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Continuation of Operations Plan

In compliance with Chapter 168 of New York State Labor Law amendment 27-c the Caldwell-Lake George 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 Caldwell-Lake George 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 Southern Adirondack Library System 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. Help design and update the library newsletter. Help manage social media accounts and content and assist the director as needed.

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. Help design and update the library newsletter. Help manage social media accounts and content and assist the director as needed.

(27-c.3.b) Telecommuting Policy

In the event that a system, local, state, or national emergency prevents all staff from entering the Caldwell-Lake George Library 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:

Caldwell-Lake George Library Emergency Telecommuting Policy Emergency Telecommuting is a one-time-only arrangement whereby, during a crisis or emergency at Caldwell-Lake George 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 Caldwell-Lake George Library staff and facilities. Telecommuting is a means of providing for the fulfillment of essential functions.

Equipment: On a case-by-case basis, Caldwell-Lake George Library will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs, including hardware and software. The organization will maintain Equipment provided by the
organization. If deemed appropriate by the organization, Equipment supplied by the employee will be maintained by the employee. Caldwell-Lake George Library accepts no responsibility for damage or repairs to employee-owned Equipment. Caldwell-Lake George Library reserves the right to make determinations as to appropriate Equipment, subject to change at any time.

Equipment supplied by the organization is to be used for business purposes only. The
telecommuter must sign an inventory of all Caldwell-Lake George Library property received and agree to take appropriate action to protect the items from damage or theft.

Upon employment termination, all library property will be returned to the library unless other arrangements have been made. Caldwell-Lake George Library will supply the employee with appropriate office supplies (pens, paper, etc.) as deemed necessary. Caldwell-Lake George Library may reimburse the employee for other business expenses (mailing letters or packages, etc.) with preapproval by the library director or board of trustees. The employee will establish an appropriate work environment within his or her home for work purposes. Caldwell-Lake George Library will not be responsible for costs associated with the employee’s home office setup, such as remodeling, furniture, or lighting, or for repairs or modifications to the home office space.

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 Caldwell-Lake George Library’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, Caldwell-Lake George 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 Caldwell-Lake George Library (CLGL) 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 Southern Adirondack Library System. 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 the CLGL 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.

Caldwell-Lake George Library Temporary Safety Practices

Scope of Temporary Safety Measures:

The CLGL 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 SALS (the Southern Adirondack Library System), the precedence of member libraries and government and public health recommendations, the Library Director will establish a re-opening date for the CLGL, 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 libraryby 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:

Limited

Public access will be by back door only. Establish special accommodationsfor vulnerable population. Those who are immune-compromised or elderly are encouraged to use curbside pick-up or contact the library for special arrangements. Limit number of people allowed in library at one time based on recommendation/mandate from public health and/or Warren County BuildingInspector. Children’s area will be open for browsing collection for check-out only. Toys, puzzles, games, etc., will be unavailable. Public computers, newspapers and magazines will be unavailable at this time. Visitors will be encouraged to pick-up their holds, browse collectionsand 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.

Phase 4:

Open to public with precautions to enforce social distancing. Masks are required for entry.

Public computers will be available by reservation only. 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.

Phase 5:

Normal Operations ResumeLibrary 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.” Caldwell-Lake George Library intends to meet this requirement by doing the following:

N.A.

ADOPTED by the Caldwell-Lake George Library Board of Trustees 1/15/2021

NY FORWARD SAFETY PLAN

NY FORWARD SAFETY PLAN

COVID-19 Reopening Safety Plan
Name of Business: Caldwell-Lake George Library
Industry: Archives/Libraries
Address: 336 Canada St., Lake George, NY 12845
Contact Information: Laura Burrows, Library Director; 518-668-2528
Owner/Manager of Business: Board of Trustees, Caldwell-Lake George Library

I.PEOPLE

Physical Distancing:


To ensure employees comply with physical distancing requirements, the library will do the following:

  • Ensure 6 ft. distance between personnel, unless safety or core function of the work activity requires a shorter distance. Any time personnel are less than 6 ft. apart from one another, personnel must wear acceptable face coverings.
  • Tightly confined spaces will be occupied by only one individual at a time, unless all occupants are wearing face coverings. If occupied by more than one person, will keep occupancy under 50% of maximum capacity.
  • Post social distancing markers using tape or signs that denote 6ft. of spacing in commonly used and other applicable areas on the site.
  • Limit in-person gatherings as much as possible and use tele-or video-conferencing whenever possible. Essential in-person gatherings should be held in open, well-ventilated spaces with appropriate social distancing among participants.
  • Establish designated areas for pick-ups and deliveries, limiting contact to the extent possible.

When situations don’t allow for 6ft of distance between individuals:

  • Due to limited space of the library, it maybe a challenge to adhere to a 6ft distance between staff and visitors when visitors are checking out items by approaching circulation desk. Library will have markers on floor denoting 6 ft. guidelines, signage in and around library reminding visitors to maintain the required social distancing protocols, an acrylic sneeze guard will be installed on circulation desk to protect staff, mandatory face-covering requirements will be posted and enforced, Staff will monitor distancing and when appropriate gently remind visitors of social distancing protocol.
  • Upon entering the library, safety requirements will be posted for all to follow.

