Library Assembly Minutes: 5/15/12

Attending: Members: June DeWeese, Anne Barker, Stephen Stanton, Libby Myre, Jack Batterson, Kate Anderson, Deb Ward, Dana Houston, Mark Ellis, Gary Cox, PT Martin, Stephen Clayton, Karen Witt.  Ex Officio: Jim Cogswell, Ann Riley. Guests: Julie Rogers, Pat Jones

• Guests: Pat Jones, Julie Rogers, from Ellis Library Security, were present to address emergency procedures and Security Department activity.
  • Fire and Fire Drills in Ellis Library.
    • Emergency maps are posted in every department.
    • Exits – In an emergency and drills – walk through alarmed doors.
      • Sometimes employees hesitate.
        • Especially during drills.
    • Ground level – in addition to West Entrance, State Historical Society and through Ellis Auditorium, emergency exits are located at:
      • Loading dock (to Hitt St.).
      • Center south door (onto Kuhlman Court).
      • West corner (Toward Arts & Sciences Bldg.).
    • On 1^st Floor – Emergency exits are in each corner of 1 South.
      • North East portion of building – green stairwell out to Hitt Street.
      • North West portion of building – North Entrance and West stair case to Ellis Auditorium
    • Upper floors – The main stair ways in the center of the building.
      • The Green staircase on the East side .
      • The stairs in the west stacks.
  • Drill: Security tries to hold a drill annually – usually in Sept to coincide with campus fire prevention events.
    • Same week they burn a replica dorm room in speaker circle.
    • Jim urges branch libraries to also take part in drill.
• Fire Alarms:
  • Will sound briefly and then be turned off.
    • An officer will silence and acknowledge the alarm.
      • If a fire is in progress, the system will sound, again, automatically.
      • Otherwise, the alarm system will inform the officer where the fire alarm was triggered.
        • The officer will go immediately to that location to assess the situation.
        • If there is a legitimate emergency situation, the officer will manually sound the alarm again from the nearest wall station alarm.
        • If a false alarm, Security will make an announcement over the speaker system as soon as possible.
  • Fire trucks will be sent to the Library each time the fire alarm sounds.
    • Regardless of whether or not the alarm was deemed false or if it sounds the second time.
  • During an actual emergency, Security will make a public announcement.
    • If possible, the announcement will contain directional information, if important. (i.e. Avoid the East stair well!).
    • Due to noise/emergency, an announcement may be hard to hear.
      • Employees should have an idea of what to do in emergency (even if they cannot hear the announcement).
• Evacuations of Ellis Library: Maps/Instructions should be posted in each department (usually by the door of the main entrance to the department area).
  • Each department has an evacuation destination.
    • Once there, supervisors should count employees.
    • Security will go around to each gathering location and get counts.
    • During inclement weather, alternate (indoor) locations have been identified: Fine Arts Annex, Student Success Center and Arts& Science’s Building.
  • Disability patrons – during an emergency evacuation, patrons who cannot take the stairs should be assisted to a “closed stair” well (such as the green stairwell in Ellis Library’s northeast corner).
    • Police and Fire Department personnel on the scene should be alerted as soon as possible about the identity and location of the individual(s).
  • Informing Patrons – In Ellis Library, Security is responsible for informing patrons of emergency situations.
    • They inform the patrons of an emergency and instruct them to evacuate or take cover.
      • If the patrons resist, security leaves the patrons and continues to follow security procedures.
    • Employees may assist inform patrons, but are instructed to please not to put self in additional danger.
      • Employees are advised to leave patrons if they resist.
• Emergency Medical Situations:
  • In Ellis Library, Security asks that staff responding to a medical situation, call Ellis Library Security.
    • 2-2053 (listed on every phone in the building).
    • Security can act as first responders before the medical professionals arrive.
      • Each officer receives training as first responder.
    • Security has procedures for quickly directing and informing emergency professionals about situations in Ellis Library.
      • Ideally, an employee reporting a patron medical emergency to security can either stay with the patron or delegate someone to assist so that patrons are assured assistance is on the way.
  • Discussion ensued about patron medical emergencies:
    • More training may be needed for Library employees who encounter patrons in a medical emergency.
    • The Library has a defibrillator in security.  Security personnel are certified operators – but the machines are easy to use.
      • Security will explore the possibility of creating another defibrillator station on one of the upper floors.
    • Security suggests employees include very specific location directions when reporting a medical emergency.
      • Security will consider the suggestion to post easy-to-see direction markers of some type throughout building.
        • It is possible to find design-neutral or decorative styles of such markers.
  • Ellis Library Security Code – for discrete and immediate request for security, employees can say the code 1033 (ten-thirty-three) and the location while contacting security.

UPDATE: A different number was given out during the meeting that is only intended for Ellis Library Security Officer use – security asks that employees use and disseminate only the 1033 (ten-thirty-three) code.

