XI. PHYSICAL PLANT EMERGENCIES
1. GENERAL GUIDELINES FOR DEALING WITH PHYSICAL PLANT EMERGENCIES
The purpose of this section is to provide the employees of Jackson-George Regional Library System with the information and guidance required for safe and efficient response to emergency situations involving the physical plant. Unfortunately, no manual can address all emergency situations and there is no substitute for training and sound judgement.
In coping with physical plant emergencies, staff members must know the layout of the building and how the major systems in it work. All branches have idiosyncrasies, but there are generalizations that can be made.
In responding to emergencies, the safety of the staff, our patrons and the general public should always be the prime consideration. Next, the response should be undertaken to prevent and/or minimize property damage. Finally, the response should attempt to minimize inconvenience to the public.
Branch Manager A. The Branch Manager must develop an evacuation plan for each assigned facility.
1. All staff should know the evacuation plan, especially the locations of all emergency exits.
2. As a part of the evacuation plan, all branches must have a copy of their Emergency and Maintenance Phone Listing posted near each telephone in the building.
3. The evacuation plan must identify a pre-determined site, at least 350 feet from the building. At this site, the Person-in-Charge will confirm the safe evacuation of all staff and patrons. It will be referred to as the Evacuation Site in this manual.
All Staff Members B. Building and utilities shutdown in a general or maintenance emergency.
1. Staff members should be aware of the locations of all circuit breaker boxes. Staff members should know how to shut off power to the building.
2. Staff members should know the location of shut-off valves for both water and gas and know how to open and close them. At Pascagoula, call Merlin Wagner, Inc.
Person-in-Charge/ C. If an emergency situation requires closing of the
Branch Manager building, make the following notifications if thought to be appropriate because of the nature or duration of the closing. Agencies, groups and individuals on this list should be notified when the library re-opens.
1. Post Office
2. Groups scheduled in meeting room
3. Answering machine
4. Cancel appointments
5. Media - Television, Radio and Newspaper
6. Board Chairman
8. Post signs on doors
9. Off-duty staff
D. When the decision is made to close the building the staff will be released to return home or will be reassigned to another library to complete the work day.
If the problem cannot be corrected that day and the library must remain closed the next day or next several days, the Branch Services Manager will give the work assignments to the Branch Manager who will in turn relay these orders to his/her staff.
When a staff is working temporarily at another site the normal schedule will be followed. This is to insure that adequate staff is available to resume operations at the home library as soon as the problem is corrected.
Note: All reports and communications with Headquarters as a result of physical plant emergencies should be directed to the Branch Services Manager.
Applicable PUF Forms:
PUF-12 Safety and Maintenance Checklist
PUF-13 Physical Plant Emergency Incident Report
2. COMPUTER DATA SECURITY
Jackson County Department A. Responsible for security of DRA/Inlex
of Computer Services database and software.
B. Daily partial back-ups and weekly full back-ups stored in County vault.
C. During emergencies, full back-up are stored at Merchants & Marine Bank, County vault, and at offices of Jackson County Civil Defense.
D. Individual employees are responsible for preparing back-ups of hard drive.
E. During emergencies, back-ups should be prepared and removed from library premises.
Business Manager/ F. Will prepare weekly incremental back-up
Technologies Manager of American Fundware; back-up to be stored in County vault. During emergencies, a back-up for the Library Director will also be prepared.
Technologies Manager G. Responsible for preparing and securing back-up for Network Server.
Technical Services Manager: H. Responsible for preparing and securing back-ups to Bibliofile, Editor, AV Access and back-up circulation software.
3. ELECTRICAL FAILURE
Person-in-Charge/ A. Call the power company to see if the source of the
Branch Manager problem is external and to ascertain the probable duration of the failure.
B. While calling the power company, delegate a staff member to evacuate all areas of total darkness.
C. If the failure is external, contact the Branch Services Manager and inform him/her of the failure and its expected duration.
