Update: the next few weeks and beyond

I hope this finds you and your family and friends doing well. This has been a difficult and challenging time and I am both thankful for and amazed by the outstanding work that has been done by our staff during the closure. As we enter the second half of April and have now been closed for a full month, the Library’s Senior Management Group has been discussing the topic that is probably forefront on your mind. When will we go back to work and what will that look like? 

We can’t say definitively when we will reopen libraries to the public, as we will continue to follow the guidance of state and local officials.  For now, we only know that we are closed through the end of April, not because we aren’t essential to our communities, but because libraries are places where people gather, share resources, and sometimes stay for extended periods of time.  When our libraries re-open we will be working differently.  We will wear masks, hold meetings digitally, and continue to practice social distancing. We will also be serving our customers differently for the safety of both the staff and the customers.  Here are some of the things we know:

• Our libraries have been deep cleaned while we were closed.  In addition, our closure has allowed time for all materials currently in our libraries to be safe for staff to handle.
• We have already cancelled in-person programming, meeting room bookings, and outreach for the month of May.
• We will be providing cleaning supplies and personal protective equipment such as gloves to each library location / department.
• We have ordered glass partitions for each library to be placed at their service desk. You may have seen these in place at grocery stores or other places. 
• We are giving a one-time $20 stipend to each staff member, so that they can purchase the masks that they will be expected to wear at work. We know that the medical grade masks are not available to the general public, but many individuals in the community are making and selling cloth masks. As we receive it, we will share information about places where staff might be able to purchase masks. The stipend will be added to each employee’s regular pay.
• We will have a few disposable masks available when staff return to work, in case some staff members have not yet been able to purchase their masks.
• We will limit the number of patrons in the buildings by providing pre-bagged holds for pick-up at the door. Bags will be provided to each library location for this purpose.
• We are working on language for a poster for each location to be placed by the door. This poster will explain the procedure for: limiting the number of patrons; no browsing; returns at book drops only; holds picked up at the door; and asking customers to wear a mask.
• Our technology department will help us limit the number of customers in the buildings by setting social distance spacing at the public computers. They will identify which public computers are at least 6 feet apart. Those will be the only public computers enabled. IT will also set computers to allow only one hour of time with no extended time.  This will limit the time each computer user is in the building and will allow another person computer access.  Staff will sanitize computers between each patron’s use.
• Informational questions and reader’s advisory will be handled through CIS rather than in person.
• Materials returns will only be received through the book drop. Materials returned through the book drop will be held in meeting rooms for at least 72 hours before being shelved. 

For the remainder of April, we will be prepping libraries to open sometime in May.  This preparedness will allow us to be flexible so that we can quickly respond to the changing circumstances. We will be providing ongoing updates regarding our changing circumstances and responses to both the staff and the public.

Staff in all positions will begin working in libraries in small groups, using safe practices, to begin shelving materials so that we have empty book trucks and bins when we re-open. In addition, staff will begin working at the Service Center to process materials so that items can be processed, checked for holds, and returned to their owning location for shelving. On-site activities during this time will not include meetings, other collection maintenance, program planning, or any other activities that are not essential to us being able to re-open. Staff will wear masks, use gloves, wash hands following approved guidelines, and practice social distancing. Staff will disinfect work areas after each use. Each location will schedule staff in groupings appropriate to the size of the building, to allow social distancing, and to accommodate the required hours anticipated to handle all materials at their location. Shifts will be set so that staff members will not take a meal break at work. As long as we are closed all staff may wear jeans to work.  Staff that do not wear appropriate personal protective equipment as directed for their own safety and the safety of their co-workers will be sent home and required to take leave.

Staff working on-site will sanitize timeclocks between each use.  If disinfecting supplies are unavailable, non-exempt staff will submit punch change requests for in and out day times.

Employees that are experiencing symptoms, under orders to quarantine/isolate, or caring for a sick family member at home will not report to work.  The employee will contact Human Resources for further instructions.

EPS is working on flexible plans for Summer Reading, but we do know that the dates will remain the same as our customers have come to expect, June 1 through July 31.  Once a confirmed date for reopening has been established, and other information about community safety guidelines is available, EPS will be able to provide more detailed information.

Communication is essential at this time.  Please remember that each of you should be checking your email regularly, regardless of your position.  Unexpected closure is not a holiday, vacation, or sick leave.  During a closure, if there is work, training or professional development that you can do from home or at your regular location, you are expected to do that unless you have approved leave.  Non-exempt staff will report “regular” hours for any work done remotely using punch change requests. For more information on leave available for you during this time, please check with Human Resources.

Email can be accessed from your home computer through a web browser such as Chrome, Microsoft Edge, Firefox, or Safari (on an Apple device) at http://webmail.metrolibrary.org

Edubrite can be accessed at  https://metrolibrary.edubrite.com/oltpublish/site/homeNew.do

The Business Office has offered flexibility in requesting mileage reimbursements so mileage for the first quarter can be requested beyond the normal deadline during the closure.

During this time of uncertainty and stress, remember that Metro provides an Employee Assistance Program (EAP) for all staff and family members residing in their households.  ComPsych, the library’s service provider, has trained Guidance Consultants available 24 hours per day, 7 days per week at 1-800-272-7255.

This has been a unique and challenging situation that none of us have ever experienced before. I appreciate the positive feedback we have received from many of you throughout the closure. It is during times such as this that we learn what it means to say, “Proud to be part of Metro”. I am proud of each of YOU, and proud to be your Executive Director. Thank you for all you do.