported collections of 2.66 items per capita. Tigard reported a total of about 2.2 items per capita. -Registered borrowers represented 52.2 percent of the service population. Tigard reported that 36,500 or 75 percent of their service population holds library cards. -Circulation was 10.3 items checked out per capita. Tigard reported total circulation of 14.0 items checked out per capita. -Reference transactions represented .71 per capita. Tigard reported 0.88 reference transactions per capita for 1998/99. Comparison with Library Standards This information is taken from the Oregon Library Association (OLA) Standards for Oregon Public Libraries 2000. Not all library users live within the boundary of the city as defined in census data. Therefore, the Oregon State Library assigns libraries a service population, which is used for state aid and comparison purposes. The service population assigned to the Tigard Library is 49,068 as established by the Oregon State Library. Standards exist in six measurable areas: access, staff, materials and services, technology, community involvement, and facilities. Three levels of standards are established; threshold, adequate and excellent. Access: Tigard provides adequate access according to the standards. The Library is open 65 hours per week. Standards state that for libraries serving 8 Needs Analysis - 3 Existing Library Services 25,000+ population, threshold service is 50 hours per week, adequate is 60 hours per week, and 75 hours constitutes an excellent level of service. Staff: Tigard provides adequate staffing standards. The library is to provide 0.5 FTE/1,000 served with a Director with a Masters of Library Science degree (MLS) and 1/4 of staff with MLS. (Tigard has 29.7 FTE, 10 with MLS degrees). Materials and Services: OLA sets standards for the book collection. The threshold level is 2 books per capita; adequate is 3. Tigard Library has 105,277 books, and a service area of 49,000, so it has 2.14 books per capita. The OLA does not set a standard for.size of an audio-visual collection. Technology: Threshold standards are 1 public Internet access work station/ 2,500 served. That would mean 20 more stations for Tigard; currently there are 12 in operation. Tigard has an equipment replacement plan and Internet connections that place the library in the adequate category. Community Involvement: The Tigard Library meets adequate standards, as it has an active volunteer program and uses volunteers with activities coordinated by a staff member. The library does not have a Library Foundation, although the Library Board is in the process of organizing one. Facilities: Library standards suggest that there be a minimum of 3,050 square feet (sf) for the first 4,000 population and 0.76 sf per capita in excess of 4,000 population. Tigard's service population is 49,068 with a 13,000 (includes Puett Room addition) square foot facility (according to the floor plan provided by the city). The standards also cite that for service populations over 50,000, the building should be at least 30,000 square feet. The building is quite undersized by these standards. The Oregon Library Association standards are written to correlate with standards in many other states, although there are no national standards. Ultimately, standards are a bench mark, not a prescription. The library program, the site, special opportunities or needs, and the commitment of the community determine the appropriate size of any particular library. When a building is undersized, however, there is a negative impact on library services. The collection cannot expand adequately. User technology stations cannot be accommodated to the extent necessary. In an effort to keep these maintained, the collection and other services, such as user seating, disappear and various elements of the library intrude on one another. This pattern is very evident in Tigard. The OLA standards reflect the perspective of people to whom libraries are very important. Like school standards, appropriately sized libraries are a measure of the overall quality of life in a community and increasingly affect the choices people make about whether to make Tigard their preferred place of residence. 9 Needs Analysis - 3 Existing Library Services History of Library Service The original Tigard Library was a broom closet in City Hall (an old bank building) in which the city secretary kept paperbacks that were swapped among borrowers. Eventually, the old Sealy Mattress factory was converted for use as a library. Paid staff and volunteers started operating this library. The present building was built about 14 years ago, minus the current librarians' offices and the Reading Room. An addition for staff and meeting space was added as a result of a gift from Tigard resident Mary Puett. Tigard was the first, and still is the only library in the county, to have a Young Adult librarian; the second to offer Internet service and for a time, Tigard Library was a pioneer in electronic reference. The library has been a net lender in Interlibrary Loans (ILL) for 6 years, and until the Polaris system was in place, had yearly circulation increases ranging between 6 and 11 percent. — In 1998, the City Council put out a bond measure for a new library building and a number of other city programs. The total bond measure was for nearly$17 million, of which the library would only actually receive $7 million. It failed. Since that time, the library has been the recipient of two bequests. In 1999, Grace Tigard Houghton, granddaughter of Wilson Tigard, the city's founder, left $816,000 in her will for a "browsing room. " Shortly thereafter, Neva Root, local historian and legendary Tigard schoolteacher, died and left $40,000 for children's materials. These two bequests are in an interest-bearing account and will —' become part of the funding for the new library. The library's major collections consist of the adult, children, young adult and non- - book