Small Library Pilot Project

I Wish Our Library Had...

Costs of a New Library - State and Town Shares

MBLC Program Notice

A document that describes the new Small Library Pilot Program.

Update, September 21, 2021

Mary Anne, Library Trustees and volunteers are working on completing sections of the Library Building Program. A link to the Building Program created in 2008/9 is posted just below this message.

On Thursday, September 16th, ten soil samples were collected from Lot O-32. The samples were collected via soil boring, a technique used to survey soil by taking several shallow cores out of the sediment.

We are now waiting for lab results from the ground water testing at Lot O-32 and behind Town Hall, and the lab results from the soil testing.

Library Building Program 2009

Questions asked during mediated conversation about the library on 9.9.21

QUESTION 1 The town selected to participate in the Small Library Pilot Project must have Town Meeting’s permission to apply for and accept the grant by a deadline of November 19th.

Shutesbury already voted on this at June’s Town Meeting – why so early?

ANSWER At Town Meeting, voters were asked to approve Article 9:

Article 9 To see if the Town of Shutesbury will vote to authorize the Select Board and/or the Library Trustees to apply for state funds through the Massachusetts Pubic Library Construction Program (MPLCP) Small Library Pilot, which might be available to defray all or part of the cost of the design, construction and equipping of a new library project and to authorize the Library Building Committee and/or Select Board and/or Library Trustees to accept and expend the MPLCP funds when received without further appropriation.

This article was discussed by Library Trustees at their meeting on May 10^th, and approved to be on the Town Meeting Warrant by the Select Board on May 11^th.

In the information we shared via the Town email announcement list, and on social media on June 9^th, and made available at Town Meeting, we said the following:

Why are we talking about this now?

We aim to be fully transparent in our intentions and the process. The town selected to participate in the Pilot must have Town Meeting’s permission to apply for and accept the grant by a deadline of November 19^th. Completing this step now saves the cost and effort of mounting a special Town Meeting this fall. Plus, voting now strengthens our application.

Another factor we considered was the ongoing pandemic. We were concerned that Covid-19 conditions would make an indoor Special Town Meeting in the fall dangerous, and the temperatures in the fall are less predictable, making a successful outdoor special Town Meeting unlikely.

QUESTION 2 The Building Program is due September 30. What does "Building Program" actually mean?

ANSWER First, since there are now only two towns pursuing the Small Library Pilot Grant, the Building Program due date has been moved to mid-October.

The Massachusetts Board of Library Commissioners defines the Building Program as:

A library building program is a document, based on data collected from the community, that serves as a guidebook or set of instructions from the library director, trustees and staff to the architect.

The Building Program articulates the library’s vision of its future and serves as a set of instructions to the architect. The architect confirms program requirements through independent investigation, and then begins conceptualizing a building that answers the needs expressed. Throughout the project, the Building Program serves as a yardstick to determine how true the design remains to that vision.

The Library Director and Trustees will create the Building Program guided by data about library services for the past ten years, demographic information about the town, and library needs as indicated by library usage and input from the community.

QUESTION 3

Part a: From the Small Library Pilot Project; On December 3, 2021, the Trustees submit the final application for the Pilot project.

On whose authority is the final application submitted?

ANSWER, part a: The final application will be submitted on Town Meeting’s authority. It will be signed by the chair of the Select Board, other Select Board members if they desire to sign it, and the Co-chairs of the Library Trustees and other Trustees who choose to sign it.

QUESTION 3

Part 2: That is, to what extent is there consensus or a Town Meeting vote prior to December 3?

ANSWER, part b: There are no Town Meeting votes before December 3^rd. There will be many opportunities for input as the application process unfolds between now and December 3^rd. We intend to create a Building Program that meets our town’s needs and is sensitive to expressed financial concerns.

Currently scheduled opportunities for input

Tuesday, September 14^th, 6-7pm: Open House at the Library

Thursday, September 23^rd, 6 pm, on Zoom: 2^nd mediated conversation about the library.

QUESTION 4 The Small Library Pilot Project states JANUARY/FEBRUARY 2022: MBLC announces the town selected for the Pilot AND SPRING 2022: Town Meeting votes on whether to approve local funding. The amount will be based on the estimated square footage from the MBLC building program.

