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HomeMy WebLinkAboutAgenda - 12-05-2011 - 8b.a ~ o w~ 0 ao ~ 91 cD fl.. = 3 fl. ~ ~, 0 Q. ~N ~• cn ~ 0 c ~~ O 3 ~ (D ~~ ~o m a Qo N o ~ ~ O ~ N. N ~ _. ~ (D (D N vm m m m ~a ~~ o ~D ~0 ~~ N n c~ N ~ ~ .+ a 0 ~,• o ~ v -~ 5 con o -, (D ~ Q" O ~ ' ~ (D o ~' ~ ~- m~ ~~ o~ 0 0 0 s c v o 0 (D O .O OO 5' c a (D 7 cu p 0 a IoW m~~ n o ~ ~ ~ C1 N ~ ~ O i °'~'~ ° 0 'o .~. D ~ 000 X00 0~0 O o y_ 3 3 ~ y.~ 0 ~ O~ N ~, NO ~ ~ W N .. p _ ~ N ~ 0 O_ C N Q ~G N ~ ~ c~D N O N ~ ~ p 'a 3 00 ~ ~ n `z ~'~ ~0 ~'nm~'~`~o X00 ~~~ c0ns?~ ~~ °-~ ~=o°'Oo~'' ~ ~rn ~~c0n DD m a o 0 p .~ ~ m o n o cQ ~° 0 0' (A -~ ~ v ~~ ~~ ~ o ~ `n ~ ~ ~ ~ ~~ ~0 ago ~~ ~. 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FINANCIAL IMPACT: Estimated costs for each option is as follows: Option 1: $18,500 - $22,500 including: • $15,600 - $16,000 for the internal housing for the book drop, as well as the Library equipment (carts, scan devices, etc.); • $2,500 - $6,000 estimated for the cost of construction for the Historic District approved structure surrounding the internal workings of the book drop. May involve site work to create curb cuts, create ramp into staff entrance of library thereby significantly increasing costs. • $400 - $500 estimated cost for design drawings needed for the Town of Hillsborough/Historic District Commission approval process. Option 2: less than $25,000 (estimated) This option requires one window in the Library to be removed and a drop box to be constructed in its place. Costs include construction costs to remove the window and replace with a drop box; design fees to ensure structural integrity is maintained; and to provide documents for the Town of Hillsborough/Historic District Commission approval process. Option 3: $150 - $200 This option includes the costs for one sign and painting the parking space to reflect the new use. County AMS staff would complete this work and Library staff would monitor the space to ensure it is used as intended. Note: Approximately $1,400 was recently spent to modify the existing book drop in a manner that allows it to be more easily accessed from the interior of the building. RECOMMENDATION(S): The Manager recommends that the .Board formalize the action taken during the October 25, 2011 work session and approve Option 3. 3 ORANGE COUNTY C~r,,Y BOARD OF COMMISSIONERS ACTION AGENDA ITEI Meeting Date: ctober 25, 2011 Action Agenda Item No. ~ SUBJECT: Outside Drive-by Book Drop at Main Library DEPARTMENT: Library & Asset Management Services (AMS) ATTACHMENT(S): Analysis of Book Drop Options PUBLIC HEARING: (Y/N) No INFORMATION CONTACT: Lucinda Munger, Library, 919-245-2528 Pam Jones, AMS, 919-245-2652 Jeff Thompson, AMS, 919-245-2658 PFURPOSE: To provide information regarding a "drive-by" book drop at the Main Library in Hillsborough, as requested by a local resident. BACKGROUND: In January 2010, a resident of Orange County approached Library staff regarding the opportunity to provide a `drive-by' book drop at the Main County Library located on the West Campus in Hillsborough. Staff responded to the resident citing the development planning process that had taken place during the initial design steps of 2007. Library staff would have welcomed this option; however, the location of the Main Library and the constraints due to the in-town location with the accompanying safety issues did not make it a feasible option. The request by this resident fora `drive-by' book drop was forwarded in June 2011 to include the Library Director along with the County Manager and Board of Commissioners. The County Manager, Asset Management Services (AMS) Department Director and Library Director met and walked the property in June 2011 and determined that there was only one site that could be utilized as a possible `drive-by' book drop location. That location at the Eno River Parking Deck entrance is currently a curbed landscaped area with a crepe myrtle tree and other minimal landscaping. Based on the suggested location, Library and AMS staff have investigated this request and offer the attached analysis for the Board's information. In the new library facility, complaints regarding ease of library use have concerned public parking and the internal book drop inserts that were difficult to navigate It should~~be noted tla drop` .Currently patrons have created their .own workaround by temporarily stopping on Margaret Lane in front of the library with their vehicle parking lights flashing, getting out and 4 dropping items in the book d As discussed by the County Manager, AMS Director, and Library Director the options available are: 1) Provide a `drive-by' book drop located at the corner piece of "right-of--way" into the Eno River Parking Deck. Staff has determined the necessary steps (See Option 1 in the attached Analysis) and the capital costs and library service impacts necessary .to complete this project. 