collections. Audio-visual and non-book collections include videos, audio books and recorded music. The library has large print books, an adult beginning reader collection, ESL (English as a Second Language) materials, careers and education materials, a local history collection, a collection of materials emphasizing both the Northwest and Oregon Trails, and a parenting collection. Information Gathered from Library Users on Library Collections, Services and the Facility This section reports on the focus groups data gathered by the consultants in April 2000 during a series of meetings held with users representing different constituent user groups. They include seniors, members of the Library Board, 10 Needs Analysis - 3 Existing Library Services individuals who volunteer at the library, parents with children, those who home school, youth and adults. Library staff also met as a group and provided information about their views and needs. This section also provides commentary of the consultant's observations regarding the different issues. '- A summary of the questions asked of the participants is as follows: • How would you describe Tigard as a place to live, and how do you describe the people who live in Tigard? • How would you characterize the public library service you receive from the Tigard Public Library? • What library materials and services do you typically use? • What lifestyle or other factors such as hours, parking, etc. might _ influence or prevent your use of the library? Collections, Services, and the Facility Collections: Participants were complimentary about the collections in general. All materials are used. Popular materials, CDs, audiotapes (Books on Tape) and videos all receive heavy use. Collection depth was discussed by a number of participants who were interested in the library providing more materials on literary criticism. A number of participants use the library in association with writing activities, and they would like to see better availability of the Multnomah County Library's collection. A number of users obtained materials from Multnomah and other libraries to supplement what they borrowed from the library. Interlibrary loan is an active program. Staff says there is active ILL courier service in and among Washington County libraries and that about 200-300 items are processed per day. Although access to other collections is available through interlibrary loan, this comment may suggest that the service is not well understood by users. Users come to the library for the collections, but they are attracted to the good service offered by the library as well. Participants felt that the staff was cooperative and assisted them well in getting books from all over the county, and this service is appreciated. A number of participants said they felt that the collections are deeper at other libraries. Multnomah County Library is described as "gorgeous" with deeper collections, but not as "cordial" to users as Tigard. A number of users felt the library does not have enough shelving for the collections and want to see additional shelf space in the new facility. Seniors say they read for recreation, and they want books and magazines. They also want AV materials specifically, books on tape. Seniors are interested in ii Needs Analysis - 3 Existing Library Services more reference materials. They also say they use the large print collection. A number of attendees noted that they would like to see more depth in this collection, more non-fiction and literature selections. A number of users made reference to the library's business and financial collection. A senior, who uses the investment information regularly, felt that Tigard Library does a good job buying business materials and said that he found its resources comparable to larger libraries he was familiar with in Arizona and Colorado. Another participant suggested the library provide the business collection with more of an identity, if not a special area. One or two participants expressed interest in more emphasis on a local history collection. The possibility of more cooperation with the Tigard Area Historical and Preservation Association was discussed. If this were to occur, it could result in more materials and artifacts being available at the library.. Cooperation would result in more volunteers who would need a workroom along with the collection. Services: The library has active programming. They offer a movie night program for teens, novelist and author programs, and various children and youth programs, such as craft times and storytelling. Some programs are held in the library, while others are held in Tigard's Town Hall space and at the water department auditorium. Summer reading program and adult reading program activities are crowded, and they are outgrowing the water building meeting room. About 200-300 people attend the summer reading programs, and they need more space for children and adults. Focus group participants would like to see summer programs held at the library, but the lack of meeting space is an issue. Many programs have storytellers and animal-related activities. An outdoor space for such programs was suggested. Programs are held during the day, after school and evenings. Overall, participants and staff feel that the library could use more meeting rooms and performance space. The role of the library as a 'social space' is important to residents. Participants in many cases say that access to free meeting rooms would be important. A number noted that access to meeting space for civic groups and other community activities had declined and felt that there were fewer places to meet than before. Support for children's services is important. Story hours and the summer reading program, as well as other children-related events, are popular. Most participants 12 Needs Analysis - 3 Existing Library Services talked about the importance and need for these activities and want to see the