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    Center Moriches, NY 11934

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Public Employer Health Emergency Plan for the Center Moriches Free Public Library

This plan has been developed in accordance with NYS legislation S8617B/A10832

 

Promulgation

This plan has been developed in accordance with the amended New York State Labor Law section 27-c and New York State Education Law paragraphs k and l of subdivision 2 of section 2801-a (as amended by section 1 of part B of chapter 56 of the laws of 2016), as applicable.

This plan has been approved in accordance with requirements applicable to the agency, jurisdiction, authority, or district, as represented by the Library’s Director.

 

Purpose, Scope, Situation Overview, and Assumptions

Purpose

This plan has been developed in accordance with the amended New York State Labor Law section 27-c and New York State Education Law paragraphs k and l of subdivision 2 of section 2801-a (as amended by section 1 of part B of chapter 56 of the laws of 2016), as applicable. These laws were amended by the passing of legislation S8617B/A10832 signed by the Governor of New York State on September 7, 2020, requires public employers to adopt a plan for operations in the event of a declared public health emergency involving a communicable disease. The plan includes the identification of essential positions, facilitation of remote work for non-essential positions, provision of personal protective equipment, and protocols for supporting contact tracing.

Scope

This plan was developed exclusively for and is applicable to Center Moriches Free Public Library. This plan is pertinent to a declared public health emergency in the State of New York which may impact our operations; and it is in the interest of the safety of our employees and contractors, and the continuity of our operations that we have promulgated this plan.

Situation Overview

On March 11, 2020 the World Health Organization declared a pandemic for the novel coronavirus which causes the COVID-19 severe acute respiratory syndrome. This plan has been developed in accordance with amended laws to support continued resilience for a continuation of the spread of this disease or for other infectious diseases which may emerge and cause a declaration of a public health emergency.

The health and safety of our employees and contractors is crucial to maintaining our mission essential operations. We encourage all employees and contractors to use CDC Guidance for Keeping Workplaces, Schools, Homes, and Commercial Establishments Safe. The fundamentals of reducing the spread of infection include:

  • Using hand sanitizer and washing hands with soap and water frequently, including:
    • After using the restroom
    • After returning from a public outing
    • After touching/disposing of garbage
    • After using public computers, touching public tables, and countertops, etc.
  • Practice social distancing when possible
  • If you are feeling ill or have a fever, notify your supervisor immediately and go home
  • If you start to experience coughing or sneezing, step away from people and food, cough or sneeze into the crook of your arm or a tissue, the latter of which should be disposed of immediately
  • Clean and disinfect workstations at the beginning, middle, and end of each shift
  • Other guidance which may be published by the CDC, the State Department of Health, or County health officials.

Planning Assumptions

This plan was developed based on information, best practices, and guidance available as of the date of publication. The plan was developed to largely reflect the circumstances of the current Coronavirus pandemic but may also be applicable to other infectious disease outbreaks.

The following assumptions have been made in the development of this plan:

  • The health and safety of our employees and contractors, and their families, is of utmost importance
  • The circumstances of a public health emergency may directly impact our own operations.
  • Impacts of a public health emergency will take time for us to respond to, with appropriate safety measures put into place and adjustments made to operations to maximize safety
  • The public and our constituency expects us to maintain a level of mission essential operations
  • Resource support from other jurisdictions may be limited based upon the level of impact the public health emergency has upon them
  • Supply chains, particularly those for personal protective equipment (PPE) and cleaning supplies, may be heavily impacted, resulting in considerable delays in procurement
  • The operations of other entities, including the private sector (vendors, contractors, etc.), non-profit organizations, and other governmental agencies and services may also be impacted due to the public health emergency, causing delays or other disruptions in their services
  • Emergency measures and operational changes may need to be adjusted based upon the specific circumstances and impacts of the public health emergency, as well as guidance and direction from public health officials and the governor
  • Per S8617B/A10832, ‘essential employee’ is defined as a public employee or contractor that is required to be physically present at a work site to perform their job
  • Per S8617B/A10832, ‘non-essential employee’ is defined as a public employee or contractor that is not required to be physically present at a work site to perform their job

Concept of Operations

The Library Director of Center Moriches Free Public Library, their designee, or their successor holds the authority to execute and direct the implementation of this plan. Implementation, monitoring of operations, and adjustments to plan implementation may be supported by additional personnel, at the discretion of the Library Director.

