2021-08-11 Meeting notes

• Ben cancelled yesterday.
• Gave Sagan contact information of a colleague: Matt. Matt has been very responsive and friendly.
• Sagan is confident things will go well. Finalizing the logistics of getting a Zoom link out.
• No cut-off for number of participants. It is the only event for remote portion of Inservice.
• Suggested giving out the link to everyone.
• Matt will be sending supplemental information.
• Sagan gave him some hypothetical scenarios to use during the training.
• We discussed a couple other potential scenarios to include.
• Thanks to Kenna and Sagan for getting this going. They put in a lot of work into this.
• Email to White Bird

UHSC Report Out

• Meeting 2 weeks ago
• Accident reports on campus are shooting up high right now as people return to campus and have forgotten safety procedures for their environments.
  • Especially in the cooking realms.
  • We have anticipated this with the additional trainings but we will find gaps.
  • If there is an accident, supervisor needs to file an accident report to campus
• Shared heat training and air quality index information
  • Are expecting air quality issues later this week.
  • Rachel will resend this information. People do better with more information and can always delete if unwanted.

• Exit from Information desk seemed to go smoothly.
• LEAD students working deselection seemed slower to get out. Probably because they hadn't been trained about exit location in those areas.
• SMS had questions about where to check-in once outside.
• Sagan put a new staff member in charge for an opportunity to practice in low-stakes environment.
  • Staff member had to explain a lot of things to students which slowed things down.
  • Sagan is going to retrain all students in safety procedures
• Lucinda noticed that emergency exits need the alarm batteries checked. Not all of them are working right now.
  • Need to also check lights in the stairwells.
• She also noticed some people taking their time leaving.
• Erin noticed people wanted to stay outside afterwards and enjoy the sun. People seemed relaxed.
• Drills will not normally be announced ahead of time but this was a trial run.
• Derrick is both observer and first-time participant. Because of the advance notice, some folks asked questions ahead of time about rally point.
  • RAS also has a binder put together with evacuation information.
  • Took awhile for RAS student workers to evacuate because they are spread throughout the building.
  • RAS used W2W to verify students had evacuated because W2W showed them who was working at that time.
  • Fire door closed. (Lucinda heard multiple doors close on 4th at the same time.)
• Conclusions:
  • Student training
  • Partners need info about where to check in and evacuating quickly
  • Follow up on emergency exit maintenance
  • Rachel did a test run of OSU alerts "all clear" and it went out quickly.

• Next time:
  • Fire Marshall can bring in "fake fire" to require adjustments as people exit.
    • Discussed potential locations for these fake fires.
    • Observer is usually placed near the fire to see how people react.
    • It isn't uncommon for people to continue walking past the fire because their brain doesn't process that information.
    • Kenna said maybe next time since we are still learning the ropes.
  • Need to do one drill per term.

Karl had the idea of "Passport to Library Safety".

• Part Scavenger hunt, part safety reminders
• Prizes:
  • Planning to contact different relevant departments for swag prizes (EHS, Public Safety, etc.).
  • Hoping Library Admin can also give money for some prizes as well.
  • Looking for other ideas for prizes. Winners could select from a basket.
  • Suggestions from group:
    • Erin said Bryan would get donations from some of the local bike shops.
    • Carbon monoxide detectors. Safety lights. Light up collars for pets.
    • Derrick might contact the Vet School.
• Email: 4 days, 4 themes
  • Passport attached each day along with a daily puzzle.
  • Daily drawing for puzzle. Grand prize drawing for Scavenger Hunt.
  • Staff can contact any member of Safety Council to show completed passport.
  • All members will be listed in the emails. Need to check in with partner representatives about this as well.

• Rachel in the process of meeting with partners.
  • Java, Ecampus, Mole Hole, Our Little Village, URWS, Grad Commons, Grad Writing Center, SMS
• Part of this conversation includes safety such as Safety Council representative.
• We only have 4 definite representatives confirmed.
• Rachel will update governing documents as names are confirmed.

How do we want to include partners in the meetings?

• Spend part of the meeting as library only and part of the meeting with partners included?
• Send an open invitation to come to any meeting.
  • We can always start 30 minutes early to discuss library specific topics as needed.
  • Other option is to invite them to the entire meeting with the second half being optional as library business.
• Lucinda will send out meeting invites for Fall term as we get those partner reps confirmed.
• We should discuss current status of mask mandates and how that is being enforced at Valley Library at the first meeting.
  • Can share campus signage with partners.
  • Derrick asked about signage on the loading dock.

Other Matters Arising

• Questions from LEAD about lock down drills
  • Do we do them?
• First Aid Kits
• Finalize Power Outage procedures

First Aid/AED kits

• Centralizing the checks on this.
• People can certainly stock their kits but Lucinda will double-check just to make sure they don't get overlooked.

Lock down drills/training

• How do we handle this? An actual drill
• Will discuss more at the next meeting along with Power Outage procedures.