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Christine Lopez

Professor Gray

GLMS 608

December 10, 2023

Facilities Plan Memorandum

Date: December 10, 2023

To: Mrs. Mandel, Principal, & School Administration

From: Christine Lopez, School Library Media Specialist

Subject: Upcoming School Library Updates

Dear Mrs. Mandel,

In light of our school’s undertaking of a 1:1 device initiative for all students, we spoke

previously about updates to the school library layout during our school SLT meeting last month.

We discussed how the library will no longer need stationed computer banks for student use and

therefore would benefit from an update since the space has not been renovated in decades. This

opportunity allows us to make significant updates and physical changes to the library space in

terms of accessibility and voiced needs by students, staff, and the school community. These

changes are meant to assist our staff and students' curricular demands while also providing a

welcoming environment for all stakeholders, delivering a message to everyone that our school

library is an essential component of our school community. Furthermore, these minor changes to

the library space will allow us to support all students’ critical thinking skills and problem-solving

abilities, paving the way to making them lifelong learners. Therefore, this plan revolves around
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New York City Department of Education’s vision and mission “to ensure that each student

graduates on a pathway to a rewarding career and long-term economic security, equipped to be a

positive force for change” (“Vision and Mission”). More importantly, it also directly speaks to

and meets our school’s mission in that we are “dedicated to the belief that all children have a

right to learn and can learn in an environment that provides a balance of a rigorous academic

curriculum, enrichment through the arts and technology while being supported socially and

emotionally. It is our vision that provided with the appropriate tools, the students of PS 205 will

become independent lifelong learners that will contribute to society” (“About”). By updating the

school library and its resources, we will be able to do exactly what our mission and vision

statements intend - allow all students the right to a rigorous curriculum, enriched through

technology while being supported socially and emotionally to become independent, lifelong

learners. This proposed update focuses on creating more space for students to exchange ideas

and work together, read for pleasure and enjoyment, collaborate, and work with up-to-date

digital tools and technologies. Research has also shown that school libraries are often places of

sanctuary for students, a place where their social and emotional needs are met (Wallace 131).

After our discussion at the SLT meeting in November, the library council met to provide

input on what updates they’d like to see in the library space and what changes might best support

their needs. The council consists of students, teachers, administration, and parents. After an

engaging discussion, the findings of each stakeholder group can be found in Table 1 below.
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Table 1. Summarized findings after Library Council Meeting on Proposed Changes

Stakeholder Group Responses

Students ● Comfortable seating to read and work.

● More Makerspace opportunities.
● More places to read quietly.
● More places to work in groups.
● Chargers for devices.
● Extra devices to use while ours are
charging.

Teachers/Staff ● More collaboration opportunities and

space for whole group instruction.
● More flexibility in programming.
● Furniture scaled down to
accommodate all types of mobility and
abilities.
● Easier access to librarians for
check-out and check-in.
● A space for students to read even
when whole group instruction is
happening with another class.
● The ability for the librarian to see all
areas of the library at all times.

Administration ● More space in the library for students,

staff, and family members to move
about freely without obstructions.
● A space for PD opportunities while
keeping the space for library checkout
during open library periods.
● The use of the Smartboard during PD
and faculty meetings.

Parents ● Meeting space for PTA meetings and

Parent workshops.
● A more inviting, updated space for
students and families.
● More nighttime events for families
and students to attend in the library
space.
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After considering all these suggestions, I was able to create a facilities plan that will

accommodate nearly all requests voiced during the meeting and fulfill the needs of the many

stakeholders who use this space continually. At the end of the memorandum, you’ll find the old

layout and will then be able to compare it to the new design. It’s important to note that you will

find that many items will be reused, but relocated in order to enhance organization, flow of

traffic, use of the space, and accessibility. A thorough inventory of the necessities and wish list

items that must be bought will be provided at the end of this memorandum as well. These items

allow us to make the imagined renovated library space a reality. The items on the list were

chosen with our students and stakeholders in mind so that their needs voiced during the library

council meeting could be met. With these additions, accessibility will be possible for all learners

and the purchases listed are items that are sustainable and perfectly relate to the vision and

mission of our school.

Prior to this opportunity, the library space was not meeting the needs of all students in

terms of accessibility. The physical learning space is a vital element to the success of a school

library and unfortunately, many of our students did not find this learning space welcoming and

accessible. The sheer size and quantity of the tables in the library made it difficult to easily

access the resources available in the space, especially when meetings or classes were held.

