New Berlin Library Disaster Preparedness Plan

INTRODUCTION

Because all libraries are susceptible to disasters, The New Berlin Library is committed to maintaining a vigilant state of disaster preparedness for staff, library visitors, the collection and our facilities. To be prepared is the greatest weapon against disaster. This plan, along with continual training, provides library staff with a set of disaster priorities, emergency procedure guidelines, lists of personnel and floor plans for each location

Emergency operations planning activities are divided into four phases that form a cycle. The phases of the cycle are:

• Mitigation —Taking sustained actions to reduce or eliminate risk to people and property from hazards and their effects.
• Preparedness — Building the emergency management function to respond effectively to, and recover from, any hazard.
• Response — Conducting emergency operations to save lives and property by doing such things as – evacuating potential victims; providing medical care to those in need; and restoring critical services.
• Recovery — Rebuilding our library so that we can return to normal services and protect against future hazards.

Preventative (Mitigation)

Mitigation efforts attempt to prevent hazards from developing into disasters altogether, or to reduce the effects of disasters when they occur. The mitigation phase differs from the other phases because it focuses on long-term measures for reducing or eliminating risk.

 

EMERGENCY

 

New Berlin Police
Phone: 607.847.6171 or 911

Chenango County Sheriff
Phone: 607.334.2000 or 911

New Berlin Fire Department
Phone:607.847.6575 or 911

New Berlin Ambulance
Phone: 607.847.6575 or 911

Poison Information Center
Phone: 1-800-222-1222

 

 

 

IN-HOUSE

 

Director: Michelle Priola
Home #: 607.847.8564
Cell #: 607.337.8546

Asst Director Rick Fallis
Home #: 607.847.8564
Cell #: 607.293.0457

Building Maintenance     Village of New Berlin
Office #: 607.847.6389

 

 

DISASTER TEAM

Members of the Disaster Team are responsible for ensuring the Disaster Plan is up to date and can be put to use effectively. These members are: · The Executive Director · The Deputy Director · Board President · Board Treasurer · Village DPW

 

Michelle Priola

Home #: 607.847.8564
Cell #: 607.337.8546

 

 

 

George Anderson

Home #: 607.847.6401
Cell #: 631.327.9066

 

Rick Fallis

Home #: 607.847.8564
Cell #: 607.293.0457

Donna Wells
Home #: 607.847.6641

Cell #: 607.895.5135

 

Village of New Berlin DPW
Office #: 607.847.8811

 

MAINTENANCE AND UTILITIES

 

NYSEG
Phone: 607.334.5320

Electrician
Name: James Roche
Phone: 607.316.7865

Water Utility Company
Phone: 607.847.6389

Revolution Solar

Albe Hulick

Phone: 518.965.8694

 

REM Fire System

Phone: 315.336.6111

 

 

 

 

INSURANCE

Insurance Company Gates Cole
Agent/Contact: Joanne Smith
Phone: 607.334.3204

LEGAL ASSISTANCE

Legal Advisor
Name: William Gettman
Phone: 315.841.418

 

Facilities Checklist to Help Prevent Disasters

• Make needed repairs to HVAC equipment, wiring, plumbing, gas, generator, roof, windows, doors
• Upgrade carpeting, repair broken or uneven flooring
• Evaluate routine maintenance procedures—improve weak areas
• Evaluate building security—improve as needed
• Maintain property insurance covering buildings and contents

 

LOCATIONS OF EMERGENCY SYSTEMS

Floor Plan with exits, alarm system, circuit box, and boiler controls indicated.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EMERGENCY SUPPLIES

 

Batteries
Boxes
Brooms
Buckets
tablet with cloud storage
Clipboards
Dustpans
Extension cords
Fans
First aid kit
Flashlights
Gloves
Markers
Masks
Mops
Notepads
Packing tape
Paper towels  
Plastic trash bags
Plastic buckets
Plastic sheeting
Protective glasses
Scissors
Sponges
Toolkit
Utility knife (and blades)

CPR face shields

 

 

 

 

 

FIRST AID KIT

 

Rubbing alcohol
Antiseptic cream
Band-Aids
Eye wash
Gauze bandages
Gauze pads
Latex gloves
Ice packs (in freezer)
Swabs
Pocket mask
Surgical tape
Triangle sling

 

 

GUIDELINES FOR MAJOR AND MINOR EMERGENCIES

 

Most library “disasters” are relatively minor, involving fewer than 100 volumes, and can usually be handled by the disaster team with some advice and assistance from insurance company.

