XXI. Disasters Policy
A. Emergency Communications
If an emergency or crisis occurs, the staff member on duty shall notify the Library Director. News media calls shall be handled at the highest appropriate level to ensure that a carefully thought-out, accurate and informed answer is given, in the proper perspective. The Library Director shall contact the Board President and other members of the Library Board as judged necessary.
Should a query from the news media be received when the Library Director is unavailable, the staff person may answer queries of a general nature, but should reserve the right to forward the query in the following manner: "The person who can best answer your question is the Director. Contact information is Director Perri Saunders, 269-689-0991.”
This statement and procedure should also be followed if any authorized agent of the F.B.I.; C.I.A.; or other law enforcement agency whether state or federal, calls or presents in person for information concerning the Library, patrons, circulation, etc. Any inquiry should be forwarded to the Library Director.
B. Fire
Do not panic, but do not under-estimate the potential danger to patrons or staff represented by a fire. At the first indication of smoke or flame, investigate the situation to determine location and extent of the fire. If the fire can obviously be contained and extinguished quickly and safely by staff, proceed to do so. However, if there is any doubt about whether the fire can be controlled, immediately call 911 or the fire department and then clear the building.
The time to think about fires is before they happen. Familiarize yourself with the type, location, and application of the fire extinguisher(s) in the building. Orient all staff and volunteers to this information.
C. Health Emergencies
Staff members should exercise caution when administering first aid of even a minor nature because of the safety of the injured individual and the potential liability of the staff member. Without specialized training it is not advisable for staff to undertake more than keeping the sick or injured patron comfortable and protected from needless disturbance until medical help can be obtained. Since each case is unique, staff members should use their own judgment to do what is prudent and reasonable.
The Rescue Squad/Police (911) should be called immediately in the event of any serious problem.
No medication, including aspirin, should ever be dispensed to the public.
If an injury occurs on Library property, complete an Incident Report.
D. Bomb Threats
Keep the caller on the line as long as possible. Ask the caller to repeat the message and try to write down every word spoken by the person.
WHILE ON THE PHONE, ATTEMPT TO GET THE ATTENTION OF ANOTHER STAFF MEMBER TO ALERT THEM OF THE EMERGENCY AND CALL 911.
Upon receiving a threatening phone call, the person taking the call will ask the following questions:
When is the bomb going to explode? _________________________________
Where did you place the bomb? _____________________________________
What does the bomb look like? _____________________________________
What kind of bomb is it? __________________________________________
What will cause the bomb to explode? ________________________________
Did you place the bomb? __________________________________________
What’s your name? ______________________________________________
What is your address and telephone number? __________________________
Identifying Caller Information
Sex of the caller_____________________________________
Accent (If detectable)_________________________________
Time of call________________________________________
Did the caller sound like an adult? _______________________
Did the caller sound like a child? ________________________
Background sounds heard during the call__________________
Record as many of the caller’s exact words as possible __________________________________________________________________________________________________________________________________________________________________
While on the phone, attempt to get the attention of another staff member to alert them of the emergency and to listen to the call.
Pay particular attention to peculiar background noises such as motors running, background music and any other sounds which may indicate where the location from which the call is originating. Listen closely to the voice (male, female), voice quality (calm, excited), accents and speech impediments.
Immediately after the caller hangs up, clear the building. The police will handle the actual bomb search.
E. Tornado Warning or Dangerous Weather
In the event of a National Weather Service tornado warning, follow the procedure outlined below:
1. Announce the following to patrons: “The National Weather Service has issued a tornado warning”, then read the warning and definition of warning from the National Weather Service.
2. If a warning has been issued for a lengthy period of time-an hour or more, for a single county or multiple county area, include in the announcement that the Library will be closing for the rest of the day and that patrons who do not have responsible adults with them should call them for pick up. This decision will be made at the discretion of the Library Director after consulting with the Board President, providing time permits.
3. If there is an immediate threat of a tornado, staff should gather all patrons to the women’s restroom. If a patron refuses to follow these guidelines, do not attempt to physically force them to do so.
4. Close all doors in the near vicinity.
5. All persons should remain in the designated areas until notified that it is safe to resume operations.
6. Only the Library Director or person designated by the Director will make statements to the staff and news media. The Director will notify the Board President and other library officials of the situation as appropriate.
F. Weapons or Violent Incidences at the Library
Control of a hostage/shooter situation is the responsibility of local safety officials. Library staff members should not attempt to disarm anyone in possession of a weapon.