When reconsidering the space, the first need that was of utmost importance was that of

accessibility to all. The ADA suggests that the minimum required space between shelves and

furniture for wheelchair access is 36 inches. Currently, there is barely one to two feet of space

between the furniture and the shelving which is a clear accessibility issue (“Library Equipment &

Facilities Management”). The preferred amount of space is 42 inches which is not possible in
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the current layout of the library. The first renovation that is proposed is that the large circulation

desk be removed from the library altogether. The desk is unusable and does not meet the needs

of the students or the librarian. When it was in use, the desk was too large for younger students

to see over and a rolling check-out system was preferred. With the smartboard, computer cart,

and digital camera setup, the desk is almost completely blocked. This is wasted space and could

be used for whole-class instruction, leaving more room for students to travel among the shelves

running around the perimeter of the library. Ideally, we would move only five tables to the front

of the room, leaving the majority of the shelves largely accessible to all. The smart board, that is

on casters already, would be moved to block the unusable door that leads to the ESL room.

Beside the Smartboard would be the digital camera setup and the newly purchased iPad cart with

a class set of iPads. This would allow for students to use devices if their own 1:1 device dies or

is forgotten. It is important to note, that nearly all furniture and carts added to this proposal

come on casters, making movement and restructuring easy, should it be necessary for certain

events.

As we mentioned previously, all desktop computers will be removed, making room for

the other five tables to be removed. This will allow for a quiet independent reading space as well

as a few circular tables for group work and collaboration. Leaving this space with the majority

of the bookshelves open and airy allows for increased accessibility and general appeal, as

outlined in ADA’s considerations for safety, spacing, and sizing (“Library Equipment &

Facilities Management”). Students can spend time reading and enjoying the space even when a

lesson is happening at the other end of the room. To maximize the ability to reach all the texts in

the room, sections will be moved to accommodate students' most frequented areas. Currently,
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the graphic novel section, which is the most sought-after section in the library, is placed behind

the door in an obstructed view from the librarian. This area will now be relocated to a more

open, accessible place in the library on the far right in the back of the room. The E section,

which is very small and barely touched, will be fused in with the picture books or weeded

altogether. The books in other languages section will be relocated to behind the door for two

reasons. One reason is that it often confuses students who are not ELLs and are choosing these

texts without realizing they are written in a foreign language. Secondly, it’s a section that is

steadily growing and needs a new, larger space. Additionally, some of the outdated nonfiction

books will be weeded to make room for additional updated texts and new signage should be

purchased to introduce and label the new layout for students and staff.

Many students voiced the need for charging stations for devices and two carts will be

available for this purpose. They are located in the center of the two large round tables on casters.

If the budget allows, the laptop cart would benefit from updated laptops, as the laptops currently

housed in the cart are nearly 12 years old and do not function properly. An additional display

will be purchased to highlight various genres and topics throughout the year and will sit beside a

comfortable reading area that would be wonderful for our younger students who prefer floor

seats over the larger chairs used by upper-grade elementary students. The librarian would have a

rocking chair at the edge of this meeting area that has a rug with floor spots already incorporated

within the design. In addition to the new rug, various flexible seating options will be available

for students with diverse preferences in seating. Some requested wiggle seats and rockers,

similar to those they have in the classroom which help them focus and learn (Helfrich 76).

Lastly, to replace the desktop computers that housed our catalog program, Destiny
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Discover, iPad stands would be available around the library for patron use. Many students also

voiced the desire to have more Makerspace opportunities and a new Makerspace cart would fit

perfectly in the space behind the smart board, blocking the entrance to the unusable door. The

cart is on casters, making it easy to roll out to a table for student use. Makerspace opportunities

for students are such a crucial part of our library program and the AASL’s Standards for the 21st

Century Learner outline guidelines for today’s inquisitive learner that include Makerspace

opportunities. To be a 21st-century learner, the learning that is sparked by curiosity must also be

applied and one of the best ways for this application to happen is through STEAM and

Makerspace (Gustafson 35). While Makerspaces might begin as informal ways to tinker and

play, the goals are directly tied to dispositions outlined in the AASL standards. In our school, as

in many schools, the library is the intersection between students’ personal interests and goals or

skills learned in the classroom. Therefore, we must nurture Makerspaces because they are the

center of learning and discovery, are “hubs of innovation and collaboration, and places where

free access to many kinds of materials is a core value” (Gustafson 37).

