The Following Pandemic Response Plan has been created in response to and accordance with NYS requirements.
Sharon Springs Free
Library
Pandemic Response
Operations Plan
Purpose: This Pandemic Response Operations Plan was
produced in reference to
the amended New York State Labor Law section 27-c and New York State Education
Law paragraphs k and l of subdivision 2 of section 2801-a (as amended by
section 1 of part B of chapter 56 of the laws of 2016), as applicable. These
laws were amended by the passing of legislation S8617B/A10832 signed by the
Governor of New York State on September 7, 2020, requiring public employers to
adopt a plan for operations in the event of a declared public health emergency
involving a communicable disease. The plan includes the identification of
essential positions, facilitation of remote work for non-essential positions,
provision of personal protective equipment, and protocols for supporting
contact tracing.
This plan is a policy level document of Sharon Springs Free
Library, approved by the library Board of Trustees. This plan is pertinent to a declared
public health emergency in the State of New York which may impact library
operations; and it is in the interest of the safety of our employees and
contractors, and the community that the library serves, that the library has
promulgated this plan. This plan was developed based on information, best
practices, and guidance available as of the date of publication. The plan was
developed to reflect the circumstances of the current Coronavirus pandemic but
may also be applicable to other infectious disease outbreaks.
1. Essential Functions and Positions
Essential functions are those that are vital to the ongoing
mission of the library. Essential
functions may also include those that are necessary for the ongoing business operations
of the library, including payroll, bill paying, upkeep, security, maintenance,
etc.
All of the services that the library provides are essential
for building and maintaining community and for contributing to a culture of
community development. Library services
fall in four broad categories:
·
The library provides access to shared resources
– books, DVDs, E-resources etc.
·
The library provides a clearinghouse and conduit
for information of all kinds
·
The library provides educational and enriching
classes, programs and events
·
The library provides a space and forum for
community collaborations
The specific services that are prioritized in a pandemic
will depend on the guidelines and protocols developed by local, state and
federal health and disease control offices.
The library will follow all promulgated requirements and guidelines for
providing services in a pandemic. The
library will consider all of the factors listed below when making specific
pandemic-related decisions on library services:
·
The library’s mission of serving the community
·
Safety of library staff and users
·
Communications, community perception &
engagement
·
Long-term library sustainability
Implementing specific pandemic responses will depend on the
official guidance provided by local, state and federal pandemic control
agencies, and on the library specific priorities identified above. Library responses are likely to fall within
the following four categories:
1.
Providing most usual services with a heightened
emphasis on cleaning, social distancing and use of PPE
2.
Providing on-site services with reduced capacity
and access
3.
Providing curbside access with no in-building
services
4.
Providing only remote and electronic services
Specific responses for PPE, cleaning, reduced capacity, etc.
are outlined in the remaining sections of this plan.
Essential positions, for the purpose of this plan, are those
necessary for implementing each of the service models identified above. Essential positions may include any of the
following:
·
Library Director
·
Librarians
2. Remote Work Protocols
Non-essential employees and contractors able to accomplish
their functions remotely will be enabled to work from home to the greatest
extent possible. Working remotely requires:
·
Identification of staff who will work remotely
·
Approval and assignment of remote work
·
Equipping staff for remote work, which may
include:
o
Internet capable laptop
o
Necessary peripherals
o
Access to software and databases necessary to
perform their duties
o
A solution for telephone communications
As possible, ‘essential’ staff may be assigned to work
remotely for part of their work week to reduce exposures. Further, library work
hours and office locations may be altered to best accommodate public health
protective actions for employees and the public. Protective actions may
include, but are not limited to occupancy restrictions, protective barriers,
and increased conduct of business by internet, phone, or other means.
Protective actions will be taken in accordance with County and State Health
Department, and CDC guidelines and requirements.
3. Staff Density Reduction, Staggered Shifts
Implementing staff density reduction or staggered shifts will
not be required in this solo staff setting.