library do more. Currently, young adults have access to the library by taking a special bus to the library for the homework center program. Staff mentioned the possible need for a specific homework room or center. Beaverton Library has a homework center space. The library has a separate parent collection, which the library wants to maintain. Parents of home schoolers say they use the library to support their formal educational efforts with their children. They use the Tigard Library as well as a number of other area libraries. They receive no formal support from the Tigard/ Tualatin School District, so they network with other home schoolers and home school support organizations to develop curriculum. The number of home schooled students in Tigard is estimated to be about 200. Home schoolers accompany their children to the library and say they need a quiet place to work with their children over an extended period of time (a couple of hours.) Small study rooms were suggested as important to their activities. A number of users commented on the availability of service from staff in the children's room and felt the library was very responsive despite the lack of a staff service point. Staff pointed out that they would like a reference desk in the children's area supported by a staff member. A number of participants wished for exhibit space in the library. One person noted that the library hosts a gallery night at the library for school art exhibits. Seniors say they want more meeting rooms with presentation screens and audiovisual rooms. Some seniors tutor students and would like specific rooms for tutoring and rooms where children can do their homework. Staff indicates that they do not need a formal boardroom, but they do want a conference room to be used by staff and the Library Board. One participant suggested that there is a need for training and seminar rooms to help sole proprietorship businesses and that this could be a role for the library. A classroom and meeting room with telecommunications and audio-visual capability would be important. The Chamber of Commerce building will probably . not be able to offer this service; they do not yet know what the capabilities of their new building will be. Seniors and adults are interested in the library continuing to promote programs such as adult book nights, book discussion groups, and adult reading programs. Two users said that they came to the library specifically to attend these types of activities. 13 Needs Analysis - 3 Existing Library Services Individuals were interested in the library's sponsorship of a number of activities including book clubs, and saw that the library could promote a number of cultural experiences, including sponsoring art exhibits and displays, and hosting musical evenings in the library. A number of users wanted to see more adult activities coordinated with children's activities. They also said they like the art collection. Seniors know and use the library for a variety of services. A number of them are volunteers. Outreach to the seniors is important. Staff indicated that in addition to in-house library use, they provide outreach to seniors in the form of deposit collections at senior centers. Business and professional users feel there should be more coordination with the schools on assignment projects. One business user said that Internet use is what the business community needs and uses these days. He stated he uses the library to do his work between appointments and comes to the library as a quiet place to work. Coffee and reading rooms in the style of Borders were suggested. Patrons like the idea of coffee in the library. Staff, however, have concerns about food and cleaning. The Facility: The most predominant comment by users was that the building is overcrowded and noisy. Users also commented about the lack of light. _ People frequently commented that the children's area was where the noise was generated and that this area should be more isolated in the new library. Library Board members said they "wanted the ability to grab a book and a chair — and have some privacy." Staff wished for quiet spaces in the building and a place for patrons to read. A frequent request from all users was for a quiet reading room. A number of participants discussed the importance of the library's relationship to the Fanno Creek area and the water. They expressed the desire to have a strong indoor outdoor relationship, while preventing the loss of materials. Users say they enjoy browsing the stacks but would like to see more seating located near the collections. Seniors said they would like to see more room to sit when they browse the large print collection. 14 Needs Analysis - 3 Existing Library Services Some adults said that access to a drive-up book return and the provision for adequate parking were fundamental to good access to the library. The library is open 65 hours per week; some would like to see it open even more hours. Technology: Users would like greater access to the computers. They say the library's _ computers are always busy, and a number of the teens as well as other participants, wanted to see the library add additional terminals. Seniors felt that the library could offer more access to word processing programs and more instruction in the use of the Internet, software programs and general computer skills. • A number of participants want to see the library provide a bank of computers set aside solely for Internet use. One user expressed an interest in being able to "hit and run" - to pick up e-mail messages quickly at the library. The staff and the public desire computer-training facilities. The schools are using Apples and Macintosh, but the library uses PCs. The library does not have a relationship with the Portland Community College, which might offer distance education. Most attendees say that computer literacy (particularly word processing and Windows knowledge), are important, but