Emergency Closing Procedure

1. Purpose

This policy explains how Fort Erie Public Library decides to close its facilities during emergencies, including bad weather and after-hours incidents. It sets clear steps for who makes the decision, who must be contacted, and how closures are communicated to keep staff and the public safe.

2. Scope

This policy applies to all Fort Erie Public Library locations and all staff on duty. It covers system-wide closures, single-branch closures, and after-hours incidents that may require staff support.

3. Definitions

• Branch closure: When one Library branch is closed while other branches may remain open.
• Inclement weather: Severe weather that may make travel or operations unsafe (for example, heavy snow, ice, or flooding).
• System-wide closure: When all Library branches are closed.

4. Policy Statement

Fort Erie Public Library puts safety first. When an emergency affects Library operations, we will make timely decisions about closing and will communicate those decisions as quickly as possible.

System-wide emergency closures

The Chief Executive Officer (CEO) decides whether to close the Library system-wide. The CEO will consult, in this order: Board Chair, Vice-Chair, or another Board Member, if needed. The CEO will consider the following factors:

• Weather forecast /alerts
• Road and sidewalk conditions
• School and public transit status
• Status of Town departments and other public institutions

Local branch closures and after-hours incidents

Branch-level emergencies: When an emergency happens at one branch, staff on duty may request that the branch close. The staff member in charge must contact, in this order, until they reach someone: CEO, Business Administrator, Board Chair, Vice-Chair, or another Trustee.

Closures longer than one day: If a branch is expected to be closed for more than one day, the CEO will inform the appropriate Town Council member and will provide updates as needed.

After-hours situations: For emergencies (for example, fire or alarm activation), first contact the CEO or Business Administrator, then the Board Chair if Management is unreachable. For non-emergency after-hours situations, use the same order of contact. Local staff may then be contacted to respond and/or assess the situation.

5. Responsibilities

• Board of Trustees: Supports the CEO in making system-wide closure decisions when consulted, and reviews this policy as needed.
• CEO: Decides on system-wide closures, coordinates after-hours response, notifies the Town Council member when closures are prolonged, and ensures closures are communicated.
• Business Administrator: Fill the role of the CEO in their absence
• Supervisors (or staff in charge): Monitor local conditions, request branch closures when needed, and follow the contact order in this policy.
• Employees/Volunteers: Follow closure instructions, put safety first, and report urgent building issues to the staff member in charge.

6. Compliance & Consequences

All staff are expected to follow this policy and any closure instructions issued by the CEO (or designate). Not following safety directions or contact procedures may lead to follow-up, coaching, or discipline, depending on the situation and in line with Library procedures.

7. Communication

Closure information will be shared with staff as soon as possible using approved internal channels (including Rise). Public closure notices will be posted through the Library’s standard public communication channels. An updated copy of the Policy Manual will be kept in SharePoint and at the circulation desk.

8. Related Documents

• Occupational Health and Safety Act
• 2.1.2 Accessibility (Executive Limitations)
• 3.1.2 Statement of Service Goals
• 6.1.09 Weather Related Library Closure
• Fort Erie Public Library Board $ CUPE 2220 Collective Agreement
• Emergency Response Procedures

9. Anticipated Review Date

This policy will be reviewed every four years to ensure relevance, effectiveness, and alignment with legal and organizational changes. The next scheduled review is May 2030.