In the event of a major disaster (more than 100 volumes), it may become necessary to coordinate a large number of people and activities and commit significant amounts of money. Success of the recovery effort depends on action that is quick but organized and deliberate. Clear definitions of duties and chain of command are necessary to avoid confusion and to insure the safety of the people working at the recovery site.

The following guidelines are designed to expedite the process of organizing the Unit Disaster Action Team and provide a summary of technical information the team may need to plan and carry out the initial recovery operation. Since the most common library disasters involve water, special emphasis is given to the salvage of wet material.

 

EMERGENCIES: In the event of fire, security, or other hazardous conditions, call 911 from library phone if possible, personal cell phone if not possible.

 

In case of fire:

1. Call 911
2. Follow the emergency evacuation plan for your unit or library.
3. Notify Disaster Contact List

 

1. MINOR WATER EMERGENCIES

 

IMMEDIATE STEPS:

The following steps should be taken in the event of an emergency that does not pose a threat to physical safety, and when library materials will be air dried. This usually involves fewer than 100 volumes.

DO NOT ENTER AN AREA THAT IS FLOODED UNTIL MAINTENANCE AND SERVICE ELECTRICIANS HAVE DISCONNECTED THE ELECTRICITY. THERE IS EXTREME DANGER OF SHOCK.

1. Notify Building/Facilities Coordinator and contact individuals on Unit Disaster Action Team

 

After business hours:

Give them the following information:

• Your name
• Location
• Description of the problem

2. Locate the unit’s emergency supply kit.
3. Once it is safe to enter the area, cordon it off to prohibit the public from entering.
4. Cover library materials with plastic, regardless of the source of water.
5. Protect library materials as appropriate.

 

For water coming from above:

• Cover stacks with plastic sheeting located in your unit’s emergency supply box.

       THEN

• Move dry, at-risk books off shelves, including adjacent library materials or property that might be damaged to a clean, dry area.
• Begin removing wet books. Keep them separate from dry or undamaged materials.

 

       For water coming from below:

• Move books off shelves to another location.

      OR

• Move books higher on shelves.

 

1. MAJOR WATER EMERGENCIES

 

IMMEDIATE STEPS:

First and foremost, take appropriate action to protect the safety of staff and patrons.

 

The following is concerned with the salvage and recovery of library and archives collections.

 

1. Do not start removing material until you make a general plan of action.

 

2. Alert Disaster Team

 

3. Coordinate with emergency services (Public Safety, Fire Department) to determine when and where it is safe to enter the building.

 

4. Act to protect the materials. Coordinate to stop the flow of water.

 

5. Reduce relative humidity and ensure good air circulation to control mold growth. Do not turn off heat, which is necessary to keep pipes from freezing. Keep air conditioning on, if possible. Use fans, open windows, etc. to keep air circulating.

 

6. Monitor temperature and relative humidity throughout the recovery process.

 

ADDITIONAL STEPS:

1. Assess nature and extent of damage; take detailed notes and photographs for record purposes.
2. Identify a disaster command post, with necessary telephones, desks, and supplies for directing the recovery effort.
3. Make plans to relocate materials. Decisions must be made and action taken quickly; mold can start growing on wet material within 48 hours.

 

1. NON-WATER DISASTERS

 

 

Smoke, charring

Book and paper materials with fire damage only (no water) are quite stable, provided they are not handled. Handling can smear charred areas and cause brittle paper to break.

 

1. Do not open the books.

 

2. Do not move material unless fire damage to the building puts the collection at a further risk.

 

 

Earthquake, structural collapse of shelves

1. Do not start removing material until you make a general plan of action.

 

2. Alert Disaster Team; name a meeting point.

 

3. Contact: Joann Smith (Gates Cole insurance) 607.334.3204 regarding insurance requirements.

 

4. Coordinate with emergency services (Public Safety, Fire Department) to determine when and where it is safe to enter the building.

