EMERGENCY PROCEDURES

When it is necessary to evacuate a building, or when a branch will be out of contact for any reason, please make every effort to contact one branch to apprise them of the situation. The initial contact will then notify all other locations.

During an emergency evacuation telephone calls, other than to 911, should be made from outside the building.

Fire Emergencies

All locations are equipped with fire alarm systems that protect the buildings 24 hours a day. The Downtown Library is also equipped with an automatic sprinkler system. However, because there is no such thing as a fireproof building we must have a plan to deal with fire and other emergencies. In a fire emergency, there are basic items you should know and things you should do.

What You Should Know:

1. Location of the emergency fire exits.
2. Location of the red fire alarm boxes (on each floor at the Downtown Library).
3. Location of the fire extinguisher nearest your work station.
4. Who the Floor Captain is (Downtown Library only)–the person in charge of each floor during an emergency. Floor Captains are designated as follows:
   1. First Floor: Highest-ranking staff person in the Support Services department.
   2. Second Floor: Senior librarian on duty, as designated by the Downtown Library Manager.
   3. Third Floor: Senior librarian on duty, as designated by the Downtown Library Manager
5. Who the Building Captain is–the person in charge of the branch during an emergency. At the Downtown Library the Building Captain is the Downtown Library Manager or the senior librarian on duty as designated by the Downtown Library Manager. At the branch libraries the Building Captain is the Branch Manager, the supervising librarian on duty, or the highest-ranking employee on duty.

What You Should Do

1. If you discover a fire, you should confine the fire by closing the door; immediately activate the fire alarm system by pulling the red fire alarm box (this will automatically trigger notification to the Fire Department).
2. Take steps to fight the fire if possible. DO NOT BE HEROIC. If the fire is too much to handle, evacuate the building.
3. If you are not involved in fighting the fire, immediately go to the nearest emergency exit and leave the building when you hear the alarm ringing. Be sure customers exit with you. The skywalk at the Downtown Library is not the preferred exit and in some emergency situations may be blocked by accordion doors. If the exit is open customers should be encouraged to go down the stairs and out the front door, however, it is acceptable to allow customers exit through the skywalk. AT THE DOWNTOWN LIBRARY DO NOT USE THE ELEVATORS, USE THE EXIT STAIRWAYS.
4. Moving customers along with you, clear the building and move quickly to the designated gathering place for your location. Please be sure that customers, together with staff, move away from the building, taking care not to interfere with emergency vehicle access. Please remain with your work group, a head count will be made by department, and further instructions will be given as needed. DO NOT LEAVE THE DESIGNATED GATHERING PLACE UNLESS INSTRUCTED TO DO SO.
   • Downtown – Cross Lincoln Street and gather on the sidewalk along Spokane Falls Blvd behind River Park Square.
   • East Side – Cross the parking lot and gather on the grassy area by the Community Center garage or on the sidewalk bordering the grassy area.
   • Hillyard – Move past the library parking lot and gather on the sidewalk along Cook Street.
   • Indian Trail – Gather in the southwest corner of the parking lot.
   • Shadle – Gather on the south side of the parking lot near the dumpster.
   • South Hill – Gather along the south side of the parking lot.
5. At the Downtown Library disabled persons may remain in the building positioned near an emergency exit or inside the stairwell. Emergency stairwells are fire safe for two hours and are designed to remain smoke free. The staff assigned to check floors should escort the person to the nearest emergency exit, apprise them of safety issues, and inform the Floor Captain of the disabled person’s whereabouts. A staff person who wishes to do so may remain inside the building with a disabled person. 

Bomb Threat

The following will be considered authorized instructions to be followed in the event of a bomb threat.

1. Inform the Building Captain (or the Floor Captain, who will then notify the Building Captain). The Building Captain will notify Library Administration (444-5307).
2. The Library Director, Deputy Director, or Building Captain will alert the Police (911), and the key person at any adjacent buildings.
3. The Building Captain will give further instructions as to evacuation. If it is determined that the building is to be evacuated, leave the building through the nearest exit and move quickly to the designated gathering place for your location, being certain that customers also exit and move away from the building with you. Leave equipment as it is, do not stop to turn equipment off or on. Do not stop to gather personal belongings.
   