D. If the problem is internal, switch the circuit breakers off and then back on. If this does not restore power to your building, call the electrician in charge of servicing your facility. (Authorized purchase order may be required).
E. Inform the Branch Services Manager of the power failure and advise him/her of the expected arrival time of the electrician.
Branch Services F. Will make the decision to close or not to close thefont>Manager building.
Person-in-Charge/ G. When the building is closed, patrons will be evacuated
Branch Manager and all necessary notifications and temporary staff assignments will be made as outlined in the General Guidelines.
H. If the problem is internal and the electrician is expected before the end of the operational day, the Person-in-Charge will remain at the site so that repairs can be made.
I. If internal repairs cannot be made that day, then the Person-in-Charge/Branch Manager will make arrangements to meet the electrician the next work day.
The main power breakers will be cut-off and the Person-in-Charge/Branch Manager will leave for home or his/her temporary work site. (At PG, call Merlin-Wagner).
J. When repairs are completed the staff will be recalled immediately. The library will reopen and resume normal schedule as soon as possible.
Branch Manager K. After repairs have been made and the library is fully operational file a "Physical Plant Emergency Incident Report". It should include any recommendations made by they electrician that might prevent a recurrence of this type of failure.
4. FIRE IN BUILDING/FIRE ALARM
Staff Member A. Call Fire Department. (At Pascagoula, Day Detective security system will call 911 for fire and breach of security).
B. Notify Person-in-Charge/Branch Manager.
Person-in-Charge/ C. Delegate the responsibility of evacuating the building to
Branch Manager another staff member while you determine the extent of the fire.
1. Evacuation should be directed.
2. If possible, all rooms should be double checked to see that they are clear of patrons and staff.
3. Never use the elevator. Wheelchair-bound patrons or staff should be carried down the stairs.
4. At the evacuation site the designated staff member should begin accounting for all patrons and staff.
D. If sufficient additional staff is available, delegate the following duties to be completed before leaving the building.
1. The closing of all doors and windows.
2. The shutdown of major systems in the building (air conditioning, electrical power, computer and gas).
3. If smoke/heat/fire detectors installed, determine which is not operating properly (important especially if it is a false alarm).
E. If the fire is small, localized and posing no threat to individual safety, use the correct type of fire extinguisher. If the fire is too large to be extinguished with fire extinguishers, leave the building and take over duties at the evacuation site.
F. When the fire department arrives, give them all the information you have regarding anyone unaccounted for, location and type of fire. The fighting of the fire and rescue of individuals becomes their responsibility at this point.
G. Attempt to keep staff and patrons calm. Designate a staff member to be in charge. Find a telephone and call the Branch Services Manager and report the fire, giving complete details.
H. Allow re-entry only after fire department approval.
I. As soon as possible, complete a "Physical Plant Emergency Incident Report" and route copies to the Branch Services Manager and the administrator of the local government that carries insurance on your building. If the building must be closed for repairs make necessary notifications and temporary work assignments as outlined in the General Guidelines of the section.
5. FLOODING (Natural)
Staff Member A. Report the condition to the Person-in-Charge/Branch Manager.
Person-in-Charge/ B. Call police/sheriff/civil defense and report the flooding.
C. Report the situation to the Branch Services Manager.
D. While contacting Headquarters, order the other staff members to empty bottom shelves, unplug electrical equipment and put furniture and equipment up on counters, tables, display cases and low shelving. Before leaving the building all necessary notifications should be made, if there is time.
E. Complete as much preparation as possible and then evacuate. The Branch Manager is authorized to close the building under these circumstances because only someone on the scene can fully understand the situation.
F. With the library closed and the staff and patrons out of danger call the Branch Services Manager and report that preparations have been completed.
Person-in-Charge/ G. The Person-in-Charge/Branch Manager will complete
Branch Manager the necessary notifications as required in the General Guidelines.
Branch Services H. Will inform staff of their temporary work assignment as
Manager outlined in the General Guidelines.