2) Provide an alternate walkable book drop at the handicapped ramp located on the east side of the building. This option will reduce the area for the collection in the Children's Department. Staff has determined the necessary steps (See Option 2 in the attached Analysis) and-the capital costs and library service reductions necessary to complete this project. 3) Clearly mark and have staff monitor use of a "Book Drop" parking spot located along the library parking, next to ,the handicapped parking places (See Option 3 in the attached Analysis). FINANCIAL IMPACT: Approximately $1,400 was recently spent to replace the interior book drop inserts. Costs of construction and/or building modifications to address Options 1 and 2 vary contingent upon the option chosen. Costs for Options Option 1 - $15,600 plus the unknown cost of the Hillsborough-approved structure Option 2 -Unknown, but expected to be greater than $15,600 plus cost of Hillsborough- approved structure and addressing any potential building structural issues that may arise Option 3 - $150 Options 1 and 2 will also require permit approval by the Town of Hillsborough's Planning Department and Historic District Commission plus any associated costs. RECOMMENDATION(S): The Manager recommends that the Board review and provide direction regarding whether a need exists to accommodate the request of the resident and the preferred Option. 5 Analysis of Book Drop Options at Orange County Main Library October 25. 2011 Background Whiffed Building -Daily operations and set up The Library operated out of the Whiffed Building on Tryon Street from 1980 through 2009, averaging 1.6.000 items circulated per month in 2__009. ~NFiittedKdid ~ot have a `dnve-by' book drop, but, did pro X0`15 minute spots at the front pf the: building 'for custome~s~, to use for: the depostlretur~ of items in the book p, `v~ihich wasF Jacatz~ _ at the ,front Haar;;: Staff collecte +~ ~-_ ~ .. _.. .. . fro ~' d the book drop approximately 3$4 times per day at Whined. Development of New Main Library Site Following the announcement of the new West Campus in November 2006, which included a new library facility, the County contracted with Mr: Phil Barton, a library designer to work with staff and the architect, Mr. Sam Brockwell, in designing key library elements to be located within the shell of the facility. Mr. Barton held public meetings which included 1) the public at large, 2) library staff, and 3) elected officials and members of the Library Services Task Force(s). During these sessions, participants had an opportunity to discuss the possible library services that could be housed in the `Library facility shell' provided by the developer as well as the accessibility_of the facility from the neighborhood. Ar exa p s~that one of tie reasons that the entrant;e is Ic3cated,on West M g ret ,.: ,. , , ane was to have neighf?orhood accessibility rather than have it face the parking area along the side of the bwldmgDuring this process certain library elements were scaled down or removed as determined by the limited site or the improbable implementation. Mr. Barton has provided a recap of the events and eventual decision to not install a `drive-by' book drop as a viable library service (Attachment A). Mr: Barton designed key elements within the library in an operationally efficient manner. During this phase the siting of the book drop return room was based on optimal operational workflow to the Circulation Desk and staff workroom. The current `return room' in its present location is considered by Library professionals to be the most efficient location in a facility of this size and design. Because of the close proximity to circulation, staff can easily incorporate the return procedures /steps throughout the day. L