 

 

LOCATIONS OF PRIORITY MATERIALS

Irreplaceable materials are located in the top-floor archives and in the bottom-floor museum.

PROCEDURES FOR AIR-DRYING DAMAGED MATERIALS

 

1. STAFF LOGISTICS AND ORGANIZATION

This section includes preparatory steps to be taken before air drying materials on site.

1. Staff. Gather your Disaster Team. general rule is that two staff members, working as a team, can handle and dry up to 100 volumes.

 

2. Space. A clean, dry, secure area with good air circulation and low temperature and humidity is necessary for air drying books. Air drying can take anywhere from one day to a full week, so the area chosen should be available for that time.

 

In choosing areas for air drying, consider:

• Accessibility
• Clear path to a loading area in case moving the collection is required
• Proximity to collection
• Air circulation and potential for controlling the environment
• Availability of open, flat surfaces

 

3. Environment. Reduce the relative humidity of the affected area.

• Do NOT turn off heat in winter, or pipes may freeze.
• Do turn on air conditioner, or open windows to ventilate area. Do NOT raise the temperature in an attempt to dry the area.
• Bring fans or dehumidifiers to the scene to help lower the humidity and prevent mold growth. Be sure they are grounded.
• Reach out to the Village of New Berlin regarding availability of Community Center id Community Room at library is unusable.

 

 

1. INSTRUCTIONS FOR AIR DRYING

Note: The Annex freezer is available for storage of wet materials if air drying is delayed or more time is needed to make critical decisions.

 

1. AIR DRYING BOOKS

The main objective in the air drying of wet books is to remove water as quickly as possible and, at the same time, contain structure distortion. Structure distortion (i.e., excessive swelling of the fore-edge area, concavity of the backbone) can be avoided if staff properly judge when the book should be opened.

The following procedures assume that the covers are in good condition and still attached to the book. If the covers must be removed (because of delamination, color running out of the binding materials, board swelling and warping, etc.), the book should be stood on edge as described below, but supported by loose pieces of binder’s board, blocks of wood, or bookends. See other cautions at the end of this section.

 

Note: Depending on the degree of saturation, a book can take from one day up to a week to dry.

 

1. Thoroughly wet books

 

       Do not attempt to open.  Do not attempt to fan leaves.  Do not remove covers.

 

• Place book in a closed position (with boards slightly open) standing up on sheets of absorbent paper.
• To permit water to drain efficiently, place small pieces of binders’ board at the fore-edge.
• Place absorbent sheets of paper between the text block and the binding.
• Change paper on the table as it becomes wet.

 

Providing that the books are placed in a moving current of air, they should soon dry to the point where they may be opened for the next step.

 

1. Partially wet books

 

• Books may be carefully opened slightly (at a fairly shallow angle) and interleaved with absorbent paper. Paper towels are ideal for this purpose because they will wick out the excess moisture.
• Lay the book on the table. Beginning at the back of the book, interleave every 20 or so leaves. Given good drying conditions, the book may be left flat until the interleaving material has absorbed some of the water, probably after one hour. Depending on the condition of the binding the book may stand as above.
• Change interleaf materials periodically until book is only slightly damp, then go to step c.

 

1. Damp books

 

• Books that are damp should be stood on edge, lightly fanned, and allowed to dry in a current of air. If the binding is damper than the text, place paper between the boards and the book. When almost dry, go to step d.

 

1. Nearly dry books

 

• Lay the book flat and push the back and boards gently into position. Place the book under a light weight and leave in this position overnight. Open again and check for dampness. Allow to dry open for a few hours, and then close again. Repeat until thoroughly dry.

 

      

2. AIR DRYING PAPER DOCUMENTS OR PAMPHLETS

 

Do not attempt to air dry manuscripts, drawings, or material with water-soluble colors except under the advice of a conservation specialist. Do not attempt to separate leaves that are very wet or that are sticking together unless you have been trained to do so.

 

1. Wet pamphlets may be hung over suspended fishing lines to dry or laid flat on absorbent paper.

 

2. Single pages or small stacks of documents can be laid out on tables, floors, and other flat surfaces, protected if necessary by paper towels, blotting paper, or unprinted newspapers.