expressed little interest in distance education. Seniors are interested in more access to computers and wanted to see more space to accommodate the computers. Users were interested in having the opportunity for laptops to be able to access the library's dedicated network, and one business owner said he would come to the library specifically to use this feature. Users and staff would like to see more public access catalog stations in the stacks and throughout the library. Summary of User Comments The focus group sessions show that the Tigard Library community is composed of active, interested library users. The focus groups also show: 15 Needs Analysis - 3 Existing Library Services -The library will continue to attract adults, children and seniors as heavy users along with those seeking business information and pursuing other information needs. -While most participants support the idea of the library focusing on serving children, everyone wants to seethe library space structured to provide quiet spaces for adults and rooms where children can be noisy. -Users report wanting a more diverse variety of library materials. Users increasingly come to the library to borrow audio-visual materials including videos, audiotapes, and music on CDs and DVDs, as well as books, magazines and newspapers. -All participants expressed a need for the library to be bright, well lighted and comfortable. They want the library to be well-designed, a place to spend time reading or "being quiet". They'd like it to be warm, welcoming and accessible. They do not want a dim or dingy environment. Their —, "model" library environment (layout, furniture) is frequently expressed in terms of the atmosphere of a Barnes and Noble bookstore. -Youth, children and their caregivers want the library to provide comfortable seating and reading areas in the library. They also want a variety of book and audio-visual materials. Parents and educators want the children's room to be a dedicated space, accessible but separate from the adult areas of the library. Sound and noise is a concern in planning this space. -Adults and children would like a library that has large windows and that looks out onto the landscape. Adults want comfortable chairs (large and cozy), and adequate seating was also important to them. All participants - • stressed the need for a quiet room where they could sit and read, but emphasized that the library should accommodate both children and adults. -Many, if not most, of the focus group participants have computers in their homes, but they are still interested in having computers and Internet access at the library. Their interest results from a number of reasons. For — instance, their home computers are being used by others; they would like enhanced access or faster downloading. Participants said they are _ interested in the library providing more access to instruction in computers, software and the Internet, a computer instructional laboratory and the capability for laptops to be able to access the library's information network and the Internet. Comments from Staff Focus Group Staff expressed a number of views about the current library building and its space. 16 Needs Analysis - 3 Existing Library Services Library staff state the need for more shelving for the collection. They would like enough shelving to avoid shelving books on bottom and upper shelves, which would make access easier for older and disabled users. Staff want to see popular materials located closer to reference but not too close to the front door. Circulation staff indicate that the circulation area has the least amount of space and that they need more. The circulation supervisor should have a desk off the circulation desk. Training space for volunteers in circulation is needed. Staff also requested room for two self-check terminals at the circulation area and one elsewhere, such as in the children's area. Staff expressed interest in the following for the new building: -A drive-up drop box for the return of books. The public was very interested in this capability. -A top-flight security system for 3-M security products. The Library is losing CDs due to an inadequate system. -More room for sorting books. — -Quiet study rooms. -Group study rooms. -More room for technical services. -More storage for technical services. -The staff say the organization of their workspace is not efficient, and that — they have very little storage space. They also share their shelving, and they do not have a loading dock. More adequate mail and sorting space is needed.'They want a workflow that is rational in terms of processing. Technical services staff say they need a quiet and dedicated space of their own. -In the children's area, library staff want a children's service desk. More computers for kids, more computers for games and a children's interface for the catalog is also needed. -The staff does not want faddish themes used in designing the children's area. 17 Needs Analysis - 3 Existing Library Services -They could see a pre-school room being separate from the school-age children. -Staff say they will need programming areas. They want projection screens and dry erase boards. They have a portable puppet theatre, and they might want to operate a puppet theatre in the children's room. -The staff wants to be able to better accommodate parents in the children's room where they can work while their children are occupied in there. -Staff do not want incoming phone calls at the service desk and would like to limit the extent to which phones are located there. They would also like to see the library provide at least one payphone for the public. -Library staff would like to see a separate teen area, but not located near the children's area. They would expect this space to receive high use and to be loud since they note that teens tend to work and travel in groups. -Staff feel they need storage and cupboards, a sink, and a stove. -Many of the programs