Upon the determination of implementing this plan, all employees and contractors of Center Moriches Free Public Library shall be notified by staff email, with details provided as possible and necessary, with additional information and updates provided on a regular basis. Suffolk Cooperative Library System, Library users and residents will be notified of pertinent operational changes by way of the Library website, Social Media, Library phone message. Other interested parties, such as vendors, will be notified by phone and/or email as necessary. The Library Director will maintain communications with the public and constituents as needed throughout the implementation of this plan.

The Library Director of the Center Moriches Free Public Library, their designee, or their successor will maintain awareness of information, direction, and guidance from public health officials and the Governor’s office, directing the implementation of changes as necessary.

Upon resolution of the public health emergency, the Library Director of Center Moriches Free Public Library, their designee, or their successor will direct the resumption of normal operations or operations with modifications as necessary.

Mission Essential Functions

When confronting events that disrupt normal operations, Center Moriches Free Public Library is committed to ensuring that essential functions will be continued even under the most challenging circumstances.

Essential functions are those functions that enable an organization to:

  1. Maintain the safety of employees, contractors, and our constituency
  2. Provide vital services
  3. Provide services required by law
  4. Sustain quality operations
  5. Uphold the core values of Center Moriches Free Public Library

The Center Moriches Free Public Library has identified as critical only those priority functions that are required or are necessary to provide vital services. During activation of this plan, all other activities may be suspended to enable the organization to concentrate on providing the critical functions and building the internal capabilities necessary to increase and eventually restore operations. Appropriate communications with employees, contractors, our constituents, and other stakeholders will be an ongoing priority.

Essential functions are prioritized according to:

  • The time criticality of each essential function
  • Interdependency of a one function to others
  • The recovery sequence of essential functions and their vital processes

Priority 1 identifies the most essential of functions, with priority 4 identifying functions that are essential, but not relatively paramount.

The mission essential functions for Center Moriches Free Public Library have been identified as:

Essential Function Description Priority
Information Technology Monitor and maintain Library’s network including firewall and WIFI. 1
Circulation Provide customer service via checkouts/returns/issuing library cards, answering and directing phone calls. 1
Children’s Services Provide accurate up to date information (including databases/e-resources), programming, social media updates and reference services to community members. 1
Teen Services Provide accurate up to date information (including databases/e-resources), programming, social media updates and reference service to community members. 1
Adult/Reference Services Provide accurate up to date information (including databases/e-resources), programming, social media updates, and homebound services to community members. 1
Custodial Maintain a safe environment for staff and public through cleaning and disinfection. 1
Technical Services Receive process items for the public and maintain accurate records.

 

1
Security Maintain orderly conduct within the premises and respond to emergencies. 1
Support Staff Shelve, organize and retrieve items for community. 2

 

Essential Positions

Each essential function identified above requires certain positions on-site to effectively operate. The table below identifies the positions or titles that are essential to be staffed on-site for the continued operation of each essential function. Note that while some functions and associated personnel may be essential, some of these can be conducted remotely and do not need to be identified in this section.

Essential Function Essential Positions/Titles Justification for Each
Business Dept. ·         Account Clerk

·         Accountant

Prepares and reconciles bills, retirement system, healthcare and payroll.
Circulation ·         Senior Library Clerk

·         Library Clerk

·         Head of Circulation

Check out/in materials to patrons, assists patrons on computers/faxing/copying. Answers telephones and directs patrons to proper services.

 

Technical Services ·         Library Clerks Receives items and processes item for patron use. Maintain accurate records.
Children’s Services ·         Librarian I (CS)

·         Librarian II

Procures and provides materials, programs and reference services to the public.
Teen Services ·         Librarian I

·         Librarian II

Procures and provides materials, programs and reference services to the public.
Adult/Reference Services ·         Librarian I

·         Librarian III

Procures and provides materials, programs and reference services to the public.
Custodial

 

·         Custodian Worker I Maintains a clean and safe environment for safe and public.
Support Staff ·         Pages

·         Library Clerks

Shelve and retrieve materials and maintain organization of collection.
Security ·         Security Guard Ensure safety and maintain orderly conduct staff and public.

