REOPENING PLAN: Pandemic Policy. Brown Memorial Library: Reopening Pandemic Service Plan
I. Service Plan Summary
This service plan is to provide employees and patrons Brown Memorial Library’s (BML) plan to reopen the library on June 29, 2020, in a safe and responsible manner given the seriousness of COVID-19. A small team / reopening task force sat to write this service plan in attendance was Ellen Barselle / Library Director, Devin Pendleton / Trustee President, Laurie Farrell / Trustee, Brooks McCandlish / EMS & library volunteer, and Regina MacArther, Captain, Emergency Medical Services for the Bradford Fire Department.
Brown Memorial Library reopening task force team reviewed various materials from a variety of health and safety conditions, recommendations from local, state and national health officials/agencies, social distancing protocols, and critical community needs during a pandemic, such as COVID-19. The resources reviews include but were not limited to:
New Hampshire Library Association Task Force Best Practices Document
A. Staff Safety Making the library a safe place for staff is a top priority. Staff interactions and in-person services may pose a higher risk of virus transmission to staff who may be exposed to infected individuals or infected materials and surfaces.
B. Public Safety This plan was written in consideration for the safety of the public / patrons and the responsibility we have as a public facility to reduce community transmission while providing a needed service for its people.
C. Evaluating Needed Services in a Pandemic Our plan is intended as a soft-opening plan with a reduction of normal services. Our team determined what services seemed necessary given the state of our national crisis. We assessed the ability to provide services in a way that limits the risk as much as possible to both patron and staff. Our library was not able to easily provide online services as the library collection is not digitalized making curbside pick-up and loaning books online much more difficult. Therefore, reopening with safety precautions and reduced services seemed the best plan given the circumstances.
III. Staff & Public Safety Considerations
A. Current levels of community health BML will begin reopening plans once the Stay at Home Order is lifted in order to ensure public/staff safety.
B. Vulnerable Staff: Due to risk factors, staff or their family members may be at higher risk of complications if exposed to the virus by an infected individual, material or surface.
C. Healthy Work Environment BML will only operate if it can meet the qualifications of a healthy work environment meaning the availability of PPE, health of its staff, minimizing health risks, and providing ongoing training and education to staff.
D. Restructuring Environment to ensure Availability of Hygiene/PPE materials.
Limiting patron entrance to ten people or under. Given the size of our town and typical use of library this limitation should not cause too much disruption.
Requirement that staff wear masks when interacting with the public. Request and strong encouragement that patrons wear masks within the building.
Provide PPE (masks, wipes, gloves, and hand sanitizer)
PPE products will be available immediately upon entering the library, circulation desk, and computer area. Signs encouraging use of face mask, sanitizing hands, and cleaning off computers will be placed in easily viewed areas.
Reduction in computers, two on either end of the table with wipes next to each station. Request of patrons to wipe down keyboard before and after use.
Staff will be asked to wipe down heavily trafficked areas such as front doors (knobs, etc), circulation desk area and all equipment used on desk, computer stations / keyboards every two hours. Hourly checklist will be provided for staff reminder and consistency.
E. Sanitation of Circulating Materials
BML has referred to CDC guidelines regarding sanitation of books. Returning books will be quarantined for 72 hours, or with more popular book titles the surface will be wiped down with appropriate sanitation prior to returning to the shelf.
H. Frequency of Cleaning Services
BML staff will work diligently to provide a hygienic and clean space to help reduce the risk of transmission of COVID19. Wiping down surfaces regularly, every two hours.
Children and adult programming are placed on hold until the need for strict social distancing is reduced or there is no longer a need for social distancing or mask wearing.
Children’s programming will continue once a month with Ms. Laurie providing a virtual story time hour.
D. Technology Services
Two computers will be provided for patrons, located on far end of table. Wipes provided and patrons asked to wipe keyboard down before and after use. Staff will also be wiping computers down regularly.
E. Community Outreach
Library Director will communicate to library patrons the ability for books to be delivered or picked up if patron does not feel comfortable coming into the library.
Changes in Services / Programming / COVID 19 Protocol
Trustees / Library Director will continue to focus on New Hampshire Library Association, Governor Sununu’s recommendation for reopening guidelines.