 

3. Clotheslines or fishing lines may be strung close together and documents laid across them for drying.

 

CAUTION: To avoid confusion later, make sure that the contents of folders and boxes are not separated from each other. Label new boxes or drying areas as necessary to expedite returning the collection to its proper order when drying is complete.

 

 

 

EVACUATION PROCEDURES

Evacuation of a building means that everyone in the building must leave, usually because of a dangerous situation. Evacuation is signaled by sounding the fire alarm and/or by an announcement. State law requires that all occupants evacuate when a building’s fire alarm sounds.

Each staff member and volunteer should understand the library’s evacuation plan and know at least two ways out of the building from his/her regular work space.

When the evacuation alarm is sounded or you are told to evacuate the building:

• Remain calm
• Stop any hazardous operations
• Leave quickly
• Director or Assistant Director are responsible for ensuring all members of the staff have evacuated the area. Employees should check that all others in the work space are leaving as instructed
• As you exit, quickly check nearby rest rooms, children’s rooms, closets, etc.
• Accompany and help any people who appear to need direction or assistance
• If it doesn’t put you in any danger, take with you:
  • Car keys
  • Purse/Bag
  • Phone
  • Jacket
• Shut all doors behind you as you go. Closed doors can slow the spread of fire, smoke, and water
• Proceed as quickly as possible, but in an orderly manner. Do not push or shove. Hold handrails when you are walking on stairs
• Once out of the building, move away – go to the designated area

 

 

ACTIVE SHOOTER

An active shooter is an individual actively engaged in killing or attempting to kill people in a confined and populated area. Victims are selected at random and events are unpredictable and evolve quickly. In a library setting, patrons may look to staff to assist them and ensure their safety.

If staff is alerted to an active shooter event (by noise, alarm, or camera), that person should attempt to communicate the immediate vicinity of the occurrence. Inform building occupants that an event is in progress and act.

If you are in the path of an active shooter, act immediately.  The main priority in an event is to prevent harm to victims.

Run

Activate duress alarm, call law enforcement – give as much information as possible

            Evacuate using a planned escape route

            Leave belongings behind, keep hands visible while exiting the building

Hide

            Locate a safe place, out of the shooter’s view

            Lock door, block or barricade entry

            Silence phone, remain quiet

            Evacuate, if the opportunity arises

Fight

            Improvise weapons

            Act aggressively, commit to action

            Attempt to incapacitate shooter

 

The majority of active shooter events last less than fifteen minutes.  Police/first responders on the scene will focus their attention on containing and disarming the threat. Additional teams will then assist with medical attention, secondary evacuation, and questioning and interviewing witnesses.

 

Do not vacate the scene or area of an event until instructed to do so by local authorities.

 

 

 

BOMB THREAT

A bomb threat is a telephone call, note, or verbal message that indicates that a bomb has been placed in or near the library building.  All bomb threats should be taken seriously.

If the bomb threat is made by telephone:

• Stay calm
• Keep the caller on the phone
• Try to elicit as much information as possible
  • Exact location of the bomb (floor, room, etc.)
  • When the bomb is supposed to explode
  • Type of bomb
  • What will cause the bomb to explode
  • Listen for clues about the caller, including their accent and any background noise
  • Take notes
• Signal or send a silent message to someone telling them to call law enforcement

If you receive a written threat or a suspicious package or if you find a suspicious object anywhere on the premises:

• Keep anyone from handling it or going near it
• Notify your supervisor immediately
• Call the police
• Promptly write down everything you can remember about receiving the letter or package, or finding the object. Security and police interviewers may need this information
• Remain calm and do not discuss the threat with other staff members
• If evacuation is ordered, go to a designated area

 

After Receiving a Threat

Evacuate the building by sounding the fire alarm in all parts of the building.

Instruct people to move at least 300 feet away from the building

Do not use cell phones or walkie-talkies. They may detonate the bomb.

Do not search for the bomb; do not risk your life or that of others.