   At the Downtown Library disabled persons may use elevators to exit the building during a non-fire emergency. If the elevators are not functioning, or are unsafe, disabled persons may remain in the building positioned near an emergency exit or inside the stairwell. Staff should escort the person to the nearest emergency exit and inform the Floor Captain or the Building Captain of the disabled person’s whereabouts. A staff person who wishes to do so may remain inside the building with a disabled person.
   
   DO NOT LEAVE THE DESIGNATED GATHERING PLACE UNTIL YOU ARE INSTRUCTED TO DO SO.
   The Police or other emergency personnel will determine when it is safe to re-enter the building. Designated gathering places are as follows:
   • Downtown – Cross Lincoln Street and gather on the sidewalk along Spokane Falls Blvd behind River Park Square.
   • East Side – Cross the parking lot and gather on the grassy area by the Community Center garage or on the sidewalk bordering the grassy area.
   • Hillyard – Move past the library parking lot and gather on the sidewalk along Cook Street.
   • Indian Trail – Gather in the southwest corner of the parking lot.
   • Shadle – Gather on the south side of the parking lot near the dumpster.
   • South Hill – Gather along the south side of the parking lot.
4. In the case of a bomb threat, the Building Captain, or the Floor Captains at the Downtown Library, will direct one person in each department familiar with the surroundings to conduct a search for suspicious articles (see Appendix C for instructions regarding the search).

Other Emergencies

The following will be considered authorized instructions to be followed in the event of other emergency situations. Panic buttons, which automatically alert the police when activated, are located at many of SPL’s service desks. You should be aware of their location in your branch. The panic button should be activated if you feel threatened or unsafe, are unable to dial 911, and you believe the police should be summoned. Otherwise, proceed as follows:

1. If you feel threatened or see that another staff person is in danger, dial 9-911. If possible and prudent, seek cover or leave the building.
2. If an unusual situation exists and you do not feel immediately threatened, inform the Building Captain (or the Floor Captain, who will then notify the Building Captain). The following procedures should then be followed:
   • The Building Captain will notify Library Administration (444-5307).
   • The Library Director, Deputy Director, or Building Captain will alert emergency personnel and the key person at any adjacent building, if necessary.
   • The Building Captain will give further instructions as to evacuation. If it is determined that the building is to be evacuated, leave the building through the nearest exit and move quickly to the designated gathering place for your location, being certain that customers also exit and move away from the building with you. Leave equipment as it is, do not stop to turn equipment off or on (this is especially important if there are unusual odors, such as a gas smell). Do not stop to gather personal belongings. Do not leave the designated gathering place until you are instructed to do so. The Police or other emergency personnel will determine when it is safe to re-enter the building. Designated gathering places are as follows:
     • Downtown – Cross Lincoln Street and gather along Spokane Falls Blvd behind River Park Square.
     • East Side – Cross the parking lot and gather on the grassy area by the Community Center garage or on the sidewalk bordering the grassy area.
     • Hillyard – Move past the library parking lot and gather on the sidewalk along Cook Street.
     • Indian Trail – Gather in the southwest corner of the parking lot.
     • Shadle – Gather on the south side of the parking lot near the dumpster.
     • South Hill – Gather along the south side of the parking lot.
   • During a non-fire emergency, disabled persons may use elevators to exit the building. If the elevators at the Downtown Library are not functioning, or are not safe to use, disabled persons may remain in the building positioned near an emergency exit or inside a stairwell. Staff should escort the person to the nearest emergency exit and inform the Floor Captain or the Building Captain of the disabled person’s whereabouts. Staff should only carry a disabled person from the building in a life-threatening situation, or if there is a serious, wide-spread event that makes it unlikely that help will arrive in time to remove everyone. When in doubt, ask the person how they wish to be helped.

Unscheduled Building Closures

Should unusual or unforeseen events disrupt normal operations, the Spokane Public Library may be required to close some or all facilities. Such events may include weather-related emergencies, natural disasters, widespread power outages, pervasive and persistent computer disruptions, disruption of data or telecommunications transmission, or other events that disrupt the ability to conduct normal activities.

