Urban Library Project Work Plan 2021

#Task #1:  Develop Conceptual Services Plan for 21st Century Library Services at JPL's Five Urban Branches

Aaron Cohen Associates:

Team Work Session 1 (week 1-4)

  • Kick off meeting.
  • Meet with the project team to manage the schedule and milestones.
  • Create a communication plan for the project.
  • Coordinate start up tasks.
  • Review library system data for each Branch Library (5): collections, user seating, staffing levels.

Internal Library Workshop 2, 3 (week 3-4)

  • Research library user needs using library data gathering methods.
  • Research branch library users.
  • Identify issues that impede or constrain the delivery of services.

Brief Report (week 4-6)

  • Existing conditions assessment.
  • Technology needs – trends print and electronic resources.
  • Library service points: options for customer services.
  • Programming options to enhance services.
  • ACA will work with the library to analyze future service needs (1-5 years):
    • Collection: print and e-resources.
    • Reader seating.
    • Computer seating.
    • Group study, tutoring, collaboration spaces.
    • Literacy programs and tutoring.
    • Program rooms.
    • Outreach.
    • Digital support.
    • Social spaces/café.

Internal Library Workshop 4,5 (week 6-8)

  • ACA will review existing conceptual designs and present new design ideas. The goal is to transform the urban libraries using the latest technology so that they can become a vibrant learning hubs.
    • The aim in the design is to introduce five basic learning modes: collaborative, reflective, social, presentation, and touch points.
    • The new designs will show how to create a destination in Jacksonville’s neighborhoods; one that will provide an attractive learning environment and meeting spaces.
    • ACA will develop conceptual designs for a Learning Commons; this will help visualize the potential for investments.
    • The library visualization will show how interactive media devices and services can be configured.

Conceptual Service Plan (week 9-10)

  • Develop Conceptual Service Plan for 21st Century Libraries.
  • Conceptual design for the urban library buildings (five branches).
  • Description of summary building programs.
  • Summary building programs.
  • Presentation to the Library, City and County Government, Stakeholders.

Acuity Design Group (ADG):

External Work Session 1 (week 1-4)

  • Internal Staff Meetings (data gathering).
  • Platforms: Zoom, YouTube Live or other method used/preferred by COJ.
  • Presentation format: An online meeting sharing a prepared PowerPoint focusing on deliverables & Expectations of our team.
  • Download from COJ of potential stakeholders.
  • Introduction of survey (survey will be created via survey monkey and emailed to stakeholders), survey will be active for 1 month.

Outreach to business ongoing (start week 3-4)

  • Local business outreach.
  • Digital Lunch Break Social - 1 hour (Noon-1PM) and/or Pop-Up event.
  • Focus on business community.
  • Invites through targeted marketing.
  • Focus on guided topic session.
  • Virtual feedback or calls.
  • Elicit survey response.

External Work Session 2,3 (week 4-6)

  • Platforms: Zoom, YouTube Live or other method used/preferred by COJ.
  • Presentation format: Online live presentation allowing for real time comments and questions.
  • Tracking data and attendance: Attendees can register for this event. Analytics from posted presentations to COJ site will be observed and reported.

External Work Session 4,5 (week 6-8)

  • Platforms: Zoom, YouTube Live or other method used/preferred by COJ.
  • Presentation format: Online live presentation allowing for real time comments and questions.
  • Tracking data and attendance: Attendees can register for this event. Analytics from posted presentations to COJ site will be observed and reported.
  • Topic: Review existing feedback and solicit additional information.
  • Announce Community Outreach day (Library Walks…different dates for each location).

In the Community (week 8-10)

  • Event: Walking library tour & pizza night (These onsite events will allow attendees to review our findings and give their thoughts on what their library needs; we will share current findings and have visualizations for them to review).
  • Each respective library will have an event.

Haskell:

Facilities Work Session 1 (week 1-4)

  • Data Gathering (facilities analysis of five branches).
  • Scan of the Buildings.
    • Visit each of the existing library buildings.
    • Observe existing conditions and functional relationships.
    • Verify past facility planning efforts to improve the urban libraries.
  • Meeting Notes (workshops).

Library Facilities Review Work Session 2, 3 (week 4-6)

  • Drawing from interactions with COJ/ JPL staff, community stakeholders, as well as the design team’s own experience on recent and similar library / learning institution projects in urban environments.  Haskell A/E will support ACA to gather data to build a Conceptual Service Plan that defines locally relevant, 21st century library services for JPL’s five urban libraries.
  • Activities include:
    • Identify the services, experiences and environments needed at those branches.
    • Review requirements that will enable JPL to serve 75% of households in their current service areas/neighborhoods.
    • Received “as built” drawings from COJ.
    • Generate existing “as built” plans for each of the libraries.

