Hope Welty Public Library

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Disaster Plan 2007

Hope Welty Public Library Disaster Plan 2007 with 2010 updates


The Disaster Plan for the Hope Welty Public Library District was written to comply with the Department of Labor requirements.  In the writing of this plan the specific location of the library and its construction have been taken into consideration.  Natural flooding is not a disaster we anticipate.  Any water damage that we might have would come from storms or the result of a fire.  Thus there is no flooding component in this plan.  A copy of this disaster recovery plan is available at Rolling Prairie Library System and on the portable USB drive kept with the director at all times.  This plan will be reviewed on a semi-annual basis.


The purpose of this plan is to identify possible hazards in the library that could lead to a disaster.  By identifying possible hazards we have developed a prevention component to this plan that consists of a list of potential hazards and a hazard checklist that will be checked on a monthly basis.

The second purpose is preparedness.  Possible disasters have been identified, possible damage to building is listed, and a list of actions to be taken by the staff to ensure the safety of the patrons, staff, and building have been created.

The next purpose is recovery. The steps to salvage materials  have been listed.

The final purpose is community need.  In the event of a community-wide disaster, the library building will be available on an as-needed basis for services.


The Library Board of Directors is committed to providing continued library service to the community in the event of a disaster.  During the recovery from a disaster, library services will resume as soon as possible.



·        Microwave

·        Stove

·        Water Faucet


·        Paper cutter

·        Laminating machine

·        Copier

·        Windows

·        Shelves with supplies


·        Pathway to circuit breaker not left clear

·        Flammable materials (not allowed in room)

·        Furnace

·        Electrical equipment


·        Shelves with supplies

·        Cleaning supplies

·        Furnace


·        Windows

·        Furniture

·        Rugs

·        Shelves

·        Wet Floors

·        Step Stools


·        Water Faucet

·        Refrigerator

·        Coffee Pots

·        Microwave

·        Windows

·        Stove

·        Water heater

·        Furnace

·        Furniture


·        Wet Floors

·        Faucets


·        Snow/Ice Covered

·        Loose debris or objects



If the fire is small and confined to a small area (wastebasket, etc.) the fire extinguisher in the supply closet above the paper shredder, or in the kitchen above the microwave may be used.  Do not risk life to save property.  If however, there is any doubt about whether the fire can be controlled, immediately clear the building and call 911 from the Bank or other area business.

If a fire is discovered in any part of the building when people are present, staff and general patrons only, the staff shall order all persons to leave the building at once, using the door at the opposite part of the building.  All staff should meet across the street at the bank, until everyone is accounted for.

If a fire is discovered when school children in an organized group (grade school, story time, or pre-school) are in the library, then grade school children should be sent back to school, escorted by their teacher, leaving the building by a door away from the fire.  Pre-school or story time children shall be taken from the building by a staff member and any other adult in the building using the most convenient door away from the fire.  They may be taken to the State Bank of Cerro Gordo and entertained there until families come for them.  Do not drive any of the children home.


Staff members should exercise extreme caution when administering first aid of even a minor nature because of the safety of the injured individual and the potential liability of the staff member.  Without specialized training it is not advisable for staff to undertake more than keeping the sick or injured patron comfortable and protected from unneeded disturbance until medical help can be obtained.  Since each case is unique, staff members should use their own judgment to do what is prudent and reasonable.

If problem is not serious, give assistance to injured party by administering first aid.  The first aid kit is located in the bottom drawer between the two circulation computers.

The rescue squad (911)/Police should be called immediately in the event of any serious problem.  No medication, including aspirin, should ever be dispensed to a patron by a library staff member.


Some thunderstorms and tornadoes can be seen approaching, while others hit without warning.  It is important to learn and recognize the danger signs and to plan ahead.

·        Dark, towering, or threatening clouds

·        Distant lighting and thunder

·        An approaching cloud of debris can mark the location of a tornado even if a funnel is not visible.

·        Before a tornado hits, the wind may die down and the air may become very still.

·        Tornadoes generally occur near the trailing edge of a thunderstorm.  It is not  uncommon to see clear, sunlit skies behind a tornado.

A severe thunderstorm or tornado watch is issued when storms are likely to develop.

A severe thunderstorm or tornado warning is issued when a storm has been sighted or indicated by weather radar.

