Doing more with less begins with the simple things: Know your building and take care of it.  Yes! I know it's not glamorous but it can have far reaching impacts - one way or another.  A worn building diverts resources to expensive repairs, undermines your library's credibility when seeking funding, and just isn't as nice a place to work, read or play. By contrast, a clean, well maintained building lasts longer, costs less over time, builds goodwill with taxpayers, and is a more pleasant environment for staff and patrons alike.  It's good stewardship, good economics and good PR.  What's not to like?

So with the holidays out of the way and a new year upon us, it's a time of planning. One of the best ways to protect your building is to plan a systematic series of walking tours of the inside and outside of your building.

All year, day and night, the building is fighting sunlight, water, wind and fluctuating temperatures. While buildings are capable of remarkable performance; even miracle materials, quality craftsmanship, and efficient building systems have their limits. Small openings let in water and air and can cause dramatic increases in energy consumption, lead to corrosion of structural members, and facilitate mold growth. Out-of-balance motors, fans, and pumps wear out quicker, create noise, and burn energy.  Knowing when your building is out of tune is important for heading off big problems.  Fortunately, there is a lot you can do to nip small problems in the bud.

With apologies to Daniel Burnham, make small (manageable) plans for the pieces you already know. Use these small plans to build the larger more comprehensive approach. Each list should focus on one of the things that you rely upon: Things that keep water out, things that keep you warm, things that keep you cool, and things that keep you safe. Let's start at the top. 

Roofs should be checked for debris, particularly at gutters and roof drains. Check walkways to and around mechanical equipment - small parts from roof or mechanical repairs can puncture membrane roofing with water all too willing to follow. Check the ground next to the building. Broken shingles often end up on the ground next to the building and are a sign of accelerating wear or impact damage.  Accumulations of debris might indicate a clogged drainage path; when water can't get down a drain it will often spill through a scupper or over the edge of a roof. 

Walls consist of three elements: The cladding (brick, stone, wood or cement siding, etc.), the openings in the cladding (windows and doors), and the oft-overlooked joint between these components. The most vulnerable of these is the joint. Joints come in two types and it is important to know which type you are looking at: 

• Closed joints are filled with sealants to prevent water from getting into the building. These joints should be tight to the edges of the materials on either side, smooth, free of cracks and slightly pliable.  Sealant (often referred to as caulk) that is cracking, has pulled away from its surroundings or is brittle should be removed and replaced. (These joints are typically long vertical joints.)
• Open joints (sometimes called weeps) are intended to let out water that has found its way into the building. You want to keep these open, free from debris and unsealed!  (These joints are typically 2" tall and found at the bottom of windows and masonry walls.)

Coatings (otherwise known as paints) are too often thought of as decorative, selected and applied for their aesthetic value. Certainly, this is a part of a coating's use but the primary purpose is to protect the underlying material.Cracked, chipped, faded or worn paint is subjecting the underlying materials to the deleterious effects of water and light.  Rot and rust will soon follow.  Keep the paint in good condition.

Openings, in particular doors, need frequent inspection.  Weather stripping, perimeter seals, and operating hardware get a lot of use and exposure. Timely cleaning, repair and replacement of these components saves energy and improves comfort.

Mechanical systems have multiple components - split them up: Plumbing, Fire Protection, Heating, Cooling, Ventilating.... 

• Each component includes multiple pieces of equipment: Pumps, fans, boilers, compressors, etc. Each piece of equipment comes with a list of recommended inspections and maintenance schedule. 
• Learn the basics. Change filters. Lubricate bearings. Prime traps. 
• If you are uncertain, have a local service agent show you the basics. Consider an annual service agreement to nest these simple procedures into a more comprehensive program of inspection and repair. The mechanical system is typically the most expensive and most complex part of the building.  A service agreement or qualified on-site maintenance staff protects this investment.

Set up a schedule.

Twice a year transitions, like spring and fall, are good times to undertake these seasonal inspections.You want to be sure you are protected for extreme heat, cold or precipitation. Coming out of the extreme seasons you will want to check to be sure that your systems survived intact.  Time changes, holidays, equinox, whatever helps you remember. Use Outlook or other digital calendar reminders. 

It's going to take a bit of time to get organized but getting started is the key. As you walk around the building you'll see things to add to your lists. More important, you will gain a comfort level with what you can do yourself and what you want an outside service provider to do for you.