The Library Director, Deputy Director, or designated staff will determine whether extraordinary conditions warrant closing one or more library facilities. The closure of City Hall is one factor that will be considered. In the case of a closure the following will apply:

Internal Communication

1. Should City Hall close, the library switchboard (444-5300) will be notified. The library switchboard will then notify the Library Director or designee.
2. Library Administration will notify all locations regarding any library closure(s).
3. Library Administration will also notify City Hall of any library closure(s) (Executive Assistant to the Mayor, 625-6276; Executive Assistant to the City Administrator, 625-6267; or the Mayor’s office reception, 625-6758).
4. The Library Director will notify members of the Administrative Management Team (A-team) at the time of closure and by 7:00 a.m. each day that a closure remains in effect.
5. The A-team and the branch and department managers will be responsible for notifying affected staff of closures or resumption of library services. In order to facilitate notification, telephone trees will be distributed and updated monthly.
6. If possible, management staff should contact the staff on their phone tree daily and should check their office voicemail from home for updates during an extended closure.
7. A recorded message (444-5421) will be activated for staff to call to determine the status of library operations. Managers and supervisors may leave updated voicemail messages for the Library Director at 444-5305.
8. In the event that telephone service is not available, library staff will be responsible for monitoring television and/or radio broadcasts to determine library closures. Radio stations KXLY AM 920 kHz or KXLY FM 99.9 mHz are recommended. Staff are encouraged to have a battery-operated radio available in case of a power failure.

External Communication

1. If a single branch or the entire system closes, signs will be posted to that effect. A sign should also be posted on the book drop indicating either that materials may be returned at other locations, or if the entire system is closed, that fines will be waived during the period of closure.
2. Telephone messages will be altered to indicate the reason for the closure and when it is anticipated that the building(s) will reopen.
3. The Library Director and the Communications Coordinator will be the media contacts in the event of an emergency and will notify the media of all closures.

Other Staff Duties

1. Essential staff will be designated on a case by case basis and will remain on duty. All other staff will be released at the time of closure.
2. Certain essential staff, as designated, will remain “on call” for the duration of the closure. Essential staff may also be designated to remain on call during critical periods other than closures, as determined by the Library Director.
3. During any closure Branch Managers will be responsible for securing the branch, posting signs on entrances and on the book drop regarding the closure, and locking the book drop if necessary and prudent. Branch managers will be responsible for checking the branch daily to ensure that it is secure, safe from damage, and that bookdrops are either emptied or locked.

Compensation During Emergency Closures

1. Staff members who have reported for their shift prior to closure, or who have been notified not to report, will receive full pay for their scheduled work hours on the day of closure. This is not considered an added benefit and no distinction will be made between staff members in regard to the number of hours worked on the day of closure.
2. If an emergency has not been resolved by the next regular work day and libraries cannot resume normal operations, the following will apply:
   • If all libraries are closed, all staff will remain in a paid status for up to three days. Library administration may authorize an extension of paid emergency leave beyond three days depending on circumstances. The time will be reported as Emergency Leave (080) on the time card and will not be charged against leave accruals. If the emergency necessitating the closure has not been resolved within three days and library administration has not authorized additional emergency leave time, employees may draw upon vacation, floating holiday, compensatory time or personal leave to remain in a paid status, or may at the employee’s option take unpaid leave. Those employees who have no leave accruals will be on an unpaid leave of absence until some or all libraries re-open, or until a layoff notice is issued.
   • Should some library facilities remain open, staff may request reassignment, or may be directed to report to another location. Staff may be assigned work duties outside their normal job description during an emergency. Employees should contact their branch or department manager for instructions. Those employees who have not been reassigned to another location, and who do not request reassignment, may draw upon their vacation, floating holiday, or compensatory time balances to remain in a paid status or may, at the employee’s option, take unpaid leave.
3. Time spent “on call” is not considered work time and will be compensated as in items number one and two, above. Any employee who is receiving Emergency Leave pay may be called back to work at any time during normal work hours and will receive their regular rate of pay for the actual hours worked. Once emergency leave is exhausted, the following will apply:
   • Represented staff who are called in to work during an emergency closure will be compensated for call-in time as specified in the contract with Local 270.
   • Management and professional staff will report as time worked the actual time, to the nearest hour, spent performing any required duties.

Designation and Duties of Building Captain:

At the Downtown Library the Building Captain is the Downtown Library Manager or the senior librarian on duty as designated by the Downtown Library Manager. At the branch libraries the Building Captain is the Branch Manager, the supervising librarian on duty, or the highest-ranking employee on duty.

