Glenwood Springs Public Library Renovation 1

Glenwood Springs Public Library Renovation Emporia State University Jay Ballenberger, Kelly Brooks & Torie Derks

Introduction:

Glenwood Springs Public Library Renovation 2 This paper is the combined efforts of three Emporia State University Library and Information Science graduate students to update the technology environment at a small fictional library. To gain perspective on the needs of the fictional library, we interviewed librarians and IT professionals at libraries serving populations between one and two thousand people: DAnn Jackson of the Pikes Peak Library District, the Loveland Public Library, and the Idaho Springs Public Library. These interviews included questions regarding the nature of technology in the library, classes and training available to staff and patrons, the Integrated Library System currently in use, and what technology would be purchased if greater funds were accessible. The answers to these interviews acted as a valuable guide for beginning research and highlighted the importance of myriad perspectives in undertaking large projects. We chose to model our technology plan after three sample library plans available on the Internet, notably, the Avon Free Public Library, the Rochester Hills Public Library, and the Redwood Library and Athenaeum. Each of these plans shared a similar division of categories: Library Vision, Mission, Technology Vision Statement, Current Technology Environment, Goals, and Budget. Writing a mock version of each of these categories required us to consider the type of library we wanted to be and what kind of outcomes would occur after the technology implementation. Our vision and mission statements were created to encompass the broad array of services the library provides while clearly emphasizing that the library is first and

Glenwood Springs Public Library Renovation 3 foremost egalitarian in the services it provides, while our technology statement was intended to serve as a compass to guide our purchases.

Timeline: In order to plan out the transition from the current state of the Glenwood Library to an updated technological environment it is important to have a road map for the steps that will be taken. This plan, while still rough, will be more defined and specific as it moves forward. The first phase is hiring the new technology staff person for the library. Once this has been accomplished, the library as a whole will take advantage of this persons expertise to update and change the following phases as needed. For the timelines purposes the current map for the rest of the transition is as follows. The second phase, after hiring the new staff person, is the physical update to the librarys building. This includes an addition to the building that will expand the staff area, the meeting room, and give the entryway room for an open community area (possibly including a coffee cart). Once the additions, new furniture, and half walls are installed, phase three will commence. This is comprised of installing new technology- hardware, software, projector, fax machines, and so on. The next phase is training the staff, as well as planning for, and training patrons. Phase four will overlap with all the other phases at least some, and should continue to happen even after the technology renovation is complete.

Glenwood Springs Public Library Renovation 4 After the new technology has been in place and in use, an evaluation will take place involving staff, patrons, and Mrs. Abby. Similar to the initial survey that was done prior to the renovation, the purpose is to assess what is working with the technology, what isnt working, and what might be needed in the future. The final phase, phase six, is taking what has been learned from the evaluation and moving forward to purchase other technology, and update the current technology. The technology within this plan is all intended to be included in phase three of the timeline. Projector: A projector is an important and useful technology to include in the update of the Glenwood Springs Library. There will be a community area in the library post-renovation, and one of our goals was to have a space for patrons to share presentations and watch films. I began my research by investigating what functions to look for in a projector on projectorcentral.com. After comparing LCD and DLP projectors, I chose Epson PowerLite 1771W, an LCD projector with a resolution of 1280x WXGA with between 2000 to 3000 lumens. While Digital Light Processing (DLP) has traditionally been known as a higher quality technology for long-term use and has been the preferred projector choice for home-theater enthusiasts, I thought for the general purposes of the library patrons and staff, i.e., sharing presentations, documents, and short videos, an LCD projector would function well. The advantages of choosing an LCD projector include: sharper image,

Glenwood Springs Public Library Renovation 5 brighter colors, and better light efficiency. LCD doesnt hold up as well in categories of contrast and amount of visible pixilation, but it will project a brighter, more colorful picture. The two companies that are leaders in LCD technologies are Epson and Sony. I went with Epson because it had a long lamp life (4,000 hours), was on the higher end of the lumen scale for the price. Its lightweight, clocking in at 3.7 lbs. I estimate the library using the projector about twenty hours a month, 240 hours per year, which means bulb replacement in more than ten years. By that time the projector would probably be obsolete anyway (a new bulb costs $178.00 for this particular projector). However, I have planned to purchase an extra bulb just in case the old one burns out due to staff leaving the projector on, or if the library uses more projector time than planned. This projector costs $984.00 according to projectorcentral.com. Desktops: The mock library originally had only twenty computers, all with technology from the 1990s. Purchasing adequate numbers of desktops with proper software was one of the crucial pieces of technology we needed to focus on to create a successfully revamped library. For the purposes of the library and the emphasis on staying budget friendly, I compared prices of similarly enabled desktops between the two largest computer vendors, Dell and Hewlett Packard. While the basic HP desktop had better design and software features like Photoshop, the cost was roughly $150.00 more than the Dell desktop. Since patrons will be using the computers for standard