are noisy, and these spaces should be separate from the library's quiet areas for the purpose of noise control. Staff also wants doors large enough for stroller access, space for merchandising — children's materials and more space for collections. Consultant Observations Location: The library building is located at the Civic Center and shares parking with the City Hall and Police stations. The entry to the library and the other facilities is off a small pedestrian courtyard, which overlooks a pleasant nature preserve, a wetlands and small stream to the south. The library building is sited between a large parking lot and the wetlands. The wetlands prevent further expansion to the south; the parking lot prevents further expansion to the north. — The concept of locating the library with other city offices is a model that is somewhat out-of-date and is an administrative concept rather than a functional concept. Users do not seek library services in conjunction with other city services. Libraries are increasingly viewed as community meeting, cultural and entertainment centers. Building Systems: The scope of this study did not include an assessment of the physical condition of the existing building. It appears to be a slab-on-grade, wood-frame structure with exterior stucco cladding and in sound condition. The performance and remaining life of the HVAC and plumbing systems was not evaluated. Although the library has an attractive exterior, which is in keeping 18 Needs Analysis - 3 Existing Library Services with the Civic Center, the interior has little ambiance. Windows do not provide a view out for example, and lighting and acoustics are deficient for use as a library. The issue of whether to remodel and expand the building for use as a library has been determined as not cost-effective, because the only expansion opportunity is into the parking area which is fully utilized. The city's intention is to reuse the building as offices. Utilization of the available floor plan: The building has been evaluated in terms of the use of space for elements of library services. Since a new library is envisioned, the main value of the consultant's analysis is to avoid repeating an unsuccessful plan in the new building. The building, which is rectilinear, is entered from the west off a courtyard shared with City Hall. In an effort to get the most used collections and services near the entry, collections and work stations have been organized so that the west half of the building is active,crowded and noisy, while the east half which is almost entirely devoted to shelving is quiet. Because of the intense use of the front half of the building, every function in this area seems noisy and intrudes on its neighbors. The three service desks, Information, Circulation and Reference, all co-exist in the west half of the building with the following collections: Audio-Visual, Business, Consumer, Children's and Young Adults, as well as the Internet work stations. Users headed for the collections further into the building disrupt activities going on in this area, which they could bypass if the building were organized differently. The east half of the building, devoted to adult Fiction/Non Fiction and Reference shelving, is an oasis of calm by contrast. Shelving has absorbed almost all the floor area so there is very little room for lounge or table seating. For the most part, users are required to take materials to the reading room, which is somewhat inconvenient. Many users do not take materials there and simply return and check out books, which may be acceptable for the general collections, but is very hard on users with sustained reference work. The library might have seemed less congested if the floor plan had been organized with a gallery aligned in an east-west direction along the wall that enters the Puett Room. With service desks spaced along this gallery backed up by collections, users would be able to use the whole building more evenly. Capacity of the building: The public areas of the building are not large enough to accommodate existing collections, services and seating effectively. Shelves in all collections are full. The electronic resources user stations (technology center) are crowded on a main path of travel and are too close to the Reference Desk. Service at the Reference Desk is impacted by this tight arrangement. It appears that the electronic resources user stations may have caused some portion of the 19 Needs Analysis - 3 Existing Library Services Reference collection to be relocated because it is far from the Reference Desk. Seating in the library is minimal with the exception of the Puett Room, which serves not only as a reading room but also as the library's meeting and program space. Staff areas are even more overcrowded, with multiple workstations placed in areas designed for many fewer. They are atypical in size, smaller than the usual 6' by 8' staff workstation. In departments like Technical Services, where work areas require extra space, the work stations are smaller than the consultants have seen before. The Library Director does not have a private office and works — in the same room with another librarian. The Director's assistant is at the opposite end of the building. There is no staff conference room or team meeting space. The offices are not adjacent to service desks. While the Children's Library is friendly and accessible, it is very crowded. Story hour and children's activities are conducted in the Puett Room. Mention was made of a donated puppet theater, but it was folded in the back, and some said it was seldom used. No doubt this is because of the set-up time required. Shelving is full, and taller shelving has been brought into use. Although every effort is — made to use shelving above 5 feet for stuffed animals and displays, this is not always the case. — There is no children's desk, and the staff work area is a very small work station in a shared staff