Children's Room and Lower Level Renovation Project

Overview:

The Cary Library was designed in the late 1990s and constructed in the early 2000s. At that time, Children’s Rooms were designed to maximize collection space and only minimal space was dedicated to programming. Over the past 20 years, the design of youth spaces has evolved to better match the types of activities libraries provide today. The Cary Library is looking to redesign the current Children’s Room space to better meet children’s needs. Our library is not alone in updating its Children’s Room - the communities of Newton and Wellesley (both with late 90s vintage buildings similar to our own) have recently completed renovations of their youth spaces.

The current configuration of the Children’s Room lacks flexibility with rows to shelving that are too tall and too closely arranged. The space also lacks the sightlines needed for oversight of children in the room. While the space meets minimum ADA requirements, staff have observed multiple accessibility issues that will be mitigated with this project.

The Children’s Room sees more foot traffic per square foot than any other space in the library. More than 50% of all materials borrowed from the library are checked out in the Children’s Room. It’s a space that is well loved by families and the wear and tear is beginning to show.

The Library has added Youth Services staff over the past 20 years and the staff workroom cannot accommodate current staffing levels. Adding desks into the existing space has compromised the accessibility of the workroom which should be addressed by this project.

Physical Description:

The Cary Library Children’s Room is located on the lower level of the three-story building.  Entry is in the approximate center of the long wall from a corridor in the middle of the bottom floor. The corridor wall is glazed.  Half the Children’s Room, from the entrance to the Circulation Desk, is open lengthwise from end to end; the other half is divided into approximate thirds by partitions that create staff office and work space. Two exterior walls feature large windows above grade level; the fourth wall is an interior wall dividing the Children’s Room from the recently created Teen Space. A door connects the two spaces but there are no sightlines between the Children’s and Teen Spaces.

Along the exterior walls, granite block buttresses create niches approximately sixty-five (65) inches deep of various widths. Windows in the niches create a greenhouse effect often making the spaces uncomfortably hot. To one side of the office are restrooms and an enclosed story-hour room.  Immediately behind the office, but not accessible from within it, is the emergency exit. Within the office space is the Head of Youth Services’ Office, also defined by block buttresses, and a storage closet tucked under emergency exit stairs. To the other side of the office are the nonfiction and graphic novel collections, a small study room also defined by block buttresses, and table space for eight children. A glazed meeting room, the “Learning Center”, is located at the far end of the corridor wall and contains both under-stair storage closets and plumbing equipment required for the in-floor radiant heating.

Square Footage:

• Children’s Room Total sq. ft.: 12,000
• Learning Center sq. ft.: 375 sf
• Preschool Play Space: 500 sf
• YS Staff Room: 500 sf
• Story Time Room: 350 sf

Functions Performed:

The Children’s Room houses the entire collection of children’s materials including print, media, periodicals, toys and games. This space also provides seating for children and their caretakers, a room for small group programs, and tables for individual tutoring or homework help.

Occupancy:

• Public   30-50
• Staff      10

Current Patron seating:

• Tables: 18 seats at tables for school-age students (2 tables in Graphic Novel section, 2 tables in front of main service desk, 1 table in one of the granite buttresses along the outer wall)
• Preschool Play Space: 10 seats. Combination of benches, chairs, ottomans
• Alcoves: 6-8 seats. Combination of tables, benches, and lounge seating

Existing service point:  

There is one large L shaped desk that was built to accommodate 4 staff. One section of the desk is currently unused.

Needs to be addressed by this project:

Clear sightlines throughout.

• The room is oriented in the shape of a “U” with staff space in the center. This positioning of the staff workroom divides the space into segments that cannot be easily seen from the service desk.
• The nonfiction and graphic novel section is blocked from sight from the areas of the room serving younger children. Multiple participants in surveys and forums indicated that they did not know the nonfiction space existed until their children became old enough to use it.
• Shelving heights are too high for the collections serving small children. Higher shelving heights also impede the staff’s ability to oversee the room.
• The Preschool Play Space is tucked in the back corner outside the story room and out of sight of the service desk. This is not ideal for safety reasons and should be changed as part of this project.

