Approved June 9, 2020
The Mackinac Island Public Library takes the health and safety of employees very seriously and will remain vigilant in efforts to mitigate workplace exposure to the Covid 19 virus. This plan was developed in accordance with Governor Whitmer’s Executive Order 2020-59, the U.S. Department of Labor Occupational Safety and Health Administration (OSHA) Guidance on Preparing Workplaces for Covid-19 (OSHA 3390-03-2020) and recommendations of the Centers for Disease Control (CDC). It is also acknowledged that the Covid-19 Pandemic is an evolving situation as more is learned about the virus. As a result, these guidelines are subject to change and modification pursuant to legal requirements. The provisions of this Exposure Prevention, Preparedness and Response Plan shall apply to all employees and any person entering or providing services of the Library. The Plan will remain in effect until rescinded by the Mackinac Island Public Library Board of Trustees.
Coronavirus Disease 2019 (Covid-19) is a respiratory disease caused by the Sars-CoV-2 virus. It is considered highly contagious. To mitigate the impact of Covid-19, provisions have been put in place to reduce exposure to employees and citizens. It is important to understand how Covid-19 spreads. The virus is thought to spread mainly from person to person including:
Between people who are in close contact with one another (within about six (6) feet);
Through respiratory droplets produced when an infected person coughs or sneezes;
It may also be possible to contract Covid-19 by touching a surface or object that has Covid-19 on it and then touching your mouth, nose, or eyes.
Responsibilities of Librarian and Employees: It is the responsibility of departments and supervisors to be knowledgeable of the Library’s Covid-19 Exposure Prevention, Preparedness and Response Plan; to implement the plan within their departments; to be aware of the specific risk level of employees based on their job responsibilities and to implement measures to mitigate that risk; and to be available to answer questions and concerns from employees. It is expected that administrative employees shall set a good example and follow this Plan at all times. This includes practicing good personal hygiene and job site safety practices to prevent the spread of the virus.
Responsibilities of Employees: It is a condition of employment for all employees to comply with the requirements of the library’s Covid-19 Exposure Prevention, Preparedness and Response Plan. As set out in this plan, the library has instituted various housekeeping, social distancing, and requirements for personal protection equipment, and other best practices to reduce exposure to Covid-19. Employees are required to comply with the following provisions:
Remain home if sick and notify their supervisor accordingly. Employees exhibiting signs of illness will be sent home.
Report to their department head or supervisor if they are experiencing any signs or symptoms of Covid-19 or if a member of their household has been diagnosed with Covid-19. Signs and symptoms of Covid-19 include coughing, fever, shortness of breath, difficulty breathing, chills, body aches, sore throat, headache, diarrhea, nausea/vomiting, loss of sense of smell or taste, and profound fatigue.
Employees must practice good hygiene which includes frequently washing hands with soap and water for at least 20 second. When soap and water is not available, use an alcohol based hand sanitizer with at least 60% alcohol content.
Avoid touching your eyes, nose, and mouth with unwashed hands.
Follow appropriate respiratory etiquette which includes covering your nose and mouth with a tissue or the inside of your elbow when you cough or sneeze. Throw used tissues in the trash and immediately wash hands with soap and water for at least 20 seconds. If soap and water are not available, use hand sanitizer containing at least 60% alcohol.
Whenever possible and unless required by your job, avoid close contact with people that are sick.
Follow the social distancing and personal protection equipment guidelines contained in this plan.
Regularly clean and maintain personal protective equipment provided to employees by the City.
Regularly clean and sanitize work areas, tools, and equipment as provided for in this plan.
Workplace Protective Measures: The following measures shall be implemented at all worksites and adhered to by all employees.
Any employee showing symptoms of Covid-19 will be asked to leave the workplace and will not be allowed to return until symptom free for a minimum of three consecutive days or until the employee can document that they are experiencing a non-contagious medical condition.
If needed, the Library may implement a Covid-19 screening process which may include temperature checks and questions about any symptoms employees are experiencing and potential contact with any persons diagnosed with Covid-19.
