West End Library Friends

FRIENDS’ PLANS & ACTIVITIES

Plan of Action: Outline for Change
September 9, 2006

I. Overview:

The West End Library serves neighborhoods that have seen significant changes in the past five years. The West End, Foggy Bottom and Dupont Circle communities, surrounding the library, have been substantially transformed by the business and private sector renaissance in the District. In the West End, construction of condominium and apartment complexes has increased the available privately-owned dwelling spaces by over 3000 units in the past five years. These apartments and condominiums are in addition to existing townhouses and single family homes. Foggy Bottom and Dupont Circle have also expanded their residential population during the same five years. The residents and businesses, that have chosen to locate in the sectors of the District served by the West End Library, have a multilingual, ethnically-diverse population. The range of services provided by the West End Library needs to embrace and nurture this diversity by developing and implementing relevant, multi-cultural, multilingual services and installing the necessary updated technology to support them.

The new residents of the West End, Foggy Bottom and Dupont Circle are often single young professionals or older couples coming back to the city after their children are grown. The demographic changes require a new ordering of priorities. Many of these newer DC residents, who have emigrated from the suburbs or other cities, are used to a wide variety of entertaining, instructive, and consistently improving library services. The West End Library Friends firmly believe that our library can meet the challenge to become a neighborhood center that provides stimulating, instructive, and inclusive programs and services for those who want to participate.

The West End Library Friends seeks to support existing programs and make a positive change in the library. The group is aware of low circulation and membership numbers, although it can cite a definite trend towards increased usage, as our branch edged into fourth place for highest branch circulation of the District of Columbia Public Library in June 2006. In comparison to the total number of persons eligible to use our branch of the library, the group knows that there is substantial room for growth of circulation. Efforts to increase circulation and to improve services are hampered by the lack of information technology, the declining physical plant, and the need to improve the library’s neighborhood profile. It is with this need to effect change that the West End Library Friends proposes a multi-phased plan of action and outline for change for its neighborhood branch.

II. Definitions:

In this document, the following acronyms that will be used are defined below for clarity:

• DCPL: The District of Columbia Public Library.
• WELF: The West End Library Friends. An active group of dedicated volunteers with a mission to support the West End Branch and work for its improvement.
• ADA: American Disabilities Act: the legislation that defines access and safety parameters for buildings to accommodate the needs of physically-challenged people.
• OSHA: Occupational Health and Safety Administration: the Federal government agency tasked with developing and enforcing standards for health and safety in the workplace.

III. Assertions:

Financial History

Historically, complicated funding and procurement processes have delayed projects to improve the central and branch libraries in the District. Some of the repair requests were small and inexpensive. Others were critical to maintaining the plumbing, electrical, and heating systems and directly impacted the safety of the workplace. The projects were submitted, by the branches, and the bureaucratic, central procurement process froze them. During the administration of the prior Mayor, the city’s financial problems escalated to bankruptcy, and the needs of the libraries were largely ignored in light of more serious, pressing issues.

Bureaucracy and Expenditures

In 2003, a one-time refurbishment of the West End Library fixed some of the deficiencies. The improvements were the first step in improving the facility, and much more was needed to transform it into an inviting, safe haven for the community. Because there was no follow-up, these short-term fixes began to deteriorate through normal use, exacerbated by the absence of adequate security to support the librarians and the other staff. And in the past three years there have been virtually no significant improvements or changes sponsored by DCPL. Unfortunately, in some areas, there has been further deterioration of the system and its services. Despite the encouraging outline for improvement in the report of the Mayor’s Task Force on the Future of District of Columbia Public Library System, A Blueprint for Change, there is no defined time table for change. Needed improvements may have to wait years for approval, funding, and implementation, while the building and the information infrastructure and systems continue to deteriorate. WELF wants to fill a gap between the current state of the libraries and any future plans. The citizens of the neighborhoods served by the West End Library deserve expanded services in a secure, pleasant facility.