Reducing Risk Through Remote Work and Staggered Shifts

Through assigning certain staff to work remotely and by staggering work shifts, we can decrease crowding and density at work sites and on public transportation

Remote Work Protocols

Non-essential employees and contractors able to accomplish their functions remotely will be enabled to do so at the greatest extent possible. Working remotely requires:

  1. Identification of staff who will work remotely
  2. Approval and assignment of remote work
  3. Equipping staff for remote work, which may include:
    1. Internet capable laptop
    2. Necessary peripherals
    3. Access to VPN and/or secure network drives
    4. Access to software and databases necessary to perform their duties
    5. A solution for telephone communications
      1. Note that phone lines may need to be forwarded to off-site staff

The Library Director and Department Heads will collaborate to identify staff/positions that can effectively and accurately work remotely.  The Director will approve staff/positions eligible to work remotely.  In the absence of the Library Director, the Librarian III will make such decisions. Department Heads will be responsible for assignment and review of remote work and maintain a records or assignments completed.  The Library Director, Librarian III, Network and System Specialist will evaluate the equipment and software needs for those staff/positions approved for remote work by the Director.  The Librarian III and Network and System Specialist will maintain a log of all Library owned equipment used by employees for remote work.

Staggered Shifts

Implementing staggered shifts may be possible for personnel performing duties which are necessary to be performed on-site but perhaps less sensitive to being accomplished only within core business hours. As possible, management will identify opportunities for staff to work outside core business hours as a strategy of limiting exposure. Regardless of changes in start and end times of shifts, Center Moriches Free Public Library  will ensure that employees are provided with their typical or contracted minimum work hours per week. Staggering shifts requires:

  1. Identification of positions for which work hours will be staggered
  2. Approval and assignment of changed work hours

The Library Director and Department Heads will collaborate to identify positions for which work hours can be staggered.  The Library Director will approve all temporarily changed work hours. Staggered work shifts will be as early as 6:00am and may be inclusive of weekends.  Facility safety and security measures will remain place during staggered shifts.

Personal Protective Equipment

The use of personal protective equipment (PPE) to reduce the spread of infectious disease is important to supporting the health and safety of our employees and contractors. PPE which may be needed can include:

  • Masks
  • Face shields
  • Gloves
  • Disposable gowns and aprons

Note that while cleaning supplies are not PPE, there is a related need for cleaning supplies used to sanitize surfaces, as well as hand soap and hand sanitizer. The Coronavirus pandemic demonstrated that supply chains were not able to keep up with increased demand for these products early in the pandemic. As such, we are including these supplies in this section as they are pertinent to protecting the health and safety of our employees and contractors.

Protocols for providing PPE include the following:

  1. Identification of need for PPE based upon job duties and work location
  2. Procurement of PPE
    1. As specified in the amended law, public employers must be able to provide at least two pieces of each required type of PPE to each essential employee and contractor during any given work shift for at least six months
    2. Public employers must be able to mitigate supply chain disruptions to meet this requirement
  3. Storage of, access to, and monitoring of PPE stock
    1. PPE must be stored in a manner which will prevent degradation
    2. Employees and contractors must have immediate access to PPE in the event of an emergency
    3. The supply of PPE must be monitored to ensure integrity and to track usage rates

The Center Moriches Free Public Library has identified the following PPE and cleaning supplies as applicable to the needs of daily operations during a public health emergency:  Face Shields, Disposable masks, Disposable gloves, Washable gloves, Hand sanitizer, disinfecting wipes and disinfecting spray.  Disposable mask and hand sanitizer are relevant to all staff while the other items are predominately relevant to the custodial staff.

The following are current vendors whom Center Moriches Free Public Library has purchased the identified PPE from in the past and will continue to purchase PPE from in the future:

  • Emerald Island Supply 631-775-0425
  • B. Mason                      1-888-926-2766
  • Uline 1-800-295-5510
  • Janway 1-570-494-1239
  • Demco 1-800-356-1200
  • Amazon amazon.com

The Center Moriches Free Public Library will store PPE supplies in locked medical closet in the basement, in the Library Director’s office, and a small supply of PPE in every department.  Department Heads and the Senior Library Clerk have access to the locked medical supply cabinet.  A log will be kept of current supplies of PPE and will be checked monthly.

