Policy

The decision to move to door service or close a library location is made by the Chair, in consultation with the Library Director or their designee.

Application

The decision to change hours or close the library will be communicated to staff by supervisors, media, and/or Telephone Tree.

Procedure

1. If the decision is made to close any facility early:
   1. The Neighborhood Libraries Directors or Central Director will notify supervisors to alert affected staff, volunteers, and others of the closure.
   2. The appropriate director will also notify the Central Director's Office at 503.988.5231, and Administration Building Receptionist at 503.988.5402.
   3. As soon as word of the early closure arrives, staff should calmly notify customers of the closure and hang a sign at the entrance to the building explaining the change. The appropriate Marketing-endorsed signage(link is external) (also attached in the EPM binder) should be used: 'Building closed temporarily due to a weather emergency'; 'Building closed temporarily due to power outage.'
   4. Some customers who are expecting to be picked up may be stranded. In these cases, allow them to make a short telephone call to arrange to be picked up. If any customer is unable to contact his/her ride, try to find an alternative. The person in charge should not abandon any customer. IN NO CASE SHOULD STAFF TRANSPORT LIBRARY CUSTOMERS.
2. If the library opens as scheduled, or opens late:
   1. All County employees are expected to make every effort to report to work in order to serve the public.
   2. Two-hour grace period for late arrival only applies if the day is officially designated an inclement weather event by the County Chair, or the Department Director after communications with the Chair's Office, to allow for revised opening times.
   3. Generally, employees who do not report to work when the library is operating under normal or reduced schedules will not be paid unless absences are charged to accrued vacation leave or compensatory time (if applicable).

Inclement weather:

a. During inclement weather events, staff should call the library's closure line 503.988.5425 or check the library's website for news about closures, late opening times, etc. (The phone tree will not be used to inform staff of weather closures. Having each staff person call in to the closure line is more effective and less time-consuming than supervisors calling out to each individual.)

b. Marketing & Communications staff will work with the County to notify local media of any closures.

c. If employees feel they cannot safely report to work as a result of inclement weather, they must follow their location's reporting procedure.

Telephone tree

Library Director calls Executive Management Team

Executive Management Team members call their assigned staff areas

Library Facilities Manager calls Facilities Operations Administrators

Facilities Operations Administrators call delivery drivers, Sort Center, and Facility Security Officers

Communications Director calls the media

Appropriate Neighborhood Library Director calls:

• Central Library Administrators and Supervisors
• Facility Security Officers
• Central Library office staff

Neighborhood Libraries Director calls Neighborhood Libraries Supervisor

Neighborhood Libraries Supervisor calls:

• Branch Leaders
• Library Outreach Services Supervisor

Youth Services Coordinator calls Youth Services outreach staff

Volunteer Services Coordinator calls:

• Volunteer Services staff
• Active volunteers

Branch and Central Library Leaders call:

• Their own staffs, volunteers, and substitutes
• Guest program presenters