The West End Library Friends: a Valuable Asset

The mission of the West End Friends is to work with the West End Library and its professional library staff to bring about positive changes that benefit the Branch and its services to the community. WELF is mindful of the constraints and restraints that DCPL must deal with each day and each year. The proposals and suggestions set forth in this paper try to work with and within the system to make the system better. Sometimes, however, we will go “outside the box.”

The practical specifications of these plans will include information and suggestions as to how they can be implemented within the staff allotments and budget of the library and funding from WELF. There are acknowledged obstacles:

• Limited communications
• Limited technology
• Resistance to change
• The perception that individualizing the local branch library is a loss of control by a centralized administration

All of the suggestions in the following phases are guidelines for future discussions among WELF, the professional staff of the West End Library, the library administration and the community. The collective input will determine the final form of the strategy.

IV. Devising a Plan:

As active participants in library listening sessions, the West End Friends knows many of the general challenges DCPL faces:

• Physical deficiencies in the buildings
• Inability to maintain aging buildings
• Inadequate cleaning services
• Inadequate security
• Homeless persons
• Incomplete library collections
• Out of date technology
• The need for more, diversified staff training
• The need for more staff, including children’s librarians
• The need for more and better meeting rooms
• The need to complement the school system’s curriculum
• Extended library hours
• Strategies to improve utilization of the library

The West End Friends has identified many of these challenges in the West End Library as well. In order to begin improving the library and the library’s services, WELF envisions the proposed plan for improvement in three distinct phases.

Phase I: Improving the Physical Facility

The foundation for improvement has to be an assessment of which repairs are necessary to make the West End Library compliant with OSHA and ADA standards and those endorsed by the District of Columbia to ensure the safety and accessibility of its buildings for all residents. It is also essential for the library staff and the community to have a safe and secure place to learn and read. This requires adequate security personnel and technology.

The West End Library staff has identified the following areas that require correction, repair or adequate concentration:

• User friendly signage: interior and exterior
• Street appeal – make the building inviting
• Physical deficiencies in the parking area: broken gates, uneven paving, and no yellow caution lines
• Security mirrors on the stairs and at the end of the stacks
• Interior space that is well planned and efficient, including maximum use of the second floor – considering visibility, flow of traffic, natural light, balance of formal and relaxed seating, a story theater, a film screening room, community rooms, and children restrooms
• A working book-drop that is safe, secure, and protects books from damage by unknown vandals
• Installation of a public address system
• Exploring a self checkout system
• Larger ADA compliant elevator

The intent of these improvements is to provide a safe building for the staff and patrons. The staff currently spends too much time managing the deficiencies in the building. If the deficiencies were repaired, the staff would have adequate time to build programs, build the collection and to implement forward-planning strategies.

Phase II: The Tools

The second phase will encompass making sure that the tools available to the staff and library patrons are current, in good working order, and that the facility has the necessary professionals available to assist patrons.

Tools include:

• Complete basic reference collections
• An up to date computer system with wireless internet access
• Signage that directs patrons to collections, restrooms, and exits

In determining tools for the West End Library, WELF and the librarians want to assess the changing role of the libraries and to recognize that the tools may need to change as well. Libraries can demonstrate their adaptability and flexibility by acknowledging the change in how people receive information. Older generations may adhere to their love of reading a paper book. Younger generations that are bombarded with multimedia will approach learning and enrichment differently. The tools will change to match the change in our cultures and learning methods.

Phase III: Expansion of Programs

The third phase will be to develop an expansion of programs, mentoring, seminars and other activities designed to make the West End Library a community center that brings people together.

In addition to supporting certain library programs such as the journalist speaker series, WELF’s current signature events include the periodic book sale and the prospective hosting of George Washington University student honorees. Developing new programs and services will require community input and involvement. In order to learn what the community will value in enhanced services, WELF would like to conduct focus groups.

