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COVID-19 Preparedness Plan for the City of Lakeville
The City of Lakeville is committed to providing a safe and healthy workplace for all
our employees. To ensure this, we have developed the following Preparedness Plan in
response to the COVID-19 pandemic. Department directors, supervisors and
employees are all responsible for implementing this plan. Our goal is to mitigate the
potential for transmission of COVID-19 in our workplaces, and that requires full
cooperation among employees and management. Only through this cooperative effort
can we establish and maintain the safety and health of our employees and workplaces.
Management and employees are responsible for implementing and complying with all
aspects of this Preparedness Plan. The City of Lakeville department directors and
supervisors have our full support in enforcing the provisions of this policy.
Our employees are our most important assets. We are serious about safety and health
and keeping our employees working at the City of Lakeville. Employee involvement is
essential in developing and implementing a successful COVID-19 Preparedness Plan.
We have involved our employees in this process by responding to concerns raised by
staff and sharing decisions with employees via email and supervisor updates.
Employees are encouraged to continue to report any suggestions or concerns they
have related to being at work and COVID-19.
Our Preparedness Plan follows Centers for Disease Control and Prevention (CDC) and
Minnesota Department of Health (MDH) guidelines and federal OSHA standards
related to COVID-19 and addresses:
• hygiene and respiratory etiquette;
• engineering and administrative controls for social distancing;
• housekeeping – cleaning, disinfecting and decontamination;
• prompt identification and isolation of sick persons;
• communications and training that will be provided to managers and employees;
and
• management and supervision necessary to ensure effective implementation of
the plan.
Screening and policies for employees exhibiting signs and symptoms of
COVID-19
Employees have been informed of and encouraged to self-monitor daily for signs and
symptoms of COVID-19. The following policies and procedures are being
implemented to assess employees’ health status prior to entering the workplace and
for employees to report when they are sick or experiencing symptoms.
• Employees are expected to assess their health condition prior to leaving their
home for work EACH DAY and before taking any temperature reducing drug. This
includes self-assessment for COVID-19 symptoms, exposure to others with
COVID-19 symptoms/illness, and exposure from travel. Attached is the health
screening questionnaire an employee should review each day before coming to
work. See Appendix # for the Health Screening Questionnaire.
• If an employee answers yes to any of the questions on the health screening, they
are to report to their supervisor and human resources that they cannot report to
work. If the employee believes there are extenuating circumstances that would
allow them to report to work (for example, the employee has already had COVID-
19, recovered, and considered unable to be a carrier of the virus) the supervisor
and human resources will assess whether the employee can report to work.
Employees may qualify for Families First Act financial benefits and/or interim
COVID-19 leave and human resources will assist employees with applying for
those benefits via email.
• If symptoms appear during the work day, an employee should immediately notify
their supervisor and human resources that they must leave work. Employees may
qualify for Families First Act financial benefits, and/or interim COVID-19 leave and
human resources will assist employees with applying for those benefits via email.
• An employee is required to stay home if he/she is exhibiting symptoms of COVID-
19to prevent the spread of COVID-19 to other employees. The city has
established an interim COVID-19 leave policy to encourage employees to stay
home if they are sick or have COVID-19.
The City of Lakeville has implemented leave policies that promote employees
staying at home when they are sick, when household members are sick, or when
required by a health care provider to isolate or quarantine themselves or a member
of their household. Please refer to applicable personnel policies, labor contracts, and
notices related to such benefits.
Accommodations for employees with underlying medical conditions or who have
household members with underlying health conditions have been implemented. They
may work remotely/telework as long as work is available. In some cases, they may
report to work but work in a closed office/room with a door to isolate themselves from
other employees. They may also work flexible hours with permission of their
supervisor to reduce contact with other staff.
The City of Lakeville has also implemented a policy for informing employees if they
have been exposed to a person with COVID-19 at their workplace and requiring them
to quarantine for the required amount of time. The Human Resources Manager will
notify only those affected coworkers if they have been exposed to COVID-19. A
discussion will take place as to whether social distancing has been followed which would
reduce or may eliminate the likelihood of a true exposure. If social distancing and other
hygiene etiquette has not been followed, then the exposed employees will be required
to self-quarantine for 14 days.
In addition, a policy has been implemented to protect the privacy of employees’ health
status and health information. Several laws address the privacy of medical information.
