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Vanderbilt Library Renovation

Vanderbilt Library Renovation. Project Management. Goals. The original goal was simply to create a multi-purpose “Community Room” in the Central Library. Usable for student study space Usable for library staff meetings (100-150 people)

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Vanderbilt Library Renovation

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  1. Vanderbilt Library Renovation Project Management

  2. Goals • The original goal was simply to create a multi-purpose “Community Room” in the Central Library. • Usable for student study space • Usable for library staff meetings (100-150 people) • Usable for lectures, poetry readings, author signings, a wide variety of university and public events • This room should be attractive, easily located and fully accessible from campus or for the public

  3. Goals“While we are at it…” • In the planning process, the project expanded (a bit) • Transform the Central Lobby, consolidate Service Desks • Include dramatic exhibit spaces • Renovate and restore grand reading rooms • Add a new elevator and public entrance to library and campus from 21st Avenue • Transform Breezeway into exhibit gallery • Fire Alarm and building Infrastructure upgrades

  4. University Project Team Members University Architect Project Architects Construction Contractor Project Foreman Library Project Manager Other Sub-contractors Other Univ. Depts Keith Loiseau Kent McLaughlin Mike Smith Orion Construction Bob Winters Bill Hook Millwork,electrical, HVAC, etc. Plant Ops, ITS,

  5. Continuity Most of the University Project Team worked together in the 2006 renovation of the Divinity Library on the 2nd Floor. Orion Construction had worked in the building for over 20 years on multiple projects large and small, including the 2006 renovation. Gilbert McLaughlin – design architects for Divinity Library renovation. The design intention was to carry the themes of the Divinity renovation to the Central Library, to avoid the look of a ‘floor by floor’ renovation projects.

  6. University Project Team Sub-Committees Exhibits/Wayfinding Plant Operations Fire Alarm & HVAC upgrade Keith Loiseau Anode Technology Innovations McCoy /Tolleson Dean Dowell Celia Walker Jody Combs Bill Hook Keith Loiseau Larry Cox - Plant Operations Bill Hook

  7. Library Project Teams Planning /Coordinating Committee Project Communications Committee Exhibits and Technology Team Barcoding Project Team Collection Move Planners Reference Move Planners Summer Public Services Planners Technical Services Relocation Planners Furniture Selection Wayfinding

  8. Sequencing the Work To achieve the primary goal it would be necessary to: A. Create new office space and public space B. Relocate monographic materials to accomplish A C. Relocate periodical materials to accomplish B D. Relocate staff to vacate Room 408 E. Relocate Public Services functions (Central) into designated community room space for Summer to: F. Renovate 4th floor public spaces during summer. To create 2nd Floor Gallery (breezeway) it was also necessary to close the entrance to the Divinity Library and H. Relocate Divinity Public Services to temporary quarters.

  9. A Very Short Timeline Summer 2009 Preliminary planning, design and development drawings, preliminary pricing. October 2009 Project Budget approved by Board of Trust. Central Library staff learn Phase I work to begin February 2010. “We have three months to move 50,000 periodicals and 75,000 monographs to clear 8th floor construction area.” February 2010 Demolition on 8th floor begins, Student Commons to be completed by end of Spring Semester. May 4-8, 2010 8th Floor Student Commons and new staff offices ready for move in. Technical Services staff move from 408 to Baker Building; Central, LITS and Tech Services staff move to 8th floor offices. May 8-15, 2010 Central Public Services prepares to move to 408 for summer, Divinity Public Services moves to 211 for summer. Temporary Entrances open May 16th, Central Lobby closed for renovation. Aug. 22, 2010 Central and Divinity Main entrances reopen. Room 408 Closes for renovation Dec. 27, 2010 Community Room renovation Complete Jan. 10, 2011 Café Opens for Spring Semester

  10. It is ALL about Communication Weekly University Project Team meetings Weekly Planning/Coordination Team meetings Key Deadlines are clear, and updated promptly Regular electronic communication to building staff about construction events Signage for patrons, temporary paths marked, earplugs! With an improbably short timeline for planningand construction, there was no time for procrastination.

  11. Barcoding and Moving PeriodicalsOctober - December

  12. The first and most daunting task was to prepare Periodicals to be moved off site. Collection staff identified candidate titles to be moved off-site to free up required shelf space. Large numbers of bound periodicals were not barcoded, a requirement for retrieval from remote storage. 50-60 Staff from across university library participated in crash project to affix barcodes, update records in ACORN, and ship trucks of books to the Annex. Remaining Periodicals had to be shifted to create contiguous free space for books coming down from 8.

  13. Stress and Camaraderie 12 Days of Barcoding On the first day of Christmas, my true love gave to me a barcode in an oak tree. On the second day of Christmas, my true love gave to me Two green stickers, And a barcode in an oak tree. On the third day of Christmas, my true love gave to me Three book trucks, Two green stickers, And a barcode in an oak tree. 

  14. Statistics – December 2009 Barcodes applied (est.)---45,000 Item Records Created---35,500 (est.) Material moved to Annex---3,200 linear feet

  15. Moving Books December - January Calculate required shelves on 6 for 75,000 monographs. Develop shelf map translation from 8th floor stacks to 6th floor stacks. Identify changes in shelving configuration needed on 6 Staff began shifting as space became available Massive move in early January by Graebel movers under direction of library staff.

  16. 8th Floor Stacks Emptied ahead of deadline

  17. First Fruits Student Commons Opens May 2010

  18. Immediately after Commencement in May Temporary Construction Entrances open for the Summer.

  19. Campusentrance Café Community Room

  20. Central Library LobbyBefore After

  21. 21st Avenue EntranceBefore After

  22. Room 408Before

  23. Room 408 Community Room After

  24. Project Accomplishments 35,300 square feet renovated Additional study spaces/200+ new seats New 21st Avenue entrance to campus 2 new classrooms Gathering space / Community Room Cafe 584 additional power outlets 4th Floor Lobby Exhibit Gallery 2nd Floor Exhibit Gallery

  25. Some Things Not Mentioned Electronic Classroom on 4 – In or Out? LEED Certification Process Encilium Computer Controlled Lighting System Payne Graduate Reading Room on 6 Helicopter Lift for HVAC Refinishing Legacy Wood Panels The Café Wayfinding

  26. Contact Information Bill Hook Associate Dean of Libraries Jean and Alexander Heard Library Vanderbilt University bill.hook@vanderbilt.edu Photographs of renovation project on Flickr at: http://www.flickr.com/photos/vulibrary/collections/72157624225516376/

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