Current Library Operations Current book return statistics are approximately 35% higher than when the library was housed in the Whiffed Building. Overall the library has seen a 44% increase in circulation to nearly 31,000 items per month at our Main Location at 137 W Margaret Lane. The illustration is referenced as Attachment B. Orange County Main Library Monthly Circulation DeskHctivity sD,o°o _ - -- - - - --- 45,ODD 40,000 v 35,000 m a m 30,000 0 a m 0 25,0°0 0 m` 20,D00 n E Z 15,000 - - _ ~~g~ mod Fob ~s~ ~~w~ scar QGZ' ~g~ ~J~N Du ~~m O~ ~a Fe ~' D FY 08/D9 ~ FY 1 D/1 1 As indicated earlier, the Circulation area design allows the staff to easily incorporate multiple trips to the interior book drop room into. a normal workflow. However, the steps for checking in each item are a time consuming operation as detailed in the attached step by step process of checking-in books and materials {Attachment C). Library and County policies dictate many of the steps that are incorporated into processing returned items. These include the fine and fee schedules, the system for charging for badly damaged or lost items, and the new County Delinquent Collection policies. Under the current model, all returned items are processed using the exact same steps, providing consistency and efficiency. The Library's circulation policies limit the number of items that a patron is able to check out. For example, in order to check out 3 new movies, the 3 movies returned must have been checked back in and in good condition before a patron may check out . new items. 2 7 Since the move to the new facility, staff had received complaints from patrons regarding our internal return book drop slots in the foyer. These complaints cited the need for patrons to use both hands to return items, one to lift the flap and the other to push the book under and through. Customers reported that this was --.T-~.. -r~~_____ ~fficult for the elder) _and os_ed ossible hazards for children. iNorkin -~ CAMS staff, libraryYst ff replaced to book drop facad.es_w g;w~th the th new,book drop;:doors f~hat~swing_fceea~antl_easi[y__to thetouch The overall positive reactions received since implementing on August 1St is overwhelming. Each day library staff has patrons who praise the use of the new book drop slots and their convenience and customer service (Attachment D). Alternatives to a Modified Book Drop Although the public has reacted favorably to the modified book drop doors, staff acknowledges this does not address the concern expressed by the local resident about a drive fhrough_ book drop. As md~cated,~rthe, site constraints impose signrfi4can# lmrtatians on: whafi can, be _done; however, the following three options are presented for the Board's consideration and comment. 3 8 Option 1: Parking Deck Entrance Book Drop Option 1 would provide a `drive-by' book drop located at the corner of the County's "right-of-way" into the parking deck, as illustrated in Photo 1 and the Site Plan below. R~~ Option 2: Drive aisEe book drop , {animated rnnderMg sharing a RP~a~dmas IxaUon and scale] Site Plan: - - - -- - Option 'I~ Costs 1 Bookdrop with two carts /covers $ 9,500 1 Sensitizer $ 3,600 4 Book Carts 2 500 Library equipment only $15,600 A Hillsborough Historic District approved structure would need to be designed and built, adding unknown cost. 4 9 drop returns. Option 1: Staff Obser-nations In order to process books from an off-site book drop, a staff member would be required to bring and empty carts at certain intervals throughout the . day, such as gam, 11 am, 2pm, 5 pm and 7 pm. The new book drop collection would be done by current staff members from all library departments to collect and process the book A book drop located at the entrance of the parking deck poses operational work flow changes that would cause declines in efficiency and possible decreases in overall customer satisfaction. In order to process books from an off- __- .