The duties of the Building Captain during an emergency situation will include the following:

• Notify others, including those of the following appropriate to the situation:
  • Fire: 911
  • Police: 911
  • Medical Emergency: 911
  • Library Administration (8:00-5:00): 444-5307
    After Hours (in this order, per the current Emergency Contact Phone List):
    
    • Branch Manager
    • Manager, Facilities & Maintenance
    • Deputy Director, Support Services
    • Library Director
  • Nordstrom, Manager: 455-6111 (Ext 1200)
  • River Park Square Management: 456-3413
• In the absence of the Library Director or a designee, serve as contact person with fire/police personnel. Determine whether evacuation is necessary.
• Work with maintenance personnel to provide necessary access/information to emergency personnel.
• Coordinate building evacuation.
• At the branches:
  • Take employee schedules and the list of who to call in an emergency (on the clipboard at the reference desk) if the building is evacuated.
  • Assign someone to perform a sweep of the building to determine that everyone has exited.
  • Assign someone to perform a head count at the meeting area.
  • Assign someone to call the Downtown Library and apprise them of the situation.
• At the Downtown Library:
  • Keep Floor Captains informed.
  • Be familiar with elevator operations during an emergency and their primary and secondary reporting locations.
  • Be familiar with the location and operation of elevator and second floor accordion doors during an emergency.
  • Assign someone to call one branch library to apprise them of the situation.
• Be familiar with procedures for handling a bomb threat.
• Be aware of the location of emergency exits, fire extinguishers, fire alarms, mechanical closets, etc.
• Be familiar with recommended procedures for conducting a search and handling suspicious packages.
• Be aware of the location of first aid kits, and keep first aid certification current.

Designation and Duties of Floor Captains:

At the Downtown Library Floor Captains are the most senior librarian on duty on the second and third floors. For the first floor, the highest-ranking staff person in the Support Services department is Floor Captain during normal business hours. After 5:00 p.m. and on Saturdays the Second Floor Captain assumes responsibility for the first floor.

The responsibilities of Floor Captains during an emergency situation include the following:

• Notify the Building Captain of any emergency situation.
• Liaison with the Building Captain.
• If the building is evacuated, take employee schedules and the list of who to call in an emergency (on the clipboard at the second floor desk).
• Perform, or assign someone to perform, a sweep of the floor to ensure that everyone has evacuated the building.
• Perform, or assign someone to perform, a head count at the meeting area (cross Lincoln Street and Spokane Falls Blvd, gather on the sidewalk in front of City Hall).
• If necessary and prudent, assign someone to watch the doors, including the parking garage entrance and exit (especially during a drill).
• During a bomb threat, assign staff who are familiar with the area to conduct a search (if necessary). Book drops should be included in the search.
• Be aware of the location of emergency exits, fire extinguishers, fire alarms, etc.
• Be familiar with elevator operations during an emergency and their primary and secondary reporting locations.
• Be familiar with the location and operation of elevator and second floor accordion doors during a fire alarm. Perform, or assign someone to perform, a check of the elevator vestibules during a fire alarm, releasing anyone who remains within the vestibule.
• Be familiar with procedures for handling a bomb threat.
• Be familiar with recommended procedures for conducting a search and handling suspicious packages.
• Be aware of the location of first aid kits, and keep first aid certification current.

Attached are the following documents, which should be made available to any and all employees for their information:

A. City of Spokane BOMB THREAT REPORT – gives important thoughts on receiving calls and getting as much helpful information as possible. A copy should be available at all service desks and/or reception areas.

B. Spokane Police Department Public Information Bulletin, RECOMMENDATIONS FOR HANDLING PACKAGES OR LETTERS THOUGHT TO CONTAIN EXPLOSIVES.

C. Spokane Police Department, TIPS ON “THE SEARCH.”

D. List of Spokane Public Library fire extinguisher locations.

E. List of Spokane Public Library first aid kit locations.

F. List of emergency pull stations and panic buttons at each location.

G. List of emergency exits at each location.

H. Explanation of Downtown Library elevator and emergency accordion door operation during a fire alarm.

A Bomb Threat information worksheet is available on the staff intranet.

