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Friends of the Library
99 Main Street
Haverhill, MA 01830
(978) 373-1586
fax: (978) 373-8466
Pandemic and Emergency Plan
In the event that a significant number
of library staff cannot come to work because of illness, or the library is
quarantined or closed because of an epidemic, library operations may be
affected in significant ways.
The goals of the library's Pandemic and Emergency Plan are to ensure the
health and safety of staff and community, educate staff and community about
the pandemic, provide library services without undue risk to staff or
community, and to continue oversight of the building and operations.
I. Library Closure
The Haverhill Public Library will close due to a pandemic or other local emergency in the event that (a) the City of Haverhill closes for this reason, (b) a mandate, order, or recommendation for closure is issued by public health or government officials at the local, state or federal level, or (c) six or more library employees are unable to report to work due to flu-related illnesses.
At the discretion of the Library Director or the Library Board President, the Haverhill Public Library may close, reduce its operating hours, or limit services temporarily in the event that there is not sufficient staff to maintain basic service levels which require a minimum of six healthy employees present during all hours the library is open.
In the event of closure, the Library Director or her designee(s) will follow the communication procedures and continuity of operations plan outlined in this document. Due dates for library materials will be adjusted so that fines do not accrue when the library is not open, or fines will be waived. The book drops will be kept open and cleared to the extent possible.
II. School Closure Due to Pandemic
In the event that Haverhill Schools are closed due to pandemic illness, the Haverhill Public Library will remain open unless all public buildings have been closed as the result of a local, state, or federal order. Scheduled library programs and community meetings may be canceled to discourage public gatherings.
When school is canceled due to a pandemic, the Custodian will increase the cleaning of frequently-touched surfaces, including but not limited to, keyboards/mice, telephones, tables, counters and door handles. Non-circulating children's toys, puppets, and props will be removed from the public areas for the duration of the school closure to minimize spread of illness through surfaces frequently touched by children. Book kits will be temporarily removed from circulation.
III. Communication Procedure
In the event of restricted hours or closure, the Library will act promptly to inform the community. Announcements will be posted to the library's website at www.haverhillpl.org and added to the library's phone messaging center. The following steps will be taken to ensure that any change in library hours and services is clearly and widely communicated.
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Post notification at www.haverhillpl.org
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Post signs on entry doors.
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Update voice mail message for the library's phone system.
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Notify staff members via the library's calling tree.
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Call the library board president.
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Notify City Hall so that an announcement can be added to the City website.
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Email library Board members with daily updates.
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Email newspapers and other media outlets.
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Contact outreach partners (such as homebound, YMCA, ECRC contacts) of disruption to services.
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Cancel meetings scheduled in library meeting spaces (as necessary) and notify sponsoring organizations.
IV. Minimum Staffing Level
The Haverhill Public Library establishes an emergency Minimum Staffing Level of six persons per shift with appropriate specialties and sufficient security per shift, as determined by the Library Director or her designee(s). Inability to meet this staffing minimum due to illness or safety issues shall be deemed sufficient criteria for closing the library.
The level of staff absence will determine the ability to carry out services and maintain open hours. Phases may include:
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Cancellation of all programs, special events, and meeting room reservations.
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Reallocation of staff and reassignment of shifts to provide coverage of first and second floors during open hours.
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Reduction of open hours if number of employees falls below the temporary minimum level.
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Closure of the library if absences increase, or if the library can meet only the minimal staffing level for five or more days.
V. Prioritization of Services
If reduced hours or limited services are necessary due to staff illness or an emergency situation, the library staff will perform their regular work tasks to the extent possible. Priority will be given to those responsibilities which most directly impact customers and continuity of library operation.
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Customer-related tasks: assistance, holds, delivery, returns, library cards
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Workflow tasks: pull list, shelving
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Essential services: payroll, payment of bills, building maintenance; mail pick-up and sorting; delivery bin exchange (if delivery is functioning)
Other work duties will be completed after these prioritized tasks as time permits. Work duties with a deadline or significant impact will be performed first. Supervisors will work with their staff members to clarify priorities.
VI. Minimizing Negative Impacts on Operations and Services
The Haverhill Public Library provides crucial resources and services to residents. The Library will strive to minimize negative impacts on access to resources and services resulting from procedures adopted in response to a pandemic or other emergency.
The Library will work to preserve access to its online resources both in the library facility and remotely. Residents with home Internet access can use the library's online resources remotely and during closure of the building. The Library will strive to maintain access to its Internet site, subscription databases, and online catalog even in the event that the library's physical facilities are closed temporarily.
The Library recognizes that many residents lack home computers or online access and rely on the public library to provide free Internet access. When the building is open, the Library will strive to maintain public Internet access as much as it is possible to do so safely.
In the event of a temporary closure, the Library may suspend all due dates, suspend all late fees, or both. The Library will use its Internet site, email distribution lists, and work with local media to publicize any such suspension. The Library will encourage the public to keep checked-out items in their homes until further notice. A suspension of due dates would be advantageous to the library for a number of reasons. It would prevent the library from being inundated with returned materials while no items were being checked out. It would also prevent customers from feeling the need to venture to the library to return materials.
VII. Continuity of Operations
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If the library is closed, the Custodian and his designee(s) will do a daily walk-through of the building and grounds with close attention paid to critical systems, such as the HVAC system and security.
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In the absence of the Director, Bookkeeper, and Administrative Assistant, the Assistant Director and Department Heads will perform critical administrative and service functions, including creation of the payroll and bill payment.
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Documentation of procedures will be placed at all public service desks to assist staff who may be called upon to perform the work duties of absent employees. All employees have been trained to work all public service desks.
VIII. Employee Absences
Library staff may be unable to work during a pandemic outbreak or other community emergency for the following reasons:
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Employee is sick or quarantined (suspected, actual, or post-infectious).
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Employee may need to care for other family members.
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The library may be under a mandatory closure order by public health or other government officials.
Employees with influenza-like illness should stay home and not return to work until they have been fever-free for 24 hours. Employees who appear to have an influenza-like illness at arrival or become ill during the work day will be advised to go home. Employees who lack sufficient sick leave may take personal leave or vacation. If the library is closed due to a mandatory closure order, staff will be paid their regular salaries and will not be required to use their leave accruals.
IX. Essential Personnel
In the event of a building closure, essential personnel will be defined as those employees whose skills are necessary to maintain the building; process payroll; accept delivery of mail and materials (unless those deliveries are canceled by the Regional Libraries); and manage remote access to web content and electronic resources.
The essential personnel will consist of:
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Library Director
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Assistant Director
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Circulation Department Head
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Custodian
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Bookkeeper
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Information Systems Manager
X. Additional Resources
For reliable and updated general information on seasonal and H1N1 flu, flu vaccinations, signs and symptoms, etc., from the Centers for Disease Control (CDC).
For information about local vaccine availability and recent health updates and regulations
Adopted by the Board of Trustees, Haverhill Public Library, December 17, 2009