WELF will develop a set of questions to stimulate discussion during a series of focus groups. The questions will be designed to determine which programs and services would interest library patrons. By involving the members of the West End, Foggy Bottom and Dupont Circle communities, who will take an active part in future-planning, WELF will have a plan that will provide a platform of comprehensive growth and usage. The facilitators will lead targeted affinity groups:

• Library Card Holders: persons in possession of a current library card at the West End will be notified of the date of future focus groups through signs and WELF activities. The first 12 people to sign up for each of the groups will be enrolled. The groups will be limited to 12-people per group to encourage a free-flow of opinions.
• Small Businesses: WELF wants to encourage small business owners and the private sector, in general, to consider the West End Library a local resource for themselves and their employees. Private sector support can take many forms, including donation of time, services, or funds. Several of the small business owners also live in West End, Foggy Bottom and Dupont Circle and have a strong personal as well as financial investment in the growth of the community.
• Large Businesses (e.g. the hotels): West End, Foggy Bottom and Dupont Circle have more than ten major hotel chains located in its area. A position in the hospitality industry is often the first job an immigrant is able to secure. Doormen, housekeepers, porters, restaurant service personnel, and others require English classes and assistance to gain the skills and confidence to progress in our city. A focus group comprised of executives from these larger businesses will center on the needs of their employees. These businesses may be enlisted to provide financial resources to support these expanded services.
• Private Sector: West End Library patrons share their neighborhoods with The George Washington University, the International Monetary Fund, KPMG Peat Marwick, law firms, restaurants, and numerous non-profit organizations. WELF’s interest in the private sector is twofold. We see them as a potential source of volunteer services and we want to find out if the library can be of assistance to them as well. We envision reaching out to them to offer services to their employees.
• Specific segments of the community have needs that should be identified individually. Examples include:

o Senior Citizens: the West End has several buildings that have large populations of seniors. A focus group, that may include a designated representative of the AARP, will help these citizens articulate how they would like to use the space in the branch and the type of activities they might support. These activities may include, but are not limited to, book clubs, writing classes, seminars, and lecture series.
o The Gay and Lesbian Community
o Parents: many of our community’s young professionals are parents or will soon become parents. This group, especially the stay-at-home parents with pre-school children, would benefit from social contact with other families as well as information about early childhood educational opportunities.

The goal of these focus groups is two-fold: to define a path to enhanced, expanded services; and to assist our dedicated library staff with educated volunteers, advocates and increased library usage. In addition, WELF is looking for the “wow factor”. Growth of our circulation, card membership and services will be an exercise in the transformation of the current West End Library into a more dynamic, vibrant center.

To compete with the marketing giants of the Internet and private sector, WELF will form a committee to plan how to spread the message that the West End Library wants to be a community center. WELF currently sends messages to its membership. However, in order to be successful, it needs to map a multimedia marketing campaign that stirs the interest of the community.

V. Funding:

WELF realizes that most of the funding for the above phases should come from DCPL appropriations. However, we are prepared to take on fund raising to implement this plan. WELF, however, will seek assurances that the money that is raised will be used at the West End Library and does not become part of general library or general District funds. In addition, WELF wants to work with DCPL to set up a framework for subsidizing these projects so that they can be completed in a timely manner.

VI. Conclusion:

The West End Friends believes that DCPL and the members of the District Council will endorse the rehabilitation of the West End Library building and the enhancement of the branch’s programs and services. This requires:

• Bringing the building up to code and compliance with published standards
• Improving security to safeguard employees and patrons
• Improve and / or replace existing signage and lighting
• Improving the collection and computer facilities

WELF is prepared to meet individually with District Council members, with DCPL administrators, and with local library employees to ask for their support in improving the West End Library The West End Library Friends has the support, the resources and the energy to devote to improve the West End Branch. We want to accomplish these improvements now—not later

The West End Friends actively seek a point of contact, or points of contact, in DCPL who will work with its members to prioritize and initiate improvements, to establish training programs for staff and volunteers, and to develop new initiatives.

FRIENDS’ PLANS & ACTIVITIES

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