Hamilton Public Library
Disaster Recovery Plan
Approved June 2020
TABLE OF CONTENTS
Disaster Prevention 3
Disaster Plan 3
Safety Considerations 3
Administrative Considerations 3
Disaster Recovery 4
Appendix A. Emergency Telephone Numbers 6
Appendix B. Evacuation Procedures 7
Appendix C. Resources 8
Appendix D. Phased Reopening Plan 9
Natural disasters including floods, tornadoes, and earthquakes cannot be prevented; however, the severity of their effects can be minimized by preparing ahead of time. Human-engineered disasters including fire due to faulty electrical wiring or unattended equipment, or water damage resulting from broken pipes, damaged roofs, and malfunctioning dishwashers can often be prevented altogether. Routine inspections of a facility can reveal conditions that invite disaster.
Basic measures including unplugging equipment when not in use, cleaning, and ensuring that work areas are clutter-free, help to prevent disasters.
To ensure staff safety and minimize injury during a disaster, all staff members must know the following:
Layout of the building;
Location of all fire extinguishers and alarms and how to operate them;
Fire exits and alternate escape routes (they need to be clearly marked);
Evacuation procedures (need to be practiced regularly).
Despite the best efforts to prevent a disaster, they happen. The Hamilton Public Library’s DR plan provides crucial information to minimize injury to staff and others as well as to materials and equipment.
Contact information for supplies and equipment necessary for library disaster recovery are provided in this document. Each staff member and board member will have access to the document.
Safety is the primary consideration in any disaster. Escape routes and evacuation procedures will be clear to all staff members and visitors. If the building is unoccupied, it cannot be entered until it has been declared safe by the fire marshal or a civil defense officer.
In the best situation, outside sources of supplies and services can be contacted; however, if the disaster is widespread, they may be unavailable, which is why having some recovery materials onsite can be helpful. To avoid health risks in situations where one might be allowed in the building, it is suggested that persons wear plastic or rubber gloves during cleanup. If there is mold protective gear—surgical mask or respirator, goggles, and coveralls—is advised. When working in the aftermath of area floods, tetanus shots may also be recommended—check with the Health Department or Red Cross office for information, including available clinics.
The Hamilton Public Library Board will have authority in decisions regarding wages and services. The Library Director will ensure that documents are backed up. Should it be needed, remote/virtual services, communication and instruction may be utilized.
Many disasters result in water-damage; mold can develop within two or three days. The following steps are recommended for an effective recovery operation:
Step 1. Assess the damage.
· How much damage has occurred?
· What kind of damage is it? Even if books and other materials are completely soaked, they can probably still be saved if they are not contaminated with sewage or chemicals.
· Is the damage confined to one area or is the entire building damaged?
· How much of the office has been affected?
· What types of materials have been damaged?
· Are the damaged items easily replaced or are they irreplaceable?
· Can they be salvaged by an in-house effort or will outside help be needed?
Document the damage by a written description and by photographs.
Step 2. Stabilize the environment.
The environment must be stabilized to prevent the growth of mold. Ideal conditions for a recovery operation are 65 degrees and 50% humidity.
Work with City Hall (building owner) to have access to:
1. Pumps, to remove large quantities of standing water. Exercise caution as standing water can conceal hazards.
2. Fans, for air circulation, particularly in the damaged area. Fans should preferably expel the humid air from the site.
3. Dehumidifiers to help lower the humidity (need to watch temperature increases—monitor temperature and humidity constantly). As mentioned, mold can form within two days.
4. Remove damaged items; stabilize the environment and thoroughly cleanse the area. Scrub with soap and a fungicide floors, ceilings, and all furniture and equipment. Mold develops rapidly under carpeting and its padding. Only professionals should remove smoke odor or fog with fungicides or insecticides.
Step 3. Salvage Materials.
Priorities should be based on criteria such as the following:
· Can the item be replaced?
· At what cost?
· Would the cost of the item be more or less than restoration?
· How important/unique is the item?
Materials soaked, burned, contaminated, or otherwise damaged beyond repair must be removed. In the case of books, it will be necessary to note title pages or other available identifying matter in order to search for availability, replacement or withdrawal (including removal from OCLC in the case of cataloged items).
