Section 5 Emergencies

Emergency Response

The Library has a plan for what to do in emergencies. It explains how staff should respond to different situations. Most of the time, like during bad weather, the Town Manager will decide if the Library should close. But if something happens quickly, Library staff can follow the plan and take action right away. After that, the Library Director (or the person in charge if the Director is away) will let the Town Manager know as soon as possible.

Pandemic Response

Purpose: This plan explains how the Library will keep staff and the public safe during a pandemic, while still trying to offer services. During a pandemic, the Library might need to work with fewer staff or change the way it operates. This could include shorter hours, limited services, or even closing if ordered by public health officials. Recovery from a pandemic usually takes longer than other emergencies, so the Library must be ready to keep working with fewer people for several weeks or more.

Definitions

  • Pandemic Plan: This is different from other emergency plans. In most emergencies, people return to normal quickly. But in a pandemic, things may stay limited for a long time, including staff, services, and hours.

  • Pandemic: A pandemic is when a new disease spreads around the world, as stated by the World Health Organization.

  • Appropriate Staffing Level: This means the smallest number of trained staff needed to keep the Library running safely. The Library Director decides what this number is.

Library Closure

Public Health Orders: The Library will close if public health or government officials at any level order or recommend it.

Director’s Decision: The Library Director can also decide to close or reduce hours/services if there aren't enough staff or if health rules like mask-wearing or distancing can't be followed. The Director will keep in touch with staff, the Library Board, and the Town Manager during these times.

Staffing: At least two healthy workers are needed at the Library each day for it to stay open. Full-time workers may work 32–40 hours per week. Part-time workers may work up to 25 hours. If this minimum staffing can’t be kept for more than two days, the Library may reduce hours or close.

The Library Director may make changes such as:

  •   Extra cleaning or protective gear;

  •   Blocking off some parts of the Library;

  •   Limiting how many people can come in;

  •   Requiring social distancing;

  •   Shorter hours;

  •   Canceling programs and room bookings;

  •   Changing work shifts or job duties;

  •   Closing the Library if needed.

If the Library is open, full-time staff must come to work unless they are excused. If closed, they will still be paid for their normal hours. If remote work is allowed by the Selectboard, healthy staff will be given at-home tasks and tools (like laptops) if needed.

Communication: If the Library closes or changes hours, staff will share updates quickly. Notices will go out through the Library website, Front Porch Forum, and social media.

Prioritizing Services: The most important services during a pandemic are:

  • Helping people with information (in person or online);

  • Paying staff;

  • Paying Library bills;

  • Keeping the building safe and clean;

  • Helping the community when possible.

If there are fewer workers or shorter hours, the Library Director will decide what tasks are most important and assign them to staff.

Re-Opening: The Library will start offering services again slowly, once public health officials say it is safe. The Library Director will work with staff, the Town Manager, and the Library Trustees—and use guidance from state health and library departments—to decide which services are safe to bring back.

The above is a summary of Section 5 of the Springfield Town Library Policy Manual. For the full approved version, please see the printed version at the library. A screen-reader accessible version of this part of the full approved policy manual is being planned..