SKOKIE PUBLIC LIBRARY Emergency Procedures

Updated: July 27, 2018

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EMERGENCY CONTACTS (LIBRARY) ............................................................................................................... 3 EMERGENCY CONTACTS (VENDORS AND SERVICE PROVIDERS) .................................................................. 4 ACCIDENT AND INCIDENT REPORTS .............................................................................................................. 6 ACTIVE SHOOTER INSIDE ............................................................................................................................... 7 ANNOUNCEMENTS OVER PA SYSTEM .......................................................................................................... 8 BOMB THREAT .............................................................................................................................................. 8 CODE ADAM ................................................................................................................................................ 12 ELEVATOR MALFUNCTION .......................................................................................................................... 14 FIGHTING, VANDALISM, OR THEFT ............................................................................................................. 14 FIRE OR EVACUATION ................................................................................................................................. 15 INJURIES OR MEDICAL EMERGENCIES ........................................................................................................ 17 LOCKDOWN ................................................................................................................................................. 19 PHONE OR VOCERA MALFUNCTION ........................................................................................................... 20 POWER OUTAGE ......................................................................................................................................... 21 PUBLIC COMMUNICATION PROCEDURES ................................................................................................... 25 SNOW OR EXTREME COLD EMERGENCIES .................................................................................................. 26 TORNADOS .................................................................................................................................................. 27 UNATTENDED CHILDREN ............................................................................................................................ 29 WEBSITE/CATALOG MALFUNCTION ........................................................................................................... 30 MAPS ........................................................................................................................................................... 31

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EMERGENCY CONTACTS (LIBRARY) Position Name Cell Director Richard Kong 847-309-1422 Deputy Director Laura McGrath 773-620-0521 Access Services Manager Annabelle Mortensen 773-209-0500 Administrative Asst. to Director Monica Chavez 312-502-2700 Adult Services Manager Lynnanne Pearson 847-770-0866 Bookmobile Supervisor Gail Dunlap 847-404-5215 Building Services and Safety Manager Tim Murphy 224-277-5676 Communications and Multimedia Engagement Manager

Jane Hanna 630-631-7302

Community Engagement Manager Nancy Kim Phillips 847-845-7546 Customer Services Manager Eileen Coulombe 847-370-9179 HR Manager Beth Dostert 847-219-8768 IT Manager Mark Kadzie 847-477-6919 Learning Experiences Manager Amy Koester 219-201-9076 Library Board President Mark Prosperi 224-625-0292 Safety Supervisor Deborah Amore 847-477-9569 Security Guard (smartphone) Security 224-601-4536 Senior Communications Strategist Christie Robinson 847-962-8213 Youth Services Manager Shelley Sutherland 847-308-2804

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EMERGENCY CONTACTS (VENDORS AND SERVICE PROVIDERS) Note: Staff should consult with Tim Murphy for building issues and Mark Kadzie for network/IT issues. If you cannot reach them, call Richard Kong or Monica Chavez.

Service Company Name of Contact Phone Catalog Bibliocommons Door Access System eNorman Security Janusz Electricity ComEd

Carlo Cavallaro 800-334-7661 847-929-2304 (o) 630-669-3068 (c)

Electrician Corrigan Mike Corrigan 847-673-0005 Elevator Mid-American Rich Richardson 773-486-6900 Exterminator A-Plus Pest Control Rick 847-676-3477 Canine Dogs (bed bugs) Canine Detection and

Inspection Services 708 529-3126

Fire Alarm Lamarco 847-239-7590 Fire Dept. (non-emergency)

Bldg #501 James Walters 847-982-5300

Fire Pumps and Sprinklers Fire Protection Company Tara O’Malley 708-371-4300 Gas Nicor 888-642-6748 Glass/Windows Waukegan Gurnee Glass 847-623-4141 HVAC Atomatic Mechanical

Services, Inc. Brittany 847-818-4300

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ILS (Sierra) Innovative Interfaces Inc. Site code SKOKP 800-444-2344 Insurance

LIRA Tia Incapreo (account)

