NATURAL DISASTER
    and HURRICANE EMERGENCY PLAN
    Smathers Library, Building 005

This plan is specific to the Smathers Library, Building 50005. Plans specific to other library buildings are also available. All of the Libraries' plans are based on a single template. Comments on and revisions to this plan are always welcome, send them to Cathy Mook at cathy@smathersnt2.uflib.ufl.edu.

This Plan is specifically for the one natural disaster most likely to befall Florida, hurricane. Because hurricane warnings are posted several hours prior to anticipated landfall, this plan assumes that there will be plenty of time for a leisurely evacuation of the building and for completion of preparatory tasks.

SMATHERS LIBRARY BUILDING EMERGENCY COORDINATOR INFORMATION.

EMERGENCY PREPARATIONS

1. The Smathers Library Building Emergency Coordinator is responsible for planned measures both to evacuate and secure the building and to protect valuable and delicate equipment. Alternates have been named in the event of the primary coordinator's absence. The Emergency Coordinators are members of the electronic Emergency list service.
2. Individual Department Chairs will prepare specific, written plans, for submission to the Building Emergency Coordinator, both to evacuate and secure their area(s) and to protect valuable assets. Written plans will include plans for egress, designating or mapping primary and secondary exits. Plans will also include the names and work locations of staff requiring assistance evacuating the building.
3. The University of Florida in accord with state regulation requires that these plans be assessed and revised annually. The Building Emergency Coordinator is responsible for reminding Department Chairs of review dates and deadlines. Department Chairs are responsible for reminding staff of plans specific to their department.

DURING A HURRICANE WATCH

Department Chairs should ensure that all staff are briefed and that tasked staff implement all pre-hurricane preparation measures.

HURRICANE WARNING PROCEDURES

1. The University Emergency Operations Center will notify the Director of Libraries and the Facilities Planning Officer that a hurricane warning has been declared. The Facilities Planning Officer will notify the Building Emergency Coordinator, who will notify Department Chairs. Department Chairs will notify all their staff.
2. The university will be declared closed and all persons, except those assigned planned duties, will be instructed to secure their areas and leave the campus.
   Individuals who cannot leave the campus should go to a designated shelter as assigned by University Police Department (UPD).
3. The Building Emergency Coordinator will ensure that building entrances are closed and appropriate signs posted. Assistance from the University Police Department (UPD) is available if requested at 392-1111.
4. After evacuating staff from their area(s), Department Chairs and tasked staff will close and lock windows, close blinds and drapes, unplug all terminals, control units, modems, and other electrical equipment. They should also move library materials and equipment, as appropriate, away from windows and other areas of potential water damage. (Some or all of these tasks may be completed prior to general evacuation.) Department Chairs will have designated, in advance, an alternate(s) in the event of the Chair's absence.
5. Following completion of tasks, tasked staff will be evacuated, and Department Chairs will lock all internal doors securing their area(s). They will report by telephone at the number above to the Building Emergency Coordinator or the alternate when this has been accomplished. If telephone contact can not be made, Department Chairs will report to the Coordinator or alternate in the Coordinator or alternate's department. They should indicate the need for any additional requirements for protection or security of their area. Department Chairs, except for those designated to assist the Building Emergency Coordinator with final procedure, will be evacuated.
6. The Building Emergency Coordinator and designated assistants, among the Department Chairs (or their alternates), will tour the entire building to ensure that evacuation is complete and that materials and equipment are secure. Department Chairs who are responsible for areas off master-key are necessarily designated as assistants to the Coordinator. In the Smathers Library, designated assistants include the Chairs of Preservation, Special Collections and Systems or their designated alternates when the Chairs are unavailable. Designated assistants will be evacuated, and the Building Emergency Coordinator will then lock the building.
7. The Building Emergency Coordinator will report to the Facilities Planning Officer at 392-4505 or, if the Facilities Planning Officer can not be contacted, to the Emergency Operations Director at 392-1111. If telephone communication with either of these persons is not available, the Building Emergency Coordinator should summon the first available police officer to report via two-way radio. The Building Emergency Coordinator will be evacuated after reporting.

DURING A HURRICANE

• All persons, including the Building Emergency Coordinator, not required for the conduct of emergency operations, will have been notified to leave the campus by the Emergency Operations Director after completing their Hurricane Warning duties.
• Persons remaining on campus will have reported to a designated shelter where they will remain until an all-clear signal has been issued.

POST HURRICANE PROCEDURES

1. The Facilities Planning Officer will be notified by the Emergency Operations Director of clearance to return to particular buildings, and will notify the Building Emergency Coordinator who will return as soon as possible.
2. Building Emergency Coordinator will survey damage and report to the Library Facilities Planning Officer at 392-4505 and to the Emergency Operations Center at 392-1111. If telephone service is unavailable, or if phone lines are jammed, reports should be hand delivered to the Facilities Planning at 145 Library West and to the Emergency Operations Center at the University Police Department. If possible, reports will include floor plans with problem areas clearly marked.
3. The Facilities Planning Officer will report to the Director for Library Support Services and to the Director of Libraries who will decide when general staff may return.
4. The Facilities Planning Officer will coordinate facilities damage repair and clean up efforts with Work Management Division. The Facilities Planning Officer will also notify the Preservation and Systems Officers of damage requiring their attention.
5. The Preservation Librarian will bring together library materials recovery and salvage teams. Teams will take necessary actions, consistent with prior planning, to preserve and restore damaged library materials. Damage assessments and needs will be communicated to Director for Library Support Services.
6. The Systems Officer will bring together systems recovery and salvage teams. Teams will take necessary actions salvage damaged equipment and, contingent upon reliable supply of power, will return other equipment to operability. Damage assessments and needs will be communicated to Director for Library Support Services.
7. Smathers Library staff should listen to local radio stations for information regarding reopening of the University of Florida and particular buildings. Staff will not be required to return to the University if personal property requires attention.

DISTRIBUTION

This plan has been submitted to the Library Facilities Planning Officer who has forwarded it to Environmental Health & Safety. Copies have also been distributed to the Alternate Building Emergency Coordinator and Department Chairs in the Smathers Library. 

Department Chairs will be responsible for distribution of this plan to their staff.

The Building Emergency Coordinator will report written changes to the Facilities Planning Officer and Department Chairs.

OTHER CONTACT INFORMATION

	© 2000 University of Florida George A. Smathers Libraries Acceptable Use, Copyright, and Disclaimer Statement   Send comments: Preservation Department. Last Updated August 9, 2000