To assure compliance with these laws, and to respect employee privacy, supervisors
MAY NOT reveal the name of the person who has reported COVID-19 symptoms or
tested positive/negative with coworkers. Supervisors may share the employee name only
with those who absolutely need to know (i.e. Department Director, Human Resources
Manager). Supervisors and managers should not share this information under any
circumstances, even if it is widely known among a work group(s).
Handwashing
Basic infection prevention measures are being implemented at our workplaces at all
times. Employees are instructed to wash their hands for at least 20 seconds with soap
and water frequently throughout the day, but especially at the beginning and end of
their shift, prior to any mealtimes and after using the restroom. All visitors to the facility
will be asked to wash their hands prior to or immediately upon entering the facility.
Some workplaces may have hand-sanitizer dispensers (that use sanitizers of greater
than 60% alcohol) that can be used for hand hygiene in place of soap and water, as
long as hands are not visibly soiled.
Restrooms are readily available in City buildings and are stocked and maintained by
facility attendants. Restrooms are cleaned and sanitized each day. Employees may
leave their workstations at any time to wash their hands. Spray sanitizer and towels
are also available in office areas and conference rooms for general use. Hand
sanitizer is also available.
Employees working in city vehicles are provided with sanitizing wipes and hand
sanitizer in their vehicles to use as needed throughout the workday. When more
sanitizing wipes/hand sanitizer is needed, employees should notify their supervisor.
Respiratory Etiquette
Employees and visitors are being instructed to cover their mouth and nose with their
sleeve or a tissue when coughing or sneezing and to avoid touching their face, in
particular their mouth, nose and eyes, with their hands. They should dispose of tissues
in the trash and wash or sanitize their hands immediately afterward. Respiratory
etiquette will be demonstrated on posters and supported by making tissues and trash
receptacles available to all employees and visitors. Employees will be reminded of this
through this Plan as well as through email, supervisor updates to staff and posters.
See Face Mask recommendation policy on page 8.
Social distancing
Social distancing is being implemented in the workplace through the following
methods: The City has implemented the following to allow for social distancing:
• Teleworking and remote computer access
• Use of remote meeting technology while at work
• Adjusting shifts
• Flexible shifts
• Split shifts
• Staggered shifts
We have instructed employees to maintain six feet of social distancing. We have also
provided masks and/or gloves to employees who come into contact with the public or
whose work brings them in contact with items that may be contaminated such as
Kleenex in trash bins.
Employees and visitors are prohibited from gathering in groups and confined areas,
including elevators, and from using other employees’ personal protective equipment,
phones, computer equipment, desks, workstations, offices or other personal work
tools and equipment.
Employees entering or exiting rooms such as conference rooms, work rooms, office
entry doors, etc. should stand back and maintain a six-foot distance for anyone who
is already in the room or attempting to exit/enter.
Breaks and lunch schedules will be staggered to reduce exposure. Employees should
not sit directly across from each other. Employees are encouraged to bring their own
meals and be able to eat them without use of a microwave. Employees should not
share food or utensils. If a microwave is required, employees are required to wipe
down after contact.
Housekeeping
Regular housekeeping practices are being continued, including routine cleaning and
disinfecting of work surfaces, equipment, tools and machinery, and areas in the work
environment, including restrooms, break rooms, lunchrooms and meeting rooms. More
frequent cleaning and disinfecting will be conducted in high-touch areas, such as
phones, keyboards, touch screens, controls, door handles, elevator panels, railings,
copy machines, etc.
• Common work areas are cleaned and disinfected each day by facility attendants.
• Employees are expected to wipe common surfaces such as copier/postage
machine touch pads, light switches, handles, etc. before and after use.
• Disinfecting spray will be available in lunchrooms and break rooms. Employees are
required to wipe down all appliances after contact.
• Employees are also expected to wipe/disinfect their personal work areas at least
once each day. This includes phone, keyboard, mouse, mouse pad, light switch,
doorknobs, etc.
• Employees using vehicles are expected to wipe/disinfect door handles
(inside/outside, steering wheel, seat, gear shift, radio/climate control/other knobs,
glove box entry, etc.)
• Employees should avoid using other employees’ phones, desks, offices, or other
work tools and equipment, when possible. If necessary, clean and disinfect them
before and after use.
Communications and training
This Preparedness Plan was communicated via postings in the workplace, emailed to
employees, and shared by supervisors to those without email during the week of May
26, 2020 and necessary training was provided via video. Additional communication
and training will be ongoing via email and supervisor updates to staff and provided to
all employees who did not receive the initial training. Posters addressing proper hand
washing, health screening, everyday reminders and how COVID-19 spreads are placed
throughout the buildings.
