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HomeMy WebLinkAboutItem 06.s Date: Item No. City of Lakeville COVID-19 Preparedness Plan Proposed Action Staff recommends adoption of the following motion: Move to approve the City of Lakeville COVID-19 Preparedness Plan. Overview Minnesota Executive Order 20-74 dated June 5, 2020, requires critical sector businesses, including government entities to adopt a COVID-19 Preparedness Plan. The City Council reviewed the City of Lakeville’s COVID-19 Preparedness Plan on May 26, 2020. The COVID-19 Preparedness Plan was also certified by management and posted throughout the workplace on May 29, 2020. The COVID-19 Preparedness Plan is consistent with Centers for Disease Control and Prevention (CDC), Minnesota Department of Health guidelines and federal OSHA standards related to COVID-19. Department directors and supervisors will monitor how effective the program is by requesting feedback and concerns from employees as well as personal observation. The plan will be updated as necessary. Primary Issues to Consider • Approving the COVID-19 Preparedness Plan complies with Minnesota Executive Order 20-74. Supporting Information • City of Lakeville COVID-19 Preparedness Plan Financial Impact: $ Budgeted: Y☐ N☐ Source: Related Documents: (CIP, ERP, etc.): Envision Lakeville Community Values: Good Value for Public Services Report Completed by: Tammy Schutta, Human Resources Manager June 15, 2020 City of Lakeville COVID-19 Preparedness Plan 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 1 questionnaire an employee should review each day before coming to work. See page 10 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 huma n 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. 2 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 sh ould 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 the ir 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 9. Social distancing The City has implemented the following to allow for social distancing: • Teleworking and remote computer access • Use of remote meeting technology while at work 3 • 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 4 tools and equipment, when possible. If necessary, clean and disinfect them before and after use. Contractors All contractors are required to be prescreened before they enter a city facility. Contracted vendors will review the health screening questionnaire before being granted access to a city facility. If a contractor answers yes to any of the symptoms, they will not be allowed to enter the facility. All contractors should be wearing necessary PPE (masks, etc.), practice social distancing, and following sanitary procedures to help prevent any virus spread. 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 on May 29, 2020. It will be updated as necessary. Certified by: Justin Miller City Administrator 5 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 6 Phase 2: Based upon the city’s business needs, direction from the Governor a nd/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 pu blic 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. 7 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 su ch 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 memb ers 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 2 masks per person. Employees can supply their own cloth masks and at their own cost. 8 • Cloth masks are required to be kept clean and sanitized by the employee. • Cloth face mask cannot display inappropriate messages, symbols, political m essages or logos. City logos are permitted. • 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. 9 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? 10 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 11 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 12