The weather radio located in the Supply Closet should announce weather alerts.

The Library Director’s Office with the doors closed is safest.  Get under the desk, if possible.


Earthquakes strike suddenly, violently, and without warning.  The first indication of a damaging earthquake may be a gentle shaking motion.  Light fixtures may start to sway, objects may wobble on the shelves and glassware may jingle in the cabinets.  The first indication of a strong earthquake may be a violent jolt.  You may hear a low rumbling noise such as thunder.  After these first warnings the shaking is greatly amplified and it will become very difficult to stand or move from one place to another.  Therefore, when you get the first waning signals, be prepared to immediately take protective measures to ensure the safety of out patrons and ourselves.

In case of an earthquake the staff members should announce, “DROP TO THE FLOOR AND COVER YOUR HEAD.  FACE AWAY FROM WINDOWS, STAY UNDER FURNITURE UNTIL THE SHAKING STOPS.” Patrons and staff who are able should crawl under tables, place their heads between their knees and cover their heads with their arms.

Safe places are:

·        Under sturdy furniture

·        Against an inside wall

·        Away from windows, mirrors, pictures, or where heavy bookcases or furniture could fall over.

The most dangerous thing to do during an earthquake is to try to leave the building.

After the earthquake:

·        Ask patrons to stay where they are until damage can be assessed.

·        It should be determined if evacuation is necessary.  Evacuation may be necessary immediately in case of fire or gas leak.

·        Make sure all staff and patrons are accounted for.

·        Administer first aid to those in need or call 911 for more serious injuries.

·        Staff should shut off gas, water mains, and circuit breaker.

·        Be prepared for aftershocks.  Aftershocks can occur in the first hours, days, weeks, or even months after the quake and can cause weakened structures to come down.


If you smell gas or hear blowing or hissing noise, open a door and quickly leave the building.  Turn off the gas at the outside main valve if you can and call  AmerenIP from a nearby business.  If you turn off the gas it MUST be turned back on by a professional.

If you see sparks or broken or frayed wires, or if you smell hot insulation, turn off the electricity at the main circuit breaker.  Do not do this if you have to step in water.  Call the AmerenIP .

If you suspect sewage lines are damaged, avoid using the toilets and call a plumber or the village.  Avoid using water from the tap or drinking fountain.


In the case of a train derailment , follow emergency personnel instructions.  They will advise the community if there is a need to evacuate due to hazardous chemicals.


In the case of a community emergency, follow emergency personnel instructions.  They will advise the community if there is a need to evacuate the area, stay indoors, or take other emergency action.


Exit signs are located above all doorways and emergency exits.

·        Announce to all patrons to please evacuate the building as soon and as calmly as possible. 

·        Be prepared to direct patrons out of the building.  The predetermined location outside of the facility for everyone to meet is the bank across the street. 

·        There are five exit doors in the library

·        North exit door from the main library

·        South exit door, also know as the employee entrance

·        South exit door from the meeting room

·        North exit door from the meeting room

·        West exit door from the main library

·        Staff, if able, should check the building for anyone left behind.  Check restrooms, meeting room/kitchen, storage rooms. 


●         First aid kit, latex gloves, disinfectant wipes

        bottom drawer of the circulation desk

●         Flashlights

       supply room wall to the left of the doorway as you are entering the room; next to the laminating machine; office bottom drawer underneath the typewriter; meeting room drawer underneath fire extinguisher; in storeroom inside door on file cabinet

●         Fire Extinguishers – supply room wall to the left of the doorway as you are entering the room; in the kitchen on the north wall.

●         Fire Alarm boxes

       located next to all exit doors

●         Electrical breaker box and shutoff

       on the west wall of the furnace room and another on the north wall of the furnace room in the cleaning closet; NOTE, this door is locked, but the key is kept in the lock.

●         Gas meter and shutoff

       south side of building between the employee door and Madison Street

●         Water shutoff

       on the west wall of the furnace room in the cleaning closet; NOTE, this door is locked, but the key is kept in the lock.

●         Weather radio

       in the supply room on table against east wall

●         buckets, mops, towels

       in the cleaning closet, towels are in the kitchen

●         wet-vac/shop-vac

       located in the furnace room off of the kitchen

●         phones

       located on the west ledge separating the work area from the circulation desk area; located on the filing cabinet in the office.