Person-in-Charge/ I. When flooding conditions are over the staff will be
Branch Manager recalled immediately. If the building has suffered no damage the library will reopen and resume a normal schedule as soon as possible.
File a "Physical Plant Emergency Incident Report" with the Branch Services Manager.
J. If the flood waters have receded and there is damage, the staff will be recalled to begin implementation of the Recovery from Natural Disaster and Fire policy in this section.
6. FLOODING (Plumbing or Roof)
Staff Member A. Report to Person-in-Charge/Branch Manager.
Person-in-Charge/ B. Determine the source of flooding.
C. Determine who is responsible for repairs, if city or county, call appropriate maintenance department.
D. If Library is responsible for repairs, contact Library Purchasing Agent and Branch Services Manager for instructions (and purchase order). Call plumber.
E. Begin moving library materials and equipment to assure their safety, if necessary, and then begin clean-up.
F. If the roof is the source of flooding follow all the above steps except instead of contacting a plumber, contact the maintenance staff responsible for providing repair service. (See "D„ above if Library responsible for repairs).
G. Contact Branch Services Manager, give report on the situation, and await decision on whether or not to close the Library.
H. If the library is closed by the Branch Services Manager make all necessary notifications, temporary work assignments and/or implement the Recovery from Natural Disaster and Fire, whichever is appropriate.
I. File a "Physical Plant Emergency Incident Report" if serious damage occurred to the building, equipment, furnishings or collection and/or extensive repair work will be required to correct the plumbing or roof problem.
7. GAS ODOR
Explanation: A major gas leak is a very serious problem. There are three life-threatening hazards caused by this situation - suffocation, explosion and fire. Do not shut down any electrical system or equipment because a spark might be produced causing an explosion, followed by a fire. Shut off the main gas supply only if it can be done in safety, outside of the building.
Staff Member A. Call Fire Department and report the presence of gas odor. (At PG, call Merlin Wagner and City Public Works Department.) Notify the Person-in-Charge/Branch Manager.
Person-in-Charge/ B. Order the extinguishing of all open flames (i.e., smoking
Branch Manager materials and pilot lights) and order the building be evacuated immediately.
Staff C. Will aid the patrons in clearing the building and moving to the evacuation site. The doors should be locked when building is completely evacuated to prevent unauthorized entry.
Person-in-Charge/ D. Notify the Branch Services Manager from a safe
Branch Manager location.
E. Return only after assurance by the fire department that the building is safe.
F. Notify the Branch Services Manager that the building is clear of gas odor and resume operation.
G. Call the plumber or other responsible party to make necessary repairs if the odor was caused by a gas line or appliance failure in the building. (Purchase Order may be required)
H. If the library must be closed for the balance of the day or several days, make the necessary notifications and
inform staff of their temporary work assignments as called for in the General Guidelines.
I. A "Physical Plant Emergency Incident Report" must be filed with the Branch Services Manager.
8. HURRICANE PREPARATION
The following procedures are applicable to those tropical cyclones classed as "hurricanes.„ The Library Director (or Branch Services Manager) may, however, implement these procedures for tropical depressions and tropical storms on a case-by-case basis.
The hurricane season begins the first day of June and ends the last day of November.
Tropical cyclones is the general term for all cyclone circulations originating over tropical waters. Classified by intensity, they are ranked from the lowest to the highest level of intensity: tropical disturbance; tropical depression; tropical storm; and hurricane. Hurricanes are also ranked from the lowest to the highest level of intensity: Category 1 - wind speed 74-95 mph and storm surge 4-5 feet; Category 2 - wind speed 96-110 mph and storm surge 6-8 feet; Category 3 - wind speed 111-130 mph and storm surge 9-12 feet; Category 4 - wind speed 131-155 mph and storm surge 13-18 feet; and Category 5 - wind speed greater than 155 mph and storm surge 13-18 feet.
A hurricane watch is issued for a coastal area when there is a threat of hurricane conditions within 24 to 36 hours.
A hurricane warning is issued when hurricane conditions are expected in a specified coastal area in 24 hours or less.
Tornadoes can be spawned by hurricanes, producing severe damage and casualties.
A. Each May, Branch/Department Managers will brief staff on the hurricane preparation and recovery.
B. No less than four weeks before the beginning of the hurricane season, Branch/Department Managers will inspect and inventory the supplies and equipment necessary for providing maximum protection for the staff and library facility.
a. Polyethylene, rolls (to cover book stacks)
b. Plastic trash bags, large (to cover equipment)
c. Masking tape, rolls (to secure plastic trash bags)
d. Hurricane tracking charts
a. Flash lights
b. Radio (AC/DC NOAA Weather Radio)
c. Tool kit
d. Batteries (inspections should be conducted quarterly to insure their serviceability; store in sealed bags to extend shelf life)
C. If discrepancies are discovered during the required inspection, a memo will be sent to the Branch Services Manager. This memo is to list all items which are either unserviceable or not available in sufficient quantity to fully execute preparation requirements.
D. The memos received from branches reporting discrepancies will be answered before the beginning of hurricane season. Purchases of necessary items will be automatic, unless there is a very serious budget problem. At the direction of the Branch Services Manager, the Purchasing Agent will issue purchase orders and take the necessary steps to see that needed supplies and equipment are delivered to the Branch/Department prior to June 1. Purchases will be charged to the Branch/Department.
E. During hurricane season, regular radio and television weather forecasts should be monitored whenever a tropical disturbance, tropical depression, tropical storm or hurricane is in or near the Gulf of Mexico. As of August, 1995, the best source for weather information is the "Weather Channel„ on cable television or NOAA Radio. Staff should also stay tuned to local radio stations.
F. Based on July 1995 discussions with the Jackson County Civil Defense Director, masking and other tape will not be used on plate glass windows or glass doors.
G. Libraries comprising JGRLS do not have adequate space to store plywood panels nor do they have the necessary staff required to install these panels safely and securely during hurricane emergencies.
Therefore, the decision to install plywood panels to protect windows and doors, as well as installing plywood during emergencies, is the exclusive responsibility of the building’s owner. In the case of libraries located in East Central, Gautier, St. Martin, and Vancleave, the owner is Jackson County. In the case of libraries in Lucedale, Moss Point, Ocean Springs, and Pascagoula, the building owner is the municipality. Through consultations with County officials, the Library Director will determine in advance what action Jackson County plans at County-owned library facilities and will relay this information to the respective Branch Managers. Through consultations with City officials, Branch Managers in Lucedale, Moss Point, Ocean Springs, and Pascagoula will determine in advance what action the respective cities plan at city-owned facilities and will relay this information to the Library Director.
H. If a hurricane watch is issued for any part or all of Jackson County, the Library Director will confirm by telephone that all branches are aware of this news.
I. The Branch Manager will review hurricane procedures with staff, assign specific responsibilities to staff, and designate a staging area for needed supplies and equipment. The staging area should be selected so that it neither creates tripping hazards nor congests the normal traffic flow in the building.
J. During a hurricane watch, the Library Director may, contingent on conditions and landfall projections, issue instructions to close the branch libraries and begin hurricane preparations.
K. If the watch is subsequently lifted, the Library Director will notify Branch/Department Managers to open their respective branches/departments in a timely manner.
L. If a hurricane warning is issued for any part or all of Jackson County, the Library Director will confirm by telephone that all branches are aware of this news.
M. The Branch Manager will review hurricane procedures with staff, assign specific responsibilities to staff, and designate a staging area for needed supplies and equipment. The staging area should be selected so that it neither creates tripping hazards nor congests the nor mal traffic flow in the building.
N. If any part or all of Jackson County is under Hurricane Warning with projected landfall within 24 to 36 hour period, the Library Director will order all libraries to close to the public and initiate hurricane preparation procedures. Hurricane preparation procedures should be completed within 3 hours. This procedure will be implemented regardless of the strike probability and category of intensity of the hurricane.