Logical and well-designed “flow”

• The location of the staff office space in the center of the back wall chops the room roughly into thirds. Patrons and staff alike are forced to walk around the office partitions to travel from the non-fiction collection to the restroom and Story Hour Room.
• This orientation makes it especially difficult for families with multiple children using different sections of the library. It makes it challenging for caregivers to keep an eye on their children who may be in different areas.

Clearly designated areas for various ages and activities

• The uniform decor of the Children’s Room includes shelving in wood tones, all carpeting uniform, all walls painted pale blue, and little variation in shelf height does not indicate much distinction among spaces.  The overall ambiance it creates is an adult room adapted for youngsters by equipping it with smaller furniture. The renovated space should be lighter, more colorful, and more youthful.
• The current preschool play space is not visible from the service desk. For safety reasons, this needs to be corrected in the renovation.
• The Story Time Room is too small to be useful for most youth programming. Expanding the size of that space as much as possible should be a goal.
• There is space for older children back by the graphic novel collection, but the two large tables aren’t inviting. New reading and study areas that work for grade school children are a must.
• The room currently lacks spaces for activities such as board games, puzzles, or coloring. Positioning the Story Time Room so that it can be open for these activities when not in use is an important part of making the Children’s Room more flexible.
• Consider putting some shelving on wheels to add flexibility.  

A variety of seating to accommodate multiple sizes and needs of children

• While there is a clear “play space” for the little ones and there are adult chairs and ottomans for parents and caregivers, the seating for school-aged children consists of four very large tables in two locations with chairs that are too small for the tables and arguably too large for some of the kids. The room needs a combination of furniture (including some chairs with arms) to accommodate all ages and body types.
• Sensory friendly furniture (such as pod chairs) should be integrated.
• Several benches placed in alcoves and in front of the fiction shelving are well-used but they are neither comfortable nor inviting.

Assessment of the Story Hour Room and the Learning Center to determine their continuing usefulness as they exist now. 

• The Learning Center is not currently considered part of the Children’s Room but could be incorporated as part of this project.
• Not only do the uses of these spaces need to be considered but also the structural and architectural elements that could have an effect on redefining or repurposing them. 
• Currently the Story Hour Room is used only for book clubs for older kids because attendance at baby, toddler and preschool programs is so large that they must be held in the Large Meeting Room across the hall from the Children’s Room. 
• Can the Story Hour Room be expanded into the existing library space to accommodate the larger attendees? 
• Appropriate storage is an ongoing issue that will need to be resolved as the larger plan is designed.

Updated service desk

• The current service desk is too large, designed with 4 workstations. The new service desk should allow for two staff, with space for a third staff person to work at the desk when the room is very busy.
• The service desk needs good storage and counter space and better ergonomics for staff. Desk must be fully functional and accessible.
• The service desk should have easy access to the staff workroom, holds shelves, and storage areas for kits. 
• Patrons and staff agree that the orientation of the current desk, facing the entrance of the room, should be preserved. This orientation ensures that families feel a sense of welcome when entering the Children’s Room.
• Adequate storage space is needed to house technology (laptops and iPads) that may be checked out for use in the room. These could be stored in cabinetry directly behind the desk.

A staff office and other staff workspace that is flexible enough to be able to be reinvented in the future.

• The staff room was originally designed to seat 6 people, and the current staffing level is 9 people. The new staff space must be fully accessible (the current space is not because desks have been added for new staff).
• A concern expressed by library staff is that there is no direct access from the staff room to the emergency exit located behind the office. The space is currently a “dead end” with only one point of entry. Ideally, staff would prefer a room located between the Children’s Room and the Teen Space with egress from both sides.
• Staff desks lack storage space. New desks should have shelves above for project work.
• Book carts hold supplies and equipment that should have permanent work and storage locations.
• There is currently no central workspace. Prepping story times and crafts requires space to spread out.
• Counter space with a refrigerator and sink
• Printer/copier
• Storage closet

Additional Considerations

Room Furnishings: 

Current aesthetic looks like an adult space that has been modified for children. Furniture has been added/subtracted at different times so there is a lack of cohesion. A more youthful, interesting, vibrant space will be most welcome!