The Center Moriches Free Public Library has also deemed health self-assessment as a PPE measure.  Staff will be required to answer a list of questions and taking their temperature prior to clocking in.

Staff Exposures, Cleaning, and Disinfection

Staff Exposures

Staff exposures are organized under several categories based upon the type of exposure and presence of symptoms. Following CDC guidelines, we have established the following protocols:

  1. If employees or contractors are exposed to a known case of communicable disease that is the subject of the public health emergency (defined as a ‘close contact’ with someone who is confirmed infected, which is a prolonged presence within six feet with that person):
  2. Potentially exposed employees or contractors who do not have symptoms should remain at home or in a comparable setting and practice social distancing for the lesser of 14 days or other current CDC/public health guidance for the communicable disease in question.
    1. As possible, these employees will be permitted to work remotely during this period of time if they are not ill.
    2. The Library Director must be notified and is responsible for ensuring these protocols are followed. In the absence of the Library Director, the Librarian III followed by Librarian II’s will assume this responsibility.
    3. See the section titled Documentation of Work Hours and Locations for additional information on contact tracing
  3. CDC guidelines for COVID-19 provide that critical essential employees may be permitted to continue work following potential exposure, provided they remain symptom-free and additional precautions are taken to protect them, other employees and contractors, and our constituency/public.
    1. Additional precautions will include the requirement of the subject employee or contractor, as well as others working in their proximity, to wear appropriate PPE at all times to limit the potential of transmission.
    2. In-person interactions with the subject employee or contractor will be limited as much as possible.
    3. Work areas in which the subject employee or contractor are present will be disinfected according to current CDC/public health protocol at least every hour, as practical. See the section on Cleaning and Disinfection for additional information on that subject.
    4. If at any time they exhibit symptoms, refer to item B below.
    5. The Library Director is responsible for determining eligibility. In the absence of the Library Director, the Librarian III followed by Librarian II’s will assume this responsibility of following protocols.
  4. If an employee or contractor exhibits symptoms of the communicable disease that is the subject of the public health emergency:
  5. Employees and contractors who exhibit symptoms in the workplace should be immediately separated from other employees, customers, and visitors. They should immediately be sent home with a recommendation to contact their physician.
  6. Employees and contractors who exhibit symptoms outside of work should notify their supervisor and stay home, with a recommendation to contact their physician.
  7. Employees should not return to work until they have met the criteria to discontinue home isolation per CDC/public health guidance and have consulted with a healthcare provider.
  8. Center Moriches Free Public Library will not require sick employees to provide a negative test result for the disease in question or healthcare provider’s note to validate their illness, qualify for sick leave, or return to work; unless there is a recommendation from the CDC/public health officials to do so.
  9. CDC criteria for COVID-19 provides that persons exhibiting symptoms may return to work if at least 24 hours have passed since the last instance of fever without the use of fever-reducing medications. If the disease in question is other than COVID-19, CDC and other public guidance shall be referenced.
  10. The Library Director must be informed in these circumstances and is responsible for ensuring these protocols are followed.
  11. If an employee or contractor has tested positive for the communicable disease that is the subject of the public health emergency:
  12. Apply the steps identified in item B, above, as applicable.
  13. Areas occupied for prolonged periods of time by the subject employee or contractor will be closed off.
    1. CDC guidance for COVID-19 indicates that a period of 24 hours is ideally given before cleaning, disinfecting, and reoccupation of those spaces will take place. If this time period is not possible, a period of as long as possible will be given. CDC/public health guidance for the disease in question will be followed.
    2. Any common areas entered, surfaces touched, or equipment used shall be cleaned and disinfected immediately.
    3. See the section on Cleaning and Disinfection for additional information on that subject.
  14. Identification of potential employee and contractor exposures will be conducted
    1. If an employee or contractor is confirmed to have the disease in question, The Library Director or their designee should inform all contacts of their possible exposure. Confidentiality shall be maintained as required by law.
    2. Apply the steps identified in item A, above, as applicable, for all potentially exposed personnel.
  15. The Library Director or their designee must be notified in these circumstances and is responsible for ensuring these protocols are followed

We recognize there may be nuances or complexities associated with potential exposures, close contacts, symptomatic persons, and those testing positive. We will follow CDC/public health recommendations and requirements and coordinate with our local public health office for additional guidance and support as needed.