__ __... site book drop, a staff member ~°:ti would be required to bring and empty carts at certain intervals throughout the day, such as gam, 11 am, 2pm, 5 pm and 7 pm. Based on the current rate of return (See Attachment B) staff anticipates approximately 100 - 150 items retrieved during these 2 hour windows. See Photos 2 & 3 for a visual idea of how many items this entails. Each lar e book truck holds . ~"`'~'~""'~'°~~`°'~''~°"°'""'$`'°R"a~~'""n5ttnaay. g Each bin h°3ds appraxizn~stai~ ZOD itemi and this book cart lwids 125. between 250 - 400 items, .,,_ _ .:. dependent upon material type. (Adult books are larger and less fit on a cart, than say DVDs or Children's books.) Staff would also institute seasonal book drop collection schedules to take into account daylight savings times for the safety of patrons and materials. A possible seasonal schedule could be: from November to March there would be no collection at 5 or 7pm. 5 10 An additional concern is safety and limiting risk for staff retrieving book carts and customers using the book drop. The entrance into the parking deck is heavily used and the location that cars would stop to put the books in the book drop is directly behind handicapped parking at the Office Building and in the exit lane from the building parking in front of the Office Building and the Library. During the investigative process of a possible `drive-by' book drop at the parking deck entrance, staff completed a `test run' of collecting, emptying and processing possible items for operational procedures. During this exercise staff timed this process including the following steps: 1) Travel to and from the site to collect and empty the book drop at 1 pm. 2) Emptied the current indoor book drop, using the interval times above (which had not been emptied for 1 % hours) 3) Complete the check in procedures for each item returned (See Attachment C) This exercise was timed at 1 hour and 40 minutes to complete. By changing/increasing the workload with a much larger additional book drop, the library can anticipate decreased levels of service such as: Circulation Department • Longer periods of time for books to be shelved -possible day or two especially on weekends. • Longer lines for check-out, with wait times differing based on level of traffic • Increased loss of materials due to inclement weather. • Decreased ability to check-out items in a prompt manner as items will not have been returned internally or not fully processed. • Outside materials will have to be processed in the Circulation staff work room, which will require an additional sensitizer. • Holiday hours for the book-drop -library would be closed during holidays causing material damage and loss. Historically, when the book drop was full at the Whiffed Building, books and materials would be laid on top or around the book drop. Information /Children's Departments • Less coverage at the Reference and Children's Desks, as those staff members participate in processing book drop. • Reduced programming from Children's, Young Adult and Adult Cataloguing • Reduced timeliness of magazines and newspapers being processed and placed on shelves • Delayed cataloguing of all materials -books, DVDs, books on cd, etc. • Delayed opening of shipments of materials 6 11 Option 2: . "Through-the- Wal/" on East Side of Library Building This option would modify the Library building by removing one of the windows along the east side of the building closest to the. handicap ramp and installing a book drop structure as illustrated by the Site Plan and Photo 4. Site Plan: __ ~.:., .. , . .M t W ~~ _____ iY -- ~F-.~' ~ ~ _ .~, ~ti O(fics Building Library ~ ~ ~ . :.,.~ Opfion ~ ~.'t , 2 :+ ~} , . _ _ -._ No cost estimates have been determined, but are likely to exceed those in Option 1 given the modifications to the building that would be required. Approval by the Town of Hillsborough's Planning Department and Historic District Commission would be required. rata a. tw +~~ !AE T71p'Tt: I! ..pas a¢~ sEE sYE ~~ .a^_~- ' ~' m ~y _~~ ~ SaRtC. :- ~ ;E L~ndaw O~lt1Oi1 ~: 71iCOli}~TI1-wal l 1303© k fIi'C3~3 ~, iy'v"`SF~"`~yi3~"t1 ~ r- ^ s'H ~~. ~ ~z ~~=~y 7 12 Option 2: Staff Observations This option requires the use of interior space and would require re-arranging the collection in the Children's Department, thereby potentially reducing its size. Based on preliminary assessment by staff, in excess of 2,000 items in the Easy Readers (preschool collection) are likely to be affected. To maintain the patron's records and ensure no erroneous fines were imposed for non-returned materials, a covered and secure interior book drop area would be necessary for this area as well. While this option would allow staff easier access to the returned items than would the exterior option (Option 1), when compared to the current location of the book- drop and circulation desk (as illustrated below), Option 2 is not optimal. .a ~__:~~ __~ i ~.. ~_~ , ~s-, '~ _ - c r ' _"~ J `~ a ~ G '_ ! ~ rs',~ L~ h ~..: ~. a ,.