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November 19, 2018
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Library Board Policies - Emergency and Security

The Board shall ensure that adequate emergency and security procedures are established and maintained for each facility in its jurisdiction. It shall be guided in this by the applicable legislation and municipal policies.

The Chief Librarian has the responsibility for recommending policies to the Board and for organizing the initial response to an emergency.  In the absence of the Chief Librarian, responsibility lies with an in-charge person (ICP). In the event of any emergency, the ICP shall implement procedures and notify, as soon as possible, their supervisor and the Chief Librarian. The Chief Librarian will advise the Board Chair or designate, and if appropriate, the Mayor, the Town’s Chief Administrative Officer, Commissioner of Corporate Services and the Commissioner of Recreation and Parks.

Emergency and security procedures are outlined in the In-Charge Person (ICP) Manual> and staff designated to exercise ICP authority shall be fully conversant with this manual.  The ICP Manual deals with more common emergencies such as a failure of electricity, heating and water, and less common emergencies such as fire, a gas leak, noxious fumes, severe building damage, severe accidents involving injury, and severe weather conditions. The ICP Manual also includes procedures for a lockdown, where the evacuation of a branch is neither safe nor advisable and steps are required to isolate patrons and staff from danger.  It shall be the responsibility of the Chief Librarian or designate to ensure that this manual is kept up-to-date and that staff are properly trained.

In the case of very uncommon emergencies involving the Library and beyond, the Chief Librarian will be guided by the Departmental Emergency Response Plan and the Town’s Emergency Response Plan.  Examples of such an emergency include extensive flooding, tornado damage, and a pandemic significantly affecting the health of staff and the general population. The Chief Librarian is responsible for supplying and updating Library-specific information to this Plan.

When the resources of the Library are deemed insufficient to control the emergency, the Mayor, the Chief Administrative Officer, the Commissioner and Chief of Fire Services and/or the Chief of Police are authorized to activate the Town’s Emergency Notification System in accordance with the Emergency Response Plan. The Communications Supervisor of the Halton Regional Police Service will notify members of the Emergency Control Group, designated by the Town. The Chief Librarian is a member of the Town’s Emergency Support Group which provides logistical and technical support to the Emergency Control Group in areas related to their expertise. Specifically, the Chief Librarian is responsible for providing comprehensive information services as deemed necessary, and maintaining a log to record all actions.

With regard to building security, all staff members with the exception of Library Pages have been provided personal keys/fobs for all staff doors.  Staff that may require access, have been provided with a building security code for the Acton and Georgetown branches.

Keys/fobs are the responsibility of the recipient.  Key/fob holders will be asked to sign a statement confirming their possession of a key/fob and their responsibilities. This statement will be kept in the personnel files.  For security reasons, keys/fobs shall not be given out or the security code disclosed to anyone that is not entitled to them, as outlined above.  If a staff member leaves the employ of the library for any reason:

·         The staff member’s building security code will be deleted immediately.

·         The staff member’s fob will be deactivated immediately

·         The staff member shall return all keys/fobs on their last day of employment.

The Board shall ensure that community protective services have the information they require to carry out their responsibilities.

Revised/Approved:  October 4, 2017

Revised/Approved:  February 8, 2017

Next Scheduled Review: February 2022