●         Battery powered radio

       located on the north counter of the work area; NOTE, batteries are located in the supply room north shelf in a box

●         Paper towels, trash bags, rubber gloves

       located in the storage room on the south side of the building by the employee door

●         Tool kit

       located in the storage room on the north side bottom shelf

Keep in mind that molds will form within 48 to 72 hours in a warm, humid environment. You must work quickly to salvage damaged materials and to prevent additional damage from occurring. 95% of all disasters will result in water-damaged materials.


How much damage has occurred? What kind of damage is it? (fire, smoke, soot, clean water, dirty water, etc.) Is it confined to one area or is the entire building damaged? How much of the collection has been affected? What types of materials have been damaged? Are the damaged items easily replaced or are they irreplaceable? Can they be salvaged by the in-house recovery team, or will outside help be required?

Walk through the entire area and take extensive notes (use a pencil, ink will run). Photographs should be taken to document the damage.  Do not open wet books that are closed.  Do not close wet books that are open.

Contact the  insurance carrier, sources of supplies and services, the Illinois State Library Preservation Office, and a professional cleaning service, if necessary. 


The environment must be stabilized to prevent the growth of mold.  An ideal condition for a recovery operation is 65 degrees Fahrenheit and 50% relative humidity.  The following equipment should be readily accessible to help stabilize the environment:

●         Portable generators, in case of power failure

●         Pumps, to remove large quantities of standing water

●         Fans to circulate air

●         Thermometers, hygrometers to measure the temperature and humidity

●         Dehumidifiers can help lower the humidity, but they usually are only effective in small, enclosed areas, and tend to increase the temperature in a room

●         Air should be circulated in the damaged area


The following items should be recovered in this order when possible:

●         Local history and genealogy located in the north central corner of the library

●         Financial and meeting records located file cabinets, boxes and binders on gray shelf in the southwest corner of the storeroom

●         File cabinet located in the office

●         Computer CPUs located in the office (2) and circulation desk(2)

●         Library history located in the cabinets on the west wall of  the supply room and on the lower north shelf of the supply room

●         Artwork located in the library meeting room and throughout the library

●         Accounting back-ups located in the lower cabinet under the lamina tor

●         Microfilm located in the desk by the front door

●         Desk by the front door

●         Piano stool located on top of the west central book shelf

●         Pictures of Hope Welty located above the desk by the front door and above the fax machine


Organize work crews and be sure their responsibilities are clearly defined. No salvage activity should begin until the team leader has determined a plan of action. Disaster and recovery areas should be inaccessible to the public. Frequent rest breaks should be provided for workers. Food and/or beverages should be available


After the damaged items have been removed and the environment has been stabilized, the area must be thoroughly cleaned. Walls, floors, ceilings and all furniture and equipment must be scrubbed with soap and water and a fungicide. Carpeting and especially the padding under it, should be carefully examined, as mold will develop rapidly. Only professionals should perform removal of smoke odor and fogging with fungicides or insecticides.


A number of options are available for treating water-damaged materials.  The choice of treatment will depend on the extent and type of damage incurred, and the manpower, expertise and facilities available.

●         Freezing

       Freezing wet materials will stabilize them and provide you with time to determine your course of action.  Mold will not grow and further deterioration from water will not occur when materials are in a frozen state.  Books have been left in a freezer for ten years and successfully thawed and air-dried with no resultant damage.  Freezing will also help eliminate smoke odor from materials.

       Rapid freezing is recommended to minimize damage from ice crystals (the faster the materials are frozen, the smaller the ice crystals will be.) Temperatures below 15 F will freeze and dry out wet materials.  If freezer space is not immediately available, and the outside temperature is below 15 degrees F, place the materials in a secure area outside.  Cover them with plastic but do not seal, if rain or snow is expected

       Freezing is an intermediate stage.  After materials have been removed from the freezer, they must be placed in a vacuum freeze dryer or air-dried.

●         Vacuum freeze-drying

       Vacuum freeze-drying is the safest and most successful method.  Materials must be already frozen when they are placed in a sublimation chamber. 

       When materials are removed from the vacuum freezer chamber, they will be very dry and should acclimate for at least one month before they are opened to avoid cracking the spine and/or binding (this is especially true for leather bindings).