• Shelving: should be consistent for each section of the collection (currently picture books are on low and high book stacks, etc.). Different types of shelving for media, board books, kits, should be explored and may be used to break up the current configuration of book stacks
• Smaller tables that are easier to move and more hospitable to children
• Some lounge seating should be incorporated for recreational reading
• At least some seating with arms for the Preschool Play Space to make it easy for older patrons to get in and out of chairs
• Depending on the final layout, some shelving could be mobile to add  flexibility

Shelving: 

All early grade collections should be on low shelving units no more than 3 shelves high. Older elementary collections may be shelved on taller shelves but shelf stacks should be arranged for better visibility.

Architectural Features:

The décor should relate to the library as a whole, yet hold its own identity. 

The Children’s Room should:

• Be welcoming, joyful, and playful in nature
• Use color as a finding aid
• Use texture and natural elements to create a relaxing space (not looking for a primary-color preschool aesthetic)
• Have good and appropriate lighting, both general lighting and task lighting
• Lighting should be dimmable and the various areas of the room should be controlled individually for sensory friendly programs
• Be open with good sight lines from the service desk
• Have surfaces designed for easy maintenance and clean up
• Have two dedicated non-gendered restrooms for family use, including one with an adult size changing table
• Include a stroller parking area
• To the extent possible, no permanent barriers should be constructed, in order to allow for flexible use of the space over time.  If a toddler barrier is included, it should be easily un-installable if necessary
• Include display case for the popular Lego display
• Include tables with power/USB for use by patrons
• Sound absorbing materials must be considered on the floor and ceiling
• Design space for self-check stations either in the room, or in the adjacent hallway
• Consider placement of staff workroom so that it could be accessed through Teen Space or Children’s Room
• Accommodate the Friends Book Sale cart
• Accommodate the popular LEGO display

The Service Desk:

Must provide variable height workstations for 2-3 staff members with 5 linear feet of counter space for each station.  At least one of the stations must be wheelchair accessible. It must serve as a focal point easily identified by patrons entering the space as the location where they can ask questions, check out, and return books.  It must be welcoming for patrons but also functional for staff.  It will be designed to staff specifications. It must:

• Provide clear sight lines to allow staff to see all sections of the room
• Be well designed for ergonomics and accessibility
• Provide space not accessible to patrons for secure storage of laptops, lost and found, etc.
• Allow staff to move in and out easily to assist children
• Have appropriate accommodation for electronic equipment out of sight of patrons but easily accessible for staff maintenance
• Have sufficient power supply for current and future needs
• Have sufficient storage for all the functions of the desk
  • Library cards and registration materials
  • Cash drawer
  • Shelving for various items
  • Office supplies
  • Small and large drawers
  • Phone
  • Printer/paper storage
  • Trash/recycling

Storage: 

Slide-out drawers or bins for games and toys; bins for headphones; secure storage for electronic devices, all easily accessed by children and parents.  Storage for office-type supplies at Circulation Desk; Secure storage for e-readers and tablets. Storage for book club and summer reading materials.  Storage for program materials of various sizes including large posters/white boards; Legos; puppets, etc. 

Youth Services Workroom:

The Youth Services Workroom should have workspace for 9 staff as well as a private office for the Head of Youth Service. Ideally, this space should be adjacent to the Children’s Room and the Teen Space. The room must include sufficient and secure storage for all required supplies and equipment to support staff functions including secure personal storage for staff.  Ideally, this space should include a sink and include a project/meeting table and space for 8 library carts.

Occupancy:   

• Public:  0
• Staff:  8-10

Staff seating: 

At desks or at project table

Furnishings:

Desks should be equipped with a minimum  of 1 lap drawer, 2 storage/file drawers (one lockable); Convenient electrical outlets to plug in computers/laptops/phones; appropriate mounting for computer screens; easily reachable wall-mounted shelves at each workstation; chairs for desks; desk lamp or appropriate lighting for each desk

Shared space:

5 linear feet of counter space with sink of sufficient size to allow hands and items to be washed.  Storage cabinets above and below counter for cleaning supplies and other materials as defined by staff. There should also be a shared area with a networked printer and storage for paper, a paper cutter, and small laminator.