Department Directors and supervisors are to monitor how effective the program has
been implemented by requesting feedback and concerns from employees as well as
personal observation.
Management and employees are to work through this new program together and
update the training as necessary. This Preparedness Plan has been certified by City
of Lakeville management and was posted throughout the workplace May 26, 2020. It
will be updated as necessary.
Certified by:
Justin Miller
City Administrator
COVID-19 Re-Entry Plan
Introduction
The City of Lakeville is committed to providing a safe and healthy workplace for its employees
and community members. To meet this commitment, the following COVID-19 Re-Entry has been
developed. The goal of this plan is to continue to provide responsive and high-quality services in
a collaborative way while mitigating the potential for transmission of COVID-19 in our workplace
and community. All city staff are responsible for implementing and complying with all aspects of
this COVID-19 re-entry plan.
The following principles will be used to guide the implementation of this plan:
• Employee and visitor safety are the top priority
• Implementation of the plan will be done in a deliberate, thoughtful and incremental way
• Implementation of this plan will not be driven by arbitrary dates or decisions; rather it will
be based on preparedness measures being in place (polices and protocols, physical
improvements, PPE availability) business needs, best practices, directives from the state
and/or federal government, and guidance from the MDH/CDC
Re-Entry Plan
The re-entry of employees will be done in phases. Each phase provides a general understanding
of the incremental stages of returning city operations to “normal.” Movement from one phase to
the next may vary by department or division based on business needs. Department directors will
submit plans and recommendations to the City Administrator on re-entry. Any movement to the
next phase will take into consideration the status of the virus and directives from the state and/or
federal government, and guidance from the MDH/CDC.
Phase 1: Based upon the city’s business needs, direction from the Governor and/or advice of
the CDC/MDH, city activities and the availability of services from public buildings will be at a
minimum to promote physical distancing to the fullest extent possible.
General
• Public buildings open only based on critical business needs
Employees
• Essential employees will be required to report to work
• Employees that need to meet a specific business need/requirement that cannot be
accomplished from home will be allowed to work based on the department director’s
recommendation and City Administrator approval
• All employees who can work from home should do so with supervisor and department
recommendation and City Administrator approval
City Council and Commissions
• The city council and commissions will conduct business remotely
• Commissions should only meet for items that require action
Meetings with the Public
• All meetings will be conducted virtually if at all possible
• If required to meet business needs, meetings with members of the public will be done on
an appointment basis, provided appropriate safety/distancing measures are implemented
• Meeting spaces are not available for the public
Phase 2: Based upon the city’s business needs, direction from the Governor and/or advice of
the CDC/MDH, city activities and the availability of services from public buildings will have evolved
to a level that requires additional staff to return to their place of work.
General
• Additional public buildings may reopen based on business needs
• Additional city services and programs may begin based on City Administrator approval
Employees
• All essential employees who have been reporting to work will continue to do so
• Employees needed for additional city services or programs may be required to return to
work
• It is possible that an employee may return to their place of work part time to meet a
business need, but also continue to work from home
• Most employees who can work from home should continue to do so based on the
department director’s recommendation and City Administrator approval
City Council and Commissions
• The city council and commissions will begin to conduct business at city hall only if the
need dictates (e.g. important public hearing) and appropriate safety/distancing measures
are in place
• Commissions should only meet for items that require action or for meetings that can be
held remotely.
Meetings with the Public
• To the extent possible, meetings with members of the public will be done on an
appointment basis, provided appropriate safety/distancing measures are implemented
• Meetings spaces are not available for the public
Phase 3: Based upon the city’s business needs, direction from the Governor and/or advice of
the CDC/MDH, the availability of services from public buildings and activities will have evolved to
a level of being back to “near normal” that requires additional staff to return to their place of work.
General
• All city buildings open to the public for business needs.
• Some exceptions may apply for large gatherings (Arts Center, Heritage Center, etc.)
Employees
• All employees who have been reporting to work will continue to do so
• Most employees will be expected to return to their place of work. Distance/remote
working may be approved to continue on a case by case basis in accordance with city
policy based on the department director’s recommendation and City Administrator
approval
City Council and Commissions
• The city council and commissions will use city hall for their meetings. Recommended
safety/distancing measures will be in place.
• Commissions may return to normal business
Meetings with the Public
• Meetings spaces may be available for the public based on City Administrator approval
Phase 4: Based upon the city’s business needs, direction from the Governor and/or advice of
the CDC/MDH, the availability of services from public buildings and activities will have evolved to
a level of being back to normal operations.