Hamilton Public Library will follow the local, state, and federal guidelines for pandemics. This includes, but not limited to, cleaning, sanitizing, social distancing, shelter-in-place orders, and re-opening guidelines. Links to the county, state, and federal plans appear in Appendix C: Resources. In an emergency, Hamilton Public Library will make every effort to disseminate crucial information to the library community and beyond, via its webpage and such social media outlets as Facebook.
The Hamilton Public Library Board will have authority to vote to make decisions regarding library closings and employee compensation (payroll, sick leave, etc.).
The Hamilton Public Library Director will have responsibilities of:
1. Modifying/Cancelling Programs
2. Ensuring standards of cleaning/disinfecting are adequate and upheld
3. Ensuring appropriate PPE or other safety equipment is acquired/available
4. Continuing to pay bills and perform other administrative duties within safety regulations
5. Communicating to the Board, staff and patrons
6. Working with ALA, MLA and other resources to stay current on library developments
7. Follow phased reopening plans outlined in Appendix D: Phased Reopening.
Rescue—ensure that everyone is out of the office suite.
Alarm—pull alarm; call 9-1-1
Control—if possible, use ABC fire extinguisher
Evacuate—get out via the stairs or fire escape
· Fire: Proceed directly to the nearest exit. There are three (3) exits in the building; West door exit (front), East door exit (back), and downstairs east door exit.
· Tornado: Take stairs to the basement; find a central area free of debris (bathroom or area near the elevator).
· Earthquake: Door jams are safest. Do not attempt to go outside, contrary to popular belief.
· Entering an area until it has been declared safe.
· Attempting to open a wet book (one tear costs at least one dollar to mend.)
· Attempting to close an open book that is swollen.
· Attempting to separate books that are stuck together.
· Using bleaches, detergents, water-soluble fungicides, adhesive tapes (or adhesives of any kind), paper clips, or staples on wet materials.
· Using colored paper of any kind during salvage and recovery operations.
· Packing newly-dried materials in boxes or leave them unattended for more than two days.
· Placing saturated materials next to lightly damaged materials.
· Removing covers from books or scores.
American Library Association (ALA) – www.ala.org
Missouri Library Association (MLA) – www.molib.org
MoreNET (I.T.) – www.more.net
Jeanne Sullivan - email@example.com (573) 884-7646
Sentry Security Systems (Alarm) - https://www.sentrysecurity-kc.com/
3881 West 95th Street
Overland Park, KS 66206
Sales/Service: (913)- 341-4466
Center for Disease Control (CDC) – https://www.cdc.gov
Caldwell County Health Department – http://www.caldwellcountyhealthdept.com
255 W. Main
Kingston Mo 64656
Hamilton Bank – www.hamiltonbank.net
111 N. Davis
PO Box 127
Hamilton, MO 64644
Mandarin Automation System (Catalog System) - https://www.mlasolutions.com/
Mandarin Library Automation, Inc.
P.O. Box 272308
Boca Raton, FL 33427-2308
(800) 426-7477 Toll-free
(561) 995-4065 Local
(561) 935-4907 Fax
Customer Service: firstname.lastname@example.org
Technical Support: email@example.com
Debbie Musselman (State Library) Debbie.Musselman@sos.mo.gov or 573-751-2679.
Phased Reopening Plan
Library re-opening will be determined by federal, state, local and board approvals. General guidelines for re-opening are:
1. A sustained reduction in new cases within the community for at least 14 days.
2. The healthcare system has the capacity to withstand a moderate outbreak.
3. Community has access to efficient testing and health officials can trace contacts.
4. The library has access to the necessary materials to maintain high hygiene standards.
5. The library has access to enough staffing to run all of its core operations.
Plan for Phased Reopening
This plan details what services and procedures will be allowed under each phase based on the social distancing restrictions. Since it is unknown when restrictions can or will be lifted it makes it impossible to assign a timeline for when the library will move into each phase. Social distancing guidelines will tell staff which phase the Library can implement.
Phase 1: Under Stay-at-home Order OR Gatherings of no more than 10
Some staff work in the building according to set schedule for distancing (one person in a work area at a time) and may begin work to catch up on shipments received while closed; handling mail; processing materials; taking care of fiscal personnel, and statistical tasks. All online/virtual programming and promotions continue.