4. Personal Protective Equipment
The use of personal protective equipment (PPE) to reduce the
spread of infectious disease is important to supporting the health and safety
of our employees and contractors. PPE which may be needed can include:
Note that while cleaning supplies are not PPE, there is a
related need for cleaning supplies used to sanitize surfaces, as well as hand
soap and hand sanitizer. The Coronavirus pandemic demonstrated that supply
chains were not able to keep up with increased demand for these products early
in the pandemic. As such, we are including these supplies in this section as
they are pertinent to protecting the health and safety of our employees and
contractors.
Protocols for providing PPE include the following:
- Identification of need for PPE based upon job duties and
work location
- Procurement of PPE
- As specified in the amended law, public
employers must be able to provide at least two pieces of each required
type of PPE to each essential employee and contractor during any given
work shift for at least six months
- Public employers must be able to mitigate
supply chain disruptions to meet this requirement
- Storage of, access to, and monitoring of PPE stock
- PPE must be stored in a manner which will
prevent degradation
- Employees and contractors must have immediate
access to PPE in the event of an emergency
- The supply of PPE must be monitored to ensure
integrity and to track usage rates
Suppliers of PPE include:
Schoharie
County Office of Emergency Services
5. Cleaning Protocols
CDC/public health guidelines will be followed for cleaning
and disinfection of surfaces/areas. Present guidance for routine cleaning
during a public health emergency includes:
1.
As possible, employees and contractors will
clean their own workspaces in the beginning, middle, and end of their shifts,
at a minimum.
a.
High traffic/high touch areas and areas which
are accessible to the public/constituents will be disinfected at least hourly.
b.
The Library Director or their designee will ensure
that appropriate staff clean common areas on a regular schedule to be
determined based on published recommendations and need.
2.
Staff tasked with cleaning and disinfecting
areas will be issued and required to wear PPE appropriate to the task.
3.
Surfaces will be disinfected with products that
meet EPA criteria for use against the virus in question and which are
appropriate for that surface.
4.
Staff will follow instructions of cleaning
products to ensure safe and effective use of the products.
6. Staff Exposure Protocols & Leave Policy
Staff exposures are organized under several categories based
upon the type of exposure and presence of symptoms. Following CDC guidelines, the
library has established the following protocols:
A.
If employees or contractors are exposed to a
known case of communicable disease that is the subject of the public health
emergency (defined as a ‘close contact’ with someone who is confirmed infected,
which is a prolonged presence within six feet with that person):
1.
Potentially exposed employees or contractors who
do not have symptoms should remain at home or in a comparable setting and
practice social distancing for the lesser of 14 days or other current
CDC/public health guidance for the communicable disease in question.
a.
As possible, these employees will be permitted
to work remotely during this period of time if they are not ill.
b.
The Library Director or their designee is
responsible for communicating with all affected employees
c.
See the section titled Documentation of Work
Hours and Locations for additional information on contact tracing
B.
If an employee or contractor exhibits symptoms
of the communicable disease that is the subject of the public health emergency:
1.
Employees and contractors who exhibit symptoms
in the workplace should be immediately separated from other employees,
customers, and visitors. They should immediately be sent home with a
recommendation to contact their physician.
2.
Employees and contractors who exhibit symptoms
outside of work should notify their supervisor and stay home, with a
recommendation to contact their physician.
3.
Employees should not return to work until they
have met the criteria to discontinue home isolation per CDC/public health
guidance and have consulted with a healthcare provider.
4.
The library will not require sick employees to
provide a negative test result for the disease in question or healthcare
provider’s note to validate their illness, qualify for sick leave, or return to
work; unless there is a recommendation from the CDC/public health officials to
do so.
5.
CDC criteria for COVID-19 provides that persons
exhibiting symptoms may return to work if at least 24 hours have passed since
the last instance of fever without the use of fever-reducing medications. If
the disease in question is other than COVID-19, CDC and other public guidance
shall be referenced.
6.
The Library Director or their designee is
responsible for communicating with all affected employees
C.
If an employee or contractor has tested positive
for the communicable disease that is the subject of the public health
emergency:
1.
