April 1, 2021, reviewed February 2024

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.

No content of this plan is intended to impede, infringe, diminish, or impair the rights of us or our valued employees under any law, rule, regulation, or collectively negotiated agreement, or the rights and benefits which accrue to employees through collective bargaining agreements, or otherwise diminish the integrity of the existing collective bargaining relationship.

This plan has been approved in accordance with requirements applicable to the agency, jurisdiction, authority, or district, as represented by the signature of the authorized individual below.

As the authorized official of Hepburn Library of Madrid, I hereby attest that this plan has been developed, approved, and placed in full effect in accordance with S8617B/A10832 which amends 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, to address public health emergency planning requirements.

Signed on this day: 
By: Jen M. McAvoySignature: _______________________________
Title: President; Board of Trustees 

Record of Changes

Date of ChangeDescription of ChangeImplemented by
   
   
   
   
   
   
   

Table of Contents

Promulgation.

Record of Changes

Purpose, Scope, Situation Overview, and Assumptions.

Purpose

Scope

Situation Overview

Planning Assumptions

Concept of Operations.

Mission Essential Functions

Essential Positions

Reducing Risk Through Remote Work and Staggered Shifts

Remote Work Protocols

Staggered Shifts

Personal Protective Equipment

Staff Exposures, Cleaning, and Disinfection

Staff Exposures.

Cleaning and Disinfecting.

Employee Leave

Documentation of Work Hours and Locations

Housing for Essential Employees

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 Hepburn Library of Madrid. 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 Director of Hepburn Library of Madrid, 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 Director.

Upon the determination of implementing this plan, all employees and contractors of Hepburn Library of Madrid shall be notified by telephone and email, with details provided as possible and necessary, with additional information and updates provided on a regular basis. The general community and Friends of Hepburn Library Group will be notified of pertinent operational changes by way of telephone and email contact. Other interested parties, such as vendors with scheduled visits, will be notified by phone and/or email as necessary. The Director, with input from the President of Board of Trustees will maintain communications with the public and constituents as needed throughout the implementation of this plan.

The Board of Trustees President of Hepburn Library of Madrid, 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 Director of Hepburn Library of Madrid, 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, Hepburn Library of Madrid 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 Hepburn Library of Madrid.

The Hepburn Library of Madrid 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 least among them.

The mission essential functions for Hepburn Library of Madrid have been identified as:

Essential FunctionDescriptionPriority
CommunicationHLM will provide up to date information to its community and patrons, regarding closures and partial openings.1
CirculationTo ensure a backlog of book reserves and holds does not impede the functioning of the ILL system2
Access to materialWhen deemed safe to do so, access to library materials will be made available either through non-contact curbside pickups or when permitted in-house appointments with limited availability.3
Maintenance of materialsTo ensure system-wide access continues, returned materials will be quarantined and then discharged to the parent library or stacks.4
Building maintenanceEnsure that no adverse environmental factors contribute to the denigration of the building or grounds during a period of closure.5
   
   

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.

Using the same list of essential functions you identified above, identify the essential positions or titles (not people by name) that are necessary to the continued operation of that function. Provide a justification for each position, answering the question ‘Why must this position be staffed on-site?’. The purple highlighted text is provided as an example.

Essential FunctionEssential Positions/TitlesJustification for Each
CommunicationDirectorLibrary Assistant    The Director is responsible for outward facing communications with press, website, and social media. Maintaining key links with community through live programming
CirculationLibrary TechLibrary AssistantDirectorEnsures flow of borrowed and loaned materials to parent System.
Access to MaterialDirectorLibrary TechLibrary AssistantEnsure safe access to ILL and local materials are made available to the community and the community at large of the ILL.
Maintenance of MaterialsDirectorLibrary TechLibrary AssistantSystemizing new acquisitions, quarantining book drops and ILL deliveries.
Building MaintenanceCustodianEnsures snow removal, physical site upkeep during closure or limited access.
   
   

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. It is understood that certain tasks can be completed at work from home stations.

Remote Work Protocols

Non-essential employees and contractors able to accomplish their functions remotely will be enabled to do so to 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 Director, with Board oversight and involvement, will implement all shift changes and/or remote work in conjunction with staff and ensure staff have the tools necessary for their tasks.

