Resolution - 2020 - 20-08 - Eagle Public Library Covid-19 Emergency Rresponse Plan - 03/19/2020 CITY OF EAGLE
RESOLUTION NO. 20-08
A RESOLUTION OF THE CITY OF EAGLE, ADA COUNTY, IDAHO, ADOPTING
THE EAGLE PUBLIC LIBRARY COVID-19 EMERGENCY RESPONSE PLAN;
AND, PROVIDING AN EFFECTIVE DATE
WHEREAS, an outbreak of the Coronavirus (COVID-19) in the Treasurer Valley affects
the City of Eagle and the Eagle Public Library;
WHEREAS, it is necessary for the City of Eagle to adopt an Eagle Public Library
COVID-19 Emergency Response Plan.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF EAGLE, Ada County, Idaho, as follows:
Section 1. In the interest of Public Health, it is necessary for the City of Eagle to adopt
an Eagle Public Library COVID-19 Emergency Response Plan so the Eagle Public
Library can take proactive steps to protect the workplace in the event of an outbreak of
the Coronavirus (COVID-19); and
Section 2. The Eagle Public Library COVID-19 Emergency Response Plan provides
essential information to Eagle Public Library employees and the general public, and also
provides a plan to identify service priorities and the means to maintain essential services.
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PASSED AND APPROVED by the City Council on the day of March
2020.
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Eagle Public Library
COVID-19 Emergency Response Plan
1. Introduction:
In the interest of public health, the Eagle Public Library (through the City of Eagle)
will ask employees who exhibit flu-like symptoms, other respiratory ailments, or
were potentially exposed to the virus to stay home from work.
If local transmission occurs, the Library will follow the guidance of the City of Eagle
and local public health officials. Knowing that staffing may become an issue if
southwest Idaho becomes a region with active transmission, the Library prepared the
following plan identifying service priorities and maintaining our most essential
services. Just like the situation, the plan is fluid and flexibility on the part of all is
essential.
In responding to the COVID-19 emergency,the Eagle Public Library will follow
recommendations from the City of Eagle,the Centers for Disease Control, the
Occupational Safety and Health Administration, the State of Idaho's Central District
Health, and the Idaho Department of Health and Welfare.
2. Service Priorities:
A. Website and community information functions:
o In the event of an emergency closure, aspects of the Library's online
presence will need to be maintained.
o Any suspension of library service will be communicated through both
the City's and the Library's website. Additionally,notice of service
disruption will be disseminated through approved social media
platforms. and to those subscribers to the City's email list. The notice
shall also be provided to other agencies (i.e. municipalities, Ada
County, Highway and School Districts). A news release shall also be
distributed regarding the same. Such communication will be
coordinated by the Library's Marketing Specialist and the City's
Communications Officer.
o The line of succession for website maintenance during absences or
illness is as follows:
■ Marketing Specialist
■ Library Director
• City of Eagle Communications Officer
• City of Eagle Information Technology Department
o The Library's Marketing Specialist will ensure that the correct
permissions and passwords exist for both website and social media
channels.
o For library guests unable or uncomfortable visiting the Library during
a transmission event,the Library will actively promote its electronic
services.
B. Service Desk:
o Unless a closure is recommended by local public health officials, the
Library will staff the public service desk. In the case of a staffing
emergency, other library services will be curtailed in favor of
maintaining public service.
o If the Library experiences a staffing shortfall, staff who are trained to
work the service desk will be shifted to that priority.
o The Library will strive to maintain hours of operation unless a closure
is recommended by public health officials.
C. Assisting other City of Eagle Departments:
o As City of Eagle employees, library staff may be called upon to assist
other City Departments as outlined in the City's disaster response plan
D. Material Check-in and Shelving
o Material check-in and shelving responsibilities are critical to the
smooth operation of the Library, good customer service, and the
accessibility of materials. In the event of a staffing shortfall, check-in
and shelving would be prioritized by all staff over activities such as
library programming and outreach.
E. Library Programming
o The Library may suspend programming in a number of situations,
including:
■ if there is an inadequate number of library staff to perform core
library functions (such as staffing the public service desk),
■ if public health officials recommend suspending public
gatherings, and
■ if the program is geared toward a vulnerable population and the
local risk is deemed too high.
o Staff assigned to program duties may be reassigned to their public
duties as necessary.
o The Program Manager, Guest Services Manager, and Library Director
will determine when and if a blanket suspension of programs is
necessary.
o The Library's Marketing Specialist will communicate with the public
should programs be suspended.
o Staff facilitating programs are to be considerate about shared food that
could lead to a virus transmission.