Weapons at the Library
1. Call 911.
2. Answer questions from law enforcement.
3. Complete an Incident Report
Violent Incident
1. Call 911.
2. Record as many details as possible—time, location, number of patrons involved, and description of violators.
3. If possible, clear the building or area to protect patrons and staff from harm.
4. Provide any relevant information to law enforcement officers.
5. Complete an Incident Report
G. Emergency Closure of the Library
The Library is a public service institution, and every effort is made to maintain regular hours for the community. The Library will be closed only when weather conditions deteriorate to the point where emergencies prevail, when vital equipment in the building fails (e.g., furnace malfunction, no water in the building, no electricity, etc.) or when there is a general emergency within the township of White Pigeon.
The decision to close the Library will be based upon:
The decision to close will be made by the Library Director. If the Director is unavailable, the senior staff person on duty will make the decision after conferring with a Library Board member.
H.School Closing Due to Illness
To prevent further spread of illness, the White Pigeon Township Library will limit its younger patron’s access to the library. During the days which White Pigeon Schools are closed due to illness, no one under 18 years of age will be permitted inside the library without a parent accompanying them at all times.
This will be in effect during all open hours, including Saturdays, until school is re-opened.
In addition, all children’s programming will be postponed or cancelled.
It is the hope of the Library Board that using this procedure will help combat the spread of the illness among our young patrons.
Incident Report Form
PERSON INVOLVED _____________________________________________________________
Last Name First Name MI
MALE or FEMALE (circle one) AGE _________ EMPLOYEE or VISITOR (circle one)
If visitor, include home address, home phone and reason for presence _____________________
______________________________________________________________________________
Exact Location of Incident _________________________________________________________
Date & Time of Incident ___________________________________________________________
Property/Equipment Involved? ______________________________________________________
Description of incident by person involved - Describe what happened and why it happened. If there was an injury,
state the particulars of the injury. If Property/Equipment was damaged, describe.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Name, address & phone numbers of witnesses:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
If necessary to notify physician, include time notified, time responded, physician’s name:
_______________________________________________________________________
Additional Comments ____________________________________________________________________
______________________________________________________________________________________
_______________________________________________________________________
Person completing this form _________________________________ Date ________________
Received by staff member ___________________________________ Date ________________
Updated March 27, 2017
A. Emergency Communications
If an emergency or crisis occurs, the staff member on duty shall notify the Library Director. News media calls shall be handled at the highest appropriate level to ensure that a carefully thought-out, accurate and informed answer is given, in the proper perspective. The Library Director shall contact the Board President and other members of the Library Board as judged necessary.
Should a query from the news media be received when the Library Director is unavailable, the staff person may answer queries of a general nature, but should reserve the right to forward the query in the following manner: "The person who can best answer your question is the Director. Contact information is Director Perri Saunders, 269-689-0991.”
This statement and procedure should also be followed if any authorized agent of the F.B.I.; C.I.A.; or other law enforcement agency whether state or federal, calls or presents in person for information concerning the Library, patrons, circulation, etc. Any inquiry should be forwarded to the Library Director.
B. Fire
Do not panic, but do not under-estimate the potential danger to patrons or staff represented by a fire. At the first indication of smoke or flame, investigate the situation to determine location and extent of the fire. If the fire can obviously be contained and extinguished quickly and safely by staff, proceed to do so. However, if there is any doubt about whether the fire can be controlled, immediately call 911 or the fire department and then clear the building.
The time to think about fires is before they happen. Familiarize yourself with the type, location, and application of the fire extinguisher(s) in the building. Orient all staff and volunteers to this information.
C. Health Emergencies
Staff members should exercise caution when administering first aid of even a minor nature because of the safety of the injured individual and the potential liability of the staff member. Without specialized training it is not advisable for staff to undertake more than keeping the sick or injured patron comfortable and protected from needless disturbance until medical help can be obtained. Since each case is unique, staff members should use their own judgment to do what is prudent and reasonable.
The Rescue Squad/Police (911) should be called immediately in the event of any serious problem.
No medication, including aspirin, should ever be dispensed to the public.
If an injury occurs on Library property, complete an Incident Report.
D. Bomb Threats
Keep the caller on the line as long as possible. Ask the caller to repeat the message and try to write down every word spoken by the person.
WHILE ON THE PHONE, ATTEMPT TO GET THE ATTENTION OF ANOTHER STAFF MEMBER TO ALERT THEM OF THE EMERGENCY AND CALL 911.