       Materials so treated will not look like new, but show signs of swelling and distortion.  Stanford University Library staff members reported that they needed an additional 12% of shelf space for materials that had been treated in Lockheed's chamber.  Photographs will not be damaged by this treatment, but rubber cement will dissolve and stain the pages to which it has been applied.

●         Air-drying

       Air-drying should be performed only in a stable environment to inhibit the growth of mold.  The ideal environment for air-drying is 50-60 degrees F and 25-35% humidity.  Instructions are outlined below. 

The following procedures are recommended for volumes that are to be frozen:


●         Clear the floors and aisles first

●         Begin with the wettest materials

●         Dirt and mold should be removed and treated before freezing.

●         Pack materials on site if possible.

●         Keep accurate records of the locations from which materials are removed


●         Remove volumes from shelves in order.

●         Insert one piece of freezer paper/wax paper between volumes.

●         Pack crates one layer only, snugly enough that volumes will not slide or lean

●         Wrap open books as found and place on top of a packet container.  Do not place more than one open volume in a container.

●         If books are stuck together, do not attempt to separate them, but pack them as one volume

●         Pack items in the condition in which they were found.  Do not attempt to open or close volumes that are wet

Record Keeping

●         Label each container with the library's name and assign a number

●         On a separate sheet of paper, record the box number, call numbers and number of books in each container.

●         Note which containers are sent to which freezer location

●         Keep records of discarded items


●         Materials should be placed in a freezer facility as quickly as possible to prevent the growth of mold

●         Materials should be placed in refrigerated trucks if they cannot be frozen within 48 hours

The following procedures are recommended for volumes that are to be air-dried:


●         Keep the book tightly closed and hold it under cold, clean running water.

●         Dab gently with a sponge to remove as much mud as possible from the binding only

●         Squeeze the book gently and with even pressure to remove excess water and to reshape the binding

Do not wash

●         Open or swollen volumes

●         Full or partial leather bindings

●         Fragile of brittle materials

●         Works of art on paper

●         Water-soluble components (inks, tempura, watercolors, dyes, charcoal, etc.)

●         Manuscripts

●         Non-paper materials

Saturated volumes

●         Do not open – wet paper tears easily

●         Set volumes on the heads on absorbent paper.  Pages tend to droop within the binding when a volume is shelved upright.   Plastic sheeting should be placed under the paper toweling to protect tabletops.

●         Covers may be opened to support volumes

●         Freezer paper/waxed paper may be placed between the cover and the end leaf to prevent staining from the binding dyes.

●         When most of the water has drained, proceed to the next section on damp volumes

Damp volumes

●         Very carefully open the book (not more than a 30 degree angle).

●         Begin interleaving from the back and keep the volume in an upright position.

●         Place interleaving sheets at intervals of 25 leaves (50 pages) unless they will distort the volume.

●         Continue to change the paper underneath and remove from the area

Slightly damp volumes/volumes with only wet edges

●         Stand volumes on its head and fan open slightly.  Paperback books may support each other with a barrier between them of they may be wedged with Styrofoam pieces.  Fan should not be directed on the books, the air should circulate but books should not be in the path of the fan.

●         When almost dry, lay the volumes flat and place weights (not other drying books) on them to minimize distortion.  Do not stack wet volumes.

●         Lightweight volumes (less than six pounds) may be hung on lines to dry.

●         Mono filament nylon lines, not more that 1/32” diameter, not more than five or six feet long, spaces approximately one half inch apart.

●         Do not line dry a saturated volume as the mono filament will cut through the wet paper.

Photographic materials

Do not expect to salvage color photographs, as the colored layers will separate and the dyes will fade quickly.  However, if you wish to try, freeze them immediately.

Removing odors

A small garbage can with a tight fitting lid can be used to aid in deodorizing materials.  If the materials are bound, stand them up and fan their leaves open.  In a small container, place baking soda, activated charcoal or charcoal briquettes (make sure you do not use quick lighting briquettes or ones that have light fluid in them).   Place the container containing the deodorizer inside the larger container and seal the larger container.  Do not place the container of deodorizer on top of or touching the library materials.