Where in the process is the opportunity for the Town to review the proposal and costs – in advance of spring Town Meeting ?

ANSWER If Shutesbury is selected to receive the grant, public forums will be planned to review the proposal and the financial implications well in advance of Town meeting.

We are planning to provide a robust cost estimate based on our building program and the range of costs per square foot from recent projects which the MBLC has committed to provide. If offered the grant, we plan to ask townspeople to approve a not-to exceed figure at Town Meeting.

Updates - September 10, 2021

A successful perc test was completed behind Town Hall on September 7th.

The monitoring wells at Town Hall and Lot O-32 were purged and ground water samples were taken on September 8th. The water will be tested for potability, PCBs, VOCs and PFAS.

Updates - September 3, 2021

A site must be selected by December 3rd which is the date the application is due.

Two of the four towns that originally expressed interest in the project have withdrawn.

Small Library Pilot Process—Updates from Board of Library Trustees

August 26, 2021

Visit to Erving Library

One of the requirements to participate in the Small Library Pilot Project process is for Trustees and other invited parties to visit a nearby, new library in a town of comparable size. The Building Specialists from the Massachusetts Board of Library Commissioners, Lauren and Andrea, have arranged a tour of the Erving Public Library for Monday, August 30. (Lauren and Andrea were the speakers at the recent open session at the Shutesbury Athletic Club.) The purpose is for us to start thinking about the things Shutesbury may need or want in its new building. The tour will be kept small, participants will be masked, and we will share a video afterwards so that more townspeople can learn from the visit.

The Trustees of the MN Spear Memorial Library congratulate the Town of Erving and its Library Trustees on building a beautiful library that meets their town’s needs. At 8,325 square feet, it is a good bit bigger than we anticipate building in Shutesbury. While Erving is comparable in size and median income to Shutesbury, they have revenue sources that we do not. We will be keeping this in mind as we tour the facility. The Trustees of the MN Spear Memorial Library affirm our commitment to a building that meets our town’s needs and is within our means. We are also committed to building a library that aligns with the small town, rural character of Shutesbury.

Potential Site Environmental Assessments

The Trustees are considering two sites for a potential library. The first is Lot 0-32, which was the site proposed in 2011—it’s on Leverett Road, across from the Highway Department, where you see the cable spools leftover from the broadband project. The second site is behind Town Hall. We are currently soliciting quotes for an environmental site assessment, perc and well testing behind Town Hall, and well and soil testing at Lot 0-32. These tests will be paid for using a combination of library state aid and funds the Friends of the Library have raised over the years. The tests will not be paid for from Shutesbury’s operating budget.

The Small Library Pilot Project is available for new construction only. Additions and renovations of existing buildings do not qualify. If you have ideas about a suitable site for a new library other than the two mentioned, please let us know.

What do you wish for in a new library?

We have created a Wish Tree on the Town Common. Stop by and write your ideas on a tag and hang it from the tree. Other opportunities to provide feedback about the new library will be announced soon.

Important Dates

September 30: The proposed site and the building program are due to the MBLC. As a reminder: the building program is not a design, but rather a list of instructions to the architect and project manager describing the functional spaces Shutesbury would like to include in its new library. The building program is a big step in designing the space and estimating costs.

December 3rd: The final application is due to the MBLC.

Questions?

Please email your questions and comments to librarytrustees@shutesbury.org.

Enhanced State Funding Opportunity for New Shutesbury Library

The Massachusetts Board of Library Commissioners (MBLC) recognizes the significant challenges that small towns like ours face in building new libraries, including a lack of funding sources and small library staff. To address these challenges, the MBLC has launched a Small Library Pilot Project (Pilot). The Pilot program covers a greater percentage of construction costs and provides more technical assistance in planning than the regular program. Shutesbury is one of a handful of towns well-positioned to apply for the Pilot.

This year’s Town Meeting includes Warrant Article 9, sponsored by the Selectboard and Library Trustees, to allow the Town to apply for and accept Pilot project funds. If our application is successful, all the years of planning, saving, and fundraising will result in a new library that meets our Town’s needs.

Who can apply for the Pilot project?

