Trussville Public Library
Severe Weather/Emergency Policy
SECTION I: INTRODUCTION
The library recognizes that it is a public service organization. All attempts will be made to keep the library open during regular hours. However, due to a wide variety of reasons, many of which are outlined in this policy, the library may need to close unexpectedly. This policy seeks to address the most probable reasons the library would close and provide guidelines so that the director and other staff members can make decisions during times of severe weather or other emergencies.
A. Responsibility for Decision Making
The primary function of the library director is to manage the daily operations of the library. It is therefore the director’s responsibility to make decisions about closing the library during emergencies. If the director is absent and is unable to be reached, the staff member in charge will make the decision. Once a decision to close has been made, the director or staff member in charge will notify the Library Board Chairperson and the City Council Liaison, depending on their ability to be reached. The director or staff member in charge will also make the decision to re-open the library. Unless otherwise noted in this policy, when the library closes, all staff must leave the building.
B. Compensation for Lost Time
In the event that the library must deviate from its regular hours, staff will be given the option to make up their lost time only if there is sufficient time left in the week to do so. If there is not time that week for them to make up their lost hours, staff must take vacation time or take time off without pay. This is in keeping with the City of Trussville’s policy.
C. Notifying the Public
When closing early, staff will place appropriate signs on the doors, as well as empty and lock the outside return. If feasible, staff will post a message on the library blog and/or web site to let the public know of this change in hours. If the library is closing during school hours, a staff member will call the Trussville schools and make them aware of the situation. The schools will be asked to make an announcement to this effect over their public address system and remind the children not to walk here after school.
D. Unattended Children
As the library’s unattended children’s policy states, “neither the library nor its staff shall assume responsibility for keeping the unattended child within the library building, nor shall they assume responsibility for the safety of a child once he/she leaves the library… Under no condition should a library employee provide transportation for a child.” The police should be notified of any child left at closing.
E. Overdue Materials
Fines resulting from any library closing will be waived at the request of the patron.
SECTION II: SEVERE WEATHER
The ultimate goal is to protect both employees and patrons from severe weather. Severe weather can take many forms including, but not limited to, severe thunderstorms, tornadoes, hurricanes, floods, ice storms, and snow. Due to several factors, the Trussville Public Library is in a unique situation, particularly concerning thunderstorms and tornados:
· The library is one of the few city departments that regularly has numerous members of the general public in its building.
· The library is housed in a building that is composed almost entirely of glass.
· The library regularly has children in the building who are here without their parents or guardians.
· In 2003, a representative from the Trussville Fire Department surveyed the library and determined that there was no safe place in the building in the event of a tornado.
A. Closing when the Schools Close
1. Schools Closing Due to Weather After the Library Opens:
To prevent children from being in an unsafe environment, if the Trussville City Schools make the decision to close early for severe weather in the form of a tornado, thunderstorm, or the like, the library will also close at that time. The schools will be notified in advance of the library’s policy, but on days that such closings occur, the director or staff member in charge will notify all Trussville schools that the library is closing also. The schools will be asked to make an announcement to this effect over their public address system and remind the children not to walk here after school. Similarly, if severe weather, or its threat, is occurring around the time when schools are dismissing, staff will likewise notify the schools and ask them to make an announcement encouraging children not to walk here. If the schools close early due to the threat of snow/ice, the library director or person in charge will use his/her own judgment concerning closing the library, based on the probability of children being stuck here at closing, the likely condition of the roads at closing, and the visibility needed for staff to drive home. The library will re-open at the discretion of the director or person in charge. Most likely this will mean opening the next day.
2. Schools Closing Due to Weather Before the Library Opens or Severe Weather Occurring During Non-School Hours:
The library will open and close at the discretion of the library director or staff member in charge, based on the condition of the roads, visibility, and expected duration of the severe weather. Under no circumstances should employees travel roads that have been officially closed. For closing decisions that take place before the library opens, the director or person in charge will notify the staff of the library’s closing by utilizing the employee phone tree.