Apply the steps identified in item B, above, as
applicable.
2.
Areas occupied for prolonged periods of time by
the subject employee or contractor will be closed off.
a.
CDC guidance for COVID-19 indicates that a
period of 24 hours is ideally given before cleaning, disinfecting, and
reoccupation of those spaces will take place. If this time period is not
possible, a period of as long as possible will be given. CDC/public health
guidance for the disease in question will be followed.
b.
Any common areas entered, surfaces touched, or
equipment used shall be cleaned and disinfected immediately.
c.
See the section on Cleaning and Disinfection for
additional information on that subject.
3.
Identification of potential employee and
contractor exposures will be conducted
a.
If an employee or contractor is confirmed to
have the disease in question, the library director or their designee should
inform all contacts of their possible exposure. Confidentiality shall be
maintained as required by law.
b.
Apply the steps identified in item A, above, as
applicable, for all potentially exposed personnel.
c.
The Library Director or their designee is
responsible for communicating with all affected employees
Leave Policy for Affected Employees
We recognize there may be nuances or complexities associated
with potential exposures, close contacts, symptomatic persons, and those
testing positive. We will follow CDC/public health recommendations and
requirements and coordinate with our local public health office for additional
guidance and support as needed. Since all staff are part time, schedules will
be adapted to cover any sick time, testing or quarantine time required due to a
pandemic. If all staff are unavailable at the same time, the library may be
closed until staff are available.
Public health emergencies are extenuating and unanticipated
circumstances in which the library is committed to reducing the burden on our
employees and contractors.
Additional provisions may be enacted based upon need and the
guidance and requirements in place by federal and state employment laws, FMLA,
executive orders, and other potential sources.
Contractors, either independent or affiliated with a
contracted firm, are not classified as employees of the library, and as such
are not provided with paid leave time by the library, unless required by law.
7. Documentation of
Work Hours and Locations – Contact Tracing
In a public health emergency, it may be necessary to
document work hours and locations of each employee and contractor to support
contact tracing efforts. Identification of locations shall include on-site
work, off-site visits, etc. This information may be used by the library to
support contact tracing within the organization and may be shared with local
public health officials.
The Library Director or their designee is responsible for
developing a system of record for recording and maintaining that
information. This system may be on paper
or in electronic form.
8. Communications
with staff and the community
The Library Director, their designee, or their successor
holds the authority to execute and direct the implementation of this plan.
Implementation, monitoring of operations, and adjustments to plan implementation
may be supported by additional personnel, at the discretion of the Library
Director.
Upon the declaration of a public health emergency that
warrants the implementing this plan, all employees and contractors of the
library shall be notified, with details provided as possible and necessary,
with additional information and updates provided on a regular basis. The
Library Director or their designee will maintain communications with the public
and constituents as needed throughout the implementation of this plan.
The Library Director, their designee, or their successor
will maintain awareness of information, direction, and guidance from public
health officials and the Governor’s office, directing the implementation of
changes as necessary.
Upon resolution of the public health emergency, the Library
Director, their designee, or their successor will direct the resumption of
normal operations or operations with modifications as necessary.
The health and safety of library employees, contractors and
patrons is crucial to maintaining our mission essential operations. We
encourage all to use the CDC
Guidance for Keeping Workplaces, Schools, Homes, and Commercial Establishments
Safe. The fundamentals of reducing the spread of infection include:
·
Using hand sanitizer and washing hands with soap
and water frequently, including:
o
After using the restroom
o
After returning from a public outing
o
After touching/disposing of garbage
o
After using public computers, touching public
tables, and countertops, etc.
·
Practice social distancing when possible
·
If you are feeling ill or have a fever, notify
your supervisor immediately and go home
·
If you start to experience coughing or sneezing,
step away from people and food, cough or sneeze into the crook of your arm or a
tissue, the latter of which should be disposed of immediately
·
Clean and disinfect workstations at the
beginning, middle, and end of each shift
·
Other guidance which may be published by the
CDC, the State Department of Health, or County health officials.