workroom. Storage for the Children's Department is shared with other Library departments on compact shelving in the original staff work area. It is insufficient and annoyingly inaccessible. On-line Catalog and Electronic Information User Work Stations: The library has nine standing online public access catalog stations and eleven Internet work stations, four of which are adjacent to Business Services and Consumer Information. Two word processing work stations are located near the Internet work stations, and two typewriters are located nearby. The online catalog has been located near the Circulation Desk to allow users to request assistance. The location of the electronic equipment makes the area between the two desks very crowded and dense with users seeking a range of different services. We did not observe any way to provide staff or user training except in this area. The library had attempted to recruit an Information Services Librarian, but they have not been able to fill this position. The library shares the city's computer system with two connections for Internet access, but the library needs better accommodation for technology. The library operates a Beta version of a Gaylord Polaris system that has had a difficult implementation. Currently the library receives support from the city's Network Services Department. The consultants observe that the library needs a professional familiar with online bibliographic searches and electronic resources for the Information Services Librarian position. Individuals trained in network installation support the computer system, but do 20 Needs Analysis - 3 Existing Library Services not know the electronic library resources. If the library is sited a distance away from City Hall, then it will need a server room. Circulation Desk and Work Area: The Circulation Desk does not have enough clearance for users on the public side; queuing blocks traffic trying to enter the library and use the online catalog. Nor is there adequate room for staff functions -` and holds on the staff side. The desk has four discharge positions and two small staff desks behind it. The staff work desks are shared by several users whose shifts at times overlap. This requires staff to take work elsewhere in the library. Registration for library cards occurs at the Information Desk, across from the circulation desk, and is staffed partly by volunteers. Volunteers occasionally provide answers regarding information resources or library holdings, which they are not trained to do. Many of the professional librarians point out that in a new building, the Circulation Division could take care of registration at a larger desk. Based on the summary of existing and comparative information above and the comments from focus groups, it appears that although the residents of Tigard are receiving adequate library services, the library is below the standards set by the Oregon Library Association with regard to the size of facilities. The library does not offer fundamental space amenities which are standard in successful libraries. Quality library services are impacted by a building that is too small, and these impacts are being experienced in Tigard. The public's perception of the shortcomings has been minimized because staff has gone to great lengths to maintain services and the collections. Users are able to borrow materials easily, but using the library for any period of time is inconvenient. To a trained observer, space deficiencies are most apparent because of the following factors. In order to make room for collections, public seating, unrestricted meeting space and staff spaces have been reduced. The relationships between elements of the library—children intruding on the Reference area, the Reference Desk being removed from its collection, the congestion around the technology stations—are disruptive. Imaginative programming in young adults and children's services is limited by of lack of space. Because itis FULL, the library could be described as being in a holding pattern rather than functioning as a growing, vigorous institution to enhance the educational and cultural aspects of the City of Tigard as it grows. Strong community libraries are often the place in town where people of all ages derive a benefit. Libraries are in transition at the beginning of the 21st century. In addition to their traditional role of providing books and videos to check out, they can serve as an informal neighborhood meeting.place, emulating Borders Bookstore with a coffee bar and materials to purchase. They can provide business advice and business services similar to a Kinko's. They can assist with — basic education and tutoring for students. They can be a primary venue for low- 21 Needs Analysis - 3 Existing Library Services cost training on information and computer literacy. They can be a cultural center for concerts, readings and traveling exhibits. • 22 Needs Analysis — 4 Recommended Plan of Service Recommended Plan of Service and Facility The information from the focus groups and consultant observations suggest that the following library services need to be offered at the Tigard Library: - provision of current titles and topics - provision of general information • - provision of services that support lifelong learning - provision of services that support information literacy skills - provision of services that support business and career information - provision of spaces for community cultural presentations A secondary desire of the community is to have a library that the community can point to with pride. The plan of service is based on needs to be translated into elements that can be used to estimate space requirements for the library over the next 15 - 20 years. The elements that have space implications include the following: - the size of collections, - the amount of public seating, - the number of public use technology stations, - the number of staff work stations, - the