SPOKANE POLICE DEPARTMENT: PUBLIC INFORMATION BULLETIN

RECOMMENDATIONS FOR HANDLING PACKAGES OR LETTERS THOUGHT TO CONTAIN EXPLOSIVES

If a package or letter should come to you attention as possibly containing an explosive device; you should take the following precautionary measures:

1. Don’t move it
2. Don’t attempt to open it
3. Call Crime Check
4. Cause the immediate area to be evacuated

You can help the police department by noting: 

1. The time of delivery of the item
2. How it was delivered
3. Who delivered it, including a description if the person’s identity is known
4. Any unusual wrappings
5. The return address
6. The postmark
7. The name and address of the person mailed to
8. The spelling of the name and address of the person mailed to, if it is not correct
9. Any unusual size and/or weight

If you receive such a package or letter, don’t take a chance-call Crime Check at 456-2233. 

Spokane Explosive Disposal Unit information verified June 2003

C. TIPS ON “THE SEARCH”

As soon as the “word” had been received (don’t say “bomb threat,” use some decided upon code), begin the search. The search will not be a true, thorough search, as that would take hours to properly conduct, but should be a surface search that should not take over five minutes of the searcher’s time. The search should be conducted in the obvious places: behind doors, under chairs, under desks, and beside cabinets. Don’t forget restrooms, stair wells, entrances, delivery areas, hallways, janitor’s closets, and public meeting rooms.

This search should be made by persons with a thorough knowledge of the building and the area. The searching personnel should report their findings immediately to the responsible party, and these findings should be recorded as negative or affirmative.

If a suspicious object is identified, it should be reported immediately to the Police at 456-2233. The object could be of any type or size, from a 3″”x 5″”card box to an overnight bag.

Remember, only members of the explosive disposal unit will be permitted to handle the suspicious object. 

Fire Extinguishers

Downtown Library

Third Floor

• By NE Fire Escape
• In Reception Area
• SE by Women’s Restroom
• By SW Fire Escape
• By NW Fire Escape

Second Floor

• By NW Fire Escape
• By NE Fire Escape
• SE by Drinking Fountain
• By SW Fire Escape
• In Northwest Room

First Floor

• NE Hallway
• SE Entry to Restroom Area
• SW Gallery
• NW by Staff Entry
• Staff Room
• Computer Room
• Receiving

Basement (Paring Garage)

• Inside N. Door of W. Mechanical Room
• NW Corner by Fire Escape
• Inside S. Door of W. Mechanical Room
• Outside S. Door of W. Mechanical Room
• By Entry to Elevator
• NW Corner by Bike Room
• Inside NE Mechanical Room
• Inside SE Mechanical Room
• Inside Boiler Room
• Inside the Main Power Room

East Side

• Workroom, across from manager’s office
• Meeting room, on the north wall
• Staff room, on the north wall

Hillyard

• On the south wall, adjacent to the change machine
• On the northeast wall, adjacent to the pamphlet file

Indian Trail

• Outside the south workroom door on the southwest wall
• Outside the north workroom door near the circulation desk
• On the southwest wall, near the photocopier

Shadle Park

• North wall by staff door
• Mechanical room, south wall
• Children’s area, east wall by meeting room door
• By west emergency exit door

South Hill

• By southwest emergency exit
• Meeting room, across from the closet
• Near the entrance to the staff room
• Children’s area, around the corner from the copier

Outreach

• In each mobile unit

Maintenance Van

• On vehicle

First Aid Kits

Include bandages, compresses, adhesive tape, ammonia inhalants, eye pads, green soap swabs, scissors and forceps, wound wipes, gauze compresses, triangular bandages, CPR microshield mouth barrier, plastic gloves, and instructions for use.

Downtown Library

Third Floor

• Administration
• Children’s Room
• Reference Desk

Second Floor

• Circulation Desk
• Reference Desk

First Floor

• Staff Room
• Loading Dock

Basement

• Parking Shed
• West Mechanical Room

East Side

• Workroom
• Maintenance Closet
• Meeting Room

Hillyard

• Circulation Desk
• Staff Room
• Meeting Room

Indian Trail

• Workroom

Shadle Park

• Staff Room Workroom

South Hill

• Workroom
• Staff Bathroom

Outreach

• Each mobile unit

Maintenance Van

• On Vehicle

Emergency Pull Stations 

Downtown Library

Third Floor

• By NE Fire Escape
• By SW Fire Escape
• By NW Fire Escape

Second Floor

• By NE Fire Escape
• By SW Fire Escape
• By NW Fire Escape

First Floor

• Receiving Area
• By Front Entry (coming down stairs)
• By SW Fire Escape
• By NW Staff Entry