630-228-6884

Emily Wells (claims) 630-285-3857 Irrigation G.B. Sprinklers Bill 847-824-3999 Legal Counsel Robbins Schwartz Heidi Katz 312-332-7760 Library System RAILS Dee Brennan 630-734-5000 Locksmith Anderson Lock Jim Riddle 847-824-2800 Plumbing Kerrigan 847-251-2695 Police (non-emergency) Skokie Police Department Anthony Scarpelli 847-982-5900 Property Restoration Belfor Jason Oles 224-374-2580 AMI/Self-Check/Security gates

Bibliotheca Dustin Lamm 404-345-0612

Telephone service Call One 97740036746-719 312-225-5663 Telephone hardware Blackbox Jim Van Wolvear 847-439-5000 Water Skokie Public Works Max Slankard 847-933-8427 Waste Management Lakeshore Recycling 773-685-8811 Weather Line 847-673-3762 (8) Village Manager’s Office Village of Skokie John Lockerby 847-933-8210

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ACCIDENT AND INCIDENT REPORTS

• Staff should log in to the intranet using their individual account. • Forms are available on the intranet under Common Tasks > Forms> Accident report or

Incident report. • The staff member handling the accident/incident should fill out the report with Safety. • Be as specific as possible with the details of the accident or incident. Make it clear

whenever you are using the patron’s viewpoint. • Do not give any opinion/commentary. • Protect the patron’s right to privacy and confidentiality. • Make sure to fill out every box and click save when finished.

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ACTIVE SHOOTER INSIDE

• RUN. Get out of the building immediately if you can via any possible exit. Then call 9-1-1.

• HIDE. Quickly secure a hiding place, lock doors, and turn off cell phones and lights and take the battery out of your Vocera badge. Be quiet, remain calm, and stay away from windows and doors.

o Designated safe spaces: Third floor restrooms (in Administration and staff restrooms) Second floor mechanical equipment room (can be accessed through the

door at the top of the stairs or the door in the second floor north stairwell)

First floor Call Center and Youth Services storage closet (between Program Room and Craft Room)

o If a building alarm sounds, it may be a lure. Leave only if you smell smoke. o Do not open doors. Police will enter and evacuate.

• FIGHT. When there is no other choice, commit to stopping the shooter by any means.

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ANNOUNCEMENTS OVER PA SYSTEM

• Dial 7500 from any library phone. • Message should be concise and to the point.

BOMB THREAT • Remain calm; assume the threat is real. • Do not touch anything suspicious or unknown. • Use the bomb threat checklist (on next three pages). • Dial 9-1-1 or use Vocera and say “call 9-1-1.”

o If evacuation is recommended by police, LIC should make PA announcement (dial 7500 from any library phone): Attention! Evacuate the building immediately. This is an emergency. Leave the building immediately.

• Call Security using Vocera or phone 224-601-4536.

Telephone threat:

• Do not hang up the phone when the caller hangs up.

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Written threat:

• Handle any letter as little as possible and hold for evidence.

• If a threat arrives via email or chat, print the message and leave it open until assistance arrives.

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Bomb threat checklist (write or mark on this sheet):

Caller’s apparent gender: ______

Age of caller (approximate): ______

Date: ______________ Time: ____________

Exact wording of the caller’s threat:

Questions to ask caller:

1. When will the bomb explode? 2. Where is it right now? 3. What does it look like? 4. What kind of bomb is it? 5. What will make it explode? 6. Did you place the bomb? 7. Why? 8. What is your address? 9. What is your name?

Caller’s voice:

• Calm • Slow • Angry • Rapid • Excited • Soft

• Loud • Laughter • Crying • Normal • Distinct • Slurred • Nasal

• Raspy • Stutter • Deep • Lisp • Ragged • Clearing

throat

• Familiar • Deep

breathing • Cracking

voice • Disguised

accent

Background sounds:

• Street noises

• House noises

• Dishes

• Office noises

• Voices • PA system • Music

• Motors • Factory • Animals • Clear • Static

• Local • Long

distance

Threat language:

• Educated • Well-

spoken • Foul

• Irrational • Incoherent • Reading

a script

• Other • Prerecorded

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CODE ADAM

• Get a detailed description of the missing child or adult needing special assistance. • Dial 7500 and announce, “May I have your attention please. We have a Code Adam.”