meeting rooms, - building systems and support spaces such as mechanical systems and restrooms. Both the plan of service and the size of the facility are generated from standards of the profession. Standards exist as goals to reach; how they are applied depends on the judgment of the community, the City Council and the library staff, and relate to the demographic profile of the library's service population. Ideal standards cannot always be met because of costs; however it is important to establish them as goals. If a departure from the ideal is necessary, the reasons for the discrepancy can then be understood by staff and users. Library buildings are an expensive yet important capital investment for communities; so it is prudent to plan them to respond to current and future needs. Effective planning of library facilities begins with a projection of the -� service population for the planning time frame. In planning for library growth, the service population is used to determine the necessary categories of library space. The service population consists of the residents of the community and residents from beyond the city boundary who can be expected to use the library. In the case of Tigard, while city residents will probably pay to build the facility, an important tradeoff should be kept in mind. The library is reimbursed by the 23 Needs Analysis — 4 Recommended Plan of Service Washington County system based on the number of circulated materials, which accounts for non-residents who use the facility. Standards and Service Population The Oregon State Library lists the current service population of the Tigard Library at 49,068, but does not project the service population forward to 2017, the planning time frame. The consultants therefore have turned to statistics provided by METRO. The current year 2000 Tigard population is approximately 38,000 people. Using population statistics from METRO Regional Data Book, prepared by the DRC, Data Resource Center, which takes population in 1994 and projects it to 2017, Tigard is listed as having a population of 33,730 in 1994 and is projected to have a population of 42,789 in 2017. The difference in population between 1994 and 2017 is 9,059, a 27% increase. If the current service population of 49,000 people were to increase proportionally, the service population will be about 57,000 people in 2017. With the projected population figures available, space standards related to population can then be applied to determine the size of the facility. The standards recommended by the consultants are based on their analysis of library collections and buildings, from professional literature on library building design and from standards developed by colleagues. The closest information on statewide space standards in Oregon appears to be those recommended by the Oregon State Library Association. Further reading on this topic can be found in Determining Your Library's Future Size, A Needs Assessment and Planning Model. The consultants recommend the following standards to project the size of the collection and required area: 2.5 items per capita in the collection 3.5 items per usable square foot (NSF-Net Square Feet, which includes a 15% circulation factor) -. Three approaches were used to arrive at reasonable projections for the library's future size: 1. Applying the collection standard noted above, results in a collection of 122,670 items for the current service population and 142,500 items for the projected service population in 2017. If we assume the spatial accommodation of the collection according to the factors above, the library should currently be about 35,000 NSF, and by 2017, it should be about 40,700 NSF. Adding a Gross Square Foot (GSF) factor of 20% for non- - assignable space, results in a library in 2017 of about 48,800 GSF. 2. Another way to calculate growth is to assume that libraries ideally increase their holdings by about 2,000 items per year after weeding. If the current 24 Needs Analysis — 4 Recommended Plan of Service • • collection were sized to the per capita standard, it would have 122,670 items. It would then grow by an additional 34,000 items by 2017 -- becoming a collection of approximately 156,000 items requiting a library of 44,571 NSF by the standard. Adding a 20% general circulation factor results in a library of about 53,500 GSF. 3. The Oregon State Library space standards indicate a library facility should be 3,050 square feet for a population up to 4,000, plus .76 square feet per person over that. This standard results in a library for the current service population of Tigard of 37,300 sf and 43,300 sf by 2017. These standards are not specific as to whether they include gross square feet. According to the city's information the current library is somewhat over 13,000 square feet. Application of the three approaches described above results in calculations for a facility ranging in size from 43,000 to 53,000 GSF, a 20% variation. The consultants suggest that the library is justified in proceeding into the programming phase on the basis of recommended square footage that is somewhat increased over the amount originally targeted in the draft report. That recommendation was for a library of 44,000 GSF to accommodate a collection of about 132,000 items. (See memo discussing different population projections provided by library staff on 8/1/00). In their review of the draft, staff made two substantive and helpful comments affecting assignment of space in the library: • The original calculation for public seating was incorrect. Space should be increased to allow for seating. • Building Storage was not included and should be added. Accommodating these elements results in a building of almost 47,000 GSF, which is justified by the standards used to estimate area. — Basic Elements of the Program The next step is to review the mix of services and programs, and to determine the appropriate size of the elements of the library