Storage:

Storage cabinets/closets (you can never have enough. Need a coat closet or area. Need space for laptop/iPad overnight changing (lockable).

Equipment:

Telephone, lamp and computer workstation/laptop at each desk; networked printer/scanner.

Relationship to Large Meeting Room

Because the footprint of our Children’s Room cannot be expanded, we will still need to rely on the Large Meeting Room across the hallway for larger children’s programs. That room, also being redesigned as part of the renovation project, needs to meet the needs (especially safety) of our youngest users.

Aesthetic Considerations

The Teens Space was renovated in 2016, with bright colors and furniture to meet the needs of our young adult population. The Children’s Room and Large Meeting Room finishes, as well as those selected for the Lower Level hallway that connects the three spaces, should combine to create a cohesive feel on the Lower Level.

Document created: March 23, 2020, Updated 1.20.22, 3.15.23

To view a full-size image of this design, please download the floorplan [PDF].

Cary Memorial Library Lower-Level Renovation Construction Project
Frequently Asked Questions (FAQs)
updated September 1, 2023

What is the scope of the renovation project?

The project includes the complete renovation of the Children’s Room and Large Meeting Room spaces on the lower level. The Lower-Level restrooms, hallway, and South Lobby stairway will also be refurbished. A new, clean-energy heating, ventilation, & air conditioning (HVAC) system serving the entire Lower Level will be installed replacing the 20-year-old existing system.

Why is this project necessary?

There are multiple factors driving the need for this project:

• 20 years of wear and tear on these spaces. The Children’s Room has the highest foot traffic/square foot of any space in the library and it has not been updated since 2004. Neighboring communities including Concord, Newton, and Wellesley have recently renovated their Children’s spaces, and others in the planning stages.
• Poor sightlines in current Children’s Room are a security risk.
• Accessibility issues exist throughout the Children’s Room.
• Accessibility and technology updates needed in the Large Meeting Room.
• The changing nature of libraries over the past 20 years requires greater flexibility in library spaces, particularly programming spaces.

Comprehensive Needs Assessment documents are available on our project webpage.

What is the estimated construction timeline?

If construction funds for this project are approved at the March 2024 Annual Town Meeting, construction will likely begin during the fall of 2024 and will continue for approximately 9 months.

How will library services be impacted during construction:

Library services, particularly those to young people will be impacted for the duration of the project.

• The Lower Level of the library, including the Teen Space, will be closed for the duration of the construction.
• The Study Rooms on the Main Level will be offline during the project to serve as staff office space.
• The library’s Bibliographic Services Department (the team that purchases, receives, and processes new items for the collections) will be relocated to the Mezzanine Level. This will require us to take part of that floor offline.
• As a result, seating throughout the building will be very limited.
  • The library will have no meeting/programming space for the duration of the project. Library programs will be offered virtually. We are in discussion with colleagues in the Department of Recreation and Community Programs and may be able to offer a limited number of in person programs at the Lexington Community Center, 39 Marrett Road, Lexington.

How Cary Library patrons can make up for these service losses during construction:

• Your Cary Library card gives you access to the entire Minuteman Library Network
  • We encourage you to visit other libraries nearby which are in this network or place holds for materials online.
  • The Minuteman Library Network is a consortium of 42 libraries with 60 locations serving the communities of Metrowest Massachusetts. Nearby public libraries in the network include Arlington, Bedford, Concord, Waltham, Winchester, and Woburn.
  • For the duration of the project, the library will have an expanded holds pick-up area for youth and adult holds on the Main Level at Cary Library.

What services for children will be available during construction:

• Books and materials:
  • A small collection of Children’s materials will be available for browsing on the Main Level.
  • Library patrons will be encouraged to place holds on materials. These holds will be available for pick-up on the Main Level.
• Programming:
  • We are in discussion with colleagues in the Department of Recreation and Community Programs and hope to offer a few of the library’s most popular youth programs (Baby Lapsit, Story Time, Music and Dance Party) in person at the Lexington Community Center, 39 Marrett Road, Lexington.
  • Some programs such as book clubs and Kids Cooking Green classes will be offered virtually.
  • Some programs will be offered at outdoor locations, exact offerings TBD.
• Readers’ Advisory and Reference Help for Kids and Families:
  • There will be Youth Services staff available at the Main Level Service Desk to provide reading services to children and teens.
  • Book suggestions and reference help will also be provided via email.

