In compliance with Chapter 168 of New York State Labor Law amendment 27-c the King Memorial Library herein describes our plan for operations in the event of a declared public health emergency involving a communicable disease.
(27-c.3.a) Essential Employees and Job Description
As defined in the law, “Essential” is a designation made that a public employee or contractor is required to be physically present at a work site to perform his or her job. For King Memorial Library, the staff positions that fit this definition during a state-ordered reduction of in-person work force include:
Library Director — Primary Responsibilities:
Communicate regularly with the library Board of Trustees; provide pertinent information at all Board Meetings, and reports on library achievements and challenges in a monthly director’s report.
Assist the Board of Trustees in drafting and reviewing all policies, procedures, and controls for the operation of the library.
Develop and evaluate plans and programs for library services depending on the needs of the community.
Administer personnel policies: recommend appointments, promotions, dismissals and staffing patterns.
In conjunction with the Treasurer, develop, implement, and review the annual library budget.
Advocate for and promote the library through customer service, the library website, social media and fostering relationships with community groups.
Plan, coordinate and implement programming for all ages.
Manage collection development policies
Research and write grants to support library’s mission and needs of the community.
Create and distribute regular news releases to the community and foster good public relations
Specific Responsibilities – Personnel
Supervision, evaluation and training of staff and volunteers
Monthly staff meetings to enhance communications and address concerns
Create staff schedule
Review staff time sheets and submit reports to payroll service.
Filing annual library report to New York State Library
Training library staff and/or volunteers on library operations
Provide computer usage training to library patrons
Purchasing library materials including books, magazines, DVD’s, CD’s, and digital materials.
Participate in CCLS training and meetings for library directors
Keep abreast of current trends and best practices in public libraries.
Overseeing library website and social media accounts.
Helping library patrons with general library needs.
Library Assistant — Loan library materials such as books and DVDs to patrons and collect the returned materials. Catalog and maintain the library materials. Organize and re-shelve returned items such as periodicals, books, and DVDs. Handle the registration of new library cardholders and issue library cards. Teach people how to use the library resources. Answer any questions from patrons. Perform routine tasks such as answering phone calls and organizing files. Use and maintain computer library database to help locate library materials. Help plan and participate in special library events such as a children’s story hour or other special programs.
(27-c.3.b) Telecommuting Policy
In the event that a system, local, state, or national emergency prevents all staff from entering the KML building, the Director and/or Board of Trustees will grant permission for non-essential staff (as defined by the law to be an employee who is not required to be physically present at a work site to perform his or her job) to telecommute. The library’s telecommuting policy is as follows:
King Memorial Library Emergency Telecommuting Policy Emergency Telecommuting is a one-time-only arrangement whereby, during a crisis or emergency at King Memorial Library, the employee telecommutes because their job responsibilities must still be fulfilled to provide for continuity of operations. Examples of a crisis or emergency are a pandemic, natural disaster, weather emergency, or other condition that presents a significant overall threat to KML staff and facilities. Telecommuting is a means of providing for the fulfillment of essential functions.
Security: Consistent with the organization’s expectations of information security for employees working at the office, telecommuting employees will be expected to protect organizational, member library, and patron information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, locking their workstation when not in use, and any other measures appropriate for the job and the environment.
Safety: Employees are expected to maintain their home workspace safely, free from safety hazards. Injuries sustained by the employee in a home office location and in conjunction with their regular work duties are typically covered by the company’s workers’ compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries as soon as practicable. The employee is liable for any injuries sustained by visitors to his or her home worksite. Telecommuting is not designed to be a replacement for appropriate child care. Although an individual employee’s schedule may be modified to accommodate child care needs, the arrangement’s focus must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members before entering a trial period.
Time Worked: Telecommuting employees who are not exempt from the Fair Labor Standards Act’s overtime requirements will be required to accurately record all hours worked using KML’s time-keeping system. Hours worked over those scheduled per day, and per workweek requires the telecommuter’s supervisor’s advance approval. Failure to comply with this requirement may result in the immediate termination of the telecommuting agreement.
Ad Hoc Arrangements: Temporary telecommuting arrangements may be approved for circumstances such as inclement weather, special projects, or business travel. These arrangements are agreed on an as-needed basis only, with no expectation of ongoing continuance. Other informal, short-term arrangements may be made for employees on family or medical leave to the extent practical for the employee and the organization and with the employee’s health care provider’s consent, if appropriate. All informal telecommuting arrangements are made on a case-by-case basis, focusing first on the organization’s business needs.
(27-c.3.c through 27-c.3.f) Re-Opening Safety Plan including Cleaning, Disinfection, and Contact Tracing Plan
In all circumstances, King Memorial Library will observe directions from local health officials for best practice for staff and public health safety if a staff member reports developing symptoms or tests positive for the communicable disease. The library’s reopening safety plan states:
The King Memorial is committed to serving its community during hard times and good. The year 2020 has brought unprecedented challenges to our nation, state, and area of service. To continue serving our patrons during this difficult time, while placing the health and safety of our community at the forefront, the Library Board of Trustees has adopted the below Temporary Safety Practices Policy. The following guidelines were approved by the Board of Trustees on June 5, 2020 and will be reviewed and revised as updated information is received from the Centers Disease Control, NYS Department of Health and CCLS. This policy is subject to adjustment depending on circumstances and public response and need.
