Lansing Community Library Emergency
and Disaster Management Policy
This emergency and disaster management plan exists to help prepare our staff and volunteers for library emergencies by identifying procedures for emergency preparedness, mitigation, response and recovery. No policy can anticipate every emergency instance. This policy aims to address the most probable emergencies and to set general guidelines for response to any emergency. By preparing our staff and volunteers with clear response guidelines, LCL hopes to minimize damage, maximize patron safety and encourage an efficient recovery process.
Staff and Volunteer Responsabilities
When available, the Library Manager (LM) shall be the Person in Charge (PIC). In the event of her absence, the Library Manager has identified employees who shall serve as the PIC. This includes, in descending order, full time staff, part time staff, and lead volunteers at each shift. After the initial response to an emergency, reasonable effort should be made by the PIC to contact the LM or her designated backup, if they are not the first responders. Emergency and disaster preparedness, mitigation, and recovery will be overseen by the LM, the President of the Board of Trustees and appropriate delegates depending on the nature of the event. Preparedness and mitigation are ongoing responsibilities that include training, routine maintenance and inspections. Emergency and disaster response is the responsibility of all staff and volunteers present during an actual emergency and they are expected to respond to the best of their training and ability to ensure the safety of everyone in the library. A copy of this policy should be kept at the circulation desk and all staff, volunteers and trustees should be familiar with its contents.
The golden rules of emergency response are:
1. REMAIN CALM
2. SAFETY FIRST
3. GET HELP
4. USE COMMON SENSE
During an emergency, if the Person-in-Charge is not immediately on hand to do so, staff members and volunteers should not hesitate to call 911or take action themselves. If this is the case, notify the LM of the incident as soon possible. In general, the following steps should be taken for any emergency situation:
1. Assess the situation – is this a plumbing leak or a building fire?
2. Ensure the safety of patrons – move them away from a danger area or evacuate the building if necessary (see below for “Evacuation Procedure”).
3. Contact the appropriate service person or public safety official (plumber, electrician, 911, EMS, etc.) – this may happen simultaneously with #2 above. Do not hesitate to delegate to respond more quickly.
4. If evacuation is required, do not allow entry into the library until the appropriate official has cleared the site as safe to re-enter.
General Emergency Response Guidelines
The need to evacuate the library can arise for several reasons. Examples include a bomb threat, a gas leak, or a fire. The most critical aspects of a building evacuation are to ensure that everyone remains calm, and that everyone is evacuated from the building in a safe and timely manner. For a general evacuation, the Person-inCharge shall proceed as follows:
Announce in a loud voice that the building is to be evacuated, why it is to be evacuated, and how it is to be done to ensure the safety of all.
Identify front and rear exits, and outside meeting areas (by mailbox in front, at far end of parking lot in rear).
Ask people to immediately vacate the building and proceed to the meeting areas to await further instructions. Inform them not to re-enter the building until it has been cleared by the appropriate officials.
Assign staff members to assist unattended children during the evacuation.
Perform a sweep of the building to ensure that everyone has been evacuated.
Assist children in notifying their parents in the event of an emergency evacuation that results in the closing of the library.
A fire drill shall be performed at least once a year during normal operating hours.
Most Probable Emergencies
Severe Thunderstorm/Tornado/High Wind Warning
Ask people to immediately proceed to the Community Meeting Room downstairs and maintain a safe distance from the windows.
All personnel shall familiarize themselves with the type, location, and application of the fire extinguishers and fire alarms in the building (see “Library Floor Plans”). All staff is to be oriented to this information. Fire drills shall be conducted annually.
If a fire is small enough to be easily contained, staff shall extinguish the fire by utilizing the nearest fire extinguisher and then immediately inform the Person-in-Charge.
If the fire cannot be easily contained, immediately pull the fire alarm and inform the Person-in-Charge who will call 911 and evacuate the building (see “Evacuation Procedure”, above).
Do not enter an area that is flooded to determine the source of the flood until a qualified service person has disconnected the electricity.
Stop the flow of water as soon as possible. Keep patrons away from the flooded areas.
The LM will implement cleanup measures to salvage library materials and determine what professional assistance is necessary to repair the leak or cause of flooding.
Evacuate the building (see “Evacuation Procedure” above)
Do not turn on or off any lights or operate any other electrical equipment that may cause sparks.