Face Mask Recommendations for Lakeville Staff
In order to further protect yourself and others from the spread of the COVID-19 virus,
the CDC guidelines recommend the use of facemasks in public places or while at work
in group settings (2 or more), except when in a private space such as an office or single
occupant vehicle. According to the CDC, masks or cloth face coverings can help with
preventing your germs from infecting others. These guidelines are in addition to all other
social distancing guidelines that have been issued by the CDC and MN Department of
Health related to the COVID-19 virus.
The City's goal is to protect the health and safety of our employees and community
members. All City staff and visitors will adhere to the CDC guidance and utilize
facemasks while in our facility and at work in group settings.
EMPLOYEE GROUPS
City Buildings
Masks are required during/for any job duties with customer contact, while in public areas
of the building, and while at work in group settings (2 or more) where social distancing
cannot be practiced.
Working in the Field
When in the field, no masks are required unless employees need to ride together in a
vehicle; or for work requiring being in close proximity (within 6 feet) of each other or
members of the public. Masks should also be worn when in an occupied home, for
example water meter replacement, code enforcement, building inspection, etc.
Staff should not enter homes where there is an active COVID-19 case or someone
is under quarantine or self-isolation due to an exposure or symptoms. This does
not apply to first responders.
Public Works and Parks Maintenance
No masks are required unless employees need to ride together in a vehicle; or for work
requiring being in close proximity (within 6 feet) of each other or members of the public.
Staff should avoid overlap in the break room when/where social distancing cannot be
maintained.
POLICY
• Masks must cover the nose and mouth.
• Masks are not required while in private spaces such as an office or single occupant
vehicle.
• Acceptable facemasks can be homemade masks, paper masks, cloth masks, sports
type face coverings, surgical masks, etc. N95 masks are not required or needed.
• The City will provide up to two masks per person. Employees can supply their cloth
masks and at their own cost.
• Cloth masks are required to be kept clean and sanitized by the employee.
• Cloth face mask cannot display inappropriate messages, symbols, political messages
or logos.
• In some instances, wearing a mask is not medically advised. Exceptions will be made
as requested through Human Resources. Employees should be aware that asking a
coworker why they aren’t wearing a mask is prohibited.
This policy will be reevaluated every two weeks to determine if it is still needed.
Recommendations for Lakeville Visitors
In order to protect staff (as per the OSHA general duty clause) and other visitors, Visitors
will be required to wear a face mask while in the building. This includes during meetings,
Arts Center events and recreational classes.
Appendix A – Guidance for developing a COVID-19 Preparedness Plan
General
www.cdc.gov/coronavirus/2019-nCoV
www.health.state.mn.us/diseases/coronavirus
www.osha.gov
www.dli.mn.gov
Handwashing
www.cdc.gov/handwashing/when-how-handwashing.html
www.cdc.gov/handwashing
https://youtu.be/d914EnpU4Fo
Respiratory etiquette: Cover your cough or sneeze
www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html
www.health.state.mn.us/diseases/coronavirus/prevention.html
www.cdc.gov/healthywater/hygiene/etiquette/coughing_sneezing.html
Social distancing
www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html
www.health.state.mn.us/diseases/coronavirus/businesses.html
Housekeeping
www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html
www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/disinfecting-your-home.html
www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2
www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-
disinfection.html
Employees exhibiting signs and symptoms of COVID-19
www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/steps-when-sick.html
www.health.state.mn.us/diseases/coronavirus/basics.html
Training
www.health.state.mn.us/diseases/coronavirus/about.pdf
www.cdc.gov/coronavirus/2019-ncov/community/guidance-small-business.html
www.osha.gov/Publications/OSHA3990.pdf
CONDUCT HEALTH SCREENING EACH TIME EMPLOYEES OR VISITORS ENTER THE FACILITY.
You may also opt to conduct temperature screening if it can be done with proper social distancing,
protection, and hygiene protocols. However, temperature screening is not required.
If a worker or visitor answers “Yes” to any of the screening questions or has a measured temperature
above 100.4°F, they should be advised to go home, stay away from other people, and contact their health
care provider.
Visitor and Employee Health Screening Checklist
Have you had any of the following symptoms since your last day at work or the last time you were here that you
cannot attribute to another health condition?
Please answer “Yes” or “No” to each question. Do you have:
Fever (100.4 F or higher), or feeling feverish?
Chills?
A new cough?
Shortness of breath?
A new sore throat?
New muscle aches?
New headache?
New loss of smell or taste?