Reopening task force will meet once a month or as needed to determine if changes need to occur based on patron and staff’s feeling of safety.
POLICIES OF BROWN MEMORIAL LIBRARY BRADFORD, NEW HAMPSHIRE I. OBJECTIVES
A. To assemble, preserve and administer in organized collections educational and recreational materials that promote and stimulate knowledge, wisdom, culture, skills and enjoyment for the entire community. B. To provide a place where people may encounter original, sometimes unorthodox and critical ideas. C. To present lectures, films and related programs of interest to the community. D. To cooperate with schools and other area libraries. E. To operate in accordance with the New Hampshire Library Laws and strive to meet updated American Library Association standards. II. USE OF THE LIBRARY
A. The library serves all residents of the Town of Bradford. All property owners, renters and those attending the Kearsarge Regional School System (including staff) shall be considered residents. Numbered cards will be issued and must be presented when borrowing materials. B. Non-residents may borrow materials from Brown Memorial Library by obtaining a non-resident library card for $12 per year. Residents of towns with reciprocal privileges are exempt from this fee. C. Children may borrow books on their own cards. 1. Children eight years or younger shall at all times be attended and adequately supervised by an adult or mature adolescent. 2. Children nine years and older may use the library unattended, subject to other library rules concerning behavior. 3. The library assumes no responsibility for unattended children. Parents assume all liability for damage done by their children. D. Use of the library and its services may be denied by the librarian. Reasons for denial may include: continued disturbance of other patrons, destruction of library property, failure to return library materials, or any other objectionable conduct on library premises. The librarian may take the following steps: 1. The parents of unattended or disruptive children may be notified. 2. Access to the library may be denied. 3. The selectmen and/or the police may be called for assistance. Any other action may be taken which the librarian deems appropriate to the circumstances. Patrons have the right to appeal any of the above decisions to the Board of Trustees. E. Material lost or overdue more than 60 days will be subject to payment by the patron. The patron will be charged the replacement value of material lost or damaged. F. The use of the library for community purposes may be permitted at the discretion of the Board of Trustees. III. CIRCULATION
A. All material circulates for two weeks and may be renewed. Items acquired within the last six months may not be renewed if there is a waiting list. B. Some items in the permanent collection circulate at the discretion of the librarian. C. Inter-library loan is a service of the library.
IV. SELECTION OF MATERIALS
A. In establishing its policy, the library subscribes to the tenets set forth in the Library Bill of Rights of the American Library Association and the Freedom to Read Statement prepared by the American Library Association. B. The Board of Trustees delegates to the librarian authority for the selection of library materials but retains the ultimate responsibility for their selection. C. Complaints as to the suitability of any book or other material shall be handled as follows:
1. Each complaint must be made in writing on the Brown Memorial Library Request for Reconsideration of Materials form, with the complainant properly identified. The complainant must be a legal user of the library. 2. Each complaint will be forwarded by the librarian to the chairman of the Board of Trustees as soon as practicable, along with a statement from the librarian as to the considerations given in choosing the material for the library collection. 3. The complainant will meet with the Board of Trustees and the librarian to hear the complaint at the next regular meeting of the Trustees. 4. A book or other material will be removed from the library if so voted by the Board of Trustees. 5. Each complainant shall be made aware of these policies. Brown Memorial Library Request for Reconsideration of Materials
Author ________________________________________________ Title _________________________________________________ Publisher (if known) _____________________________________ Request Initiated by ______________________________________ Telephone ______________ Address ________________________ City _______________________ Zip Code __________________ Complainant Represents _____ himself/herself _____ (name/organization)_________________________________ _____ (identify other group) ________________________________
To what do you object? (Please be specific; cite pages.)
What do you feel might be the result of having access to this material?
What would you like the library to do about the material?
Date ____________ Signature of Complainant ______________________________ D. Discarded materials, gift items, etc. may be sold or otherwise disposed of at the discretion of the Trustees.