Call 911 outside from a cell phone or a neighboring business or residence.
A health emergency is when an individual with severe injury or illness requires assistance. Staff members should exercise caution when administering first aid of even a minor nature but unless you are certified in CPR, have had EMS training, or are otherwise medically trained, seek assistance in handling any serious medical situation:
Call 911 immediately. Follow any directions they may offer for the sick or injured person.
Until help arrives, simply try to keep the sick or injured patron comfortable and protected from needless disturbance.
Do not accept help from bystanders unless they are medically trained. Ideally, if the injured or sick person should offer consent but if the emergency renders them unable to accept help, use your best judgment.
Attempt to determine the cause of the failure. If the power interruption is expected to be of short duration, let the patrons know, the library can remain open, and items may be checked out manually.
If the power interruption is expected to be of longer duration, or of unknown duration, the LM can make the determination to close the library.
Theft of Personal Property
Notify the Person-in-Charge who will proceed as follows:
Call 911 if there was injury or if the thief is still on the premises. Be brief and specific. Give location, name, and address. Otherwise, if there is no present danger, call police on the local number.
In the case of a suspected library system credit card breach notify the following entities:
Law Enforcement: Tompkins County Police Department
Merchant Bank: Tompkins Trust Company
Data Security: Elavon
If vandalism has occurred, visually scan the area and document what you see. Notify the Person-in-Charge who will proceed as follows:
Visually scan and document the vandalism. If severe, contact the police on their local number.
Do not touch anything or attempt to clean up or repair anything until cleared by the LM and/or authorities.
If possible, cordon off the affected area from the public to help in preserving the scene and for the sake of safety.
Evacuate the building and encourage individuals to seek an area away from trees and power lines and other tall structures (see “Evacuation Procedure”, above).
If there is a bomb threat, keep the caller on the line as long as possible. While on the phone with the caller, try to answer the following questions:
TIME OF CALL
DATE OF CALL
NAME, ADDRESS, AND PHONE NUMBER OF PERSON WHO RECEIVED THE CALL
WHAT KIND OF BOMB IS IT?
WHAT DOES IT LOOK LIKE?
WHERE IS THE BOMB LOCATED?
WHAT IS THE TIME OF POSSIBLE DETONATION?
WHAT IS THE CALLER’S PURPOSE OR DO THEY HAVE ANY DEMANDS?
CALLER IDENTITY- MALE/FEMALE, AGE, SPEECH (ACCENT, IMPEDIMENT), TONE (CALM, AGITATED)
BACKGROUND NOISE (IE. TRAFFIC, MUSIC, PEOPLE)
OTHER PERTINENT INFORMATION
During the call, or immediately after, notify the Person-in-Charge or next in charge to immediately evacuate the building
(see “Evacuation Procedure”, above) and call 911.
In the event of a disaster, the BoT President may call an emergency trustee meeting to create an immediate plan of action for recovery appropriate to the circumstances. Some recovery considerations to address include:
Cause - Work with authorities to determine the true cause of the disaster. Consider prosecution in the
event of malicious intent.
Insurance - Work with insurance provider(s) to recover damages for all losses.
Repair/replacement - Work with contractor(s) to rebuild the library to perform all previous functions.
Injuries/death - Provide compassionate assistance to injured persons and to families of deceased employees,
volunteers, and patrons.
Collections - Rehabilitate damaged items, replace destroyed items on an as-needed basis,
and rebuild the collections in line with prevalent usage.
Salvage priority list - Salvage everything possible from the history room, followed by computer equipment and books.
Disaster Response Team General Responsabilities
President, Board of Trustees
Conduit to trustees in communicating emergency and initial response
May call an emergency board meeting to begin disaster recovery
Oversees overall management of recovery and salvage operations with Building and Grounds Committee Chair
Assesses and records damage and economic impact
Responsible for completing an incident report to document the emergency and response.