The board’s authority to adopt these measures is found in our charter, bylaws, New York Education Law Sections255, 260, 226, 8 NYCRR 90.2, and Article 2 of the Not-for-profit corporation law. We also consider it our duty to develop these measures to keep our services secure and accessible at this time.
Staff at KML have the authority to enforce these measures like any other of the Library’s Rules. Concerns about this policy should be directed to the Library Director. Thank you for honoring these measures, which are designed to keep our community safe, while allowing access to the library.
King Memorial Library Temporary Safety Practices
Scope of Temporary Safety Measures:
The Library operates per relevant law and Executive Orders, including those pertaining to mandatory workforce reductions. Therefore, the temporary practices in this policy may be further modified as needed to conform with relevant orders.
Until the board votes to revoke this temporary policy, the following activities will be allowed and safety practices required during the phased reopening plan:
PHASE 1 STAFF ONLY:NO PUBLIC ALLOWED IN BUILDING
Following the guidance of CCLS the precedence of member libraries and government and public health recommendations, the Library Director will establish a re-opening date for the Library, in coordination with the Board of Trustees. To prepare for this opening date, staff will report to the library. Staffing will include the Director and one other staff member at the same time. Staff will report on a rotational basis with the Director. A work schedule will be determined by the Director (this may be a modified schedule or a decreased number of normally scheduled hours). While working in the building, staff will clean surfaces, process returns, establish quarantine system for returns, answer calls and messages from the public, handle administrative tasks, reorganize furnishings and prepare the building for public access.
Every effort will be made to maintain social distance at work. Face masks and gloves will be provided to staff. The public will be allowed and encouraged to return materials to the outdoor book return box at this time. All returned items will be brought inside the library by staff wearing PPE and the items will be quarantined in boxes/storage totes(ILL delivery bins will not be used for quarantining)for a length of time to be determined by SALS.ILL is suspended at this time until further notice and guidance from SALS.
PHASE 2 CURBSIDE SERVICE:
Some public services restored, no public allowed in building. Public restrooms not available. At this stage, services will be provided at curbside only, as no public will be allowed in the building yet. Members can request items either through the catalog or the phone and all patrons will be called once their holds arrive (including patrons who normally are notified by email/text) so that we can arrange pickup date and time. Pickup dates and times will be handwritten on hold slips and stored with items.
Patrons will be instructed to call the library when they arrive. If they don’t have a car or are walking, they can call or knock on back door, and staff will bring the items out to them. For people we don’t know, staff will need to check ID’s or scan their library cards before checking out items. Items should be placed in paper bags furnished by Board of Trustees. Hours will be publicly announced for curbside delivery. Hours will be TBD.
It will be requested that all returns be made to the outdoor book return box. All returned items will be brought inside the library by staff wearing PPE and quarantined for 72 hours. Staff will wear a mask when dealing with the public. They can wear provided gloves to deliver items and/or wash their hands after the delivery is made. Patron’s will be asked to wear a mask when picking up library items.
A modified staff schedule is recommended, but may be adjusted based on the need for curbside pickup hours.
PHASE 3-OPEN TO THE PUBLIC:
Public access will be by back door only. Establish special accommodations for vulnerable population. Those who are immune-compromised or elderly are encouraged to use curbside pick-up or contact the library for special arrangements Children’s area will be open for browsing collection for check-out only. Toys, puzzles, games, etc., will be unavailable. Visitors will be encouraged to pick-up their holds, browse collections and check out library materials while observing social distancing protocols. Staff will rotate cleaning/disinfecting surfaces hourly, including doorknobs, light switches, keyboards, desks, tables, shared items, copy machine, etc. Hand sanitizer’s will be available throughout the library. Members of the public, until further notice, must wear a protective mask or face covering when entering the library. Visitors who refuse to wear a face covering will be denied entry. All members of the public must maintain social distancing protocols and will be courteously reminded to do so. Library seating will be limited and set up to encourage social distancing. The idea will be to encourage library use, but not lingering. Staff will enforce social distancing protocols to the best of their ability. Any member of the public who refuses to follow these guidelines will be asked to leave the library and possibly incur a suspension of privileges.
Any programs at this time will be Virtual only.
Open to public with precautions to enforce social distancing. Masks are required for entry.
Public computers will be on an as needed basis. Magazines and newspapers available to read in library or check out. Children’s room open for reading and browsing. Library staff will continue to encourage visitors to maintain social distancing protocols.
Normal Operations Resume Library Staff will continue to practice certain protocols that ensure they maintain a healthy work environment and personal health, such as:
Maintain Social Distancing protocols;
Wash hands frequently and/or use hand sanitizer;
Disinfect common areas used by the public and staff regularly during the course of the day;
Use common sense when dealing with the public and be aware of one’s current health situation; when in doubt, call in sick and contact your health care provider
Masks worn by all patrons and staff
Public programming restored. Meeting room available to the public by reservation.
(27-C.3.G) SITES FOR EMERGENCY HOUSING
The law requires “a protocol for how the public employer will work with the locality to identify sites for emergency housing for essential employees to the extent applicable to the needs of the workplace.” KML intends to meet this requirement by doing the following: