Emergency Preparedness for Libraries. Julie Todaro
issues on closure, given parents needing to know about their children
• Coordinating constituents exiting the library post flood conditions
6. After review/discussion of the situation, list “what can be done” or possible solutions for each issue/problem.
Situation statements
• Should have done:
⚬ This was not an immediate or unexpected event. Rain, storms, and flooding had been predicted.
⚬ Workers should have discussed cancelling the event following discussions with city management, and, if available, city risk management. In addition, a backup plan should have been discussed/designed.
⚬ The library made a conscious decision to continue programming.
⚬ A backup plan should have been in place.
⚬ Library managers were waiting for an official emergency notification from the city.
Although this might have been a more formal process, it seems casual. There should be a communication chain/plan from the city to city facilities and there should be a plan for communicating emergency situations among library staff.
• Library workers were attempting to monitor the weather.
• City facilities should all have NOAA weather radio and staff should monitor the radio. In addition, many facilities offer two-way radio communication between city facilities and city law enforcement.
• Library workers did not address the rain situation when it began even though the rain began as a downpour and water accumulation occurred immediately.
• The backup plan should have been in place and should “kick in” when the rain becomes an issue.
• Parents expressed concern immediately, and several parents as well as teens were at the library.
• Staff should have had preprinted signs on the library front doors announcing alternative plans as well as handouts for parents to provide information should a weather emergency occur.
• City administration made an official ruling later in the evening.
• Staff should be monitoring the communication plan process that alerts the city facilities that city management has decided.
• City workers, thus city officials, set up roadblocks that shut off access or exit from the library.
• Staff should be working with maintenance to determine flood conditions and road closures.
• Library workers were faced with an evening of constituents staying overnight at a public facility.
• Library staff should have a plan of action ready for “shelter in place” plans that typically organize response and handling for up to seventy-two hours.
• Library resources should include emergency kits and “shelter in place” materials for housing, protecting, and feeding those involved in emergency activities.
• Library workers are faced with possible flooding of the library.
• Staff should have a plan for shoring up excessive water including materials to stop water (sandbags) as well as clean up water. Additional flood support resources should include plans for relocating materials near the flooded area and protective clothing for staff that need to clean up/stop water prior to city support services arriving at the library. City personnel who take care of water issues should be part of the library’s emergency communication plan and should be available through two-way radio systems.
Elements of the Situation
• What can be done:
Flooding in the library/damaging resources:
• Library administration and management should have an emergency preparedness plan that includes water and facility issues. This plan should include preliminary actions for dealing with excessive water including resources to stop water (sandbags) as well as eliminating water until experts arrive. Emergency preparedness plans also include a communication plan that covers requesting expert staff and then communicating with expert staff during the event. Additional flood support resources should include plans for relocating materials in or near the flooded area and protective clothing for staff that need to clean up/stop water prior to city support services arriving at the library.
• Plans also include recovery of facilities as well as recovery of materials and resources damaged in the event.
• Plans are accompanied by kits and/or sets of resources to assist in the event.
• Safety issues concerning underage teens spending the night in a city facility
• Library staff should have a plan of action ready for “shelter in place” plans that typically organize response and handling for up to seventy-two hours. This plan should have sections for adult “shelter in place” as well as for underage constituents.
• Library resources should include emergency kits and “shelter in place” materials for housing, protecting, and feeding those involved in emergency activities.
• Although staff must adhere to HIPAA guidelines, care must be taken to assess any unique health issues and needs of those staying in the library.
Safety issues concerning the public spending the night in a city facility:
• Library staff should have a plan of action ready for “shelter in place” plans that typically organize response and handling for up to seventy-two hours. Library resources should include emergency kits and “shelter in place” materials for housing, protecting, and feeding those involved in emergency activities. Staff should work with teen parents to organize activities, seek support, and establish guidelines for “sheltering in place.”
• Although staff must adhere to HIPAA guidelines, care must be taken to assess any unique health issues and needs of those staying in the library.
Communication issues on closure, given parents needing to know about their children:
• If possible, the city should have emergency notification on television and radio channels. While staff monitor those and NOAA weather radio, staff should have a series of preprinted signs posted on the library front doors announcing closure and plans for those in the library overnight. Standardized messages on library phones should be utilized, and scripts for what to tell parents when they call should be available for those set up to answer phones. Teens and parents of teens in the library should be given handouts with standardized information to tell parents when they call. Handouts for individuals in the library should be available with information on sleeping, eating, and safety guidelines as well as guidelines for behavior until the event is over.
• A phone and email chain (if all resources are working) should be established for informing staff of event issues as well as a phone tree to inform city administration of the situation. Rescue/responders in the area such as community police and firefighters should be notified of alternative uses of city facilities.
Coordinating constituents exiting the library post-flood conditions:
• Staff designated as incharge of the event should inventory those in the library and keep a running tally of who is in the library and who is leaving and when they leave. In addition, library managers should coordinate the use of “shelter in place” kits.
7. List what can’t be done, given any limitations or relevant facts. As needed, match what can’t be done with the relevant issues.
Elements of the Situation
• What can’t be done:
Flooding in the Library/Damaging Resources
• Staff cannot ignore the flooding nor choose to only handle themselves and not notify city support services.