Tracks damages and coordinates expenditures associated with emergency including refurbishment or new purchases
Files any insurance claims and acts as financial liaison with FEMA, if necessary
Buildings and Ground Chairperson
Works with outside agencies to ensure the safety of the building, including reentry following the disaster
Works with committee members to maintain library security
Assesses and records damage with other disaster team members and oversees delivery and installation of replacement equipment as necessary
Lansing Community Library
COMMUNICATION is a key element in one’s response to an emergency. Staff responding to an incident should first GET HELP. Immediately alert the Library Manager, who will call 911 or other service person if appropriate. If the Library Manager is not immediately on hand, staff members and volunteers should not hesitate to call 911 themselves. In general, the LM will notify the Board President, who will contact any pertinent committee chairpersons (i.e., Buildings and Grounds, Technology) as necessary.
The following list identifies our emergency contacts.
Library Manager (Disaster Response Team Leader I) Susie Gutenberger 773-517-1329
President, Board of Trustees (Disaster Response Team Leader II) Emily Franco 533-8783
Vice Pres. (if President unavailable) Liz Miller 533-0095, 229-4628
Buildings and Grounds committee chairperson Matt Montague 280-7121
Technology committee chairperson Craig Trowbridge 266-8037
Library Accountant/Bookkeeper Andra Benson 342-2147
Police, Fire, Ambulance Sherif 272-2444
Fire Alarm System Westfire 585-663-8530
Phone Company/Cable Time Warner 272-3456
Town of Lansing Sharon Bowman 533-8896
Gas and Electric (NYSEG) General 800-572-1121
Computer Network Services FLLS 273-4074 x237
Electrician Rick Darfler 227-1722
Heating and Plumbing Buris 533-4141
Locksmith Ace 273-8840
Insurance Company Tompkins 272-6956
Finger Lakes Library System General 273-4074
Janitor Wayne Pierce 533-8896
Snow Removal/Lawn Care Jay 351-3663
Window and Glass Repair Service Intel Glass 272-3015
Lansing Community Library
LIBRARY FLOOR PLAN (MAIN FLOOR) see attached map
LIBRARY FLOOR PLAN (BASEMENT) see attached map
Emergency: Any event that threatens or affects the safety or well-being of occupants of the library building and grounds, and/or the integrity of the building and/or its physical contents.
Disaster: A severe or catastrophic emergency event. Preparedness: Building the emergency management function to respond effectively to, and recover from, any hazard.
Mitigation: Taking sustained actions to reduce or eliminate risk to people and property from hazards and their effects. Response: Conducting emergency operations to save lives and property by doing such things as evacuating potential victims; providing medical care to those in need; and restoring critical services.
Recovery: Rebuilding our library so that we can return to normal services and protect against future hazards. Bomb Threat Report Form: For use by staff to gather and record pertinent information that will be used by law enforcement personnel when a bomb threat is received by the library.
Incident Report Form: For use by staff to record unusual occurrences at the library. Completed forms are stored in the library Director’s files.
Person-in-Charge (PIC): This is the person authorized to make decisions regarding emergencies. Nearly all problem situations and building emergencies identified in this policy manual eventually make their way to the PIC. Because of the responsibilities that are assigned to the PIC, it is important that the line of responsibility during problem situations and emergencies be clearly delineated and understood by all library employees and volunteers.
FIRST AID KIT – Top of bookshelf in circulation office
FIRE EXTINGUISHERS – lobby, upstairs hall, downstairs hall, managers office
GAS SHUTOFF VALVE – Storage room, furnace closet
ELECTRICITY SHUTOFF BREAKER – electrical room
WATER SHUTOFF VALVE – storage room, furnace closet
FLASHLIGHTS/BATTERIES/BULBS – electrical room shelving unit
CAMERA – manager’s office desk
GLOVES (WORK, RUBBER) – kitchenette
EXTENSION CORDS – managers office desk, AV cart, file cabinet/ circulation office
SHOPLIGHTS/BULBS – electrical room shelving unit
PORTABLE FANS – manager’s office, community room, storage room
TOOL BOX – electrical room storage unit
SCISSORS, UTILITY KNIVES/BLADES – circulation office file cabinet, manager’s office desk, electrical room toolbox BROOM/DUSTPAN, MOP/BUCKET, SPONGES – staff bathroom closet
BROOM WITH SQUEEGEE – staff bathroom closet SHOVEL- storage room, lobby
METAL BOOK DOLLY – book room and electrical room
PORTABLE FOLDING TABLES – electrical room, storage room, closet in teen room
LADDERS – electrical room