O. If any part or all of Jackson County is under a Hurricane Warning with projected landfall within 24 hours, the Library System will cease operations immediately and all facilities will be evacuated, even if preparations have not been completed. Gas, water, and electricity must be turned off. This procedure will be implemented regardless of the strike procedure and category of intensity of the hurricane.
P. PREPARATION - CATEGORY 1 & 2 HURRICANES
All libraries. Computer and other electronic equipment, along with office files, library materials, etc., will remain in the branch. Computers and other electronic equipment should be covered and secured in a "safe„ area in the library (in all libraries except Pascagoula, the "safe„ area is the staff work room or the center of the facility; in Pascagoula, the "safe„ area is the board room, administrative hallway, and administrative offices that do not have an outside window). Book drops should be emptied. Filing cabinets should be covered with plastic. Back-up disks of office documents should be made, including a back-up to take home. Library Administration is responsible for network, financial records and on-line system back-up security. Polyethylene should be placed over book stacks located within 15' of outside windows; if time permits, it is recommended that all book stacks be covered with polyethylene. When covering book stacks, staff should take care not to form pockets where water can collect. Furniture and equipment (with the exception of book stacks and library materials)should be moved to the center of the library or at least 15' from windows and doors. Prior to evacuation, all utilities should be shut off. Branch Managers must notify the Library Director when preparations have been completed and staff sent home. After the emergency has ceased and an "all clear„ has been issued by Civil Defense, staff should return to their respective libraries to begin implementation of recovery operations. (See XI.9.).
Q. PREPARATION - CATEGORY 3, 4, & 5 HURRICANES
1. All libraries. Implement preparation according to procedures outlined under category 1 & 2 hurricanes in item "P" above. Because of the potential for high storm surge during category 3, 4, and 5 hurricanes, however, the following procedures must also be implemented:
2. Moss Point and Gautier. All computer equipment (and other electronic equipment deemed necessary by the Branch Manager), will be relocated to the second floor JGRLS admin-istrative area of the Pascagoula Library.
3. St. Martin. All computer equipment (and other electronic equipment deemed necessary by the Branch Manager), will be relocated to the staff office area of the Ocean Springs Library.
R. NOTIFICATION OF CLOSING
1. After the Library Director or Branch Services Manager has made the decision to close the Library System, Library Administrative personnel will notify all Branch/Department Managers, regardless of the time of day or day of the week.
2. If feasible, the Director will make the decision regarding closing the library between 8:30 a.m. and 5:00 p.m., Monday - Friday.
3. If notification is received during regular business
hours, on duty staff will immediately implement preparation procedures. Branch/Department Managers will call staff not on duty at the time and instruct them to report for duty immediately.
4. If notification is received during non-business hours, including Sundays, Branch/Department Managers will notify staff to report for duty immediately.
S. Annually prior to June 1, Library Administration will, through Branch Managers, conduct a survey of all staff to determine their availability during a hurricane emergency.
T. Annually in May, Branch Managers must notify the Library Director of the party(ies) responsible for turning off the gas, electricity, and water during hurricane emergencies.
Note: (1) Pascagoula City Property Manager determined during August 1995 that plywood would not be installed to protect windows at the Pascagoula Library.
(2) Merlin-Wagner will shut off Pascagoula's water, gas, electricity, and H/AC system.
9. RECOVERY FROM NATURAL DISASTERS AND FIRE
Explanation: Recovery from hurricanes, tornadoes, floods and fires are all presented in this section. While each has its unique elements all four threats share a common danger -- major water damage. Torrential rain, raging flood waters or water from a fire hose all present potentially disastrous consequences for libraries.
Hurricanes and floods are the only two disasters for which preventive measures can be taken. Under certain circumstances even that is not possible. It would be very unusual that a disaster would cause significant damage to all of our libraries. A tornado, flood or fire is usually a localized situation and even a hurricane will normally spare some of the facilities.
