CONSULTATION IS THE KEY: THE GEORGETOWN BRANCH PROJECT Jane Diamanti, Director of Library Services Halton Hills Public Library.

CONSULTATION IS THE KEY:

THE GEORGETOWN BRANCH PROJECT

Jane Diamanti, Director of Library Services Halton Hills Public Library

LIBRARY AS PLACE

• Focus: importance of key stakeholder consultation

• Renewal of the Georgetown Branch

• Took 7 years (!); a number of uncontrollable delays

• Construction management project: normally less than 4 years

LIBRARY AS PLACE

• Construction Management: o Library projectso Recent Town projects

• Advantages of CMo Budget flexibilityo Transparency re: contractorso Time to consult

KEY STAKEHOLDERS: MUNICIPAL PARTNERS

• Kept Council/Senior Town staff apprised via:1. 17 formal project-related reports2. “Growing a Great Library” Newsletter3. Invitations to Community Forums

• One-on-one meetings potentially more effective: o Identified barrierso Explored options to reduce barriers

KEY STAKEHOLDERS: MUNICIPAL PARTNERS

• Council endorsed a new library in principle only

• No direction re: next steps

• Disappointing result

FACILITY/SITE STUDY

LESSON LEARNED

KEY STAKEHOLDERS: MUNICIPAL PARTNERS

•A strong, evidence-based report not enough

•Needed to establish strong and open relationships with Councillors and Town staff

KEY STAKEHOLDER: THE BOARD

• Board updated by Committee Chair

• GBPC included: • Three Board members • Architects• Project Manager• Construction Manager• Senior Library and Cultural Centre staff

GEORGETOWN BRANCH PLANNING COMMITTEE

KEY STAKEHOLDERS: THE BOARD

• Sound decision to give oversight to the Georgetown Branch Planning Committee

• Countless decisions re: schedule and budget

• Recommendations to the Board when necessary

LESSON LEARNED

KEY STAKEHOLDERS: THE BOARD

• The Board also received:1. Newsletters; articles2. Notice re: upcoming Community Forums3. Invitations to site visits

• Many opportunities to learn, ask questions, provide feedback

• Highly recommend cross-representational committee

LESSON LEARNED

KEY STAKEHOLDERS: STAFF

KEY STAKEHOLDERS: STAFF

• Staff representatives from all service areas

• Visited 19 new libraries

• Documented ‘likes’ and ‘dislikes’ in writing and photos

• Established an important network

BUILDING COMMITTEE

KEY STAKEHOLDERS: STAFF

• Staff, architects and interior designer

• FMFC’s Purpose1. Scrutinize the floor

plan2. Determine the

location furniture/equipment

3. Provide input on interior decor

FORM MEETS FUNCTION COMMITTEE (FMFC)

KEY STAKEHOLDERS: STAFF

• Staff received monthly updates and newsletters

• Encouraged to attend public consultations

• Some served as ‘space experts’

COMMUNICATION

KEY STAKEHOLDERS: STAFF

• Staff time = money (hours for part-timers)

• Time for architects to review, clarify and revise

• Patience when staff got ‘stuck in the weeds’

• Great Results!o Achieved buy-in and had fewer surprises

o Staff very satisfied with building

LESSONS LEARNED

KEY STAKEHOLDERS: THE COMMUNITY

• Sought input early

• Patron survey

• Multiple sessions for different audiences

PUBLIC CONSULTATIONS

KEY STAKEHOLDERS: THE COMMUNITY

• Revealed floor plans and interior design features

• Visuals available

• Videos on YouTube

‘DESIGNER GUYS’ EVENT

KEY STAKEHOLDER: THE COMMUNITY

• Concentrated on six high impact channels:

1. “Growing a Great Library” Newsletter 2. Director’s Blog3. Library website/social media links4. In-house Library newsletter5. Conceptual drawings display6. Outreach activities

•

PUBLIC COMMUNICATION

• Construction management allowed for time to

consult

much better productmore support from key stakeholders

KEY STAKEHOLDER: THE COMMUNITY

IN SUMMARY…

JANE DIAMANTI

[email protected] ext. 2501www.hhpl.on.ca

e. p.w.

Director of Library Services