V. BOARD OF TRUSTEES
1. The Board of Trustees consists of seven members, elected by the citizens of Bradford, each for a three year term. Trustee terms are staggered so that two or three vacancies occur and are filled each year. If a vacancy occurs before a term expires, the Board shall recommend a replacement who must be approved and appointed by the Selectmen. The appointed trustee must file at the next election if he or she wishes to complete the term of the retiring trustee. Trustees may serve no more than three consecutive terms.
2. Monthly meetings shall be held by the library trustees with the librarian present. At these meetings monthly financial figures and a librarian’s report will be given. Special meetings may also be called by the chairman. All meetings are public under the right-to-know laws of the State of New Hampshire. Trustees are expected to attend all meetings. Missing more than three consecutive meetings shall be sufficient reason for review or dismissal.
3. The Board of Trustees is the governing body of the library, hires all staff and determines policies. The Board shall prepare the budget with the cooperation of the librarian. The Board shall maintain a file containing personnel records and job descriptions in the librarian’s office.
4. Annual dues for membership in the New Hampshire Library Association and the New Hampshire Library Trustees’ Association shall be paid from library funds.
5. The Board of Trustees may recommend to the Selectmen the names of no more than three persons who may serve as alternate members on the board. They may vote in place of an absent trustee. Alternate members shall be appointed for one-year terms.
VI. DISPLAYS AND EXHIBITS
1. Announcement of educational and civic programs may be displayed in the library with the permission of the librarian.
2. No material, leaflets or posters that advocate the election of a candidate, political or otherwise, shall be displayed in the library.
3. No organization or individual shall be permitted to place in the library any box, receptacle of canister which solicits donations, nor shall any poster or display be permitted which advances or solicits consideration of any product or item sold by any commercial or charitable enterprise.
VII. GIFTS AND MEMORIALS
1. Books and other materials will be accepted on the condition that the library has the authority to make whatever disposition it deems advisable. All material so acquired must be designated as a gift.
2. Gifts of money, real property and/or securities will be accepted if any conditions attached thereto are acceptable to the Board of Trustees. Mention of gifts may be made on a plaque displayed in the library.
3. Personal property, art objects, portraits, antiques and other museum objects will be accepted and displayed at the discretion of the Board of Trustees upon completion of the “Public Display and Exhibit Release” form.
Brown Memorial Library Display and Exhibit Release I, the undersigned, hereby lend the following works of art or other material to the Brown Memorial Library for exhibit purposes only. In consideration of the privilege of exhibiting them, I hereby release said library from responsibility for loss, damage, or destruction while they are in the possession of the library. During ___________________________________________________________ Description of materials loaned _______________________________________ Signature _______________________________ Date _____________________ Address ________________________________ Telephone _________________ VIII. LIBRARY HOURS
1. Library services will be provided during the hours that the Library Trustees feel best meet the needs of the community. Hours will be posted at the library.
2. The library will be open not less than 22 hours per week. The library will be closed on the following days:
New Year’s Day Labor Day
Martin Luther King Day Veterans Day Easter Thanksgiving Memorial Day Christmas Eve Independence Day Christmas Day The library may remain open during a holiday at the discretion of the librarian.
The library may be closed for inclement weather at the discretion of the librarian.
Library staff includes the librarian, assistant librarians, and library assistants. Copies of their job descriptions and terms of employment are kept in the library office and are available upon request. X. MISCELLANEOUS
1. Fee and fine money is to be deposited in the Trustees’ Special Fund.
2. Amendments to these policies may be proposed and acted upon at any regular meeting of the Board. A dated copy of each amendment shall be kept in the Board’s policy file and made available to the public upon request.