Facilities Work Session 4,5 (week 6-8)
Conceptual Service Plan (week 8-10)

  • Conceptualize services and spaces that:
    • Integrate the use of traditional and emerging services.
    • Accommodate interactive literacy and learning spaces for all ages.
    • Provide information and learning materials, programing and classroom spaces, hands-on experiential learning, and technology- enabled services.
    • Incorporate natural lighting and/or 21st century lighting technology.
    • Utilize innovative, functional and comfortable seating and tables.
    • Use design concepts that are functional, fiscally appropriate, and aesthetically pleasing.
    • Incorporate modern technology.
    • Offer a variety of areas (active and quiet, social and private) that encourage a range of experiences with multiple levels of challenge for different ages and abilities.
    • Create a sense of discovery and anticipation.

Work Sessions 2: Evaluate JPL's Five Urban Branches Against the Conceptual Services Plan from Task #1

Aaron Cohen Associates:

Internal Library Workshop 6,7 (week 10-12)

  • ACA will incorporate the needs assessment information into the urban branch plan. The plan will define the library system’s strategic direction for the next ten to 15 years. It will outline phases for development with an updated list of potential upgrades to each of the libraries.
  • The action plan will include a list of phased improvements for the libraries. It will provide general cost estimates for improvements (per sq. ft.).

Community Follow Up Discussions (week 12-14)

  • Our team will work closely with the library director, staff, city and county government leadership. We will work to develop sustainable direction that will allow funding to flow. The urban branch plan will include implementation strategies to enhance the Jacksonville Public Library urban branches.

Acuity Design Group (ADG):

External Work Session 6,7 - In the Community (week 10-12)

  • Event: walking library tour & pizza night (These onsite events will allow attendees to review our findings and give their thoughts on what their respective library needs; we will share our current findings with them and can have visualizations for them to vote on). Each location will have an event.

Community Follow Up Discussions (week 12-14)

  • Platforms: Zoom, YouTube Live or other method used/preferred by COJ.
  • Presentation format: Online live presentation allowing for real time comments and questions.
  • Tracking data and attendance: Attendees can register for this event. Analytics from posted presentations to COJ site will be observed and reported.
  • Topic: Thank everyone for their participation, share our results, continue to solicit feedback.

Haskell:

Internal Work Session 6,7 (week 10-14)

  • Haskell A/E will work with ACA to use the approved Conceptual Service Plan developed in Task #1 to evaluate and assess the quality of the built environment at the existing five urban Deliverables include:
    • Develop a scoring rubric to assess the five existing library facilities to determine each branch’s ability to render 21st Century services.
    • Compare the existing facilities to the General Building Program (developed in Task #1) and articulate how the facility meets or fails to meet JPL’s expected service needs through 2030.

Work Session 3:  Recommendations and Cost Estimates

Aaron Cohen Associates:

Internal Library Workshop 8,9 (week 14-16)

  • ACA will present an executive summary of the Urban Branch’s needs assessment, conceptual design and program validations. The plan will include all of the background information and define the library system’s strategic direction for the next ten years. It will outline phases for development with an updated list of potential upgrades to each of the libraries.
  • It will include cost estimates in sq. ft. and urban branch plan recommendations with appetencies, background information and recommendations.
  • Urban Branch Plan Cost Summary and Recommendations.

Acuity Design Group (ADG):

Final Report and Recommendations 8, 9 (week 14-16)

  • Provide a final report of data gathering activities.
  • Provide all tracking data and attendance lists.
  • Share lists of attendees who registered for all the events.
  • Provide final analytics from posted presentations.
  • Thank everyone for their participation.

Haskell:

Facilities Work Session 8,9 (week 14-16)

  • After identifying deficiencies in each of the five existing urban libraries, Haskell A/E will work with ACA to provide a list of recommendations (including associated estimated costs) to enhance, expand and/or replace the current branches. The plan will consider likely changes in community demographics, technology and telecommunications, and other infrastructure related issues. Deliverables include:
    • Produce a report detailing findings, recommendations and costs associated with enhancements, renovations, relocations or other replacements of the existing facilities.
    • Include a preliminary building program and space diagrams for each of the five urban branches, comparing each to the General Building Program prepared in Task #1.
    • Recommendations will include good, better and best scenarios.
    • Work with COJ/ JPL, make a recommendation as to the order of work at each of the five branches based on cost, need and feasibility.

Timeline for Completion

  March April May June July
Task #1: Develop Conceptual Services Plan for 21st Century Library Services at JPL’s five Urban Branches X X X    
Task #2: Evaluate JPL’s Five Urban Branches Against The Conceptual Services Plan From Task #1   X X X  
Task #3: Recommendations And Cost Estimates     X X X

Get a Library Card

Jacksonville Public Library Card image