~ ,. .r/ . rr -: _.. . ~1_`.: .. .~.. _...y.. y= s- yam., >:...,,: ~ r - t--~t,t:., l.. ~ ~ .~ ~ ~ v I~ 1 t s2GDtiI~ ~~bIX ~ ~I!'St ~flOt' ~i'.w` EXfSf1St J BDDI( C}CO i 8 13 Option 3: Re-designating/Re-signing Parking Space Currently there are two "5-minute parking" spaces immediately adjacent to the Library. Staff proposes to remove one of the 5-minute designations and post new signage indicating it is for "book drop only" parking. Its proximity to the currently designated handicapped parking allows it to be convenient for handicapped patrons to access the drop in the event the handicapped parking spaces are full. In addition, library staff would monitor use of this parking location to ensure proper use and understanding by customers. Estimated cost for new sign/installation: $150.00 Option 3: Staff Observations Monitoring the use of this newly designated parking space for book drop only patrons would have some staff impact initially. However, staff anticipates intensive monitoring over 30-60 days following installation of the new sign will successfully instruct and train patrons ~ in a manner that will allow a more casual level of monitoring thereafter. 9 AttaclzmentA 14 PHILLIP BARYON Library Design Consultaizt 714 Brookmont Avenue Salisbury, NC 28146-7293 Telephone/Faz: 704.633.5462 E-mail: pbarton2(cr~,carolina.rr.com September 17, 2011 Andrea F. Tullos Assistant Library Director Orange County Main Library 137 West Margaret Lane Hillsborough, NC 27278 Re: Planning for new library building in Hillsborough To Whom It May Concern: In 2007 I was hired to assist with the planning of the Orange County Main Library in Hillsborough, North Carolina. Prior to this planning process the county had already decided that the library would be part of a new governmental center, which dictated the location and footprint of the new library facility. The architect, Sam Brockwell, was already engaged to design the new library. My work on the project consisted of gathering input from library staff and administration and the public. Using this input, I then proceeded to develop a building program, which the architect used in designing the facility. The library's site location and orientation and the overall traffic pattern for the entire center precluded certain design options. For instance, locating the library's main entrance on the side of the building, closer to public parking, instead of on West Margaret Lane was not an option for consideration. The possibility of having a drive-by book return, particularly a return that would be contained within the facility, was explored during the community planning process. However, in view of the proposed building location and orientation along with the parking and traffic plans already in place, this option was determined to be unfeasible. It is my understanding that consideration may be given to installing afree-standing drive- up book return. This change would have a significant impact on library operations and efficiency, which were designed based on the current arrangement of materials being returned in an area relatively close to the circulation desk. 10 Attachment A (cont.) Having afree-standing book return that required staff to empty it periodically throughout the day, would likely have a negative impact on operational efficiency. Additionally, consideration must be given to the physical strain on staff of moving fully loaded receiving-bins from the return to inside the library during all types of weather conditions as well as the time required to do this. Another consideration is the impact of having to check-in bulk loads of materials (200-300 items) multiple times a day when the receiving-bins are brought inside. Bear in mind that this would be in addition to the items normally returned at the public service desk. While adrive-by book return can be a positive service feature of a library, it is imperative that this feature be well integrated into the library's operational flow. Operational efficiency must be a driving consideration! Sincerely, Phillip Barton Consultant 15 11 Attachment B Orange County Main Library Monthly Circulation Desk Activity i I -~_ ^~os/os ^FYioni 12 16 _ e~ ,pd ,ova. act c1 `Gr ~ ~~ 9~~ ~°~ Off, ~a Q~ ~ Attachment C Processes involved in checking in books: 1. Empty books from book drop onto a cart. 2. Wheel cart to the desk. 3. Scan the barcode on each item 4. If the item contains multiple parts (DVDs, Audio books, Music CDs, books that contain a map or desk, etc.) the computer will prompt staff to check the item for all parts. a. Staff has to click "ok" on the computer. b. Open the case and make sure all pieces are included. 