Whenever possible, Library business shall be conducted electronically via e-mail, phone or through meeting platforms such as Zoom. If an in-person meeting is required, participants must observe social distancing measures and the meeting room must be sanitized at the conclusion of the meeting.
Employees must avoid physical contact with others and shall direct others, including co-workers, citizens, and contractors, to maintain social distancing standards where possible.
Employees shall stagger breaks and lunches whenever possible to reduce the size of any group at any one time to less than ten (10) people in break rooms. Social distancing shall be observed during lunches and breaks.
To the extent possible, sharing of tools and equipment shall be prohibited. If sharing is necessary, the tools and equipment should be cleaned with alcohol based wipes before and
after each use. Employees should consult with manufacturing recommendations for the proper cleaning techniques and restrictions.
Employees shall be required to wear face masks in public spaces and in areas where social distancing is not possible. For purposes of this policy, public spaces shall mean any area in which the public has frequent access or any space in which social distancing cannot be achieved. Social distancing shall be defined as maintaining a distance of at least six (6) feet between parties. Private offices and work areas are not considered public spaces unless other individuals enter the office and social distancing cannot be achieved.
Employee Illness or Exposure to Covid-19:
Illness: Employees that are ill are required to stay home and seek appropriate medical attention. Said employees must notify their supervisor as soon as possible of the illness via phone, text message or e-mail. Employees reporting to work ill shall be sent home. During the pandemic event, employees that become ill with Covid-19 will be compensated as stated in the City of Mackinac Island’s Employee Rights Paid Leave and Extended Family and Medical Leave, under the Families First Coronavirus Response Act. Before returning to work, employees with Covid-19 must be symptom free for at least three (3) consecutive days or be cleared to return to work by their physician.
Notification of Exposure: The Library will notify employees of any known exposure to Covid-19.Employees are required to comply with any quarantine recommendations after being exposed to the pandemic event.
Exposure & Quarantine: Employees that have been exposed to an infected or quarantined individual and are advised by their medical provider to stay home and self-quarantine. During the quarantine period, the Library will allow employee to work remotely if at all possible. If for some reason remote work cannot be performed, the Library will compensate full-time employee as stated in the City of Mackinac Island’s Employee Rights Paid Leave and Extended Family and Medical Leave, under the Families First Coronavirus Response Act. Before returning to work, employees with Covid-19 must be symptom free for at least three (3) consecutive days or be cleared to return to work by their physician.
Social Distancing: Social distance shall be observed at the Library facility until otherwise determined by the County, State, or Federal government. Social distancing requires that each employee:
maintain a distance of at least six (6) feet from other people;
do not gather in groups;
stay in assigned work area and within individual workspaces as much as possible except when entering/leaving the building, using restroom, work room, or to complete a job task;
No attending or hosting of in-person meetings.
Personal Protective Equipment & Work Practice Controls: To mitigate the exposure risk to Covid-19, the Library will provide the following personal protective equipment. The specifications of this equipment shall be determined by the nature of the job performed.
Gloves: The type of glove to be worn will be determined by the nature of the tasks to be performed. If gloves are not typically required for a task, then any type of glove is acceptable, including latex or vinyl gloves. Employees should not share gloves.
Face Masks: N-95 masks or similar masks meeting State safety requirements will be provided if required by the job tasks. All other employees will be provided with reusable washable face masks. Employees shall be required to wear face masks in public spaces and in areas where social distancing is not possible. Employees who must enter non-public spaces such as a private office or work space of other employees will be required to wear face masks. For purposes of this policy, public spaces shall mean any area in which the public has frequent access or any space in which social distancing cannot be achieved. Social distancing shall be defined as maintaining a distance of at least six (6) feet between parties. Private offices and work areas are not considered public spaces unless other individuals enter the office and social distancing cannot be achieved.
Workplace Modifications: All work sites must be evaluated to determine risk exposure and modifications that should be implemented to mitigate this risk. These modifications may include:
Installation of barriers/sneeze guards at customer service counters
Removal of all publications, information, fliers, etc. in public areas;
Installation of signage to direct the public on social distancing requirements, hand sanitizing stations, etc.
restructuring of work areas, and/or work tasks to ensure social distancing measures are possible.