What services for teens will be available during construction:

• Books and materials:
  • A small collection of Teen materials will be available for browsing on the Main Level.
  • Library patrons will be encouraged to place holds on materials from other Minuteman Network libraries. These holds will be available for pick-up on the Main Level.
• Programming:
  • Teen programming will be offered virtually for the duration of the project.
  • Occasional outdoor programming may be offered with locations TBD.
• Readers’ Advisory and Reference Help for Teens:
  • Youth and Adult Services staff at the Main Desk will continue to provide reading and research services to teens.
  • Book suggestions and reference help will also be provided via email.

What Architectural firm is designing the project and what library experience do they have?

We are working with architects from the firm Johnson Roberts Associates, Inc. The firm is highly regarded for their expertise in library design and their focus on sustainability. The firm recently completed extensive renovation projects for the Concord Free Library and the Wellesley Free Library.

What community engagement has been conducted to date:

The library received a capital appropriation for a feasibility study for this project in the Spring of 2019. A consultant was hired to work with staff and engage the community in space planning and needs assessment work over the winter of 2019/2020. During that time, parent surveys (including a special survey for parents of young people with disabilities) were collected, focus groups were held, and a day-long Family Engagement event was held on March 7, 2020. A week later, the library closed due to the pandemic.

In the Spring of 2022, library staff resumed planning work, and a second round of parental surveys were collected. Library staff attended meetings with Lexington Special Education Parent Advisory Council (SEPAC/SEPTA), Commission on Disability, and LexFUN! to discuss the project and solicit feedback.

In early 2023, feasibility study work was completed and architects provided a Conceptual Design Report [PDF] to the Library

• Library Trustees submitted a Project Report to Town Meeting [PDF] in March 2023 to update Town Meeting members about the status of the project.
• Library Trustees affirmed the preliminary design direction for the renovation project at their meeting on May 17, 2023.
• The Cary Library Foundation (a non-profit organization whose purpose is to raise funding for the Cary Library) hosted a table at Discovery Day on May 27, 2023, to show the design and gather additional community feedback.
• The library hosted a “Meet the Architects” event on May 30, 2023 which was recorded and is available on the Library’s YouTube channel.
• Plans for the project were posted in June 2023 on a bulletin board located on the Main Level of the library as well as in the Children’s Room. More than 100 comments have been collected based on these plans.
• The Library launched a Children’s Room Project (ChiRP!) page on its website which is updated regularly. This page includes planning, and conceptual design documents, including proposed floorplans. A suggestion form is linked from that page.
• The Cary Library Foundation hosted a table at Truck Day on July 21, 2023, to show the design and gather additional community feedback.
• The Department of Public Facilities presented the project to the Town’s Permanent Building Committee on August 17, 2023.
• The Department of Public Facilities presented the project to the Select Board on August 21, 2023.

What is the estimated project cost?                        

As of September 1, 2023, the total project cost estimate is $6.5 million dollars although ultimately-bided construction costs could continue to rise.

How will the project be funded?

Funding for the project will come from a combination of public and private sources:

• Funding provided by the Library: $1.5 million from private funds including a $750,000 fundraising campaign by the Cary Library Foundation.
• Town Funding Request: $5 million (estimated). The library will be submitting a request to the Lexington Community Preservation Committee for Community Preservation Act (CPA) funds to cover any eligible aspects of the project.

This is the Design Development Presentation to Select Board [PDF].

This is the architect's feasibility study and preliminary design report:

• Cary Library Conceptual Design Report [PDF]

This is the report we gave to Town Meeting this year about the project and our plans moving forward:

• Cary Library Children's Room Renovation Project Update to the 2023 Annual Town Meeting [PDF]

Feel free to use our Suggestions form to leave feedback on ChiRP! Children's Room Project & Large Meeting Room Transformation.

To donate to ChiRP!, please visit Cary Library Foundation's donation page.