• When Security hears this code, they will know that help is needed immediately.
• Security urges the same code be used throughout Ellis Library so that it is immediately recognizable to the Security Guards.
• Severe Weather
  • Recent drill went very well.
  • If you thought of any improvements while taking part in the drill, please email Pat Jones or Julie Rogers.
  • Ellis Library Security starts to monitors the weather as soon as they hear any bad weather may be on the way.
    • They use the computer and weather radio.
    • When there is a Severe Weather Watch issued, Security immediately begins to gather material and supplies.
    • If an official warning is issued, Security begins the appropriate procedure immediately.
• Active Threat – MU Police Department is creating a protocol for “active threat” situations.
  • An active threat is considered any time an individual acts in threatening manner and tries to do harm to a mass of people.
    • Can be with a weapon (gun, knife, etc.) or without.
  • MU PD developed a pilot program with Ellis Library Security.
    • Similar to the RAD (Rape Aggression Defense) training.
    • It can be intense. (Video reenactments of Columbine shooting).
    • Feedback reports that training creates awareness among participants (even in their private lives).
  • The program tries to encourage/teach action in active threat situations.
    • Research shows that a natural reaction to a threat is to hide or not act – inactivity can lead to more danger in an active threat situation.
    • Libraries, in general, are considered a potential target.
      • Because it is a public/popular place.
      • PA systems and cameras are becoming more and more an effective deterrents and defense to such threats.
  • The program continues to evolve.
    • Security is working on a way to bring the training to more employees.
      • Hopefully something this summer – Stay tuned.
    • MUPD does have courses (with active part). Go to MUPD website, to RAD section – it is free.
• Branch Libraries – Emergency procedures at branch libraries are coordinated with the related departments and building coordinators where the Libraries are located.
  • Emergency procedures vary from branch to branch.
  • If employees have questions about the procedures similar to the ones we have discussed, they should please contact their supervisors.
    • Emergency procedures should be part of employee training.
  • Employees at branch libraries should feel free to share information and ask advice from Ellis Library Security for emergency and security issues.
  • MU PD is the emergency contact (911 or 2-7201) for all the Branch Libraries except HSL – who should contact Hospital Security (882-7147).
  • Question: Can branches call Ellis Security if they have problematic patrons? (Not quite emergency, but “sketchy”…
    • A. Branches are urged to first call MUPD.
      • MU PD welcomes calls about irregular behavior.
        • At least report it.
        • Any University Department can request a drive/walk by visit by MU PD.
    • A. Sharing of information with Ellis Library Security is also encouraged.
• Other Security Activity
  • Capital improvement award/grant – for camera system.
    • Award is for more cameras – to make library safer.
    • Better DVR equipment.
    • Hope to have all installed by the Fall 2012.
    • Questions:
      • Do we record 24 hours? – yes some on motion sensors.
      • How long do we save?  Depends on how much activity is recorded.  On a busy weeks= 16-20 days.  When traffic is not so busy 5 – 6 weeks.
  • Space committee:  ELSFAC (Ellis Library Space Facilities Advisory Committee) Update – Pat Jones
    • First floor women’s restroom:
      • Should start in June and go into Sept, 2012.
      • Provost office to fund ½ of this project.
      • Auto door for disabled.
        • One will also be installed in 1^st floor Men’s room.
      • Design/colors will more closely resemble other Library themes:
        • Examples: Room 201 and Information Common.
      • Many improvements:
        • Full length mirror.
        • Extensive Discussion of hand dryers and auto flush toilets took place.
      • Women’s restroom lockers – will be moved to second floor.
  • 20 Full-sized lockers are being installed on second floor.
  • Signage – ELSFAC attempting to make signs more clear and consistent.
  • Please send ideas to Space Committee! – email Pat Jones or suggest through ELSFAC website.

• Phone tree – Jim Cogswell.
  • Inspired by September 2011 fire in Ellis Library.
  • MU Libraries to update twice a year.
    • Possibly near all staff meeting.
• Jim would also like to practice at least once per year.
  • To help verify # and procedures.
• Format lists First, Second and Third Call:
  • Does not intend to capture every employee’s number.
  • Tries to quickly communicate who to call in an emergency and who those individuals will call.
    • Alternates are also provided where possible.

• Director announcements –
  • Celebration of Service Next Monday. – Jim will ask members of Library Assembly to read top ten list.
  • Tiger spot is gone.  Campus Committee on Art and Artifacts will decide what happens to circle in front of Ellis Library.
    • MU Libraries will have a representative at meetings.
• Student Library Fee – Library will put a proposal together for a Student Fee.
  • To be voted on in the Fall of 2012.
• Budget information – with flat budget from state, the University will not be conducting lay-offs.
  • Jim expects a 2% salary pool increase.
  • Will be “merit based” as in previous years.

• Other Announcements – Staff Representative Committee survey update – PT Martin.
  • Survey had 88 responses.
  • They are compiling the data.
  • Hope to soon have data and a proposal out soon.

• Gary Cox – Reminder that some members will rotate off after next meeting.
  • Including a member of the Web Committee (Stephen Stanton) and the Recorder (Mark Ellis).

Meeting Adjourned…
Addendum: the following are suggestions and additions made by Library Assembly Member Jack Batterson.  Although I did not have an opportunity to confirm and clarify, I am including here to capture the suggestions and clarification from his notes.  Thanks, ~Mark Ellis 2011/2012 Recorder.

At the end of my notes, I wrote $800,000  (This was a figure that Jim gave during his announcements, and I cannot remember what it was – did it have something to do with the student fee?)

Ellis Security plans to offer another RAD course in July – if anyone wants to take the course sooner, can do it through the University:

http://www.mupolice.com/cp/

Julie said that there is a video on the RAD page at the MUPD Web site. I could not find that video.  Is that video still available?

It would be good to explain more what RAD means in the notes –

On page  5 about the camera in Ellis – it might be worth noting that the cameras are motion activated? I think Pat said that the new cameras will be on the upper levels of Ellis Library?

One suggestion (I think Deb Ward said this is what HSL does) was to have a sign at the entrance of the library “under a tornado watch” so library patrons know

I thought Julie was going send a library wide email about the 1033 code that security uses so everyone would know – I don’t remember getting that yet?

It might be useful to give the url to the phone tree chart? I see Phone tree within the Directories section of the staff page, just under library phone numbers. That seems to be a department phone tree that looks very different from the phone tree chart we got at the last meeting:

http://mulibraries.missouri.edu/staff/default.htm

thanks,
Jack