Herrin City Library

Health Emergency Response Procedures Policy

Level 1: Normal Operations                                

Make no changes to current operations and procedures. 

Monitor information from local and state public health agencies.

Level II: Precautionary Health Measures

1. Cleaning & Supplies
   1. Purchase additional cleaning and disease prevention supplies
   2. Provide tissues and hand sanitizer to staff and in public areas
   3. Perform additional routine cleaning, as needed, of all frequently touched surfaces in the Library, such as workstations, countertops, and door knobs
   4. Provide staff with disinfectant wipes for quick disinfection
   5. Remove any Children’s Area toys that are not easily wiped down daily.
   6. Staff should contact the Library Director if an area needs to be thoroughly cleaned;
2. Work Adjustments
   1. Authorities may request that persons returning from an infected area of the world not return to work for a period of Library employees are required to follow those recommendations.
   2. Any employee presenting symptoms congruent with the outbreak will be asked to return home and/or refrain from coming to work.
3. Communicate to the Public
   1. Share official sources for health information with patrons
   2. Recommend that patrons and staff with symptoms not enter the building
   3. Promote healthy habits
   4. Promote online library services
4. Communicate to Staff
   1. Share this Pandemic Response Procedure
   2. Emphasize that staff should stay home when sick and follow respiratory etiquette and hand hygiene
   3. Communicate any CDC reporting requirements & promote healthy habits

In the event that an official source declares a pandemic, the Library will respond according to the official recommendations of the City of Herrin, CDC, Illinois Department of Public Health, Franklin-Williamson Bi-County Health Department, or other appropriate public health authorities. The responses to the recommendations may include:

1. Service Adjustments
   1. Create social distancing by number of public seats, limiting the number of patrons in the library at one time, and altering work schedules so that fewer people are working in close proximity to one Offer staff masks and gloves, to be used if desired. As appropriate, recommend use by staff who handle many materials.
   2. Reduce or suspend Public health authorities may advise that libraries and other gathering places minimize or entirely suspend situations where numerous individuals congregate in relatively confined spaces. In such cases, the Library Director may suspend some or all:
      1. Library programming
      2. Public meeting room use
      3. Holds processing
2. Review and prepare options for emergency library services as

2. Work Adjustments
   1. Cancel all library-related travel to areas under a CDC Traveler’s Health Notice Warning Level 3 (Avoid Nonessential Travel) and reconsider library-related travel to Level 2
3. Communicate to Public
   1. Continue messaging as in Level Messages should explicitly state that service reductions are being done to slow down disease transmission, not because of an abundance of sick staff.
   2. Post an alert on the website outlining adjustments to services; adjust homepage to include pointers to official sources of info about the pandemic
   3. Contact affected program registrants, meeting room users, study room reservations, to notify of service adjustments
   4. Remind public that no overdue fines means that they do not need to return items while they are not feeling well
4. Communicate to Staff
   1. Library Director to monitor and coordinate response among city authorities, schools, villages, and library
   2. Encourage staff to wear gloves and masks when handling materials
   3. Review and adjust staff contact list and emergency contact list

Level IV: Temporary Closing Procedures 

1. Service Adjustments
   1. Temporary During the course of a pandemic, the Library Director may temporarily close the Library buildings under one or more of the following conditions:
      1. Public health authorities advise, request or order such a closure
      2. Herrin CUSD #4 or Herrin City Hall closes
      3. Public visitation is too low to warrant keeping the buildings open
      4. Staffing levels are too low to operate the Library
      5. Any other conditions that prevent the Library from operating the facilities safely and effectively
   2.  Extend due dates
   3. Close drop boxes and post closed signs
   4. Inform vendors and delivery services that we are closed and not accepting deliveries
   5. Notify IHLS
   6. Notify custodial staff
2. Work Adjustments

1. Part Time Staff are to refrain from reporting to work in person. Part Time Staff will be paid for regularly scheduled hours if they stay home sick, need to self-quarantine or if we decide to close for any reason.
2. Library Director, Children’s Librarian/Assistant Director and Circulation Librarian will continue to work on-site and/or remotely to monitor daily functions, monitor building, and systems conditions.
3. Library Director and Children’s Librarian/Assistant Director will continue to work remotely to communicate with public.
4. Library Director will continue to work remotely to coordinate response among staff and with Library Board of Trustees.

FINAL CAVEAT: Should the situation call for a more nuanced response than is outlined here, the Library Director and Board may adjust the library’s response to meet emergent needs.

Level IV: Reopening Procedures

REOPENING MATRIX: Phase 1: Full Digital – Phase 2: Curbside – Phase 3: Limited – Phase 4: Precautionary – See Illustration V-1

Herrin City Library’s Reopening Plan in concordance with recommendations from the Centers for Disease Control and Prevention (CDC) and Franklin-Williamson Bi-County Health Department and in the interest of public safety and health, as a precautionary measure to limit the potential for continuous spread of the virus, the library has chosen to reopen and operate with reduced hours, limit in-library services to essential transactions only, and cancel library programs, events, and meeting room reservations until further notice. Final determination will be decided by Library Director in conjunction with the Herrin City Library Board of Trustees based on the current and ongoing infection risks.

