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Grafton Public Library Phased Reopening/COVID-19 and Exposure Control Plan

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Library Name

Grafton Public Library

Director

Michelle Dufort

Contact Email Address

librarian@graftonpubliclibrary.org

Sections

1.      Introduction

2.      Responsibilities

3.      Exposure Determination

4.      Hazard Reduction

5.      Mandatory Requirements

6.      Employee Training

7.      Phased Reopening Details

 

1.      INTRODUCTION

 

Purpose: The purpose of this policy is three-fold:

 

A.     To continue to protect the health and safety of our library workers and by extension their families.

B.     To implement the Mandatory Health and Safety Requirements for all Business, Nonprofits & Governmental Operations as required by the Vermont Department of Health, Centers for Disease Control and Prevention (CDC) Guidelines, Vermont Occupational Safety and Health Administration (VOSHA) and the Vermont Agency for Commerce and Community Development (ACCD). Using the measures provided by these agencies, our library will strive to protect the health of our employees. This program will document the measures we use to comply with the provided guidelines.  

C.    To explain the phased reopening steps the library plans to take.

 

Definitions: COVID-19 - COVID-19 is a respiratory disease spread from person to person. SARS-CoV-2 is the virus that causes COVID-19.

 

 

 

 

 

 

 

 

 

2.      RESPONSIBILITIES

 

Health Officer (Mandatory): All libraries must have a designated Health Officer for all shifts.

 

 

Name of Health Officer(s)

Shift(s)

Michelle Dufort

All library shifts.

Person to Be Named

Fill-in when library director is on vacation or not able to work.

 

 

 

 

Administrative Person (Mandatory): This may be the Health Officer. This person will be responsible for the administration of the following plan.

 

·         Assess the hazards in the library (see Hierarchy of Controls in this document)

·         Administer and update this program as necessary

·         Regularly review guidance from Agency of Commerce and Community Development
(ACCD) and check for updates

·         Review the effectiveness of this program

·         Participate in any investigation of employee complaints or failure to comply with library rules

·         Provide effective training on COVID-19 and the preventive measures the library has taken and that the employee must follow

·         Ensure that all employees follow the protective measures outlined in this program 

·         Enforce compliance with this program using the existing disciplinary structure of library

·         Ensure training for COVID-19 protections has been completed and documented in accordance with the ACCD guidance

 

Administrative Person

Michelle Dufort

 

Employees:

 

 

3.      EXPOSURE DETERMINATION

 

General Information: This information is provided by the Mandatory Health and Safety Requirements for all Business, Nonprofits & Government Operations, the Vermont Dept of Health, CDC Guidelines and VOSHA:

 

a)      High Risk: Workers in some sectors have a high risk of occupational exposure to COVID-19, including in:

·         Healthcare and Laboratories, emergency response, mortuary services and other death care, airline operations, border protection and passenger screening, and critical retail operations (e.g., grocery stores, pharmacies).

 

b)      Medium Risk: Workers that are in a medium exposure risk are jobs that require frequent (i.e. more than a few minutes) and/or close (i.e., within 6 feet) contact with people who may be infected with SARS-CoV-2, but who are not known or suspected COVID-19 patients. Examples include:

·         Critical retail workers (such as those in pharmacies and grocery stores), transit workers, (such as bus drivers, subway operators, and taxi drivers), and workers in other transportation operations.

 

c)      Low Risk: Workers that are in a low exposure risk are jobs that do not require contact with people known to be or suspected of being infected with SARS-CoV-2, nor frequent close contact with (within 6 feet) of the general public:

·         Workers in this category have minimal occupational contact with the public and other coworkers.

 

Department of Libraries Note: In the context of library work, examples for the three different levels could include:

·         High risk: helping a patron on the computer while being in relatively close contact;

·         Medium Risk: conducting quick transactions at the front desk; and

·         Low risk: being in the back doing cataloging with no patron interaction or providing contact-free curbside service.

 

 

 

 

 

 

 

 

 

 

Assessment: The first step the library has taken is to conduct a hazard assessment to determine our risk level and exposure potential. The following was determined.