Glenwood Springs Public Library Renovation 6 functions such as surfing the Web or working in Microsoft Office, it made sense to purchase a desktop that met those indispensable requirements without the bells and whistles. I also interviewed DAnn Jackson, an IT Professional in the Pikes Peak Library District (PPLD), regarding the technology currently available in her library. She recommended the Dell Optiplex desktop, which is the most budget friendly desktop Dell offers. Its a 2nd Gen Intel Core i5-2400 Processor, Quad Core, with Windows 7 operating system. The Optiplex met my criteria for economy and capability, so I purchased thirty-six for the library. Included with each desktop is a one year warranty and Trend MicroWorry Free security software, which I chose to extend for an additional two years. Laptops: The intention behind purchasing laptops in addition to desktops is to make technology classes available to patrons; the size of the library makes it necessary to have a mobile classroom. The laptops will be set up in the newly added community area and stored after class, allowing for maximum use of a small space. Because Dell offered the most cost effective computers, I chose to purchase laptops from them as well. I decided to go with the smallest, most budget friendly laptop Dell offered: the Vostro 2420 laptop. The Vostro was another recommendation from my interview with Ms. Jackson. I purchased the basic laptop that included Windows 7 OS, dual core processor, an environmental option to support reforestation and ten licenses

Glenwood Springs Public Library Renovation 7 of Microsoft Office Home and Business 2010. The price of the basic laptop is $400.00, and choosing to have Office installed is an extra $200.00. I also chose to spend an extra $20.00 for three years of anti-virus software on each laptop. Deep Freeze: Many of the articles I read on Tech Soup for Libraries and other library forums advised purchasing some form of system restore software. Even patrons in a small, rural library may attempt to download harmful programs or change factory settings. System restore software will also ensure fewer computer problems, and the majority of problems will be solved by a simple restart. Deep Freeze was the most commonly recommended program. I chose the Deep Freeze Enterprise version because the program can manage multiple computer restorations and system updates from one location, which seemed time efficient considering the greatly expanded number of computers in the library, and cost efficient (one license of Deep Freeze Standard is $35.50). Deep Freeze Enterprise costs $180.00 for a 5 pack. I estimate a cost of $1,080, as there will be thirty computers that require this software. AWE Learning Stations:

Libraries have traditionally played a large role in promoting literacy skills in children. Today, familiarity with technology is becoming almost as important in indicating future success. Libraries must commit to promoting such skills in addition to literacy, and AWE

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learning stations accomplish both goals. In homes where there isnt a computer, having a product in the library to introduce children to technology is a crucial step in bridging next generations digital divide. I had seen several AWE Learning Stations in Denver Public Library, and children were always drawn to the colorful keyboards, smaller monitor size, and touch screens, while parents appreciated that they could facilitate their childs learning through listening in on an extra pair of headphones. I spoke with Cynthia Busse, a sales representative at AWE, for more information. She quoted me $3150.00 each for the turnkey Early Literacy Station and the After School Edge. The Early Literacy Station, aimed at children ages 2-8, offers more than 60 educational software titles spanning seven curricular areas ("Awe :: Early," 2012). Because Glenwood Springs has a large Hispanic population, I chose to include a bilingual Spanish option (an extra $200.00) on the Early Literacy Station. The After School Edge, a similar product to the Early Literacy Station,
is also a turnkey system and lacks a browser to ensure children are protected from Internet content and can play safely without constant supervision. This particular system has learning games geared to children 614 years of age. Originally I intended to purchase two Early Literacy stations, but because we chose not to purchase gaming stations for teenagers, I wanted to include one item geared to an older range of children. The array of

Glenwood Springs Public Library Renovation 9 ages served by these two products should serve the younger patrons of the library well. Integrated Library System An Integrated Library System is the backbone of every library, so choosing a new ILS for our library was one of the most important decisions we made in renovating the librarys technology. Several details we took into consideration while evaluating potential ILS included the size of our library, specifically in terms of physical space, collection size, and staff size. My research led me to the Koha Express platform, now known as LibLime. LibLime is a cloud-based system that is useful for small to medium libraries that may not have a full IT department to devote to ILS servers and system updates. Our library is limited to ten staff, and though our budget will include the hire of an IT person, we saw his or her duties relating to staff and patron training and maintenance of the library website and new technology. An entire ILS seemed too great a task for one person to manage in addition to all the other job-related duties, thus we decided that a low-maintenance, cloud based system would be our best option. While Koha, the platform LibLIme is based on is open source and free, the costs associated with LibLime are related to its implementation and ongoing maintenance. These services include installation, data migration, system updates, and hosting. Cibarellis (2008) survey of ILS reports LibLime as having a comprehensive package that includes a variety of customer support, metasearch capability, and self-checkout stations. While we decided