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, Hepburn Library of Madrid 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
  3. Ensuring that in-house duties are able to be completed with minimal interaction with other staff.
  4. Work from home will be limited to program and website development, and timesheets reflecting hours will be submitted.
  5. Multiple employee access will be strictly limited to CDC guidelines. If in-house appointments are not being accepted due to full closure, and only one employee at a time is recommended to be on duty, they may have their cell phones with them and lock the main door of the library.
  6. With the direction of the Board of Trustees President, the Director will present a rubric for work shifts.
  7. Regular communication between the Board of Trustees and the Director and the staff will be undertaken.
  8. Single staff working in the building will be responsible for cleaning and disinfection before and after their shift.

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 and mask inserts
  • Face shields
  • Gloves
  • Disposable gowns and aprons
  • Hand sanitizer and hand soap readily available in bathrooms and work stations.

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, including networking through NCLS, and other organizations, such as United Way, to ensure that distribution channels and rubrics include Hepburn Library of Madrid. Usual suppliers will be accessed as well, and orders placed at earliest indication of possible shortages.
  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.
  4. A stockpile of 8 weeks of PPE will be maintained, verifying expiration dates on a quarterly basis. These materials will include:
    1. Non-latex gloves
    2. Cleaning and disinfection liquids
    3. Face masks and mask inserts
    4. Paper towels
    5. Toilet tissue
    6. Storage will be maintained within plastic locked bins, and stored in a locked cabinet.
    7. In order to avoid the pitfalls of a lack of planning, stocks will be inspected and filled each quarter as required.
  5. The Director and designated staff will be responsible for ensuring that PPE stocks are in sufficient supply, within expiration dates, and safely stored.
  6. Cleaning supplies will be verified quarterly.

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 Director must be notified of in the event of staff exposure and/or symptoms, and ensures that established protocols are followed.
    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 while 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, the nature of Hepburn Library of Madrid would not require employees who have been exposed to report for work. While duties may be classified as essential, they would not be classified as critical.

If an employee or contractor exhibits symptoms of the communicable disease that is the subject of the public health emergency:

  1. 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.
  2. Employees and contractors who exhibit symptoms outside of work should notify their supervisor and stay home, with a recommendation to contact their physician.
  3. 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.
  4. Hepburn Library of Madrid 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.
  5. 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.
  6. The Director will be informed of any staff who experience symptoms and will ensure that the protocols stipulated above are followed.
  7. If an employee or contractor has tested positive for the communicable disease that is the subject of the public health emergency:
  8. Apply the steps identified in item B, above, as applicable. 
  9. 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.
  10. 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 Director or their designee should inform all contacts of their possible exposure. Confidentiality shall be maintained as required by the Americans with Disabilities Act (ADA).
    2. Apply the steps identified in item A, above, as applicable, for all potentially exposed personnel.
  11. The Director must be notified of any employer who tests positive, and is responsible for assuring established protocol is 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 Director ensures cleaning of common areas occurs and participates with staff in the daily cleaning and documentation of cleaning of common areas.
  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 Leave

Review and modify the following as necessary, though note that it is based upon current legal requirements

Public health emergencies are extenuating and unanticipated circumstances in which Hepburn Library of Madrid is committed to reducing the burden on our employees. 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 Hepburn Library of Madrid 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. The expectation would be that a quarantined employee would work from home, insofar as they are not exhibiting symptoms indicative of pandemic infection. Refer to Policy on Pandemic Paid/Quarantine Leave.

Further, Hepburn Library of Madrid 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.

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 Hepburn Library of Madrid, and as such are not provided with paid leave time by Hepburn Library of Madrid, 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 Hepburn Library of Madrid to support contact tracing within the organization and may be shared with local public health officials.

Hours will be logged and reported via means of timesheets, which may be delivered in hardcopy, scanned, or sent via image to the Director who will verify the hours and ensure the hours are transmitted in a timely fashion for routine payroll schedules.

Housing for Essential Employees

There are circumstances within a public health emergency when it may be prudent to have essential employees lodged in such a manner which will help prevent the spread of the subject communicable disease to protect these employees from potential exposures, thus helping to ensure their health and safety and the continuity of  Hepburn Library of Madrid’s essential operations.

If such a need arises, hotel rooms are expected to be the most viable option. If hotel rooms are for some reason deemed not practical or ideal, or if there are no hotel rooms available, Hepburn Library of Madrid will coordinate with the Public Health and St. Lawrence County Emergency Services Department to help identify and arrange for these housing needs. The Director will be responsible for the coordination of quarantine shelter for employees.

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