Project ManagementProject Management

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

Goals

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 roomsAdd a new elevator and public entrance to library and campus from 21st AvenueTransform Breezeway into exhibit galleryFire Alarm and building Infrastructure upgrades

Goals “While we are at it…”

Most of the University Project Team worked together Most of the University Project Team worked together in the 2006 renovation of the Divinity Library on the in the 2006 renovation of the Divinity Library on the 22ndnd Floor. Floor.

Orion Construction had worked in the building for Orion Construction had worked in the building for over 20 years on multiple projects large and small, over 20 years on multiple projects large and small, including the 2006 renovation.including the 2006 renovation.

Gilbert McLaughlin – design architects for Divinity Gilbert McLaughlin – design architects for Divinity Library renovation.Library renovation.

The design intention was to carry the themes of the The design intention was to carry the themes of the Divinity renovation to the Central Library, to avoid Divinity renovation to the Central Library, to avoid the look of a ‘floor by floor’ renovation projects.the look of a ‘floor by floor’ renovation projects.

Planning /Coordinating CommitteePlanning /Coordinating Committee

Project Communications CommitteeProject Communications CommitteeExhibits and Technology TeamExhibits and Technology Team

Barcoding Project TeamBarcoding Project TeamCollection Move PlannersCollection Move PlannersReference Move PlannersReference Move Planners

Summer Public Services PlannersSummer Public Services PlannersTechnical Services Relocation PlannersTechnical Services Relocation Planners

Furniture SelectionFurniture SelectionWayfinding Wayfinding

To achieve the primary goal it would be necessary to:

A. Create new office space and public spaceB. Relocate monographic materials to accomplish AC. Relocate periodical materials to accomplish BD. 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.

Sequencing the Work

Summer 2009 Summer 2009 Preliminary planning, design and development Preliminary planning, design and development drawings, preliminary pricing.drawings, preliminary pricing.

October 2009October 2009 Project Budget approved by Board of Trust.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 2010February 2010 Demolition on 8Demolition on 8thth floor begins, Student Commons to be floor begins, Student Commons to be completed by end of Spring Semester.completed by end of Spring Semester.

May 4-8, 2010May 4-8, 2010 88thth Floor Student Commons and new staff offices ready Floor Student Commons and new staff offices ready for move in. Technical Services staff move from 408 to for move in. Technical Services staff move from 408 to Baker Building; Central, LITS and Tech Services staff Baker Building; Central, LITS and Tech Services staff

move to 8move to 8thth floor offices. floor offices.

May 8-15, 2010May 8-15, 2010 Central Public Services prepares to move to 408 for Central Public Services prepares to move to 408 for summer, Divinity Public Services moves to 211 for summer, Divinity Public Services moves to 211 for

summer. Temporary Entrances open May summer. Temporary Entrances open May 1616thth, ,

Central Lobby closed for renovation.Central Lobby closed for renovation.

Aug. 22, 2010Aug. 22, 2010 Central and Divinity Main entrances reopen.Central and Divinity Main entrances reopen.

Room 408 Closes for renovationRoom 408 Closes for renovation

Dec. 27, 2010Dec. 27, 2010 Community Room renovation CompleteCommunity Room renovation Complete

Jan. 10, 2011Jan. 10, 2011 Café Opens for Spring SemesterCafé Opens for Spring Semester

Weekly University Project Team meetingsWeekly University Project Team meetingsWeekly Planning/Coordination Team meetingsWeekly Planning/Coordination Team meetingsKey Deadlines are clear, and updated promptlyKey Deadlines are clear, and updated promptlyRegular electronic communication to building staff Regular electronic communication to building staff

about construction eventsabout construction eventsSignage for patrons, temporary paths marked, Signage for patrons, temporary paths marked,

earplugs!earplugs!

With an improbably short timeline With an improbably short timeline for planning and construction, there was no time for planning and construction, there was no time

for procrastination.for procrastination.

The first and most daunting task was to prepare The first and most daunting task was to prepare Periodicals to be moved off site.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.

12 Days of Barcoding12 Days of Barcoding

On the first day of Christmas, On the first day of Christmas, my true love gave to me my true love gave to me a barcode in an oak tree. a barcode in an oak tree. 

On the second day of Christmas, On the second day of Christmas, my true love gave to me my true love gave to me 

Two green stickers, Two green stickers, And a barcode in an oak tree. And a barcode in an oak tree. 

On the third day of Christmas, On the third day of Christmas, my true love gave to me my true love gave to me 

Three book trucks, Three book trucks, Two green stickers, Two green stickers, 

And a barcode in an oak tree. And a barcode in an oak tree. 

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

Calculate required shelves on 6Calculate required shelves on 6for 75,000 monographs.for 75,000 monographs.

Develop shelf map translation from 8Develop shelf map translation from 8thth floor stacks floor stacks

to 6to 6thth floor stacks. floor stacks.

Identify changes in shelving configuration Identify changes in shelving configuration

needed on 6needed on 6

Staff began shifting as space became availableStaff began shifting as space became available

Massive move in early January by Graebel Massive move in early January by Graebel movers under direction of movers under direction of

library staff.library staff.

88thth Floor Stacks Floor Stacks

Emptied ahead of Emptied ahead of deadlinedeadline

First Fruits First Fruits

Student Commons Student Commons

Opens Opens

May 2010May 2010

Temporary Construction Temporary Construction Entrances open for the Entrances open for the

Summer.Summer.

Campus entrance

Café

Community Room

AfterAfter

AfterAfter

AfterAfter

•35,300 square feet renovated35,300 square feet renovated•Additional study spaces/200+ new seatsAdditional study spaces/200+ new seats•New 21New 21stst Avenue entrance to campus Avenue entrance to campus•2 new classrooms2 new classrooms•Gathering space / Community RoomGathering space / Community Room•CafeCafe•584 additional power outlets584 additional power outlets•44thth Floor Lobby Exhibit Gallery Floor Lobby Exhibit Gallery•22ndnd Floor Exhibit Gallery Floor Exhibit Gallery

Electronic Classroom on 4 – In or Out?Electronic Classroom on 4 – In or Out?

LEED Certification ProcessLEED Certification Process

Encilium Computer Controlled Lighting SystemEncilium Computer Controlled Lighting System

Payne Graduate Reading Room on 6Payne Graduate Reading Room on 6

Helicopter Lift for HVACHelicopter Lift for HVAC

Refinishing Legacy Wood PanelsRefinishing Legacy Wood Panels

The CaféThe Café

WayfindingWayfinding

Contact InformationContact InformationBill HookAssociate Dean of LibrariesJean and Alexander Heard LibraryVanderbilt Universitybill.hook@vanderbilt.edu

Photographs of renovation project on Flickr at:http://www.flickr.com/photos/vulibrary/collections/72157624225516376/