 

Exposure Risk Level

Positions

High

All one-on-one assistance, including computer or copier machine help.

Medium

Transactions at the front desk including book check out, transactions from book sale room, reference questions.

Low

Shelving of books, curbside service and processing of books—any tasks performed without patron interaction.

 

4.      HAZARD REDUCTION

 

As with all hazards, it is this library’s goal to eliminate the hazard if possible. Using the Hierarchy of Controls and the VOSHA Mandatory Health and Safety Requirements for all Business it is our goal to minimize the hazard.

 

Elimination/Substitution: We have reviewed our tasks - the following practices have been evaluated:

a)      Working Remotely - The State of Vermont Agency of Commerce and Community Development is requiring all business, non-profit and government operations work remotely whenever possible

b)      Meetings and trainings conducted via internet

c)      Client-patient services done via internet

d)      Other

 

 

 

 

 

 

The practices that this library has eliminated and replaced with alternative methods are:

 

Practices Eliminated or Replaced

Library assistant continues to work remotely on tasks using a library laptop.

Library board meetings conducted via internet.

Inside library programming conducted via internet and email.

Toys in children’s room have been removed.

Coffee station in adult reading room has been removed.

One person at a time works at the circulation desk. One person at a time works in any single room.

No hands on assistance at the public computer or copier. Assistance may occur remotely.

 

Engineering Controls: We have reviewed our tasks - the following suggested controls have been evaluated:

a)      Physical barriers to prevent spread – i.e. workstation barrier such as sneeze guards

b)      Isolation of tasks  

c)      Employee to employee contact reduced by spreading out workstations

d)      Ventilation patterns and air change rates

e)      Other 

Engineering Controls Implemented

Sneeze guards installed at circulation desk.

Library door is left open when weather appropriate.

Fan is used to move air from circulation desk.

See other items listed above in practices eliminated or replaced.

Limited staff allowed in single room.

 

Administrative Controls: We have reviewed our tasks - the following Administrative Controls have been evaluated:

a)      Training

b)      Behavior Modification - Social distancing of 6 feet apart

a.       Personal Cleanliness: Hand washing

b.      Require employees to wipe down their area after use

c)      Work Surface Cleanliness

a.       Wipe down surfaces such as door push bars, book drop handles, chairs, and other areas that patrons or workers frequently touch

d)      Employee self-monitoring - stay home if feeling ill

e)      Temperature testing

f)       Reducing the number of people riding in a vehicle to 3

g)      Staggered work shifts and break times to reduce employee and public contact

h)      Limit staff travel between multiple sites

i)       Implement a safe process to receive supplies and deliveries.

Administrative Controls Implemented

VOSHA training required for any staff or volunteer working in the library or remotely.

VOSHA training required for all library board members.

During the hours the library is open to the public by appointment, all high touch surfaces are cleaned after each patron exits the building.

The restroom is wiped down after each use by staff or patron.

Deliveries are to be left on the porch.

Necessary contractors must wear a mask in the building and complete heath assessment form.

 

Personal Protective Equipment: General Information:

 

·         Gloves: various gloves protect against varying hazards; most commonly, medical grade Nitrile or latex gloves are used to protect against pathogenic hazards.

·         Face shields and/or Sneeze Guards: provide a physical barrier to others.

·         Face Mask – Cloth and/or disposable: have been determined to be helpful in protecting others from coughing, sneezing or spraying droplets when talking.

 

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html   

 

5.      MANDATORY REQUIREMENTS

 

The following are mandatory requirements from the State of Vermont. In each case, a staff member is listed as being responsible for researching and accomplishing the goal.

 

Face Coverings: Employees must wear face coverings over their nose and mouth when in the presence of others. In the case of retail cashiers, a translucent shield or “sneeze guard” is acceptable in lieu of a mask.

 

How Have We Accomplished This?

All who enter the building, including staff, must wear a mask in the presence of others. Staff must wear a mask when interacting with patrons on the porch or outside.