Glenwood Springs Public Library Renovation 10 against RFID tags and self-checkout for our updated library at the present moment because of the small nature of the library and the prohibitive cost of gates and RFID tags, its good to know that LibLime will support selfcheckout should we decide to offer that feature in the future. Costs of LibLime are based on number of MARC records, with tiers ranging from 0-50,000 records, 50,001-100,000, and up. I estimated our library to have a fairly small number of bibliographic records (0-50,000) because of its non-urban location. Patrick Jones, director of LibLime, provided a budgetary breakdown of costs: The cost for implementation services (which can usually be completed in 3-4 months), as well as the first 12 months of maintenance is $12,200 ($3,500 of that is the maintenance and hosting component) (P. Jones, personal communication, November 6th, 2012). LibLime also offers multi- year contracts that allow libraries to defray start-up costs over several years, thus, the first years costs ($12,200) combined with the cost of years two- five would cost the library around $5,500 a year for five years. An extra benefit to choosing LibLime would include a Project Manager to assist with the programs implementation, and several Webex trainings to educate library employees on their new ILS. Overall, I see the LibLime ILS as a good fit for our renovated library. Copiers A good copier is, of course, essential for the patrons of our library. At the moment we have no data on copier usage so it is very difficult to know exactly the model and options to choose for our community. Because we do

Glenwood Springs Public Library Renovation 11 not yet have accurate usage data, I recommend setting up a lease agreement for 2-3 years to help determine if in the future it would be in our best interest to purchase a machine outright. During our copier lease period we can begin compiling data figures to help us determine how the equipment is being used and survey the patrons as to how the technology is working for them or how it could be improved. A great source for copy machine purchasing recommendations is put out by the State of Marylands Department of General Services. Thanks to the suggestions from this guide, I recommend a machine capable of copying at least 30 pages per minute. My present recommendation, bases off a rough estimate of our communitys needs would be a Ricoh Aficio MP 3350B. It is a black and white copier with the multi-function options of scanning, faxing, and printing. I believe scanning and printing should be added to the package within our librarys copy machine lease. Included in the lease is a contract with the manufacturer that all service on the machine will be handled by Ricoh technicians. Included in this service agreement is initial staff training on basic copier functions and troubleshooting. Also included in the contract is toner for the copier throughout our lease agreement. For these services, the copier, limited scanner functionality, and printing our library would be looking at monthly payments of between $250-280/month for a 3 year lease, adding up to a total of no more than $3,360 per year. Patron Fax Machines

Glenwood Springs Public Library Renovation 12 For patron fax machines, the Glenwood Springs Library will be testing a very interesting service called Fax24 Public Fax Service. Fax24 is a fax machine vendor service that delivers a fax machine type kiosk to libraries at no cost to the library. Fax24 owns all of the hardware and maintains and services all aspects of the fax machine. The library merely hosts the physical space for the machine. For the trouble of hosting the Fax24 machine in our library, the company will share revenues with our library, although at a limited capacity of income. To use the machine patrons can use credit cards, debit cards, or can purchase a prepaid fax card enabling them to use cash or write a check. These prepaid fax cards will be available to purchase at the check-out counter. The machines are very simple and user instructions are clearly marked in step-by-step directions directly on the machine. Direct customer support is available and provided by Fax24 by simply picking up the fax phone receiver and calling the support service. If a telephone support service technician is unable to resolve the problem remotely, the machine is guaranteed to be replaced within 72 hours. If unfortunately this were to occur, the small stand-alone staff fax machine could be used as a back-up until the service is restored. The Glenwood Springs library believes that the Fax24 service will allow our transition to upgraded technology run smoother by having outside technical support to turn to in the case of breakdowns. Staff Fax Machine

Glenwood Springs Public Library Renovation 13 For staff use the library recommends a free standing fax machine that would be used as a back-up patron fax machine in the event that the patron Fax24 system was out-of-order. A basic fax machine is all that would needed, as most communication would be via e-mail and telephone. A free standing fax machine that would perform well for our needs with the occasional fax job is the HP 2041 Plain Paper Fax and Copier retailing on various e-commerce websites for at or around $70. Remanufactured generic brand ink cartridge replacements run between $8-12 for the HP 2041. This black and white fax machine can also make small batch copies, but this is not foreseen as being a recommended use of the machine. Staff Color Printer With developing opportunities for enhanced programming at the Glenwood Springs Library, printing of program materials for outreach is seen as an essential step in attracting more patrons to the library and its programs. The largest setback in choosing printers often times is not the cost of the machine, but the cost of ink for the machine. Many printers that fit the criteria of our needs had price tags per ink refill that were the same price as the machine itself. We found an alternative that should help the library make appealing outreach and handout materials while not breaking the bank on ink or having to go to the trouble of going out-of-house to print library materials. The solution comes from a company called Cobra Ink Systems. Cobra Ink Systems has developed after-market printer ink reservoirs that are primarily installed on Epson printers. The model of this