Regardless of the widespread or localized nature of the damage suffered, at some point the danger subsides and efforts must begin to restore service to the communities. We are a regional library and our response must be a system-wide effort. The Branch Services Manager will head and assemble a Disaster Action Team hereinafter referred to as DAT.
The DAT has two major objectives. First, the prevention of further damage to any library in the system that has been struck by a hurricane, tornado, flood or fire. Second, the DAT is charged with the responsibility of restoring service to all libraries in the system as rapidly as possible.
If any of the libraries sustain serious damage, it is unrealistic to expect that a major collection restoration effort can be mounted. Virtually none of the collection is irreplaceable and the area is totally lacking in support services which would be necessary to conduct a large-scale restoration of hundreds or thousands of books and other library materials. While great effort has been devoted to collection development, the nature of our holdings is such that, even if feasible, the effort could not be justified financially.
The DAT will consist of every member of the Jackson-George Regional Library System staff. The Branch Services Manager is empowered to call on any member of the staff to perform assigned duties at any library in the System. The DAT Executive Committee will be composed of the Library Director, Branch Services Manager, eight branch managers, and the managers of Reference, Youth Services, Technical Services, and Technologies.
Branch Manager A. Will inspect the condition of the library assigned. The inspection will be performed as soon as possible.
Comprehensive notes should be taken giving complete details of all damage. If possible, photographs should be taken. Committee members should be reminded that not all damage is obvious -- some often shows up days or weeks later. If the situation is serious, contact the city or county and try to obtain assistance.
B. Attempt to check the status of your staff.
C. With a complete overview of damage to your library and staff status (injuries, personal damage and transportation) and assets available from city/county government, attempt to contact the Branch Services Manager.
D. When you are able to contact the Branch Services Manager, give a complete assessment of the status of the building and staff.
E. If there is no damage or damage is not threatening to the structure or its contents, take steps necessary to resume operation as soon as possible. Complete a "Physical Plant Emergency Incident Report" and route copies to the Branch Services Manager and if appropriate, to the local governmental authority that carries insurance on the building.
F. If serious damage has been suffered and you have reported your status to the Branch Services Manager, begin implementation of this policy immediately. Call your available staff to work.
1. Close off area of the building that could be hazardous. (i.e. structural damage which might collapse).
2. Cover windows, doors and other openings with plastic, boards or whatever might be available.
Try to limit additional damage that might be caused by rain to the contents of the building.
3. Clean up broken glass, water and other debris. Begin separating undamaged furnishings, equipment and library materials and move them from the affected area of the building.
4. If very serious damage has been sustained and there is no place in the library that is safe for storage, begin preparations to move undamaged furnishings, equipment and library materials to another library in the system. If relocation is not practical, cover undamaged items with plastic.
5. Periodically (several times a day) report your status to the Branch Services Manager, if possible.
Branch Services G. Once damage assessments and staff availability have
Manager been reported, a coordinated allocation of additional staff and resources will be made to the site or sites with the greatest need.
H. If all matters are attended to and the library is safe and public utilities are restored, the library will resume operation. However, if damage is extensive and will take some time to repair before service can be restored, the staff will follow the temporary staffing pattern as outlined in the General Guidelines.
Branch Manager I. When recovery has been completed the Branch Manager should inventory hurricane preparation supplies and replace all items that were consumed or are no longer serviceable.
J. File a "Physical Plant Emergency Incident Report" with the Branch Services Manager.
10. TELEPHONE FAILURE
Staff Member A. Report to the Person-in-Charge/Branch Manager.
Person-in-Charge/ B. Do what can be done to determine the problem; check
Branch Manager cord connections and other phones in the buildings.
C. Contact Branch Services Manager for instructions; obtain purchase order, if required. (In Pascagoula, contact the Business Manager).