to accommodate them. The basic elements of the library are as follows: Collections space User seating Technology Center, user work stations and training room Staff work stations Meeting Room space Friends of the Library space 25 Needs Analysis - 4 Recommended Plan of Service Special Use space Storage space Non-assignable space Space for Collections: 13,200 NSF (approximate) This element includes books (reference materials, fiction and non-fiction books), periodicals and all other media such as CDs, videos and audio recordings acquired by the library for public use, with maximum collection size reached over a 15- 20 year period. By projecting, or estimating the library's collection size over a 15-20 year period, the space needed to house the collections can be quantified. Using collection numbers developed earlier, collections space needed to 2017 is estimated in the following table: Adults/Young Adults 76,560 items 10 items/SF AV 9,600 item 15 items/SF Periodicals 500 titles 1.5 items/SF Friends' Sale 1,000 items 10 items/SF Children's 44,340 items 10 items/SF Total 132,000 items in 13,200 NSF Public Seating: 3.975 NSF (approximate) A mix of seating includes lounge seats, seats at tables, carrels, and small group study spaces. 159 seats @ 25 square feet per seat (on average) equals 3,975 square feet. A planning guideline of three user seats for every 1,000 people in the service area is recommended for communities of 35,000-100,000. This standard does not include meeting room seating or seating at technology stations. This guideline establishes a starting point for further consideration and should be adjusted upward or downward depending on the average length of stay in the library. If the standard is applied liberally, it results in 159 user seats in the library. The Tigard Library has received a donation for a special reading room. In Phase 2, the detailed program development phase of the project, the determination of the size of the special reading room will need to be considered. The library may have an increased seating standard as a result of the bequest. • 26 Needs Analysis — 4 Recommended Plan of Service Public Use Technology Stations and Training Room: 2,000 NSF (approximate) This category includes all technology equipment such as computers, Internet access stations, microfiche readers, multimedia stations, copiers, faxes, online catalogs, etc. Information technology stations are typically provided for public libraries for accessing electronic resources such as the online public access catalog (OPAC), the Internet, CD ROMs and other databases, electronic periodical indexes, encyclopedias, and computers providing software for word- processing and spread sheets. The consultants estimate the need for 30 stations (average of 40 SF for each) for a total of 1,200 square feet. Another 10 stations with the capability to plug laptops into the network will be needed by the year 2017. In addition, ten additional areas are needed for photocopy machines, reader assistance devices, self-checkout machines and printers, increasing the overall space allocation to 2,000 NSF. Staff Work Areas: 12,700 NSF (approximate) Four public service points are necessary in the library; an Information/Welcome Desk, a Circulation Desk, a Reference Desk, and a Children's Desk for assistance or reference. Several different individuals can occupy a single workstation at different times. Staff workstations at service desks should be viewed as fully connected workstations, capable of performing all tasks associated with running the library. The list of staff work areas includes the following square footages: Information Desk 280 Circulation Desk. 1,000 Circulation Work Room 1,850 Children's Desk and Work Room 850 Reference Desk 3,450 -' Reference Workroom 800 Administrative Office and Conference Room 1,470 Technical Services 1,200 Volunteers Work Space 800 Staff Lounge 1,000 Total 12,700 27 Needs Analysis — 4 Recommended Plan of Service Meeting Rooms: 4,300 NSF (approximate) Multipurpose Meeting Room 2,400 Conference Room 200 Study Rooms (4) 700 _ Community Room 1,000 Total 4,300 Friends Store: 400 NSF (approximate) Space to maintain a Friends Bookstore and for storing and processing donations. Special Use Space: 1,000 NSF (approximate) Special use space is an accounting device to provide an allowance for special types of furnishings and displays that aren't already in the program such as -' dictionary stands, microfilm and microfiche cabinets, map files, vertical files, paperback spinners, display cases and media display units. Storage: 1,500 NSF (approximate) Storage is a necessary element of libraries and is often inadequate. There are — many types of storage: for library materials, supplies, equipment parts, maintenance equipment, and seasonal artifacts. An allowance of 1,500 NSF is recommended. Non-Assignable Space All buildings contain areas that cannot be used directly for functional purposes such as lobby areas and other circulation space, restrooms, mechanical elements, lobby areas, structure and partition thickness, HVAC shafts, janitor closets, telecommunications closets. Typically, twenty to thirty percent of mid- sized library buildings is non-assignable space. If we assume an efficient one- story building at Tigard, the 20% factor should be adequate because a15% circulation factor is included in the net square footage allocated for specific elements. 28 Needs Analysis — 4 Recommended Plan of Service Total Projected Size of the Library Elements ... The following summary is the consultant's preliminary recommendation for the size of elements and the total amount of space for the Tigard Library projected to the year 2017. Collections 13,200 Public Seating 3,975 Technology Stations and Training 2,000 Staff Work Areas 12,700 Meeting Rooms 4,300 Friends 400 Special Use 1,000 Storage 1,500 Total Assignable Square Feet 39,075 GSF Factor @*20% 7,815 Total Gross Square Feet 46,890 • 29