All of the items listed below are linked to Demco’s website or to Shop DOE. This will

allow you to order whatever you deem fit quickly and easily. If you have any questions about

the purchasing or the proposal, please reach out at any time. I appreciate you taking the time to

read and consider this proposal. With this additional funding, I am confident that we can

continue improving the learning experience for all our students, impact their love for education,

and pave the way for them to become lifelong learners.

Sincerely,

Christine Lopez
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Itemized Budget

Items from Demco & Shop DOE

Priority Items Priority Items with Wishlist

Round Table on Casters ($325.00 x2) $650.00 Round Table on Casters ($325.00 x2) $650.00

Noodle Chairs ($195.00 x 8) $1,560.00 Noodle Chairs ($195.00 x 8) $1,560.00

Librarian Stools ($389.00 x 2) $778.00 Librarian Stools ($389.00 x 2) $778.00

Rug ($469.00 x 1) $469.00 Rug ($469.00 x 1) $469.00

Beanbag Chairs ($109.00 x 3) $327.00 Beanbag Chairs ($109.00 x 3) $327.00

Rocking Chair ($699.00 x1) $699.00 Rocking Chair ($699.00 x 1) $699.00

Display ($979.00 x 2) $1958.00 Display ($979.00 x 2) $1958.00

Floor Seat ($109.00 x 6) $654.00 Floor Seat ($109.00 x 6) $654.00

Floor Rocker ($209.00 x 2) $418.00 Floor Rocker ($209.00 x 2) $418.00

Charging Cart ($936.12 x 1) $936.12 Charging Carts ($936.12 x 1) $936.12

iPads ($364.00 x 36) $13104.00 iPads ($364.00 x 36) $13401.00

iPad stands ($289.00 x 4) $1156.00 iPad stands ($289.00 x 4) $1156.00

Charging Carts ($936.12 x 2) $1872.24

Laptops ($2244.00 x 32) $71808.00

Signage Update ($149.00 x 1) $149.00

Shelf Signage ($135.00 x 1) $135.00

Makerspace Cart ($4,299.00 x 1) $4299.00

Total $22,769.12 Total $101,032.36

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Current Library Layout (Click on the title for a link to larger document)
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Proposed Layout (Click on the title for a link to larger document)

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Works Cited

"About." PS 205 The Clarion School,

ps205clarion.org/about/#:~:text=Vision%20%26%20Mission,being%20supported%20soc

ially%20and%20emotionally. Accessed 28 Nov. 2023.

Demco. www.demco.com/. Accessed 10 Dec. 2023.

Gustafson, Ellen. "Meeting Needs: Makerspaces and School Libraries." School Library Monthly,

vol. 29, no. 8, May 2013, pp. 35-36. Education Source,

pluma.sjfc.edu/login?url=https://search.ebscohost.com/login.aspx?direct=true&db=eue&

AN=87773562&site=ehost-live&scope=site&groupid=main&profile=ehost.

Helfrich, Jennifer. "Creative Spaces: Flexible Environments for the 21st-Century Learner."

Knowledge Quest, vol. 42, no. 5, 2014, pp. 76-77. ProQuest Central,

pluma.sjfc.edu/login?url=https://www.proquest.com/scholarly-journals/creative-spaces-fl

exible-environments-21st/docview/1525974589/se-2?accountid=27700.

"Library Equipment & Facilities Management: Access to Facilities & ADA Issues." American

Library Association Libguides, American Library Association,

libguides.ala.org/equip-facilities-mgt/access-ada. Accessed 10 Dec. 2023.

ShopDOE. www.finance360.org/shopdoe/login.aspx. Accessed 10 Dec. 2023.

"Vision and Mission." NYC Public Schools,

www.schools.nyc.gov/about-us/vision-and-mission#:~:text=Our%20Mission%20at%20th

e%20New,a%20positive%20force%20for%20change. Accessed 28 Nov. 2023.

Wallace, Emma. "The School Library as Sanctuary." The School Librarian, vol. 68, no. 3, 2020,

pp. 131-34. ProQuest Central,

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pluma.sjfc.edu/login?url=https://www.proquest.com/scholarly-journals/school-library-as-

sanctuary/docview/2507264014/se-2?accountid=27700.