Upon receiving a threatening phone call, the person taking the call will ask the following questions:
When is the bomb going to explode? _________________________________
Where did you place the bomb? _____________________________________
What does the bomb look like? _____________________________________
What kind of bomb is it? __________________________________________
What will cause the bomb to explode? ________________________________
Did you place the bomb? __________________________________________
What’s your name? ______________________________________________
What is your address and telephone number? __________________________
Identifying Caller Information
Sex of the caller_____________________________________
Accent (If detectable)_________________________________
Time of call________________________________________
Did the caller sound like an adult? _______________________
Did the caller sound like a child? ________________________
Background sounds heard during the call__________________
Record as many of the caller’s exact words as possible __________________________________________________________________________________________________________________________________________________________________
While on the phone, attempt to get the attention of another staff member to alert them of the emergency and to listen to the call.
Pay particular attention to peculiar background noises such as motors running, background music and any other sounds which may indicate where the location from which the call is originating. Listen closely to the voice (male, female), voice quality (calm, excited), accents and speech impediments.
Immediately after the caller hangs up, clear the building. The police will handle the actual bomb search.
E. Tornado Warning or Dangerous Weather
In the event of a National Weather Service tornado warning, follow the procedure outlined below:
1. Announce the following to patrons: “The National Weather Service has issued a tornado warning”, then read the warning and definition of warning from the National Weather Service.
2. If a warning has been issued for a lengthy period of time-an hour or more, for a single county or multiple county area, include in the announcement that the Library will be closing for the rest of the day and that patrons who do not have responsible adults with them should call them for pick up. This decision will be made at the discretion of the Library Director after consulting with the Board President, providing time permits.
3. If there is an immediate threat of a tornado, staff should gather all patrons to the women’s restroom. If a patron refuses to follow these guidelines, do not attempt to physically force them to do so.
4. Close all doors in the near vicinity.
5. All persons should remain in the designated areas until notified that it is safe to resume operations.
6. Only the Library Director or person designated by the Director will make statements to the staff and news media. The Director will notify the Board President and other library officials of the situation as appropriate.
F. Weapons or Violent Incidences at the Library
Control of a hostage/shooter situation is the responsibility of local safety officials. Library staff members should not attempt to disarm anyone in possession of a weapon.
Weapons at the Library
1. Call 911.
2. Answer questions from law enforcement.
3. Complete an Incident Report
Violent Incident
1. Call 911.
2. Record as many details as possible—time, location, number of patrons involved, and description of violators.
3. If possible, clear the building or area to protect patrons and staff from harm.
4. Provide any relevant information to law enforcement officers.
5. Complete an Incident Report
G. Emergency Closure of the Library
The Library is a public service institution, and every effort is made to maintain regular hours for the community. The Library will be closed only when weather conditions deteriorate to the point where emergencies prevail, when vital equipment in the building fails (e.g., furnace malfunction, no water in the building, no electricity, etc.) or when there is a general emergency within the township of White Pigeon.
The decision to close the Library will be based upon:
- General condition of the roads in the Library service area
- Condition of the Library’s parking lot and walkways
- Availability of staff to open and operate the Library
- Condition of the building’s equipment (e.g., furnace, electricity, automation)
- Requests for closure by local, county or state law enforcement agencies
The decision to close will be made by the Library Director. If the Director is unavailable, the senior staff person on duty will make the decision after conferring with a Library Board member.
H.School Closing Due to Illness
To prevent further spread of illness, the White Pigeon Township Library will limit its younger patron’s access to the library. During the days which White Pigeon Schools are closed due to illness, no one under 18 years of age will be permitted inside the library without a parent accompanying them at all times.
This will be in effect during all open hours, including Saturdays, until school is re-opened.
In addition, all children’s programming will be postponed or cancelled.
It is the hope of the Library Board that using this procedure will help combat the spread of the illness among our young patrons.
Incident Report Form
PERSON INVOLVED _____________________________________________________________
Last Name First Name MI
MALE or FEMALE (circle one) AGE _________ EMPLOYEE or VISITOR (circle one)
If visitor, include home address, home phone and reason for presence _____________________
______________________________________________________________________________
Exact Location of Incident _________________________________________________________
Date & Time of Incident ___________________________________________________________
Property/Equipment Involved? ______________________________________________________
Description of incident by person involved - Describe what happened and why it happened. If there was an injury,
state the particulars of the injury. If Property/Equipment was damaged, describe.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Name, address & phone numbers of witnesses:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
If necessary to notify physician, include time notified, time responded, physician’s name:
_______________________________________________________________________
Additional Comments ____________________________________________________________________
______________________________________________________________________________________
_______________________________________________________________________
Person completing this form _________________________________ Date ________________
Received by staff member ___________________________________ Date ________________
Updated March 27, 2017