Then announce the person’s description.

Do not announce any names. Escort parent/guardian/caregiver to an exit door to help identify the missing person.

• Staff will check bathrooms, between stacks, and other locations. • Staff will search designated areas and will watch the East and West entrances. • If the child/person is not found within 10 minutes, Safety will call the police.

o If the child is found with someone other than the parent/guardian/caregiver, use reasonable efforts to delay departure. Do not physically touch anyone or put yourself at risk. Dial 9-1-1 or using Vocera say “call 9-1-1.”

• If the child/person is found, reunite with parent/guardian/caregiver. • Conclude the incident by making the announcement, “Code Adam Canceled.” • Fill out an incident report with Safety.

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Code Adam Search Areas and Responsible Staff

Customer Services Staff: East and West entrances and lobby areas (including the BDR) 1st Floor Access Staff: Basement and workroom Readers’ Advisory Desk Staff: Book sale room, High School Lounge, stacks AV Desk Staff: AV room, Junior High Zone Youth Services Staff: Youth Services room including Lab, BOOMbox, Craft room, Storytime room, family restrooms Building Services Staff: MR, Petty, Petty restrooms, restrooms under the stairs, elevators, parking lots, south corridor Reference Desk/ Tech Help Desk Staff: 2nd floor including restrooms, computer lab, Business Center, public stairs 3rd Floor Staff: 3rd floor including North and South stairwells, staff restrooms

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ELEVATOR MALFUNCTION

• Call Building Services using Vocera or phone (extension 3411 – Security Office). • Call Safety using Vocera or phone at 224-601-4536. • Building Services or Security will call 9-1-1 if needed.

FIGHTING, VANDALISM, OR THEFT If you see fighting, assault, robbery, theft, or vandalism:

• Call Safety using Vocera or phone at 224-601-4536. • If anyone is hurt or in physical danger, dial 9-1-1 or use Vocera and say “call 9-1-1.” • Do not become physically involved or put yourself at risk. • Make note of all that you observe, including descriptions and locations.

• Take photos of all graffiti before it is removed.

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FIRE OR EVACUATION If you encounter a fire or reason to evacuate:

• Pull the closest fire alarm. • Immediately exit the building using the nearest fire exit. • Do not stop or return to collect belongings. • Do not use the elevators.

o To assist a patron who is physically disabled: Take patron to an area of rescue assistance located in the North and

South stairwells on the 2nd and 3rd floors and in the basement stairwell. Push the red button to call for assistance. When the light flashes, a

firefighter will receive the call at the fire panel. Staff should exit the building. Firefighters will assist patron down the

stairs. Staff should report the location of anyone still in the building to LIC at

the East entrance.

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• Staff at the East and West desks should grab the emergency bag, put on a vest, and

lead staff and patrons to the designated meeting points. • Patrons and staff should gather on Village Green (on the East side) or the southwest

corner of the parking lot near Park Ave. (on the West side). Keep drives clear for fire department.

Responsibilities:

• LIC: o Report to East entrance. o Take instruction from fire department. Only the fire department can authorize re-

entry into the building. o Inform Customer Services Manager or Lead in the West parking lot when people

may return to the building. o Instruct staff to re-enter building before patrons; staff should be ready to help at

desks as soon as possible.

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• Building Services and Safety: o Check that elevators are empty. o Evacuate all areas, shutting doors tightly. o Meet with first responders and LIC near East entrance.

• Customer Services Manager or Leads:

o Staff the West parking lot meeting area and wait for further instructions from LIC.

• Desk Staff: o Encourage people to leave the building and help anyone needing to go to an

area of rescue assistance. o If a patron refuses to evacuate, staff should exit the building and report the

location and description of the patron to the LIC.

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INJURIES OR MEDICAL EMERGENCIES

If someone is unconscious or in serious danger:

• Dial 9-1-1 or use Vocera and say “call 9-1-1.” • Call Safety using Vocera or phone 224-601-4536.

If someone is suffering a minor injury: • Remain calm. • First-aid and spill kits are kept at each public desk. • Do not touch an injured person or come in contact with any bodily fluids. Provide any

first-aid items that can be self-applied by the injured. If needed, wear gloves and use spill kits.