F. Traditional Outreach:
o Participating in traditional outreach opportunities, such as resource
fairs, hosting booths, etc., while important, are generally promotional
rather than a library service, and take lower priority in the absence of
adequate public service staffing.
• Cancellations of outreach events may be required on a case by
case basis due to shortfalls in other public staffing areas.
■ Cancellations of outreach events may also occur if the hosting
community partner deems the event unsafe.
• The Programming Manager will assess whether a full
suspension of traditional outreach events is necessary based on
staffing levels and other staffing demands.
G. Other Operational Duties:,
o Library employees participate in a variety of other operational duties
which do not have an immediate and pressing effect on patron
experience in the library, though they are necessary for long-term
operations. If the Library experiences a staffing short-fall, these should
be some of the first activities decreased or suspended.
o Working with the Library Director, each department supervisor will
determine when to suspend these activities based on staffing needs.
3. Employee Policies for Sick Leave:
• In the interest of public health, the Eagle Public Library (through the City
of Eagle) will ask employees who exhibit flu-like symptoms or other
respiratory ailments to stay home from work. Absence from work will be
governed by the City of Eagle Personnel Manual and any additional
emergency policies and procedures established by the City.
4. Cross Training of Library Employees:.
• Library staff will continue to receive cross-training of duties within their
job classification. This is a continuation of the cross-training practices
implemented in the past.
• Programming
o Action plans for all programs will be completed within two months
of the program, as outlined in the Service Standards.
o Storytime templates will be updated.
• Shelvers
o All shelvers will be trained in the processing of hold request lists.
• Guest Services
o Cross-training documentation will be made available to all staff
through the placement of the documentation into Niche Academy.
o Cross-training documentation language will be cleaned to avoid
use of library jargon and procedures will be checked for clarity.
5. Social Distancing_
• If suggested, the Library will find ways to allow its guests to use the
library with increased space between one another. To attain this, possible
solutions include:
o Removing select public tables and chairs
o Reducing the number of dedicated public computer stations and
suggesting that guests utilize library laptops and find workstations
away from other guests.
• If public programs are cancelled due to transmission concerns, public
meeting space (study rooms, the conference room, and the meeting room)
will be made unavailable to parties greater than one guest.
6. Use of Gloves by Staff:
• Disposable gloves may be worn by staff when:
o Cleaning work surfaces and library resources, and
o When handling returned materials.
7. Cleaning standards:
• As outlined by the City's Mayor,the Public Works department will work
with the City's Custodial vendor to provide extra cleaning and sanitizing
of all public spaces. For the enhanced cleaning guidelines, contact Public
Works.
• Nightly sanitizing procedures by library staff will be listed in Niche
Academy.
• Work areas of staff who miss work may be cleaned and sanitized.
8. Extended Building Closure:
• Closing the building for an extended period will require a schedule for
checking on the critical needs of the facility.
• Building functions, such as heating and cooling, are to be conducted by
the Public Works staff.
• Library book drops will be cleared daily. The staff responsible for
clearing the drops is Director, Programming Manager, and Shelver
Supervisor. The schedule will be determined at the time of closure.
• The Library Director(or Programming Manager and Guest Services
Manager in the Director's absence) will work with the City Clerk's Office
to coordinate payroll reports in accordance with City of Eagle policies and
procedures.
9. Communication Plan in Event of Closure:
• Staff
o Communication with library staff may occur through phone, email,
or text.
• Public
o Communication with library guests will occur through
• the library's website (eaglepubliclibrary.org),
• the City of Eagle's website (cityofeagle.org),
■ the approved social media platforms, and
• signage on the library's entrance.
10. Continuity of Service During Closure:
• In the event of closure, and depending on its anticipated duration, material
funds may be re-directed toward the expansion of online services, such as
acquiring additional copies of e-books and e-audiobooks.
• The Library may establish a temporary material hold pickup area.
11. Public Education:
• To provide public education in advance of an epidemic,the library will
o post educational signs (such as proper hand-washing methods), and
o create a website portal directing users to official epidemic control
sources.
12. Sources for COVID-19 Information:
• Center for Disease Control cdc.gov
o Interim Guidance for Businesses and Employers (CDC)
• Central District Health Idaho cdhd.idaho.gov
• Idaho Health and Welfare healthandwelfare.idaho.gov
• Occupational Safety and Health Administration osha.gov
• Society for Human Resource Management shrm.org
• City of Eagle cityofeagle.org
• American Library Association Pandemic Preparedness
• State of Idaho: https://coronavirus.idaho.gov/