1. Considerations

• Refinement of library policies
• Facilities cleaning
• Facilities modifications
• Protective equipment/supply needs
• Materials handling
• Staff training
• Phased opening of building for staff
• Phased opening of building for community
• Prioritized resumption of services
• Long term program and service adaptations
• Internal communications
• External communications
• Re-calibration/adjustment of services

2. PHASE 2: CURBSIDE PICKUP

The impact of the pandemic has not subsided and in the interest of public safety and to reduce exposure to the staff, opening in Phase 2 is a responsible way to ease back into offering library services while following the recommendations of the CDC and Bi-County Health Department. The reopening plan will be in place until the transmission of the current virus is no longer an overwhelming threat to patrons, staff, and the community. The Library reserves the right to change or alter any segment of this reopening plan.

CURBSIDE SERVICE/PICKUP

a) Herrin City Library patrons will institute curbside service for all patrons.

b) To use curbside pickup, patrons will log into their library account and place their requested items on hold. Patrons may also call the library and make their request over the phone.

c) Patrons will receive notification via phone call, text or email informing them their holds are available for pickup.

d) After notification has been sent, patrons may call the library to ensure holds are available and ready for pick up.

e) Curbside service will be available during regular library hours. Any requests placed after that time, will be available for pick up the next day.

f) During Phase 2: Curbside: items will be pickup with no contact at the front doors. During Phase 3: Limited: The library will designate curbside parking spots for no contact curbside pickup along with adequate signage displaying directions.

3. PHASE 3: LIMITED:

A. CLEANING & DISINFECTING

1. The Herrin City Library will be cleaned by library staff before reopening.

2. All returned materials will be quarantined before reshelving.

3. Quarantined books will be stored in the Library’s meeting room.

4. Quarantined books cannot be pulled to satisfy holds until quarantine time has expired. 

5. Sanitizing supplies will be made available to staff and patrons.

6. The Library will display posters and/or other informational signage promoting safe health practices.

B. STAFF PREPARATION

1) The Herrin City Library will provide all staff members with cotton masks and gloves while working in the library.

2) To ensure N95 masks are available to them, the library has a supply of N95 masks for the staff who request them.

3) It is required that all staff members wear masks and gloves while working at the library.

4) If they so choose, staff members may bring and wear their own masks. Masks and gloves will be provided on a needed basis for patrons.

5) Any staff member exhibiting symptoms should stay at home.

6) Any high-risk or autoimmune compromised staff member who does not feel comfortable working during this time, must reach out to the Library Director immediately. No staff member will be penalized for missing work.

7) Staff will be required to complete online trainings regarding health and safety during pandemics.

8) Staff will conduct daily symptom checks and record data.

C. LIBRARY SERVICE

1. Library hours will be reduced to limit exposure while remaining expansive enough as to not restrict access.

2. Hours will be designated by the Library Director.

3. The library reserves the right to review and adjust library hours on an ongoing basis as exposure to the virus increases or lessens.

4. In-library services will be reduced to essential transactions only:

a. Check in/out of materials and computer usage only.

b. Use of personal devices (laptops, etc.) will be allowed but limited to one hour only.

c. Patrons will also be allowed to print, make copies, scan, and fax.

d. Returned materials will be quarantined in the meeting room for five days.

e. Staff will monitor the number of patrons allowed into the library in occurrence to the number recommended by the CDC.

f. All toys, soft chairs, loungers, etc. will be removed or restricted.

g. Desk computers will be limited to encourage social distancing.

h. Computer time will be limited to one hour.

i. No loitering, lingering anywhere on library property.

j. The library will utilize signage at the front desk areas that encourage social distancing.

k. No study room usage will be allowed.

l. Use of the local history room will not be allowed until Phase 4: Precautionary.

m. Patrons will be allowed to browse shelves but encouraged to return unwanted items on designated carts.

n. All programs, events, and meeting room reservations will be canceled until further notice or until it is deemed safe to congregate in large groups.

o. The library will establish curbside service for any patron (especially deemed high-risk) who wishes to remain outside of the library.

p. Minors under the age of 16 must have at least one parent or guardian present.

q. Patrons will not be allowed to use library telephones for any reason.

r. No donations will be accepted until Phase 4: Precautionary.

s. Masks will be required to enter the library as long as guidance from the CDC as well as state and local governments’ orders justifies the wearing of masks as a best practice. The Herrin City Library will make every attempt to enforce the mask policy and will clearly communicate with patrons in advance via website, Facebook and local media relations.

Drafted 3-13-2020, Adopted 4-14-2020, Update 6-9-2020, Updated 9-12-2023