Cleaning and Disinfecting

CDC/public health guidelines will be followed for cleaning and disinfection of surfaces/areas. Present guidance for routine cleaning during a public health emergency includes:

  1. As possible, employees and contractors will clean their own workspaces in the beginning, middle, and end of their shifts, at a minimum.
    1. High traffic/high touch areas and areas which are accessible to the public/constituents will be disinfected at least hourly.
    2. The Custodial Staff is responsible for cleaning common areas. The cleaning company will continue to provide cleaning 5x per week of the building after hours.
  2. Staff tasked with cleaning and disinfecting areas will be issued and required to wear PPE appropriate to the task.
  3. Soiled surfaces will be cleaned with soap and water before being disinfected.
  4. Surfaces will be disinfected with products that meet EPA criteria for use against the virus in question and which are appropriate for that surface.
  5. Staff will follow instructions of cleaning products to ensure safe and effective use of the products.

Employee and Contractor Leave

Public health emergencies are extenuating and unanticipated circumstances in which Center Moriches Free Public Library is committed to reducing the burden on our employees and contractors. The Families First Coronavirus Response Act provided requirements related to the COVID-19 pandemic, which form the policies outlined below. This policy may be altered based upon changes in law or regulation, as applicable.

It is our policy that employees of Center Moriches Free Public Library will not be charged with leave time for testing. Employees will be provided with up to two weeks (80 hours) of paid sick leave at the employee’s regular rate of pay for a period which the employee is unable to work due to quarantine (in accordance with federal, state, or local orders or advice of a healthcare provider), and/or experiencing symptoms and seeking medical diagnosis.

Further, Center Moriches Free Public Library will provide up to two weeks (80 hours) of paid sick leave at two-thirds the employee’s regular rate of pay if the employee is unable to work because of a bona fide need to care for an individual subject to quarantine (pursuant to federal, state, or local orders or advice of a healthcare provider), or to care for a child (under 18 years of age) whose school or child care provider is closed or unavailable for reasons related to the public health emergency, and/or the employee is experiencing a substantially similar condition as specified by the CDC/public health officials. This provision may be modified if an employee is able to effectively work remotely and the need exists for them to do so.

Additionally, Center Moriches Free Public Library will provide up to an additional 10 weeks of paid expanded family and medical leave at two-thirds of the employee’s regular rate of pay where an employee, who has been employed for at least 30 calendar days by Center Moriches Free Public Library, is unable to work due to a bona fide need for leave to care for a child whose school or child care provider is closed or unavailable for reasons related to the public health emergency. This provision may be modified if an employee is able to effectively work remotely and the need exists for them to do so.

Additional provisions may be enacted based upon need and the guidance and requirements in place by federal and state employment laws, FMLA, executive orders, and other potential sources.

Contractors, either independent or affiliated with a contracted firm, are not classified as employees of Center Moriches Free Public Library, and as such are not provided with paid leave time by Center Moriches Free Public Library, unless required by law.

Documentation of Work Hours and Locations

In a public health emergency, it may be necessary to document work hours and locations of each employee and contractor to support contact tracing efforts. Identification of locations shall include on-site work, off-site visits. This information may be used by Center Moriches Free Public Library to support contact tracing within the organization and may be shared with local public health officials.

On-site work is tracked via an electronic time management system.  Employees will check in at the start of each shift.  Employee’s clock out/in for break and at the end of their shift to document their daily hours worked. Employees working remotely will keep a Work from Home Log with hours and tasks and work will be labeled “Work from Home” in the time management system by their direct Supervisor.

Housing for Essential Employees

This is Not Applicable to the Center Moriches Free Public Library.

 

Approved by the Board of Trustees on 3/15/21