• Do not admit liability or make any public statements to anyone in relation to the condition of an injured person or assume any unconfirmed facts.

Occupational Safety and Health Administration (OSHA), U.S. Department of Labor, must be contacted within 8 hours after the death of any employee as a result of a work-related incident and within 24 hours after the inpatient hospitalization of one or more employees, or an employee's amputation, or an employee's loss of an eye, as a result of a work-related incident. Contact Beth Dostert (Office 847-324-3184; Mobile 847-219-8768) as soon as possible so that OSHA can be contacted. If Beth is unreachable, contact Richard Kong (Office 847-324-3135; Mobile 847-309-1422).

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LOCKDOWN If a gun or danger is seen outside the building:

• Dial 9-1-1 or use Vocera and say “call 9-1-1.” • Call Safety using Vocera or phone 224-601-4536. • A PA Announcement should be made immediately (dial 7500 from any library phone):

Attention! The building is on lockdown. This is an emergency. Follow staff instructions. • Staff should direct patrons into an area with a lockable door. • Lock the door, silence cell phones, and turn off lights. Be quiet, remain calm, and stay

away from windows and doors. • If a building alarm sounds, it may be a lure. Leave only if you smell smoke. • Do not open doors. Police will enter and evacuate.

Building Services and Safety will lock East and West entrances, deactivate the fire alarm, and take cover.

Safety (and LIC if possible) will take cover and await instructions from police, who will either call or enter the building.

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PHONE OR VOCERA MALFUNCTION If there is a problem with the phones or the Vocera system:

• Notify Mark Kadzie o Office 847-324-3102 o Mobile 847-477-6919

• If Mark is not available, for phone issues the LIC should call Blackbox first at 847-439-5000.

o If Blackbox says the problem is not with the ShoreTel system (VOIP), call Call One at 312-225-5663 and use account 97740036746-97740036719.

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POWER OUTAGE

• The library will remain open as long as natural light and ventilation are adequate, and restrooms are available for use. Emergency lights are designed to accommodate evacuation, not long-term use. The LIC may confer with other senior staff and authorities to determine whether or not to close the library.

• Building Services and Safety o Call ComEd (800-334-7661) to report the outage and get an estimate of how long it

will last. o Secure the building. o Check the elevators for anyone stranded. Alert LIC and assure stranded patrons or

staff that help is on the way. o Discourage patrons from entering the building.

• Staff o Assist disabled patrons to an area of rescue assistance, notify the LIC, and remain

with the patrons until help arrives. o Go to Readers Services area for in-person communication from Director or LIC.

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If the outage will be prolonged and the library closes:

o Administrative Assistant will notify the bookmobile during normal business hours on weekdays. LIC will notify bookmobile during evenings and weekends.

o Notify caregivers of unattended youth. o Contact patrons signed up to attend events if possible. o Cancel 1 on 1 classes – Google calendar – diglit@skokielibrary.info p/w 5215oakton o Contact study room reservations to let them know the library is closed if possible. o If it is during the school day, notify schools so they can let their students know. o Notify staff who are scheduled to come in later in the day.

After power is restored, the following systems should be checked:

o Access Services Sierra Sierra backup tapes Automated Materials Handling (AMH) system Bibliocommons

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o Customer Services Telephone Renewal and Telephone Notification Self-Checkouts and Detection System (Bibliotheca)

o HR Adjust timesheets

o IT Vocera Security cameras SAN/Virtual environment All servers, esp. TNS, TRS, ShoreTel Phone All AV systems, esp. MR UPS at public and staff desks Xerox copier in Administration Petty AV

o Learning Experiences Check 3D printers

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Check game systems

o Building Services Staff refrigerators Toilets and sinks Timers for lights/sprinkler system (depending on season) Lights inside building Fire alarm panel HVAC systems (make sure they are reset) including pumps

o Desk Staff Restart photo copier Restart fax machine Coin box/cPads AV closet – Turn tower back on

o CME Main site/ Bibliocommons redirects to stub page Social media updates

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PUBLIC COMMUNICATION PROCEDURES

Note: LIC should attempt to contact Jane Hanna (Office 847-324-3153; Mobile 630-631-7302) for notification on library website and social media channels and Christie Robinson (Office 847-324-3126; Mobile 847-962-8213) for notification of radio and other news outlets.