II.Places

A.Protective Equipment.

To ensure employees comply with protective equipment requirements, the library will do the following:

  • 5 Masks on hand for each staff member. Visitors must supply their own mask. Library will have 10-20 extra if needed.
  • Face coverings must be cleaned or replaced after use or when damaged or soiled, may not be shared, and should be properly stored or discarded.
  • Daily checklist signed by staff that they have washed their face coverings.
  • Limit the sharing of objects and discourage touching of shared surfaces; or, when in contact with shared objects or frequently touched areas, wear gloves or sanitize or wash hands before and after contact.

Common objects that are likely to be shared between employees:

What measures will you implement to ensure the safety of your employees when using these objects?

  • Tape, Scissors, Staplers, Scanner, keyboards, and any other frequently shared items-Employees will be instructed to wipe/spray down items after use before next person uses it.

B.Hygiene and Cleaning.

To ensure employees comply with hygiene and cleaning requirements, the library will do the following:

  • Adhere to hygiene and sanitation requirements from the Centers for Disease Control and Prevention (CDC) and Department of Health (DOH) and maintain cleaning logs on-site that document date, time and scope of cleaning
  • Log will be kept on Director’s Desk; staff will rotate cleaning.
  • Provide and maintain hand hygiene stations for personnel, including handwashing with soap, water and paper towels or an alcohol-based hand sanitizer containing 70% or more alcohol for areas where handwashing is not feasible. Hand hygiene stations will be at the sink area behind desk and in the restroom. A bottle of hand sanitizer will also be placed on the counter.
  • Conduct regular cleaning and disinfection at least after every shift, daily or more frequently as needed, and frequent cleaning and disinfection of shared objects and surfaces, as well as high transit areas, such as restrooms, and common areas.
  • Staff will be instructed to clean/disinfect common surface areas, i.e. doorknobs, computer areas, circulation desk and restroom and maintain cleaning log.

C.Communication.

To ensure the business and its employees comply with communication requirements, the library will do the following:

  • Post signage throughout the site to remind personnel and visitors to adhere to proper hygiene, social distancing rules, appropriate use of PPE and cleaning and disinfecting protocols. Establish a communication plan for employees, visitors and customers with a consistent means to provide updated information.
  • Maintain a continuous log of every person, including workers and visitors who have close contact with other individuals at the work site or area; excluding deliveries that are performed with appropriate PPE or through contactless means; excluding customers, who may be encouraged to provide contact information to be logged but are not mandated to do so.
  • Which employee(s) will be in charge of maintaining a log of each person that enters the site(excluding customers and deliveries that are performed with appropriate PPE or through contactless means) and where will the log be kept? Library Assistants, Susan Hunter and/or Jessica Hunsicker, depending on the shift. Log will be kept on the stand at the back door.
  • If a worker tests positive for COVID-19, employer must immediately notify state and local health departments and cooperate with contact tracing efforts, including notification of potential contacts, such as workers or visitors who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations.
  • If a worker tests positive for COVID-19, which employee(s) will be responsible for notifying state and local health departments?Library Director, Laura Burrows
  • In the event the Director becomes incapacitated and cannot perform her duties, remaining staff will report to Personnel Committee.

III. PROCESS

A.Screening.

To ensure the business and its employees comply with protective equipment requirements, the library will do the following:

  • Implement mandatory health screening assessment (e.g. questionnaire, temperature check) before employees begin work each day and for essential visitors, asking about (1) COVID-19 symptoms in past 14 days, (2) positive COVID-19 test in past 14 days, and/or (3) close contact with confirmed or suspected COVID-19 case in past 14 days.
  • Assessment responses must be reviewed every day and such review must be documented.
  • Daily questionnaire will be asked and filled out by director. Staff will take their own temperatures with no-touch thermometer and Director will record results.
  • Screening will be done via questionnaire. Before work begins for the day, Director will ask staff member a series of questions. Answers will be recorded daily. Mask will be worn by both parties. Library has required PPE on hand.

B.Contact tracing and disinfection of contaminated areas.

To ensure the business and its employees comply with contact tracing and disinfection requirements, the library will do the following:

  • Lysol, Clorox or CDC approved disinfectant will be used to clean and disinfect surfaces. As per the CDC website, if disinfectants on this list are in short supply, alternative disinfectants can be used (for example, 1/3 cup of bleach added to 1 gallon of water, or 70% alcohol solutions).
  • Board is supplying cleaning products. (These will be on hand June 8, 2020 via Mona Seeger) Library will inform Board when supply needs to be replenished.
  • In the case of an employee testing positive for COVID-19, how will you trace close contacts in the workplace? How will you inform close contacts that they may have been exposed to COVID-19?Director will contact Public Health. Announcement will be circulated via Social media, website and email list.
  • In the event any staff member test positive for COVID-19, the library will close for at least 48 hours for cleaning and disinfecting.