 

 

BOMB THREAT CHECKLIST

If you receive a bomb threat by telephone, this form can be used as a guide to document the call.  Get as much information as possible.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DO NOT HANG UP ON THE PERSON MAKING THE CALL   QUESTIONS TO ASK 1.      When is the bomb going to explode? 2.      Where is the bomb? 3.      What does it look like? 4.      What kind of bomb is it? 5.      What will cause it to explode? 6.      Did you place the bomb? 7.      Why? 8.      Where are you calling from? 9.      What is your address? 10.  What is your name?   EXACT WORDING OF THE THREAT:   ______________________________________   ______________________________________   ______________________________________   ______________________________________   ______________________________________   ______________________________________   Sex of caller: Age: Time:                Date: Length of call: Extension at which call is received:	CALLER’S VOICE €       Calm €       Angry €       Excited €       Slow €       Rapid €       Soft €       Loud €       Laughter €       Crying €       Normal €       Slurred €       Familiar	€       Nasal €       Stutter €       Lisp €       Raspy €       Deep €       Ragged €       Clearing Throat €       Deep Breathing €       Voice Disguised €       Distinct €       Accent
	If the voice is familiar, whom does it sound like?     BACKGROUND SOUNDS: €       Street Noises €       Crockery €       Static €       Local €       House Noises €       Booth €       Other:	___________________       €       Factory Machinery €       Animal Noises €       PA System €       Music €       Long Distance €       Office Machinery     €       Taped €       Irrational €       Message read by threat maker
	THREAT LANGUAGE: €       Well Spoken (educated) €       Incoherent €       Foul

 

BUILDING EXPLOSION

An explosion is a release of energy in a sudden, loud, and often violent manner with the generation of high temperature and usually with the releases of gases. Because the cause of a major explosion often cannot be determined immediately, it is best to take the same precautions as for a fire.

If there is an explosion in the library:

• Remain calm
• Call 911 and give them as much information as you can
• Take cover under something sturdy, such as a table or desk
• Be prepared for possible further explosion(s)
• Stay away from windows, mirrors, overhead fixtures, filing cabinets, bookcases, etc.
• Evacuate the building to the designated area, which should be at least 300 feet away from the building
• Do not move seriously injured persons, unless they are in immediate danger
• Open doors carefully
• Watch for falling objects and flying debris
• Do not light matches or lighters, in case there is explosive gas present
• Do not re-enter the affected area until directed by emergency preparedness personnel

 

 

FIRE

If you discover a fire in the building:

• Remain calm
• Pull the fire alarm
• Call 911
• Evacuate the area, closing doors and windows behind you to confine the fire
• Notify your supervisor of the location and extent of the fire
• Do not return to the area until cleared by emergency personnel

 

• Fight the fire only if:
  • The fire is small
  • The fire is confined to the area where it started
  • You have a way out and can keep your back to the exit
  • You have the right type of extinguisher and know how to operate it effectively
• Do not fight the fire if:
  • The fire is large
  • You have any doubts about your ability to fight it
  • The fire is spreading beyond the area where it started
  • The fire could block your escape route

 

 

FLOODING AND WATER DAMAGE

There are many causes of flooding, including broken pipes, sprinkler

• Remain calm
• Find the source of the flooding
• Notify your supervisor. Give as much information as possible, including location, severity, and damage
• Standing water may be electrified so do not walk in it
• Use extreme caution when near electrical outlets/appliances that are by the leak
• Evacuate the area
• If you know where the leak is coming from and are confident that you can If you know the source of the water and are confident of your ability to stop it (unclog the drain, turn off the water, etc.), do so cautiously.
• Be prepared to help as directed in protecting collection materials that are in jeopardy. Take only those steps needed to avoid or reduce immediate water damage: cover shelf ranges with plastic sheeting; carefully move materials out of the emergency area. Do not remove already wet books from shelves.

