Emergency Response

Board Chair:  the chair of the Board, or a vice-chair of the Board in circumstances where the chair is not available.

Chief Librarian: the chief librarian appointed by the Board pursuant to the Library Act, or their designate under the Chief Librarian Succession Plan, as applicable.

Emergency:  a present or imminent event or circumstance that (a) is caused by accident, fire, explosion, technical failure, infectious disease outbreak/pandemic, war, riot, terrorism, or the forces of nature, and (b) requires prompt action to protect the health, safety or welfare of a person or to limit damage to property. Emergencies may range in scope from individual branch flooding caused by a burst water pipe to an earthquake that results in a government-declared state of emergency.  

System-wide closure: Closure of all or a majority of VPL’s physical locations to the public for any period.

Temporary closure: closure for a finite period, where the Library fully intends to reopen as soon as feasible, and maintains the annual operating budget associated with the location.

A system-wide closure would result in the temporary lack of access to Library services for all members of the public, including Indigenous communities. If circumstances permit one or more Library locations to remain open, the potential impact of closures on Indigenous communities and other priority populations would influence decisions on which locations will remain open, which locations to prioritize for reopening, and the types of services to be prioritized in reopened locations.

1.  Temporary System-wide Closure

1.1  Emergencies may arise in which a rapid system-wide closure is needed to ensure the health and safety of VPL staff, patrons, or the general public. Emergencies may or may not be accompanied by a government declaration of a state of emergency.  

1.2  Decisions about which locations will remain open, if applicable, will consider community impacts, usage trends, accessibility, geographical distribution, and the ability of the facility to offer a broad range of services.

1.3  During an Emergency, the Board delegates to the Chief Librarian the authority to determine whether a temporary system-wide closure is necessary and to implement this decision. Prior to exercising this authority, the Chief Librarian will consult with the City of Vancouver, as appropriate, and will make reasonable efforts to consult with the Board Chair. The Chief Librarian or Board Chair will promptly inform the Board of the decision and will call a meeting to ratify the decision within ten days, or as soon as possible based on the circumstances of the Emergency.

1.4  If a system-wide closure is required as a result of a government order, or in other circumstances where VPL is required by law to close its facilities, the Chief Librarian will implement the closure for the duration required and will inform the Board as soon as possible. The prior consultation requirements set out in section 1.3 of this policy do not apply to a system-wide closure necessitated by government order or by law.

2.  Temporary Closures of Individual Locations

2.1  The Chief Librarian has the authority to temporarily close individual VPL locations as required for location-specific Emergencies, and for operational reasons related to facilities maintenance, health and safety, security, and inadequate staffing. The Chief Librarian will promptly inform the Board of any such closures expected to exceed seven days.

3.  Emergency-related Expenditure from Library Reserves

3.1  VPL’s Operating Budget policy allows for budget transfers or increases, under certain conditions, where the Director of Corporate Services and Facilities has determined such adjustments can be made from library reserves or operating revenues such that the annual operating budget remains balanced.  

3.2  VPL’s Library Financial Reserves policy allows the Chief Librarian to expend up to $50,000 from undesignated Library reserves without Board approval.

3.3  During an Emergency, the Board delegates additional authority to the Chief Librarian to approve expenditures from undesignated Library reserves up to a maximum of $200,000 in aggregate. The Chief Librarian will make reasonable efforts to consult with the Board Chair prior to exercising this authority. The Chief Librarian or Board Chair will promptly inform the Board of the decision.

Any violation of this policy may result in disciplinary action, up to and including termination of employment.

• Library Financial Reserves (Board Policy)
• Operating Budget (Board Policy)
• Capital Budget (Board Policy)
• Procurement (Board Policy)
• Code of Conduct (Board Policy)
• Inclement Weather (Administrative Policy)
• Chief Librarian Succession Plan