Closing Of Branch Buildings Procedure

Purpose

This procedure covers all necessary closings of library buildings except the Dr. Martin Luther King, Jr. Library.

Guidelines & Considerations

Dire and unsafe circumstances placing library workers and the public at risk would require closure of a branch building. Circumstances such as but not limited to are:

• Major water leaking or flooding in or around the premises
• Major natural gas leaking inside or immediately outside
• Major damage to the building through natural causes, vehicular or aircraft collision, or explosion
• Extreme weather conditions making transit or traverse tenuous
• External emergency situation such as a toxic spill, continued power outage, wildfire, police or other recognized law enforcement authority declaration
• When the internal temperature rises to 90 degrees Fahrenheit or greater and is held for one hour, or the interior temperature drops to 62 degrees Fahrenheit or less and is held for one hour

Then the building may be closed.

Tasks/Steps

Tasks

Responsible Person or DepartmentSteps (What to Do)

Close a branch building following Guidelines and Considerations.
Onsite supervisor (Senior librarian, or whoever is “in charge” at the time)

1. Approval for closure must be obtained from a Division Manager please call Administration offices during business hours (408-808-2355 Reception Desk) to make appropriate notifications. If no one is available in Administration, then call the Business Office (408-808-2155). During evening and weekend hours, call the Reference Desk (408-808-2106) to send out email.
2. Follow guidelines in the Emergency Procedures Manual for any situation indicating closure.
   a) Place signs at the public entrances indicating the closure:
   • Note the expected duration
   • Give a brief reason for the closure

b) Place a list of nearby open libraries at building entrances

If phone lines and power are available.
Ibid

1. Call Administration offices during business hours (408-808-2355 Reception Desk) so they may make appropriate notifications.
2. Send a Library P.O. email notifying staff you are closing with known details.
3. Call nearby branches to be sure they are open. You should include that information on a sign for the front door.

If the electricity goes out, but the phone line or cell phone is working
Ibid

1. Call Administration offices during business hours (408-808-2355 Reception Desk) so they may make appropriate notifications. During evening and weekend hours, call the Reference Desk (808-2106) to send out email.

Disposition of affected staff
Ibid

1. Benefited staff may take vacation or be reassigned by the onsite supervisor to nearby branches if more than two service hours remain.
   
   • If less than two service hours remain, staff may be released without having to use vacation or be reassigned.
   • Even if fans or heaters are expected, the onsite supervisor may wish to reassign staff who are especially sensitive to temperature highs or lows.

Closing a branch building is a last resort.
Ibid

1. Promptly report any mechanical service problems to the Branch Facilities (408-808-2376).
2. Call the emergency building service numbers evenings and weekends.

Reopening branch building
Ibid
Remember to notify administration (808-2355 Reception Desk) when branch building reopens.

Applicable Personnel/Departments

SJPL Branches

Approval(s)

Reviewed and approved by:Signature/NameDate of Approval

Acting Assistant. Library Director
Mary Nacu
11/30/09

Distributions

Intranet

History & Dates

Category of Procedure: Administration/Operations, User Services
Document ID Code:
Author(s): Ned Himmel, Asst. Lib. Director
Authorized by: Ned Himmel, Asst. Lib. Director
Date Written: 4/21/04
Date Effective: 4/21/04
Date(s) of Revision(s): 4/21/04 dk; 7/5/05, 1/20/10gd, 1/29/10gd

References

Emergency Procedures Manual PR_109

San José Public Library Organization Chart (Staff Eyes Only)