 

HAZARDOUS MATERIALS RELEASE

In the library:

Evacuate the area
Call 911 and give them as much information as possible
Do not re-enter the affected area until directed to do so by the proper authorities

Outside the library:

Follow instructions from the radio, television, phone, etc.
If there is a cloud of hazardous materials in the area, but not close

Only evacuate when you receive notification from the administration
Drive perpendicular to the wind direction and away from the release area
Keep car windows and vents closed
Keep your car air conditioning turned off

            If there is a cloud of hazardous materials close

Do not evacuate
Turn off heating, ventilation, and air conditioning
Close and seal all doors and windows using tape
Notify administration of any strange and abnormal odors (almond, ammonia, garlic, mustard, rotten eggs)
Remove and discard any clothing exposed to the hazard
Do not touch any residue

                                           MEDICAL EMERGENCIES

The library should maintain a basic first aid kit to handle minor emergencies.  This kit should be in an accessible location and should contain the following: alcohol; antiseptic cream; Band-Aids; eye wash; gauze bandages; gauze pad; latex gloves; ice bag; swabs; pocket mask; surgical tape; triangle sling; and a blanket.

If someone is seriously ill or injured in the library:

• Stay calm
• Notify your supervisor immediately
• Only help with minor emergencies and only with the consent of the victim
• Do not attempt to move a person who has fallen and who appears to be in pain
• Avoid unnecessary conversation with or about the ill or injured person or members of his/her party. You might add to the person’s distress or fears, increasing the risk of medical shock. Limit your conversation to quiet reassurances.
• Do not offer food or drink unless directed by 911
• Do not move or lift unless directed by 911
• Use latex gloves and face mask when blood or bodily fluids are present
• For major medical emergencies, call 911 and give the dispatcher the following information
  • Your name and location
  • Brief description of the problem
  • Victim’s age group
  • Victim’s sex

If the seriously ill or injured person is a patron:

• Do not discuss the possible causes of an accident or any conditions that may have contributed to the cause
• Under no circumstances should an employee or volunteer discuss any insurance information with members of the public
• Identify yourself by name and offer help
• Offer to notify family or friends of the victim
• Fill out an accident report, completing as much of the form as possible, including names and addresses of the individual and witnesses, if appropriate.

If the seriously ill or injured person is a child:

• Offer first aid supplies to his/her parent
• Call a parent if there isn’t one present

If the injured person is a staff member or volunteer:

• He/She needs to complete an accident report, stating how the injury occurred.
• He/She may need a doctor to fill out a return-to-work form prior to returning

 

POWER FAILURE

If there is a power failure:

• Remain calm
• Egress lighting will automatically engage.
• Aid patrons and staff in your area, dealing with any anxiety issues
• With a flashlight or other portable light source, check all areas of the library
• If you are in an unlit area, proceed cautiously to an area that has emergency lighting
• Call the power company
• Gather individuals in the building to one central location
• If instructed to evacuate, go to the designated area
• Secure the building from vandalism, intrusion, and fire

 

 

TORNADO

Tornado Watch

The weather conditions are considered favorable for creating a tornado. If a tornado watch is issued, listen to the radio and keep an eye on the weather.  Plan to take shelter if a tornado is sighted.

Tornado Warning

A tornado has been sighted in the area and everyone should take shelter immediately.  The Old Kitchen and Staff Kitchen are the safest places within the library.

 

During a tornado:

• Let everyone know that there is a tornado and make your way to the secure area
• Secure area designation in library is the community room on lowest floor of library
• Avoid places with wide-span roofs or large hallways and windows
• Get under a piece of sturdy furniture and hold on to it
• Use arms to protect head and neck

After a tornado:

• Remain calm
• Assess the area
  • Water leaks
  • Power outage
  • Phones are out
  • Other problems
• Check for possible injuries
• Make sure everyone is accounted for

 

 

WINTER STORMS

Living in New York, there will definitely be a winter storm/blizzard at some point during the year.  Some of these blizzards may necessitate not opening the library in order to keep library staff and patrons safe. It is at the discretion of the Library Director to decide whether or not to close or postpone the opening of the library.  The library policy is to remain closed if Unadilla Valley Central School Closes for inclement weather. If the weather becomes dangerous while the library is open, the Library Director may decide to close the library early so everyone can get home safely.

 

REFERENCES

Lindbloom, Mary-Carol. Disaster Plan. South Central Regional Library Council, 2011. Electronic

Smith, Jim. Sample Disaster and Emergency Plan for Alabama Public Libraries. Alabama Public Library Service, 2009. Electronic.

Cornell University Library. Disaster Response Plan. Ithaca, NY, 2012.

Huntsville-Madison County Public Library. Disaster Plan. Hunstville, AL. 2022