In the event that the computers are not operational:

●         The library will require patrons to present their library card for checking out materials

●         The patron's card number will be written down along with the bar code of the item and the date the item is checked out.  Forms are available for this purpose. 

●         Interlibrary loans will not be available without the use of computers. 

●         Date-due slips will be stamped and placed in the materials. 

●         In order for fines to be collected, the date-due slips must be returned with the materials to determine if an item is overdue. 

●         All returned materials will be logged in using a form for this purpose. 

●         If materials belong to another library, the entire bar code must be recorded at check-in and check-out. 

●         If the patron presents a library card from another library the entire library card number must be recorded. 

●         If the patron or materials are from Hope Welty Public Library, only the last six digits of the material bar code need to be entered, and only the last 5 digits of the patron's card number need to be entered. 

●         Arrangements will be made with Rolling Prairie Library System to use a circulation computer at another library or at RPLS Headquarters to then check in or out the materials that were recorded earlier.  This will be done on a daily basis, if possible. 

●         During disaster recovery, it may be feasible to have a policy to waive patron fines until further notice. 

●         Alternate collection points may be needed for materials to be returned.


AGENCY                                                                   PHONE

Fire Department                                                        (911) 763-6031

Police                                                                         (911) 763-2351

Ambulance                                                                 (911) 763-8181

IL Poison Control                                                      1-800-222-1222

Emergency Management Agency (EMA) 217-762-9482

Piatt County Sheriff                                                   217-762-5761

Piatt County Health Dept.                                         217-762-7911   

Electric and Gas -  AmerenIP                                  1-800-755-5000

Village Hall                                                                 763-8551

Veolia Trash Service                                                422-2715

Mediacom Cable                                                      1-800-874-2991

GTE (Telephone)                                                      1-800-483-4000

Insurance Company

            Chapman Henricks Insurance                     763-4001

                        General Casualty Co of IL                815-235-8900

                        Policy Number           CCI 0209250

Legal Advisor, John Foltz, Glasgow & Foltz          217-762-9444

Plumber – Flaugher Electric                                    428-0276

Electrical maintenance – Flaugher Electric           428-0276

General Maintenance – Nicholas Morganthaler    505-504-0446

Exterminator – Nelson Pest Control                       428-6897 or 428-9554

Locksmith -

            Atlas Lock Inc                                                429-2471      

Glass Company – B&B Glass                                 429-1917

Architect – BLDD                                                      429-5105

Disaster Restoration

            Peerless Restoration                                    423-7704

            ServPro                                                          428-2371

Computer Repair – Julie Mcnamara                      763-6142

                                Monticello Micro – Steve Look

                                                                        cell      217-377-1557

Document and Book Drying Freeze Drying and Recovery

            Dryco U.S.A                                                   866-379-2600


PERSON TO CONTACT                                        PHONE


Sandra Hayes – Library Director                            217-677-2181

Irma Joynt – President, Board of Trustees 217-763-4121    217-358-2023

Tracy Mogged – Treasurer, Board of Trustees     217-763-4321    217-454-2020

Shari Rawlings - Librarian                                       217-763-6183

Jill Dodson– Librarian                                              217-763-4463

Janice Lonnon – Secretary, Board of Trustees     217-763-3801

Nancy Mcdermith – Board of Trustees                   217-763-6242

Mary Hissong – Vice-pres.,Board of Trustees      217-763-4051

Genea Lawler – Board of Trustees             217-763-6357

Chelle Shively – Board of Trustees             217-763-4321

Deb Hull – Cleaning                                                  217-763-4041

Nic Morganthaler – Maintenance                            505-504-0446

Vicki Mercer – Bookkeeper                                                217-763-6461

Julie Mcnamara – Computer maintenance         217-763-6142

In the case of a community-wide disaster, the library meeting room may be available for the following services:

●         Coordination center with other community centers

●         Information Center

       Insurance and government applications

       Community meetings

       Literature distribution

       Rumor control/Message board

       People locater

●         Child Care Center for volunteers needed elsewhere

●         Training Facility

       Community health

       Recovery volunteers (out of town and spontaneous)

●         Distribution or Storage Center

       Inoculations

       Kits/Supplies

●         Registration and/or Counseling Center

●         Emergency Kitchen

●         Revised Patron Services

       Amnesty of Fines

       Collection Points