5. Each item individually needs to be placed on the "sensitizing" machine to activate the strip that sets off the alarm. CDs and disks need to be taken out of the case and set directly on the machine. 6. DVDs cases each need to be locked using the locking device. 7. After items are checked in~and sensitized, staff places them on a cart until staff members have time to sort them. 8. Staff then sorts the books and puts them in order onto the appropriate cart behind the desk. Library staff typically has 3-4 carts going at once. These carts are designated by the locations within the library. (Children's picture books and easy readers would be together) 9. When a cart is full, staff wheels it to the side of the desk until someone has time to shelve it. 10. If a book is on hold for someone the following steps are taken: a. When staff scan the barcode a block will pop up on the computer screen b. Staff clicks "yes,. we want to hold the item". c. A hold slip is printed. d. Staff rubber bands the hold slip to the book to display on the spine of the book. e. Staff "sensitizes" the book. f. Staff then shelves the book on the hold shelf. 11. If a book is returned damaged by the last borrower (wet, coffee stains etc.) these are the steps taken: a. Staff will scan the barcode to check the item in. b. Staff will highlight the item on the check in screen and click on the "manage item record" icon. c. Select "unavailable" status and save. d. Give the item to Circulation .Supervisor with a note that it was received damaged at check in. e. Circulation Supervisor will charge the replacement cost of the book to the previous patron. f. Circulation Supervisor will call the previous patron to let them know that the replacement charge has been charged to their account. 17 13 18 i. Circulation Supervisor will communicate with Technical Services to withdraw the book and communicate with appropriate librarian to order another copy. 12. If a book is retumed missing a part the following steps are taken: a. Staff will scan the barcode to check the item in. b. Staff will highlight the item on the check in screen and click on the "manage item record" icon. c. Select "unavailable" status and save. d. Staff will fill out a "missing part" form and give to Circulation Supervisor. e. The Circulation Supervisor will contact the previous patron and notify them that there are missing parts. 13.If a book is returned and damaged in some way, but NOT by the last borrower -such as barcode damaged, spine label is not sticking to book. a. Staff will scan the barcode to check the item in. b. Staff will highlight the item on the check in screen and click on the "manage item record" icon. c. Select "in-repair" status and save. d. Fill out an "in-repair" form explaining what needs to be repaired e. Determine if it is a quick and easy fix for Technical Services (needs new spine label, barcode not legible, CD needs to be cleaned) i. Put it on the Technical Services shelf behind the circulation desk. f. Determine if it might need to be replaced i. Sort into Children's or Adult Services bin to be assessed for replacement by appropriate librarian. 14 Attachment D 19 Bookdrop Testimonials "Thank you for changing the bookdrop. Being elderly, it was difficult to bend down and push the books up at an angle to get them into the bookdrop. Pushing them straight into the slot is much easier." "The bookdrop is so much better. Thanks for making the change" "My children can place their books into the bookdrop now. It was too difficult before and they would hurt their hands doing so. Thanks!" "The bookdrop is so much better." "Even my youngest can put his books in the bookdrop now, which is great for me." "I couldn't use the old bookdrop and always had to take my books to the desk. can use it now." 15