[Publib] response summary library closures

Thu Jan 3 15:00:02 EST 2008

Just a couple of additional points, from our recent closing (one of
several planned for a long renovation project):

Don't forget other delivery services besides the postal service: UPS,
DHL, FedEx. Depending on how long you are closed, they may be able to
hold deliveries for you at their facilities.

Weed the collection ruthlessly before you move it! You don't want to pay
to have an item moved out of the library and back into the library if
you might get rid of it a couple of months down the road. The good thing
about this kind of project is that you have to handle every item in the
collection, and you're sure to get some surprises, both good and bad!

Beverly Michaels
Circulation Services
Tredyffrin Public Library
610-688-7092, ext 201

-----Original Message-----
From: publib-bounces at webjunction.org
[mailto:publib-bounces at webjunction.org] On Behalf Of Theyer, Hillary
Sent: Wednesday, January 02, 2008 4:58 PM
To: 'publib at webjunction.org'
Subject: [Publib] response summary library closures

Here is a very brief summary of all the great responses I got to asking
about closing branches for renovation.

Interior bookdrops to building - close them. You don't know what the
building will be like or who will have access at any given time.

Exterior stand-along bookdrops - leave them open and empty regularly, or
remove them completely.  Some said locked bookdrops resulted in people
just leaving stuff on the doorstep, though some locked them and put up
signs directing people to the nearest library.  One mentioned people
swore they had put stuff into the bookdrop while the library was closed,
though the bookdrop itself had actually been removed.

Most said extended checkouts helped minimize returns, but some said it
didn't seem to help.  You will have returns either way, and they have to
be stored somewhere until they can be reshelved.  One person commented
that extended checkout resulted in a glut of books all at once, while
others said that returns stacking up somewhere also resulted in a glut
of reshelving all at once.  The new books overflowed due to nobody
checking them out during the closure, so I surmise that the glut of
returns and nowhere to shelve them until some check out is unavoidable.
Some suggested not extending due dates, but backdating checkin.

Make collection non-requestable, shadow or hide them in the catalog if
possible.  Most said this - one system that didn't do that had several
weeks of holds to clear upon reopening. (I hadn't thought of that, so
thanks!)  One system did this by batch assigning the collection to
Technical Services, which is a shadowed location in the catalog.  We are
a SIRSI library, so our Support Service Supervisor is contacting them to
see what our options are to batch assign the collection.

Have your bookmobile visit the area if you can. (We don't have one, but
that's a good idea, especially if your branches are far apart)

A lot of publicity - signs, maps directing people to nearest open
location, bookmarks, the more the better.  An ongoing blog or web page
changes showing construction photos and progress.  Article in the local
paper. Signs for weeks ahead.

Mail to the branch needs to be stopped/held/forwarded somewhere. (I was
wondering if the delivery person could just drop it in the bookdrop that
we are going to leave open too)

Project manager checks 2 times per day, branch manager may or may not,
some said branch manager had to be there a lot to run interference with
the public who wanted to follow the construction workers inside and
didn't understand why the branch was closed.  Some mentioned having the
library represented on site at least 3 or 4 times per day, depending on
the work.  Some mentioned the health/safety hazards of having library
staff checking on the building when they didn't have to.  Someone else
mentioned to be sure the contractor was crystal clear on who represented
the client and could make changes, as "staff suggestions" made to
workers when staff checked in turned into expensive change orders.
Staff should prepare to return to work before you re-open, probably to a
grubby library that is still in the process of being reshelved.

Fines were variously waved always, waved case by case, not waived due to
multiple and copious public notice to people.  Most everyone said to
assume you would open later than you planned, so if you do extended
checkout to extend further than you think you need to.

Assume the books won't be put back on the shelf correctly the first time

Assume you will have to do a lot of shifting

Have cookies and bottled water on hand at the branch for staff stuck
there.

Watch everything, measure everything.

Have cell phone numbers of all vendors, installers, contractors. (I
assume this means project manager needs a cell phone too ... )

Watch them start and space the tile squares if you are using carpet
tile. Make sure they start the way you want.

Consider a rekey after the project as keys get handed out galore and
your building may not be secure at the end.

Clean up the branch overall - make new signs, vacuum things, etc.  (this
goes along the lines of the many people who said the stuff will get
really dirty in the process of packing and moving)

Prepare for:
People to leave branch open/unlocked
Lots of dust and dirt when you return to work there.
The carpet glue sometimes has strong odor Delivery of wrong parts, or
missing pieces.  Late deliveries of stuff that holds up work.  Someone
suggested getting together with a nearby hardware store that would let
you run a tab - great idea!

Staff should have keys and know where everything is - power, water, gas
shut off, lines into the building, etc.

I also found two articles on moving a library:
Door to Door - School Library Journal Feb 95 Moving a Library
Collection: Impact on Staff Morale - Journal of Academic Librarianship
March 1993

And here are a few more things we thought of here:
Take pictures of everything before the move - in case of damage,
breakage, etc.  Have a camera on site at all times to snap anything that
happens - cracks discovered under carpet, arrive to find a window
broken, etc.
Have a consistent phone number on all PR regarding construction and
closure, so patrons don't get bounced around the system to get answers.
Have one person give the answers.
Change your phone messages to say you are closed.  Change the main hub
phone message to indicate the branch is closed.
Have an emergency call out list specific to the project - all those on
that list should have keys to the building, know about the project, etc.

And to the many many people who sent me contact info and invited me to
call if I had more questions ... thanks in advance, because I will be
taking you up on that!  A full handbook on closing and renovating a
branch library, with how-tos, best practices, and checklists may be the
result!

Thanks again,
Hillary Theyer
Torrance PL (CA)
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