D. Call the appropriate repair service, as directed.
E. When problem has been corrected, notify the Branch Services Manager.
Definition: A tornado is a local storm of short duration. These small, severe storms form during periods of warm, humid, unsettled weather and usually in conjunction with a severe thunderstorm.
There is no season in which Mississippi is free of tornadoes. Normally, the number of tornadoes is at its lowest in the State during December and January and at its peak in May. The months of greatest total frequency are April, May and June.
Mississippi is located in the middle of what is popularly known as "Tornado Alley", with the nation's highest rate of confirmed sightings each year. The naturally-occurring low-lying cloud cover makes early detection almost impossible and often they are not discovered until they actually strike.
A thunderstorm or tornado watch is issued to the general public and local government agencies to assist in preparation for possible severe thunderstorms and/or tornadoes. Although the watch states approximately where and for how long the severe local storm threat will exist, it does not mean that local storms will not occur outside the watch area or time frame.
A warning is issued when severe thunderstorms or tornadoes have been sighted in the area or indicated by radar. The warning will describe the location of the severe thunderstorm or tornado at the time of detection, the counties affected, and the time period covered by the warning.
As an addendum to the evacuation plan, a site inside the building should be chosen for sheltering the staff and patrons if a tornado is sighted. Interior hallways or small interior rooms on the lowest floor and on the east or north side of the building are recommended. Avoid large rooms with free-span roofs, glass displays cases, windows and doors when choosing a site for a shelter.
Branch Manager A. Each year in March, the staff of each library will be briefed on tornado safety, policies and procedures.
Person-in-Charge/ B. When local weather conditions are threatening, call the
Branch Manager weather information number on the Emergency and Maintenance Phone Listing and find out if the area is under any type of severe thunderstorm or tornado watch or warning. Listen to the Weather Channel and NOAA radio.
C. If the area is under a severe thunderstorm or tornado watch or warning, place the AC/DC radios near the circulation desk and begin monitoring weather forecasts. Continue to do so until the watch or warning is lifted.
Staff Members D. Anyone learning of a severe thunderstorm or tornado watch or warning will report it to the Person-in- Charge/Branch Manager.
Staff Member E. Will make this known to everyone in the building; yell
Spotting a Tornado out where to take shelter.
Person-in-Charge/ F. Report damage to the local civil defense or police/
Branch Manager sheriff and then, if possible, call Branch Services Manager.
G. As soon as possible, complete a "Physical Plant Emergency Incident Report" and route copies to the Branch Services Manager and the administrator of the local government agency that insures your building.
H. Implement Recovery from Natural Disaster immediately if damage is received.
12. FAILURE OF AIR CONDITIONING SYSTEM
Staff Member A. Notify the Person-in-Charge/Branch Manager.
Person-in-Charge/ B. Contact Branch Services Manager for instructions;
Branch Manager obtain purchase order if necessary.
C. After approval, call the air conditioning repair service listed on Emergency and Maintenance Phone Listing. Try to find out when a repairman might be expected.
D. Open doors and/or windows; use fans to aid air circulation.
E. Notify the Branch Services Manager of the problem and inform him/her of anticipated time of arrival of the repairman.
Branch Manager F. In consultation with the Branch Services Manager determine whether or not the library will be closed.
Branch Services G. If the library is closed the staff will make necessary
Manager notifications and be informed about their temporary work assignments as called for in the General Guidelines.
H. When repairs are completed the staff will be recalled immediately. The library will reopen and resume normal schedule as soon as possible.
I. After the repairs have been made and the library is fully operational, file a "Physical Plant Emergency Incident Report". Include any recommendations made by the repairman that might prevent a recurrence of this type of failure.
13. FAILURE OF HEATING SYSTEM
Staff Member A. Notify the Person-in-Charge/Branch Manager.
Person-in-Charge/ B. Check the heating system to make sure that pilot lights
Branch Manager are burning and that there is no other obvious reason for the system not to work.
