Purpose

The Metropolitan Library System (“Library System”) is committed to providing favorable working conditions for its employees. The purpose of the Unexpected Closure policy gives primary consideration to the safety of staff and customers. The Library System will make its own determination on operating hours due to inclement weather or other emergency situations.

Policy

It is the policy of the Library to remain open during regular business hours; however, where extraordinary circumstances warrant, the Library reserves the right to close its libraries and/or facilities. 

It is each employee’s decision as to whether to travel to work on hazardous, inclement weather or individual facility closure days. If an employee chooses not to travel and facilities have not been closed, he/she must follow their normal call-in procedures and he/she will not be eligible for closure pay. Employees who had leave previously scheduled during a closure will not be eligible for unexpected closure pay for that time. 

System-wide Closure:

The executive director or his/her designee will make the decision regarding closing the Library during inclement weather or other emergency situations. 

A decision to close the Library is made after taking into consideration the forecast of coming weather or other county or statewide emergencies, the condition of area roads, and the ability of employees and customers to safely get to the libraries. Information used in making a closure decision may come from the National Weather Service, local weather outlets, state and municipal authorities, and library personnel. 

If the Library is closed on a given day, employees will be notified by the automated emergency notification system, or they should monitor online library channels, or local television stations and their websites for closing announcements. 

• Short-term Closure (lasting up to seven days):

  • All exempt employees will receive telework and/or unexpected closure pay for a day of closure.

  • Non-exempt employees will receive an amount equal to their scheduled hours of base pay for the day with unexpected closure pay supplementing any regular hours worked.

  • Positions identified as telework eligible will work from home to complete duties outlined in their job description as much as possible and as agreed upon with their manager.

  • Employees who have called in prior to/without a closure announcement are not eligible for unexpected closure pay but can use accrued paid leave or an authorized workweek schedule adjustment for the missed time. 

• Partial Day Closure: In the event of a partial day closure, all exempt and non-exempt employees scheduled to work will receive unexpected closure pay for any hours they are unable to work during their scheduled hours. 

• Extended Closure (in excess of seven full days): In the event of a long-term closure due to inclement weather, a natural disaster, a public health emergency or other emergency which results in a continuous system-wide closure lasting for more than seven full days, the following will apply:

  • All employees not on leave are required to check email and be available to respond to their manager during an extended closure. A failure to respond to email, phone calls or other communication from the library or manager lasting three consecutive workdays will be considered job abandonment and may be deemed an employee’s voluntary resignation of employment. 

  • The extended closure pay category will not accrue leave benefits. Documented regular work hours will accrue leave benefits as provided under Library policy SH 220. 

  • Full-time employees in telework eligible positions will work regular hours remotely to complete duties as outlined in their job description as much as possible and as agreed upon with their manager. Regular hours may be available for non-telework eligible employees for email review, training or other work approved by their manager. Full-time employees will be eligible for extended closure pay to supplement regular work hours for up to 160 hours per event. When extended closure pay is exhausted, full-time employees must take accrued paid leave as provided under Library policy SH 220 Employee Leave. Advanced leave is not available for use. 

  • Designated less than full-time employees who are in telework eligible positions will work regular hours remotely to complete duties as outlined in their job description as much as possible and as agreed upon with their manager. Regular hours may be available for non-telework eligible employees for email review, training or other work approved by their manager. Designated less than full-time employees will be eligible for extended closure pay to supplement regular work hours for up to their budgeted full-time equivalent amount (i.e. .75 FTE – up to 120 hours, .50 FTE – up to 80 hours) per event. When extended closure pay is exhausted, designated less than full-time employees must take accrued paid leave as provided under Library policy SH 220 Employee Leave. Advanced leave is not available for use. 

  • Part-time employees may have regular hours available for email review, training or other work approved by their manager. Part-time employees will be eligible for extended closure pay to supplement their average regular work hours over the last 60 days not to exceed their budgeted FTE per event. When extended closure pay is exhausted, part-time leave earning employees must take accrued paid leave as provided under Library policy SH 220 Employee Leave. 

  • Health benefits will continue for plan participants until paid leave benefits and a thirty (30) day unpaid leave of absence, if related to a public health emergency, are exhausted. When health benefits end, plan participants will be eligible for continuation of benefits under COBRA.

Telework eligibility is noted in job descriptions for positions which require or allow telework even when the Library is not experiencing closure.  

Facility Closure: 

Facility concerns, operational issues, or utility outages may necessitate temporarily closing one or more of our facilities until the situation is corrected. The executive director delegates responsibility for the decision to close or remain open to the library or facility manager who will consult with a regional director and/or the deputy executive director/public services. 

A decision to close a library is made after reviewing information from the on-site local library management team member and considering all known factors, including: 

• input from Maintenance and/or IT 
• the exact nature of the operational or facility failure 
• the time of day (daylight or after sundown) 
• outside temperature 
• the number of operating hours remaining that day 
• any information from utility provider on expected timeframe for restoration 
• proximity of nearby restroom facilities 

If the closure occurs with more than three hours before regular closing time employees will be reassigned or may take leave for the rest of their shift but are subject to recall to work if the library reopens. If within three hours of closing, onsite employees will be allowed to leave for the day and will be eligible for unexpected closure pay for their remaining scheduled hours. 

Until the facility reopens, employees may be temporarily transferred to another location. If a temporary transfer is not available, non-exempt employees will receive an amount equal to their scheduled hours of base pay for the day with unexpected closure pay supplementing any regular hours worked. Exempt employees will receive telework and/or unexpected closure pay.