Glenwood Springs Public Library Renovation 14 system is that when you buy ink in bulk you pay much less than you would for the same amount of ink that comes in the printers stock ink cartridge. The printer we recommend is the Epson 1100 with external color ink reservoirs. A 17oz bottle of black ink costs $52. In comparison, a 1.6oz onetime cartridge of black ink for this same printer retails for $20. Our recommendation is that the library purchase 2-8oz bottles of each color and one 17oz bottle of black ink for a grand total of $650, which includes the printer. Macs In order to offer the full extent of what technology can do for a community, it is vital to include computers with the ability to allow patrons to explore, design, create, and take advantage of all that can be accomplished with design software. To best provide this service, two MacPro computers with high quality Thunderbolt Displays will be purchased for the Glenwood Library and loaded with Adobe Creative Suite 6 Design software. Our new technology staff person needs to have a solid grounding in this software to insure that it doesnt go unused (offering tutoring to patrons who are interested and so on). Microsoft Office will not be included on these computers initially, and will only be added if a need for it is identified. This is done because all the other computers available to patrons will have Microsoft programs, and the purpose of these two MacPro units is to be used for design.

Glenwood Springs Public Library Renovation 15 One of these computers will be set aside for teens to insure that they have access to and are encouraged to explore the told provided by this set up. This will help bring the younger demographic into the library and provide them with the tools to build a solid foundation for life in a community that values technology, and expects its citizens more and more to be active players in the information highway. The second set up will be for older patrons, with the hope that it will not only give them access to and the ability to explore what creative software can do, but that it might be used in a practical way as well. Perhaps to help small businesses create their own logo, build a website to promote their product, and so on. As the MacPros are discovered and used by the community, other software in addition to the Adobe Suite may be added if needed. Glenwood Library will purchase two MacPros with 3.2Hz Quad-Core Intel Xeon at $2,299 each. These are not the top of the line model, but do include the ability to upgrade as needed. Two Apple Care protection plans at $199 each will also be purchased as insurance for the MacPro units. The display for the two computers will be the Apple Thunderbolt Display, a 27 inch screen with impressive graphic capabilities at $1,898 for two. A protection plan will also be purchased for these at $158 for two. The Adobe Software is the Creative Suite 6 which includes Flash, Illustrator, Photoshop, InDesign, and Dreamweaver. Two licenses for this

Glenwood Springs Public Library Renovation 16 software is $1,899.95. All the prices quoted here are with the government discount Apple provides to libraries through their online store. Conclusion Our technology plan began with a vision and mission statement similar to that of many libraries. We decided that we needed a technology strategy that could keep us focused while sifting through all the varieties of technology available to present day libraries and their patrons. Our plan tended to focus on the software programs and hardware to run them. Having grown wiser as a result of this assignment, we believe a stronger focus for a future program of this sort would benefit from more research into existing funding programs on the state and federal level, grant writing opportunities, and secure funds for the future with less of a focus on purchasing equipment right away. This approach could help provide a longterm, robust culture of technology use within the overall library mission of lifelong education and discovery for our community. This exercise became a lesson of accountability in how a public library allocates its funds. People deserve to know their money is being used wisely and relevantly within their community and being able to prove that your library can do this is a sure fire way to have advocates fighting alongside you in the future. After all, Mrs. Abby brought her money to our library for a reason.

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References Awe :: Early literacy station. (2012). Retrieved from http://www.awelearning.com/en/markets/libraries/in-the-library/the-earlyliteracy-station/ Brostuen, L. (2008, September 1). The redwood library and athenaeum technology plan. Retrieved from

http://www.olis.ri.gov/grants/erate/includes/tpred09.pdf Davey, J. (2012). Fax24 Public Fax Service. Retrieved from http://www.fax24.us/ Domains By Proxy, LLC (2011). Cobra Ink Systems. Retrieved from http://www.cobraink.com/ Lee, D (2010). A guide to purchasing copiers. Retrieved from http://www.dllr.state.md.us/procurement/purchasingcopiers.pdf

Glenwood Springs Public Library Renovation 18 Knox, K. C. (2011, January). Sample technology plan. Retrieved from http://www.karencknox.com/documents/Sample Technology Plan.pdf Technology plan. (2007, October 16). Retrieved from http://www.avonctlibrary.info/PDFS/technology_plan_afpl_2007-2010.pdf