Adopted 10/3/2012 by the Board of Library Trustees, Brown Memorial Library, Bradford, New Hampshire
Bylaws of the Trustees of the Brown Memorial Library Article I: Legal Authorization of Trustees The duties of the Board of Trustees are to oversee the assets and activities of the Brown Memorial Library and to set Library policies, as provided by the New Hampshire RSA Chapter XVI, Chapter 202-A:11 Powers and Duties. Trustees are duly elected or appointed in accordance with the provisions of RSA Chapter XVI, Chapter 202-A:6 and 202-A:10. Article II: Powers and Duties of Board of Trustees The Board of Trustees shall consist of seven members, elected by the voters of Bradford, each for a three year term. Trustee terms are staggered so that two or three vacancies occur and are filled each year. If a vacancy or resignation occurs before a term expires, the Board shall recommend a replacement who must be approved and appointed by the Selectmen. The appointed trustee must file at the next election if he/she wishes to complete the term of the retiring trustee. Trustees must serve no more than three consecutive terms. The Board of Trustees is the governing body of the Brown Memorial Library, hires all staff and determines policies. The Board shall prepare the budget with the cooperation of the librarian. The Board shall maintain a file containing personnel records and job descriptions in the librarian’s office. Annual dues for the membership in the NH Library Association and the NH Library Trustees’ Association shall be paid from library funds. The Board of Trustees may recommend to the Selectmen the names of no more than three persons who may serve as alternate members of the Board who may vote in place of an absent trustee. Alternate members shall be appointed for one-year terms. Article III: Officers/Duties of Officers The officers of the Board of Trustees shall consist of the Chairperson, Treasurer, and Secretary, who shall be chosen annually at the regular monthly meeting in April from the members of the Board. Officers shall hold their office for one year and until others are chosen in their stead. It shall be the duty of the Chairperson to prepare an agenda for, and to preside at all regular and special meetings of the Board and to be the representative of the Board in official capacities. The Treasurer shall serve as the chief financial officer of the Board and shall prepare an annual budget for approval by the Board. The Treasurer shall keep full and accurate accounts of all monies received and expended for use of the library, shall oversee bookkeeping activities, and shall provide a written monthly financial report to the Trustees at the regular monthly meeting. The Treasurer shall advise the Trustees on financial matters and shall provide appropriate financial reports to auditors and regulatory authorities. The Secretary shall keep records of all monthly meetings and special meetings of the Board and shall post Agendas and Minutes in a timely manner as provided in RSA 91-A:2 II , the NH Right-to-Know-Law. The Secretary shall, on behalf of the Chairperson, provide the agenda and related materials to Trustees for monthly meetings and write correspondence on the behalf of the Trustees, as needed. Article IV: Meetings Monthly meetings shall be held on the first Wednesday of the month with the librarian present. At these meetings monthly financial figures and a librarian’s report will be given. Special meetings may also be called by the Chairperson. Trustees are expected to attend all meetings and missing more than three consecutive meetings may be sufficient grounds for review or dismissal. A majority the Board shall constitute a quorum for the transaction of business at all regular and special Trustee meetings. All monthly or special Trustee meetings of the Board of Trustees are public meetings and shall be posted as required by NH laws. Minutes of all meetings shall be filed as required in RSA 91-A:2 II, NH Right-to-Know-Law. Article V: Conflicts of Interest The Board of Trustees shall comply with NH RSA 7:19 regarding conflict of interest on any issues before the Board. The statute reads in part “Directors, officers and trustees of charitable trusts shall serve on the governing boards of such charitable trusts only for the purposes of the organization. If such directors, officers, or trustees are serving for any other expressed or intended reasons, they shall not serve on the governing board of the organization.” Trustees of the Brown Memorial Library may recuse themselves from any vote in which there is a perceived conflict. In those cases, the Trustee shall also refrain from any discussion or participation on the issue in question. Questions concerning conflicts of interest shall be presented to and decided by the Chairperson of the Board of Trustees. Article VI: Library Staff Librarian, assistant librarians and library aides and such other appointees that the Board shall believe necessary to the proper operation of the Library shall be appointed at an annual meeting of Trustees and by the majority vote of the Board. Salaries will be fixed by majority vote of the Board. The Librarian shall be an ex-officio non-voting member of the Board of Trustees and shall not count in determining a quorum of the Board. Article VII: Amendments to Bylaws These bylaws may be altered or amended by two-thirds majority vote of the full Board at a regular meeting, notice of the proposed changes having been given at the previous meeting and publicly posted in accordance with RSA 91-AA:2 II, NH Right-to-Know-Law. Article VIII: Parliamentary Authority “Robert’s Rules of Order, Revised” shall be the Parliamentary authority in all matters not specified by the Bylaws. Adopted May 2017