5. 2 SPRINGFIELD TOWN LIBRARY PANDEMIC POLICY

I: Purpose

To establish the protocol to be used to preserve the health and safety of the public and the staff, while providing library services in accordance with the library’s mission to serve the public, in the event of a pandemic. If there is a pandemic, the library may be required to operate on limited staffing or take unique measures to help slow the spread of the illness, including service restrictions, limited hours of operation, or possible closure by order of local public health officials. Recovery from a pandemic may be slow, as compared to natural disasters or other physical crises. It is important to ensure that the core business activities of the library can be maintained for several weeks or more with limited staff and reduced hours due to a pandemic.

II: Definitions

Pandemic Plan A pandemic plan differs from a general emergency preparedness policy or procedure. With an emergency preparedness policy, there is an assumption that staff will return to the building or begin rebuilding, almost immediately after the event or crisis (such as after a fire or storm, or if there is a utility shortage). Recovery from a pandemic may be slow and limited staff, services, and hours may be necessary for an extended period of time. Pandemic A pandemic is the worldwide spread of a new disease, as declared by the

World Health Organization. (World Health Organization https://www.who.int)

Appropriate Staffing Level For the purposes of this policy, Appropriate Staffing Level refers to the minimum number of qualified staff necessary to provide service safely and efficiently, as determined by the Library Director or his/her designee.

III: Library Closure

Public Health Mandate The Springfield Town Library will close due to pandemic in the event of a mandated order or recommendation for closure issued by public health or government officials on the local, county, or state level.

Discretionary Service Level Changes At the discretion of the Library Director, the Library may close, reduce its operating hours, or limit services temporarily in the event that there is not sufficient staff to maintain appropriate staffing levels or if unable to maintain adequate health and safety procedures (e.g., social distancing, masks, etc.). In the event of closure or reduction in operating hours, the Library Director or designee will maintain communication with staff, Library Board of Trustees, and the Town Manager.

IV: Staffing

Minimum staffing level for a temporary period of time is defined as two healthy employees available to be present at the library during all open hours with a maximum 8-hour workday and 32 to 40-hour workweek per full-time employee, and no more than 25-hour workweek per part-time employee. An inability to maintain this temporary minimal level or a necessity to maintain this temporary minimal level for more than two consecutive days will result in reduced hours or closing the library.

In providing service safely and efficiently, the following actions may be taken at the discretion of the Library Director or designee.

  • Increased health/safety measures for staff (e.g., wearing of gloves and/or masks, wiping down work areas, etc.);

  • Restricted access to areas in the library (e.g., limiting or eliminating computer access, closing floors or unmonitored areas for safety);

  • Limiting the number of people in the building;

  • Social distancing practices in public areas;

  • Reduction of open hours;

  • Cancellation of all programs, special events, and meeting room reservations;

  • Reallocation of employee responsibilities and shift/schedule changes to provide coverage during open hours;

  • Closure of the library.

If the Library is open, permanent employees are expected to report to work on time as scheduled, excluding any excused absences following the established AFSCME contract. In the event of closure, permanent employees shall be compensated for their regularly scheduled hours.

If the Library is closed or hours reduced and if the Selectboard activates the remote working policy, healthy permanent employees shall be assigned work-at-home tasks to be completed in their compensated hours. When appropriate, work tools (e.g., laptops, supplies, etc.) will be checked out to employees by the Library Director or designee for work-at-home assignments.

V: Communication

In the event of a closure necessitated by pandemic, effective communication about any reduction in services or open hours must be announced in a timely manner. Library staff should follow the normal procedure used for any unexpected closure/program cancellation, which includes posting on Front Porch Forum, social media, and the library website.

VI: Prioritization of Services

Priority will be given to the following essential services:

  • Information services for the public, both in-person and online;

  • Payroll;

  • Accounts Payable;

  • Facility Maintenance;

  • Community Support services, where needed.

In the case of reduced staffing or reduced hours of operation, the Library Director or designee will prioritize service-related tasks and assign the daily work plan to staff.

VI: Re-Opening Procedures

The Springfield Town Library will resume services incrementally, providing the mandated order or recommendation for closure issued by public health or government officials on the local, county, or state level is revised or lifted. The Library Director, in consultation with staff, the town manager, and the library trustees, and considering information from relevant state agencies (e.g., Department of Health, Department of Libraries, etc.) has the authority to re-establish existing or implement new services as needed that are deemed safe for staff and the public.

Emergency Approval granted June 1, 2020.