Responsible Person

Michelle Dufort

 

 

 

 

 

 

 

 

 

 

 

 

Distancing and Face Touching: All employees must observe strict social distancing of 6 feet while on the job, unless noted, and should refrain from touching their faces.

 

No congregation of employees is allowed. All common areas, unless excepted below, such as break rooms and cafeterias, but excluding restrooms, are closed.

 

How Have We Accomplished This?

We do not have break rooms or a cafeteria. No more than one staff member is allowed in the office/circulation room. No more than one staff member is allowed to be shelving books or working in the book sale room.

Responsible Person

Michelle Dufort

 

 

Airflow and Occupancy: When working inside, open doors and windows to promote air flow to the greatest extent possible and limit the number of people occupying a single indoor space.

 

How Have We Accomplished This?

The front door will be open weather permitting. A fan is installed near the circulation desk to promote airflow.

No more than one staff member at a time is allowed to work in a single room. Patrons have access to the library via appointment, one person or family group consisting of no more than 4 people at a time for 15 minute intervals.

Responsible Person

Michelle Dufort

 

 

Cleaning/Disinfecting: All common spaces and equipment, including bathrooms, frequently touched surfaces and doors, tools and equipment, and work-purpose vehicles must be cleaned and disinfected at the beginning, middle and end of each shift and, when possible, prior to transfer from one person to another.  https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html

 

Supplies

Disinfectants and Clorox wipes.

Outside Vendor (if relevant)

N/A

Cleaning Schedule

High touch surfaces cleaned and disinfected after each patron visit. Bathrooms cleaned after each use. Computer station/copier cleaned after each use.

Responsible Person

Michelle Dufort

 

 

 

 

 

 

Soap and Sanitizer: Employees must have easy and frequent access to soap and water or hand sanitizer during the duration of their work, and handwashing or hand sanitization is required frequently including before entering, and leaving job sites.

 

How Have We Accomplished This?

Staff have access to the restroom sink and hand sanitizer.

Responsible Person

Michelle Dufort

 

 

Patron Masks: Libraries shall ask patrons to wear face coverings any time they are interacting with others from outside their household.

 

Update on New Work Safe Additions to the Stay Home, Stay Safe Order: https://accd.vermont.gov/news/update-new-worksafe-additions-stay-home-stay-safe-order

 

How Have We Accomplished This?

We have a supply of cloth masks to give patrons who arrive without face coverings.

We have signage requesting masks before admittance to the library.

Responsible Person

Michelle Dufort

 

 

Signage: Signs must be posted at all entrances clearly indicating (1) that no one may enter if they have symptoms of respiratory illness, (2) building occupancy limits, and (3) mask expectations (whether they are required or suggested for patrons in the library). https://accd.vermont.gov/covid-19/business/restart/signage

 

How Have We Accomplished This?

We have posted signs outside the library building near the front entrance. We’ve also communicated these requirements via our website, newsletter and on Facebook.

Responsible Person

Michelle Dufort

 

 

Employee/Volunteer Screening: To the extent feasible, prior to the commencement of each work shift, prescreening or survey, including temperature checks, shall be required to verify each employee/volunteer has no symptoms of COVID-19. Symptoms include;

Or at least two of these symptoms:

·         Fever (>100.0oF or subjective fever)

o   At the present time non-contact thermometers are in short supply, however employers shall immediately order, and use their best efforts to obtain, thermometers in order to conduct routine temperature checks. 

 

How Have We Accomplished This?

We have a health form that is reviewed by staff members before each shift and a sign-in for staff for contact tracing.

Responsible Person

Michelle Dufort

 

Sick/Exposed Employees/Volunteers: Employees/Volunteers shall not report to, or be allowed to remain at, work or job site if sick or symptomatic (with fever, cough, and/or shortness of breath).

 

Non-symptomatic COVID-19 positive workers/volunteers are not allowed on site and any worker(s)/volunteer(s) who have contact with a worker/volunteer or any other person who is diagnosed with COVID-19 are required to quarantine for 14 days.

 

How Have We Accomplished This?

Training, health forms, signage and monitoring by the health officer.

