Closures and Delays Policy

Administrative Policy

Pikes Peak Library District (PPLD) is committed to the safety of our patrons and staff across El Paso County. Since access to the public is paramount, our Library facilities, mobile services, and off-site activities (all referred to as “Libraries” below) will remain open for normal hours, outside of scheduled closings and delays, as long as it remains safe for patrons and staff. The following procedures are for all closures and delayed openings, as well as communicating such information across the service area.

PROCEDURES

1. Notifying Patrons and Staff

   When PPLD decides to close or delay opening for one or more Libraries, staff make this information available to the public and staff as soon as possible in several ways:

   1. An alert is posted on the home page of ppld.org.
   2. The main phone line at (719) 531-6333 is updated with a recorded message.
   3. Posts are made to PPLD’s primary social media accounts on Facebook, Instagram and X.
   4. Local media outlets receive a notice to publicize through their broadcast services and websites, which PPLD staff monitor to ensure accuracy.
   5. Staff are notified through PPLD's internal Informacast system, which may include emails, Teams messages, texts, and phone calls/voicemails.

2. Types of Closures and Delays

   There are two primary types of closures and delays that can occur at one, some, or all Libraries:

   1. Expected closures and delays are scheduled and shared in advance due to facility renovations, staff meetings and trainings, and major holidays, including: New Year’s Day, Martin Luther King Jr. Day, Easter, Memorial Day, Independence Day, Labor Day, Cabrini Day (annual staff training on state holiday), Thanksgiving, Christmas Eve, and Christmas. All planned closures and delays can be found online at ppld.org/closures.
   2. Unexpected delays and closures can occur before or during normal operation hours due to inclement weather (i.e., snowstorms, flooding, and wildfires), power outages and other facility issues, staffing shortages, community emergencies, or other situations.

3. Decision-making for Closures and Delays

   With Libraries in various geographic locations across El Paso County, PPLD staff consider several factors before deciding if a delayed opening or closure is necessary:

   1. Other closures and delays: We monitor delays and closures of municipal services and school districts across El Paso County, particularly in situations of inclement weather. Other factors that impact the decision for delays or closures are road conditions, ability to maintain safe conditions at our facilities, and continued forecasts of inclement weather.
   2. Timing: PPLD staff seek to make an informed decision about a delayed opening or closure of one or more Libraries as early as possible. If inclement weather arises overnight, PPLD strives to make a decision by early morning. If weather conditions worsen during the day or evening, PPLD staff may decide to close early to accommodate safe travel of patrons and staff.
   3. Accessibility: Each Library facility and service can be affected differently by weather and other factors. PPLD may delay opening or close Libraries, even if conditions are not consistent throughout the county. When specific Libraries are closed, patrons can still make use of other facilities and services as they are able.
   4. Off-site activities: PPLD, in conjunction with community partners, host events, classes, and other activities at various locations throughout the year. For delays and closings that may impact such scheduled activities, PPLD will either: 1) cancel in advance and notify the location; 2) the location closes and, as a result, PPLD must cancel the activity; or 3) PPLD notifies the instructor or event host, and they make the decision to cancel or not.