Stage 2: Gatherings of no more than 10
Some public services restored OUT OF BUILDING – drive-thru pick up of library collection materials begins; limited reference services continue; interlibrary loan services restored as fully as other libraries and courier will allow; materials return via outdoor book drop only to allow for 72 hours of quarantine. Collections project work continues; circulation work caught-up (checking-in and re-shelving materials).
Stage 3: Gatherings of no more than 10 OR Gatherings of no more than 50
Additional public services restored maintaining all social distancing requirements with staff on duty wearing protective equipment at all times. Four (4) computer(s) available for necessary and essential functions (job searches, unemployment requests, school work, etc.) and to look for and request library collection materials which will be made available for pick-up by public through drive-thru window (staff will call patrons when holds are available for pick-up); all returns must be deposited through outdoor book drop to allow for 72 hour quarantine before staff interactions with materials; full email reference services restored; full interlibrary loan continues.
Stage 4: Gatherings of no more than 50
LIBRARY OPEN to public with EXTRA PRECAUTIONS and provided adequate public area sanitation supplies available—LIBRARY OPEN to public and all library services for the general public are provided on a limited schedule to allow for enhanced cleaning, social distancing accommodations in place such as moving public seating and computers 6 feet apart, limiting the number of people allowed at one time and limiting computer time or by appointment so that sanitation can take place between users. All returns follow Stage 4 procedures. No in-person programs or toys available for children in the Youth Services department at this time. No community rooms usage allowed at this time.
Stage 5: No distancing limits
LIBRARY OPEN to public, business as usual, all library services for the general public are provided as normal and as scheduled.
Under Stay at Home Order: Book drops should remain closed and materials handling by staff should be at an absolute minimum. Materials returns are considered non-essential travel under a Stay at Home Order.
Gatherings of no more than 10: If the Stay at Home Order is lifted, it will be possible to reopen book drops. However, materials returned may need to be quarantined for up to 72 hours before being made available to the public or being handled by staff without protective measures.
Gatherings of no more than 50: If social distancing is lessened to the point where medium sized gatherings are allowed, the library will be likely to open for select services, including some circulation of materials. In this scenario it will be necessary to develop protocols for processing materials to be put back into circulation. Chief among these would be finding space to quarantine materials before they are shelved, go back into circulation, go onto the hold shelf, or are routed to other libraries.
Under Stay at Home Order: Checkouts are limited to electronic services.
Gatherings of no more than 10: Normal checkout procedures could not be managed under this restriction, though in conjunction with curbside hold pickup, some checkouts of physical items could be managed.
Gatherings of no more than 50: Regular checkouts restored with frequent disinfecting and limitations would need to be imposed on how many people were in the building at any given time.
· Under Stay at Home Order: Only virtual programs would be allowed under a Stay at Home Order.
· Gatherings of no more than 10: Likewise, only virtual programs would be allowed under this guideline.
Gatherings of no more than 50: If gatherings of up to 50 are allowed, the Library may consider hosting programs geared toward economic development and other critical services only if strong social distancing measures can be employed and only in cases where attendees have pre-registered. Programs such as storytimes would still be disallowed due to the difficulty of enforcing distancing protocols with children.
Home Delivery/Curbside Pickup:
· Under Stay at Home Order: No home delivery/curbside services should be offered because they are not classified as essential travel under a Stay at Home Order.
· Gatherings of no more than 10: Some home delivery may be possible on a case by case basis with staff employing extra protective measures such as wearing face masks, gloves and ensuring that all distributed materials have been quarantined for an adequate length of time. To some degree, these services may be limited on a case by case basis by individual residential facilities who may impose stricter limits due to primarily housing vulnerable populations. Staff and those receiving services would be required to follow strict social distancing procedures. Materials should be dropped at doorsteps as opposed to handed to patrons.
Materials Processing and Ordering:
Under Stay at Home Order: Ordering should be focused on digital materials and high demand future releases for physical items. Processing of newly arrived orders should wait until some restrictions are lifted.
Gatherings of no more than 10: Ordering should remain focused on digital materials. As the Stay at Home Order is lifted, it will be time to consider commencing to order more bestsellers and other high circulation new items in preparation for further lifting of gathering or social distancing recommendations. Processing can occur if it can be done safely while maintaining social distance in work spaces.
Gatherings of no more than 50: Ordering and processing of physical materials will ramp up during this period, though it still may be necessary to process materials in shifts so that social distancing can be maintained within work spaces.