Basement (Parking Garage)

• By NW Fire Escape
• Inside N. Door to W. Mechanical Room
• Inside S. Door to W. Mechanical Room
• Inside Boiler Room
• By NE Exit Gate
• Inside NE Mechanical Room
• Inside SE Mechanical Room
• Inside Main Power Room
• By Stairwell Leading to First Floor

East Side

• Entryway, near the main entrance
• West wall, next to the emergency exit
• Workroom, next to the staff exit

Hillyard

• Lobby, on wall next to pay phone
• Workroom, next to the staff door
• West wall, near the emergency exit

Indian Trail 

• Entryway, north wall
• East wall, near the emergency exit
• Workroom, near the staff entrance

Shadle Park

• Lobby, near the drinking fountains
• West wall, near the emergency exit

South Hill 

• Meeting room, near the emergency exit
• Southwest corner, near the emergency exit
• Lobby, near the pay phone
• Workroom, near the staff exit

Emergency Panic Button Locations

East Side

• Circulation Desk
• Manager’s Office

Hillyard

• Circulation Desk
• Reference Desk

Indian Trail

• Circulation Desk
• Reference Desk

Shadle Park 

• Circulation Desk
• Reference Desk

South Hill

• Circulation Desk
• Reference Desk

Emergency Exits

Downtown Library

Third Floor

• NE Stairwell
• NW Stairwell
• SW Stairwell

Second Floor

• NE Stairwell
• NW Stairwell
• SW Stairwell

First Floor

• NE Exit
• SE Exit (Main)
• SW Exit
• NW Exit

Basement (Parking Garage)

• NW Stairwell to First Floor Exit
• NE Exit Gate
• SE Stairwell to First Floor Exit

East Side

• Main Entry/Exit
• West Wall
• Workroom, staff exit

Hillyard

• Main Entry/Exit
• West Wall
• Workroom, staff exit

Indian Trail

• Main Entry/Exit
• East Wall
• Workroom, staff exit

Shadle Park

• Main Entry/Exit
• Southwest Corner
• Workroom, staff exit

South Hill 

• Main Entry/Exit
• Southwest Corner
• Meeting Room
• Workroom, staff exit

Downtown Library Elevator and Emergency Accordian Door Operation During a Fire Alarm

Each building elevator has a “Primary” and a “Secondary” reporting location during a fire alarm. Each elevator reports to its “Primary” location unless the fire alarm system is reporting an activated fire alarm device in the “Primary” location, in which case the elevator automatically reports to the “Secondary” location. The activated device may be a fire alarm pull station, a smoke detector, or a water flow switch in the sprinkler system. Once the elevator reports to its “Primary” or “Secondary” location, the elevator door opens and remains open until the fire alarm system is reset. Following is a listing of the elevators at the Downtown Library and their primary and secondary reporting locations:

Elevator ‘A’

• Primary Location: First Floor
• Secondary Location: Parking Level

This is the public elevator with stops at the parking level, the first floor lobby, and the second floor lobby. 

Elevator ‘B’

• Primary Location: Second Floor
• Secondary Location: Third Floor

This is the public elevator that travels to the second and third floors.

Elevator ‘C’

• Primary Location: Second Floor
• Secondary Location: Third Floor

This is the staff elevator that travels to the first, second, and third floors. 

Elevator ‘A’ (the public elevator that stops at the parking level, the first floor lobby, and the second floor lobby) has accordion doors on the first and second floor which close automatically during a fire alarm, blocking access to the vestibule. These doors may be opened from the outside by pressing the small panel located in the middle and on the left side of the door. The doors may also be opened manually from the left or the right, however it does take a considerable amount of force to do so.

A similar accordion door closes behind the second floor circulation desk, blocking exit through the skywalk. This door must remain closed during an emergency situation. Customers should be directed to the nearest approved emergency exit (the skywalk is not an emergency exit). When the alarm is identified and cleared the doors may be opened. The control panel is located in the second floor lobby to the right of the door.