B. Tornado Warnings
During times of ominous weather, especially when tornado watches have been issued, staff will monitor weather conditions using the television in the break room, the Internet, and any other available news source. In the event that the library is open when the Trussville area is placed under a tornado warning or is otherwise instructed to take shelter, the staff member in charge will gather all staff and patrons into the public restrooms. These windowless rooms are surrounded by other rooms and therefore are believed to be the safest areas in an unsafe building. If patrons choose not to remain in the library, a staff member will escort them to an appropriate exit, locking the door after patrons have exited. No library services shall be provided during the duration of the warning period. If necessary, computers will be powered down during this time. Regular operations will resume once an all clear has been issued.
SECTION III: NON-WEATHER RELATED CLOSINGS
A. Closing for a Power Outage
When a power failure occurs in the library, if it is too dark in the library for patrons and staff to be able to safely maneuver, the person in charge will ask everyone to move into the lobby area, which is lit by emergency lighting. If the power is out for 15 minutes and the library is too dark to be safe, patrons will be asked to leave, and the doors will be locked until power is restored. If the power has been out for one hour and Alabama Power does not give a reasonable estimated time when service will be restored, the director or person in charge may release the staff and close for the remainder of the day. If there is sufficient light in the building for staff to do tasks that do not require electricity, they may stay and work, but at least two staff members must stay. A staff member should not stay in the building alone.
B. Computer Failure
If all network services (the library’s integrated library system and all public computers) are down for one hour with no change in the foreseeable future, the library will close. If staff can do non-computer related tasks, they can stay and work, but at least two staff members must stay. A staff member should not stay in the building alone.
C. Heat/Air Conditioning Failure
If the director or staff member in charge determines that conditions have reached an uncomfortable state due to heating or air conditioning failure, and repairmen are not coming within a reasonable timeframe, the library will close until further notice.
SECTION IV: EMERGENCIES
A. Bomb Threats
Bomb threats are usually made over the telephone; therefore, any staff member may receive a bomb threat at any time. Rather than transferring the call, whoever answers the telephone must complete the call. As soon as the caller hangs up, the staff member should notify the director or person in charge, relaying all information as correctly as possible. The supervisor will then notify the police. If the police want the building evacuated, staff should calmly ask all patrons to leave the building immediately and remain outside, away from the building, until notified that all is clear. Staff should be sure to inspect the restrooms and meeting room to make sure all patrons have been evacuated. Staff should exit the building also until the police have inspected the building. Staff Members must refrain from speculating about the cause for the evacuation (either among themselves or with patrons) during the evacuation. Any unusual‑looking object found anywhere in the building or in the book drop should be left in place and reported to the person in charge immediately! Staff should not remove or touch the object. If deemed necessary, the person in charge will call the police for assistance.
B. Fire
In the event of a fire, a staff member should pull the fire alarm; the fire department should be called, and all patrons should be evacuated. Staff should be sure to inspect the restrooms and meeting room if the fire is not in those areas, to make sure all patrons have been evacuated. If the fire is small, a staff member may use his/her own good judgment and attempt to use the fire extinguisher to put it out, but staff are not expected to risk injury to put out the fire. If the fire is successfully put out, staff will still go through the procedures mentioned above—pulling the alarm, calling the fire department, and evacuating patrons until an all clear is given.
C. Armed Robbery/Hostage Situations
If a staff member is approached by someone who has a weapon or is holding a hostage with a weapon, it is important to remain calm and do what is asked. If a staff member doesn’t know how to do what is being asked (for example, “opening the safe”), he/she should simply say, “I don’t know.” Staff should not argue with him or attempt to explain why. Staff should not attempt to call the police, or anyone else, while the perpetrator is in his/her department. Staff should not attempt to disarm him. After he leaves the area, the police should be called, and the director or person in charge should be notified. If the perpetrator is still in the building, all staff and patrons that can safely escape the building should do so.
D. Gunfire
If gunfire is heard, staff should drop to the floor and stay there. Staff should NOT go to investigate but should call 911 immediately.
SECTION V: CONCLUSION
This policy is meant to be a general guideline for the library director and staff to use when making decisions about closing the library or handling other emergencies. Each staff member should use good judgment in carrying out these policies and making decisions about other events that should arise that may not be mentioned in the above policy.
If the Director is not in, always call and let her know anything emergency situation or significant event that occurs. Call Emily at 205-559-4639.
Adopted by the Trussville Public Library Board of Trustees
3/17/2008