Responsible Person

Michelle Dufort

 

 

6.      EMPLOYEE/VOLUNTEER TRAINING

 

Training: All employees/volunteers, including those already working, must have completed the COVID-19 training.  VOSHA has provided a Power Point to assist with this endeavor.  https://labor.vermont.gov/document/protecting-safety-and-health-workers-vosha

 

This person will either train, or arrange for training, in the required elements of the VOSHA COVID-19 requirements. Training will be provided at no cost to the employee and during working hours.

 

We have used the VOSHA training

Yes. Records for library staff are filed at the library. Board members records are filed at the Town Hall.

OR

 

We opted for a different training that meets or exceeds VOSHA’s

 

If so, please describe

 

 

 

Responsible Person

Michelle Dufort

 

Documentation: Documentation must include the name of the employee/volunteer, date of training, summary of training, and the name of the trainer/s.  We maintain our training records for at least (3) years or for the duration of the employment/volunteering, whichever is longer. Training records required by the VOSHA standard are made available to employees/volunteers, employee representatives, or to VOSHA representatives for examination and copying.

 

 

7.      PHASED REOPENING DETAILS

 

The library board of trustees, working with the library director, the Town(s) supporting the library (if applicable), and other stakeholders have developed a series of reopening phases. Those phases are detailed below, including information about the conditions required for each phase to start, the services offered at each stage, and any other pertinent details.


The library notes that progress through these phases may need to be fluid, depending on conditions in Vermont and any future recommendations or requirements from the Governor, ACCD, CDC, and \other authorities.

 

Communication Plan: The library will use the following methods to communicate to the public and stakeholders which phase the library is currently operating under (select applicable methods):

·         Email

How Have We Accomplished This?

Yes, via email newsletter.

Responsible Person

Michelle Dufort

·          

·         Webpage Updates

How Have We Accomplished This?

Yes, via information and link on our website.

Responsible Person

Yes.

·         Facebook

 How Have We Accomplished This?

Yes,via Facebook post.

Responsible Person

Michelle Dufort

·         Front Porch Forum

 How Have We Accomplished This?

N/A

Responsible Person

 

·         Paid Advertisements/Announcements

How Have We Accomplished This?

N/A

Responsible Person

 

·         Community Boards

 How Have We Accomplished This?

N/A

Responsible Person

 

·         Radio/TV Spots

 How Have We Accomplished This?

N/A

Responsible Person

 

·         Other Methods

 How Have We Accomplished This?

N/A

Responsible Person

 

 

 

 

Grafton Public Library

Phased Reopening Plan

Draft—Last update July 29, 2020

 

Purpose: This document is meant to help guide library service operations during the COVID-19 health crisis. It details levels of operation at different phases, as well as provisions on what is needed to provide each of those service levels. This document that will be adapted as needed in accordance with current recommendations and state orders. All library operations must adhere to the orders put forth by the Governor of Vermont.

 

Phase Zero--Total Building Closure.

On-line/email, phone and mail services only. No book returns.

 

This phase will be implemented under the following circumstances: in the event that the library director is not available to work at the library and there are no available substitutes, a local outbreak necessitates a community lock-down, conditions in the state of Vermont require lock-down measures, or the nature of Covid-19 changes in such a way to make operation of the library of any sort other than those described above unsafe.

 

 

 

Phase One – Curbside Pickup Service

This phase will be implemented under the following circumstances: in the event the library director is not available to work at the library but there is a substitute available for curbside service, if Governor Scott orders the closing of libraries but allows curbside service to continue or if local conditions change and the library board determines a return to curbside service alone is necessary for health and safety.

See the curbside pickup plan for details. Library director/staff work alone in the library Mon.-Sat. during regular hours of operation.  During this time, regular hours do not include any evening hours. Assistant librarian, Angel Squires works at home.

 

Phase Two – Library Opens to Patrons, Limited Service

This phase will be implemented under the following conditions: Governor Scott allows for opening of libraries and library leadership determine it is appropriate to open the library for limited in-person service. In the event the library director is not available to work at the library, the board has the option of reverting to phase zero or phase one.