Workplace Cleaning & Disinfecting: All areas of the library will be properly cleaned and sanitized prior to reintroducing staff to the facility. All offices will be provided with cleaning and sanitizing products to use to fulfill employee responsibilities as described below.
All common areas will be cleaned and sanitized on a regular basis utilizing products identified by OSHA & the CDC as effective for eliminating Covid-19. Common areas include, but are not limited to, the following:
o door knobs push bars, handles, and panels
o light switches
o stair rails
o drinking fountain
o tables and chairs
o employee break room/work room and includes microwave, refrigerator, beverage machine, tables & chairs;
o Plexiglas barriers/sneeze guards
o Shared office equipment such as copiers
Employee Cleaning & Sanitizing Responsibilities: Employees shall be responsible for cleaning and sanitizing their personal work areas as per the following:
Clean personal work spaces on a regular basis. Specifically, the following surface areas should be cleaned at least daily and more frequently if shared:
o computer keyboard & mouse
o desk surface and drawers
o For employees with their own offices: light switches, doors, and door handles.
Avoid using other employee’s supplies, equipment, phones, etc. If it is necessary to share equipment, clean before and after each use.
Clean common areas after each use. For example, wipe down counter after servicing a customer, tables & chairs in conference rooms, etc.
when using copy machine, wipe down before and after each use.
If eating in break room, wipe down all surfaces used (chair, table, countertop, microwave buttons, fridge handle, etc.). Do not provide communal food and beverages and refrain from sharing serving utensils.
Cleaning and Disinfecting if someone is Symptomatic: If an employee has developed symptoms of Covid-19, the areas used by the employee must be cleaned and disinfected prior to being used again. Access to the area(s) should be closed off until the disinfecting has been completed. Clean and disinfect all areas used by the symptomatic person including offices, restrooms, common areas, shared electronic equipment, etc.
Reintroduction of Employees and the Public into City Facilities:
The Librarian shall determine when employees return to the worksite and when Library building is reopened to the public. It is anticipated that the return to work and public access to Library facilities will be achieved in stages based on State and Federal mandates and the ability to achieve social distancing requirements.
Prior to employees returning to work, any necessary measures to reduce risk exposure shall be implemented. Prior to commencing work, employees returning to work, shall clean and sanitize all work areas, vehicles and equipment. Employees will be advised of mandatory social distancing practices, use of personal protection equipment, and other measures implemented to reduce risk exposure. These measures may include staggered shifts, staggered breaks and lunches, continuation of remote work arrangements, and other strategies to limit the number of employees working together.
Before allowing access to the public, all Library facilities shall implement the following measures:
Post signage with social distancing requirements and directions including the requirement to wear masks.
Provide social distancing markings at counters and service areas.
Installation of barriers at counters and service areas.
Once a facility is reopened to the public, face masks will be required to enter as long as social distancing measures are required. In addition, at the librarian’s discretion, the following measures may also be required:
Screening of visitors through observation of Covid-19 symptoms. All concerns regarding symptomatic visitors or unsafe behavior shall be reported to supervisors.
Requiring temperature checks of visitors entering the facility.
Limiting/regulating the number of visitors permitted to enter. The number of individuals permitted to enter could change periodically based upon the incidents of Covid-19 in the community and on changes in recommended practices.
On-site Meetings: Whenever possible, Library business shall be conducted via e-mail, phone and electronic meeting platforms. When on-site meetings are required, social distancing measures shall be strictly enforced. The number of persons allowed at an on-site meeting shall be determined by State social distancing measures in effect at the time of the meeting. Meeting sites shall be cleaned and sanitized before and after the meeting and hand sanitizer shall be made available to all in attendance.
Offsite Meetings & Business Travel: Unless specifically authorized by the Library, no off-site meetings or business travel shall be allowed while this plan is required. When offsite meetings and business travel are deemed necessary, the employee shall observe social distancing measures.
This Exposure Prevention, Preparedness and Response Plan will be provided to all employees via e-mail prior to returning to work and will be available on the Library Web Page. Any questions regarding any provisions of the plan should be directed to Library Director or Library Board of Trustees.