All towns in the Commonwealth with populations of fewer than 2,000 who would like to build a new library and have not yet participated in the MBLC’s Construction Program may apply. The MBLC’s Library Construction Programs began in 1987. Since then, the program has completed 227 new or renovated libraries, but only 15 are in towns the size of Shutesbury.

How much money is available from the state?

The MBLC will cover up to 75% of the eligible costs. Shutesbury would be responsible for covering the remaining 25% of eligible costs plus 100% of ineligible costs.

What’s an “eligible” cost? In other words, what would the state cover?

Most construction costs are considered eligible costs.

What’s an “ineligible” cost? What would the Town need to pay for?

Ineligible costs include landscaping and paving, furnishings (such as some shelving, tables and chairs), fixtures (such as lighting or plumbing fixtures), and equipment (such as photocopiers and computers). Demolition and hazardous waste clean-up are also ineligible costs.

How much has been saved already?

Since 2007, the Town has been saving for a new library. Starting in 2013, we have voted annually to set aside $25,000 for a total of $227,700. Through Giving Days, Library Dinners, Spring Spruce-ups, bake sales, and many other efforts, the Friends of the Library have raised $261,695. With the addition of the annual $25,000 appropriation to the Library Building Fund at Town Meeting, the total will be $514,395 for Shutesbury’s new library. This is 10 times the amount that had been raised in 2011 when we last considered a new library.

Our private fundraising has been wildly successful even without a specific plan. With a specific project and timeline, we are confident our fundraising will only improve. We will keep baking and raking!

What might the property tax implications be?

The Friends and Trustees will continue to do our very best to limit the impact on Town budgets and property taxes. If Shutesbury is selected for the Pilot, we will present cost estimates to the Finance Committee and Town Meeting next spring. Either way, our private fundraising will continue.

In 2012, the Town voted to decline a MBLC grant for a new library. The total cost and potential increase in property taxes were significant factors for those who could not in conscience support a new library. The Trustees believe that with the increased state support provided by the Pilot and the substantial funds already raised and saved, the tax impact will be greatly lessened.

Aren’t construction costs really high right now?

Yes, they are. However, industry analysts expect lumber prices to drop by 40-50% by the end of this year, and costs to normalize by the middle of 2022, well before construction would begin.

Where would the new library be built?

This is yet to be determined. Several town-owned properties will go through a site assessment process. Whichever site is chosen, the value of the land will count towards the Town’s matching funds.

Why are we talking about this now?

We aim to be fully transparent in our intentions and the process. The town selected to participate in the Pilot must have Town Meeting’s permission to apply for and accept the grant by a deadline of November 19^th. Completing this step now saves the cost and effort of mounting a special Town Meeting this fall. Plus, voting now strengthens our application.

What’s the timeline and process?

· SUMMER 2021: After we submit our letter of intent, the MBLC will visit Shutesbury and the other towns that have applied. They will meet with key people and visit potential sites.

· SEPTEMBER 30, 2021: Building program is due.

· NOVEMBER 30, 2021: Giving Tuesday. You can bet the Friends and Trustees will pull out all the stops for this one!

· DECEMBER 3, 2021: Trustees submit the final application for the Pilot project.

· JANUARY/FEBRUARY 2022: MBLC announces the town selected for the Pilot.

· SPRING 2022: Town Meeting votes on whether to approve local funding. The amount will be based on the estimated square footage from the MBLC building program.

What are Shutesbury’s chances of being selected for the Small Library Project Grant?

The key criteria for selection are community need, demonstrated community readiness and availability of a suitable site. Factors in Shutesbury’s favor include:

· COMMUNITY NEED Most townspeople use and love our library. 74 percent have library cards. Among libraries in towns of similar size, Shutesbury has the second highest circulation rate in the state. Circulation has remained high during the pandemic. However, at 768 sq ft the current building is too small for effective social distancing AND it doesn’t have running water for handwashing, so we are still not fully open.

· DEMONSTRATED COMMUNITY READINESS Public and private efforts together have saved a substantial amount of money ($489,395 at the time of writing) towards the costs.

· A SUITABLE SITE Shutesbury has several town-owned properties that are being evaluated.

We have been talking about building a new library for Shutesbury, a place to learn, grow and gather, since 1995. Shutesbury is a community of enthusiastic library users and supporters. This Pilot is a rare opportunity to finally meet our needs and achieve our dream.