Library director Michelle Dufort works alone at the circulation desk during regular hours. The library remains closed on Tuesday evenings. Library assistant continues to work at home.

 

STAFF (includes volunteers)

Staff follow State of Vermont Executive Department *Addendum 11 to the Work Smart & Stay Safe order requirements, and Grafton Public Library guidelines:

 

1.      Complete VOSHA training and have certificate on file at the library.

2.      Complete the temperature check and health checklist at the beginning of each shift.

3.      Stay at least six feet from others and remain behind the plexiglass shield as much as possible.

4.      Wear a mask when in the presence of others.

5.      Wash hands frequently.

6.      Do not touch face.

7.      At the beginning and end of each shift, wipe down circulation desk, door handles, workstation, bathroom, copier and computer station with Clorox wipes.

8.      No coffee station use.

 

VOLUNTEERS

On the days when the library is not open to the public by appointment, one volunteer may work shelving books in the adult fiction room, non-fiction room or the children’s room. The volunteer may also work upstairs in the book sale room. During this time, the library director will work at the circulation desk in a separate room.

 

SIGNAGE

Post state required signage.

 

HOURS

Curbside service:  Mon., Tues. Wed. (10-1 & 2-5), Th/Fri (2-5), Sat. (9-12)

Library open by appointment:  Mon. (10-1 & 2-5), Fri (2-5), Sat. (9-12)

 

RETURNS

Book drop emptied at opening, with the returned materials placed on tables in the upstairs meeting room.

Label materials with date.

After 72 hours, check materials in and shelve.

Staff wash hands after handling the book drop and shelving.

 

MEETING ROOM UPSTAIRS

Used for book disinfecting and furniture storage.

 

PROGRAMS/NON-LIBRARY MEETINGS

·         No meetings inside the building.

·         Programs will be virtual, with the exception of allowed programs outdoors.

·         No onsite programming inside the library.

·         Programs are allowed on the library lawn following established guidelines.

o   See building and grounds policy and request for use form for use of the library lawn by non-library groups.

 

 

SERVICES

·         Curbside service

o    continues for those who would prefer not to enter the library.

·         Library building open by appointment on the days listed in HOURS section.

 

 The following services are available when the building is open.

 

o   Book sale room re-opens to one person or family group at a time.

o   Computers: One person or family group at a time in the computer room. Use is limited to 15 minutes. Reservations taken over the phone first come first serve for that day. Staff disinfect computer area after each use. Hand sanitizer provided at computer station. Patrons may use their own computers and devices in-library.

o   Bathroom available to the public. Staff disinfect bathroom after each use.

 

SAFETY MEASURES

Engineering safety measures:

·         Plexiglass shield installed at checkout desk.

·         Hand sanitizing station and masks available at the door. Gloves provided, but not required.

·         No toys available in children’s area—board books available upon request.

·         Browse and checkout materials only. Returns must be dropped off outside in drop box.

·         Coffee station not available.

Administrative safety measures:

·         Patrons make an appointment to access the library via phone or email. Drop-ins are allowed access to the library if no one is inside but staff and there are no appointments scheduled.

·         One family group (up to 4 people) or one person at a time in the library other than staff.

·         Overflow to wait outside the building, respecting social distancing requirements.

·         Limit library visit to 15 minutes. A timer located at the desk will be set upon entry.

·         Patrons required to wear masks or face coverings in the building, unless under the age of 2. Cloth masks made available to any patron who requires one. Masks are not returned to the library.

·         Patrons to follow health regulations on signs—no admittance to anyone with posted symptoms.

·         No un-accompanied minors under age 8.

 

 

Phase Three—Building Fully Re-Opened

This phase will be implemented under the following conditions: Governor Scott allows for full re-opening in Vermont and the threat of Covid-19 spread in our community is unlikely.

 

Under this phase, there is no limit on occupancy except by existing fire regulations, in-person library programming is available, volunteers and the library assistant may return to work in the library, and regular hours will be observed, including evening hours.

 

 

 

 

 

 

 

 

 

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