C. Call the repair service listed on the Emergency and Maintenance Phone Listing. Authorized purchase order may be required.
D. Inform the Branch Services Manager of the problem and advise him/her of the expected arrival time of the repairman.
Branch Services E. Will order the building closed if the interior temperature
Manager falls below 60 degrees. If the temperature is above that level the library will remain open.
F. If the library is closed the staff will make all necessary notifications and temporary work assignments will be given as called for in the General Guidelines.
Branch Manager G. When repairs are completed the staff will be recalled immediately. The library will reopen and resume normal schedule as soon as possible.
H. After repairs have been made and the library is fully operational, file a "Physical Plant Emergency Incident Report". Include any recommendations made by the repairman that might prevent a recurrence of this type of failure.
14. PARKING LOT SECURITY
Person-in-Charge/ A. Make certain no staff member or patron is left alone at
Branch Manager site.
B. Staff should park near exit or in well lighted area when working the evening shift.
C. All staff should leave building together; make certain all vehicles are operational. Don’t leave someone with a dead vehicle.
D. If a patron appears to be having vehicle problems, offer necessary assistance. A single staff member should never approach a patron parked in the parking lot after closing -- take another staff member with you.
E. Vehicles parked in designated handicapped parking spaces are required to have a disabled person decal, license plate or other symbol bearing the international wheelchair symbol. Automobiles without this identification are improperly parked and breaking the law. If such a situation is observed by the Person-in-Charge/ Branch Manager, attempt to find the owner in the library and ask them to move their vehicle. If the owner can not be located, take down the license plate number and report the incident to the police/sheriff. This is NOT a 911 call!
15. BUILDING SAFETY AND MAINTENANCE CHECKLIST
Branch Manager A. Semi-annually (June and December), the building, grounds and parking lot will be inspected by the branch manager and custodial staff. A Safety and Maintenance Inspection Checklist (PUF-12) will be completed.
B. If a safety or maintenance problem is discovered during the inspection it should be noted on the Safety and Maintenance Inspection Checklist.
C. If the problem can be corrected by city/county maintenance, or is covered by service contract or within the scope of the maintenance budget, correct the problem immediately and document your action on the inspection form. Authorized purchase order may be required.
D. If the problem discovered requires resources not readily available, state the problem in detail on the Safety and Maintenance Inspection Checklist.
E. Inform the Branch Services Manager immediately by telephone about problems of a very serious nature.
Branch Services F. Will respond quickly to serious problems. This
Manager response will come in the form of a telephone call outlining what action has been taken or is being authorized. Written authorization will be subsequently forwarded to branch manager.
Branch Manager G. The Safety and Maintenance Inspection Checklist must be submitted to the Branch Services Manager on/before the last business day in June and December. Branch Managers should retain file copies.
16. SERIOUS EXTERNAL THREAT
Person-in-Charge/ A. If a serious external threat occurs, request advice from Branch Manager or the Branch Services Manager, if possible (i.e., chemical spills, gun shots fired near the library, fire in a near-by building, train wreck, etc.).
B. If there is not enough time to contact the Branch Services Manager, follow the directions of the local civil defense, police/sheriff or other authorized emergency personnel in closing the building and/or evacuating.
C. Report incident to the Branch Services Manager as soon as possible. Give a detailed account of the situation, expected duration and any support that might be required (i.e., transportation away from area).
Branch Services D. Will provide whatever support is available and
Manager guidance in dealing with the problems faced by the Person-in-Charge/Branch Manager.
E. If the library is closed, the staff will be sent home or temporarily reassigned to other libraries until the problem is resolved. If possible, before leaving the building all necessary notifications will be made and the staff will be given their assigned work sites for the following day. In the event that staff must be assigned to another library, they will follow their normal schedule.
Branch Manager F. When the threat has passed the staff will be recalled immediately. The library will reopen and resume normal schedule as soon as possible.
G. When the library is fully operational file a "Physical Plant Emergency Incident Report".