If you cannot reach Jane or Christie, make sure any media messages are timely, accurate, and useful. For the most part, our emergency messages will be intended for those outside the building or vicinity.

Sample messages:

• Standby for an update on a [incident type] at the library. We’re gathering information and will provide more details when we have them.

• A [incident type] has been reported at the library. We’ll provide more details when we have them. For now, please avoid the area.

• The library is closed because of a [incident type]. Emergency personnel are on the scene. Avoid area until further notice.

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• The library is on lockdown because of a reported [incident]. Law enforcement is on the scene; we’ll provide more updates when we have them. Please avoid the area.

• The library building has been evacuated because of a [incident]. Emergency personnel are on the scene; we’ll provide more updates when we have them.

SNOW OR EXTREME COLD EMERGENCIES Deciding whether and when to close the library for a snow emergency (or when to have a delayed opening) is a subjective decision made by the director based on a number of factors. If you are the LIC during a time when the director is not present in the building, you should call the director at 847.309.1422. If you cannot reach the director, call the deputy director at 773.620.0521 or Building Services manager at 224.277.5676. Please see intranet for full procedures on how to respond to snow or extreme cold emergencies.

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TORNADOS If weather conditions might produce a tornado, a tornado watch is issued.

• Full service will be provided, when possible. • Administrative Assistant will notify the bookmobile staff during normal business hours

on weekdays. LIC will notify bookmobile staff during evenings and weekends.

If tornados have been sighted in the immediate area, a tornado warning is issued and a warning siren will sound.

• Staff will direct patrons to the tornado safety zones and stay there with patrons until the “all clear” notification.

o Public restrooms on the 1st floor under the stairwell o Storytime room and family bathrooms in Youth Services o South staff hallway and volunteer workroom o Basement o Petty Auditorium

• Assist disabled patrons to an area of rescue assistance, notify the LIC, and remain with the patrons.

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• Patrons can leave the building, but if they stay, they must remain in the safety zones

and take cover.

LIC should make the following announcements (dial 7500 from any library phone):

“Your attention, please. A tornado WARNING has been issued in Skokie. You should take cover immediately. Staff will direct you to the safety zones. Take cover immediately.” Then repeat.

Announce every 5 minutes during WARNING:

“The library is currently under a tornado WARNING. You should remain in the tornado safety zones and follow staff instructions. No services are available at this time. Thank you for your cooperation.”

End of WARNING announcement (after receiving “all clear” notification from Safety):

“Your attention, please. Thank you for your patience and cooperation. The tornado WARNING has ended. All services will resume shortly.”

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UNATTENDED CHILDREN Open Hours

• Children under the age of eight must be accompanied by an adult or someone high school age or older.

• If a child and caregiver become separated, make an overhead announcement (dial 7500) to locate the caregiver.

After Hours

• If a child under high school age is left in the library after closing, Safety and the LIC will wait with the child. Never remain alone with a child.

• Allow the child to use the library telephone. • Never drive a child home. • If a child is not picked up within 30 minutes after closing, notify police to take protective

custody of the child. • Follow similar procedures for adults with special needs.

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WEBSITE/CATALOG MALFUNCTION If there is a problem specifically with the catalog, Sierra, or Bibliocommons:

• Call Lindsay Braddy (in this order): o Office 847-324-3137 o Mobile 919-408-1862

• For problems with Sierra or the catalog only: If you cannot reach Lindsay Braddy, call Innovative at 800-444-2344. Site code is SKOKP and “Lindsay Braddy” should be used as an authorized contact.

If there is a problem with the network and the library website is down:

• Call Mark Kadzie by phone or Vocera. o Office 847-324-3102 o Mobile 847-477-6919

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MAPS Include Emergency Exits, Fire Alarms, Tornado Safety Zones, Door Numbers, and Rescue Assistance Areas.

1st Floor Map

2nd Floor Map

3rd Floor Map

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